P01 SOLE SOURCE PWS VAPIHCS COURIER SERVICES.docx

Performance Work Statement

Local Courier Service for VAPIHCS Laboratory

1.0 Background

1.1 The contractor shall provide all labor, material, and services to transport lab specimens: (1) overnight from the Department of Veterans Affairs, Pacific Island Health Care System (VAPIHCS), Community Based Outpatient Clinics (CBOCs) to the VA Main Laboratory Room 2-A03, Spark M. Matsunaga Medical Center, 454 Patterson Road, Honolulu, HI 96819-1522; and (2) within one hour from the VAPIHCS CBOCs located on Oahu.

1.2 Contract request is for a one (1) year base period plus four (4) option year exercises.

1.3 As requirements change, facilities within VAPICHS (such as CBOCs) may be added or deleted by supplemental agreement of the Government and the Contractor. Additional pick-ups/quantities may be added to meet Government needs. The Government anticipates fluctuations of up to 25% (increase or decrease) in pick-up quantities may be possible.

2.0 Period of Performance

2.1 Initial Base Period of Performance: October 1, 2024 thru September 30, 2025

2.2 Option Year #1: October 1, 2025 thru September 30, 2026

2.3 Option Year #2: October 1, 2026 thru September 30, 2027

2.4 Option Year #3: October 1, 2027 thru September 30, 2028

2.5 Option Year #4: October 1, 2028 thru September 30, 2029

3.0 Locations: courier services are required on the following islands

3.1 Hilo CBOC, 45 Mohouli Street, Hilo, Hawaii 96720-7210.

3.2 Kona CBOC, 73-5618 Maiau Street, Suite 200, Kailua-Kona, Hawaii 96740-9724.

3.3 Kauai CBOC, 4485 Pahe’e Street, Suite 150, Lihue, HI 96766-2018.

3.4 Maui CBOC, 203 Ho’ohana Street, Suite 303, Kahului, Hawaii 96732-2476.

3.5 Oahu:

i) VA Main Laboratory, 459 Patterson Road, Room 2-A03, Honolulu, Hawaii 96819-1522.

ii) VA Windward CBOC, 46-001 Kamehameha Highway, Castle Professional Center, Suite 301, Kaneohe, Hawaii 96744-3711.

iii) Daniel K. Akaka VA Multi Specialty Clinic, 91-1051 Franklin D. Roosevelt Avenue, Kapolei, Hawaii 96707

Please see Attachment #1 for map of locations.

4.0 Scope of Work

4.1 Hilo, Kona, Kauai, and Maui CBOC Shipments:

4.1.1 The contractor shall provide all labor, material, and services to transport lab specimen work overnight from the Department of Veterans Affairs, Pacific Island Health Care System, Community Based Outpatient Clinics (CBOCs) to the VA Main Laboratory, Spark M. Matsunaga Medical Center, 459 Patterson Road, Room 2-A03, Honolulu, Hawaii 96819-1522. The VA will pack the lab specimens in accordance with IATA approved packing and shipping requirements to include appropriate labeling for Category B, Biological Substances.

4.1.2 Pick up days are Monday through Friday and delivery dates will be Tuesday through Saturday except on Federal holidays and other special days as determined by the VA Laboratory Service.

4.1.3 The Department of Veterans Affairs, Pacific Islands Health Care System CBOC Staff will call and/or notify the contractor via e-mail by 11:00 AM to cancel a pick-up for a particular day. The contractor shall assume a pick-up is required if there is no notification. The contractor shall provide an acknowledgment response to cancellation requests.

4.1.4 Special pick-up times during alternative hours may be required once or twice a year when CBOCs have to close early or for emergencies (power outage, half-days, etc.). The CBOC will call the contractor by 10:00 AM or earlier to pick up the package by 12:00-12:30 PM instead of their routine schedule time. Special pick-ups will be made at a minimum of 2 hours in advance on the day that the pick-ups are required hence do not constitute additional pick up. Pick up days are Monday through Friday except on Federal holidays and other special days as determined by the VA Laboratory Service. There will be no pick-ups when the CBOCs are closed. The delivery time of the special pick-ups shall be the same as routine pick-ups.

4.1.5 The Government will provide the packaging materials and proper documentation for shipments. Coolers must not be opened by the contractor under any circumstances unless authorized by the VA Laboratory.

4.1.6 The minimum pick-up will be one box (labeled UN3373, Category B, Biological Substance) per call, size of box approximately 12”w x 10”d x 16”h, weighing up to 10 pounds. An additional fee may be added for all packages that exceed 10 pounds.

4.1.7 The Contractor shall submit a proposed schedule of pick-up times to the Contracting Officer Representative within five days of award. The proposed schedule or set time of pick-up time should be, unless special and/or site specific arrangements are made in advance, generally between 2:00 PM and 3:00 PM Monday through Friday.

4.1.8 If the package is not ready for pick-up when the driver arrives, there shall be a 5 minute grace period. After the grace period a charge may be added for each 20 minutes of wait time.

4.1.9 Delivery to Honolulu for routine and special pick-ups shall be made on the following day by 7:30 AM but not later than 8:30 AM Tuesday thru Saturday, excluding Federal holidays.

4.1.10 Transportation requires air freight from the neighbor islands to Oahu, HI and ground transportation to the VAPIHCS Main Laboratory. Please familiarize yourself with the Hawaiian Islands before quoting. See attached map.

4.1.11 If delivery cannot be made within one hour of pick-up due to unforeseen circumstances, the contractor shall notify the VA Main Laboratory immediately.

4.1.12 Pick-up sites and pick-up days:

Hilo CBOC Lab 45 Mohouli Street Hilo, Hawaii 96720-7210 Phone number (808) 935-3781 Pick-up days are Monday through Friday after 2:00 PM but no later than 3:00 PM.

Kona CBOC Lab 73-5618 Maiau Street, Suite 200 Kailua-Kona, Hawaii 96740-9724 Phone number (808) 329-0774 Pick-up days are Monday through Friday after 2:00 PM but no later than 3:00 PM.

Kauai CBOC Lab 4485 Pahe’e Street, Suite 150 Lihue, Hawaii 96766 Phone number (808) 246-0497 Pick-up days are Monday through Friday after 2:00 PM but no later than 3:00 PM.

Maui CBOC Lab 203 Ho’ohana Street, Room 306 Kahului, Hawaii 96732 Phone number (808) 871-2454 Pick-up days are Monday through Friday after 3:00 PM but no later than 4:00 PM.

4.1.13 Delivery location:

VA Pacific Islands Health Care System (VAPIHCS) Spark M. Matsunaga Medical Center Main Laboratory 459 Patterson Road, Room 2-A03 Honolulu, Hawaii 96819-1522 Phone number (808) 433-7615.

4.2 Oahu Shipments from Windward, D. K. Akaka, and VA Main Lab

4.2.1 The contractor shall provide all labor, material, and services to transport lab specimen within a one-hour time frame from the three (3) Department of Veterans Affairs, Pacific Islands Health Care System CBOCs. The VA will pack the lab specimens according to appropriate Department of Transportation (DOT) approved packing requirements.

4.2.2 Pick up is required once a day from Monday through Friday for Windward CBOC and VA Main Lab except on Federal holidays and other special days as determined by the VAPIHCS Laboratory Service.

4.2.3 Pick-up from the Daniel K. Akaka VA Multi Specialty Clinic is required twice a day Monday through Friday with one being a bi-directional pick up and immediate return delivery as specified in 4.2.10.

4.2.4 The Department of Veterans Affairs, Pacific Islands Health Care System CBOC staff will call and/or notify the contractor via e-mail within one hour of scheduled pick-up if there is NO pick-up for a particular day. The contractor shall assume a pick-up is required if there is no notification. The contractor shall provide an acknowledgment response to cancellation requests.

4.2.5 The Government will provide the cooler, lock/seal, and proper documentation with shipments. Coolers shall not be opened by the contractor under any circumstances unless authorized by the VA Laboratory.

4.2.6 The minimum pick-up will be one sealed box/cooler (labeled UN3373, Category B, Biological Substance) per call, size of box/cooler is approximately 12”w x 10”d x 16”h.

4.2.7 The contractor shall submit a proposed schedule of pick-up times to the Contracting Officer Representative within five days of award. The proposed schedule or set time of pick-up time should be, unless, special arrangements are made in advance, Monday through Friday as stated below in 4.2.9, 4.2.10 & 4.2.11. All temporary changes to pick-up times should be made in advance and be approved by the contractor. All permanent changes require contracting approval and modifications.

4.2.8 If the package is not ready for pick-up when the driver arrives, there shall be a 5 minute grace period. After the grace period, a charge may be added for each 20 minutes of wait time.

4.2.9 For Windward CBOC: Pick-up locations and pick-up days & times:

Windward CBOC 46-001 Kamehameha Highway, Castle Professional Center, Suite 301 Kaneohe, Hawaii 96744-3711 Pick-up days are Monday through Friday between 1:30 PM to 2:00 PM.

4.2.10 For Main VA Lab: pick-up days and times

VA Main Laboratory 459 Patterson Road, Room 2-A03 Honolulu, Hawaii 96819 Pick-up days are Monday through Friday between 12:30 PM to 1:00 PM *Note: delivery will be to the Daniel K. Akaka VA Multi Specialty Clinic laboratory

4.2.11 For Daniel K. Akaka VA Multi Specialty Clinic: Twice a day pick-ups

Daniel K. Akaka VA Multi Specialty Clinic 91-1051 Franklin D. Roosevelt Avenue Kapolei, Hawaii 96707 Pick-up days are Monday through Friday

· Pick-up #1 between 9:30 AM to 10:00 AM

· Pick-up #2 between 1:30 PM to 2:00 PM

4.2.12 Delivery location and time of delivery:

VA Main Laboratory, 459 Patterson Road, Room 2-A03, Honolulu, Hawaii 96819-1522. Phone number (808) 433-7615. Delivery within one hour of pick-up.

Note: Pick-ups originating from the VA Main Lab shall be delivered to the Daniel K. Akaka VA Multi Specialty Clinic laboratory, 91-1051 Franklin D. Roosevelt Avenue, Kapolei, Hawaii 96707. Delivery within one hour of pick-up.

4.2.13 If delivery cannot be made within one hour of pick-up due to unforeseen circumstances, the contractor shall notify the VA Main Laboratory immediately.

5.0 Contractor Qualifications

5.1 The contractor shall insure that all courier employees handling and transporting VA packages are appropriately trained and certified to meet all State, Federal, IATA, DOT, CFR 49, and FAA regulatory requirements. A copy of any training and certifications may be requested by the COR at any time during the contract period.

6.0 Designation of Contracting Officer’s Representative (COR)

6.1 The Contracting Officer (CO) will appoint a Contracting Officer Representative (COR) to perform tasks related to the execution and surveillance of this contract. The COR will be designated to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspect of the contract. Those matters are the responsibility of the CO and shall not be delegated.

6.2 The CO is responsible for the administration of this contract. The CO is the only individual authorized, to the extent indicated in this contract, to take actions on behalf of the Government, which may result in changes to the contract terms, to include deviation from the statement of work, details, and performance schedules. Communications pertaining to contractual matters shall be addressed to the CO. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the CO. No oral statements of any person whosoever will in any matter or degree, modify or otherwise affect the terms of this contract.

6.3 The contractor will receive a copy of the Delegation Letter which will identify the COR appointed by the CO.

7.0 Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified and in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor shall provide a Quality Control Plan within the first 30 days of contract performance and annually that supports the government’s Quality Assurance Surveillance Plan (QASP) for this contract to include as a minimum:

7.1 Written work instructions/procedures and product descriptions to implement contractual obligations. The preparation and maintenance of, and compliance with, these instructions shall be audited as a function of the Contractor’s Quality Program to assure compliance with or timely changes to the instructions. The COR will request corrective action to improve the quality of services received or cure damage to the laboratory’s operations.

7.2 An inspection system covering the services stated in the Statement of Work. This inspection system shall include at a minimum, weekly sampling inspection of the pick-up and delivery documentation for each VA site covered by this contract.

7.3 A method of detection and correction of assignable conditions adverse to the quality of service, to include analysis or corrective action records (including customer complaints) in order to determine causes of defects in service. This method will include providing timely written explanation/documentation of the defectiveness and correction of cause in response to Government corrective action requests.

8.0 Quality Assurance Monitoring: The COR or designated representative will monitor the contractor’s performance to assure that the performance thresholds and standards of performance are met in accordance with the Statement of Work and the Quality Assurance Surveillance Plan (QASP).

8.1 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance standards describe the minimum acceptable level of service required for each task. These thresholds are critical to mission success.

8.2 The COR will evaluate the services required by each task order to ensure compliance.

8.3 The contractor shall perform all work required by the task orders in a satisfactory manner in accordance with the appropriate SOW task order sheet. The COR will not consider the task completed until all deficiencies have been corrected.

8.4 The COR will receive complaints from facility personnel and pass them on to the contractor’s quality inspector for correction.

9.0 Contractor’s Attire and Identification

9.1 The contractor shall wear a standard uniform which is easily recognizable and clearly distinguishes them as the “Contractor”. Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designated by the manufacturer.

9.2 Identification Tags/Cards. The contractor shall wear on the front of the uniform, a clearly readable name identification logo identifying the contractor’s and employee’s name.

10.0 Invoices: Invoices shall be submitted to Austin Financial as stated in SF 1449.

Courtesy copies of invoices shall be provided to the COR. The COR’s email address will be provided to the contractor when the contract is awarded.

11.0 Security: The C&A requirements do not apply to this service requirement and a Security Accreditation Package is not required. Contractor Personnel will have no access to VA sensitive information in the work/service area.

11.1 All contractors, whether they have access to PHI or not, are required to complete the VA Privacy and Information Security Awareness and Rules of Behavior (VA10176) training.

11.2 The contractor is not authorized, under any circumstances, from opening packages or coolers without first contacting the COR.