P09 SOW - NJ MEDICAL COURIER SERVICES.pdf

STATEMENT OF WORK

TITLE: NJ MEDICAL COURIER SERVICES

FACILITY: NJ HEALTHCARE SYSTEM MEDICAL CENTERS & CBOC’S

1. Introduction – Our mission at NJ Health Care System East Orange VA Medical Center is to deliver exceptional healthcare by ensuring timely and reliable transport of vital medical equipment and medication drugs to and from the VA Medical Centers and CBOCs. With the dedicated and well-equipped Contractor Medical Courier Services provider, we aim to uphold the highest standards of efficiency, accuracy, and patient care, thereby enhancing the overall well-being and satisfactions of our Veterans and community.

2. Background /Objective – This requirement for medical courier services is a Firm-Fixed-Price (FFP) IDIQ. The

Contractor shall provide all resources necessary to accomplish the deliverables as described in the Statement of Work (SOW), except as may otherwise be specified. The Contractor is to provide full-service of courier services on a scheduled or on an on-call basis from NJ Health Care Systems East Orange VA Medical Center and Lyons VA Medical Centers to Community Based Outpatient Clinics (CBOCs) and surrounding VA and non-VA medical facilities when requested. The Department of Pathology and Laboratory Medicine, The Department of Pharmacy, and The Department of Sterile Processing Services (SPS) require courier services to and from East Orange VA Medical Center, Lyons VA Medical Center, CBOC’s, and/or surrounding medical facilities in a timely manner and must follow Federal, State, and Local Laws regulations and policies to ensure proper and timely medical courier services that are in compliance for both pickup and delivery.

2.1. The Pathology, Laboratory Medicine, and SPS Department is currently seeking a Contractor to provide a full service of courier services for scopes and reusable medical equipment (RME), details referenced in Section 5 of this SOW.

2.2. The Pharmacy Department is currently seeking a Contractor to provide full service of courier services for medical drugs and vaccines, details referenced in section 8 of this SOW.

2.3. The Laboratory Department is currently seeking a Contractor to provide full service of courier services for specimens, blood and blood products, and laboratory products, details referenced in Section 11 of this SOW.

3. Place of Performance – The place of Performance is provided in the table below depending on the services requested. The Contractor shall be responsible, when a call request is placed to document the Program Office and the person who requested the service call, track, and document in detail all requests to and from.

4. Period of Performance – The estimated Base period of performance is 11/01/2024 – 10/31/2025 with four provisional option years with the period of performance 11/01/2025 – 10/31/2029. The option year will be exercised unilaterally if the Government has a continual need for services. (Not to Exceed (NTE) 1 year for each period and no more than five (5)-years total).

The hours are detailed in the table for each department and whether the services will include weekends and/or all holidays, or as needed basis.

The following scope is detailed by department to ensure clarity per each department’s need and requirement:

5. Scope of Work – Scheduled Specimens, RME, and SPS – The Contractor is to provide full courier services to all CBOC’s to include pickup and delivery for five (5) days a week between the hours 7:00 AM EDT through 7:00 PM EDT. The transport will consist of laboratory specimens, scopes, and clean and contaminated RME which will be delivered from East Orange VA Medical Center Campus to Lyons VA Medical Center and CBOC’s Monday through Friday. This service for this Program Office will exclude weekends and all Holidays.

6. Tasks/Deliverables – The Contractor shall supply containers (with foam inserts to hold the specimens) for the transportation of specimens transported from the clinics to East Orange VAMC for scheduled courier services.

Further, the Contractor is to supply one (1) to two (2) lockable containers which shall be left at every site and one (1) to two (2) containers which shall be brought to each site to facilitate the transportation and pickup of said specimens. All specimen containers are required to be locked by the VA Nursing staff. The Contractor is to ensure that containers are locked when picked up. If containers are not locked, the Contractor must contact the VA Nursing staff and make them aware of the deficiency.

6.1. The Contractor will provide all the necessary labor, transportation, equipment, materials, and supplies for daily pickup and delivery of routine reagents, blood and/or blood products, lab products and specimens on daily basis. The daily pickups Monday through Friday are required twice a day, one pick up in the morning and the other in the afternoon.

6.2. Laboratory specimens, i.e., body fluids, and human blood products, will be properly packaged by the VA staff.

Packing may or may not include dry ice or wet ice. The VA staff will lock the container that the courier service provides for transporting the specimens. The outer shipping containers are to be provided by the Contractor.

Deliveries will be made directly to Laboratory Service. The temperature shall be between 2 – 8 degrees Celsius (35.6 F – 46.4 F).

6.3. The Contractor is responsible for the safe transportation of all items and deliveries to their destination. The

Contractor shall ensure that all drivers are trained and have received instruction in the safe transport of infectious/diagnostic specimens as required by Federal, State and Local Laws. This shall include instructions on procedures to follow in the event of leaks, spills, or breakage of packaging for the lab specimens. The Contractor must provide documentation of all incidents.

6.4. The Contractor’s vehicles must provide protection for the items being transported to prevent exposure to weather (direct sunlight, heat, cold, rain, snow, water, etc.) and insure items are secured to prevent theft or loss. The Contractor’s vehicle must be equipped with temperature/humidity monitor to ensure sterility when transporting sterilized RME and scopes. Soiled RME and scopes must be separated from any blood specimens and sterilized RME. The temperature shall be between 2 – 8 degrees Celsius (35.6 F – 46.4 F).

6.5. Protective disposable barrier must be provided between soiled bins and vehicle seats/fabrics. Vehicles must be equipped with hand-trucks to assist in the transportation of all RME (soiled and sterilized) and scopes from and to the pick-up and drop-off points.

6.6. The Contractor must return sterilized RME and scopes if the container / packaging is compromised during transportation.

6.7. The Contractor is and must be responsible for maintaining a log of all pick-ups and deliveries. Logs will indicate the time and dates of pick-ups and deliveries, number of specimens/parcels received or delivered, and the appropriate signatures. Logs shall be available for review at any time during the contract.

6.8. The VAMC will require a written report from the Contractor when pick up/delivery are untimely and must be documented. This report will be due within 48 hours of request.

6.9. The Contractor shall notify the VAMC COR/POC within two hours by phone, if conditions exist which may affect their ability to perform contract requirements on a given day.

7. Delivery Schedule –

SCHEDULED CBOC PICKUP FOR SOILED SCOPES FOR PATHOLOGY AND RME SERVICES.

SCHEDULED CBOC PICKUP FOR CLEAN REUSABLE MEDICAL EQUIPMENT (RME) FOR PATHOLOGY AND RME

SERVICES

SCHEDUDLED CBOC PICKUP CONTAMINATED REUSABLE MEDICAL EQUIPMENT (RME) FOR PATHOLOGY AND RME

SERVICES

PICK UP CONTAMINATED REUSABLE MEDICAL EQUIPMENT (RME) - RED BINS

PICK UP POINT DAY OF THE WEEK PICK UP TIME DESTINATION DELIVERY

POINT DELIVERY TIME

ESTIMATED

NUMBER

OF TRIPS

Tom’s River VA clinic 1055 Hopper Ave Tom’s River, NJ 08573 Room 1322

Monday - Friday

No Later Than 12:00 PM and no later than 4:30pm

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 Room #325

No Later Than 2:00 PM and no later than 6pm

PICK UP SOILED SCOPES

PICK UP POINT DAY OF

THE WEEK PICK UP TIME DESTINATION DELIVERY

POINT DELIVERY TIME

ESTIMATED

NUMBER OF

TRIPS

Tom’s River VA clinic 1055 Hopper Ave Tom’s River, NJ 08573 (Urology scopes) Room 1401

Tuesdays No Later Than

12:00 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023

No Later Than

2:00 PM 50

Tom’s River VA clinic 1055 Hopper Ave Tom’s River, NJ 08573 (ENT scopes) Room 2643

Thursdays No Later Than

4:30 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07018 2nd floor SPS department

No Later Than

6:00 PM 30 - 40

PICK UP CLEAN REUSABLE MEDICAL EQUIPMENT (RME) - Rooms will be marked Clean RME only

PICK UP POINT DAY OF THE

WEEK PICK UP TIME DESTINATION DELIVERY

POINT DELIVERY TIME

ESTIMATED

NUMBER

OF TRIPS

Tom’s River VA clinic 1055 Hopper Ave Tom’s River, NJ 08573 Room 1304

Monday - Friday Starting 7:00 AM

& No Later Than 4:30 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07018 2nd floor SPS Department

No Later Than

5:00 PM 250

SCHEDULED COURIER SERVICES FOR PATHOLOGY AND RME SERVICES

SCHEDULED COURIER SERVICES

PICK UP POINT DAY OF THE WEEK PICK UP TIME DESTINATION DELIVERY

POINT DELIVERY TIME

ESTIMATED

NUMBER

OF TRIPS

Tom’s River VA clinic 1055 Hopper Ave Tom’s River, NJ 08573

Monday, Wednesday, and

Friday Tuesdays and

Thursdays

12:00 PM & 3:00

PM

12:00 PM & 5:00

PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ

1:00 PM & 4:30

PM &

1:00 PM & 6:30

PM

(Hackensack Clinic) 385 Prospect Ave Hackensack, NJ 07601

Monday - Friday

11:30 AM

2:30 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023

1:00 PM

4:30 PM

(Hamilton Clinic) University Plaza 3635 Quakerbridge Rd, Suite 30 Hamilton, NJ 08619

Monday - Friday 3:30 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023

4:30 PM 252

(Jersey City Clinic) 115 Christopher Columbus Dr 2nd Floor, Suite 201 Jersey City, NJ 07302

Monday - Friday 3:30 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023 4:30 PM 252

(Piscataway Clinic) 14 Wills Way, Bldg. 4 Piscataway, NJ 08854

Monday - Friday 3:00 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023

4:00 PM 252

(Morristown Clinic) Department of Veterans Affairs Morristown Outpatient Clinic 540 West Hanover Ave. 2nd. Floor Suite 2C Morristown, NJ 07960

Monday - Friday 3:00 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023

4:00 PM 252

(Paterson Clinic) 11 Getty Ave

BLDG#275

Paterson, NJ 07503

Monday - Friday 2:00 PM

East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023

3:00 PM 252

(Tinton Falls) 55 Gilbert Street Building 4, 1st Floor, Suite 4101 Tinton Falls, NJ 07701

Monday - Friday 2:30 PM

East Orange VA Medical Center 385 Tremont Avenue

4:30 PM 252

(Newton Clinic) 222 High Street, Suite 103, Newton, NJ 07860

Monday - Friday 3:00 PM

East Orange VA Medical Center 385 Tremont Avenue

4:30 PM 252

SCHEDULED COURIER SERVICES FOR LYONS VAMC –PATHOLOGY AND RME SERVICES

SCHEDULED COURIER SERVICES

PICK UP POINT DAY OF THE WEEK PICK UP TIME DESTINATION DELIVERY

POINT DELIVERY TIME

ESTIMATED

NUMBER OF

TRIPS

Lyons VA Medical Center 151 Knollcroft Rd., Lyons, NJ 07939 Dental, ENT, Podiatry and Dermatology Department

Monday - Friday

No Later Than 12:00 PM and no later than 4:30

PM

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS department

No Later Than 2:00 PM and no later than

6pm

Lyons VA Medical Center 151 Knollcroft Rd., Lyons, NJ 07939 Rm# 230

Monday - Friday

No Later Than 12:00 PM and no later than 4:30

PM

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS department

No Later Than

5:30 PM

Lyons VA Medical Center 151 Knollcroft Rd., Lyons, NJ 07939 Dental Building #6 2nd Floor and Rm# 216, 2nd. floor Ambulatory Clinic Building #3.

Monday - Friday

No Later Than

11:00 AM

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS department

No Later Than

1:00 PM

Lyons VA Medical Center 151 Knollcroft Rd., Lyons, NJ 07939 Ground floor Building #3 Room #G-109 (Urology Scopes)

Wednesdays

No Later Than

12:00 PM

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS department

No Later Than

1:00 PM

8. Scope of Work – Pharmacy STAT / As Needed - The Contractor shall provide courier services to pick-up and deliver emergency medications for the NJ VA Healthcare System for Pharmacy. This service is a on an as needed emergent (STAT) basis throughout the VA Medical Centers in New Jersey area. This service is a point to point with no deviations enroute and the medications must be kept inside a refrigerated compartment or normal room temperature between 59o to 77o Fahrenheit (15o to 25o Celsius).

9. Tasks/Deliverables – The Contractor must provide a response time no more than one (1) hour to two (2) hour response time from the request. If “STAT” is ordered, the response time must be immediate with a turnaround response of 15 minutes to 30 minutes maximum.

In addition to the as-needed deliveries, the Contractor shall make deliveries of Flu Vaccines in the start of Fall of each year to the VA Community Care Outpatient Clinics (CBOCs) across New Jersey. The vaccines are and must remained a refrigerated item. Therefore, the delivery must be accomplished within three (3) hours of departure (pickup) from the VA Medical Center to/from other VAMC and neighboring medical facilities located in NJ/NY area (travel within +/- 150 miles on short notice). Since the schedule is variable, the Contractor must be able to meet and provide adequate service as required in the SOW.

9.1. Throughout the year, requests will be made to transport medical drugs which must be delivered within the temperature range of 59o to 77o Fahrenheit (15o to 25o Celsius) to the designated destination point.

9.2. The Contractor is responsible and must be aware to not leave medical drugs and/or vaccines in an unattended vehicle, i.e., stop for lunch or no air conditioning on a hot day.

9.3. The contractor is expected to provide courier services on an "As needed basis or STAT,” with pick-ups and deliveries 24 hours per day, seven (7) days per week, to include all weekends and all Federal holidays.

9.4. Deliveries are made in all weather conditions (with additional delivery time allowed for bad weather). The Contractor must provide notice to VA Medical Center personnel (upon initial contact) if pick-up/delivery cannot be made to allow the VA Medical Center to pursue other delivery alternatives.

9.5. All requests shall receive a tracking number. The status of shipments shall be available timely through telephonically when requested by the COR/POC/CO.

9.6. Equipment - The Contractor shall provide the means (i.e., personnel; vehicles; equipment) to travel and transport medical drugs and vaccines throughout the New Jersey / New York area. Approximate weight/size of the Emergency Drugs are about 30” x 20” – approx. 10 lbs. down to the medication/vaccines fitting into a bag.

Medications/Vaccines that are temperature controlled and require will be properly packaged by the Program Office. If the Contractor notices, there is no proper packaging then the vendor should make the VA Staff aware to ensure that the transport of the medications and/or drugs are not missing proper protocol of deliverance.

9.7. Delivery Orders -The Contractor will telephonically receive work requests with specific instructions (e.g., what is to be transported; when and where to pick-up the item, when delivery is due) from VA Medical Center personnel which must be tracked and documented by both the Contractor and the COR/POC.

9.8. Security -The medical drugs (with value ranging from a few dollars to several thousand) being delivered must be protected from loss and damage due to inclement weather, accidents, or other unforeseen circumstances.

Failure to deliver timely, loss, or damages to transported materials shall be documented and reported to the VA Medical Center COR/POC as soon as possible. Medications are usually sealed in the container that they are in.

Medications are not locked but put in a small bag that is stapled, or a box that is sealed, or Styrofoam that is usually packed for temperature control by the VA Staff.

10. Delivery Schedule –

STAT AND AS-NEEDED REQUESTS FOR PHARMACY

PICK UP / DELIVERY OF STAT AND UNSHCEDULED SERVICES

PICK UP POINT DAY OF

THE WEEK

PICK UP

RESPONSE TIME

DESTINATION DELIVERY

POINT DELIVERY TIME

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

HAMILTON VA CLINIC

3635 Quakerbridge Road Hamilton, NJ 08619-1247

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

MORRISTOWN VA CLINIC

540 West Hanover Avenue, 2nd Floor Morristown, NJ 07960-

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

SUSSEX VA CLINIC

222 High Street, Suite Newton, NJ 07860-9604

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

TOMS RIVER

OUTPATIENT CLINIC

1055 Hopper Ave Toms River, NJ 08573

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

MANHATTEN VA

MEDICAL CENTER

423 E 23rd St. New York, NY 10010

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

LYONS VAMC

151 Knollcroft Road Lyons, NJ 07939-5001

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

PATERSON VA CLINIC

11 Getty Avenue, DePaul Center, Building 275 Paterson, NJ 07503-2650

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

TINTON FALLS VA CLINIC

55 North Gilbert Street, The Atrium, building 4, 1st Floor, Suite 4101

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

BRONX VA MEDICAL

CENTER

130 W Kingsbridge Rd.

Bronx, NY 10468

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

HACKENSACK VA CLINIC

385 Prospect Avenue, Prospect Plaza, 1st Floor.

Hackensack, NJ 07601-

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

JERSEY CITY VA CLINIC

115 Christopher Columbus Drive, Suite

201. Jersey City, NJ 07302-3551

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

PISCATWAY VA CLINIC

14 Wills Way, Building 5.

Piscataway, NJ 08854-

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

BROOKLYN VA MEDICAL

CENTER

800 Poly PL, Brooklyn, NY 11209

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

EAST ORANGE VAMC

385 Tremont Avenue East Orange, NJ 07018-

24/7

On-Call Basis 1 -2 hours response time.

STAT 15 minutes to 30 minutes.

SURRONDING HOSPITAL

WITHIN 50 MILES FROM

EAST ORANGE VA

MEDICAL CENTER

On-Call Basis delivery within

2-3 hours.

STAT delivery within 1-2

11. Scope of Work – Unscheduled Courier Services - The Contractor shall provide courier services to pick-up and deliver patient specimens, blood and blood products, reagents, and other laboratory products on an on-call basis to and from the NJ VA Health Care System – Laboratory Service which must be picked up and delivered within 45 minutes from the placement of request. This service is needed twenty-four hours a day, seven (7) days a week, including holidays.

Federal Holidays Includes:

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

As well as any day designated by the President of the United States as an observed holiday.

12. Tasks/Deliverables – Laboratory specimens, i.e., body fluids, and human blood products, and laboratory reagent will be properly packaged by the VA staff. Packing may or may not include dry ice or wet ice. The outer shipping containers are to be provided by the Contractor. Deliveries will be made directly to Laboratory Service or designated point of deliveries.

12.1. The Contractor is responsible for the safe transportation of all items to their destination. The Contractor shall ensure that all drivers are trained and have received instruction in the safe transport of infectious/diagnostic specimens as required by Federal, State, and Local Laws to ensure that both the VA Medical Centers and the Contractor is in compliant with OSHA, CDC, DOT, AAMI, and any other regulatory organization. The Contractor shall follow regulatory policies and procedures regarding temperatures, and in the event of leaks, spills, or breakage of packaging for the lab specimens. The Contractor is responsible for reporting all incidents to the COR and a record of such incidents shall be documented and provided to the COR.

12.2. The courier vehicles must provide protection for the items being transported to prevent exposure to weather (direct sunlight, heat, cold, rain, snow, water, etc.), and insure items are secured to prevent theft or loss.

Vehicles must be equipped with temperature/humidity monitor to ensure temperature requirement are met.

For refrigerated transport, optimal temperature must be maintained between 1.0 - 10.0 degrees Celsius (33.8 F to 50.0 F), for the room temperature must be 10.1 – 25.0 degrees Celsius (50.18 F to 77.0 F), and for frozen transport it must be maintained between -1.0 Celsius (30.2 F).

12.3. The Contractor is responsible for maintaining a log of all pick-ups and deliveries. Logs will indicate the time and dates of pick-ups and deliveries, number of specimens/parcels received or delivered, and the appropriate signatures. The log shall be provided to the COR/POC. The VAMC will require a written report from the contractor when pick up/delivery incidents are documented as being untimely. This report shall be due within 24 to 48 hours.

12.4. The Contractor must arrive within 45 minutes from receiving a call and must have the ability to immediately deliver or pick up the specimens or laboratory products. The area served is within a 100-mile radius and includes other hospitals and institutions located in New Jersey and occasionally New York and Pennsylvania.

12.5. The driver must be able to work under pressure and expedite pick-up/delivery jobs on occasion as stated in the SOW within 45 minutes from call request.

12.6. Delivery Orders -The Contractor will telephonically receive work requests with specific instructions (e.g., what is to be transported; when and where to pick-up the item, when delivery is due) from VA Medical Center personnel. This request must be documented thoroughly by the Contractor.

12.7. All requests shall receive a tracking number. Status of shipments shall be available timely through email which must be documented, providing who put in the request for courier services, call time, date, and tracking information details.

12.8. Deliveries shall be made in all weather conditions (with additional delivery time allowed for bad weather).

The Contractor must provide notice to the COR if the pick-up and/or delivery cannot be made. This notice will allow the VA Medical Center to pursue other delivery alternatives or proper planning.

12.9. The VA personnel on duty is the one calling for the courier service. However, the Contractor must with no exception email the COR whenever a pick-up request is made. The Contractor must be 100% compliant with this process of always emailing the COR.

12.10. Equipment - The Contractor shall provide the means (i.e., personnel; vehicles; equipment) to travel and transport patient specimens, blood and blood products, reagents, and laboratory products throughout the NJ/NY/PA area. The Contractor shall ensure and provide temperature-controlled environment for blood, blood products, reagents, and laboratory products.

12.11. Security - Patient specimens, blood and blood products, reagents, and laboratory products being delivered must be protected from loss and damage due to inclement weather, accidents, or other unforeseen circumstances. Failure to deliver timely, and loss or damages to transported materials shall be reported to the VA Medical Center point of contact as soon as possible. Laboratory specimens, i.e., body fluids, and human blood products, and laboratory reagent will be properly packaged by the VA staff. Packing may or may not include dry ice or wet ice. The outer shipping containers are to be provided by the Contractor. The Contractor must ensure they are following and are compliant with Federal, State, and Local Laws and regulations.

12.12. Reporting Procedures - The contractor shall have the capability to provide status information on all courier deliveries by tracking number. This information shall be provided electronically to the COR. The following information shall be available for each delivery: tracking number, time of pickup and delivery, location of pickup and delivery, and signature of acceptance, if required.

13. Delivery Schedule –

UNSCHEDULED COURIER SERVICES FOR LABORTORY SERVICE 24/7 REQUESTS.

NOTE: From Pick-Up Point to Destination Delivery Point, this is considered One (1) Trip. This schedule is for 24 hours, 7 days per week courier services which includes weekends and all Holidays.

UNSCHEDULED COURIER SERVICES

PICK UP POINT

DAY OF

THE

WEEK

PICK UP

TIME

DESTINATION DELIVERY

POINT

DELIVERY

TIME

ESTIMATED

NUMBER OF

TRIPS

Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 Lyons VA, Monday - Sunday

Hours / 7 Days A Week

East Orange VA Medical Center 385 Tremont Ave.

East Orange, NJ 07018

24 Hours/ 7 Days A Week 12 to 28

VA East Orange Lab, 1st floor, Room 1-176

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-170

Monday - Sunday

Hours/ 7 Days A Week

New York Blood Center 310 East 67th St., New York, NY 10065

24 Hours/ 7 Days A Week 0 to 2

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-176

Monday - Sunday

Hours/ 7 Days A Week

University Hospital 150 Bergen St., Newark, NJ 07103

24 Hours/ 7 Days A Week 0 to 4

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-176

Monday - Sunday

Hours/ 7 Days A Week

Area Hospital or Institution NJ/NY/PA (Within 100-mile radius)

24 Hours/ 7 Days A Week 0 to 2

Area Hospital or Institution within NJ/NY/PA (Within 100-mile radius)

Monday - Sunday

Hours/ 7 Days A Week

East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-176

24 Hours/ 7 Days A Week 0 to 2

For all Services provided:

15. Some of the VA Medical Centers can be difficult to find. If the driver is in a position that they cannot deliver within a reasonable time or they are lost, the Courier driver must call the COR/POC for help regarding directions to minimize the waste of drive time and not meeting the delivery time requirement.

16. The Contractor shall contact the COR or designated representative IMMEDIATELY if the following occurs:

• Inclement weather makes it unsafe to drive.

• Heavy traffic causing delay greater than the requested delivery duration for that specific delivery in accordance with the department.

• Accidents while transporting NJVAHCS items.

17. Key Personnel - The Contractor shall provide a list of authorized personnel and phone number listing of all service points of contact to the CO and Contracting Officer Representative no later than five days after the award date.

Notification of substitutions or replacement of key personnel shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request shall contain a complete resume for the proposed substitute, and any other information requested or required by the Contracting Officer to approve or disapprove the request. Proposed substitutes shall have qualifications that are equal to or higher than the personnel being augmented. The Contracting Officer or his/her authorized representative shall evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.

18. Invoicing Procedures – The Contractor shall submit invoices through Tungsten Network on a monthly basis and must itemize each trip/item by tracking number, delivery to and from, date, cost, and correct PO number. Failure of following this instruction will result in a rejected invoice. Each location will have their own assigned PO numbers which the Contractor must ensure they are documenting accurately, or it will result in a rejected invoice.

19. Reporting Procedures - The contractor shall have the capability to provide status information on all courier deliveries by tracking number. This information may be provided electronically to the COR. The following information shall be available for each delivery: tracking number, time of pickup and delivery, location of pickup and delivery, and signature of acceptance, if required.

a) date of dispatch;

b) complete business name and address (no acronyms), type of entity responsible for the transportation, telephone number, names of contact persons; (Main POC at dispatch)

c) status of the addressee (e.g. retail pharmacy, hospital or community clinic);

d) a description of the products including, for example, name, dosage form and strength (if applicable);

e) quantity of the products, i.e. number of containers and quantity per container (if applicable);

f) applicable transport and storage conditions;

g) a unique number to allow identification of the delivery order; and

h) assigned batch number and expiry date (where not possible at dispatch, this information should at least be kept at receipt to facilitate traceability).

20. Qualifications - All couriers transporting medications under this contract must:

20.1. The Contractor must be licensed, bonded, or insured. The Contractor must provide proof at the time of quote submission.

20.2. The Contractor must maintain (at the contractors' expense) communications with the courier dispatching facility while in transit.

20.3. The Contractor must be able to contact courier by phone immediately NO recordings, NO call backs, or NO standby will be accepted. If for any reason the VA is unable to get a hold of the Contractor regarding unscheduled deliveries, then the vendor is to ensure they return the call within two minutes from the missed call.

20.4. The Contractor must present a neat appearance in the performance of their duties and be easily recognized as a contract employee/courier (with identification prominently displayed or readily available).

The Contractor courier must be wearing a company uniform or an identification (ID) at all times during the delivery between VA Medical Centers and CBOCs.

21. Roles and Responsibilities:

22.1 Contracting Officer (CO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government's agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor's performance. CO decisions arising under or relating to the contact are final.

22.2 Contracting Officer's Representative (COR) — An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment

(e.g., surveillance of Contractor's performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority' rests solely with the CO. The COR’s primary duty is to monitor the Contractor's performance by physically checking to see that tasks are completed, reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the COR will report the unacceptable performance to the COR. The COR is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.

22. Non-Compliance - The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

23. Authorized Personnel - No other person, including the COR, or any other VA personnel are authorized to request additional work be performed by the Contractor. Any additional services performed that are not authorized by the Contracting Officer will be considered inclusive.

24. Other Related Services (Not Included in the Scope of Work) - Any services not expressly stated in this Statement of

Work are not authorized. Services out of the scope of work not mentioned in the SOW is not allowed and will not be performed by the Contractor. If the Contractor proceeds with providing services not within scope of the contract, the Contractor will be responsible for providing the service at no cost as the Contractor would have failed to notify the CO and did not get an authorized approval for services not mentioned in the SOW. The Contractor is also aware that any additional services performed that are not authorized by the Contracting Officer will be considered an unauthorized commitment. Contractor agrees and is aware that the only way that services not mentioned in the SOW can be added to the contract is through a written modification from the Contracting Officer before any services are rendered. Services performed that are not authorized by the contracting officer will be considered inclusive.