S02 - (RFQ) - 36C26120Q0804 - VANCHCS MED COURIER SVCS.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 82

612-20-2-282-0006

36C26120Q0804 09-01-2020

Jason T. Hill 925-372-2386 09-15-2020

2:00 PM PST

Department of Veterans Affairs

VA Sierra Pacific Network (VISN 21)

VA Northern California HealthCare System

150 Muir Road

Martinez CA 94553-4668

X 100

X

492210

$30 Million

N/A

"See Delivery Schedule"

VA Sierra Pacific Network (VISN 21)

VA Northern California HealthCare System

FMS-VA-2(101) Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

This requirement is for :

Medical Courier Services for the VA Northern California

Healthcare System

Base Year : 9/28/2020 - 9/27/2021

Order:

Obligation:

Applicable wage determination:

(WD-SACRAMENTO) -15-5631 - Rev.11 -07.16.202

(WD-SOLANO) -15-5655 - Rev.10 -07.20.2020

(WD-ALAMEDA-CONTRA COSTA) - 15-5624 - Rev.13

See CONTINUATION Page

Jason T. Hill

Contracting Officer

36C26120Q0804

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.2 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.3 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.4 VAAR 852.203-71 DISPLAY OF DEPARTMENT OF VETERAN AFFAIRS

HOTLINE POSTER (DEC 1992)

C.5 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 52.203-99 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (DEVIATION) (FEB 2015) .36

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.11 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) .38

C.12 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS

(OCT 2018)

C.13 52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

C.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JUN 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020) 56

E.5 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (JUN 2020)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR

b. GOVERNMENT: Contracting Officer 36C261 Jason T. Hill

VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in Arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

a. Vendor Electronic Invoice Submission Methods

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Base Year: 9/28/2020 – 9/27/2021

ITEM

NUMB

ER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

PER

MILE

RATE UNIT PRICE AMOUNT

0001 Route #1: Sacramento Valley #1 as described in PWS schedule.

52 WK ___________

0002 Route #2: Sacramento Valley #2 as described in PWS schedule.

52 WK ___________

0003 Route #3: East Bay #1 as described in PWS schedule.

52 WK ___________

0004 Route #4: East Bay #2 as described in PWS schedule.

52 WK ___________

0005 Route #5: Redding #1 as described in PWS schedule.

52 WK ___________

0006 Route 6: Emergency Routes; Location TBD, with origination and destination to be a VANCHCS facility.

Route not to exceed Daily Mileage of 300 Miles.

8 DY ___________

BASE YEAR TOTAL ___________

* Estimated Quantities – payment will be made based upon the fixed unit prices and level of effort. Any funds remaining for unused quantities will be de-obligated from the task order.

Option Year 1: 9/28/2021 – 9/27/2022

ER

RATE UNIT PRICE AMOUNT

1001 Route #1: Sacramento Valley #1 as described in PWS schedule.

52 WK ___________

1002 Route #2: Sacramento Valley #2 as described in PWS schedule.

52 WK ___________

1003 Route #3: East Bay #1 as described in PWS schedule.

52 WK ___________

1004 Route #4: East Bay #2 as described in PWS schedule.

52 WK ___________

1005 Route #5: Redding #1 as described in PWS schedule.

52 WK ___________

1006 Route 6: Emergency Routes; Location TBD, with origination and destination to be a VANCHCS facility.

Route not to exceed Daily Mileage of 300 Miles.

8 DY ___________

OPTION YEAR 1 TOTAL ___________

Option Year 2: 9/28/2022 – 9/27/2023

ER

RATE UNIT PRICE AMOUNT

2001 Route #1: Sacramento Valley #1 as described in PWS schedule.

52 WK ___________

2002 Route #2: Sacramento Valley #2 as described in PWS schedule.

52 WK ___________

2003 Route #3: East Bay #1 as described in PWS schedule.

52 WK ___________

2004 Route #4: East Bay #2 as described in PWS schedule.

52 WK ___________

2005 Route #5: Redding #1 as described in PWS schedule.

52 WK ___________

2006 Route 6: Emergency Routes; Location TBD, with origination and destination to be a VANCHCS facility.

Route not to exceed Daily Mileage of 300 Miles.

8 DY ___________

OPTION YEAR 2 TOTAL ___________

Option Year 3: 9/28/2023 – 9/27/2024

ER

RATE UNIT PRICE AMOUNT

3001 Route #1: Sacramento Valley #1 as described in PWS schedule.

52 WK ___________

3002 Route #2: Sacramento Valley #2 as described in PWS schedule.

52 WK ___________

3003 Route #3: East Bay #1 as described in PWS schedule.

52 WK ___________

3004 Route #4: East Bay #2 as described in PWS schedule.

52 WK ___________

3005 Route #5: Redding #1 as described in PWS schedule.

52 WK ___________

3006 Route 6: Emergency Routes; Location TBD, with origination and destination to be a VANCHCS facility.

Route not to exceed Daily Mileage of 300 Miles.

8 DY ___________

OPTION YEAR 3 TOTAL ___________

Option Year 4: 9/28/2024 – 9/27/2025

ER

RATE UNIT PRICE AMOUNT

4001 Route #1: Sacramento Valley #1 as described in PWS schedule.

52 WK ___________

4002 Route #2: Sacramento Valley #2 as described in PWS schedule.

52 WK ___________

4003 Route #3: East Bay #1 as described in PWS schedule.

52 WK ___________

4004 Route #4: East Bay #2 as described in PWS schedule.

52 WK ___________

4005 Route #5: Redding #1 as described in PWS schedule.

52 WK ___________

4006 Route 6: Emergency Routes; Location TBD, with origination and destination to be a VANCHCS facility.

Route not to exceed Daily Mileage of 300 Miles.

8 DY ___________

OPTION YEAR 4 TOTAL ___________

GRAND TOTAL ___________

PERFORMANCE WORK STATEMENT

1. GENERAL:

1.1. Services Provided: The Contractor shall provide transportation of contaminated medical instruments and equipment for the reprocessing of specified reusable medical equipment.

from locations within the VA Northern California Health Care System, and deliver them to the designated Sterile Processing Service locations in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs

(VA) and the Northern California Health Care System.

1.2. Place(s) of Performance – Services will initially be provided at the following locations within VA Northern California Health Care System:

1.2.1. Location of pickup/transport services required will vary daily due to the schedule of required surgeries. The Contractor may be required to provide services at any of the following locations within VA Northern California Health Care System:

Chico VA OPC, 280 Cohasset Road, Chico, CA 95926

Fairfield VA OPC, 103 Bodin Circle, Fairfield, CA 94535

Martinez VA OPC, 150 Muir Road, Martinez, CA 94553

McClellan VA OPC, 5342 Dudley Boulevard, McClellan Park, CA 95652

Mare Island VA OPC, 201 Walnut Avenue, Mare Island, CA 94592

Oakland VA OPC, 2221 Martin Luther King Way, Oakland, CA 94612

Redding VA OPC, 351 Hartnell Avenue, Redding, CA 96002

Sacramento VA Medical Center, 10535 Hospital Way, Sacramento, CA 95655

Yreka VA OPC, 101 E. Oberlin Road, Yreka, CA 96907

Yuba City VA OPC, 425 Plumas Street, Yuba City, CA 95991

1.2.2. The CO shall notify the Contractor in writing, no less than 60 calendar days prior to the date services are required at the new location. The contract will be modified to reflect approved changes.

1.3. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority.

1.4. Policy/Handbooks:

1.4.1. VA Directive 1663: Health Care Resources Contracting - Buying http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347

1.4.2. VHA Directive 2006-041 “Veterans’ Health Care Service Standards” (expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443

1.4.3. VHA Directive 1116(2); Sterile Processing Services (SPS) https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3186VHA

Handbook 1100.18 Reporting And Responding To State Licensing Boards -http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.4.4. VHA Handbook 1907.01 Health Information Management and Health Records:

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791

1.4.5. Privacy Act of 1974 (5 U.S.C. 552a) as amended

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.4.6. United States Department of Labor, Occupational Safety and Health

Administration, Bloodborne Pathogens (BBP) Standard 1910.1030(d)(2)(viii);

1910.1030(d)(4)(ii).

1.4.7. California Department of Industrial Relations, Title 8, Subchapter 7, Group 16, Article 109, §5193

1.5. Definitions/Acronyms: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.5.1. AAMI: Association for the Advancement of Medical Instrumentation. AMMI is the source for all practice and design standards for decontamination, disinfection, and sterilization.

1.5.2. ANSI: American National Standards Institute. ANSI supports the development and approval of national voluntary standards, develops accreditation programs, and serves as the U.S. representative to the International Standards

Organization (ISO)

1.5.3. BIOMED ENGINEERING: A support department that inspects, repairs, tests, and maintains a wide range of patient care equipment. Biomedical Engineering may provide primary response for maintaining SPS equipment. It also works closely with Logistics Service for the temporary storage of new equipment items before they are released for medical use in the facility, and for existing items awaiting repair or parts. Biomedical Engineering may also be called Clinical

Engineering.

1.5.4. CLEAN LOADING DOCK: Accommodates loading truck bays for vehicles unloading clean material and equipment delivered to the healthcare facility.

Separation between clean and soiled loading docks http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347 https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791 http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.5.5. DECONTAMINATION – SOILED WORK: An area that accommodates receiving, cleaning and disinfection of surgical instruments, scopes, reusable medical devices, carts and related patient care items that require decontamination and / or sterilization.

1.5.6. Infection Control Risk Assessment (ICRA): A multidisciplinary, organizational, documented process that considers the medical facility’s patient population and mission to reduce the risk of infection based on knowledge about infectious agents and the care environment, permitting the facility to anticipate its potential impact.

1.5.7. LOGICAL UNIT OF MEASURE (LUM): A supply delivery model, also referred to as Low Unit of Measure, whereby medical products are ordered, received, and replenished directly to end users in a ready-to-use format. This model is part of a

“just in time” vendor supported replenishment system.

1.5.8. LOGISTICAL CATEGORY (LOG CAT): A system used by the VA to classify the procurement and installation of equipment.

1.5.9. LOGISTICS RECEIVING, STORAGE AND DISPATCH: An area that accommodates receiving and storage of clean and sterile supplies and instruments within a controlled environment prior to distributing them to end users.

1.5.10. PERSONAL PROTECTIVE EQUIPMENT (PPE): Specialized clothing worn by SPS employees to prevent exposure to blood borne pathogens and other infectious elements.

1.5.11. RECEIVING / PROCESSING: An area within Logistics Service, where the detailed inspection of material and equipment takes place. Logistics Service staff will complete the appropriate receiving reports, and the sorting of all items for delivery to the appropriate storage location. Boxes and packing material are broken down into smaller quantities for placement on shelves or delivery to end users.

1.5.12. REUSABLE MEDICAL EQUIPMENT (RME): RME is any medical

equipment designed by the manufacturer to be reused for multiple patients. SPS must follow the reprocessing instructions provided by the manufacturer to ensure proper use.

1.5.13. SOILED LOADING DOCK: Accommodates one or more truck bays for the interface with trash compactors, recycling compactors / dumpsters, on-site treatment of regulated medical waste (if authorized), and the removal of soiled linen, sharps, and other soiled materials. The Soiled Loading Dock may be located adjacent to, but must be physically separated from, the Clean Loading

Dock.

1.5.14. SPS: Acronym for Sterile Processing Service.

1.5.15. SPS REPROCESSING: The cleaning, disinfection, testing, repair, repackaging and sterilization of contaminated reusable medical equipment

(RME) in order to make them available for use in patients.

1.5.16. Standard storage unit: a metric for planning sps and unit item storage requirements. It uses modules representing typical 24” d x 60” w x 72” h open wire shelves.

1.5.17. Sterilization: the elimination of all living microorganisms through the use of high temperature and, in some cases, chemical elements.

1.5.18. Transport cart: a mobile cart used to transport instruments, scopes or supplies between sterile processing service and patient care areas; also referred as transfer cart.

1.5.19. Truck bay: a space at the loading dock that accommodates one delivery truck. Loading docks are comprised of multiple truck bays to accommodate deliveries and may incorporate dock lifts and leveling devices.

1.5.20. Contracting officer (co): the person executing this contract on behalf of the government with the authority to enter into and administer contracts and make related determinations and findings.

1.5.21. Contracting Officer’s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.5.22. CPARS: Contractor Performance Assessment Reporting System

1.5.23. CPRS: Computerized Patient Record System- electronic health record system used by the VA.

1.5.24. Credentialing: Credentialing is the systematic process of screening and evaluating qualifications and other credentials, including licensure, required education, relevant training and experience and current competence and health status.

1.5.25. DEA: Drug Enforcement Agency

1.5.26. ED: Emergency Department

1.5.27. Full Time Equivalent (FTE): VA’s definition for full time employees working the equivalent of 80 hours every two weeks, 2080 hours per year. In calculating

FTE, any hours not worked on national holidays shall not be included.

1.5.28. HHS: Department of Health and Human Services

1.5.29. HIPAA: Health Insurance Portability and Accountability Act

1.5.30. HR: Human Resources

1.5.31. ISO: Information Security Officer

1.5.32. Medical Emergency: a sudden onset of a medical condition manifesting itself by acute symptoms of sufficient severity that the absence of immediate medical attention could reasonably result in: Permanently placing a patient's health in jeopardy, causing other serious medical consequences, causing impairments to body functions, or causing serious or permanent dysfunction of any body-organ or part.

1.5.33. MOD: Medical Officer of the Day

1.5.34. National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers).

1.5.35. Non-Contract Provider: Any person, organization, agency, or entity that is not directly or indirectly employed by the Contractor or any of its subcontractors

1.5.36. POP: Period of Performance

1.5.37. PPD: Purified Protein Derivative

1.5.38. PWS: Performance Work Statement

1.5.39. Privileging (Clinical Privileging): Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual’s license, based upon the individual’s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific.

1.5.40. QASP: Quality Assurance Surveillance Plan

1.5.41. Veterans Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is located in Washington, D.C.

1.5.42. Veterans Integrated Services Network (VISN): The regional oversight for the

VA medical centers.

1.5.43. VISTA (Veterans Integrated Systems Technology Architecture): A PC based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient’s medical record and with the hospital information system.

1.5.44. VetPro: A federal web-based credentialing program for healthcare providers.

1.5.45. VA: Unless identified with the name of a different VA medical facility, for purposes of this contract, this term shall mean the Northern California Health

Care System Outpatient Clinic in Martinez.

2. QUALIFICATIONS:

2.1. Staff/Facility:

2.1.1. License: Personnel assigned by the Contractor to perform the services covered by this contract shall have a current state and federal license to perform transportation of contaminated/hazardous medical instruments and equipment in any State, Territory, or Commonwealth of the United States or the District of Columbia. All licenses held by the personnel working on this contract shall be full and unrestricted licenses.

2.1.2. Credentialing and Privileging: Credentialing and privileging is to be done in accordance with the provisions of VHA Handbook 1100.19 referenced above. The

Contractor is responsible to ensure that contractor possesses the requisite credentials enabling the granting of privileges.

2.1.3. Technical Proficiency: Contract personnel shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documentation, upon request of the CO/COR, to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experience, including any gaps in educational history for all contract transportation of contaminated medical instruments and equipment shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior.

2.1.4. Standard Personnel Testing (PPD, etc.): Contractor shall provide the CO and

COR with proof of the following tests for all who will be performing services under the contract. Such information shall be provided within five (5) calendar days after contract award and prior to the first duty shift. Tests shall be current within the past year.

2.1.4.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract SPS transportation personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

2.1.4.2. RUBELLA TESTING: Contractor shall provide proof of immunization for all contract SPS transportation personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR.

2.1.4.3. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO

BLOODBORNE PATHOGENS: Contractor shall provide generic self-study training for all contract SPS transportation personnel; provide their own

Hepatitis B vaccination series at no cost to the VA if they elect to receive it;

maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. The VA shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guidelines for Infection Control in health care personnel (as published in the American Journal for Infection Control (AJIC)

1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.1.5. National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The VHA must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the Centers for

Medicare and Medicaid Services (CMS) National Plan and Provider Enumeration

System (NPPES) be provided to the Contracting Officer with the proposal.

2.1.6. Conflict of Interest: The Contractor and all contract SPS transportation personnel are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of quote, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The

Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest.

2.1.7. Citizenship Related Requirements:

2.1.7.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952 as

Amended, its related laws and regulations enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of

Veterans Affairs patient referrals.

2.1.7.2. The Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent

Amendments, as well as applicable Federal Acquisition Regulations.

2.1.7.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans

Affairs may, consider the violations as the basis for termination of this contract for breach.

2.1.8. Non-Personal Healthcare Services: The parties agree that the Contractor and all contract SPS transportation personnel shall not be considered VA employees for any purpose.

2.1.9. Inherent Government Functions: Contractor and SPS transportation personnel shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees

(outside a clinical context), selection or non-selection of individuals for Federal

Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for

Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.2. Non-Employee Status: The Contractor shall be responsible for protecting Contract

SPS transportation personnel furnishing services. To carry out this responsibility, the

Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

Workers’ compensation

Professional liability insurance

Health examinations

Income tax withholding, and

Social security payments.

2.3. Emergency Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions.

2.3.1. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.3.2. For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive work days or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

2.3.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the COR;

VA Chief, Supply Chain Management or designee show documented clinical problems or continual unprofessional behavior/actions with any contract SPS transportation personnel, s/he may request, without cause, immediate replacement of said contract SPS transportation personnel.

2.3.4. The CO and COR shall deal with issues raised concerning Contract personnel(s)’ conduct. The final arbiter on questions of acceptability is the CO.

2.4. Contingency Plan: Because continuity of care is an essential part of VA’s medical services, The Contractor shall have a contingency plan in place to be utilized if the contract SPS transportation personnel leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

3. VA HOURS OF OPERATION/SCHEDULING:

3.1.1. Contractor shall notify the COR about any obstacles to meeting this performance measure.

3.1.2. Contract SPS transportation personnel shall be available and present in clinic during normal clinic hours as indicated above.

3.2. Federal Holidays: The following holidays are observed by the Department of Veterans

Affairs:

New Year’s Day

Presidents Day

Martin Luther King Junior Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving

Christmas

Any day specifically declared by the President of the United States to be a national holiday.

4. CONTRACTOR RESPONSIBILITIES:

4.1. Clinical Personnel Required: Contractor shall assign adequate quantity of experienced drivers to provide service to specified and STAT, On-Call, and As Needed routes. The contractor shall certify that all drivers:

1) Have a valid California driver’s license

2) Be trained in biohazardous material handling, bloodborne pathogen exposure, and spill cleanup procedures in compliance with Department of Transportation

(DOT) / CDC Transportation rules and regulations.

4.2. Contract SPS transportation personnel shall be responsible for signing in and out when in attendance. Time sheets will be used by the COR to confirm hours/day and services provided against the contractor’s invoices.

4.3. Contractor employees will be expected to follow all facility related and directed

COVID-19 protocols during the performance of this contract.

4.4. Transport of Soiled Items:

4.4.1. Contaminated items shall be contained before transport through the medical facility to minimize airborne or contact spread of microorganisms, and to reduce the risk of cross-contamination and infection. Reusable collection containers must be biohazard, medical grade, puncture resistant, rigid, made of material that can be properly cleaned and decontaminated and must contain a lid. Disposable, impervious plastic bags and sterilization pouches may not be used to transport contaminated RME.

4.4.2. Containers with biohazard labels used in the soiled utility room must be transported to SPS in a closed or impervious covered cart. Containers are to be exchanged at each pick-up location, and the containers must be cleaned between each use.

4.4.3. Soiled biohazard labeled containers are to be dedicated for soiled transport and storage. Soiled biohazard labeled containers are never used to transport clean equipment.

4.4.4. Gross soil must be removed from RME at the point-of- use by the VA employee user prior to transport. This practice is considered pre-treatment and must contain the following steps: 1) The reusable devices are placed in a properly-sized, biohazard-labeled, closed container. 2) It is the VA employee user's responsibility to dispose of sharps appropriately before returning RME to SPS. 3) Pretreat by spraying enzymatic gels or foam prior to transport to prevent drying. 4) All RME must be transported within four hours to the Decontamination Area of SPS for reprocessing. This includes clinics using RME outside the main facility (CBOCs).

4.4.5. A biohazard label is to be placed on containers used for contaminated equipment or

RME.

4.4.6. When transporting outside the medical facility:

4.4.6.1. The closed, soiled container to be transported to the host medical facility must be exchanged for a clean container at each scheduled pick up. The closed, soiled container must be placed in a larger container or closed cart for transport. The cart or container must be properly labeled for biohazard transport according to local, state, and federal Department of Transportation regulations. Soiled items must be contained in such a way as not to contaminate the person or persons in the transport vehicle or the vehicle itself.

4.4.6.2. Clean containers are to be dedicated for clean transport and storage. Clean containers must be clearly designated as such and are never to be used to transport soiled equipment. Reprocessed items (high-level disinfected or sterilized) must be transported in an enclosed vehicle. The design and materials used in the construction of transport vehicles needs to allow for appropriate decontamination processes, especially if the vehicles are to be used alternately for the transport of clean or sterile items. Transport vehicles are to be checked periodically to ensure that they do not leak.

4.4.7. In accordance with the Association for the Advancement of Medical

Instrumentation, section 8.11.5 Off-site Transportation: Vehicles used to transport sterile packages between health care facilities should provide for the complete separation of clean and sterile items from contaminated items. When motor vehicles are used, environmental conditions should be assessed while the vehicle is in motion and when it is not in motion. Additionally, in geographical areas where high humidity is the norm, drivers should guard against the potential for absorbent items to become contaminated and for the contents of sterile packages to become wet from the condensate that can occur on metal or plastic surfaces that are moved from air-conditioned environments within the processing facility to the non-air-conditioned environment of the transport vehicle to the air-conditioned storage area of the using facility.

Specimens will be sent in specimen coolers or specimen transport boxes under room temperature, refrigerated or frozen conditions. Specimens will be prepared for transport by the sending laboratory staff. On occasion, specimen sealed boxes may contain dry ice and will be labeled as such. Specimen transport containers will be provided by the associated Northern California VA HealthCare System Facility.

Specimens must arrive in the testing laboratory under the same conditions they were sent (room temperature, refrigerated or frozen).

Training for handling and transport of Diagnostic or Infectious Laboratory specimens, including dry ice, must be performed by the contractor according to mandatory national requirements and submitted on demand to the CO or COR. The contractor will review laboratory accreditation requirements (provided by the

Laboratory Manager) once per year and train staff accordingly. A written description of staff training must be submitted with the contract bid.

4.3.7 Performance Standards

Performance

Standard

Number

Performance

Standard

Reference

Performance

Requirement

Performance

Standard

Acceptable

Quality

Threshold

1 Ref. PWS para.

3.1

Transportation of

SPS delivery and pick-up on time

SPS equipment is to be delivered prior to operating hours, and retrieved after last patient of the day

1) <3% failure rate for processed

SPS

instruments

2) 3 complaints or less

2 Ref. PWS para.

4.3.3

Properly identified containers

Containers label biohazard, dedicated for soiled transport

3 complaints or less

3 Ref. PWS para.

4.3.6.2

Clean containers dedicated for transport and storage

Containers must be clearly designated and never used to transport soiled equipment

100% accuracy

0 discrepancies

4.3.8 Locations for pick-up and deliveries

Veterans Affairs Northern California Health Care System (SPS Processing

Station)

10535 Hospital Way, Mather, CA 95655

Sterile Processing Service: Building 650, 1st Floor

McClellan Outpatient Cinic 5342 Dudley Blvd , McClellan Park, CA 95652

Fairfield Outpatient Clinic 103 Bodin Cir, Travis AFB, CA 94535

Martinez Outpatient Clinic Affairs Hospital: (SPS Processing Station) 150 Muir Road, Martinez, CA 94553 Sterile Processing Service: Building 19, 2nd Floor

Mare Island VA Clinic 201 Walnut Avenue Building 201, Mare Island, CA 94592-1107

Oakland Outpatient Clinic 2221 Martin Luther King Jr Way, Oakland, CA 94612

Redding Outpatient Clinic (SPS Processing Station) 351 Harnell Ave, Redding, CA 96002 Sterile Processing Service

Chico Outpatient Clinic 1601 Concord Ave, Chico, CA 95928

Redding Dental Clinic 760 Cypress Avenue Ste 100, Redding, CA 96002

Additional Routes: Location TBD, with origination and destination to be a

VANCHCS facility. Route not to exceed Daily Mileage of 360 Miles or 12 Hours travel time.

Deliveries: (What types of items delivered/picked up): Medical Equipment, transport containers

Vehicle Capacity: Vehicle capacity should be equivalent to Standard Cargo Van with approximately 250 ft3 storage capacity.

Point of Contact: Patricia Robles, Nurse Manager SPS, 916-366-5424

* ROUTE 1 (SAC Valley #1) FREQUENCY: Monday Through

Friday

LOCATION ADDRESS

ESTIMATED

TIMES

MILES

Pick up NCHCS Mather Medical

Center

10535 Hospital Way, Mather, CA

95655

7:00 AM

Deliver to McClellan Outpatient

Clinic

5342 Dudley Blvd, McClellan Park, CA

95652

8:00 AM

Pick up McClellan Outpatient Clinic

NCHCS Mather Medical Center

10535 Hospital Way, Mather, CA

4:00 PM

Deliver to NCHCS Mather Medical

Center

5342 Dudley Blvd, McClellan Park, CA

95652

5:00 PM

Total 2 HRS 50

* ROUTE 2 (SAC Valley #2)

Pick up NCHCS Mather Medical

10535 Hospital Way, Mather, CA

6:30 AM

Deliver to Fairfield Outpatient

103 Bodin Cir, Travis AFB, CA 94535 8:00 AM

Pick up Fairfield Outpatient Clinic 10535 Hospital Way, Mather, CA

Deliver to NCHCS Mather Medical

103 Bodin Cir, Travis AFB, CA 94535 5:30 PM

Total 3 HRS 110 Miles

* ROUTE 3 (East Bay #1)

TIMES

ESTIMATED

MILES

Pick up Martinez Outpatient Clinic 150 Muir Road, Martinez, CA 94553 6:30 AM

Deliver to Mare Island Outpatient

Clinic

201 Walnut Avenue Bldg 201, Mare

Island, CA 94592-1107

Pick up Mare Island Outpatient

Clinic

201 Walnut Avenue Bldg 201, Mare

Island, CA 94592-1107

Deliver to Martinez Outpatient

150 Muir Road, Martinez, CA 94553 5:30 PM

Total 3 HRS 100 Miles

* ROUTE 4 (East Bay #2)

Pick up Martinez Outpatient Clinic 150 Muir Road, Martinez, CA 94553 6:00 AM

Deliver to Oakland Outpatient

Clinic

2221 Martin Luther King Jr Way, Oakland, CA 94612

Pick up Oakland Outpatient Clinic 2221 Martin Luther King Jr Way, Oakland, CA 94612

Deliver to Martinez Outpatient

150 Muir Road, Martinez, CA 94553 6:00 PM

*Total 4 Hours 50 Miles

* ROUTE 5 (Redding #1)

TIMES

ESTIMATED

MILES

Pick up Redding Outpatient Clinic 351 Hartnell Ave, Redding, CA 96002 5:45 AM

Deliver to Redding Specialty

Services Annex 760 Cypress Ave, Redding, CA 96002 6:00 AM

Deliver to Chico Outpatient Clinic 1601 Concord Ave, Chico, CA 95928 8:00 AM 70

Pick up Chico Outpatient Clinic 1601 Concord Ave, Chico, CA 95928 4:00 PM

Pick up Redding Specialty Services

Annex 760 Cypress Ave, Redding, CA 96002 6:00 PM

Deliver to Redding Outpatient

351 Hartnell Ave, Redding, CA 96002 6:15 PM

*Total 4.5 Hours 144 Miles

* ROUTE 6 (Emergency Transport

Route) FREQUENCY: As Needed

TIMES

MILES

VANCHCS Facility TBD TBD

Not to exceed Daily

Mileage of

300 Miles

4.4.7.1. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor’s conduct. The final arbiter on questions of acceptability is the CO.

5. GOVERNMENT RESPONSIBILITIES:

5.1. VA Support Personnel, Services or Equipment

5.1.1. CO Responsibilities:

5.1.1.1. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

5.1.1.2. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting

Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

5.1.1.3. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract.

5.1.2. COR Responsibilities:

5.1.2.1. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.1.2.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled.

5.1.2.3. The COR will maintain a record-keeping system of services by electronic and paper systems. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.1.2.4. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

5.1.3. All contract administration functions will be retained by the VA.

6. SPECIAL CONTRACT REQUIREMENTS:

6.1. Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

6.2. Shipment Packing List: The Contractor and SPS personnel shall maintain verify contents per shipping packing list. No equipment is to be transported without proper documentation.

6.2.1. Record Keeping: All shipments and related documents are to be maintained through the duration of this contract and three years from the expiration of this contract.

7. BILLING:

7.1. Invoice requirements: Invoices must be submitted no later than the 20th workday of the month following the month where services were performed. Subsequent changes or corrections shall be submitted by separate invoice, all invoices must include:

Name and Address of Contractor

Invoice Date and Invoice Number

Contract Number and Purchase/Task Order Number

Date(s) of Service

Contract SPS Transportation Personnel (Name of Contractor’s employee)

Hourly Rate

Quantity of Hours Worked

Total Price

Copy of signed timecard

7.2. Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

7.2.1. VA’s Electronic Invoice Presentment and Payment System – The Financial

Services Center (FSC) uses a third-party contractor, “OB10,” to transition vendors from paper to electronic invoice submission. Please go to this website:

http://ob10.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

7.2.2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American

National Standards Institute (ANSI).

The X12 EDI Web site (http://www.x12.org).

7.2.3. The Contractor may contact FSC at the phone number or email address listed below with any questions about the e-invoicing program or OB10:

OB10 e-Invoice Setup Information: 1-877-489-6135

OB10 e-Invoice email: VA.Registration@ob10.com

FSC e-Invoice Contact Information: 1-877-353-9791 http://ob10.com/us/en/veterans-affairs-us/ http://www.x12.org/

FSC e-invoice email: vafsccshd@va.gov

7.2.4. The contractor shall be paid only for actual work performed onsite. Contractor personnel shall be responsible for submitting accurate invoices. The Contractor shall be paid only for services provided.

8. RECORDS MANAGEMENT: The following standard items relate to records generated in executing the contract and shall apply:

8.1. 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.

8.2. 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…