ESBD_428618_1750171290906_Rider 101 - Scope of Work.pdf

The University of Texas M. D. Anderson Cancer Center

FAC-01595-RFP

Rider 101 - Statement of Work (SOW) Institution-Wide Courier Services

Introduction to The University of Texas M. D. Anderson Cancer Center

The University of Texas M. D. Anderson Cancer Center (“MD Anderson”) is one of the world's most respected centers devoted exclusively to cancer patient care, research, education and prevention. It is located in central Houston in the Texas Medical Center. MD Anderson provides cancer care at several locations throughout the Greater Houston Area and collaborates with health systems nationwide through MD Anderson Cancer Network®.

MD Anderson was created in 1941 as part of The University of Texas System. The institution is one of the nation's original three comprehensive cancer centers designated by the National Cancer Act of 1971 and is one of 57 National Cancer Institute-designated comprehensive cancer centers today. Since 1944, more than 2 million people have turned to MD Anderson for cancer care. U.S. News & World Report's "Best Hospitals" rankings has named MD Anderson the nation's top hospital for cancer care. The institution has been named one of the nation's top two hospitals for cancer care every year since the survey began in 1990. Over 150,000 people seek care at MD Anderson annually. The team approach to cancer care, pioneered at MD Anderson, has been strengthened by consolidating specialty clinics into multi-disciplinary care centers that allow patients to receive more ambulatory care and treatment in a single location.

The MD Anderson Houston Campus is comprised of 94 acres within and near the Texas Medical Center (TMC) and is divided into four areas: Main Campus – North of Holcombe, Main Campus – South of Holcombe, Mid Campus, and the South Campus. In addition, MD Anderson owns and operates clinical facilities in League City, Katy, Sugar Land, The Woodlands, Memorial City, LBJ Hospital and Woman’s Hospital and research/animal holding facilities in Smithville and Bastrop, Texas.

Description of Requested Services

Contractor will be responsible for the timely pick-up and delivery of different items to/from various departments/locations within the TMC and other clinical and research facilities in the Houston-metropolitan area.

The items to be transported may be, but not limited to: envelopes with documents (including time sensitive and confidential), supplies (medical, office, patient nutrition, etc.), patient prescriptions, pharmaceutical supplies, stock medication, perishables supplies, blood products, bodily fluids, biohazards, laboratory and pathology samples, surgical instruments, flexible endoscopes, computer equipment, monitors, printers, reports, and miscellaneous items such as:

medical graphics materials, posters, balloons for employee recognition events, specimen containers, x-ray films, pre-packed regimens, medical records, and, laboratory specimens including but not limited to the following categories: anatomic/surgical pathology, chemistry, cytology, blood bank, coagulation, cytogenetics/molecular genetics, hematology, immunology/serology, immunocytology, microbiology, and virology.

Contractor shall ensure the appropriate transport conditions to guarantee specimen integrity and the security and confidentiality of all documents, laboratory reports, medical records and comply with all HIPPA regulations. Some of the items mentioned will require proper storage conditions, including regulated temperature and/or humidity control and monitoring.

For a detailed list of requirements, reference Exhibit A – Product Specifications Table.

Participating MD Anderson departments and campus locations are:

• Blood Donor Operations

• MD Anderson Offsite Locations

• Cord Blood Bank

• Histocompatibility Laboratory

• Molecular Diagnostic Laboratory

• Special Microtomy

• Surgical Pathology

• Laboratory Medicine (Specimen Processing)

• Clinical Trials Laboratory

• Pharmacy Locations

• Sterile Processing/High Level Disinfection

• Hematopathology Laboratories: C o Cytogenetics o Flow Cytometry o Diagnostics Bone Marrow

Days and Hours of Service Provision

• Service Hours are from 6:00 am to 6:00 pm Monday – Friday (unless alternate time called for by Dedicated Route Service).

• After Hours services will be required extending 6:00 pm to Midnight Monday – Friday

• Special Service requests from Midnight to 6:00 am Monday - Friday.

• Ad Hoc and Stat Requests require 24/7 coverage. Weekend and holiday drivers will be required on a limited scope basis for certain locations or Dedicated Route Services.

1. Dedicated Route Services

Contractor will provide courier services on a routine, pre-scheduled basis. Deliveries occur at consistent times and locations. operating on a fixed daily or weekly schedule.

Reference Exhibit C – Dedicated Route Services

2. Ad Hoc Services

Contractor will provide courier services on an as-needed basis for delivery requests that fall outside of the Dedicated Route Services.

3. Stat Delivery Services

Stat delivery services are requests requiring transport from one designated location to another designated location within (2) two hours of the time the courier receives the request from MD Anderson.

4. Walking Routes Services

Walking routes services are required between Main Building and Zayed every 30-45 minutes for transport of clinical laboratory specimens, at monitored temperatures.

Contractor Specifications, Certifications, and Experience

1. Contractor must be in business a minimum of five (5) years.

2. Contractor shall provide MD Anderson a web-based service order entry and tracking of each order. Functionality to include at a minimum:

i. identification by internal MD Anderson requesting department

ii. secured SSL communication

iii. ad-hoc reporting capability.

3. Contractor must provide MD Anderson with monthly summary billing: 1) by account and sub-account levels, including patient data as required. 2) cost breakdown by retrieval and shipping costs (as applicable).

4. Payment for services to include purchase order or ProCard; with both transactions being surcharge free to MD Anderson.

5. Contractor shall assign a sufficient number of experienced drivers to provide adequate services called for within the scope of the contract.

6. Contractor shall ensure that all drivers:

i. maintain an acceptable driving record.

ii. have a valid Texas driver’s license (not suspended or revoked).

iii. are trained in bio-hazardous materials handling, blood borne pathogens exposure, spill cleanup in compliance with DOT, CDC Transportation regulations, and applicable State, federal, local agency regulations.

iv. are trained in applicable Health Insurance Portability and Accountability (HIPPA) regulations.

7. Contractor will ensure all Contractor employees have received appropriate training for the transportation and handling of clinical items in accordance with its standard operating procedures (“SOPs”) and training manuals when onboarding and at least on an annual basis but in no event less than is required under applicable laws and regulations. Contractor will also ensure that all Contractor employees who transport Client’s pharmacy materials have completed training regarding Client’s Chemotherapy Spills and Surface Contamination Policy (Hospital Policy ADM0171) as determined in Client’s discretion. Contractor will furnish Client with copies of Contractor applicable SOPs, training manuals, and employee training records within a reasonable timeframe upon Contractor and will provide Client with updated copies of those items whenever Contractor makes changes to them. Also, Contractor agrees that it will revise any of its SOPs or training manuals at the request of Client if revision is deemed reasonably necessary by the Strategic Governance Committee in order to ensure compliance with the requirements of CMS or the Joint Commission.

8. Contractor shall provide all vehicles necessary for the performance of the Services. All vehicles shall be clean and maintained in good operational and mechanical condition.

Contractor will ensure that its vehicles contain the equipment that is necessary for the containment and cleanup of chemotherapy spills in accordance with Client’s Hospital Policy ADM0171 and contain the equipment necessary to monitor and maintain appropriate temperatures for all lab specimens, pharmaceutical materials, and other items that require constant temperature and/or humidity monitoring.

9. Contractor must ensure adequate staffing of drivers and availability of courier vehicles to provide reliable performance of the services called for in the SOW.

10. Contractor’s personnel must wear suitable uniforms with the name of the company on the uniform. MD Anderson issued ID badges must be worn at all times while performing contracted services.

11. Contractor shall provide training and continuing in-service training to all of its personnel, prior to providing services under any subsequent contract, so that MD Anderson can be assured that contractor personnel are capable of assuming the responsibilities called for in the SOW. Contractor shall upon request, provide documentation of training programs for all its employees providing services under the contract.

12. Contractor shall upon request, sign a service level agreement or quality agreement if necessary to meet regulatory requirements.

13. Contractor is required to provide phone or radio contact or other long-range voice communication mechanism between all of the Contractor’s vehicles providing services called for under this contract.

14. Contractor is required to maintain a description of specimen transport containers (refrigerators, freezers, coolers, carriers, heating blocks, warm and cold packs, dry ice, etc.) utilized within vehicles for the performance of the services called for in the contract.

15. Contractor shall provide the following:

i. Prepared coolers for pick-up

ii. Temperature monitoring devices

iii. Validation of monitoring devices

iv. Download applications of Temp upon Specimen Receipt

v. Back-up Monitoring applications

vi. Training documents for Couriers

vii. Scalable Transport Model

viii. Access to Vendor monitoring system

ix. Chemotherapy spill kits (per Client’s Hospital policy ADM0171)

16. Contractor personnel shall not allow passengers in their vehicles during the hours where contractor personnel are performing services called for in the contract;

exception being other contractor personnel who have been trained in like-manner in the duties called for under the contract. Additionally, contractor personnel shall not bring non-contractor visitors into MD Anderson facilities.

17. Contractor’s personnel must pass MD Anderson’s vetting process in order to obtain an MD Anderson contractor badge (ref MD Anderson Rider 106 Premise Rules). The badge must be worn on a visible place, at all times, while on premises.

18. Contractor must be able to provide dedicated drivers and appropriately sized vehicles meeting customer criteria for specific routes and locations (smoke free, dedicated to route, fully enclosed and climate controlled, etc.)

Service Provision Requirements

Statement of Deliverables

• Contractor services offering shall be scalable to meet the needs of future expanded service requirements. Scope of expansion to include transport vehicles and staffing needs.

• Dedicated routes between designated MD Anderson locations.

o MD Anderson location delivery will require multiple department-level deliveries, likely on various locations and floors of the building.

• MD Anderson Pawnee warehouse origination out to multiple MD Anderson locations.

• Dedicated after hours driver requirement. (after 6:00pm M-F and as late as 12:00am)

• Special Requests from Midnight to 6:00 am Monday - Friday

• Ad Hoc and Stat Requests require 24/7 coverage, including weekends and holidays.

• Types of courier service provided: clinical and anatomical pathology specimens, biopsy specimens, donated blood, packages, pharmacy items (to include hazardous drugs), medical records, employee-related records, brochures, training materials, samples, clinical trials information, biohazard content, personal computer equipment/accessories, miscellaneous, dry ice, HAZMAT in compliance with 49 CFR, DOT. Pick-up and delivery services for patient records, laboratory results, Physician reports, Images, Pathology reports, Pathology slides.

• Contractor services may include password protected electronic transmission of information as called for by MD Anderson personnel.

Contracted Service Workflow (Anticipated)

1. Service request initiated.

(a) Web-based form is created by requesting department. All required fields are populated to include: 1) type of service 2) sending and receiving parties 3) need time/dates 4) account information.

2. Transaction Record is Established

(a) Web-based tracking of the progress of transaction available.

(b) Communication method established between MD Anderson requestor and Contractor.

(c) Ad-hoc reporting capability

3. Receipt and Close of Transaction

(a) Procedure to be agreed upon between MD Anderson and Contractor.

4. Billing and Settlement

(a) In accordance with MD Anderson Rider 116 Invoice Payment Requirements

5. Contractor Account Management

(a) Contractor to provide single contact person for MD Anderson account.

(b) Provide corrective action procedure.

(c) Provide quality control procedure.

(d) Provide resource allocation plan for supporting account.

(e) Participate in Quarterly Business Review (QBR) meeting with MD Anderson personnel.

Performance Expectations & Metrics

Contractor shall compile the following contract performance data (or assist MD Anderson in compiling) during the term of the Agreement. The data shall then be evaluated during QBR meetings to evaluate Contractor’s performance and to recommend corrective actions required by Contractor or MD Anderson going forward.

i. Actual delivery of all requests

ii. The number of documented instances when Contractor failed to timely close out shipping transaction record within a twenty-four (24) hour window.

iii. Specific to Pharmacy, quarterly reports of personnel training and competencies around handling pharmaceuticals which are hazardous (e.g., chemo spills, etc)

iv. Specific to Pharmacy, evidence of provision of chemo spill kits in every vehicle and maintenance records

v. Maintenance and monitoring of requests throughout transport at the appropriate climate-controlled temperature

a. Room Temperature

b. Refrigerated

c. Frozen

vi. Random survey results that are less than 80% favorable in a one-month sample. (Surveys will be conducted in a manner agreed upon by both parties with questions to include but not limited to: Contractor personnel appearance, timeliness, accuracy of transaction, physical disposition of delivered package.)

vii. The number of invoice discrepancies measured quarterly.

viii. Competency Training Records of Couriers available whenever requested