Courier PWS.docx

PERFORMANCE WORK STATEMENT

1. SCOPE: Contractor shall furnish all vehicles and personnel necessary to perform Courier Services in strict accordance with all terms, conditions, provisions, and specifications of this solicitation between the James A. Haley VA Hospital (located at 13000 Bruce B. Downs Blvd., Tampa, Florida 33612) and the outlying Clinics located at:

Tampa Primary Care Annex 13515 Lake Terrace Lane, Tampa, FL

NPR Dental Clinic 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653

NPR Mental Health Annex 7701 Little Road, New Port Richey FL 34654

NPR Home Based Primary Care 7347 Ridge Road, Port Richey, FL 34668

New Port Richey VA Outpatient Clinic 9912 Little Road, New Port Richey, FL 34654

Tampa Outpatient Eye Clinic 10770 N. 46th Street Tampa, FL 33612

Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612

Tampa Coumadin Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612

2. SERVICES PROVIDED: Services shall include the transportation of laboratory specimens (blood/body fluids), mail, office supplies, documents, medical and prosthetic supplies and/or equipment, sterile and soiled Reusable Medical Equipment (RME), laundry (clean & soiled) and other hand carried materials or items capable of being carried by a two wheeled cart. Services shall be provided daily, Monday thru Saturday, the only exceptions will be for the Government Holidays listed below. Saturday courier routes will be for the pickup of laboratory specimens from New Port Richey and delivery to Tampa VA Hospital only, no other routes are required. The federal holidays that do not require courier service are: Thanksgiving Thursday, and the five (5) Saturdays that immediately precede or follow these major Government holidays; New Year’s Day, Memorial Day, Independence Day, Labor Day, and Christmas. In rare instances there may be an additional day specifically declared by the President of the United States to be a national holiday. The Contractor will make regular and repeated pick-up and deliveries at each location daily. Due to the specific requirements for various items that are transported, the outlined routes and requirements shall be adhered to strictly. The end of each month the courier will provide a log showing when and where they pick-up and delivered items. This log must be given to the COR.

ROUTE #1: James A. Haley origination

TIME 7:30 a.m. –8:00 a.m. – James A. Haley Veterans’ Hospital warehouse (room no.C004, designated POC), phone 813-972-2000 ext. 6133. Driver shall pick up the items detailed below at the listed locations:

Laboratory Specimens

Laboratory specimens shall be picked up daily, Monday through Friday. The contractor shall pick up from the James A. Haley Veterans’ Hospital Laboratory Service, (Rm. 1D-145 phone 813-972-2000, x 7526). Approximately 2-3 empty insulated containers shall be picked up and delivered to:

· New Port Richey VA Outpatient Clinic Laboratory Service (room no. A122 designated point of contact (POC), phone number 727-869-4115.

Clean Laundry

Clean laundry shall be picked up daily, Monday through Friday. The contractor shall pick up from the James A. Haley Veterans’ Hospital Laundry Service (room no. B-39 designated (POC), phone no. 81 3-972-2000 ext. 7871 and deliver to:

New Port Richey Dental Clinic, 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653;

New Port Richey VA Outpatient Clinic warehouse (room no. C-130, designated (POC), phone no. 727-869-4206).

Clean laundry shall consist of approximately 6-15 lab coats on hangers covered with plastic and 7 sets of scrubs (pants, shirts, clinic jackets) and 1 blanket per day.

Inter-Office Mail

3) Inter-office mail shall be picked up daily Monday through Friday. The contractor shall pick up mail from the James A. Haley Veterans’ Hospital warehouse (room GC-008, designated point of contact (POC), phone no. 813-972-2000 ext.. 6133; and deliver to:

New Port Richey Dental Clinic, 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653;

Mental Health Annex, 7701 Little Road, New Port Richey FL 34654 Home Based Primary Care, 7347 Ridge Road, Port Richey, FL 34668 New Port Richey VA Outpatient Clinic warehouse (room no. C-130, designated (POC), phone no. 727-869-4206).

Mail shall be delivered in a government provided standard white post office bin (approximately 1’D x 1 1/2’ W x 1’ H).

Bulk Medical Supplies

4) Bulk medical supplies shall be picked up daily Monday through Friday. The supplies shall be picked up from the James A. Haley Veterans’ Hospital warehouse (room C004 designated POC, phone no. 813-972-2000 ext.. 7586) and delivered to:

New Port Richey Dental Clinic, 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653;

Mental Health Annex, 7701 Little Road, New Port Richey FL 34654 Home Based Primary Care, 7347 Ridge Road, Port Richey, FL 34668 New Port Richey VA Outpatient Clinic warehouse (room no. C-130, designated (POC), phone no. 727-869-4206).

These items are delivered in shipping containers. There will be approximately 2 to 6 containers per day.

Pharmacy Medications

5) Pharmacy medications shall be picked up on an as need bases Monday through Friday The contractor shall pick up the pharmacy medications from the James A. Haley Veterans’ Outpatient Pharmacy Service, 12210 Bruce B Downs Blvd, Tampa, FL 33612, (designated POC, phone no. 813-972-2000, x 3038) and deliver them to:

New Port Richey VA Outpatient Clinic Pharmacy Service (room no. C134, designated POC, 727-869-4131).

The pharmacy medications shall be enclosed in Styrofoam containers, normally weighing approximately 5 pounds each. Each container will have security wrap tape which is not to be tampered with.

Reusable Medical Equipment

6) Reusable Medical Equipment shall be picked up daily, Monday through Friday from the James A. Haley Hospital Sterile Processing Department room (GD050); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, phone number 813-972-2000 ext 6063/5354 and deliver to:

Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612. Designated POC, phone number 813-972-2000 x 7989 New Port Richey VA Outpatient Clinic warehouse (room no. C-134) phone number 727-869-4206

The vehicle utilized for this transport shall maintain a temperature of 66-72 degrees F. and humidity between 20%-60%. The vehicle needs to have separate section to keep used (dirty) instruments separate from the clean instruments.

Supplies

7) The contractor shall pick up the various supplies, including prosthetic items, from the James A. Haley Veterans’ Hospital warehouse and deliver them to:

New Port Richey Dental Clinic, 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653;

Mental Health Annex, 7701 Little Road, New Port Richey FL 34654 Home Based Primary Care, 7347 Ridge Road, Port Richey, FL 34668 New Port Richey VA Outpatient Clinic warehouse (room no. C-130, designated (POC), phone no. 727-869-4206).

Prosthetic supplies may consist of wheelchairs, walkers, and various other items packed in medium- to large-sized boxes.

8) Approximately 20 cases of copier paper and office supplies shall be picked up weekly at the James A. Haley Veterans’ Hospital Supply Processing & Distribution Unit (room no. C004, designated POC, phone no. 813-972-2000 ext. 7586, and deliver to:

New Port Richey VA Outpatient Clinic (room no. C-130).

TIME 8:30 am – 9:00 am Delivery of designated supplies to Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL. designated POC, phone number 813-972-2000 x 7989. Pick up “dirty” supplies, and any other articles as designated.

TIME 10:00 am – 10:30am Delivery of designated supplies to New Port Richey Dental Clinic, 5138 Deer Park Drive, Suites 101 and 102. Pick up of supplies, soiled laundry, mail, and any other articles as designated.

TIME 10:30 am – 11:00 am Delivery of designated supplies to Mental Health Annex, 7701 Little Road, New Port Richey FL 34654. Pick up of supplies, laundry, mail, and any other articles as designated.

TIME 11:30 am – 12:00 noon Delivery of designated supplies to Home Based Primary Care, 7347 Ridge Road, Port Richey, FL 34668. Pick up of supplies, laundry, mail, and any other articles as designated.

TIME 12:00 noon – 12:30 pm Delivery of designated supplies to the New Port Richey VA Outpatient Center, 9912 Little Road, New Port Richey FL 34654. Contract driver shall stop at the VA Police, Rm. Al01, to receive a Visitor’s Pass each time they come into the clinic. The Contract driver shall return the Visitor’s Pass to the VA Police office prior to leaving the clinic. This process will be followed until contractor will obtain necessary badges for all drivers. Pick up items as listed below:

a) Laboratory specimens going to the James A. Haley Veterans’ Hospital Laboratory Service shall be picked up from the Laboratory at the New Port Richey VA Outpatient Clinic no later than 12:30 pm and delivered to the James A. Haley Veterans’ Hospital Laboratory Service, Tampa, FL, at approximately 2:00 p.m. There will be 2-3 orange insulated containers, each weighing approximately 20-24 pounds. The Contractor’s vehicle must be climate controlled to maintain proper temperatures in the vehicle with working air conditioning for the protection of specimens.

b) Three to four bags of soiled laundry shall be picked up daily at the New Port Richey VA Outpatient Clinic (room no. C-130) and New Port Richey Dental Clinic, 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653 and delivered to the warehouse loading dock area of the James A. Haley VA Hospital, where it shall be left in the open back end of the Bay Pines truck.

c) Occasionally, the contractor shall deliver equipment for repair purposes from the New Port Richey VA Outpatient Clinic and New Port Richey VA Dental Clinic to the Biomed Service at the James A. Haley Veterans’ Hospital (room no. D022-O, designated POC phone no. 813-972-2000 ext.. 7639). Equipment shall be returned to the New Port Richey VA Outpatient Clinic (room C-130) after repairs have been made by the Biomed Service. Also, the contractor may occasionally deliver excessed equipment for disposal from the New Port Richey VA Outpatient Clinic (room C-130), phone no. 727- 869-4206); to the Tampa Acquisition and Materiel Management Service warehouse (room C004).

d) Hard plastic containers with the dirty Reusable Medical Equipment shall be retrieved from the New Port Richey Logistics room C-130 and delivered to the James A. Haley Hospital Sterile Processing Department room (GD003); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, phone number 813-972-2000 ext. 6063/5354 .

TIME 2:00 pm – 3:00 pm Delivery of designated items to the James A. Haley VA Hospital, 13000 Bruce B. Downs Blvd., Tampa FL 33612.

ROUTE # 2: New Port Richey OPC origination

TIME 4:00 pm Laboratory specimens shall be picked up daily, Monday through Friday at the New Port Richey VA Outpatient Clinic Laboratory Service (room no. A122, designated POC, phone number 727-869-4115).

TIME 5:30 pm – 6:00 pm Laboratory specimens shall be delivered to the James A. Haley Veterans’ Hospital Laboratory Service, Rm. 1D-145 (phone 813-972-2000, x 7526). Delivery of specimens is to be made by 6:00 p.m., and shall be no later than 6:30 p.m. Delays beyond the control of the Contractor will need to be called to the Tampa POC at the number listed above. Contractor shall log the delivery time and print driver’s name legibly onto the receipt log located in the Laboratory department. This is a 1-way trip. Containers of laboratory specimens shall be transported inside a covered air-conditioned vehicle as specified in the Scope of Work.

SATURDAYS: New Port Richey OPC origination

Saturday laboratory specimen delivery will be provided every Saturday except for those listed below. Contractor will report to 9912 Little Road, New Port Richey, FL. at 11:30 a.m. The Courier must park vehicle in the North parking lot and enter through the North building entrance. Proceed to the Team 4 check in desk (B-112) where a nurse will be available to escort the courier to the Laboratory to retrieve the secured Saf-T case for specimen transport. The contact number for the New Port Richey staff is 727-869-4191 for any problems or delays. The SAF-T case will be delivered to the James A. Haley Veteran’s Hospital Laboratory Service, Room 1D-145, by 2 p.m. The contact number for the hospital is 813-972-2000, x7526 to report any problems or delays. VA Police will ensure courier admittance to the James A. Haley lab area to deliver the case. The Contractor’s vehicle must be climate controlled to maintain proper temperatures in the vehicle with working air conditioning for the protection of specimens. The federal holidays that do not require Saturday courier service are: the five (5) Saturdays that immediately precede or follow these major Government holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, and Christmas. In rare instances there may be an additional day specifically declared by the President of the United States to be a national holiday.

ROUTE #3: Dermatology Clinic Origination

Time 10:00am-10:15am – The Driver must pick up containers of laboratory specimens from the Dermatology Clinic located at 12210 Bruce B. Downs Blvd, Tampa, Florida 33612 and deliver to the Histology Section, Laboratory Service, James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd, Tampa, Florida 33612 within 15 minutes. The Dermatology clinic personnel will have packed the specimens in normal saline, placed them inside of a plastic container, and closed them in a plastic bag that is labeled “Bio-Hazard.” Courier driver will check/sign in with staff for all pickups and drop offs. Phone number 813-972-2000 ext. 6889. Point of Contact is the Management Analyst.

Time 10:15am-10:30am - The Driver must pick up containers of laboratory specimens from the Coumadin Clinic located at 12210 Bruce B. Downs Blvd, Tampa, Florida 33612 and deliver to the Histology Section, Laboratory Service, James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd, Tampa, Florida 33612 within 15 minutes. The Coumadin clinic personnel will have packed the specimens in normal saline, placed them inside of a plastic container, and closed them in a plastic bag that is labeled “Bio-Hazard.” Courier driver will check/sign in with staff for all pickups and drop offs. Phone number 813-972-2000 ext. 3988. Point of Contact is the Medical Technologist.

Time 2:00pm-2:30pm – The Driver must pick up containers of laboratory specimens from the Dermatology Clinic located at 12210 Bruce B. Downs Blvd, Tampa, Florida 33612 and deliver to the Histology Section, Laboratory Service, James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd, Tampa, Florida 33612 within 15 minutes. The Dermatology clinic personnel will have packed the specimens in normal saline, placed them inside of a plastic container, and closed them in a plastic bag that is labeled “Bio-Hazard.” Courier driver will check/sign in with staff for all pickups and drop offs. Phone number 813-972-2000 ext. 6889. Point of Contact is the Management Analyst.

Time 3:00pm-3:30pm - The Driver must pick up containers of laboratory specimens from the Coumadin Clinic located at 12210 Bruce B. Downs Blvd, Tampa, Florida 33612 and deliver to the Histology Section, Laboratory Service, James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd, Tampa, Florida 33612 within 15 minutes. The Coumadin clinic personnel will have packed the specimens in normal saline, placed them inside of a plastic container, and closed them in a plastic bag that is labeled “Bio-Hazard.” Courier driver will check/sign in with staff for all pickups and drop offs. Phone number 813-972-2000 ext. 3988. Point of Contact is the Medical Technologist.

Dermatology Clinic Emergency Pick-ups – Contractor must perform pick-up services within 30 minutes of being contacted via telephone or verbal communications. Contractor must perform delivery service within 15 minutes after pick-up to the Histology Section, Laboratory Service, James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd, Tampa, Florida 33612.

Route #4 As-Needed/Emergency:

Emergency Pick-ups – Contractor must perform pick-up services within 30 minutes of being contacted via telephone or verbal communications. Contractor must perform delivery service within 15 minutes after pick-up to the Histology Section, Laboratory Service, James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd, Tampa, Florida 33612.

Route # 5: REUSABLE MEDICAL EQUIPMENT TRANSPORTATION (RME) routes

To ensure all soiled RME is picked up and delivered back to the Primary Care Annex Sterile Processing Department or the James A. Haley Veterans’ Hospital Sterile Processing Department within 4 hour from the time it was used the below listed pickup and delivery schedule has been developed. If there ae any soiled instruments after the final pick-up in their areas a phone number must be provided so no soiled RME is allowed be left in a clinic overnight.

New Port Richey Dental and VA Outpatient Route:

Monday through Friday at 6:30 am the driver shall pick up sterilized Reusable Medical Equipment from the Primary Care Annex Sterile Processing Department point of contact (1B504); 13515 Lake Terrace Lane Tampa, FL Phone number 813-846-0654. These items will be in containers labeled with the name of the clinic they are to be delivered to New Port Richey Dental Clinic 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653 At 7:00am the driver shall pick up sterilized Reusable Medical Equipment from the James A. Haley Hospital Sterile Processing Department room (GD050); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, phone number 813-972-2000 ext. 6063/5354. These items will be in containers labeled with the name of the clinic NPR VA Outpatient Clinic warehouse) they are to be delivered to New Port Richey VA Outpatient Clinic warehouse (room no.C-134) phone number 727-869-4206.

At 9:30am, 1:00pm and 4:30pm Monday through Friday Delivery and pick-ups of designated Sterile/soiled RME to New Port Richey Dental Clinic 5138 Deer Park Drive, Suites 101 and 102, New Port Richey, FL 34653 will occur. Soiled containers must be marked with a Biohazard label and places in the vehicle with a divider between the sterile and soiled containers. Soiled RME will be delivered back to Primary Care Annex Sterile Processing Department point of contact (1B504); 13515 Lake Terrace Lane Tampa, FL Phone number 813-846-0654.

At 9:00am, 12:30pm and 4:00pm Monday through Friday Delivery and pick-ups of designated Sterile/soiled RME to New Port Richey VA Outpatient Clinic warehouse (room no.C-134) phone number 727-869-4206 will occur. Soiled containers must be marked with a Biohazard label and places in the vehicle with a divider between the sterile and soiled containers. The soiled RME will be delivered to the James A. Haley Hospital Sterile Processing Department room (GD050); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, phone number 813-972-2000 ext. 6063/5354.

Tampa Dermatology Clinic and 46th Street Eye Clinic Route:

Monday through Friday at 7:00am the driver shall pick up sterilized Reusable Medical Equipment from the James A. Haley Hospital Sterile Processing Department room (GD050); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, phone number 813-972-2000 ext. 6063/5354. These items will be containers labeled with the name of the clinic and deliver to Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612. The Designated POC, phone number 813-972-2000 x 7989 and the Tampa Outpatient Eye Clinic 10770 N. 46th Street Tampa, FL 33612.

At 10:00am, 1:00pm and 4:00pm Monday through Friday Delivery and pick-ups of designated Sterile/soiled RME to the Tampa Outpatient Eye Clinic 10770 N. 46th Street Tampa, FL 33612 will occur. Soiled containers must be marked with a Biohazard label and places in the vehicle with a divider between the sterile and soiled containers. The soiled RME will be delivered to the James A. Haley Hospital Sterile Processing Department room (GD047); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, phone number 813-972-2000 ext.6063/5354.

At 10:30am, 1:30pm and 4:30pm Monday through Friday Delivery and pick-ups of designated Sterile/soiled RME from the Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612 the Tampa Outpatient Eye Clinic 10770 N. 46th Street Tampa, FL 33612 will occur. Soiled containers must be marked with a Biohazard label and places in the vehicle with a divider between the sterile and soiled containers. The soiled RME will be delivered to the James A. Haley Hospital Sterile Processing Department room (GD047); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, phone number 813-972-2000 ext. 6063/5354.

REQUIREMENTS:

RME:

The vehicle utilized for this transport shall maintain a temperature of 66-72 degrees F. and humidity between 20%-60%. Each vehicle will have and maintain a log documenting the temperature and humidity while transporting sterile supplies and RME. The vehicle needs to have separate section to keep used (dirty) instruments separate from the clean instruments. They need to provide a copy of the log each month to the COR.

Transport Vehicles:

Segregation of clean/sterile items

During transport, clean/sterile items should be contained and segregate from contaminated items, trash, and food.

Rational: Transporting clean/sterile items in proximity to contaminated items, trash, or food could contaminate the clean/sterile items.

Vehicles:

Vehicles used for transporting contaminated items between heath care facilities should provide for the complete separation of contaminated items from clean and sterile items. Contractor shall conduct decontamination and cleaning of vehicles after the occurrence of a spill or cross contamination of equipment. Government decontamination site is not available during the performance of the contract period. Contractor shall contact the COR within sixty (60) minutes after hazardous spill to reschedule daily deliveries.

Carts/plastic container holding Clean/sterile or contaminated item should be secure within the vehicle to prevent damage. Transport vehicle and handling practices should allow for ease of loading and unloading. The design and material used in the construction of the vehicle (motorized or manual) should allow for appropriate decontamination after use. Transport vehicle should not be left unattended. Doors should remain closed al all time except during loading and unloading. PPE and a biohazardous spill kit should be available at all time in transporting vehicles.

Rational: Clean/sterile and contaminated items should be separated to prevent cross-contamination during transport. Carts/plastics containers should be secure to prevent damage to contents and to prevent contamination by spills.

Local and Federal Transportation permits:

Certain contaminated “non-waste” products are considered to be “infectious Substances” under DOT regulations (49 CFR 173. 134). Such products classify as Class 6, Division 6.2. The DOT defines Infectious substance as material known or reasonably expected to contain a pathogen. A pathogen is a microorganism (including bacteria, viruses, rickettsiae, parasites, fungi) or other agent, such as a proteinaceous infectious particle (prion) that can cause disease in humans or animals. Contractor is responsible to ensure all required permits to transport contaminated items are obtained from federal, state and regulating government agencies.

CONTRACTOR RESPONSIBILITY:

The contractor must be regularly established in the business called for and be financially responsible and have the necessary equipment and personnel to furnish the service in the volume and consistency required.

The Contractor shall maintain all necessary licenses and follow all applicable federal, state and/or local regulations regarding the requested transportation services.

The contractor shall be responsible for protecting the personnel furnishing the services under this contract.

The Contractor shall provide the following for these personnel, as a minimum: workers compensation, income tax withholding, and social security payments. The parties agree that contractor personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

The contractor must possess at least the minimum amount of liability insurance for operation of courier services within the State of Florida (see VAAR Clause 852.237-71, Indemnification and Insurance).

The contractor’s personnel shall be trained in appropriate safety packaging procedures suitable to specimen type and distance transported. One source for the transport of biohazardous material training is SAF-T-PAK. SAF-T-PAK has a CD that introduces couriers to shipping and transport issues and includes a test. The contractor shall provide written certificates of training completion within 10 days after award of the contract. SAF-T-PAK can be reached at 800-814-7484 or online at www.saftpak.com.

Training shall include issues such as adherence to regulations for transport of biohazards, use of rigid containers where appropriate, infection control, Universal Precautions, vehicle temperature control, notification and clean up procedures in case of accident or spills. The contractor will provide the Contracting Officer written documentation that issues related to transport of biohazardous materials have been addressed and keep a copy of the written documentation at contractor’s site. The Contractor shall ensure that all employees complete the mandatory training required to provide this courier service. The contractor shall provide written documentation that the courier driver has received the training within 10 days after award of the contract.

The contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The contractor shall develop and implement procedures to track, identify, prevent, remedy and ensure non-recurrence of defective services.

The contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution. The contractor shall immediately notify the COR upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance. The contractor shall provide supervisory support.

All Contract drivers shall have attained legal age (the age of 21 years) and shall maintain a neat, clean, and professional appearance. All drivers shall be easily recognized as Contractor employees by wearing appropriate identification which identifies them by name, title, and job performed. Drivers shall be licensed in accordance with the State of Florida, to include any special licensure required for transporting these items. All contractor delivery personnel shall wear distinctive clothing bearing the contractor’s company name. Drivers shall not make non-emergent stops for any reason during the transport of items under this contract. Under no circumstances shall any person other than the driver or another employee of the Contractor ride in the vehicle or handle items being transported under this contract.

PAYMENT:

The Contractor will be paid each month, in arrears, upon receipt of a proper invoice. The contract number, purchase order number, and contractor name must appear on each invoice.

RECORDS MANAGEMENT:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

COMPLIANCE & BUSINESS INTEGRITY:

The James A Haley VA Hospital and Clinics has a CBI Program. If the contractor detects and/or suspects any noncompliance relative to the revenue cycle when providing treatment to our veterans, he/she is to notify the Contracting Officer’s Representative (COR) or the Tampa CBI Officer. CBI Awareness training is available on the Talent Management System website. Any contract staff who does VA work is required to take basic compliance awareness training, annual CBI refresher training. Job-specific training may be required for staff in specific positions that relates to the revenue cycle. Contact the Tampa CBI Officer or COR for examples of CBI training that would satisfy this requirement. The contractor is to show proof of completing this training by submitting a completed copy of the VISN 6 CBI Certification Form to the COR. You may contact the Tampa CBI Officer for more information regarding CBI training.

PERSONNEL IDENTIFICATION:

Contractors will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors must wear an easily identifiable uniform while performing all contracted services.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date and name of individual. Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

Confidentiality of Information: The Contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality. The Contractor shall comply with the provision of the Federal Privacy Act of 1974 (Public Law 93-579), HIPAA (Public Law 104-191), and the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-255), as well as other statues regarding confidentiality of patient information during and after the execution of this contract. Because of the confidential medical record information that may be accessible and/or visible to contractor employees during performance of their daily duties, the contractor shall obtain a signed “confidentiality certificate” from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person’s name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COTR upon request.

HIPAA Compliance: Health Insurance Portability and Accountability Act of 1996: The Contractor shall be required to be in compliance with HIPAA requirements and will be required to sign a Business Associate Agreement with the VA (attached) and return to the Contracting Officer. A signed copy of the Business Associate Agreement will be returned to the Contractor for their files. 8. Security Requirements for Contractor Employees: Contractor employees under this contract shall be the subjects of background investigations and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to any subcontractor personnel, as well. If the investigation is not completed prior to the start date of the contract, the Contractor shall be responsible for the actions of the individuals they provide to perform work for the VA.

a. Position Sensitivity – The position sensitivity has been designated as low risk.

b. Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check (NAC1) with written inquiries.

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: NACI. This requirement is applicable to all subcontractor personnel requiring the same access.

The position sensitivity has been designated as LOW risk. The level of background investigation commensurate with the required level of access is National Agency Check (NACI) with written inquiries.

Within five (5) business days of receiving the “Notice of Award” letter, the contractor shall submit a completed Contract Security Services Request Form (Form #1A/B, attachment F) to the Contracting Officer Representative. Upon receipt of Form #1A/B, the Contracting Officer Representative shall immediately review, sign and forward it to the Veteran Security Center (VSC) via encrypted e-mail at VSCSecurity@va.gov or fax to 216-447-8025.

Within five business days of receiving the “Notice of Award” letter, each contract employee listed on the Contract Security Services Request Form (Form #1A/B) must be fingerprinted submit a completed Contractor/Employee Fingerprinting Request ( Form #2 attachment G). The “Notice of Award” letter instructs the contractor to contact the COR at the JAHVA facility with assistance in scheduling an appointment to be fingerprinted.

Once a contract employee has submitted the required paperwork and has been fingerprinted, the VSC conducts the background screening. The VSC may request an applicant to complete and send an OPM Optional Form 306, Declaration of Federal Employment, if issues are identified. Upon completion of a background screening, the VSC shall forward a “Fingerprint Check - National Criminal History Check Completion Notice” (NCHC) to the Contracting Officer, which shall indicate a favorable or unfavorable screening decision for each contract employee listed on the form.

Notice to Proceed Letter: Upon receipt of the NCHC notice from the VSC, and verification of a fully executed local or National Business Associate Agreement if required, the Contracting Officer shall send the contractor a “Notice to Proceed” letter with a copy of the NCHC notice, which shall instruct those contract employees who have favorable screening decisions to begin working and fulfill remaining security requirements.

Background Investigations: If the contractor is required to have a background investigation, the VSC enters the request in the VA Security and Investigation Center (SIC) database. Once the VA SIC processes the request, the contractor POC, contract employee, CO, COR and VSC receive an e-mail with instructions for completing the Electronic Questionnaire for Investigations Processing (e-QIP). The contract employee must complete the e-QIP within five (5) business days of receiving the e-mail from the VA SIC. If the e-QIP is not completed within the required timeframe, the CO shall notify the contractor that the individual is prohibited from working on the contract (or delivery/task order) until the e-QIP is completed.

Performance Monitoring

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