Attachment I - SOW Couier.docx

STATEMENT OF WORK STATEMENT

PART 1

GENERAL INFORMATION

The contractor shall provide pick-up and delivery service for small to medium size packages to/from 633d Military Treatment Facility, Joint-Base Langley-Eustis, Virginia. Examples of items include, but are not limited to, laboratory results, laboratory samples, supplies, x-rays, medical drugs, and packaged blood products.

This is a non-personal services contract to provide courier services.

Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform courier services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.

Background: The contractor shall provide service for the 633d MDG on an on-call basis seven (7) days a week, twenty-four (24) hours a day @ 757-764-6922

Objectives: Contractor will furnish all plant, labor, equipment, and material necessary to perform all operations notated in this statement of work.

There will be instances where the contractor may be required to perform a multi-trip between any of the locations identified below.

The driver for each trip will be required to sign a call register, located in the MDG laboratory.

Contractor shall be in-route or have ETA to pick-up point within 20 minutes of received call if not already on different route.

Contractor is required to respond by phone to 633d MTF Laboratory within 10 minutes for all service requests. Contractor

Contractor shall arrive at the pick-up location within one hour but not to exceed two hours from the time communication by phone has been accomplished.

In the instance that the Contractor is driving when the 633d MTF Laboratory calls the contractor will either a) be required to pull over and respond to the request or b) utilize hands free communication by phone with the 633d MTF will be required as soon as possible.

Scope:

The contractor shall designate a point of contact in writing to the DHA Contracting Officer (KO). The KO shall designate a Contractor Officer Representative (COR), who shall have the authority to manage and act for the KO in the matter relating to this contract. The COR shall be available within 5 business days of contract award date to meet with Government personnel designated to discuss responsibilities and expectations. The COR shall be available within 72 hours to meet with Government personnel designated by the KO to discuss and resolve performance issues.

All contractor personnel performing under this contract shall present a neat appearance and be easily identified as a member of the Courier Contract Team. This may be accomplished by wearing distinctive clothing bearing the name of the company, or by wearing appropriate badges which contain the company name and the employee’s name.

The contractor shall maintain the following customer service hours: Monday through Friday 0730-1900 to the following locations:

Pick up Location:

633 Medical Group 77 Nealy Ave.

Hampton VA 23665

Delivery Locations:

Naval Medical Center Portsmouth 620 John Paul Cir.

Portsmouth VA 23708

Hampton VA Hospital 100 Emancipation Dr.

Hampton VA 23667

Sentara CarePlex Hospital 3000 Coliseum Dr.

Hampton VA 23666

Riverside Hospital 500 J. Clyde Morris Blvd Newport News VA 23601

McDonald Army Health Center 576 Jefferson Ave Ft. Eustis VA 23604

Mary Immaculate 2 Bernardine Dr.

Newport News VA 23602

Childrens Hospital Kings Daughter 601 Childrens Lane Norfolk VA 23507

Sentara Norfolk General Hospital 600 Gresham Dr.

Norfolk VA 23507

Sentara Virginia Beach General 1060 First Colonial Rd.

Virginia Beach VA 23454

CHKD Health & Surgery Center at Oyster Point 11783 Rock Landing Dr.

Newport News VA 23606

American Red Cross, Norfolk 611 W Brambleton Ave Norfolk VA 23510

Period of Performance (PoP):

Base Year: 1 June 2024 - 31 May 2025 Option Year one: 1 June 2025 – 31 May 2026 Option Year two: 1 June 2026 – 31 May 2027 Option Year three: 1 June 2027 – 31 May 2028 Option Year four: 1 June 2028 – 31 May 2029

1.6.1.2.1 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoD (records manual), including DoD-directed disposition of records, and others displayed on the In/Out (I/O) Processing Portal.

Administrative specifications:

The contractor shall provide suitable vehicle or vehicles to provide the services within this document. The contractor must comply with the local, state and federal regulations and guidelines pertaining to the transport of any services outlined in this document. Contractor shall be responsible for any fines associated with the violation of the local state or federal regulations and guidelines.

Continue Chain Custody. Contractor must be capable of transporting temperature sensitive material at room temperature (22 to 25 C), refrigerated temperature (2 to 8C) and frozen temperature (-18 to -25C). Langley or other listed locations shall package the temperature-controlled items and provide contractor with transport containers when required.

The contractor must provide the required training of drivers as outlined in DOT Regulation (49 CFR) and DoD Regulation 4500.9.

The contractor must verify that drivers are:

Bonded and have a valid US state issued license and insurance.

Certified and licensed to transport DOT Class 6 hazardous materials.

Health Insurance Portability & Accountability Act (HIPAA) trained, monitored and compliant.

The contractor will coordinate with NHCP to ensure that drivers are issued and maintain appropriate base access. Interim access will not be acceptable for controlled substance deliveries as the contractor shall not employ as an agent or employee, any person who has been convicted of a felony offense relating to controlled substances or who, at any time, had an application for registration with the Drug Enforcement Agency (DEA) denied, had a DEA registration revoked or has surrendered a DEA registration for cause.

Changes to delivery locations and delivery times will be requested through the contract, by Contracting Officer Representative (COR), as required to meet patient care requirements.

The contractor will maintain accurate phone numbers and provide an accurate roster to. Shall provide the contractor with an accurate roster and current points of contact for service coordination. Both parties will update all personnel or contact information changes.

The contractor must be capable of submitting invoices via Invoice in the Wide Area Workflow system.

The contractor shall provide accomplishment reports to the designated Government representative.

Place of performance: The contractor shall provide service for 633d MTF on an on-call basis seven (7) days a week, twenty-four (24) hours a day @ 757-764-6922.

Recognized Federal holidays: Contractor is not required to perform services on following holidays:

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

Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

(1) Routine pickups shall begin at 633 MDG Hospital laboratory between 0930-1000 and delivered to NMCP laboratory no later than 1130.

(2) Second routine pick up from 633 MDG Hospital laboratory shall be between 1500 -1700 and delivered to NMCP laboratory no later than 1900.

(3) The routine/scheduled pickups and deliveries shall be from Monday to Friday except specified holidays.

(4) STAT pickups are unscheduled and based on ER necessity, may be used 24/7. STAT pickups are time sensitive and are required to be delivered as soon as possible.

Quality

Quality Control (QC): Not Applicable. The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. See Part 7, Technical Exhibit 1 - CDRL A001.

Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Contractor personnel Comment by Harding, Jan T CIV DHA DHA CONTRACTING ACT (USA): Will the vendor drives have a CAC Card? If not then 99% of this section does not apply. Comment by Smith, Jaime R SSgt USAF (USA): They should, unless they already have access

CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process the attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

The contractor shall return all CACs to the COR upon the departure of the contractor(s).

Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2. (Government (DHA) requirements development staff must cut/paste onboarding checklist at https://info.health.mil/sites/DOP/OnboardingCtr/Contractor_OnBoarding_Checklist.pdf and embed most up-to-date form in Part 7, Section 7.1.2.)

The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available).

Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

Contractor Identification

Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

Contractor personnel will be required to tend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.