PWS - Medical Courier Service.docx

PERFORMANCE WORK STATEMENT

MEDICAL COURIER SERVICE

1. GENERAL: The Pathology & Laboratory Medicine Service (P&LMS) at the Bruce W. Carter Miami VA Medical Center has an ongoing requirement for a medical courier service to support the transportation of laboratory specimens. The Period of Performance will consist of one (1) base year, with the option to extend services for up to four (4) additional 12-month option periods. The resulting contract will be awarded as a Firm-Fixed Price agreement.

2. SCOPE:

2.1. The Contractor shall provide all necessary personnel, vehicles, equipment, and materials to perform daily courier services for the transportation of laboratory specimens from designated Community-Based Outpatient Clinics (CBOCs) to the P&LMS at the Bruce W. Carter Miami VA Medical Center, located at 1201 NW 16th St., Miami, FL 33125.

2.2. Courier service requirements are as follows (excluding federal holidays and weekends):

2.2.2. Key West VA Outpatient Clinic: Once daily

2.2.3. CBOC Deerfield Beach: Once daily

2.2.4. CBOC Hollywood: Twice daily

2.2.5. CBOC Pembroke Pines: Once daily

2.2.6. CBOC Homestead: Twice daily

2.2.7. CBOC Key Largo: Once daily (on Tuesdays & Thursdays Only)

2.2.8. CBOC Broward: Four times daily

3. APPLICABLE DOCUMENTS:

3.1. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

3.2. GLOSSARY: Acronyms used in this PWS are listed below for easy reference:

4. PERFORMANCE REQUIREMENTS:

4.1. Contractor's Liability and Regulation compliance:

4.1.1. The contractor shall ensure the confidentiality of all patient information being transported and shall be held liable in the event of a breach of confidentiality.

4.1.2. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579 and Security Requirements for Unclassified Information Technology Resources-Interim October 2008).

4.1.3. The contractor shall comply with HIPPA (Health Insurance Portability and Accountability Act (HIPAA) of 1996) and Hazardous Materials Regulations (HMR) including training requirements as described in Sections of Title 49 Code of Federal Regulations (CFR).

4.1.4. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579) and Public Law 104-191, This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS).

4.1.5. Local and Federal Transportation permits: Certain contaminated “non-waste” products are “infectious substances” under DOT regulations (49 CFR 173. 134). Such products classify as Class 6, Division 6.2. The DOT defines Infectious substance as material known or reasonably expected to contain a pathogen. A pathogen is a microorganism (including bacteria, viruses, rickettsiae, parasites, fungi) or other agent, such as a proteinaceous infectious particle (prion) that can cause disease in humans or animals. Contractor is responsible for ensuring all required permits to transport contaminated items are obtained from federal, state and regulating government agencies.

4.2. Training Records:

4.2.1. Contractor's training records shall include: employee's name, completion date of most recent training, name and address of HIPPA and hazmat trainer and certification that the employee has been trained and tested within 90 days of initial employment and annually thereafter.

4.2.2. Contractor shall provide all training and copies of Training Certificates shall be sent to the COR as soon as training has been completed.

4.3. Items to be Transported

4.3.1. The contractor shall be assigned at least two containers. One container shall be kept at the CBOC at all times for immediate storage & packaging of patient samples. These specimen containers for delivery/pick-up are approximately 16x16x16 in size. Normal box weight of less than 25 lbs.

4.3.2. Laboratory specimens, i.e. body fluids, will be properly packaged by the Department of Veterans Affairs personnel for transportation and shall be placed in the container with appropriate temperature monitoring equipment. All specimen containers will include a patient manifest. Each driver will be given a sheet on which the CBOC will document the time that the container was picked up and the delivery time to the Miami VA Healthcare System. This sheet will also include the number of packages within the container that the contractor was given.

4.3.3. The Contractor, at each site, shall deliver the empty container(s) and pick-up the packed container(s).

4.4. Performance Requirements - Pick-ups:

4.4.1. The Contractor will pick up specimens from the following CBOCs between 3:00PM to 4:00PM daily.

4.4.1.1. CBOC Deerfield Beach

4.4.1.2. CBOC Pembroke Pines

4.4.1.3. CBOC Key Largo

4.4.1.4. If morning pick-ups are required from the above locations, they shall occur no later than 12:00PM. The Contractor will be notified at least 48 hours in advance of any scheduled morning pick-ups.

4.4.2. The Contractor will pick up specimens from CBOC Homestead and CBOC Hollywood within 30 minutes of the scheduled pick-up times: 12:30PM and 3:00PM daily.

4.4.3. The Contractor will pick up specimens from the Key West VA Outpatient Clinic within 30 minutes of the scheduled time of 11:00AM daily.

4.4.4. The Contractor will pick up specimens from Broward CBOC within 30 minutes of the following scheduled times: 9:00AM, 11:00AM, 12:30PM & 3:00PM daily.

4.4.5. The Contractor will deliver all specimens collected from Deerfield Beach, Pembroke Pines, and Key Largo CBOCs to the Bruce W. Carter Miami VA Medical Center between 4:00PM-5:00PM daily.

4.4.5.1. Morning pick-ups from these locations (if applicable) shall be delivered between 12:00 PM and 1:00 PM.

4.4.6. The Contractor will deliver all specimens collected from Homestead and Hollywood CBOCs to the Bruce W. Carter Miami VA Healthcare System at the following times: 1:00PM-2:00PM and 4:00PM-5:00PM daily.

4.4.7. The Contractor will deliver all specimens collected from the Key West VA Outpatient Clinic to the Bruce W. Carter Miami VA Medical Center between 3:00PM-4:00PM daily.

4.4.8. The Contractor will deliver all specimens collected from the Broward CBOC to the Bruce W. Carter Miami VA Medical Center at the following times: 10:00AM-10:30AM, 12:00PM-1:00PM, 2:00PM-3:00PM and 4:00PM-5:00PM daily.

4.4.9. The Contractor will provide on-call pick-up services on an as-needed basis, typically between 8:00 AM and 3:00 PM, Monday through Friday. Requests will be made by phone. The Contractor must be available to respond to unforeseen or urgent specimen transport needs.

4.4.10. All pick-ups will be delivered directly to Pathology & Laboratory Medicine Service (P&LMS) Room A305 (Main Building, 3rd floor), phone number 305-575-7000, extensions 13450 or 13460.

4.4.11. The Government will require a written report from the contractor when pick-up and delivery incidents are documented as being untimely. This report shall be due within 24 hours of request.

4.5. Communications

4.5.1. The COR shall be notified by phone within two (2) hours of the Contractors actual or constructive knowledge of conditions which may adversely affect the Contractors ability to perform contract requirements.

4.5.2. The COR will notify the Contractor of conditions which interfere with normal operations that are unexpected and out of the control of the Medical Center (i.e. Hurricane Alerts or unexpected Clinic closure).

4.5.3. The Courier Service and the designated drivers shall maintain a contact list for each CBOC in the event that rapid communication and response with the CBOC is needed (i.e. access denied).

4.5.4. In the event, additional transport supplies (i.e. Dry ice) are required, the COR shall be notified prior to purchase in order to obtain approval for purchase. Amount of purchase is not to exceed $200.00 per purchase.

5. PERFORMANCE LOCATION AND HOURS:

5.1. There are eight locations where pick-ups or deliveries are required.

5.1.1. All specimens are to be delivered to:

Bruce W. Carter Miami VA Medical Center Pathology & Laboratory Medicine Service, Room A305 1201 NW 16th Street, Miami, FL 33125.

5.1.2. The eight locations where specimens will be picked up are as follows:

CBOC Deerfield Beach 2100 SW 10th St, Deerfield Beach, FL 33442 CBOC Pembroke Pines 7369 Sheridan St, Ste 102, Hollywood, FL 33024 CBOC Hollywood 3702 Washington St, Hollywood Pavilion, Ste 201, Hollywood, FL 33021 CBOC Homestead 950 Krome Ave, Ste 401, Homestead, FL 33030 CBOC Key Largo 105662 Overseas Hwy, Key Largo, FL 33037 Key West VA Outpatient Clinic 1300 Douglas Circle, Key West, FL 33040 CBOC Broward 9800 Commercial Blvd., Sunrise, FL 33351 H-PACT (Healthcare for Homeless Veterans) 1492 W Flagler Street, Miami, FL 33135

5.2. Government Duty Hours and Federal Holidays

5.2.1. Government normal duty hours are from 8:00AM-4:30PM, Monday through Friday, excluding Federal holidays.

5.2.2. There are eleven Federal Holidays as follows:

5.2.3. Any additional Federal Holiday that is proclaimed by the President of the United States is observed.

5.2.4. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. government agencies.

6. DELIVERABLES:

6.1. The contractor shall deliver all invoices for review according to the established contract at the end of each billing cycle.

6.2. All items not contracted shall be specifically detailed on the invoice including description, quantity acquired, and government cost.

6.3. The contractor shall provide a copy of the sheet from each delivery that proves the time that the containers were picked up and delivered during the month by the tenth day of the following month.

7. KEY PERSONNEL REPLACEMENT AND SUBSTITUTION:

7.1. Requests for approval of substitutions 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.

7.2. If the Contracting Officer determines that, (1) suitable and timely replacement of personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming, or (2) the resultant substitution would be so substantial as to impair the successful completion of the contract or the delivery order in accordance with the proposal accepted by the Government at time of contract award, the Contracting Officer may, (1) terminate the contract for default or for the convenience of the Government, as appropriate, or (2) at his discretion, if he finds the Contractor at fault for the condition, equitably adjust the contract price downward to compensate the Government for any resultant delay, loss or damage.

7.3. The Contractor shall replace any absent individual for any period greater than one workday (may be changed) so as to leave a full complement of trained qualified personnel at all times with no disruption of services.

8. CONTRACTOR PERSONNEL AND MANAGEMENT:

8.1. Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

8.2. Security Clearances. NOT APPLICABLE

8.3. Government Badges. The COR will coordinate through the Service PIV Sponsor/Managers the issuance of required access badges to Contractor personnel. Contract personnel will always wear laminated identification badges, provided by the Government, when performing duties. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract.

8.4. Contractor Badges. Notwithstanding the requirement to wear a Government furnished badge, Contractor personnel shall also always wear a laminated contractor identification badge when performing services under this Contract, including when on Government directed travel The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

8.5. All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials. They must also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

8.6. Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

8.7. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

8.8. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval by hospital director or designated representative.

8.9. Standards of Conduct

8.9.1. Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel.

8.9.2. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

8.9.3. Working Attire and Appearance. Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

8.9.4. The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

9. TRAVEL: Not Applicable.

10. NON-PERSONAL SERVICE STATEMENT: Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the PWS. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

11. NON-PERSONNEL SERVICE STATEMENT:

11.1. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of each contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the PWS in an efficient, reliable, and professional manner. The normal manner of dress is business casual.

11.2. Specific Personnel Qualifications Requirements -Personnel assigned to or utilized by the contractor in the performance of this contract shall, as a minimum:

11.2.1. Be a United States Citizen

11.2.2. Be qualified by the contractor as capable to perform as a courier that can transport potentially bio-hazardous laboratory specimens.

12. PERFORMANCE STANDARDS AND QUALITY MEASUREMENT:

12.1. Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection.

12.2. Performance Evaluation: After acceptance of the contract the contractor will be monitored for adherence to requested specimen pick-up and delivery times, accountability and invoice verification, customer satisfaction (response to complaints).

12.3 The QASP and its performance objectives as follow: