Attachment_1_Courier_Services_PWS.pdf

Performance Work Statement

FOR

Creech Air Force Base Courier Service

1. SCOPE OF WORK: The contractor shall provide all personnel, equipment with the capacity to provide transportation and security of Laboratory Specimens, Biohazard waste removal and Flight & Operational Medical Examination (FOME) records and paperwork (to include filing) from Creech Air Force Base to Nellis Air Force Base, approximately 53 miles each way. Contractor will comply with current National Electrical Code (NEC), National Fire Protection Association (NFPA) standards and all Environment and Safety codes, laws and regulations.

1.1 OPERATIONAL AND SPECIFIC TASKS

1.1.2 The courier will need to have a vehicle that allows adherence to established temperature requirements for the specimen being handled (i.e., frozen or refrigerated). The maximum shipment will consist of two coolers, records, and any necessary small/mobile supplies and equipment. The specimens will remain sealed and personnel will comply with Health Insurance Portability and Accountability Act (HIPAA) guidelines for all items in their possession from one point of origin to the final destination.

1.1.3 On Call Response Time. The contractor shall have a total response time of two (2) hours for routine requests from the time the call is received until delivery at the final destination. For STAT and/or critical requests, the contractor shall arrive to the pick-up location within one (1) hour from the time the call is received, and delivery to the final destination shall be not more than one (1) hour from the time of pick-up.

1.1.4 Records. The contractor shall be responsible for creating and maintaining records of specimens and medical materials picked up from one of the locations identified below and delivery to final destination.

These records must be complete with signatures from both pickup and delivery points by proper personnel.

1.1.5 The courier specifications must be as follows:

1.1.5.1 Specimens to be delivery promptly while maintaining temperature and integrity.

1.1.5.2 Specimens to be transported:

• Blood Specimens

• Cultures (various)

• Tissue Samples

• Urine (Cups or tubes)

• Dental o Sterile/Non Sterile instruments o Supplies o Small portable equipment less than 15lbs o

1.1.5.3 Other items to be transported

• Medical records/paperwork

• Dental records/paperwork

• Linen

• Equipment

• Immunizations

• Biohazard material

1.1.6 Pick-Up and Drop-Off Points.

Medical Records/Dental Records:

• Pick-up point will be:

Creech Medical Clinic (CMC) 1033 Reaper Dr.

Creech Air Force Base, NV 89018 Pick-up will be from Clinic Front Desk Point of Contact: Superintendent/NCOIC – (702) 404-1142

• Drop off destination will be (Medical):

Filing of records may be required Nellis Flight & Operational Medicine Clinic 4311 Carswell Dr., Bldg 340 Nellis Air Force Base, NV 89191 Point of Contact: Flight Chief/NCOIC – (702) 653-2766

• Drop off destination will be (Dental):

Filing of records may be required Michael O’Callaghan Federal Medical Center Dental Clinic (second floor) 4700 Las Vegas Boulevard North

POC: Flight Chief/NCOIC – (702) 653-2600

Laboratory Specimens

• Pick-up point will be:

Creech Medical Clinic (CMC) 1033 Reaper Dr.

Creech Air Force Base, NV 89018 POC: Superintendent/NCOIC – (702) 404-1142

• Drop off destination will be:

Michael O’Callaghan Federal Medical Center Laboratory (first floor) 4700 Las Vegas Boulevard North

POC: Central Processing/Shipping Dept. – (702) 653-2241

Biohazard Waste Removal, Linen and Housekeeping

Creech Medical Clinic (CMC) 1033 Reaper Dr.

Creech Air Force Base, NV 89018 Pick-up will be from Clinic Front Desk POC: Superintendent/NCOIC – (702) 404-1142

• Drop off destination:

Michael O’Callaghan Federal Medical Center Housekeeping (lower-level) 4700 Las Vegas Boulevard North Nellis Air Force Base, NV 89191 POC: Mrs. Cheryl Rand – (702) 653-3901

Equipment

Creech Medical Clinic (CMC) 1033 Reaper Dr.

Creech Air Force Base, NV 89018 POC: Superintendent/NCOIC – (702) 404-1142

• Drop off destination will be:

Michael O’Callaghan Federal Medical Center Medical Logistics (lower-level) 4700 Las Vegas Boulevard North

POC: Flight Chief/NCOIC – (702) 653-3178

Immunizations

Creech Medical Clinic (CMC) 1033 Reaper Dr.

Creech Air Force Base, NV 89018 POC: Superintendent/NCOIC - (702) 404-1142

• Drop off destination will be:

Michael O’Callaghan Federal Medical Center Immunizations Clinic (first floor) 4700 Las Vegas Boulevard North

POC: Flight Chief/NCOIC – (702) 653-2410

2. GENERAL INFORMATION

2.1 Contractor Employees.

2.1.1 The contractor shall provide the government a minimum of one person to maintain the courier service that can lift at least 50 lbs or more.

2.1.2 Point of Contact. The contractor shall provide a point of contact who shall be responsible for the performance of the work. The point of contact shall have full authority to act for the contractor on matters relating to the daily performance of this contract.

2.1.2. The contractor shall provide an individual that can access the base with a valid license, Vehicle registration and proof of insurance. Personnel must meet all terms and conditions for obtaining a base access badge. The requirements must include:

a. Obtaining HIPAA certification on day of in processing in accordance with AF regulation (See Appendix A, HIPAA guidance)

b. Maintain a log of all deliverables to have signed off at point of pick up and drop off by the government representative deemed responsible.

c. The contractor shall be responsible for all deliverables entrusted to them from initial to destination.

d. The contractor will provide all vehicles required for transport and security.

2.1.3 When the contractor’s representative is working in a potentially infectious area of the laboratory, they must wear a lab coat and gloves which will be provided.

2.1.4 Contractor’s personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the company’s logo and employee’s name. The wear of open-toed shoes, eating, drinking, or smoking in the truck is prohibited to comply with infection control requirements. Vehicle will only carry the reported individual assigned by contractor and no other passenger(s).

2.1.5 The contractor shall provide the employee with a cellular phone, and the number shall be provided to the Government for STAT run notifications.

2.2 The Creech Medical Clinic POC shall be the Flight Commander, Superintendent, or Non- Commissioned Officer in Charge (NCOIC): (702) 404-1142.

2.3 Shipping and Handling. Lab specimens will be prepared & packaged by Creech Medical Clinic Medical Technicians. The medical records will not be sealed. The government shall provide all Safety Data Sheets (SDS) for all required specimens or deliverables items that are required for transport.

2.4 Training:

• Current HIPAA Training/Certification

• Personal Protection Equipment (PPE) Training will be provided by the government prior to any pick-up.

• Current Training and Certification on proper shipment, packaging, and transport of hazardous materials to meet the requirements of the Department of Transportation Hazardous Materials Division 6.2, 49 CFR Parts 171-180.

3. ESTIMATED DELIVERIES. Current projections anticipate an estimated 10 deliveries per week or 300 estimated hours and approximately 5 STAT deliveries per month.

4. HOURS OF OPERATION: The CMC laboratory operates on a daily basis. Normal work hours are from 7:30 am to 4:00 pm, Monday thru Friday (closed on Federal Holidays and approved Family Days).

Request for work other than normal work hours is not an option.

Morning pick-ups shall be between the hours of 0800-1000.

Afternoon pick-ups shall be between the hours of 1400-1600.

No emergencies needed.

No consumable deliveries shall be made outside of normal duty hours or Federal Holidays.

Federal Holidays are as follows:

New Year’s Day Martin Luther King’s Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

ACC Family Days (2017) are as follows:

26 May 3 July 5 September 24 November 26 December

5. ENVIRONMENTAL COMPLIANCE: The contractor shall be responsible for the removal and disposal of any hazardous waste products generated by the contractor. The government shall prepare all disposal manifests for hazardous wastes or chemicals. The chemical manufacturer’s Safety Data Sheets will be used to properly dispose of chemicals or hazardous waste.

5.1. HAZMAT PHARMACY REGISTRATION: The contractor shall register with the base HAZMAT Pharmacy any chemicals, etc., that are brought onto the base. Contractor shall comply with all Hazmat Pharmacy requirements and procedures.

6. CLEAN- UP: The government shall provide any additional personal protective wear needed for the courier as well as a spill kit in case of an accident by the contractor. The vehicle used shall remain clean and orderly at all times.

7. SERVICES SUMMARY. The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each performance objective. The thresholds are critical to mission success and acceptable performance.

SS Performance Objective PWS Paragraph Performance Threshold 1 Transport lab specimen/immunizations 1.1.5 100% Accountability of all specimen/immunizations received/delivered

2 Transport Medical/Dental Records 1.1.5 100% Accountability of all records received/delivered

3 Transport Equipment, supplies and biohazard material (not to exceed 50 lbs)

1.1.5 100% Accountability of all items received/delivered

4 Routine Response times 1.1.3 100% of deliveries must be made within 2 hours of receiving call.

5 STAT Response times 1.1.3 100% of STAT deliveries the driver shall arrive within 1 hour of receiving the call and deliver the materials within 1 hour of pick-up.

8. QUALITY CONTROL PROGRAM. In compliance with FAR Part 12, the contractor shall establish and maintain a Quality Control Plan to ensure the requirements of this contract are provided as specified.

The contractor shall provide a Quality Control Plan describing the inspection system for the requested services listed in the PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The CO will notify the Contractor of acceptance or required modifications to the Plan. The Contractor shall make appropriate modifications (at no additional cost to the government) and obtain acceptance of the Plan by the CO before the start of the performance period. The Plan shall be updated as changes occur and shall be submitted for review and acceptance by the government.

8.1 Quality Assurance. According to FAR Part 12, the Government will evaluate the Contractor’s performance under this contract through inspections. When an observation indicates defective performance, the Contract Monitor will notify the CO and the Contractor. When an observation indicates defective performance, the QAP will inform the contract manager or alternate and require them to initial/sign and date the observation. The initialing of the observation does not necessarily constitute the contractor’s concurrence with the observation, only acknowledgement that the contractor has been made aware of the defective performance.

Any action taken by the CO as a result of surveillance will be according to the terms of this contract. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the CO and not to the QAP. The services to be performed by the Contractor during the period of this contract will at all times and places be subject to review by the CO or authorized representative(s). Other Government personnel may from time-to-time observe Contractor operations. These personnel will not interfere with Contractor performance.

9. CONTRACTOR MANPOWER REPORTING REQUIREMENTS

9.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/

9.2 Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil/

APPENDIX A

HIPAA BUSINESS ASSOCIATE AGREEMENT

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF 1996

HIPAA is comprised of several different sections, each to be implemented by the Dept. of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTFs. The specific implementation of HIPAA Privacy for DOD medical facilities is set forth in DOD 6025.18-R, and for HIPAA Security, the requirements for AF MTFs are contained in DOD 8580.02-R and AFI 41-217, which also contains additional Information Assurance requirements for all AF MTFs. DOD 6025.18-R, DOD 8580.02-R and AFI 41-217 are incorporated herein by reference. MTFs are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates.

IAW these regulations, the Contractor and its personnels meet the definition of Business Associates.

Therefore, a Business Associate Agreement is required by law to comply with both the HIPAA Privacy and Security regulations. This clause serves as that agreement for each MTF, whereby the Contractor and its personnels agree to abide by all HIPAA Privacy and Security requirements regarding health information as defined in this clause, DoD 6025-18-R, DOD 8520.02-R and AFI 41-217. Additional HIPAA requirements will be addressed when implemented.

Introduction

(a) Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DOD 6025.18-R, DOD 8520.02-R or AFI 41-217.

Individual has the same meaning as the term “individual” in 45 CFR 164.50 1 and 164.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

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.

Electronic Protected Health Information has the same meaning as the term “electronic protected health information” in 45 CFR 160.103.

Required by Law has the same meaning as the term “required by law” in 45 CFR 164.501 and 164.103.

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

Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160,162 and part 164, subpart C.

Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304 and 164.501.

(b) 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.

c) 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.

(d) The Contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.

(e) 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.

(f) The Contractor agrees to report to the Government any security incident involving protected health information of which it becomes aware.

(g) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Contractor becomes aware of.

(h) 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.

(i) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it.

(j) 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.

(k) 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.

(1) 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.

(m) 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.

(n) 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 treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below, if such use or disclosure of Protected Health Information would not violate the HIPAA Privacy Rule, DOD 6025.18-R, the HIPAA Security Rule, or DOD 8580.02-R if done by the Government.

Specific Use and Disclosure Provisions

(a) 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.

(b) 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.

(c) 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).

(d) 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

(a) 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.

(b) 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.

(c) 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 HIPAA Privacy Rule, DOD 6025.18R, the HIPAA

Security Rule, or DOD 8580.02-R, 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.

Termination

(a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract.

(b) Effect of Termination.

(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below.

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.

(3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.

Miscellaneous

(a) Regulatory References. A reference in this Clause to a section in DOD 6025.18-R, HIPAA Privacy Regulation or DOD 8580.02-R, HIPAA Security Regulation, or any CFR or AFI provision means the section as currently in effect or as amended, and for which compliance is required.

(b) Survival. The respective rights and obligations of Business Associate under the "Effect of Termination" provision of this Clause shall survive the termination of this Contract.

(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with DOD 6025.18-R, the CFR HIPAA Privacy Rule, DOD 8520.02-R, the CFR HIPAA Security Rule and AFI 41-217.