PWS Aug 08.pdf

PERFORMANCE WORK STATEMENT

48TH MEDICAL GROUP COURIER SERVICES

1. GENERAL REQUIREMENTS

1.1. Purpose. The intent of this Performance Work Statement (PWS) is to provide a daily courier service between medical functions located at RAF Lakenheath (48 MDG) and the RAF

Mildenhall Flight Medicine Office and Dental Clinic.

1.2. Scope of Work. The designated contractor (courier) will provide transportation of medical supplies/equipment, medical/dental records, laboratory specimens, The contractor will be also asked to carry Controlled medications within a sealed container also pharmacy prescriptions.

1.3. All other items as required between medical facilities at RAF Lakenheath and RAF

Mildenhall this could be large bulky items of office equipment as requested.

1.4. The designated contractor shell provide a On-Call 24hr service Monday through to Sunday on a as required basis to any NHS or Private Hospitals also other locations if required and as instructed by Medical Logistics on-call persons

1.5. To deliver and return new incoming personal medical folders to Orientation briefings on

Tuesdays each week from 48MDG to Officers Club RAF Mildenall

2. CONTRACTOR FURNISHED ITEMS

2.1. Contractor shall provide a properly licensed driver with detailed knowledge of all designated locations identified in paragraphs 3.4 and 3.5. For locations not listed in this PWS (or added a later date), driver is required to have a general knowledge of the location as provided by US

Government representatives.

2.2. Contractor will provide a vehicle that has the capacity to safely transport the items identified in paragraph 1.2. It should be properly registered with RAF Lakenheath and RAF Mildenhall transportation units and licensed/inspected in accordance with applicable motor vehicle laws of the UK Ministry of Transport.

2.3. In case of an emergency situation or incident that precludes the primary courier service to be detained, the contractor will have a back up capability prepared to respond.

2.4. Contractor will provide documentation to validate certification to transport items identified in paragraph 1.2.

2.5. The contractor shall designate a primary and alternate point of contact to the Contract

Services Manager in Medical Logistics for any questions/concerns regarding this agreement.

This information shall include name, title address, and telephone number(s).

3. COURIER SERVICE REQUIREMENTS/ACTIONS

3.1. Courier service will operate Monday through Friday at commencing 1200hrs

Contractor will report to identified 48 MDG pick up locations (reference paragraph 3.4.).

3.2. Courier service will not be required during designated United States Federal holidays (to include New Years Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and

Christmas). USAFE family days or 48th Fighter Wing (FW)/48 Medical Group down days, unless otherwise notified. The Contract Services Manger will notify the contractor 5 working days in advance regarding USAFE family days, wing down days or for any other period the courier service will not be required.

Note: Mildenhall Flight Medicine Office does not take 48th Medical Group down days, but will honor 100th Air Refueling Wing’s.

3.3. Courier service will be required during British Bank Holidays unless otherwise notified.

British Bank Holidays that are observed include New Years Day, Good Friday, Easter Monday, May Day, Spring Holiday, late Summer Holiday, Christmas and Boxing Day.

3.4. Pick Up Locations. 48th Medical Group will require the contractor to report to the following areas:

3.4.1. Pharmacy (Building 932) – to pick up prescriptions/medications (will not include controlled drugs). Speak to any pharmacist or pharmacy technician to see if there are any additional supplies or records requiring delivery to Mildenhall Dental Clinic or Mildenhall

Flight Medicine Office.

3.4.2. Laboratory (Building 932) – to pick up lab specimens/results. Speak to any of the

Lab technicians and ask for any supplies or specimens requiring delivery to Mildenhall

Dental Clinic or Mildenhall Flight Medicine Office.

3.4.3. (Building 930) –To collect Clinic Supply Orders.

3.4.4. Outpatient Records (Building 932) – report to front desk to pick up medical records.

Speak to any outpatient records technician to identify records for delivery to Mildenhall

Flight Medicine Office.

3.4.5. Dental Clinic (Building 944) – records or supplies will be picked up at the Dental reception desk.

3.4.6. Flight Medicine Office (Building 926) – Records will be collected for transport to

Mildenhall Flight Medicine Office. The records are behind the reception desk in room 31.

There is a tray marked in red Medical Records Mildenhall Flight Medicine Office. There will be no deliveries from this section on Fridays—both Flight Medicine Offices are closed at 1400 for training.

3.4.7. Medical Logistics (Building 930) – report to the rear entrance of the Medical

Logistics warehouse to pick up supplies/equipment for Mildenhall Dental Clinic or

Mildenhall Flight Medicine Office.

3.5. Drop Off Locations. 48th Medical Group will require the contractor to drop off/pick up identified materials to the following locations on RAF Mildenhall: Flight Medicine Office and

Dental Clinic.

3.5.1. Mildenhall Flight Medicine Office (Building 830) – drop off and pick up records, supplies, or specimens. Make sure when specimens are being transported that they are secured and proper instructions are posted on each container. There will be no deliveries done on Fridays as both Flight Medicine Offices are closed at 1400 for training.

3.5.2. Mildenhall Dental Clinic (Building 445) – drop off/pick up records and supplies.

3.6. Contractor will need to return to 48th Medical Group and drop off any items that were picked up at RAF Mildenhall Flight Medicine Office or Dental Clinic. 48th Medical Group drop off locations are the same as those identified in paragraph 3.4.

3.7. Contractor will ensure all materials identified/picked up for courier service are never left unattended to ensure patient privacy and eliminate potential tampering of items.

4.0. GOVERNMENT ACTIONS

4.1. 48TH Medical Group Flight Medicine Office, Dental Clinic, Outpatient Records, Pharmacy, Laboratory and Medical Supply will:

4.1.1. Ensure all items requiring courier service are ready for daily pick up by 1200 hours.

4.1.2. Ensure all medical items requiring courier service are clearly identified and secured/protected in a suitable container.

4.2. RAF Mildenhall Flight Medicine Officer and Dental Clinic are responsible for the following actions:

4.2.1. Designate a drop off/pick up location within the clinic and ensure all items for pick up are placed in the identified locations by 1200hrs. All laboratory samples will be collected/stored/shipped IAW MDGPAM 44-110, Pathology and Laboratory Medicine

Services Guide.

4.2.2. Ensure all medical items requiring courier service are clearly identified and secured/protected in a suitable container.

5.0. MODIFICATIONS TO PERFORMANCE WORK STATEMENT

5.1. Periodic changes to this agreement may be required. Only 48th Contracting Squadron personnel will be authorized to change this agreement. All proposed modifications to this agreement will be forwarded to the 48th Contracting Squadron for review and action.

6.0. VERIFICATION OF SERVICES

6.1. Prior to initiating courier service, the contractor will report to Medical Logistics, building 930, and sign in.

6.2. Upon completion of courier service activities, the contractor will report to Medical

Logistics, building 930 to sign out.

6.3. Sign in/Sign out log will be used to validate services and provide needed documentation to execute payment.

7.0. PAYMENT PROCEDURES

7.1. Contractor will submit an invoice to Medical Logistics on a monthly basis to the attention of the Mrs J. Mitchell,Contract Services Manager. The invoice will be submitted within the first week of each month, indicating courier service activities for the previous month.

7.2. Medical Logistics will validate services rendered and initiate payment actions as indicated in paragraph 6.0.

8.0. CUSTOMER SATISFACTION

8.1. Customers/end users of this agreement are responsible for identifying any concerns or dissatisfaction with the performance of the contractor. If any issues are identified they should be brought to the attention of Mrs J Mitchell, Contract Service Manager in Medical

Logistics, 0163852 8986.

8.2. The Contract Services Manager will work with the contractor to resolve any issues or concerns.

9.0. VAT CERTIFICATION

9.1. The services listed in this Performance Work Statement are to be delivered at a price

―exclusive‖ of VAT under arrangements agreed between the appropriate US authorities and

HM Customs and Excise, REF PRI 46/7. The services received/purchased are for official

US government purposes only.

10.0. TERMINATION OF AGREEMENT

10.1. This agreement may be terminated by either party by providing thirty (30) days prior written notification.

11.0. COURIER SERVICE IN SUPPORT OF CONTINGENCY OPERATIONS

11.1. Due to the mission of the 48th Fighter Wing, real world events/contingency actions may result in expanded operations within the wing to ensure mission objectives are complied with. Correspondingly, the mission of the 48th Medical Group may also be affected and direct a need to expand medical capabilities throughout the wing and local area.

Expansion of medical services throughout the wing and local area may warrant expanded use of this Courier Service Performance Work Statement.

11.2. If the expansion of the PWS is warranted based on contingency operations, the

Contract Services Manager from Medical Logistics will immediately notify the contractor to:

11.2.1. Determine the contractor’s ability to provide courier service support to the expanded area of responsibility in support of medical operations. This will not apply to restricted or classified areas.

11.2.2. Negotiate a revised payment rate to cover the expanded courier service. Upon completion of contingency activities and a return to normal operations, the courier service rate will revert back to the original negotiated rate.

11.3. Termination of expanded courier service in support of contingency operations may be terminated by either party by providing thirty (30) days prior written notification.