Draft PWS - Courier Services - EK WI MRN.docx

?.##. Performance Work Statement (PWS)

1. Scope of Procurement:

The Contractor shall provide same-day Ground transportation courier services for the following VA facilities: Marion VAMC, Eastern Kansas (EK) Health Care Center and EK Community-Based Outpatient Clinics (CBOC), Wichita VAMC, VA Medical Center (VAMC), Wichita, KS, the VA Medical Center (VAMC), Kansas City, MO, the five (5) current Community Based Outpatient Clinics (CBOC), and various other identified stops. Services shall include transportation of all laboratory specimens (blood/body fluids), mail, office supplies, prosthetic supplies, pharmacy supplies, logistics supplies, documents, medical records, x-rays, and all other hand carried materials and items. Contractor shall furnish all equipment, vehicles, fuel, labor, meals, lodging, and related items in conjunction with the performance of courier services. Services shall be provided daily, Monday through Friday, excluding Government Holidays.

2. Location:

The Contractor shall furnish fixed schedule courier services to transport laboratory specimens, clinical supplies and administrative materials between the hospital’s routes identified herein. There are three distinct routes covered under this contract: a. Marion VAMC, b. EK VAMC, and c. Wichita VAMC.

a. MARION ROUTE:

Marion VAMC 2401 W. Main St. Marion IL St. Louis VAMC

b. EK ROUTE:

c. WICHITA ROUTE:

Wichita VAMC Wesley Medical Center Lab 550 N. Hillside St. Wichita KS Wichita CBOCs- Please refer to Attachment 1 for details.

Other fixed schedule locations may be added during the term of the contract as they become known. Any additional locations will be added to the contract by supplemental modification.

3. Services to be Provided:

All Locations:

All work is to be performed in accordance with the guidelines established by the Federal, State, and local regulations and ordinances. Designated POC’s, pickup and delivery locations will be provided to the successful offeror prior to contract performance.

a. Scheduled Services:

I. Services shall include pickup and delivery of all clinical supplies, laboratory specimens (blood/body fluids), administrative materials, pharmacy items, mail, prosthetic supplies, logistics supplies, medical records, x-rays, and all other hand carried materials and items used in the daily operation of the Medical Center. Laboratory specimen must be in secured containers and supplies in envelopes.

II. Lab specimens will be properly packaged, and PHI secured by VA personnel for transportation. Contractor shall notify the COR (business hours) or AOD (after business hours) when any condition will adversely affect Contractor’s ability to perform the required delivery within the expected timeframe. This notification must be within 59 minutes of notification by VA that a trip is required.

III. If the station gives 24-hour notice to the contractor that the station does not need a pick-up, then there will be no charge.

IV. Empty transport containers will be returned to the originating facility by the contractor upon their return for next scheduled pick-up or return trip.

V. All items must be transported in accordance with all local, state, and federal regulations including any specified regulations for biohazardous materials. All efforts shall be made to ensure the integrity of all items delivered will not be compromised without spoilage/damage due to improper temperature conditions, rough handling and/or negligence.

VI. Contractor shall not open or disclose any information that may be contained on the outside of the envelopes, containers, or any other packages.

b. Unscheduled Services:

I. Contractor shall pick up unscheduled (routine, immediate, STAT) lab specimens (i.e., blood, body fluids, tissues), pharmacy items, documents, and/or x-rays/imaging discs from the Emergency Department VA Medical Centers for delivery to designated drop off points. The contact point in the Emergency Department of the VAMC will be the Administrative Officer of the Day (AOD) who will act for the COR on other than normal business hours (4:30 p.m. to 8:00 a.m.), Weekends and Holidays.

II. Local STAT (immediate) pickup to local delivery should be picked up and delivered within 1 hour.

c. Response Times I. Contractor’s employee shall report to the Laboratory Department designated courier area of the VA Medical Centers/CBOCs and sign an electronic log that specifies what is being transported. This electronic log device is to be provided by the Contractor’s employee. Contractor’s employee shall pick up all items, and sign for them at time of pickup. If items are not picked up, and proof of pickup is through Contractor’s employee signature, then a deduction from the invoice for that item will be made.

II. Items shall be picked up at the locations listed in the Attachment 1. Items shall be picked up at the hours listed below and delivered to the listed laboratory locations on the same calendar day. Contractor’s employee shall sign an electronic/manual logbook at the facilities that specifies what is being transported. These logs are provided by the Contractor’s employee.

III. Deliveries to the VAMC shall be left with an authorized person who can sign for the deliveries. The VA will provide a list of authorized individuals upon award.

IV. Contractor shall notify the Contracting Officer’s Representative (COR) or designee for any delay in the scheduled pickup/delivery at any location. If the contractor is responsible for the delay, a written report shall be prepared and delivered to the COR within 24 hours of the incident.

V. Contractor shall notify the COR not later than 10:00 a.m. local time, of actual or constructive knowledge of conditions that may adversely affect Contractor’s ability to perform the daily trip.

d. Lost, Stolen or Damaged Items:

I. Contractor shall make all reasonable provisions to protect items being transported against loss, such as placing items in a secure area until delivery has been accomplished. Should an item be lost or stolen while in the Contractor’s possession, the Contractor shall replace at contractors’ expense or reimburse the Government for the cost of the boxes and its contents.

II. Should an item become damaged beyond use, the Contractor shall reimburse the Government for the cost of the item (i.e., office supply item).

e. Interruption of Work: The Contractor’s personnel might be required to interrupt the performance this contract at any time to prevent interference of operations at the Medical Centers, to include the right of way passage for patients, staff, personnel, visitors, equipment, carts, fire protection systems, emergency vehicles, and utility services. Contractor shall provide a central call-in telephone number and point(s) of contact to include name, telephone number, and email for each Medical Center serviced under this contract. The purpose is to provide efficient and timely communication for adverse events that delay or cancel a scheduled pickup/delivery, follow up on issues noted after delivery, etc. This also includes a list of personnel to contact in case of an emergency.

f. Call-Back Requirement: The Contractor shall within thirty (30) minutes after receipt of notification by the COR of his/her designee, re-perform the services of this contract when it is determined that unsatisfactory performance has been received, at no additional charge to the Government.

g. Personnel conduct: The Contractor’s personnel, while performing the services of this contract, shall conduct themselves in a professional business-like manner. Smoking is permitted only in designated areas. Vehicle operations shall observe and abide by all signage, speed limits, pedestrian rights-of-way, emergency vehicle rights-of-way, and designated roadways to collection sites.

h. Training: The Contractor shall provide and maintain training for its employees in appropriate safety and packaging procedures suitable to specimen type and distances transported. This should include issues such as adherence to regulations for transport of biohazards, use of rigid containers where appropriate, temperature control, notification procedure sin case of accident or spills, etc. Contractor shall maintain an emergency spill kit in the vehicle. Contractor shall provide documentation certifying that safety training for transporting biohazardous materials and Privacy Training has been provided to contractor’s employees on an annual basis. Documentation provided to the VAMC must include the training provided for safe transport of biohazardous materials. Reference 49 CFR § 173.199 Diagnostic Specimens and Used Health Care Products and 172.700, Subpart H, Training, and International Air Transportation Association (IATA) Sect. 1.5.02. Upon request by the Contracting Officer Representative (COR) or designee, contractor shall provide documentation in certifying that training has been provided to contractor’s employees.

i. Identification: The Contractor shall supply his/her employee’s Photo ID Badges that be always worn while performing the services of this contract and while contractor’s employees are on Government property, and in Government Buildings. These Photo ID Badges shall contain the employee’s name and the contractor’s insignia. Consistence is necessary for identification purposes when the contractor or contractor’s employee(s) are on site at Government facilities.

j. Back-Up Plan: Contractor shall provide documentation of plan for continuation of essential services should one or more of the regularly scheduled staff who has received security clearance is unable to perform duties. This plan shall be submitted within 30 days after contract award.

k. Privacy Act Notification: 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) and Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both the Privacy and Security rules published by the Department of Health and Human Services (HHS).

l. VA 6500.6 Contract Security Checklist: The Authorization requirements do not apply, and a Security Accreditation Package is not required for this contract.

4. Wichita Route Specific information:

a. Contractor shall provide courier services 24 hours/day, 7 days/week, for deliveries between the VA Medical Center, Wichita, KS and Wesley Medical Center Laboratory or other stated points within Wesley Medical Center.

b. Contractor shall provide courier services between VAMC, Wichita, KS, and Department of Veterans Affairs (Parklane), 949 South Glendale, Wichita, KS 67218, Monday through Friday (excludes Federal Holidays and weekends), between 11:45 a.m. - 12:15 p.m. and again between 4:00 p.m. - 4:30 p.m. Contractor shall deliver any red contaminated instrument box to VAMC, Bldg. 34, Sterile Processing and Decontamination Anteroom, immediately upon pickup. Additional items to be transported are the same as identified in the contract PWS for delivery to the Laboratory. Services also include unscheduled pickups of laboratory specimens or contaminated instrument boxes, upon request, for immediately delivery back to the medical center (approx. 8 times/month), between 4:00 p.m. and 4:30 p.m. No pickups are required after normal working hours (8:00 am – 4:30 pm).

c. Contractor shall provide courier services between VAMC, Wichita, KS and various local (within commuting distance) physician offices, hospitals, imaging centers, and other medical treatment-based entities as related to patients that have been referred or have chosen to utilize the Mission Act and Community Care Program to improve their access to medical care. Items to be transported are as listed in contract PWS, with the majority being laboratory specimens, x-rays/imaging discs, and pharmaceuticals. These will be unscheduled, immediate pick-up/delivery, upon request. Points of origin may be the VAMC, Wichita, KS, or the medical entity with the pick-up/delivery to the other.

d. Designated Pickup/Delivery locations and schedule:

PROVIDE PICK-UP TWICE PER DAY FROM:

PROVIDE PICK-UP ONCE PER DAY FROM:

Dodge CBOC

No later than 8:00pm

Salina CBOC

No later than 8:00pm

Hutchinson CBOC

No later than 8:00pm

e. Items to be transported:

I. Specimen containers (coolers) for delivery/pickup are approximately 16 x 16 x 15 inches in size for “cold” specimens and small Styrofoam containers for “room temperature” specimens. Legal size envelopes with transportation container for slides. Large envelopes for X-ray films and CDs. Styrofoam containers of varying sizes for pharmaceuticals. Specimen containers will be marked “Biohazard” and tagged for identification in accordance with regulatory requirements.

II. Laboratory specimens (i.e., body fluids, blood, tissue) will be properly packaged by the VA personnel for transportation and will be placed in the proper containers.

III. Pharmaceutical coolers.

IV. Various sizes of mail products in secure, locking mail bags.

V. Hand-carried materials will vary in size from small boxes and packages to large boxes with medical, logistic, and office supplies.

VI. Medical equipment for veteran’s, including, but not limited to, walkers, wheelchairs, canes, and other prosthetic equipment/supplies.

VII. The Contractor shall deliver/pickup any empty container(s) for each location and deliver/pick up a fully packed container(s) for the return trip (CBOCs).

VIII. Red, hard-sided, contaminated biohazard equipment boxes for Sterile Processing and Decontamination.

IX. Large, round pharmaceutical waste disposal cylinders, approximately 4 feet tall x 1 foot diameter.

5. Additional Requirements All Locations:

a. The Contractor shall be licensed by the State or Local health authority in those localities where licenses are required. The vehicle and storage areas in the performance of this contract shall be licensed and meet any minimum applicable requirements mandated by the State in which performance is being performed.

b. Required Contractor Reporting: The Contractor shall be responsible for supplying, completing, and submitting all reports required and or requested by any Federal, State, and or Local government agency, as required by laws, ordinance, and/or regulations, that pertain to the supplies and services provided under this contract. All correspondence relative to this contract (i.e., invoice, inquiry, etc.) shall contain the contract number, facility name, and description of services performed.

c. Invoices/Billing: In addition to invoice requirements cited in FAR 52.212-4 (g), the Contractor shall furnish a detailed invoice indicating work performed with an itemized listing of pricing by route, monthly in arrears. Three separate CLINS will be established, and three (3) different obligation funding documents will be identified to the Contractor each year of performance. The Contractor will prepare three separate invoices, one for each route. Invoices will be submitted in accordance with the instructions provided in Section B.1.

d. All drivers shall have attained legal age (the age of 18 years) and shall maintain a neat, clean, and professional appearance. Drivers must be able to speak, understand and write English. All couriers transporting specimens under this contract shall possess a valid driver’s license, vehicle insurance, and registration and have two-way radios, cell phones, or pagers for communication purposes.

e. Under no circumstances shall any person other than the driver or designated employee of the contractor handle items being transported. Drivers should not make any personal stops in performance of duties under this contract, nor shall any unauthorized passenger accompany the driver during contract work.

f. Identification, Parking, Smoking, and VA Regulations:

I. The Contractor’s personnel shall always wear visible identification while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, photo, position, and the contractor’s trade name.

II. The Contractor’s personnel shall maintain a safe, professional work environment by wearing appropriate dress attire.

III. Staff will wear clean and well-maintained attire that covers the body from shoulders to knees while performing all duties required, including bending, and lifting.

IV. Open toed and/or open heeled shoes are not allowed. Closed-toed and appropriately heeled shoes shall be worn by all personnel to prevent injuries from sharps, slips, falls, large or heavy stock items, carts, shelves etc.

V. It is the responsibility of the contractor to park in the appropriate designated parking areas. The VA Medical Centers will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

g. Transportation of Patient Care items consisting of Laboratory or Medical Center Locations:

I. Vehicles shall be kept clean and free of any hazardous liquids, materials, or debris that could affect the integrity of products and materials transported for patient care. Vehicles interior storage area shall be cleaned quarterly or more often if area is visibly soiled.

II. All vehicles used in performance of this contract shall be registered, licensed and meet the minimum requirements as mandated by the Department of Transportation. The Government reserves the right to inspect the vehicles and investigate the responsibility of contractor to perform the work outlined in the contract. The contractor shall provide all vehicles needed to perform this effort.

III. The contractor shall maintain proper temperature in vehicles to preserve medical supplies, specimens, and films. There shall be climate control in the vehicles, so that the internal vehicle temperature can be maintained at a temperature between 65 d.F. and 85 d.F. The vehicle shall meet the requirement that all efforts shall be made to assure that all items are delivered upright, without spoilage/damage from temperature conditions, rough handling and/or negligence.

IV. The vehicles shall not be abandoned between transports from facility to destination. Specimens shall not be left in an unsecured vehicle at any time. When not in use, delivery contents should be locked in a clean part of the vehicle. The contents should be kept out of sight or taken indoors at the end of the day. Containers shall not be stored overnight in the vehicle or at a residence.

V. The cargo may contain biohazardous material and dangerous goods. The contractor shall certify that all individuals involved in shipping clinical specimens have been trained and tested as specified in the training requirements of 49 CFR Part 172, Subpart H. Written statements documenting Universal Precautions training, Hazardous Materials training and the Centers for Disease Control governing the transport of clinical specimens shall be provided to the COR annually.

VI. Sensitive items should not be stored in the vehicle when outdoor temperatures are <50 F or > 78 F. Packaged items where the contents are discernable shall be treated as sensitive items.

VII. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not local district, state, or municipal court.

6. The Joint Commission for the Accreditation of Healthcare Organizations (JCAHO) Competency Requirements:

a. The Contractor shall be responsible to ensure that contractor employees (and/or subcontractor employees) coming to the work site receive all information required to perform their duties and are fully trained and competent to perform the required work.

b. The Contractor may be required to attend a pre-work orientation meeting prior to commencement of work (if required by the VAMC). The VAMC shall schedule this meeting and it shall include discussion of the following topics:

i. Fire and Safety

ii. Infection Control

iii. Disaster Procedures

iv. Other

7. Definitions:

a. Business Hours/Days – Business hours/days are defined as the time of 8:00 a.m. to 4:30 p.m., Monday through Friday except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other specifically designated days by the President of the United States to be a national holiday.

b. Off Business hours/days - Off Business hours/days are defined as the time of 4:31p.m. to 7:59a.m. Monday through Friday, 4:30 p.m. Friday to 7:59 a.m. Monday, weekends, and all Federal holidays. The Laboratory, Emergency Department, and others, operate on a 24 hour a day basis, 365 days a year.

c. Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.

d. Round trip: Pickup from the VAMC and delivery to drop-off point and back to the VAMC OR as pickup from a defined stop, delivery back to VAMC and back to the original defined stop.