PWS_Rev_1_(25_Mar_19).pdf

MEDICAL LABORATORY BLOOD COURIER

SERVICES

PERFORMANCE WORK STATEMENT Rev. 1 Joint Base Andrews

1. DESCRIPTION OF SERVICES

The Contractor shall provide all personnel, supplies, equipment, supervision, transportation, and other items and non-personal services necessary to transport medical supplies and laboratory specimens/cultures on a routine or emergency basis for the 11th Medical Group (11 MDG) and Military Treatment Facilities (MTF) hospitals within the National Capitol Region (NCR).

1.1. Background. The 11 MDG has the overall mission to ensure beneficiaries are provided the best health care with no interruptions to any services being provided. The courier service will enhance this mission and ensure the transport of patient laboratory specimens and cultures are delivered to the proper supporting health care facility for processing in a timely manner. Note: The Government reserves the right to adjust the hours and locations as needed.

The appointed Contracting Officer Representative (COR) will notify the contractor within two (2) days if there are any additions or changes to local hospitals and medical treatment facilities in the NCR.

1.2. Scope. The Contractor shall:

• Provide courier services to transport medical supplies and laboratory specimens and cultures on a routine or emergency basis as needed.

• Be responsible for dropping off and picking up around the NCR to include but not limited to Walter Reed National Medical Center, Malcom Grow Medical Clinic and Surgery Center (MGMCSC), Pentagon AF Medical Clinic, Joint Base Anacostia-Bolling (JBAB) Clinic, Fort Belvoir Community Hospital, and MTFs within 40 miles from MGMCSC.

• Follow and/or meet all hazardous materials (HAZMAT) transportation regulations in accordance with (see 49 CFR §107.329 and §107.333).

• Provide trained and certified couriers to transport and handle small amounts of HAZMAT, primarily alcohols, neutral buffered formalin and category A and B infectious substances.

• Maintain proper, valid and current vehicle documentation, to include continuous updated insurance cards, registration, vehicle inspection stickers, Contractor personnel driver’s licenses, and other required licenses required for entry to installations.

• Have certification as required by CFR Title 49 for transportation of hazardous materials and must comply with all state laws and regulations in the Northern Virginia-Baltimore-Washington Metro Area required for transportation of HAZMAT.

• Maintain each set of samples at the intended temperature range in which it was packed throughout the transportation (i.e. frozen, or dry ice, refrigerated or wet ice/cold pack, and room temperature).

• Contractor personnel shall fluently read, understand, speak, and write English.

• Establish base access and contractor badges for drivers/couriers prior to initial transports or runs. The Contractor will be able to establish access for up to three (3) drivers/couriers to ensure no lapse in coverage.

1.2.1 Specific Tasks. The Contractor shall:

A. Routine Delivery. The Contractor shall provide routine pick-up and delivery services five (5) days per week. Medical supplies and laboratory specimens and cultures shall be delivered on a routine basis. Pick up and/or delivery will be made within ninety (90) minutes of the requested time and/or as traffic and gate entries permit, unless otherwise specified. Routine route details are as follows:

(i) Pentagon Route. Laboratory samples shall be transported starting at the Pentagon at 11:00 AM, but no later than 1:00 PM, and samples shall be dropped-off/delivered at Walter Reed National Military Medical Center (WRNMMC) Bldg. 9 laboratory within ninety (90) minutes, but no later than two (2) hours from the pick-up time. This route shall be completed daily, Monday – Friday of each week.

(ii) WRNMMC Route. Laboratory samples shall be transported starting at the MGMCSC laboratory at 11:00 AM, but no later than 1:00 PM, and samples shall be dropped-off/delivered at WRNMMC, Bldg. 9 laboratory within ninety (90) minutes, but no later than two (2) hours from the pick-up time. This route shall be completed daily, Monday – Friday of each week.

(iii) Fort Belvoir Community Hospital Route. Laboratory samples shall be transported starting at the MGMCSC laboratory between 1:00 PM and 2:00 PM and samples shall be dropped-off/delivered at Fort Belvoir Community Hospital, Oaks Pavilion Basement, Histopathology Section within sixty (60) minutes, but no later than ninety (90) minutes from the pick-up time.

This route shall be completed daily, Monday – Friday of each week.

B. Emergency or On-Demand Delivery. The Contractor shall provide emergency or on-demand pick-up and delivery services on a twenty-four hour/seven-days-per-week (24/7) basis. Medical supplies and laboratory specimens and cultures shall be delivered on an emergency or on-demand basis. The Contractor shall use the Emergent Care Center (ECC) entrance of the MGMCSC clinic for any after-hour pick-ups or drop-offs, which is any time outside of normal clinic hours (7:00 AM to 5:00 PM), weekends, holidays, and other clinic closures.

The Contractor shall provide a courier at the requested location within ninety (90) minutes of notification for any emergency or urgent request. Pick up and/or delivery will be made within the specified time of each route below and/or as traffic and gate entries permit. Route details are as follows:

(i) Pentagon Route. Laboratory samples shall be transported starting at the Pentagon and samples shall be dropped-off/delivered at Walter Reed National Military Medical Center (WRNMMC) Bldg. 9 laboratory within ninety (90) minutes from the pick-up time.

(ii) WRNMMC Route. Laboratory samples shall be transported starting at the MGMCSC, and samples shall be dropped-off/delivered at WRNMMC, Bldg. 9 laboratory within ninety (90) minutes of the pick-up time.

(iii) Fort Belvoir Community Hospital Route. Laboratory samples shall be transported starting at the MGMCSC laboratory between 1:00 PM and 2:00 PM and samples shall be dropped-off/delivered at Fort Belvoir Community Hospital, Oaks Pavilion Basement, Histopathology Section within sixty (60) minutes of the pick-up time.

C. Deliverables. For each delivery, the Contractor shall provide documentation and/or take action as follows:

(i) Provide viewable photos online, using a customer portal on the courier services web page, of the on-demand courier that will report to the lab for pick-ups.

(ii) Capture receipt signature images for each package delivered. These images will be viewable online using a customer portal on the courier services web page.

(iii) Provide and maintain the history of deliveries for up to (2) two years; this shall be available online using a customer portal of the courier services web page.

D. Transportation Contents. The contractor will be required to transport the following items:

(i) Laboratory Samples. These samples include, but are not limited to:

• Blood and bodily fluids in various amounts

• Tissue cassettes submerged in 10% formalin

• Stained tissue glass slides

• Cytology specimens in methanol and cytology slides

• Culture swabs

• Bacterial and viral cultures

• Blood products for transfusion

• Wet tissue samples fixed in 10% formalin

(ii) Additional Items. These items include, but are not limited to:

• Administrative paperwork

• Reagents

• laboratory supplies

1.3. Qualifications. The Contractor shall employ personnel capable of performing all duties as required within this PWS or respective contract. The Contractor/Contractor personnel must meet and comply with the following standards:

A. Have a good driving record without an extensive traffic violation history or record of serious violations per the 11th Security Forces (11 SFS).

B. Must not have any active arrest warrants; personnel may be denied entry to the installation due to negative criminal history. Criminal history items include:

• Any person convicted of a Felony Crime at any time.

• Any person convicted of a Narcotics or Drug Charge in the past 3 years or twice in the past 5 years.

• Any person convicted of a weapons charge in the past 12 months or twice in the past 5 years.

• Any person convicted of an assault charge in the past 12 months or twice in the past 5 years.

• Any person convicted of a Hate Crime or Violent Act in the past 12 months or twice in the past 5 years.

• Any person registered as a convicted Sexual Offender at any time.

• Any person who is subject of a current protection order and is considered Armed

• Armed and Dangerous as flagged in the National Crime Information Center (NCIC).

• Any person who is subject of a current protection order involving a resident or employee of Joint

Base Andrews and any other DoD installation in which the contractor shall frequent.

1.3.1. Non-U.S. Citizens. In addition to a valid State or federally issued ID, current registration and proof of insurance, non-US citizens are required to have their Resident Alien Card/Employment Authorization Card and Social Security Card.

1.3.2. Contractor Courier/Drivers. The contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, name tags, and/or badges for performance of services under this contract. A record of each driver as to character and physical capabilities for performing as a courier is to be maintained and made available to the 11 MDG upon request for inspection.

Contractor couriers/drivers shall:

• Ensure all drivers/couriers are licensed IAW the laws within the State of Maryland, State of

Virginia, and District of Columbia for transportation purposes.

• Wear visible identification at all times while on the premises of any Federal property.

• At all times, conduct themselves in a professional manner, present a neat appearance and be easily recognized as a contract employee by having the company name affixed to the clothing uniform.

1.3.3. Contractor Vehicles. The vehicles used in the performance of this contract must be licensed and meet the minimum requirements by the states and cities operated therein.

• Contractor shall maintain registration, licensing and insurance as required by either the State of Maryland, State of Virginia and or the District of Columbia on all vehicles utilized under this contract, for the transportation purposes for which this contract is intended.

• Contractor shall ensure that all vehicles are designed and sized appropriately to provide services described in this PWS and the respective contract. All vehicles are to be maintained in accordance with manufacturer’s recommendations and all laws applicable to the states and/or territories within the NCR.

• Contractor is required to comply with all applicable base parking and zoning requirements which may require transportation of items some distance from vehicle to building.

1.3.4. Contractor Health Requirements. As a condition of employment, Occupational Safety and Health Administration (OSHA) requires that all contract employees who will have occupational exposure to blood or body fluids or other potentially infectious materials, shall receive Hepatitis B vaccine, or have documented proof of immunity to Hepatitis B infection. All vaccines required by the 11 MDG shall be the responsibility of the contractor to obtain at no cost to the government.

2. QUALITY CONTROL.

The Contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with specifications within this PWS. The contractor is responsible for quality control and specification compliance. Therefore, the Contractor shall:

• Develop and implement procedures to track, identify, prevent, and remedy and ensure non-recurrence of unsatisfactory services.

• Provide a method to accept and resolve customer complaints and notify the COR of the complaint and resolution.

• Immediately notify the COR upon receipt of a customer complaint in order that joint validation may be accomplished.

2.1. Contract Performance Monitoring. The Government will evaluate the quality of the services being performed to ensure payment is made for only those services received and accepted by the Government.

Service Delivery Summary

Objective Paragraph Performance Thresholds AQL

Provide routine courier service 5 days a week, excluding holidays. 1.2.1.A

Picks up and drops off daily within specified time-frames and durations.

95%

Provide emergency/urgent service, as required. 1.2.1.B.

Picks up and drops off as demanded within specified time-frames and durations.

95%

Provide timely and daily Pickups and drop off of laboratory specimens and cultures

1.2. & 1.2.1. Pickups and deliveries are made within 2 hours of contacting and/or 95% changes are made by the health clinic or traffic permits

Ensure good quality control is satisfactory met through service performance.

Providing good customer service with limited complaints and/or issues received.

95%

Contractor meets all standards for courier/drivers and vehicles. 1.3.2 & 1.3.3. Ensuring proper documentation for drivers and vehicles. 100%

3. GOVERNMENT PROPERTY / MATERIAL

3.1. Laboratory Transport Materials. All materials provided for transport are the property of the Government and are only provided for transport and delivery in accordance with this PWS and the resultant contract. The Contractor is not authorized to reuse, redistribute, or retain any items provided for transport or delivery by the Government.

The Government is responsible to ensure items are properly packaged and sealed, as required, prior to transport or delivery by the Contractor.

3.2. Transport of Government Materials. The Contractor is required to ensure the transport vehicle can accommodate all items required for transport or delivery. Once the Contractor is in receipt of Government materials to be transported or delivered, they are required to proceed directly on the delivery route and shall not deviate course for personal reasons or purposes outside the scope of this PWS or resultant contract.

Note: Historically, the average weight of items to be transported range from ten (10) to twenty-five (25) lbs.; and the size dimensions range in the following sizes: 29”W x 14”H x 11”D, 14” W x 14” H x 11” D, and 19 ½” W x 6 ½” H x 18 ½” D. These dimensions are provided for informational purposes only and do not restrict the Government to transporting only items within these ranges.

4. GENERAL INFORMATION

4.1. Hours of Operation. Contractor personnel shall perform on-site support during the regular hours of 08:00 AM

– 5:00 PM, Monday through Friday, excluding holidays identified in Section 4.3, for routine service pickups or deliveries. The Contractor shall provide 24/7 emergency support service, to include on-demand calls (See Para 1.1.2.B).

4.2. Location. The place of performance for pick-ups and drop-offs/deliveries of medical supplies and lab specimens:

Routes for Contractor will pick-up and or drop-off from the following sites, to include but not limited to:

A. Malcolm Grow Medical Clinic (MGMCSC). 1060 W. Perimeter Rd., Joint Base Andrews, MD 20762.

Pick-ups are twice a day between the hours of 11:00 AM – 1:00 PM (first daily pick-up) and 1:00 PM – 2:00 PM (second daily pick-up).

B. Pentagon Route. The Pentagon, Arlington, VA 22202 (between 11:00 AM – 1:00 PM).

C. WRNMMC Route. Walter Reed National Military Medical Center Laboratory, 8901 Wisconsin Ave Bldg. 9, Bethesda, MD 20889.

D. Fort Belvoir Route. Fort Belvoir Community Hospital, Oaks Pavillion Basement, Histopathology

Section, 9300 DeWitt Loop, Fort Belvoir, VA 22060, E. 11 MDS Bolling Laboratory. Bldg. 1300, 238 Brookley Ave SW, Joint Base Anacostia-Bolling, DC 20032

4.2.1. Access. There is no single access granted at Joint Base Andrews for all pick-up locations. Driver access will be coordinated for all locations individually after award. Once vetted and approved for access, the courier(s) must remain eligible for access at all time. See Section 5 of this PWS for additional security information.

Note: Point-of-Contact information for all locations will be provided within the contract at time of award.

4.3. Recognized Holidays. The contractor shall not schedule any routine services with the government on any of the established federal holidays, or any other day designated as holiday by federal statute or by Executive Order (EO) except with prior approval from the Contracting Officer (CO) or COR. If a holiday falls on a Saturday, the official holiday will be celebrated the preceding Friday. If the holiday falls on a Sunday, the official holiday will be celebrated the following Monday. The following days have been established as legal public holidays in the federal service:

New Year’s Day 1 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

4.4. eRCMA Reporting.

4.4.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the 11th Medical Group via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

4.4.2. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the CMRA help desk.”

5. SECURITY REQUIREMENTS

The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, as 11 MDG personnel, regarding information and information system security. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government installation, shall abide by all security regulations of the installation. The contractor shall sign an agreement stipulating the security requirements of this contract.

5.1. Unscheduled Gate Closures. These closures are governed by the Security Police and may occur at any time.

Therefore, personnel entering or exiting the installation may experience a delay. Contractor shall notify the COR at time of delivery if affected by an unscheduled gate closure, which will be validated by Government personnel.

5.2. Privately Owned Vehicles. Privately owned vehicles of Contractor's personnel are subject to being searched pursuant to applicable regulations. Contractor’s personnel shall comply with Joint Base Andrews-Naval Air Facility Washington (JBA-NAFW) rules, regulations and directives while on the installation. The award of this contract does not create a right to have access to any military installation. Any violation of an installation regulation or Maryland state law may result in the termination of the privilege to enter one or more military installations.

5.3. Base Access Pass(es). A base identification card/vehicle pass shall be obtained for all employees including any subcontractor. It is the intent of the government that each employee has possession of their pass at all times while working on this contract. The Contractor shall be responsible for the return of any pass when employment and/or the contract is terminated. Failure to return all passes may result in non-payment of the final invoice. Lost or stolen passes shall be reported immediately to the appointed COR and CO with a written follow-up status submitted to the CO within seventy-two (72) hours of the initial reporting. Contractor personnel are not permitted to enter any restricted area unless required and first coordinated by the 11 MDG. The Contractor is considered mission essential for purposes of contract performance.

5.4. Conduct. The contractor shall be responsible for the actions of any of their employees who are working at any location as required by this contract. See Section 1.3.2 for additional details.

5.5. PRIVACY OF INDIVIDUALLY IDENTIFIABLE HEALTH INFORMATION (HIPAA). 45 CFR

160.103 and 45 CFR 164.501 apply to work required in this PWS. The Contractor shall note and comply with the following.

5.5.1. Definitions. As used in this clause:

Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

Protected Health Information has the same meaning as the term "protected health information'' in 45 CFR 164.501, limited to the information created or received by the contractor from or on behalf of the Government.

Required by Law has the same meaning as the term "required by law'' in 45 CFR 164.501.

Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103 and 164.501.

5.5.2. Stipulations:

The contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as required by Law.

The contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this contract.

The contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the contractor of a use or disclosure of Protected Health Information by the contractor in violation of the requirements of this contract.

The contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this contract.

The contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the contractor on behalf of the Government, agrees to the same restrictions and conditions that apply through this contract to the contractor with respect to such information.

The contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under

45 CFR 164.524.

The contractor agrees to make any amendment(s) to Protected Health Information in a Designated

Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.

The contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the Government or the Secretary, for purposes of the Secretary determining the Government’s compliance with the Privacy Rule.

The contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

The contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

General Use and Disclosure Provisions: Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for the following purposes, if such use or disclosure of Protected Health Information would not violate the Privacy Rule or the Department of Defense Health Information Privacy Regulation if done by the Government:

5.5.3. Specific Use and Disclosure Provisions:

Except as otherwise limited in this Agreement, the contractor may use Protected Health Information for the proper management and administration of the contractor or to carry out the legal responsibilities of the Contractor.

Except as otherwise limited in this Agreement, the contractor may disclose Protected Health Information for the proper management and administration of the contractor, provided that disclosures are required by law, or the contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

Except as otherwise limited in this Agreement, the contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).

Obligations of the Government. Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions: Upon request the Government shall provide the contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice. The Government shall provide the contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the contractor's permitted or required uses and disclosures. The Government shall notify the contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522. Permissible Requests by the Government: The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the contractor as otherwise permitted by this clause.