48 MDG Courier Service - Performance Work Statement - Revised.pdf

Amendment 1

Current as of: 05 October 2025

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, Dental Clinic, RAF Alconbury, and RAF Croughton.

Additional delivery location includes but are not limited to various National Health Service (NHS) locations such as Addenbrooke’s Hospital in Cambridge, Colindale Medical Centre in London, London Embassy, and RAF Menwith Hill.

1.2. Scope of Work. The designated contractor (courier) shall provide transportation of medical supplies/equipment, medical/dental records, laboratory specimens, pharmacy prescriptions, and cold-chain management items as required between medical facilities at RAF Lakenheath and RAF Mildenhall and other specified location as needed. No passenger transportation will be required.

1.3. The designated contractor shall be on-call status for a 24-hr period, 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

3.5 and 3.7. 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 3.9 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 0800 and ending approximately at 1630 to render routine services. Contractor shall report to identified 48 MDG pick up locations (reference paragraph 3.5.). Start time may be adjusted as needed to meet pickup and drop off location operating hours.

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, Juneteenth, 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. The estimated mileage will not exceed 25,000 miles during the period of performance.

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

3.5.1. 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.

3.5.2. 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.

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

3.5.4. 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.

3.5.5. 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.

3.6. 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.

Response time shall be within 1 hour of notification.

3.7. 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:

3.7.1. 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.

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

3.7.3. 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.

3.7.4. RAF Alconbury – routine pick up and drop off of supplies.

3.7.5. RAF Croughton- routine pick up and drop off of supplies.

3.8. 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 3.5.

3.9. 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 0800 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 0800. All laboratory samples will be collected/stored/shipped IAW applicable 48 MTF regulations and guidance.

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

5. MODIFICATIONS TO PERFORMANCE WORKSTATEMENT

5.1. Periodic changes to this agreement may be required. Only the Contracting Officer shall be authorized to change this agreement. All proposed modifications to this agreement will be forwarded to the authorizing Contracting Officer 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. Sign in/Sign out log will be used to validate services and provide needed documentation to execute payment.

6.3. The courier will provide their own POD/tracking logs for validation of services rendered.

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 with current license through the European Agreement concerning the International Carriage of Dangerous Goods by Road (ADR) to handle/deliver hazardous materials.

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.

12. 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.