PWS Medical Courier Service_Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

Courier Service for Joint Base San Antonio (JBSA) Medical Centers

1. Purpose: The purpose of this Performance Work Statement (PWS) is to define Joint Base San Antonio (JBSA) Medical Centers’, including the 59th Medical Wing (59 MDW) courier service requirement to provide laboratory specimen and diagnostic imaging film pick-up from the Randolph laboratory 221 Third Street West, Building 1040, Room 1D105, Randolph AFB, TX 78150 to be delivered to Lackland and/or Fort Sam Houston Military Medical Centers and to pick up and deliver pharmaceuticals, medical records, blood components, laboratory specimens, tissue samples, diagnostic imaging films, and medications to area clinics, hospitals, military pharmacies and other medical facilities in the Greater San Antonio area.

2. Scope of Work:

2.1 Medical Records

2.1.1. A log of record pickup and deliveries will be maintained by the Contractor and the Medical Records Department. The log shall be signed and updated by the Contractor during the delivery and pickup of records.

2.1.2. The Contractor shall provide weatherproof containers to transport medical records between facilities.

2.1.3. Each facility shall ensure that all records departing the facility have a Controlled Unclassified Information coversheet, SF Form 901 attached. The Contractor will not be able to take records without the appropriate coversheet.

2.1.4. All drivers must be bonded, and HIPAA trained. The Contractor will provide bond and training certificates no later than 30 days after the post award meeting.

2.2. Blood, Blood Components, Laboratory Specimens, and Tissue Samples

2.2.1. A log documenting pickups and deliveries shall be maintained by the Contractor, the laboratory department and/or Blood Bank.

2.2.2. The blood bank and/or laboratory shall prepare the blood components and/or specimens for transport. All laboratory specimens shall be packaged and labeled appropriately to meet Department of Transportation/Occupational Safety and Health Administration standards. Each of the JBSA medical facilities shall provide dry ice, ice packs, and/or packaging for the laboratory specimens and diagnostic imaging films.

2.2.3. The courier will be required to complete annual Transport Personnel Training IAW College of American Pathologist’s Laboratory General Checklist item GEN40515 and will not be provided by the Government. The Contractor will be required to submit training records at the post award meeting (a roster completion is acceptable). This training should consist of Center for Disease Control training Packing and Shipping Dangerous Goods: What the Laboratory Staff Must Know. Individuals can only be certified by their employer.

2.3. Pharmacy

2.3.1. A log of record for pickup and deliveries shall be maintained by the Contractor and the Pharmacy Department.

2.3.2. The Contractor must be certified and/or bonded to carry pharmaceuticals. The Contractor will be required to submit training records at the post award meeting.

2.3.3. The Contractor’s vehicle must be covered and secured, vehicle size shall be no smaller than a cargo van (minimum 600 cubic feet of cargo room and 66 inches of height) with storage, and the vehicle must be equipped with functioning air condition in the cargo areas.

2.3.4. The Contractor shall provide motor vehicles and insulated coolers that can maintain a temperature control environment during transportation of Pharmaceuticals.

2.3.5. Non-refrigerated pharmaceuticals temperature range: 68° F - 77° F (20°C - 25°C) and refrigerated pharmaceuticals in a temperature range of 36° F - 46° F (2° C - 8° C).

2.3.6. The Contractor will pick-up, drop-off, and return pharmaceutical containers/coolers to scheduled locations in the San Antonio area. The Government reserves the right to complete random checks to ensure temperature complies with the requirements in the BPA.

2.4. 559th Medical Squadron Laboratory Specimens, Laboratory Supplies, and Diagnostic Imaging

2.4.1. The Contractor shall provide a point of contact name and phone number for the 559th Medical Squadron Laboratory personnel at the time of contract award to request unscheduled runs.

2.4.2. In the event the Contractor encounters problems that may prevent them from completing the scheduled work, the Contractor shall immediately call the 559th Medical Squadron Laboratory at 210-652-0522 or 210-652-0772

2.4.3. The courier company will provide the 559th Medical Squadron Laboratory technicians a daily delivery receipt listing all deliveries.

2.4.4. The courier will be required to complete annual Transport Personnel Training IAW College of American Pathologist’s Laboratory General Checklist item GEN40515 and will not be provided by the government. The Contractor will be required to submit training records at the post award meeting (a roster completion is acceptable). This training should consist of CDC training Packing and Shipping Dangerous Goods: What the Laboratory Staff Must Know.

Individuals can only be certified by their employer

2.4.5. The 559th Medical Squadron Laboratory shall provide the courier coolers and cooler cases for any specimens requiring temperature control.

2.4.6. The Contractor’s vehicle must be covered and secured, vehicle size shall be no smaller than a cargo van (minimum 600 cubic feet of cargo room and 66 inches of height) with storage, and the vehicle must be equipped with functioning air condition in the cargo areas. Blood boxes and samples are packed to withstand temperatures, but Contractor shall at least keep temperature in vehicle no greater than 77 degrees Fahrenheit for room temperature items.

3. Scheduled Location/Courier Routes: Pick-up and Drop-off Locations

3.1. Medical Records

Stop #

Location/Courier Route

Phone Number

1. WHASC Medical Records/ STR Hall Loop Bldg. 4554, Rm 3A053/54 210-292-7501

JBSA-Lackland, TX 78236

Mon-Fri

2. 433 Aerospace Medical Squadron 2200

2466 Ladd Street Bldg. 3792, Rm.#109 Mon/Tues/Fri ONLY

210-671-5433

3. AIR FORCE POST GRADUATE

DENTAL SCHOOL (AFPDS)

2133 PEPPERRELL ST BLDG 3352

JBSA- LACKLAND TX 78236-5345

Wed Only

210-292-1411

4. Flight Medicine (Reid Clinic) 1940 Carswell Bldg. 7002, Rm.

2C213

210-292-9556

5. Air Force Postgraduate Dental School 2133 Pepperrell St Bldg 7002 Rm 2C213

Wed Only

210-292-0495

6. Gateway Bulverde Clinic 5615 US HWY

281 STE 250

San Antonio, TX 78258 Once a week service requested

210-292-0168

7. SAMMC

3851 Roger Brook Dr.

JBSA-Ft Sam Houston, TX 78234

210-916-9247

8. Budge Dental Clinic 3145 Garden Ave #

JBSA - FT Sam Houston TX 78234 1st & 15th of the month

210-652-3160

9. Rhodes Dental Clinic 2940 Stanley Road JBSA - Ft Sam Houston TX 78234 1st &

15th of the month

210-916-4296

10.

Randolph AFB OPR RM. 1C400 3111 St W. JBSA-Randolph TX

210-652-3484

11.

Randolph AFB Dental Clinic RM. 2A100 3111 St W. JBSA-Randolph TX

Mon-Fri

210-652-1846

12. 1559th MDS Randolph AFB Bldg. 1040 Room: 1C403

Mon-Fri

210-652-8554

13. AF STR CTR

3370 Nacogdoches Rd. Ste. 116 San

Antonio, TX 78217 Mon-Fri

210-954-4679

14. SAMMC

(as needed)

210-916-9247

15. WHASC Medical Records (origination point)

210-292-7501 210-292-5988

3.2. Blood, Blood Components, Laboratory Specimens, Tissue Samples and Diagnostics Imaging Films

Stop

Scheduled

Time Location/Courier Route Phone Number

1. 0830 Pick-up: BAMC, Copy/Mail Room #443-5A in Pathology (4th floor), JBSA Fort Sam Houston, TX 78234

Mon-Fri

210-916-4208 or 210-916-1450

2. 0930 Pick-up: Reid Clinic Laboratory Bldg. 7002 JBSA Lackland, TX 78236 210-292-1191

3. 0945 Drop-off/Pick-up: WHASC 2nd Floor, D Wing, Dermatology Room 2H065, JBSA

Lackland, TX 78236

210-292-5367

4. 1000 Drop-off /Pick-up: WHASC Laboratory Shipping

Garden Level, JBSA Lackland, TX 78236 Mon-Fri

210-292-5463 or 210-292-5466

5. 1030 Drop-off: BAMC Lab Shipping, 4th Floor JBSA Fort Sam Houston, TX 78234

Mon-Fri

210-916-4208 or 210-916-1450

6. 1115 Drop-off/Pick-up: Gateway Bulverde Clinic, Lab Draw Station, 25615 US 281, San Antonio, TX 78258

Mon-Fri

210-292-0182 or 210-292-0178

7. 1215 Drop-off/Pick-up: Reid Clinic Laboratory Bldg. 7002

JBSA Lackland, TX 78236 Mon-Fri

210-292-1191

8. 1230 Pick up/Drop-off: WHASC Laboratory Shipping

Garden Level, JBSA Lackland, TX 78236 Mon-Fri

210-292-5463 or 210-292-5466

9. 1315 Pick-up/Drop-off: BAMC Lab Shipping, 4th Floor

Mon-Fri

210-916-4208

10. 1515 Pick up Gateway Bulverde Clinic, Lab/Draw Station 25615 US 281, San Antonio, TX 78258

210-292-0182 or 210-292-0178

11. 1615 Pick-up/Drop-off: Reid Clinic Laboratory Bldg. 7002

JBSA Lackland, TX 78236 Mon-Fri

210-671-9634

12 1640 Pick up/Drop-off: ASBBC-SA Blood Donor Center 2430 Ladd St. Blvd.3425

JBSA Lackland, TX 78236 Mon through Sat

210-292-8135 or 210-216-7357

13. 1715 Pick up/Drop-off: WHASC Laboratory

Shipping Garden Level, JBSA Lackland, TX 78236

Mon-Fri

210-292-5463 or 210-292-5466

14. 1730 Drop-off: BAMC Lab Shipping, 4th Floor JBSA Ft. Sam Houston, TX 78234

210-916-4208

3.3. Pharmacy

Stop # Scheduled

Time Location/Courier Route Phone Number

1. 0700 Pick-up: Robotic Pharmacy Bldg. 3750

Mon-Fri

210-292-8011

2. 0730 Pick-up/Drop-Off: Reid 1940 Carswell Ave Bldg. 7002 JBSA-Lackland, TX

78236 Mon-Fri

210-292-1144

3. 0800 Pick-up/Drop-Off: WHASC 1100 Wilford Hall Loop Bldg. 4554, Room 1B034 JBSA-Lackland, TX 78236

Mon-Fri

210-292-7970

4. 845 Pick-up/Drop-Off: Randolph Satellite Pharmacy 630 Third St West Bldg. 1068

JBSA-Randolph, TX 78150 Mon-Fri

210-652-6742

5. 945 Pick-up/Drop-Off: Randolph Clinic Pharmacy 221 Third St West Bldg. 1040

JBSA-Randolph, TX 78150 Mon-Fri

210-652-6742

6. 1030 Pick-up/Drop-Off Robotic Pharmacy Bldg. 3750 JBSA-Lackland, TX 78236

210-292-8011

7. 1330 Pick-up/Drop-off: Gateway Bulverde Clinic (GBC) Pharmacy 25615 North US

281, Suite Mon-Fri

210-292-0121

8. 1500 Pick-up/Drop-Off: Robotic Pharmacy Bldg. 3750 JBSA-Lackland, TX 78236

Mon-Fri

210-292-8001

9. 1530 Pick-up/Drop-Off: JBSA Satellite Pharmacy 2275 Reese St Bldg. 8410

JBSA-Lackland, TX 78236 Mon-Fri

210-292-2260

10. 1600 Pick-up/Drop-Off: Commissary 2250 Foulois Street Bldg. 8400 JBSA Lackland

Mon-Fri

210-292-2260

11. NLT 1700 Drop-Off: Robotic Pharmacy Bldg. 3750 JBSA-Lackland. TX 78236

210-292-8011

3.4. 559th Medical Squadron Laboratory Specimens, Laboratory Supplies, and Diagnostic Imaging Stop Pick-up

Time Pick-up Locations

Delivery Time

Delivery Locations

1. 10:00-

11:00 AM

Central Time

559th Medical Squadron Laboratory 221 3rd St W, JBSA- Randolph TX 78150

Before 1:00 PM Central Time same day

SAMMC Laboratory Services, Diagnostic Imaging, Breast Imaging, and WHASC Laboratory Services, Diagnostic Imaging, Breast Imaging 3551 Roger Brooke Drive, JBSA-Ft Sam Houston, TX 78234

2. Before 1:00 PM Central Time

SAMMC

Diagnostic Imaging, Breast Imaging, and

WHASC

Before 4:30 PM Central Time same day

559th Medical Squadron Laboratory 221 3rd St W, JBSA-Randolph TX 78150

Diagnostic Imaging, Breast Imaging 3551 Roger Brooke Drive, JBSA-Ft Sam Houston, TX 78234

3. 2:30 – 4:30 PM Central Time Monday – Thursday.

4:30 PM

Central Time Friday

559th Medical Squadron Laboratory 221 3rd St W, JBSA- Randolph TX 78150

No later than

6:00 PM

Central Time same day

SAMMC Laboratory Services, Diagnostic Imaging, Breast Imaging, and WHASC Laboratory Services, Diagnostic Imaging, Breast Imaging 3551 Roger Brooke Drive, JBSA-Ft Sam Houston, TX 78234

4. Emergency Blood, Blood Components, Laboratory Specimens, and Tissues Samples Medications Pick-Up/Drop-Off Route:

Stop#

Location/Courier Route

POC Name & Number

1. WHASC Laboratory Shipping Garden Level, JBSA-Lackland, TX 78236

210-292-5463

2. SAMMC

Department of Pathology 3551 Roger Brooke Dr.

JBSA-Fort Sam Houston San Antonio, TX 78234

210-916-3315

3. JBSA-Randolph Lab 221 Third St. West, Bldg. 1040 JBSA-Randolph, TX 78150

210-652-0522

4. Armed Services Blood Bank Center - San Antonio 2430 Ladd Street, Building 3425 JBSA-Lackland, TX 78236

210- 292-8109 210-216-7357; Call 210-216-7357 on Saturdays

5. FedEx 1102 Brussels Street San Antonio, TX 78219

800-463-3339

6. Qualtex Laboratories 6211 IH-10 West San Antonio, TX 78201

888-789-5227 210-757-9505

5. Medical Supply Drop-off Route

Stop Schedule

Time Location/ Courier Route Delivery Phone

Number

Pick Up: WHASC Medical Logistics Garden Level JBSA

Lackland, TX 78236 Monday Through Friday

Pick up only 210-292-6590 210-292-6709

TBD due to traffic

Drop-off: PVM 559th Medical Logistics Bldg. 1040 221 Third St West, JBSA Randolph, TX 78150

Monday Through Friday

Drop-off:

PVM 559th

Medical Logistics

Bldg. 1040 221 Third St West, JBSA Randolph, TX 78150

Monday Through

Friday

210-652-1206 to traffic

Drop-off: Gateway Bulverde Clinic Pharmacy and/or Lab, 25615 US

281, San Antonio, 78258 Monday Through Friday

Drop-off:

Gateway

Bulverde Clinic Pharmacy and/or Lab, 25615 US 281, San Antonio, 78258 Monday Through

Friday

210-292-0176 to traffic

Drop Off-JBSA Camp Bullis Bldg.

6364 32400 Marne Rd, Camp Bullis

TX 78257

Friday Only

Drop Off-JBSA Camp Bullis Bldg. 6364

32400 Marne Rd, Camp

Bullis

TX 78257

Friday Only

210-295-8337

6. Instructions for Pick-ups and Deliveries: The 59th Medical Support Squadron personnel shall furnish the Contractor with any special instructions for pick-ups or deliveries. Only personnel listed in the authorized caller list letter will be able to place calls.

7. Handling:

7.1. Records: The Contractor shall be responsible for damage/loss to medical records during transport and delivery of items. In the event of damage/loss the Contractor shall contact the Government immediately.

7.1.2 The Contractor’s vehicle shall be covered and secured, vehicle size shall be no smaller than a cargo van (minimum 600 cubic feet of cargo room and 66 inches of height) with storage.

7.1.3 Daily volumes roughly 50 boxes (might vary during the year).

7.2. Blood, Blood Components and Specimens:

7.2.1. In accordance with 59 MDTS/SGSLP Flight Operating Instruction 44BB-32, the transfer for blood components between facilities necessitates detailed transport instructions so that safety, purity, potency, and quality of components is not compromised by inadequate or inappropriate shipping temperature and conditions.

7.2.2. The Contractor shall take standardized commercial practices to protect components during transport as per OSHA/IATA Guidelines for the transportation and handling of blood, blood products, and components, laboratory specimens, and tissue samples.

7.2.3. The Contractor is responsible for training delivery personnel on the handling and transportation of infectious materials IAW CFR 173.134: Class 6, Division 6.2-Definitions (https://www.law.cornell.edu/cfr/text/49/173.134). In addition, the Contractor shall complete training on the exceptions for the types of materials specified in this PWS and meet any other requirements outlined in CFR Part 173 Shippers-General Requirements for shipments and packaging as it pertains to the materials specified in this PWS.

7.2.4. Daily volume 1-4 boxes/ bags, 15 bags from each laboratory location. Unscheduled pick-ups (estimated 10 times a year) should be quoted per pick-up, as requested.

7.3. Medications

7.3.1. Due to the sensitive nature of the medications and/or supplies transported, the cargo area of the vehicle shall be climate controlled and kept at a temperature no greater than 77 degrees Fahrenheit and no less than 68 degrees Fahrenheit (non-refrigerated) and no greater than 46 degrees Fahrenheit and 36 degrees Fahrenheit (refrigerated).

7.3.2. The cargo capacity of the vehicle must be able to fit the daily shipping order quantity of totes.

7.3.3 there must be a cooler capable of keeping refrigerated items cool (36 degrees Fahrenheit - 46 degrees Fahrenheit) for the duration of transit.

7.3.4 Daily volume 25-30 totes, 15 bags. Unscheduled pick-ups (estimated 1-3 times a year) shall be quoted per pick-up, as requested.

7.4. Medical Supplies:

7.4.1. Due to the sensitive nature of the medications and/or supplies transported, the cargo area of the vehicle shall be climate controlled and kept at a temperature no greater than 77 degrees Fahrenheit and no less than 68 degrees Fahrenheit (non-refrigerated) and no greater than 46 degrees Fahrenheit and 36 degrees Fahrenheit (refrigerated).

7.4.2. The cargo capacity of the vehicle must be able to fit the daily shipping order quantity of Totes/pallets.

7.4.3. There must cooling capabilities for keeping refrigerated items cool (36 degrees Fahrenheit - 46 degrees Fahrenheit) for the duration of transit.

7.4.4. Supplies will be consolidated for each drop-off location, size/weight will range from 1-50lbs. If necessary, items will be loaded on a pallet (48 x 40 x 39") for the vendor. The max pallets M-TH will be 1 pallet and on Fridays 2 pallets due to the stop at Camp Bullis.

7.4.5.

7.5. 559th Medical Squadron Laboratory Specimens, Laboratory Supplies, and Diagnostic

Imaging

7.5.1. Laboratory specimens, laboratory supplies and/or diagnostic imaging films shall be picked-up from the 559th Medical Squadron Laboratory, Monday-Friday between 10:00 a.m. - 11:00 a.m. Central Time and delivered before 1:00 pm Central Time to SAMMC Laboratory Services, Diagnostic Imaging, Breast Imaging departments, and WHASC Laboratory Services, Diagnostic Imaging, Breast Imaging departments. See Table 3.4 for more detail.

7.5.2. Laboratory specimens, laboratory supplies, and diagnostic imaging will be picked up from the SAMMC Laboratory Services, Diagnostic Imaging, Breast Imaging departments, and WHASC Laboratory Services, Diagnostic Imaging, Breast Imaging departments and be delivered to the 559th Medical Squadron Laboratory on the same day, Monday- Friday before 4:30 pm Central Time. See Table

3.4 for more detail.

7.5.3. The afternoon laboratory specimens, laboratory supplies, and diagnostic imaging delivery will be available for pick-up at the 559th Medical Squadron Laboratory between 2:30-4:30 pm Central Time Monday-Thursday and 4:30 pm on Friday and must be delivered to the SAMMC Laboratory Services, Diagnostic Imaging, Breast Imaging departments, and WHASC Laboratory Services, Diagnostic Imaging, Breast Imaging departments no later than 6:00 pm Central Time on the same day, Monday- Friday. See Table 3.4 for more detail.

7.5.4. Daily volume 1-4 botes/ bags, 15 bags from each laboratory location. Unscheduled pick-ups (estimated 10 times a year) should be quoted per pick-up, as requested.

8. Hours of Work: Normal work hours are 7:00 AM to 6:00 PM (Central Time), Monday through Friday. The following legal holidays are observed, and delivery/pick-up will not occur and to will inform the contractor in advance of all unscheduled office closures.

8.1. Recognized Holidays:

Holiday Projected Date

New Year's Day January 1 Martin Luther King Jr's Birthday 3rd Monday in January President's Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4

Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans' Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

NOTE 1: Any holiday falling on a weekend may be observed on the Friday prior or the Monday following at the commander’s discretion. Some Holidays will include more than one day (referred to as “Family Days”). For those subsequent days, there are no pick-ups or deliveries required.

NOTE 2: AETC Family Days do not constitute a holiday. If courier service is required for special circumstances during an AETC Family Day, then an unscheduled run would be required.

NOTE 3: Any unscheduled declared holiday will be observed in the same manner as the legal holidays listed above and will not require pick-up or delivery.

9. General

9.1. Protection of Government Property. The contractor shall take all necessary precautions to protect government property, personnel and equipment.

9.2. Damaged Property. The contractor shall make all necessary repairs to government property if damaged during the performance of service calls. Repairs to damaged government property or replacement of damaged components shall be made at no additional cost to the government.

9.3. Criminal Background Checks. Contractor shall ensure a criminal background check has been performed on all employees working on the installation. Only minimum level National Crime Information Center (NCIC) background checks are required for the performance of this contract.

This requirement is mandatory as called for in AFI 10-245, Air Force Antiterrorism Standards, paragraph 2.17.3. The criminal background checks shall be accomplished prior to the first day of performance.

9.4. Physical Security: The contractor shall obtain passes for each individual used on JBSA facilities during the performance period. The necessary applications for vehicle passes can be obtained by contacting the Security Manager at 210-652-6402 and must be signed by the Security Manager. Base Access Request (EAL) can be submitted to pass and registrations up to a year at a time for couriers.

Courier would need an escort if they don’t have a means to get on base. All vehicle passes must be obtained prior to the start of this contract.

10. Performance Service Summary

P.O.

Performance Objective PWS Paragraph

Performance Threshold

Method of Assessment

1. Pickup/Delivery (Schedule Runs) 3.1, 3.2, & 3.3

Not more than one

(1) failed delivery/pickup per month.

Valid Customer Complaint

2.

Pickup/Delivery (Emergency/Unscheduled Runs)

4 No more than one

(1) failed delivery/pickup per month

Valid Customer Complaint