S02 - (RFQ) - 36C26121Q1062 - MEDICAL COURIER SERVICES (SFVAMC).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 72

662-22-1-5434-0001

36C26121Q1062 08-20-2021

Jason T. Hill 925-372-2386 09-08-2021

02:00 PM PDT

Department of Veterans Affairs

Network Contracting Office (NCO) 21

150 Muir Road

Martinez CA 94553-4668

X 100

X

492210

$30 Million

N/A

X

"See Delivery Schedule"

Network Contracting Office (NCO) 21

FMS-VA-2(101) Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

This requirement is for the following:

Medical Courier Services

Period of Performance: Base plus (4) Option Years

Base Year: 10/01/2021 - 9/30/2022

Order #:

Obligation #:

Applicable Wage Determination:

(WD-SAN FRANCISCO) - 2015-5637 - Rev. 18 - 07_21_2021

Subject to the availability of funds, FAR Clause 52.232-18

See CONTINUATION Page

X X

Jason T. Hill

Contracting Officer

36C26121Q1062

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 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JUL 2021)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.6 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.7 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.10 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

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

ADDENDUM to FAR 52.212-2 EVALUATION – COMMERCIAL ITEMS

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (FEB 2021) (JUL 2020) (DEVIATION)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

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

Department of Veterans Affairs

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.

Department of Veterans Affairs

FMS-VA-2(101) Financial Services Center

PO Box 149971

Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Base Year: 10/01/2021 – 9/30/2022

ITEM

DESCRIPTION OF

SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE

(PER

WEEK) AMOUNT

0001 Route #1 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

0002 Route #2 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

0003 Route #3 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

0004 Route #4 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

0005 Route #5 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

SUBTOTAL N/A

BASE YEAR TOTAL N/A

* 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: 10/01/2022 – 9/30/2023

DESCRIPTION OF

SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE

(PER

WEEK) AMOUNT

1001 Route #1 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

1002 Route #2 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

1003 Route #3 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

1004 Route #4 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

1005 Route #5 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

OPTION YEAR 1 TOTAL N/A

* Estimated Quantities – payment will be made based upon the fixed unit prices and level of effort. Any

Option Year 2: 10/01/2023 – 9/30/2024

DESCRIPTION OF

SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE

(PER

WEEK) AMOUNT

2001 Route #1 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

2002 Route #2 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

2003 Route #3 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

2004 Route #4 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

2005 Route #5 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

OPTION YEAR 2 TOTAL N/A

* Estimated Quantities – payment will be made based upon the fixed unit prices and level of effort. Any

Option Year 3: 10/01/2024 – 9/30/2025

DESCRIPTION OF

SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE

(PER

WEEK) AMOUNT

3001 Route #1 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

3002 Route #2 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

3003 Route #3 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

3004 Route #4 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

3005 Route #5 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

OPTION YEAR 3 TOTAL N/A

* Estimated Quantities – payment will be made based upon the fixed unit prices and level of effort. Any

Option Year 4: 10/01/2025 – 9/30/2026

DESCRIPTION OF

SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE

(PER

WEEK) AMOUNT

4001 Route #1 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

4002 Route #2 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

4003 Route #3 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

4004 Route #4 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

4005 Route #5 courier services as described in PWS and

Attachment A schedule.

52 WK __________ ______________

OPTION YEAR 4 TOTAL N/A

* Estimated Quantities – payment will be made based upon the fixed unit prices and level of effort. Any

PERFORMANCE WORK STATEMENT

Scope of Work:

San Francisco Veteran Affairs Medical Center requires a commercial courier service to provide Non-STAT transportation of diagnostic blood and urine specimens, medical instruments, linen, med-surg supplies, mail, parcels, and various other supplies on a set schedule from the outlying VA

San Francisco Community Based Outpatient Clinics to the main facility at the San Francisco VA Medical Center. Locations and specifications are delineated under Location of Work. Multiple empty specimen boxes and coolers must be returned to the originating laboratory.

Copy of all State licenses/Operating permits shall be provided to the

Contracting Officer Representative (COR) upon contract award.

Location of the Work:

San Francisco VA Medical Center

4150 Clement Street

San Francisco, CA 94121

415-221-4810

• Mail room ext. 6431

• Warehouse/Receiving ext. 2169

• SPS (instruments) ext. 5542

• Laboratory ext. 4630

• EMS Linen room ext. 3212

Clearlake VA Clinic

15145 Lakeshore Drive

Clearlake, CA 95422

(707) 995-7200

SF VA Downtown Clinic

401 3rd Street (at Harrison)

San Francisco, CA 94107

Phone: (415) 281-5100

VA Outpatient Clinic

1001 Sneath Lane, Suite 300

San Bruno, CA 94066

Phone: (650) 615-6000

3841 Brickway Blvd.

Santa Rosa, CA 95403

Phone: (707) 569-2300

630 Kings Court

Ukiah, CA 95482

Phone: (707) 468-7700

930 West Harris Street

Eureka, CA 95501

Phone: (707) 442-5335

SFVAMC Community Care Offices

450 Golden Gate Ave

San Francisco, CA 94102

Oakland Outpatient Clinic

2221 Martin Luther King Jr Way

Oakland, CA 94612

Other locations within the SFVAMC network may be added by modification.

A. GENERAL

1. A routine schedule must be established and followed such that specimens and equipment are picked up at VA San Francisco CBOC laboratory sites at specified times and delivered to the VA San Francisco Medical Center for testing in accordance with established schedules. Pick up just prior to clinic lab closures must be strictly adhered to so laboratory staff does not have to wait for the driver. Pick up times are listed for each location.

Courier services between the VA facilities will be conducted per established schedule between the hours of 08:00 AM and 08:00 PM, Monday through

Friday, nights, weekends and federal holidays are excluded.

The following are recognized Federal Holidays: New Year’s Day, Martin

Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically declared by the President of the United States to be a federal holidays.

2. Courier must provide cart or mechanism to transport multiple specimen and instrument containers from the lab to courier vehicle and from vehicle to the receiving facility.

3. Couriers must be able to lift and handle multiple routine specimen boxes and containers measuring up to 2 ft by 3 ft, with other irregular sized special containers.

4. A means to return empty containers from the CBOC’s to the collecting facilities must be part of the pickup/delivery service.

5. 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.

6. 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 VA San Francisco

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

7. In addition to specimens, some supplies must also be delivered from the San

Francisco facility to the outlying clinic labs. Supplies are in sealed boxes or containers and do not weigh more than 15-20 pounds.

8. The condition of the laboratory test specimens will be checked at time of delivery.

B. CONTRACTOR QUALIFICATIONS

1. Offeror must possess a minimum of three (3) years’ experience, along with all necessary equipment, and personnel who are financially responsible to perform courier service as required under this contract. Contractor shall ensure all vehicles used to transport supplies are air conditioned, clean and in proper operational condition. Vehicle is not to have cloth seats, carpet, or a cloth ceiling liner (Any designated area within the vehicle that houses the bins must be a wipeable surface with an approved cleaning solution). The awardee shall meet all requirements of Federal, State or City codes regarding operations of this type of service.

2. All specimens must be transported in accordance with all Department of

Transportation and OSHA Codes of Federal Regulations (CFR) 29 and 49.

The Contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the

Federal Privacy Act of 1974 (Public Law 93-579).

3. The contractor shall maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service for the entire coverage area.

Documentation shall be made available to the VA immediately upon request by the Contracting Officer for the duration of this contract and applies to any sub-contractors employed by the contractor.

4. Drivers shall have a valid operator's license valid in the State of California for the operation of services they perform, and, shall be in reasonably good health, with a record of current immunizations/vaccinations present in their employee file.

5. 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 to the san

Francisco VA Lab Manager. 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.

6. The Contractors’ drivers/attendants must have a record of current/recurrent training completed in their employee file, for:

• Familiarization with the various Alert/Emergency Code Names used by the VA Medical Center

• The Privacy Act of 1974

• The Health Insurance Portability and Accountability Act (HIPAA) of 1996

• Handling and Disposal of Bio-Hazardous Waste

7. 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.

8. 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.

9. 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.

10. 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. Records and certifications shall be maintained by the contractor and shall be available to VA for inspection upon request.

TUBERCULOSIS: 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.

RUBELLA: 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.

OSHA REGULATION CONCERNING OCCUPATIONAL

EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide generic self-study training for all contract 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 disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

COVID19: Contractor shall attest to the vaccination status of all personnel performing services under this contract and that will be on traveling to a VA campus at any time. All personnel performing transportation services for this contract shall wear a mask at all times during the performance of this service. Additionally, the contract shall explain in detail how they are conducting COVID19 mitigation measures and policies within their company, such as masking, regular testing, and limits on travel.

http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf

11. Within fourteen (14) days after receipt of award, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. These individuals must complete a VA issued security check within thirty (30) days from the Government’s receipt of the list of names.

Within fourteen (14) business days after contract award, the Contractor shall provide the following employee information: Name, Position, and

Title and Work assignment area. The initial documentation shall be provided to the Contracting Officer. Thereafter, any personnel changes will be submitted within two (2) business days after the changes occur.

12. Substance Abuse Policy - Please note there shall be no substance abuse regardless if substances are illegal or legal; this includes alcohol. The

Contractor shall have internal policies and procedures for identifying and preventing employee substance abuse. Copies of these policies and procedures shall be provided to the COR upon request.

13. During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer. At no time, will the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of the contract.

14. The Contractor and all contract 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.

15. SPECIAL NOTE: Under subject Solicitation, for any resultant Award executed, Task Orders issued, or Options Exercised, it should be noted that any in-house personnel, subcontractors, outside associates, or consultants shall be limited to individuals or firms that were specifically identified in the Contractor's accepted offer / proposal. The Contractor shall obtain the Contracting Officer's written approval before making any substitution for these designated in-house personnel, subcontractors, outside associates, or consultants. If the Contractor proposes a substitution, it shall submit the same type of information that was submitted in the accepted offer / proposal to the Contracting Officer for evaluation and approval. The level of qualifications and experience submitted in the accepted offer / proposal, or the level required by and mandated in the Solicitation, whichever is greater, is the minimum standard for any substitution.

C. CONTRACTOR PERFORMANCE

1. Customer service skills training of contractor staff must be performed, documented and evident to the VA San Francisco laboratory staff.

Complaints or issues will be submitted to the Chief Distribution & Storage in the San Francisco VA Logistics service.

2. Contractor must have a backup for specimen delivery in the event the regular driver/vehicle breaks down.

3. Couriers must have capability of GPS or transponder tracking and telephones to contact laboratory staff in the event of a late arrival.

Contractor must have a means of measuring pickup and delivery times and establishing a quality control report on percent of times delivered within time frame, problems encountered, driver, delivered to etc.

4. All drivers must maintain a valid driver’s license for the type of vehicle operated as required by the States of California. A record of each driver as to character, past driving history and physical capabilities of performing the duties as a courier must be maintained and made available to the COTR for inspection upon request. Smoking, drinking of alcohol or alcohol on the breath of drivers is prohibited when transporting VA property.

5. The contract manager, drivers, and alternates, must be able to read, write, speak, and understand English. The name of this person, and an alternate, or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the COR. An updated listing will be provided as changes in personnel occur.

6. Transportation services listed in this Performance Work Statement includes ferry, bridge, or road toll charges.

7. No Employee Status: The Contractor shall be responsible for protecting

Contract 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.

8. Personnel 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, for long-term substitutions of personnel the Contractor shall submit required information described under Personnel Substitution Requests, as well as in accordance with PWS Section B.15 Special Note.

9. Personnel Substitution Requests: 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. 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.

10. 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, behavior / professionalism issues, 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 transportation personnel, s/he may request, without cause, immediate replacement of said contract transportation personnel.

11. 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 transportation personnel leaves

Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

12. The CO and COR shall deal with issues raised concerning Contract personnel(s)’ conduct. The CO shall exercise final authority over the contract and all issues and aspects arising thereunder; this includes, but is not limited to, the PWS and all related technical requirements.

13. Identification Badges: Contractor employees shall be clearly identified by a company uniform and badge with name, function, and name of the

Contractor and a photograph of the employee. Contractor personnel shall wear an appropriate and professional uniform. Contract employees must interact professionally with VA employees, patients and visitors and with courtesy and consideration.

14. This contract may be modified to include additional routes and or medical transportation / courier requirements as needed. Modifications will be executed through written modifications issued by the contracting officer.

15. Performance Standards and Quality Assurance Surveillance Plan.

# Performance

Standard

Reference

Performance

Requirement

Performance

Standard

Acceptable

Quality

Threshold

Method of

Surveillance

1 Ref. PWS

Sections A- D

Transportation deliveries and pick-ups on time.

Pick ups and deliveries conducted as scheduled

1) <3% failure rate for pick ups and deliveries,

2) 3 complaints or less

Customer

Complaints, transportation logs, Random inspections, and VA staff observations

2 Ref. PWS

Sections A- D

Biohazard containers properly identified

Containers labeled biohazard, dedicated for soiled transport

100% accuracy Customer

Complaints, transportation logs, Random inspections, and VA staff observations

3 Ref. PWS

Sections A- D

Clean containers dedicated for transport and storage

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

100% accuracy

Customer

Complaints, transportation logs, Random inspections, and VA staff observations

4 Ref. PWS

Sections B,C

Customer

Service

Prompt and courteous service

5 complaints or less

Log of

Customer

Complaints

5 Ref. PWS

Sections C

Timely and accurate invoices.

Monthly invoices submitted in the manner prescribed within the

PWS.

All invoices have been submitted by the deadline set forth in the

PWS and invoices do not require significant revisions to include any

100% inspection cost adjustment by more than

10%.

16. The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required. The contractor shall immediately notify the VA COR and CO, as well as provide justification for non-performance (such as when an alternate provider cannot be identified) and initiate the contingency/ backup plan. Failure to comply with this provision is grounds for

Termination for Cause in accordance with FAR 52.212-4(m).

17. QUALITY CONTROL

a) The Contractor shall establish and maintain a complete Quality

Control Plan/Program (QCP) to assure the requirements of this contract are provided as specified, during the life of the contract.

b) The Contractor’s QCP shall include the following inspection plan covering all services required by this contract.

c) The inspection records must note findings and necessary corrective action taken, the timeframe, and follow-up responsibility/issues. The VA reserves the right to request copies of any inspection.

d) The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. An original and one (1) copy of this QCP shall be forwarded to the CO along with the requested initial proposal. The Contracting Officer shall review the

QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor Team’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

1. An inspection plan covering all services required by this contract.

The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections shall be accomplished and documented, or the title of the individual(s) who shall perform the inspections.

2. Records of all inspections conducted by the Contractor noting necessary corrective action taken, timeframe, and follow-up responsibility/issues. The Government reserves the right to request copies of any and/or each inspection.

3. Records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. Contractor must have methods of identifying and preventing vehicle breakdowns and a detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle should occur.

4. Records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

5. The methods of identifying and preventing radio communication breakdowns. Contractor must have a procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios or communication device should occur.

6. Records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

7. The Contractor must have quality improvement mechanisms in place that allows their company to evaluate the quality of services performed. Contractor must have established methods for identifying and preventing deficiencies before the level of performance becomes unacceptable. Specific organizational monitoring functions and areas must be identified with levels of responsibility associated, noting intermediate supervisory responsibility and overall management responsibility for ensuring total acceptable performance.

8. The Contractor must have employee records available on-site that identifies the character, physical capabilities, certifications, and ongoing training records of each employee performing services under this contract.

9. The Contractor must use a trip ticket (VA Form 10-2511) to account for all requests for services. The trip ticket shall indicate the date and time of service call, name of beneficiary requiring service, type of transportation requested, designated pick-up and delivery points, actual time of arrival a pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. The trip ticket shall also contain a patient trip evaluation section, which should be completed for ongoing monitoring of customer comments.

10. The Contractor shall keep onsite records for tracking customer complaints or problems with the procedures or initiatives implemented for correction and/or elimination of the problem before negative effects caused interruption of performance on contract. The VA reserves the right to request copies of any complaints received by the Contractor.

11. The Government will monitor and inspect contractor performance through its independent Quality Assurance Surveillance Plan

(QASP) which may include additional surveillance methods than those included within the PWS Performance Requirements above.

The Government performs this surveillance to determine if the contractor exceeds, meets or does not meet the standards set forth within the performance requirements.

18. Invoice requirements: Invoices must be sent by the 10th working day of the following month by email to the designated Contracting Officer

Representative (COR) and to the Chief, Distribution & Storage. Names and contact information will be provided upon contract award.

Subsequent changes or corrections shall be submitted by separate invoice. The Contractor shall submit an invoice summary that includes the contract number, invoice date, invoice number, dates of service, total amount due and billable rates per the price schedule. Each charge on invoice will reference the contract line item number stated on the price cost list.

19. An account manager will be established by the Courier Service as a primary contact. Communication of issues, changes, problems or account management will be through the Contracting Officer or COR as appropriate.

20. 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:

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.

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).

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

FSC e-invoice email: vafsccshd@va.gov

4. The contractor shall be paid only for actual work performed in direct service of this contract. Contractor personnel shall be responsible for submitting accurate invoices. The Contractor shall be paid only for services provided.

5. Contract 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.

D. SPECIAL CONTRACTOR REQUIREMENTS

1. Transport of Soiled Items within Medical Facility:

a. Contaminated items shall be contained before transport through the medical facility to minimize airborne or contact spread of http://ob10.com/us/en/veterans-affairs-us/ http://www.x12.org/ mailto:VA.Registration@ob10.com mailto:vafsccshd@va.gov 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.

b. 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.

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

d. 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).

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

2. When transporting soiled containers outside the medical facility:

a. 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.

b. 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.

Contractor is responsible for sterilizing the interior of their vehicles.

c. 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.

d. 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) temperatures must be annotated and recorded upon pick up and drop off.

e. 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.

3. Estimated Container / Lab Cooler Requirements:

a. SPS containers dimensions are approximately 12” wide x 24” long x 10” high and weigh up to approximately 35 pounds.

b. Lab Cooler / Specimen Container dimensions are approximately 16" x

10.5" x 12.5" and weigh up to approximately 15 pounds.

c. On average 5-10 SPS Containers will be picked up / delivered by couriers per location.

d. On average 1-2 sealed Lab coolers will be picked up / delivered by couriers per location.

e. The VA will provide and handle any covered carts for transport through the VA Facilities if required.

f. The VA will provide transport bins. The Contractor will be responsible for providing hand truck or equivalent for transporting container transport bins within the VA Facilities.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any

Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the

Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR

52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds

Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other

Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by

EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance…