Performance Work Statement_V4.docx

PERFORMANCE WORK STATEMENT

PHARMACEUTICAL COURIER SERVICE

A. GENERAL INFORMATION:

1. Title of Project: Pharmaceutical Courier Service The Department of Veterans Affairs, Salem, Virginia Veteran Affairs Medical Center (Salem VAMC), requires Local Courier Delivery Services for various locations in Virginia to commence on or about September 1, 2022. The overall goal is to meet the Salem VAMC’s mission requirements to transport specific items for Pharmacy Service in a timely and professional manner.

2. This requirement is for the transport of goods and material between the Pharmacy at Salem VAMC, Community Outpatient Centers (CBOCs), and other local establishments (i.e., Carilion Roanoke Memorial Hospital, Lewis Gale Medical Center). Transportation of VA personnel and patients is prohibited in the performance of this effort. The contractor shall provide all resources necessary to accomplish the deliverables described in this performance work statement.

B. FACILITIES LOCATIONS: Courier runs to and from any location are on an ad-hoc basis, however, the addresses of the VAMC and CBOCs are listed below.

Salem VAMC

1970 Roanoke Blvd Bldg. 143, Rm BF110 Salem, VA 24153

Danville CBOC

705 Piney Forest Rd Danville, VA 24540

Carillion Tazewell Community Hospital Tazewell, VA 24651

C. PHARMACY COURIER RUNS/APPROXIMATE FREQUENCY:

The Pharmacy or other staff shall prepare the items for delivery for each location. There shall be no restriction on the number of packages to be picked up for any given run. Contractor shall include unlimited amounts of medication carrier items (i.e., coolers/carries) for pick-up and delivery for all courier transportation runs. The approximate frequency for pick-up or deliveries will be as follows:

Danville CBOC

Carillion Tazewell Community Hospital Tazewell, VA 24651 Minimum once per week

The contractor’s service will be used to deliver medications or supplies if urgently needed, to pick-up medication from a refrigerator that is out of the required temperature range, and to borrow out of stock medications from other hospitals if urgently needed.

Urgent, upon request, delivery request may be needed 24 hours per day 7 days per week. Expectation is for driver to be in route to requested location within 30 minutes of notification.

Deliveries for Salem VA Medical Center may not be combined with other delivery contracts which the Courier Service provides.

D. SPECIFICATIONS:

1. Contractor shall transport the following:

a. Pharmaceuticals (i.e., vaccines, medications, injections etc.)

b. Medical supplies used in pharmacy operations dispensed to patients

E. DRIVERS SPECIFICATIONS/QUALIFICATIONS OF PERSONNEL:

2. All drivers shall maintain:

a. A valid driver’s license

b. Complete a training for hazardous medication handling and transportation

3. All drivers shall be of legal age.

4. Contractor shall maintain a driving record for each driver performing the duties as a courier and shall be available to the Contracting Officer upon request for the duration of the contract.

5. Contractor is required to notify the Contracting Officer Representative (COR) of an unusual event that impede him/her from making pick-ups and deliveries as required by the contract. A written report of the event shall be delivered to the COR by close of business the next working day.

6. Drivers shall not make any stops, for any reason, during the transport of items under this contract.

7. Under no circumstances shall any person other than the driver and/or designated contractor personnel, ride in a vehicle or handle items being transported.

8. Contractor and his/her personnel shall read, write, speak, and understand English.

F. SAFETY:

The contractor is responsible for the safe transportation of all items to their destination. The contractor shall insure that all drivers are trained and have received instructions in the proper handling of medication, vaccines, and other items to transport under this contract. This shall include instructions on procedures to follow in the event of leaks, spills, or breakage of packaging.

G. VEHICLES:

1. Vehicles used in the performance of this contract shall be registered, licensed, and meet the minimum vehicle requirements as mandated by the Department of Transportation.

2. Contractor shall ensure that vehicles have updated maintenance documents and documents are available per the manufacture’s specifications. The Government shall not provide maintenance on any vehicle.

3. The Government reserves the right to inspect the vehicles and investigate the responsibility of contractor to perform the work outlined in this contract and reject any offer should contractor be lacking.

H. SERVICE CALLS:

1. Contractor shall provide; name, location, and telephone number where service calls are to be placed.

2. Contractor shall respond to calls for requests for service and ensure that at least one point of contact is available to respond to calls seven (7) days a week, twenty-four (24) hours a day, including weekends and national holidays.

3. Contractor will be available for requests for service seven (7) days a week, twenty-four (24) hours a day, including weekends and national holidays.

4. Contractor will respond to requests for service within 30 minutes (thirty minutes) after a call for request for service has been made, i.e., driver must be at Salem VAMC within 30 minutes after a request for delivery has been made, driver must arrive at a local establishment within 30 minutes after a call for pick-up has been made, or driver must be enroute within 30 minutes to a location out of the Salem/Roanoke metropolitan area.

I. CONTRACTOR POINT OF CONTACT FOR CONTRACT ADMINISTRATION:

Contractor shall provide a point of contact for all contract administration.

Name:

Title:

Telephone Number:

Email:

J. CONTRACTOR PERSONNEL:

1. PERSONNEL ACCEPTENCE: The Government reserves the right to accept or reject the contractor’s staff for the rendering of services. In the event the Government determines that a contractor staff member may no longer perform services under the contract, the contractor shall immediately remove and replace the staff member with another staff member that meets the qualifications required under the contract. The cost of removing and replacing staff members shall be borne solely by the contractor and there shall be no additional cost charged to the Government. The contractor is not relieved of any of its duties under this contract while securing the services of a replacement staff member.

Complaints concerning a contractor’s personnel performance or conduct shall be dealt with by the Contractor, and COR with the final decision regarding whether replacement is necessary being made by the Contracting Officer.

2. PERSONNEL ASSIGNMENTS: It is the responsibility of the Contractor to determine and assign the appropriate quantity and type of personnel to provide courier services however, the Government reserves the right to accept or reject the personnel. The contractor shall also specify and outline how many vehicles and drivers for each service request.

3. Contractor’s personnel shall use appropriate language when providing courier services. Obscene language is not permitted, and all individuals are expected to be courteous to Government staff, patients, and visitors.

4. Contractor’s personnel shall be dressed professionally, and neat in appearance. Shoes (no flip flops) and shirts must be worn at all times.

5. The parties agree that the contract personnel working under this contract shall not be considered Department of Veteran Affairs employees for any purpose and are employees of the contractor.

K. INSURANCE REQUIREMENTS:

Contractor shall provide Worker’s compensation, Employer’s Liability and General Liability Insurance in accordance with applicable state or federal laws.

L. VEHICLE INSURANCE:

In accordance with Federal Acquisition Regulation (FAR) 52.228-10 Vehicular and General Public Liability Insurance, the Contractor shall ensure every vehicle/driver is insured per State and federal guidelines. The Government shall not be responsible for accidents/incidents that occur while servicing a request.

M. QUALITY ASSURANCE:

Contractor shall provide a written quality control program that ensures courier services are performed in accordance with the Performance Work Statement within fifteen (15) days of contract award.

The Quality Assurance Plan shall include:

a. Procedures to track, identify prevent, remedy, and ensure non-recurrence of defective services.

b. Provide a method to accept and resolve customer complaints and notify the customer of the resolution.

c. Provide a contingency plan in the event when staff is out.

d. Contractor shall meet as necessary, no less then yearly, with the Contracting Officer (CO) and/or the Contracting Officer’s Representative (COR), to discuss immediate administrative and problem areas. Teleconference meetings will be allowed at the Contracting Officer’s discretion.

N. REPORTING/DOCUMENTATION:

1. Contractor must maintain a record and log of daily courier pick-ups and deliveries indicating time and date of pick-up, delivery, number of items per facility and/or department.

2. Driver signatures are required as written documentation of pick-up and delivery. All appropriate documents/logs/tracking sheets shall be signed by the driver.

3. If pharmaceuticals or any item that is transported become lost or broken, the contractor is required to submit a written report to the COR within twenty-four (24) hours explaining the circumstances. Failure to provide the report with the specific time frame shall cause further review by the Government to determine if the infraction warrants suspension/termination of the contract.

O. CONFIDENTIALITY:

Contractor shall ensure the confidentiality of all patient information that is transported and shall be held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579).

P. CHANGES:

1. Contractor is advised that only the Contracting Officer has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery.

2. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

Q. BADGES AND PARKING:

1. All contractor personnel shall have identification available for inspection, if needed, during the entire time they are on the Salem VAMC grounds.

2. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Salem VAMC does not validate or make reimbursement for parking violations of the contractor's personnel under any circumstance.

R. INCLEMENT WEATHER:

Contractor shall contact the COR, or if the COR is not available, a Pharmacist on duty should weather conditions delay or cause cancellation of services. Contact information will be provided in the award document. Due to the nature of this business, it is necessary for the Contractor to furnish vehicles that operate safely in difficult weather conditions. Cancellations shall only occur as a last resort or due to acts of God.

S. HOURS OF OPERATION:

The hours of operation vary from facility to facility, but many pick-up and delivery locations are open 24/7 or have extended business hours. As such, courier runs shall not be restricted to an 8:00am-4:30pm, Monday-Friday schedule. In some cases, night, weekend, and holiday runs will be required. Contractors must be available seven (7) days a week, twenty-four (24) hours a day, including weekends and national holidays.

T. PERIOD OF PERFORMANCE:

Period of performance is for one base year, plus three option years.

U. NATIONAL HOLIDAYS OBSERVED BY THE FEDERAL GOVERNMENT:

If a holiday falls on Sunday, the following Monday will be observed as the National Holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Also, included would be any day specifically declared by the President of the United States as a National Holidays (please find below).

1. New Year’s Day 1 January

2. Martin Luther King’s Birthday Third Monday in January

3. President’s Day Third Monday in February

4. Memorial Day Last Monday in May

5. Juneteenth Day 18 June

6. Independence Day 4 July

7. Labor Day First Monday in September

8. Columbus Day Second Monday in October

9. Veterans Day 11 November

10. Thanksgiving Day 4th Thursday in November

11. Christmas Day 25 December