RFI - PWS Courier Service 2021 - Draft.pdf

PERFORMANCE WORK STATEMENT

for

48 MEDICAL GROUP COURIER SERVICE

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),the RAF

Mildenhall Flight Medicine Office and Dental Clinic as well as various National Health Service

(NHS ) locations as needed, to include, but not limited to Addenbrooke’s Hospital in Cambridge and Colindale Medical Centre in London.

1.2. Scope of Work. The designated contractor (courier) shall provide transportation of medical supplies/equipment, medical/dental records, laboratory specimens, pharmacy prescriptions, and other items as required between medical facilities at RAF Lakenheath and RAF Mildenhall.

1.3. The designated contractor shall provide an on-call 24-hr service Monday through Sunday on an as needed basis to any NHS or Private Hospital, also other locations if required and as instructed by Medical Logistics or laboratory personnel.

2. CONTRACTOR FURNISHED ITEMS

2.1. Contractor shall have all proper licensure to commercially transport clinical samples per

United Kingdom. Contractor shall provide a driver with a current driver’s license and a good driving record, as well as 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 United States Government representatives.

Contractor shall have an orientation/training period of 30 days upon award to familiarize their driver with the routes and pick up times.

2.2. Contractor shall 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 shall have a back-up capability prepared to respond.

2.4. Contractor shall 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).

2.6. SERVICES SUMMARY: The following table identifies and describes the performance objectives and thresholds for the critical tasks/work requirements specified in the PWS.

Service Delivery Summary

Performance Objective Ref Threshold

Provides service on-time, to all required destinations

PWS 3.1-3.7 No more than 3 validated complaints per year

Protects patient confidentiality and privacy

PWS 3.8 Zero breaches of confidentiality and/or privacy

Accurate and Proper handling, storage and transportation of all items

PWS 3.5 No more than 3 discrepancies per year

On-call services are readily available when needed.

PWS 1.3 Zero discrepancies

3. COURIER SERVICE REQUIREMENTS/ACTIONS

3.1. Courier service shall operate Monday through Friday beginning at 1400 and ending approximately at 1630. Contractor shall report to identified 48 MDG pick up locations

(reference paragraph 3.4.).

3.2. Routine Courier service will not be required during designated United States Federal holidays (to include New Year’s 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 Manager will notify the contractor 10 days in advance regarding USAFE family days, wing down days or for any other period the courier service will not be required. Urgent courier service may still be required, as needed.

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 shall be required during British Bank Holidays unless otherwise notified.

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

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

3.4.1. Laboratory (Building 935) – 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.

3.4.2. Central Sterile Supply (Building 935) - to pick up sterile instruments. Contact the Non-commissioned Officer in Charge (NCOIC) and ask for any instruments requiring delivery to

Mildenhall Dental Clinic or Mildenhall Flight Medicine Office.

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

3.4.4. Flight Medicine Office (Building 926) – Records shall 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 Wed—both Flight Medicine Offices are closed at 1200 for training.

3.4.5. 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. Urgent Courier Service – 24/7 occasional pick up or delivery of emergency items. These are not daily requirements, the address of the location/s will be provided prior to the pick-up.

3.6. Drop Off Locations. 48th Medical Group shall require the contractor to drop off/pick up identified materials to the following locations on RAF Mildenhall and NHS hospitals:

3.6.1. 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 in accordance with the European Agreement concerning the International Carriage of Dangerous

Goods by Road (ADR) chapter 4.1, Packing Instructions P650. There will be no deliveries done on Wednesdays as both Flight Medicine Offices are closed at 1200 for training.

3.6.2. Mildenhall Dental Clinic (Building 445) – drop off/pick up records andsupplies.

3.6.3. Addenbrooke’s Hospital in Cambridge, Colindale Medical Centre in London, and any other location deemed necessary – drop off laboratory records, supplies, or specimens for analysis.

3.7. Contractor shall 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.

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

4. GOVERNMENT ACTIONS

4.1. The 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 1400hours.

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 1415. 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. MODIFICATIONS TO PERFORMANCE WORK STATEMENT

5.1. Periodic changes to this agreement may be required. Only 48th Contracting Squadron personnel shall 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. VERIFICATION OF SERVICES

6.1. Prior to initiating courier service, the contractor shall report to Medical Logistics, building

930, and sign in.

6.2. Upon completion of courier service activities, the contractor shall 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. PAYMENT PROCEDURES

7.1. Contractor shall submit an invoice to Wide Area Workflow on a monthly basis to the attention of the Contract Services Manager. The invoice shall 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. 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 the Contract Service Manager in Medical Logistics, 01638528964.

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

9. VAT CERTIFICATION

9.1. The services listed in this Performance of 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. ADR TRAINING CERTIFICATION

10.1. Contractor shall be certified through the European Agreement concerning the International

Carriage of Dangerous Goods by Road (ADR) European Agreement concerning the International

Carriage of Dangerous Goods by Road, per the International Air Transport Association

Dangerous Goods Regulations, to handle/deliver hazardous materials. Proof of certification shall be provided prior to the contract award.

11. BIOENVIRONMENTAL ENGINEERING/HAZMAT REQUIREMENTS

11.1. Environmental, Health, And Safety. The Contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational

Safety and Health Acts (OSHA), federal and local laws. The Contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

11.2. Pollution Prevention. "Pollution Prevention" and "Source Reduction" are defined in the

Pollution Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the contractor to conduct activities not otherwise required by the program.

11.3. The contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

11.4. Ionizing and Non-Ionizing Radiation: Contractors must obtain authorization from BE prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation.

Contractors must provide list of items and description of how they will be used to

Bioenvironmental Engineering (BE) at 01638528047 or usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil. at least 10 days prior to the date required to bring them on base.

11.5. Non-Ionizing Radiation: Electromagnetic Frequency (EMF) Radiation and LASERS:

Contact BE/Installation Laser Safety Officer ( usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil. ) at least 10 days prior to bringing on site. (Example: LASER Classes: 1M, 2M, 3R, 3B, or 4;

Transmitting antennas, radars etc.) Reference: AFI 48-139, LASER and Optical Radiation

Protection Program, Paragraph 2.21) mailto:48amds.sgpb@us.af.mil mailto:48amds.sgpb@us.af.mil

11.6. Ionizing sources: Contact BE ( usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil. ) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference: AFI 48 -148, Ionizing Radiation Protection.

11.7. Hazardous Materials/Chemical Management: Hazardous Materials/Chemical

Management: All hazardous material use requires prior authorization before bringing the hazardous material on base. "Hazardous material" includes many materials for which there is a manufacturer SDS, such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

11.8. The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the Safety Data Sheet (SDS) for each chemical product, for review before bringing any potentially hazardous material onto RAF Lakenheath, RAF Feltwell or RAF Mildenhall using the attached “HazMat Authorization Request Template”. The Contractor shall submit completed inventories and SDSs to the 1) CO, 2) CE Environmental / for RAF Lakenheath

(01638 523990) (desiree.cordas-henderson.4.ctr@us.af.mil), or for RAF Mildenhall 100

CES/CEIE (01638 545831), amber.szalanski.2@us.af.mil and 3) Bioenvironmental

Engineering (01638 528047) ( usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil. ) at least 10 days prior to the date required to bring them on base.

11.9. Once approved, the Contractor shall maintain an inventory of all hazardous materials along with corresponding Safety Data Sheets (SDSs). The Contractor shall track and report actual hazardous material usage during the performance of the contract. Hazardous material usage for any contract that is less than one month in duration shall be reported at the end of the contract period. Hazardous material usage for any contract over a month in duration shall be reported no less than monthly. Hazardous material usage shall be reported using the attached

“HazMat Monthly Usage Log Template”.

11.10. The Contractor shall not leave any excess hazardous materials or empty containers on site following completion of the project. The Contractor is responsible for the removal of all unused hazardous materials and proper disposal of all hazardous waste generated. Reference:

AFI-32-7086, Hazardous Materials Management.

11.11. Controls of other hazards: Contractors shall coordinate with Bioenvironmental

Engineering (BE) at 01638528047 or usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil. at least

10 days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates). Hazardous work areas/perimeters shall be established to control exposures and limit access to nearby facilities and personnel. Work shall be performed IAW all applicable occupational health and safety regulations.

11.12. Contractors shall coordinate with facility managers and receive a safety brief of hazards present within work areas.

12. eCMRA - Contractor Manpower Reporting Application - Section 2330a of title 10, United States Code (10 USC 2330a), requires the Secretary of Defense to submit to Congress mailto:jeanne.dye-porto@us.af.mil an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense (DoD) by 31 Oct. The inventory must include the number of contractor employees using direct labor hours and associated cost data collected from contractors. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data. Contractors for other than Army components can visit https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf to review user manuals and gain an understanding about the data fields that will be included in the reporting structure that is hosted at http://www.ecmra.mil/ . When filling out the required information please utilize

“FFBX70 - USAF IN EUROPE” as the UIC if you cannot locate the UIC for this contract among the provided options. Also, the FSC for this specific contract is R602 .

Applicability: The reporting requirement applies to all contracted services, provided the organization that is receiving or benefiting from the contracted services is a Department of

Defense organization, including reimbursable appropriated funding sources from non-DoD executive agencies where the Defense Component requiring activity is executive agent for the function performed. The reporting requirement does not apply to situations where a Defense

Component is merely a contracting agent for another executive agency. In general, the only contracted services excluded from reporting are construction and utilities.

http://www.ecmra.mil/