Performance Work Statement - 1.11.2023.pdf

PERFORMANCE WORK STATEMENT (PWS)

VISN1 Courier Services

SECTION I:

Overview of Services:

The Department of Veterans Affairs, Veteran Affairs Medical Center (VAMC) - VISN1, has a requirement for local courier delivery services for various locations in Rhode Island, Vermont, New Hampshire, Connecticut, and Massachusetts. The overall goal is to meet the VISN1 mission requirements to transport specific items for the laboratory, other ancillary services, and the hospital in a timely, secure, and professional manner.

The Contractor will be required to transport VA specimens, supplies and material. Transportation of VA personnel and patients is prohibited in the performance of this effort. The Contractor shall provide all supervision, labor, equipment, hand trucks, Personal Protective Equipment (PPE), temperature-controlled coolers, dry ice, transportation, fuel, insurance, and incidentals to provide daily courier services to and from the locations listed below. Contractor shall also pick up from other VA and non-VA facilities and deliver to various locations on an emergency or as needed basis.

Pricing shall be inclusive of state tolls. The Government will not reimburse toll charges separately.

The Contractor shall pick up, transport, and deliver items such as blood and blood components, laboratory specimens, laboratory transport containers, oxygen, patient records, X-rays, medical supplies, prosthetic devices, boxed wheelchairs, office supplies, IT equipment and other laboratory operating supplies as well as miscellaneous items from the pharmacy, mailroom and warehouse as requested. The estimated weight of individual items transported under this contract is between 10 and 75 lbs. The contractor shall clearly indicate any additional costs for transport of items in excess of 75 lbs.

All times listed are based on Eastern Standard Time (EST).

Schedules:

The contractor shall propose a schedule of pick-ups and deliveries that most closely meets the Government’s needs as described in the schedules located in Section II of this PWS and in attachment A.

A. The government reserves the right to adjust the pick-up and drop-off days, times, and locations throughout the life of this BPA.

B. In addition to the locations listed below, requests may be made by all VISN 1 sites for pick-up or delivery of specimens or supplies from any medical center, State Department of Health, or clinic within a 50-mile radius of the requesting site.

C. Routine, STAT (short turnaround time – with no delay), and emergency transportation shall be provided on an as needed basis 24 hours a day, 7 days a week, 365 days a year including Federal and State Holidays.

D. Contractor is expected to pick up specimens and other miscellaneous materials from other VA or non-VA sites and transport under STAT availability or Routine conditions, if necessary. The receiving sites may/may not be VA sites as indicated in the specified routes.

E. Total turnaround time for all STAT/Emergent trips will be 2 hours maximum beginning from the time of STAT call.

a. STAT/Emergent specimens shall be picked up within 30 minutes of the requesting phone call to the contractor, and delivered directly to the receiving laboratory, without any additional stops between pickup and drop off.

F. As needed routine runs must be delivered the same day within the operating hours of the receiving hospital.

Insurance Requirements:

Contractor shall meet all Federal, State and City codes regarding operation of this type of business and furnish the required Insurance Certificates required to work on a Government installation.

These requirements will be described in the Special Contract Requirements Section.

Inclement Weather or Disabled Vehicles:

Contractor shall contact the effected sites Laboratory Manager, Laboratory Administrative Officer, or designee (see attachment A for contact list) should weather conditions delay or cause cancellation of services; to include disabled vehicles. If unable to reach the effected site, the contractor shall contact the Contracting Officer’s Representative (COR). Due to the nature of this business, it is necessary for the Contractor to furnish vehicles that operate safely in difficult weather conditions and to ensure vehicles are in good working condition. Cancellations shall only occur as a last resort or extreme weather conditions.

Federal Holidays:

Federal Holidays are as follows and include any other days specifically declared by the President of the United States to be a national holiday: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving, and Christmas.

Courier Services Scope of Work Includes:

A. Drivers: All drivers shall be of legal age, possess valid driver’s licenses and maintain a neat, clean, and professional appearance. Drivers shall be identified as employees of the courier company. Drivers shall prominently display a contractor identification badge on their person.

Drivers shall be able to speak, understand and write English. All personnel transporting items under this contract must be bonded. Drivers shall possess government furnished identification and credentials showing contractor name and job title. Contractor is responsible for the actions and conduct of its employees and shall assure that they are consistently compliant with all VA building, security, and parking regulations, policies and guidelines while conducting business on Government property and for the VA. Drivers shall not make any personal stops in performance of duties under this contract, nor shall any unauthorized passenger accompany the driver during contract work. Drivers shall observe the smoking policy of the VA and only smoke in designated areas. Drivers transporting laboratory specimens shall be trained in Universal Precautions for handling of biohazard materials and include use of proper procedures in case of biohazard spills or accidents. This training shall also include mandatory Hazardous Materials training and knowledge and understanding for the handling of dry ice and HIPPA training certification.

Written statements documenting Hazardous Materials training and other training that meets the laws and regulations of the US Department of Transportation and the Centers for Disease Control governing the transport of clinical specimens shall be provided to the COR at the beginning of contract performance and thereafter annually or prior to new driver(s) providing services for VAMC routes. This also applies to subcontractors hired by the primary contractor.

B. Vehicles:

All vehicles used in performance of this contract shall be registered, licensed, and meet the minimum vehicle requirements as mandated by the Department of Transportation. The vehicle storage capacity shall be similar to a standard minivan or a large SUV. The Government reserves the right to inspect the vehicles and investigate the responsibility of the contractor to perform the work outlined in this contract. Vehicles shall be locked at all times when the driver is not in the vehicle to ensure VA property including laboratory specimens are secured. Use of public transportation (i.e., buses, Uber, taxi, Lyft, train) is prohibited.

C. COVID 19 protocols:

Contractor shall comply with all protocols and requirements of each drop-off/pick-up location in response to current and future pandemics, including but not limited to controlled entry points, health screening before entry to the facilities, and masking. Coordinate with the COR for local requirements.

D. Confidentially Of Records:

1. Contractor shall assure the confidentiality of all patient information and records being transported and shall be held liable in the event of any breach of confidentiality. The contractor shall comply with provision of the Federal Privacy Act of 1974 (Public Law 93- 579). The contractor will be required to devise an acceptable mechanism to assure transported items will not be accessible should the driver become separated from or lose control of the vehicle. To ensure privacy/HIPPA rights, the drivers shall never have overnight possession of any VAMC owned item (ex. specimens, documents, etc.).

2. VA employees are responsible for securing all items containing PHI (i.e., tamper proof biohazard bags, locking bins, locking mail bags). All specimens, records, and other secured items will be loaded, sealed/locked, opened/unlocked, and unloaded by VA employees when the receiving location is a VAMC. When the receiving location is an area hospital or medical clinic all items will be opened/unlocked and unloaded by Laboratory personnel at the receiving location.

E. Reportable Incidents:

Contractor shall furnish a written monthly report outlining any delivery incidents that occur. This report shall be delivered to the COR and the CO. Incidents/actions involving blood components or laboratory specimens shall be reported immediately to Laboratory Manager, Laboratory Administrative Officer, or designee (see attachment A for contact list). If there is any reason that the deliveries of supplies, equipment, or mail totes cannot be made, the contractor shall notify the Laboratory Manager, Laboratory Administrative Officer, or designee (see attachment A for contact list) as soon as possible to determine what procedures, if any, must be taken.

Incidents/actions involving breach of patient records or patient identifiable information shall be reported immediately to the Laboratory Manager, Laboratory Administrative Officer, or designee (see attachment A for contact list) or to the COR if not available.

F. Evidence of Responsibility:

Contractor must have a minimum of five years of recent experience performing similar services, be financially responsible, and possess all the necessary equipment, licenses, and manpower necessary to perform the work specified in this contract.

G. Quality Control and Assurance Surveillance Plan (QASP):

A QASP is included and includes the following items in a matrix format:

1. Service Requirement

2. Measurement

3. Method of Surveillance

4. Frequency

5. Target Quality Levels

6. Incentives/Disincentives

The intent is for the COR or designee(s) to use this plan to ensure the contractor is adhering to the PWS. The government shall evaluate the contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on how the Government will monitor the contractor’s performance 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).

H. Personnel Policy:

Employees working for the Contractor shall not be considered Government employees. The Contractor shall provide Workers Compensation, Professional Liability insurance, health examinations, Income Tax Withholding and Social Security Payments for all W2 employees.

Alternatively, contractor may also utilize the services of “similarly situated” independent contractors who are of the same socio-economic category as the prime. Utilizing the services of an independent contractor who is not “similarly situated” will be designated as a subcontractor and not count towards the Limitations of Subcontracting requirement that contractor personnel perform at least 50% of the work. Contractors shall confirm compliance with the Limitations of Subcontracting FAR Clause 52.219-14.

I. Packaging and Transportation:

All Laboratory specimens shall be properly packaged and labeled to indicate the general nature of the material being transported and according to Department of Transportation guidelines for diagnostic specimens. All laboratory specimens shall be transported in sealed, opaque, tamper evident biohazard bags. VA Laboratory staff will package specimens in these biohazard bags prior to pick up by the courier. The courier will transfer the biohazard bags to Laboratory staff at the receiving location, who will open the sealed bags. Medical Records shall be transported in secured storage mail containers provided by the Government. These secured mail containers will be loaded, locked, unlocked and unloaded by VA employees. Contractor shall provide puncture proof coolers and transport specimens in appropriate containers secured in the vehicle body to prevent movement. Laboratory specimens shall be transported in accordance with specified temperature requirements. Room temperature specimens shall be transported inside a cooler and remain at temperature between 15-30°Centigrade. Refrigerated specimens shall be transported in a cooler with regular ice or cold packs and remain at temperature between 2- 10° Centigrade. Frozen specimens shall be transported in a cooler packed with dry ice to remain at temperatures of -18° Centigrade or colder. Contractor shall provide necessary ice, cold packs, or dry ice to maintain temperatures required for specimen stability. The Contractor shall ensure that for every Government-supplied transport container picked up at a site, one container (either filled with items being delivered, or empty, if appropriate) is left behind.

Laboratory specimen racks shall be placed upright in the coolers and returned to sending sites.

a. Contractor shall provide and deliver dry ice, in an approved container for dry ice transport, to the VISN 1 Pathology Laboratory locations and outlying sites upon request. The VA Laboratory and the Contractor shall agree upon time of delivery and appropriate amount (measured in pounds) of dry ice to be provided. This dry ice is used for temporary storage of frozen medical specimens during transport.

b. The courier service shall be able to provide for the transportation of Medical Grade Oxygen size ME 870 Pin-Indexed cylinders when needed.

1. The contractor shall comply with the Hazardous Materials Regulations (HRM), Title 49

CFR Parts 100 – 185 and 49 CFR 172.202(a) for training of couriers and transport of the cylinders. The sending VAMC will provide the Bill of Lading (manifest) for each transport IAW the above CFR regulations. A copy of the completed Bills of Lading shall be forwarded to the COR on a monthly basis by the contractor.

c. Claim files (C-files) are confidential health care protected information of physical paper files which need to be reviewed by the Veterans Benefits Administration (VBA) raters and Compensation and Pension (C&P) examiners. C-files will be transported in black lockable bins weighing up to 40 lbs. each. There may be multiple bins per run. C&P staff and VBA staff will load, lock, unload and unlock the bins.

d. Medical records and Pharmacy prescriptions shall be transported in Blue/Red lockable mailbags in multiples weighing up to 20 lbs. each to be delivered to Primary Care and Pharmacy or a designated location. Primary care and Pharmacy VA employees will be responsible for loading, locking, unlocking and unloading the mailbags.

e. Contractor shall have the capability of tracking specimens and other items from pickup location to delivery location. Documentation of tracking must be presented to COR or COR designee upon request. All documentation for billing shall include date, time and person requesting the pickup. The contractor shall maintain and produce records of all pick-ups and deliveries, containing dates, times, person receiving delivered items at receiving facility and driver identity. VA and/or the sending/receiving facility will request driver signatures as written documentation of pick-up and delivery by use of specimen/package track logs or other similar mechanism.

f. Contractor shall develop and maintain a quality control program to assure the packaging and transport requirements are consistently met. Contractor must demonstrate ability to immediately remedy any violations of the above requirements. VA reserves the right to perform periodic inspections to ensure compliance.

g. Contractor shall meet with the CO and/or the COR monthly via virtual meetings, to discuss immediate administrative and problem areas.

h. All VA property must be handled appropriately to prevent damage. If items are identified by the courier as not suitable for shipment, the lab manager or central processing supervisor must be notified. Damage from shipping or handling shall be the contractor’s responsibility and restitution shall be made as required by the CO.

NOTE: The schedule of pick-ups included in this PWS are estimates. The government reserves the right to adjust the pick-up and drop- off days, times, and locations throughout the life of this BPA with one week email notification from the COR to the Contractor.

SECTION II:

White River Junction VA Medical Center 215 North Main Street (mailing) 163 Veterans Drive (GPS) White River Junction, VT 05009 PH:(802) 295-9363 x5500

White River Junction Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall pick up the miscellaneous administrative and medical items at the White River Junction VA Laboratory, building 1, 2nd floor for delivery to CBOCs on the routes below - prior to starting the route daily.

Test specimens and miscellaneous administrative and medical items from CBOC’s must be received at the main laboratory on the same day of pickup.

White River Junction Pick up times:

Location Frequency No Early Than

No Later Than

White River Junction Lab Monday-Friday 10:00am 12:00pm Burlington Lakeside Monday-Friday 4:00pm 4:30pm Rutland Monday-Friday 2:30pm 3:00pm Bennington Monday-Friday 3:30pm 4:30pm Brattleboro Monday-Friday 3:00pm 3:30pm Keene Monday-Friday 2:00pm 3:00pm Newport Monday-Friday 2:45pm 3:15pm Littleton Monday-Friday 4:00pm 4:30pm

Routes Clinic Location Pickup schedule Delivery schedule to

VA WRJ Lab One Driver/Route for Rutland Burlington

VA Outpatient Clinic at Rutland, 232 West St, Rutland, VT 05701

2:30 pm 6:00 pm

VA Outpatient Clinic at Burlington Lakeside 128 Lakeside Avenue, Suite 260 Burlington, VT 05401

4:00 pm 6:00 pm

One Driver/ Route for Keene/ Brattleboro/ Bennington

VA Outpatient Clinic at Keene CBOC, 640 Marlboro St., Keene, NH 03431

2:00 pm 6:00 pm

VA Outpatient Clinic at Brattleboro, 71 GSP Dr., Brattleboro, VT 05301

3:00 pm 6:00 pm

VA Outpatient Clinic at Bennington, 186 North St., Bennington, VT 05201

3:30 pm 6:00 pm

One Driver/Route for Newport/Littleton

VA Outpatient Clinic at Newport, 1734 Crawford Farm Rd. / 189 Prouty Dr., Newport, VT 05855

2:45 pm 5:45 pm

*NOTE: Courier shall pickup at Newport Hospital before the Newport CBOC stop

VA Outpatient Clinic at Littleton, 264 Cottage Street Littleton, NH 03561

4:30 pm 5:45 pm

The following locations require courier services on an as needed basis. The expectations for emergency pick-ups are within 30 minutes of the request phone call to the contractor.

1. VA WHITE RIVER JUNCTION TO DARTMOUTH HITCHCOCK

1 Medical Center Dr, Lebanon, NH 03756

2. EMERGENCY SERVICE, VA WHITE RIVER JUNCTION (VT BUS STATION)

44 Sykes Mountain Ave, White River Junction, VT 05001

3. EMERGENCY SERVICE, VA WHITE RIVER JUNCTION (VT STATE DEPT OF HEALTH)

108 Cherry Street, Burlington, VT 05402

4. WRJ VAMC TO VA MANCHESTER LAB

718 Smyth Road, Manchester, NH 03104

5. VA WHITE RIVER JUNCTION LAB TO OTHER AREA HOSPITALS AND MEDICAL CLINICS

Within 100-mile radius of White River Junction VAMC

Providence VA Medical Center 830 Chalkstone Ave Providence, RI 02908

PH: (401) 273-7100 x14050

Providence Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory, 2nd floor, Room D206.

Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the Providence VAMC mail room, Lab, In-Patient Pharmacy, building #8 warehouse, and the Eagle Square VAMC PT/OT/Prosthetics Clinic at the H building, 75 Eagle Street, Providence, RI.

Location Address Pickup schedule Delivery schedule to

VA Providence Lab Providence VAMC 830 Chalkstone Ave

Providence, RI 02908

9:00 AM - 10:00 AM 6:00 PM

Eagle Square PT/OT Prosthetics Clinic

75 Eagle Street, Bldg. H Providence, RI 02909

9:00 AM - 10:00 AM 6:00 PM

Eastside Clinical

850 Aquidneck Ave Middletown, RI 02842

10:30 AM – 11:00 AM 6:00 PM

Middletown CBOC One Corporate Place Middletown, RI 02842

12:00 PM - 12:30 PM 6:00 PM

New Bedford CBOC 175 Elm Street New Bedford, MA 02740

1:30 PM – 2:00 PM 6:00 PM

Hyannis CBOC 233 Stevens Street Hyannis, MA 02610

3:00 PM - 3:30 PM 6:00 PM

1. VA PROVDENCE LAB TO RHODE ISLAND HOSPITAL

2. VA PROVDENCE LAB TO RI DEPARTMENT OF HEALTH

3. VA PROVDENCE LAB TO OTHER AREA HOSPITALS AND MEDICAL CLINICS

Within 50-mile radius of Providence VAMC

VA Central Western Massachusetts Health Care System 421 North Main Street Leeds, MA 01053-9764

PH:(413) 584-4040 X2380

Central Western Massachusetts (CWM) Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory, building 1, room 2131.

Test specimens must be received at the main laboratory on the same day of pickup.

Location Address Pickup schedule Delivery schedule to

VA CWM Lab Springfield CBOC Run 1 of 2

25 Bond Street Springfield, MA 01104

10:00 AM 10:45 AM

Pittsfield CBOC 78 Center Street Pittsfield, MA 01201

12:00 PM 1:15 PM

Baystate Franklin 163 High Street Greenfield, MA

12:00 PM 2:30 PM

Fitchburg CBOC Federal Bldg. 881 Main Street Fitchburg, MA 01420

1:00 PM 4:00 PM

Worcester Clinic 403 Belmont Street Worcester, MA 01604

2:00 PM 4:00 PM

Springfield CBOC Run 2 of 2

25 Bond Street Springfield, MA 01104

3:15 PM 4:00 PM

1. VA CWM to Springfield CBOC

2. VA CWM to Worcester Clinic

3. Worcester Clinic to VA CWM

Manchester VA Medical Center 718 Smyth Rd, Manchester, NH 03104

PH: (603) 624-4366 X6639

Manchester Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory, building 1 room E224.

Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the Manchester Lab prior to scheduled courier runs and deliver to locations below.

Location Address Pickup schedule Delivery schedule to

VA Manchester Lab

Manchester VAMC Mailroom 718 Smyth Road, Manchester, NH 03104

9:00 AM 10:00 AM

Veterans Center Hookset 1461 Hooksett Road, Hooksett NH

9:15AM 10:00AM

Brady Sullivan Building 1750 Elm Street, Manchester, NH. 03104

9:25 AM 10:00 AM

Norris Cotton Federal Building 275 Chestnut Street, Manchester, NH 03101

9:35 AM 10:00 AM

Portsmouth and Somersworth CBOCs

302 Newmarket Street Portsmouth, NH 03803

11:30 AM 1:00PM

200 Route 108, Somersworth, NH 03878

12:00 PM 1:00PM

Conway and Tilton CBOCs

Conway (CBOC) 71 Hobbs Street, Suite 304, Conway, NH 03818

11:30 AM 2:00 PM

Tilton (CBOC) 630 W Main St Suite 400, Tilton, NH 03276

Between 12:30PM and

1:30 PM

2:00 PM

1. VA Manchester Urgent Care to Elliot Hospital (One Elliot Way, Manchester, NH. 03103)

2. Conway to Memorial Hospital 71 Hobbs Street, Suite 304, Conway, NH 03818 TO 3073 White

Mountain Hwy, North Conway, NH 03860

3. VA Manchester to Tilton (CBOC) Soldiers Home, 139 Winter St, Tilton, NH 03276

4. VA Manchester to Veterans Center Auburn (15 Dartmouth Drive STE 202, Auburn, NH. 03032)

5. VA Manchester to Perimeter Road (7 Perimeter Road #2, Manchester, NH. 03103)

6. Manchester VAMC to White River Junction VAMC to Manchester VAMC

7. Miscellaneous Pickups – Not to exceed 50 miles one way

8. Miscellaneous Pickups - Not to exceed 200 miles one way

Special Circumstances for Manchester:

Every effort should be made to prioritize diagnostic blood samples. In the event of a courier conflict of diagnostic blood samples and CBOC delivery schedule, the courier needs to contact the Laboratory Manager or Designee immediately. Laboratory Leadership will work with the courier service to triage courier deliveries while considering 1) critical need of diagnostic blood samples 2) operational needs of laboratory and 3) whether the facilities can provide an alternate mode of transport.

A note shall be made on that month’s invoice of the circumstances surrounding the schedule change.

VA Connecticut Healthcare System West Haven: 950 Campbell Avenue

West Haven, CT 06516 PH: 203-932-5711 x2931

Newington: 555 Willard Ave Newington CT 06111

PH: 203-932-5711 x6840

VA Connecticut Healthcare System Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

o One additional pick-up and delivery shall be scheduled for Saturday, except on Federal

Holidays, between Newington and West Haven VAMC’s as listed below.

Contractor shall deliver test specimens to the main VA Laboratory at West Haven, building1, 1st floor, rm 1229 Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the West Haven Lab prior to scheduled courier runs and deliver to locations below.

Location

Monday-Friday

Address Pickup schedule Not before:

Delivery schedule to West Haven Lab:

950 Campbell Ave. West Haven, CT. 06516

Newington VAMC Run 1 of 2

555 Willard Ave, Newington, CT 06111

10:30 AM 11:30 AM

Mansfield Quest PSC 135D Storrs, Mansfield Center, Mansfield, CT

11:00 AM 2:00 PM

Willimantic CBOC Tyler Square, 1320 Main St., Willimantic, CT

11:00 AM 2:00 PM

New London Quest PSC 721 Bank Street, New London, CT

11:00 AM 2:00 PM

New London CBOC Run 1 of 2

6 Shaw’s cove, Suite 101, New London, CT

11:00 AM 2:00 PM

Waterbury Quest PSC 1389 West Main St., Suite 125, Waterbury, CT

11:30 AM 2:00 PM

Waterbury CBOC 95 Scovill St., Suite 203, Waterbury, CT

11:30 AM 2:00 PM

Torrington Quest PSC 1929 East Main Street, Torrington, CT

12:00 PM 2:00 PM

Winsted CBOC 115 Spencer St. (main level), Winsted, CT

12:00 PM 2:00 PM

Danbury Quest PSC 7 Germantown Rd. 1st Floor, Danbury, CT

12:00 PM 2:00 PM

Danbury CBOC 7 Germantown Rd. 2nd Floor Suite 2B, Danbury, CT

12:00 PM 2:00 PM

Stamford Quest PSC 1250 Summer Street, Stamford, CT

12:00 PM 2:00 PM

Stamford CBOC 1275 Summer Street, Suite 102, Stamford, CT

12:00 PM 2:00 PM

Stamford Hospital 30 Shelburne Rd., Main Clinical Lab, 1st floor, Stamford, CT

12:00 PM 2:00 PM

New London CBOC Run 2 of 2

6 Shaw’s cove, Suite 101, New London, CT

3:30 PM-4:00 PM 6:00 PM

Newington VAMC Run 2 of 2

555 Willard Ave, Newington, CT 06111

4:30 PM 5:30 PM

Saturday Newington VAMC

555 Willard Ave, Newington, CT 06111

12:30 PM 1:30 PM

1. Newington VAMC to UCONN Health Center (2nd floor, 263 Farmington Ave, Farmington, CT)

2. West Haven VAMC to Yale Medical Center (333 Cedar St, New Haven, CT 06510)

VA Boston Healthcare System and VA Bedford West Roxbury: 1400 VFW Pkwy, West Roxbury, MA 02132

PH: 857-203-5973

Brockton: 940 Belmont St, Brockton, MA 02301

PH: 774-826-2298

Jamaica Plain: 150 S Huntington Ave, Boston, MA 02130

PH: 857-364-5115

VA Bedford: 200 Springs Rd, Bedford, MA 01730

PH: 781-687-2603

VA Boston Healthcare System Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory at o West Roxbury, building 3, 1st floor, room 1B119 o Brockton, building 3, 1st floor, room A123 o Jamaica Plain, building 1, 2nd floor, room B257 o Bedford, building 1, 2nd floor, room 155

Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the West Roxbury Lab prior to scheduled courier runs and deliver to locations below.

Monday-Friday

Delivery schedule

West Roxbury Lab:

1400 VFW Pkwy, West

Roxbury, MA 02132

Bedford VA Run 1 of 3

200 Springs Rd, Bedford, MA 01730

9:00 AM 10:00 AM

Jamaica Plain VA Run 1 of 4

150 S Huntington Ave, Boston, MA 02130

10:00 AM 10:30 AM

Brockton VA Run 1 of 4

940 Belmont St, Brockton, MA 02301

10:00 AM 11:00 AM

Bedford VA Run 2 of 3

200 Springs Rd, Bedford, MA 01730

12:00 PM 1:00 PM

Jamaica Plain VA Run 2 of 4

150 S Huntington Ave, Boston, MA 02130

12:00 PM 12:30 PM

Brockton VA Run 2 of 4

940 Belmont St, Brockton, MA 02301

12:00 PM 1:00 PM

Causeway CBOC Run 1 of 2

251 Causeway Street Boston, MA 02114-2104

12:00 PM 2:30 PM

Jamaica Plain VA Run 3 of 4

150 S Huntington Ave, Boston, MA 02130

2:00 PM 4:00 PM

Lowell CBOC 130 Marshall Road Lowell, MA 01852-5130

2:30 PM 4:00 PM

Brockton VA Run 3 of 4

940 Belmont St, Brockton, MA 02301

3:00 PM 4:00 PM

Bedford VA Run 3 of 3

200 Springs Rd, Bedford, MA 01730

3:00 PM 4:30 PM

Causeway CBOC Run 2 of 2

251 Causeway Street Boston, MA 02114-2104

4:00 PM 4:30 PM

Jamaica Plain VA Run 4 of 4

150 S Huntington Ave, Boston, MA 02130

4:00 PM 4:30 PM

Brockton VA Run 4 of 4

940 Belmont St, Brockton, MA 02301

9:00 PM

*Friday only 10:00 PM

10:00 PM

*Friday only 11:00PM

Tuesday-Friday

Quincy CBOC

110 West Squantam Street Quincy, MA 02171-2122

1:00 PM 2:00 PM

Tuesday Quest PSC 500 Congress St

Quincy, MA 02171

1:00 PM 2:00 PM

Friday

Lowell CBOC 130 Marshall Road Lowell, MA 01852-5130

3:45 PM 5:00 PM

Bedford VA

200 Springs Rd, Bedford, MA 01730

5:30 PM 6:30 PM

Tuesday

Delivery schedule Brockton VA Lab 940 Belmont St, Brockton, MA 02301

Quest Lab 500 Congress St. Quincy, MA 02171

11:00 AM 12:00 PM

Plymouth CBOC 116 Long Pond Rd #4, Plymouth, MA 02360

11:00 AM 12:00 PM

Special Circumstances for Jamaica Plain:

Weekends and Holidays, on occasion, a STAT sample may need transportation from Jamaica Plain VA Substance Abuse Residential Rehabilitation Treatment Program (SARRTP) in Building 4 to West Roxbury VA Laboratory.

Special Circumstances for Brockton:

From the hours of 8pm-7am Monday – Friday and 24 hours Saturday, Sunday and Holidays a STAT courier must be available to pick up specimens from the Brockton Urgent Care within 10 minutes of the receiving a request for pickup. These specimens must be delivered to VA West Haven immediately, with no additional stops between VA Brockton and VA West Roxbury.

1. To and from: West Roxbury VA and Jamaica Plain VA

2. To and from: West Roxbury VA and Brockton VA

3. To and from: West Roxbury VA and American Red Cross

4. To and from: Bedford VA and Gloucester CBOC 199 Main Street Gloucester, Ma 01930

5. To and from: Bedford VA and Haverhill CBOC 209 Summer St. Haverhill, Ma 01830

6. To and from: Bedford VA and Lynn CBOC 225 Boston St Suite 107 Lynn, Ma 01904

7. West Roxbury VA to Brigham & Women’s 75 Francis St, Boston, MA 02115

8. West Roxbury VA to Mass General Hospital 55 Fruit St, Boston, MA 02115

9. West Roxbury VA to Tufts Medical Center 800 Washington St, Boston, MA 02111

10. West Roxbury VA to VA CT – West Haven 950 Campbell Avenue, West Haven, CT 06516

11. West Roxbury VA to Rhode Island Blood Center 405 Promenade Street, Providence, RI 02908

12. Bedford VA to Broad Institute 355 Main St Ste 601, Cambridge, MA 02142

13. VA BHS Labs to other area hospitals and medical centers within a 100-mile radius of West

Roxbury VAMC

SECTION III:

Records Management:

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S.

services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth.

Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227- 14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations:

(i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information, and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations.

Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/subcontractor is to perform.

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function.

For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) “Operation of a System of Records” means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

(2) “Record” means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person’s name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) “System of Records” means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as “Systems”), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 15 days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 15 days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g., for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. For information systems…