DRAFT PWS Courier Service (1-25-2024).docx

HT940724Q0001 Attachment (1), Performance Work Statement (1/25/2024) – DRAFT ONLY

Department of Defense Defense Health Agency

Performance Work Statement

As of 25 January 2024

Courier Services

Performance Start Date: 1 July 2024

1.0 GENERAL INFORMATION

1.1 This requirement is for non-personal services to provide courier services supporting the following Military Treatment Facilities (MTFs) and distribution centers in Colorado: Fort Carson, United States Air Force Academy (USAFA), Peterson Space Force Base (SFB), Schriever SFB, and Buckley SFB. Service is required daily, Monday through Friday, excluding federal holidays. The routes must be accomplished in such a way that all mission requirements are met within a 15 minutes of established times documented in the routes.

1.2 Background: The requirements herein are needed to ensure items are delivered to the identified facilities on a daily basis, Monday through Friday.

1.3 Objectives: Ensure no diagnostic specimens are compromised per requirements set by the Government, morning and afternoon refills are distributed to ensure each medication distribution point maintains necessary throughput to support mission requirements.

1.4 Scope: Services include delivery and pick-up of items at designated locations as listed in paragraph 5.1.3, Courier Routes. Items for transport may include but are not limited to: laboratory diagnostic specimens and supplies, pharmaceutical medication refills and supplies, dental supplies, and medical/dental documentation and supplies.

1.5 Period of Performance (PoP): See the Deliveries or Performance section of the SF1449. This requirement includes a 12-month base period plus four 12-month option periods.

1.6 Administrative

1.6.1 Place of performance: The work shall be performed at Fort Carson, USAFA, Peterson SFB, Schirever SFB, and Buckley SFB in El Paso and Arapahoe counties in Colorado.

1.6.2 Schedule: The contractor performs pick-up and delivery as specified in paragraph 5.1.3, Courier Routes.

1.6.3 Federal holidays:

Independence Day

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed. This is subject to change based on mission requirements.

1.6.4 Hours of operation: The contractor is responsible to provide courier services Monday through Friday from 0700 to 1700, except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The contractor must maintain an adequate workforce to provide uninterrupted performance of all tasks defined herein when the Government facilities are open. The facility delays/closures are communicated via installation social media (e.g., Facebook and X (previously Twitter)), online with the local news organizations (KRDO and KKTV), and the phone numbers listed below. The Contract Manager also may contact the COR or clinic POC’s for any questions about closures / delays.

· Fort Carson: 719-526-0096

· USAFA: Facebook site “U.S. Air Force Academy”

· Peterson SFB & Schriever SFB: 719-567-7669

· Buckley SFB: 720-847-7669

1.6.5 Mission Essential Services: This courier service is considered an essential contractor service as defined in DFARS clause 252.237-7023, Continuation of Essential Contractor Services, to maintain healthcare operations. The contractor shall continue courier services to all open MTFs, including during a crisis declared by the Secretary of Defense, State Government, or the MTF Commander.

1.6.5.1 The contractor’s Mission Essential Contractor Services Plan (MECSP) required by DFARS provision 252.237-7024, Notice of Continuation of Essential Contractor Services, must be submitted per Exhibit A003, Deliverables. In addition to the content required by 252.237-7024, Notice of Continuation of Essential Contractor Services, the MECSP must address the use and qualifications of alternate drivers / vehicles from the contractor and, as much as practicable, road conditions and base closure contingencies.

1.7 Quality

1.7.1 Quality Assurance (QA): The Government, primarily the COR, will evaluate the contractor's performance in accordance with a separate Quality Assurance Surveillance Plan (QASP). This Government-only plan is primarily focused on what the Government will to do ensure the Contractor has performed in accordance with contract performance standards. The QASP provides a systematic method to evaluate performance to include how the performance standards will be applied, the frequency of surveillance, and the Acceptable Quality Levels (AQLs) for each of the performance requirements identified in Exhibit A002, Performance Requirements Summary. The QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract while the Government is responsible for quality assurance actions. The contractor, not the Government, is responsible for management and quality control actions to meet the terms of the contract. Government quality assurance will be conducted on behalf of the Contracting Officer. The COR will be appointed to coordinate the overall quality assurance of technical compliance.

1.8 Contractor Personnel

1.8.1 Contractor Key Personnel: The contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name, phone number, and email address for this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing per Exhibit A003, Deliverable. The Contract Manager or alternate shall have full authority to act for the contractor on all matters relating to daily operation of this contract. The Contract Manager or alternate shall be available during the hours of operation and shall reside within the service area (remote is not allowed).

1.8.2 Physical Security: The contractor must safeguard all government equipment, information and property provided for contractor use and transport. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.8.2.1 Safeguarding Material: The contractor and its employees will comply with all civilian standards in transporting laboratory diagnostic specimens, pharmaceuticals. Contractor must maintain 100% accountability of controlled substances.

1.8.2.2 Security of Controlled Substances: Controlled substances will be sealed/secured in containers. Medical documentation should be protected from disclosure commensurate with its sensitivity rating. Cargo will not exceed Personally Identifiable Information (PII), Protected Health Information (PHI), or other Controlled Unclassified Information (CUI) security classification. Contractor must be insured and bonded for this work. Contractor personnel are not authorized to be armed in the conduct of this duty. Adequate security of the vehicle shall be maintained at all times while transporting medical materials.

1.8.3 Non-Disclosure Agreement (NDA): All drivers are required to complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work hereunder. The NDA shall be executed not later than first day of employment. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.8.4 Contractor Identification: Contractor personnel performing services in a Government facility are required to possess and wear a Company-provided identification badge that displays the individual’s name and the company name. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities they come into contact with while performing on this contract.

1.8.4.1 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements. Contractor personnel shall make their contractor status known during introductions.

1.8.4.2 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.8.4.3 The contractor shall comply with installation and treatment facility personnel identification and access requirements for all pick-up and delivery points listed. The contractor is responsible to ensure identification and access documents do not expire and are available (i.e. proof of insurance and registration at the gates).

1.9 Contracting Officer’s Representative (COR): The contractor will receive a copy of the COR Designation Letter after award and upon any change(s) in COR assignment.

1.10 Post award conference/periodic progress meetings: The contractor is required to attend any post award conference or periodic progress meetings convened by the CO or COR at no additional cost to the Government. Periodic progress meetings typically will be required only if performance issues result in failure to meet contract requirements. Meetings may be conducted in person at a location identified by the Government or virtually (e.g. via Microsoft Teams) at the Government’s discretion.

1.11 Personnel Security

1.11.1 Security Clearance: All drivers must hold a public trust security clearance.

1.11.2 The contractor shall comply with all publications listed in paragraph 2.3. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.11.2.1 Contact the Security Office at Fort Carson at (719) 524-5084 for guidance on the appropriate background investigation required for personnel on the contract.

1.11.2.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to CUI.

1.11.3 Common Access Card (CAC): All contractors must have a CAC for government facility access. The contractor must obtain the Notification of Incoming Personnel (NIP) form and Optional Form (OF) 306, Declaration of Federal Employment, from the Security Office at Fort Carson, Evans Army Community Hospital (EACH). The contractor must submit the completed documents to, and have fingerprints taken at, the Security Office at Fort Carson, EACH so that a background check can be accomplished. Upon completion of a favorable background check, the COR will process the CAC application. The entire process typically takes up to 15 days to complete if there are no past difficulties to report.

1.11.3.1 The Contract Manager shall ensure prompt return to the COR of all Government Facility CAC’s issued by the Government when employees are terminated, separated, or when the contract ends.

1.11.3.2 If an individual receives an unfavorable background investigation, the request for facility access will be denied. At the Government’s discretion, the individual may be provided the opportunity to adjudicate the unfavorable background investigation.

1.12 Inspection & Acceptance: The inspection and acceptance point for all services provided herein will be by the receiving department. The contractor personnel performance, the quality of services, and any documentation or written material in support of same is subject to continuous inspection, surveillance, and review by the COR.

1.13 Packaging: The Government is responsible for packaging all items. The Government will determine what items will be secured in lockable or refrigerated transport containers. The Government will clearly mark and label all containers for delivery locations and identify the pick-up location. Only Government personnel at the facilities have keys to access the locked containers. The Government will maintain a log book to track date, time, pick-up location, delivery location, and driver’s initials. The contractor may request copies of the monthly logs from the COR.

1.14 Training: Contractor shall provide and maintain training for its employees regarding appropriate safety, packaging, and transporation procedures. Contractor shall provide to the COR evidence that training has been successfully completed by the employees within 15 calendar days of initial employment.

2.0 ACRONYMS AND APPLICABLE PUBLICATIONS / INSTRUCTIONS

2.1 Acronyms

2.2 Applicable Publications, DHA Administrative Instructions (AI), etc.

· DoD issuances are available at https://www.esd.whs.mil/DD/DoD-Issuances/

· OF 306 is available at https://www.opm.gov/forms/pdf_fill/of0306.pdf

· DHA Form 49 will be provided by the COR after contract award.

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 The contractor shall be responsible for safeguarding all Government-owed property provided for Medical Courier Services. Transfer totes/bags for transporting laboratory diagnostic specimens and medication refills will be provided by the Government. Tote/bag size may vary over time based on availability; however, the largest tote used, for planning purposes, is the ORBIS Model FP243.

Dimensions:

NOTE: Estimated maximum number of totes/bags for any one delivery would be approximately 100. This would be an exceptional workload after 3 and 4 day weekends or extended base closures.

4.0 CONTRACTOR FURNISHED ITEMS

4.1 Equipment: The contractor shall provide vehicles, drivers, and supplies to meet the requirements under this PWS. The contractor shall comply with all installation requirements for vehicle operations on military facilities for all pick-up/deliver points listed. Any vehicle operated by the contractor or its employees in performance of this contract must have the minimum liability coverage required by the state in which the performance is conducted or as listed below, whichever is greater. The Government reserves the right to inspect any contractor vehicles entering and leaving the installation to prevent unauthorized entering and/or removal of substances and Government property. All vehicles and equipment shall be maintained in a safe and operable condition and meet the local, Sate, and Federal safety requirements. Vehicles shall have a cargo area that can be locked securely. Contractor will not use open pickup trucks, motorcycles, or bicycles to transport medical cargo. The vehicle shall be clean and no passengers or animals allowed during the transport of any items under this contract. The vehicles and equipment shall be operated in accordance with Federal, State of Colorado, Colordo Springs, Colorado and all military traffic regulations, laws, and rules for both Air Force and Army installations, if different.

4.2 Responsibility for Contractor Property: The Government is not responsible for damage to contractor supplies, materials, or equipment, or the contractor employee’ personal belongings due to fire, theft, accident, or any other cause.

5.0 SPECIFIC TASKS

5.1 Description of Work: The contractor shall provide daily courier service Monday – Friday excluding Federal Holidays to accomplish the transporation of laboratory diagnostic specimens and supplies, pharmaceutical medication refulls and supplies, dental supplies, and medical/dental documentation and supplies when required from and to the following Military Treatment Facilities/distribution centers: Fort Carson, USAFA, Peterson (SFB), Schriever SFB, and Buckley SFB as detailed in Exhibit A001, Courier Routes. There are multiple locations on some installations. The routes must, at a minimum, ensure no diagnostic specimens are compromised per requirements set by the Government, morning and afternoon refills are distributed to ensure each medication distribution point maintains necessary through to support mission requirements.

5.1.1 Appearance: Contractor personnel (CP) shall present a neat appearance and be easily recognized as a contract employee. In addition to access credential for military facilities, contractor personnel must have contractor identification. Desplay of the contractors name or logo on the transport vehicle is at the discretion of the contractor but should not be offensive or disrespectful.

5.1.2. Smoking/Vaping: The contractor shall ensure CP comply with MTF smoking/vaping policies and smoke/vape only in designated areas. Cargo should be protected from smoke/vape if contractor allows smoking/vaping in vehicle/while on duty.

5.1.3. Courier Routes. The goal is to provide comprehensive courier service of pharmaceuticals (refills/supplies), laboratory specimens/supplies, and documentation to each stop along a circuitous route in a cost effective manner. The routes are delineated in Exhibit A001, Courier Routes. The COR is the liaison between the Government facilities’ points of contact and the contractor. The contractor may suggest courier route changes to the COR. All changes to the courier routes must be approved in advance by the COR and incorporated into the contract via modification.

5.1.4. After each pick-up, the driver is expected to deliver immediately, without warehousing, sorting, or transferring of totes. If a delay occurs due to weather, traffic, or accident, the driver must call the next organization on the route, the Contract Manager, and the COR to report the situation.

5.1.5. Bases may close during inclement weather. In the event all bases close, no pick-up or delivery will be allowed. See paragraph 1.6.4 regarding how base delays or closures generally are communicated. If one or more facilities / bases close, the COR will notify the Contract Manager which facilities are open and which are closed. The contractor shall continue courier services to all open MTFs.

5.1.6. A Chain of Custody Memorandum (CCM) shall be signed by the driver and the Government representative from each pick-up location, including date/time of each stop. The Contract Manager will submit the completed CCM to the COR at the end of each week and the COR will distribute to the clinic Contract Support Representative (CSR).

5.1.7. The Government will affix security seals, when applicable, at the pick-up site. The security seals shall not be removed at any time by the contractor. Theft or loss of any specimen or pharmaceuticals while in the possession of the contractor shall be reported immediately to the COR for investigation.

5.1.8. The contractor shall backhaul/pick-up empty totes at each delivery site for return to the Central Refill Center, 8118 Park Drive, USAFA, 80840. Pick-up of empty totes will occur during daily deliveries with return of totes no later than close of business of the following pick-up date.

5.1.9. Subcontracting. Contractor is required to obtain Contracting Officer approval prior to subcontracting any part of this contract to another entity.

5.1.10. Priority Transport. When prioritizing transport, laboratory specimens and pharmaceuticals are first priority. Medical records and supplies are second priority.

5.2 Special Qualifications: The drivers and any replacements / substitutes must:

5.2.1 Be able to read, write, and speak English well enough to effectively communicate with Government personnel and be able to read and understand the Chain of Custody Documentation.

5.2.2 Be at least 18 years of age.

5.2.3 Possess and maintain a valid state driver’s license.

5.2.4 Be able to lift containers up to 50 pounds.

5.2.5 Be familiar with and comply with the HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (6 May 2020). In accordance with DoDM 6025.18, Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule in DoD Health Care Programs, the Contractor meets the definition of Business Associate. Therefore, a Business Associate Agreement is required to comply with both the HIPAA Privacy and Security regulations. This paragraph serves as that agreement whereby the Contractor agrees to abide by all applicable HIPAA Privacy and Security requirements regarding health information as defined in this paragraph, DoDM 6025.18, and DoDI 8580.02, Security of Individually Identifiable Health Informationin DoD Health Care Programs. Additional requirements will be addressed when implemented.

5.3. Employment: The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. Nor shall the Contractor employ any person who is an employee of the Department of the Air Force or Army, either military or civilian, unless such person seeks and receives approval in accordance with DoDD 5500.07, Standards of Conduct, (for military and civilians). The Contractor is cautioned that off-duty active military personnel who are employed under this contract may be subject to permanent change of station (PCS), change in duty hours or deployment. Military reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform and shall not constitute an excuse for non-performance under this contract.

5.4. Notice of Conference: The Contractor, or authorized representative, may be required to attend a conference prior to commencement of any work performed under this contract. A representative of the Contracting Office will notify the contractor after entering into the contract as to the specific time and location of the conference. Such conferences will normally occur telephonically; however, the Government reserves the right to require the personal presence of the Contractor. This will be key to success performance. This meeting will provide the contractor the opportunity to ask specific questions and gain a full understanding of the route/location requirements from a representative of the MTF’s.

5.5 Invoicing. The contractor shall obtain and maintain access, training, and successful operation of the Procurement Integrated Enterprise Environment (PIEE)/Wide Area Workflow (WAWF) Module application for the entire duration of the contract. The PIEE WAWF Module application is located at https://wawf.eb.mil/piee-landing/. Access to application training materials and in-depth information can be found at https://cac.piee.eb.mil/xhtml/unauth/help/help.xhtml.

5.5.1 The contractor will submit payment requests monthly, no later than (NLT) the 5th working day of the following month per DFARS clause 252.232-7006, Wide Area Workflow Payment Instructions. The payment request must include an invoice attached to the WAWF request.

5.6 Resolving Performance Issues/Complaints: The contractor shall resolve issues within 30 days after notification. The contractor shall have a process for resolving issues and concerns, implementing corrective actions, and communicating the resolution to the COR by the suspense date issued by the Government. The contractor shall conduct follow-up to ensure corrective actions are successful.

6.0 INFORMATION TECHNOLOGY & SECURITY

6.1 All work under this contract is Unclassified. Drivers will have access to PII and PHI, which is CUI.

7.0 EXHIBITS

EXHIBIT A001 - COURIER ROUTES

Unless otherwise indicated, the contractor shall be at the designated location no later than the identified time.

Route 1: Pharmacy / Warehouse

8118 Park Dr USAF Academy, CO 80840 719-333-0545

5136 Community Center Dr USAF Academy, CO 80840 719-333-0540

Main Pharmacy 1650 Cochrane Cir, Bldg 7500 First Floor Fort Carson, CO 80913 719-556-7900

559 Vincent Ave, Bldg 959 Peterson SFB, CO 80914 719-526-6200

1030 E. Stewart Ave, Bldg 2017 Peterson SFB, CO 80914 719-556-6200

559 Vincent Ave, Bldg 959 Peterson SFB, CO 80914 719-556-1353

220 Falcon Pkwy, Bldg 220 Schriever SFB, CO 80930 719-567-4423 or -5027

559 Vincent Ave, Bldg 959 Peterson SFB, CO 80914 719-556-1353

8118 Park Dr USAF Academy, CO 80840 719-333-0545

5136 Community Ctr Dr USAF Academy, CO 80840 719-333-0540

No later than 1500 USAFA Central Fill Pharmacy 8118 Park Dr USAF Academy, CO 80840 719-333-0545

Route 2: Laboratory1 / Dental2 / Records3

(no earlier than 0730) Peterson SFB Medical Annex Records 59 Vincent St, Bldg 725 Peterson SFB, CO 80914 719-556-1166

559 Vincent St., Bldg 959 Peterson SFB, CO 80914 719-556-1166

Must be before Schriever Dental (AM) Peterson SFB Dental 1045 E. Steward Ave Bldg 2012T (Modular bldg. next to the ADL) Peterson SFB, CO 80914 719-556-1333

220 Falcon Pkwy, Bldg 220 Schriever, SFB CO 80930 719-567-4423 or -5027

2355 Faculty Dr

USAFA, CO 80840

719-333-7952

4102 Pinion Dr

USAFA, CO 80840

719-333-5157 or -5847

1650 Cochrane Circle, Bldg 7500 Fort Carson, CO 80913 719-556-7900

7490 Sutherland Cir & Provide Comfort Road Fort Carson, CO 80913 719-526-7772

Must be before Peterson Dental (PM) Schriever SFB Lab / Dental / Clinic 220 Falcon Pkwy, Bldg 220 Schriever, SFB CO 80930 719-567-4423 or -5027

559 Vincent St, Bldg 725 Peterson SFB, CO 80914 719-556-1166

559 Vincent St., Bldg 959 Colorado Springs, CO 80914 719-556-1166

2355 Faculty Dr

USAFA, CO 80840

719-333-7952

4102 Pinion Dr

USAFA, CO 80840

719-333-5157 or -5847

1650 Cochrane Circle, Bldg 7500 Fort Carson, CO 80913 719-556-7900

7490 Sutherland Cir & Provide Comfort Road Fort Carson, CO 80913 719-526-7772

1045 E. Steward Ave, Bldg 2012T (Modular bldg. next to the ADL) Peterson SFB, CO 80914 719-556-1333

Note 1: Due to chain of command and custody rules for oversight of Laboratories, flow of Air Force drawn labs must go from Schriever AFB to Peterson AFB to USAFA to EACH.

Note 2: Dental requires two deliveries daily.

Note 3: Medical records will be picked up and dropped off in conjunction with the laboratory, pharmacy, and dental stops.

Route 3: Lab / Pharmacy (Buckley SFB Option)

Main Pharmacy 1650 Cochrane Cir, Bldg 7500 First Floor Fort Carson, CO 80913 719-556-7900

205 S. Aspen Buckley SFB 80011 720-847-9355

8118 Park Dr USAF Academy, CO 80840 719-333-0545

Main Pharmacy 1650 Cochrane Cir, Bldg 7500 First Floor Fort Carson, CO 80913 719-556-7900

EXHIBIT A002 - PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The following performance outcome Acceptable Quality Levels (AQLs) for minimum quality levels of service are required on this contract:

Performs pick-up and delivery at designated locations & times.

No more than 15 minutes later than the scheduled time.

EXHIBIT A003 – DELIVERABLES

Deliverable (PWS Paragraph)

Updates: Within 7 days after required updates are identified (252.237-7023).

CS

Updates: NLT 2 days after change(s) occur.

CS

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