PWS.docx

PERFORMANCE OF WORK STATEMENT (PWS)

COURIER SERVICES

1. General

1.1 The Department of Veterans Affairs (VA) currently utilizes a service type contract to provide for commercial courier services for the main campus of the Veterans Health Care System of the Ozarks (VHSO) – Fayetteville, AR, and the Community-Based Outpatient Clinic (CBOC) in Springfield MO.

1.2 Prior to first delivery, contractor must provide proof to the Contracting Officer Representative (COR) of: Vehicle availability, properly operational vehicle capable of operating and performing daily in accordance with the requirements of daily and weekly performance under the conditions required to insure no issues or lapse in performance. Contractor shall provide adequate spill kits for vehicles, DOT driver training certification for transportation of dental equipment (SPS). Training requirements shall be in accordance with 49 CFR, Part 172, Subpart H. The training includes:

a.) General Awareness/Familiarization b.) Safety c.) Function awareness d.) Security Awareness e.) In-depth Security f.) Privacy Training: TMS 10203 VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information Please have all drivers click on the VA Privacy Training link above and take the privacy training course and sign it.

Contractor shall provide a copy of driver training certification identified above. Drivers are required to be certified in the states of operation (AR and MO). Copies of driver’s training certificate shall be submitted with offer. No driver shall be allowed to operate without training certificate. Contractor shall notify the COR at time any driver change is made and insure training certificate is approved by COR prior.

1.3 Courier staff shall segregate and deliver items to appropriate locations within the VHSO system to ensure dental items Dental point of contact.

1.4 VHSO staff shall appropriately prepare all items for transport. VHSO staff must appropriately label all items. The contractor shall maintain items for transport in the same manner that they were given.

1.5 The contractor shall identify patient names on samples and match to paperwork provided. The contractor must maintain confidentiality of names and samples in accordance with HIPAA guidelines.

1.6 Contractor will transport all dental SPS to Dental Clinic that day.

2. Acronyms

2.1 This section lists acronyms that are used in this Statement of Work and other parts of the solicitation.

AOD – Administrative Officer of the Day - VHSO 479-443-4301 x65331 CO – Contractor owned COTR - Contracting Officer Technical Representative DOT – Department of Transportation FDA – U.S. Food & Drug Administration GO – Government owned HIPAA - Health Insurance Portability and Accountability Act OGA – Other Government Agency (Other than VA) OSHA – U.S. Department of Labor, Occupational Safety and Health Administration P&LMS – Pathology & Laboratory Medicine Service VA – Department of Veterans Affairs VHSO – Veterans Healthcare System of the Ozarks VISN – Veterans Integrated Service Network

3. Scope & Requirements

3.1 The scope of courier services includes pickup and delivery of daily items of business between the main VHSO campus and Springfield, MO CBOC. Items picked up and delivered are dental equipment (SPS) small (hand held) medical equipment items.

3.2 Courier operations will be conducted each workday between the “VHSO Main” and each pickup/drop off location listed below according to the schedule.

a. The clinics will be open Monday thru Friday, from 8am to 4:30pm excluding federal holidays.

(Note: Holidays observed by Federal Government are New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a national holiday. It should be noted that if a holiday falls on Saturday, it is observed on Friday. If a holiday falls on Sunday, it is observed on Monday. The outpatient clinics will not be open on these holidays.)

Flexibility regarding sequencing of the VHSO campus pick up stops “a” through “d” is allowable, however all locations “a” through “d” will be checked each day to ensure all items have been picked up timely.

3.3 Pickup and Drop off locations:

a. VHSO Main Loading Dock 1100 N. College Fayetteville, AR 72703

b. Springfield CBOC

1850 W. Republic Rd

Springfield MO 65807

c. VHSO Dental Clinic 1100 N. College Fayetteville, AR 72703

d. VHSO AOD Emergency Dept.

1100 N. College Fayetteville, AR 72703 After 4:30 pm

3.4 Daily courier runs will begin at the VHSO campus, locations “a” through “d” for the section between the hours of 8:00 am and 11:00 am or depending on the destination of the courier trip. Arrival and departure times are governed by several clinical factors and where stated, must be followed on each trip.

· Pick up items from VHSO no earlier than 8:00 am.

· Arrive Springfield, MO CBOC, Depart Springfield CBOC no earlier than 2:30 pm.

· Return to VHSO no later than 4:30 pm. Dental items will be taken to Dental Clinic or after hours to the AOD location “d”.

3.5 Items may not be retained overnight. If any item cannot be delivered the courier driver will immediately report the circumstances to the AOD for resolution.

3.6 Accidents involving any courier vehicle carrying GO property will be immediately reported by the driver to the Chief of Logistics. If after 4:30pm to the VHSO AOD. The contractor will take steps to protect all GO property until a pick up from an accident site can be arranged.

4. Government-Furnished Property

4.1 Totes for transporting dental (SPS) medical instruments will be provided as GO property by the VHSO.

5. Contractor-Furnished Equipment

5.1 All equipment and materials required to perform the contract (other than what is specifically listed in section 4, Government-Furnished Property) shall be provided by the contractor. CO equipment shall be maintained by the contractor without additional cost to the Government. CO equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices.

5.2 The contractor will be required to provide spill kits for each vehicle used, and train drivers on proper use of the spill kits to contain spilled chemicals.

5.3 Size Average Load. The contractor vehicles will have the capability to carry of up to 127 cubic feet interior volume protected from the elements.

6. Quality Assurance Requirements

6.1 The contractor will provide a delivery ticket for each delivery indicating items picked up, originating location and destination. A copy of the delivery ticket will be left with the point of contact where the pickup occurred.

6.2 The contractor will immediately report to the destination point of contact and the COR any items that appear to have been compromised during delivery. This includes items packed for temperature sensitivity that may have reached high temperatures, items labeled with patient information where labels have come off, or items that opened during transport.

6.3 Items selected for transport to an approved gaining facility from VHSO that require specialized temperature and humidity controls will be transported and stored in a temperature and humidity-controlled environment until the appropriate time of transfer has been reached. Contractor will be provided with an appropriate temp/humidity monitor as well as a log to complete and deliver to destination point-of-contact. Upon successful transport and delivery of these items, VHSO staff will perform an inspection to verify that the items were delivered within acceptable physical integrity and appearance parameters, as well as, appropriate temperature and humidity constraints. Appropriate annotations will then be made to receiving log.

6.4 When transporting pharmaceuticals with the medical grade freezer, it must stay under constant power and be capable of maintaining -30°F. A log will be kept to record temperatures at pick-up and drop-off to ensure temperature stability. This log must be returned to the sending service (Pharmacy) upon daily return.

6.5 The contractor will haul the entire load daily. They will be responsible for any vehicle break downs or disruptions to the service to not interrupt service to our veterans. The contractor will have a backup plan for break downs or problems with their drivers. They will also have back up drivers if needed.

6.6 Contractor shall provide liability insurance (at replacement value) or identical physical replacement for damage to VHSO owned medical grade transport freezer for damage during transport.

7. Non-Performance The Contractor shall perform unless deemed by the COR as service cannot by performed due to inclement weather (ice, snow, etc.). The Contractor is required to contact the COR for COR’s determination/approval in these cases prior to nonperformance. Invoices for these nonperformance days shall be reduced by the rate of daily services identified in the Price Schedule.

8. Supplemental Insurance Requirements In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employer’s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

The contractor shall provide a copy of the liability insurance coverage to Contracting Officer within (5) days of notice of award.

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VAPrivacyTrainingforPersonnelwithout2018AccesstoVAComputerSystemsorDirectAccesstoortheUseofVASensitiveInformation09212018.pdf

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use VA sensitive information or protected health information (PHI) in any form such as electronic or paper or have access to any VA computer system such as VA Time and Attendance System (VATAS), Computerized Patient Record System (CPRS), Joint Legacy Viewer (JLV), Veterans Health Information Exchange (VHIE), Compensation and Pension Record Interchange (CAPRI).

You will find this training outlines your role and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear.

If you have direct access to VA sensitive information or access to a VA computer system where there is protected health information such as VaTAS, CPRS, JLV, VHIE or CAPRI you must take Privacy and HIPAA Focused Training (TMS 10203).

VA Privacy and Information Security Awareness and Rules of Behavior (TMS 10176) is always required to use or gain access to a VA computer system or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov

What is VA Sensitive Information/Data?

All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

What is Protected Health Information?

The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA.

What is an “Incidental” Disclosure?

An incidental disclosure is one where an individual’s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran’s protected health information or VA sensitive information to be disclosed incidentally.

https://www.tms.va.gov/

For example:

• You overhear a healthcare provider’s conversation with another provider or patient even when the conversation is taking place appropriately.

• You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility.

• You may hear a Veteran’s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment

Safeguards You Must Follow To Secure VA Sensitive Information:

• Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

• Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

• Don’t take pictures using a personal camera without the permission from the Medical Center Director.

• Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

• Do not share VA access cards, keys, or codes to enter the facility.

• Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), VA keys or keypad lock codes to your supervisor or VA police.

• Do not use a VA computer using another VA employee’s access and password.

• Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility

What are the Six Privacy Laws and Statutes Governing VA?

1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

2. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

3. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

4. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

5. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

6. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.

What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status.

Know your VA/VHA Privacy Officer and Information Systems Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION

OF OUR VETERANS

Employee (Print Name) Date Employee Signature Print Name of Contract Agency, if contractor Print Name of VHA Department/Supervisor/Contracting Officer

PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER

FOR DATA ENTRY INTO TALENT MANAGEMENT SYSTEM