S02 Solicitation 36C24826Q0087 - Tampa VA Courier Services.pdf

PAGE 1 OF 96 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. UEI: EFT:

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. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24826Q0087

Walida Moore-Saintil (813) 796-3457 11-26-2025

13:00 EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy, Suite 160A Tampa FL 33637

X 100

X

492110

1500 Employees

Net 30 N/A

X

Department of Veterans Affairs James A. Haley Veterans Hospital (90C) 13000 Bruce B. Downs Blvd

Tampa FL 33612

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Tampa FL 33637

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page

This is a Combined Synopsis/Solicitation

Complete and submit all items listed in section D and E.

Fill in all required information located on C.4 and sign.(pg. 55)

Question in response to this solicitation may be emailed to Walida.MooreSaintil@va.gov by 5:00 PM EST on 11/18/2025.

The DOL Wage Determination for the specific locality applies to this solicitation and any contract awarded is available at https://sam.gov/.

Florida Counties of Hernando, Hillsborough, Pasco, Pinellas Wage Determination No.: 2015-4571 Revision No.: 27 Date of Last Revision: Jul 8, 2025

See CONTINUATION Page

X X

LeTray Womble

VA-VHA-RPOE-2025-0042

36C24826Q0087

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PERFORMANCE WORK STATEMENT

B.2 CONTRACT ADMINISTRATION DATA

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.3 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

C.4 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.5 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PERFORMANCE WORK STATEMENT

SCOPE OF WORK: The contractor shall provide all necessary vehicles and personnel to perform courier services in strict accordance with the terms, conditions, provisions, and specifications outlined in this solicitation. Courier Services shall be provided to James A. Haley VA Hospital, located at 13000 Bruce B. Downs Blvd., Tampa, Florida 33612, and the associated outlying clinics located at:

NPR Home Based Primary Care 7900 Little Road, Port Richey, FL 34654 New Port Richey VA Outpatient Clinic 7900 Little Road, New Port Richey, FL 34654 Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612 Outpatient Eye Clinic 10770 N. 46th Street Tampa, FL 33612 Tampa Primary Care Annex 13515 Lake Terrace Lane, Tampa FL 33637 NPR Dental Clinic 7900 Little Road, New Port Richey, FL 34654 NPR Mental Health Annex 7900 Little Road, New Port Richey, FL 34654

SERVICES PROVIDED: COURIER SERVICE

The contractor must transport various items, including:

Mail, Office Supplies, and Documents Medical And Prosthetic Supplies and/or Equipment Sterile Processing Department (SPD) items Soiled Reusable Medical Devices (RMD) Laundry (clean and soiled) Other hand-carried materials or items capable of being carried by a two-wheeled cart.

Schedule: Services must be provided on a daily basis, Monday through Friday.

No services are required on federal holidays or the Saturdays immediately before or after the following holidays:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Thursday Christmas

Services may not be required on additional days if declared a national holiday by the President of the United States.

Requirements: Regular and repeated pick-ups and deliveries must be made at each location daily.

Due to the specific requirements for various items that are transported, the outlined routes and requirements must be adhered to strictly.

Monthly Reporting: At the end of each month, the contractor must provide a log detailing pick-up and delivery times and locations. This log must be submitted to the Contracting Officer’s Representative (COR).

ROUTE 1: JAMES A. HALEY ORIGINATION

7:30 am - 8:00 am Monday - Friday – James A. Haley Veterans’ Hospital warehouse (Room No. C004) designated POC, Phone# 813-972-2000 ext.106133. The driver must pick up the items detailed below at the listed locations:

CLEAN LAUNDRY

Clean laundry must be picked up daily, Monday - Friday.

The contractor must pick up at James A. Haley Veterans’ Hospital Laundry Service (Room No. B-39), POC Phone: (813) 972-2000 ext. 107871.

Deliver to the clinics below located at:

New Port Richey VA Clinic 7900 Little Road, New Port Richey, FL 34654

• New Port Richey VA Outpatient Clinic Warehouse, POC Phone: (727) 869-4206.

• New Port Richey Dental Clinic

Clean laundry must consist of approximately 6-15 lab coats on hangers covered with plastic and seven sets of scrubs (pants, shirts, clinic jackets), 1 blanket per day.

INTER-OFFICE MAIL

Inter-office mail must be picked up daily, Monday - Friday.

Mail must be delivered in a government-provided standard white post office bin (approximately 1’1 D 1 1/2’ W x 1’ H).

The contractor must pick up mail from the James A. Haley Veterans’ Hospital warehouse (Room No. GC-008), POC Phone: (813) 972-2000 ext. 106133.

Deliver to the clinics below, located at:

New Port Richey VA Clinic 7900 Little Road, New Port Richey, FL 34654

• New Port Richey VA Outpatient Clinic warehouse POC, Phone# 727-869-4206.

• New Port Richey Dental Clinic

• New Port Richey Mental Health

• New Port Richey Home-Based Primary Care

BULK MEDICAL SUPPLIES

Bulk medical supplies must be picked up daily, Monday - Friday

These items are delivered in shipping containers. There will be approximately 2 to 6 containers per day.

The supplies must be picked up from the James A. Haley Veterans’ Hospital warehouse (Room No. C004), POC Phone: (813) 972-2000 ext. 107586 or (727) 869-4206.

Delivered to the clinics below, located at:

New Port Richey VA Clinic 7900 Little Road, New Port Richey, FL 34654

• New Port Richey VA Outpatient Clinic warehouse

• New Port Richey Dental Clinic

• New Port Richey Mental Health Annex

• New Port Richey Home-Based Primary Care

PHARMACY MEDICATIONS

Pharmacy medications must be picked up on an as-needed basis, Monday - Friday

The contractor must pick up the pharmacy medications from James A. Haley Veterans’ Outpatient Pharmacy Service, located at 12210 Bruce B Downs Blvd, Tampa, FL 33612, POC Phone: (813) 972-2000 ext.103038.

Delivered to the clinic below, located at:

New Port Richey VA Clinic 7900 Little Road, New Port Richey, FL 34654 New Port Richey VA Outpatient Clinic Pharmacy Service. POC Phone: (727) 869-4131.

The pharmacy medications must be enclosed in Styrofoam containers, typically weighing approximately 5 pounds each. Each container will have security wrapped tape, which is not to be tampered with.

REUSABLE MEDICAL DEVICES (RMD)

RMD (Soiled) must be picked up daily, Monday – Friday

The contractor must pick up the RMD from the James A. Haley Hospital Sterile Processing Department (Room No. GD050); 13000 Bruce B. Downs Blvd, Tampa, FL 33612, designated POC, Phone# 813-972-2000 ext. 106063 or 105354.

Delivered to the clinics below, located at:

• Dermatology Clinic 12210 Bruce B Downs Blvd. Tampa FL 33612 POC Phone:

(813) 972-2000 Ext. 107989

• New Port Richey VA Outpatient Clinic Warehouse 7900 Little Road, New Port Richey, FL 34654 POC Phone: (727) 869-4206

SUPPLIES

The contractor must pick up the various supplies, including prosthetic items, from the James A. Haley Veterans’ Hospital warehouse.

Delivered to the clinics below, located at:

New Port Richey VA Clinic 7900 Little Road, New Port Richey, FL 34654 POC Phone: (727) 869-4206

• New Port Richey VA Outpatient Clinic Warehouse

• New Port Richey Home-Based Primary Care

• New Port Richey Dental Clinic

• New Port Richey Mental Health Annex

Prosthetic supplies may include wheelchairs, walkers, and various other items, packed in medium to large-sized boxes.

Approximately 20 cases of copier paper and office supplies will be picked up weekly at the James A. Haley Veterans’ Hospital Supply Processing & Distribution Unit (Room No.

C004), POC Phone: (813) 972-2000 ext. 107586, and deliver to:

Delivered to and pick up 'dirty' supplies and any other designated articles between 7:45 am - 8:00 am, Monday - Friday, to:

• Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612: designated POC, Phone# 813-972-2000 x 107989.

Route 2: NEW PORT RICHEY VA OUTPATIENT CLINICS

Delivered to and pick up 'dirty' supplies and any other designated articles between 9:00 am - 10:00 am, Monday - Friday, to:

Pickup of supplies, soiled laundry, mail, and any other articles as designated from the following clinics. Will pick up items below.

New Port Richey VA Clinic, located at 7900 Little Road, New Port Richey, FL 34654.

• New Port Richey Home-Based Primary Care

• New Port Richey Mental Health Annex

• New Port Richey Dental Clinic

Delivered to and pick up 'dirty' supplies and any other designated articles between 12:00 pm - 12:30 pm listed below, Monday - Friday, to:

New Port Richey VA Outpatient Center 7900 Little Road New Port Richey FL 34654.

I. Three to four bags of soiled laundry must be picked up daily from:

• New Port Richey VA Outpatient Clinic

• New Port Richey Dental Clinic

Delivered to the warehouse loading dock area of the James A. Haley VA Hospital, where it must be left in the open back end of the Bay Pines truck.

II. Occasionally, the contractor must deliver equipment for repair purposes from:

• New Port Richey VA Outpatient Clinic

• New Port Richey VA Dental Clinic

Delivered to the Biomed Service at the James A. Haley Veterans Hospital (Room No. D022- O), designated POC Phone# 813-972-2000 ext.107639.

Equipment must be returned to the New Port Richey VA Outpatient Clinic after repairs have been made by the Biomed Service. Also, the contractor may occasionally deliver excess equipment for disposal from the New Port Richey VA Outpatient Clinic (Phone# 727-869-4206) to the Tampa Acquisition and Materiel Management Service warehouse.

III. Hard plastic containers with the dirty RMD must be picked up from:

• New Port Richey Logistics

Delivered to the James A. Haley Hospital Sterile Processing Department (Room No.

GD003); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, Phone# 813-972- 2000 ext. 106063/105354.

Delivered to between 2:00 pm - 3:00 pm listed below, Monday - Friday, to:

ROUTE # 2: REUSABLE MEDICAL DEVICES (RMD) TRANSPORTATION

The following pickup and delivery schedule has been developed.

To ensure all soiled reusable medical devices is picked up and delivered back to the Primary Care Annex Sterile Processing Department or the James A. Haley Veterans’ Hospital Sterile Processing Department within 4 hours of use.

If there are any soiled instruments after the final pick-up in their areas, a Phone number must be provided so that no soiled RMD is allowed to be left in a clinic overnight.

New Port Richey Dental and VA Outpatient Route:

The contractor must pick up at 6:45am, Monday - Friday sterilized RMD from:

• Primary Care Annex Sterile Processing Department (1B504), 13515 Lake Terrace Lane, Tampa, FL, 33637, POC Phone# 813-972-2000 Ext. 102642.

These items will be in containers labeled with the name of the clinic they are to be delivered to:

• New Port Richey Dental Clinic, 7900 Little Road, New Port Richey, FL 34654.

The Courier will stop at James A. Haley for an additional New Port Richey RMD before continuing to New Port Richey.

The contractor must pick up at 6:45 am - 7:00 am, Monday - Friday sterilized RMD from:

• James A. Haley Hospital Sterile Processing Department room (Room No. GD050), 13000 Bruce B.

Downs Blvd, Tampa, FL 33612, designated POC, Phone# 813-972-2000 ext. 106063 or 105354.

These items will be in containers labeled with the name of the clinic (NPR VA Outpatient Clinic warehouse)

Delivered to:

• New Port Richey VA Outpatient Clinic warehouse, 7900 Little Road, New Port Richey, FL 34654, Phone# 727-869-4206

46th Street Eye Clinic Route:

The contractor must pick up at 7:00 am, Monday-Friday, sterilized RMD from:

• James A. Haley Hospital Sterile Processing Department (Room No. GD050), 13000 Bruce B.

Downs Blvd, Tampa, FL 33612, designated POC, Phone# 813-972-2000 ext.106063 or 105354.

These items will be containers labeled with the name of the clinic.

Deliver to:

• Tampa Dermatology Clinic, 12210 Bruce B. Downs Blvd, Tampa, FL 33612, the Designated POC, Phone# 813-972-2000 x 107989

• Tampa Outpatient Eye Clinic 10770 N. 46th Street Tampa, FL 33612.

The contractor must deliver and pick up at 10:00 am, 1:00 pm, and 4:00 pm Monday – Friday, designated sterile and soiled RMD to:

• Tampa Outpatient Eye Clinic, 10770 N. 46th Street, Tampa, FL 33612.

Soiled containers must be marked with a Biohazard label and placed in the vehicle with a divider between the sterile and soiled containers.

Deliver the soiled RMD to:

James A. Haley Hospital Sterile Processing Department room (Room No. GD047); 13000 Bruce B. Downs Blvd, Tampa, FL 33612 designated POC, Phone# 813-972-2000.ext.106063 or 105354.

Tampa Dermatology Clinic Route:

The contractor must deliver and pick-up up at 10:30 am, 2:30 pm, and 5:45 pm Monday- Friday Sterile/soiled RMD from:

• Tampa Dermatology Clinic, 12210 Bruce B. Downs Blvd, Tampa, FL 33612

• Tampa Outpatient Eye Clinic, 10770 N. 46th Street, Tampa, FL 33612

Soiled containers must be marked with a Biohazard label and places in the vehicle with a divider between the sterile and soiled containers.

Delivered the soiled RMD to:

• James A. Haley VA Hospital, 13000 Bruce B. Downs Blvd., or 13515 Lake Terrace Lane, Tampa, FL.

James A Haley Route:

Pick-up for Dirty or Clean RMD occurs at approximately 11:00 am, 2:00 pm, and 5:00 pm.

Schedule may change.

There are 3 trips per day, Monday - Friday, excluding holidays (Quantity: 400) from:

• Tampa Primary Care Annex 13515 Lake Terrace Lane, Tampa, FL.

Delivery to:

• James A. Haley Veterans, 13000 Bruce B. Downs Blvd. Tampa FL.

Pick-up Clean RMD occurs at approximately 3:00 pm and 5:00 pm. Schedule may change.

There are 2 trips per day, Monday - Friday, excluding holidays (Quantity: 400) from:

• James A. Haley Veterans, 13000 Bruce B. Downs Blvd. Tampa FL.

Delivery to:

• Tampa Primary Care Annex 13515 Lake Terrace Lane, Tampa, FL.

ROUTE 3: AS NEEDED FOR EMERGENCIES

The contractor must provide Emergency pick-up, or delivery service as directed by the Contracting Office Representative or designee within 30 minutes of being contacted via telephone or verbal communication. Pick-up locations are as follows:

• James A Haley VA Hospital 13000 Bruce B Downs Blvd Tampa FL 33612

• Primary Care Annex 13515 Lake Terrace Lane Tampa, FL 33637

• Outpatient Eye Clinic 10770 N. 46th Street Tampa, FL 33612

• NPR Dental Clinic 7900 Little Road, New Port Richey, FL 34654

• Tampa Dermatology Clinic 12210 Bruce B. Downs Blvd Tampa, FL 33612

• New Port Richey VA Outpatient Clinic 7900 Little Road, New Port Richey, FL 34654

REQUIREMENTS:

Reusable Medical Devices (RMD): The vehicle utilized for this transport must maintain a temperature of 66-72 degrees F. and humidity between 30%-60%. Each vehicle will have and maintain a log documenting the temperature and humidity while transporting sterile supplies and RME. The vehicle needs to have separate section to keep used (dirty) instruments separate from the clean instruments. The contractor must provide a copy of the log each month to the

COR.

Transport Vehicles Must Have:

• Segregation of clean/sterile items.

• Transportation must be by SUV or Van

• During transport, clean/sterile items should be contained and segregate from contaminated items, trash, and food.

• Rational: Transporting clean/sterile items in proximity to contaminated items, trash, or food could contaminate the clean/sterile items.

Vehicles: Vehicles used for transporting contaminated items between health care facilities should provide complete separation of contaminated items from clean and sterile items and hold up to 15 RMD transport containers. Contractor must conduct decontamination and cleaning of vehicles after the occurrence of a spill or cross-contamination of equipment.

Government decontamination site is not available during the performance of the contract period. Contractor must contact the COR within sixty (60) minutes after biohazardous spill to reschedule daily deliveries.

Carts and/or plastic containers holding Clean sterile or contaminated items should be secured within the vehicle to prevent damage. Transport vehicle and handling practices should allow for ease of loading and unloading. The design and material used in the construction of the vehicle (motorized or manual) should allow for appropriate decontamination after use. The transport vehicle should not be left unattended. Doors should remain closed all the time except during loading and unloading. PPE and a biohazardous spill kit should be available at all times in transporting vehicles.

Rational: Clean/sterile and contaminated items should be separated to prevent cross-contamination during transport. Carts/plastics containers should be secure to prevent damage to contents and to prevent contamination by spills.

Local and Federal Transportation permits:

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

Contractor Responsibility: The contractor must be regularly established in the business called for and be financially responsible and have the necessary equipment and personnel to furnish the service in the volume and consistency required.

The Contractor must maintain all necessary licenses and follow all applicable federal, state and/or local regulations regarding the requested transportation services.

The contractor must be responsible for protecting the personnel furnishing the services under this contract.

The Contractor must provide the following for these personnel, as a minimum: workers compensation, income tax withholding, and social security payments. The parties agree that contractor personnel shall not be considered VA employees for any purpose and must be considered employees of the Contractor.

The contractor must possess at least the minimum amount of liability insurance for operation of courier services within the State of Florida (see VAAR Clause 852.237-71, Indemnification and Insurance).

The contractor’s personnel must be trained in appropriate safety packaging procedures suitable to specimen type and distance transported. One source for the transport of biohazardous material training is SAF-T-PAK. SAF-T-PAK has a CD that introduces couriers to shipping and transport issues and includes a test. The contractor must provide written certificates of training completion within 10 days after award of the contract. SAF-T-PAK can be reached at 800-814- 7484 or online at www.saftpak.com

Training must include issues such as adherence to regulations for transport of biohazards, use of rigid containers where appropriate, infection control, Universal Precautions, vehicle temperature control, notification and clean up procedures in case of accident or spills. The contractor will provide the Contracting Officer written documentation that issues related to transport of biohazardous materials have been addressed and keep a copy of the written documentation at contractor’s site. The Contractor must ensure that all employees complete the mandatory training required to provide this courier service. The contractor must provide written documentation that the courier driver has received the training within 10 days after award of the contract.

The contractor must develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The contractor must develop and implement procedures to track, identify, prevent, remedy and ensure non-recurrence of defective services.

The contractor must provide a method to accept and resolve customer complaints and notify the customer of the resolution. The contractor must immediately notify the COR upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance. The contractor must provide supervisory support.

All Contract drivers shall have attained legal age and must maintain a neat, clean, and professional appearance. All drivers must be easily recognized as Contractor employees by wearing appropriate identification which identifies them by name, title, and job performed.

Drivers must be licensed in accordance with the State of Florida, to include any special licensure required for transporting these items. All contractor delivery personnel must wear distinctive clothing bearing the contractor’s company name. Drivers must not make non- emergent stops for any reason during the transport of items under this contract. Under no circumstances shall any person other than the driver or another employee of the Contractor ride in the vehicle or handle items being transported under this contract.

PAYMENT: The Contractor will be paid each month, in arrears, upon receipt of a proper invoice. The contract number, purchase order number, and contractor name must appear on each invoice

RECORDS MANAGEMENT:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

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.

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 disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

COMPLIANCE & BUSINESS INTEGRITY:

The James A Haley VA Hospital and Clinics has a CBI Program. If the contractor detects and/or suspects any noncompliance relative to the revenue cycle when providing treatment to our veterans, he/she is to notify the Contracting Officer’s Representative (COR) or the Tampa CBI Officer. CBI Awareness training is available on the Talent Management System website. Any contract staff who does VA work is required to take basic compliance awareness training, annual CBI refresher training. Job-specific training may be required for staff in specific positions that relates to the revenue cycle. Contact the Tampa CBI Officer or COR for examples of CBI training that would satisfy this requirement. The contractor is to show proof of completing this training by submitting a completed copy of the VISN 6 CBI Certification Form to the COR. You may contact the Tampa CBI Officer for more information regarding CBI training.

PERSONNEL IDENTIFICATION:

Contractors will be issued a PIV/ID badge in accordance with the facility PIV Policy.

Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors must wear an easily identifiable uniform while performing all contracted services.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date and name of individual.

Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

Confidentiality of Information: 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 provision of the Federal Privacy Act of 1974 (Public Law 93- 579), HIPAA (Public Law 104-191), and the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-255), as well as other statues regarding confidentiality of patient information during and after the execution of this contract. Because of the confidential medical record information that may be accessible and/or visible to contractor employees during performance of their daily duties, the contractor shall obtain a signed “confidentiality certificate” from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person’s name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COTR upon request.

HIPAA Compliance: Health Insurance Portability and Accountability Act of 1996: The Contractor shall be required to be in compliance with HIPAA requirements and will be required to sign a Business Associate Agreement with the VA (attached) and return to the Contracting Officer. A signed copy of the Business Associate Agreement will be returned to the Contractor for their files.

8. Security Requirements for Contractor Employees: Contractor employees under this contract shall be the subjects of background investigations and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to any subcontractor personnel, as well. If the investigation is not completed prior to the start date of the contract, the Contractor shall be responsible for the actions of the individuals they provide to perform work for the VA.

a. Position Sensitivity – The position sensitivity has been designated as low risk.

b. Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check (NAC1) with written inquiries.

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: NACI. This requirement is applicable to all subcontractor personnel requiring the same access.

The position sensitivity has been designated as LOW risk. The level of background investigation commensurate with the required level of access is National Agency Check (NACI) with written inquiries.

Within five (5) business days of receiving the “Notice of Award” letter, the contractor shall submit a completed Contract Security Services Request Form (Form #1A/B, attachment F) to the Contracting Officer Representative. Upon receipt of Form #1A/B, the Contracting Officer

Representative shall immediately review, sign and forward it to the Veteran Security Center (VSC) via encrypted e-mail at VSCSecurity@va.gov or fax to 216-447-8025.

Within five business days of receiving the “Notice of Award” letter, each contract employee listed on the Contract Security Services Request Form (Form #1A/B) must be fingerprinted submit a completed Contractor/Employee Fingerprinting Request ( Form #2 attachment G). The “Notice of Award” letter instructs the contractor to contact the COR at the JAHVA facility with assistance in scheduling an appointment to be fingerprinted.

Once a contract employee has submitted the required paperwork and has been fingerprinted, the VSC conducts the background screening. The VSC may request an applicant to complete and send an OPM Optional Form 306, Declaration of Federal Employment, if issues are identified. Upon completion of a background screening, the

VSC shall forward a “Fingerprint Check - National Criminal History Check Completion Notice” (NCHC) to the Contracting Officer, which shall indicate a favorable or unfavorable screening decision for each contract employee listed on the form.

Notice to Proceed Letter: Upon receipt of the NCHC notice from the VSC, and verification of a fully executed local or National Business Associate Agreement if required, the Contracting Officer shall send the contractor a “Notice to Proceed” letter with a copy of the NCHC notice, which shall instruct those contract employees who have favorable screening decisions to begin working and fulfill remaining security requirements.

Background Investigations: If the contractor is required to have a background investigation, the VSC enters the request in the VA Security and Investigation Center (SIC) database. Once the VA SIC processes the request, the contractor POC, contract employee, CO, COR and VSC receive an e-mail with instructions for completing the Electronic Questionnaire for Investigations Processing (e-QIP). The contract employee must complete the e-QIP within five

(5) business days of receiving the e-mail from the VA SIC. If the e-QIP is not completed within the required timeframe, the CO shall notify the contractor that the individual is prohibited from working on the contract (or delivery/task order) until the e-QIP is completed.

Performance Monitoring

Task Indicator Standard Acceptable Quality Level

Method of Surveillance

Incentive

Maintain correct Temperature 66-72 & Humidity 30%- 60%

Temperature and humidity will be documented when items are picked up and delivered

Association for the Advancement of Medical Instrument (AAMI ST79 para 8.11.1

Within the range listed in the Task

Logbook: Record start after each stop and at last drop off

Potential to exercise option year.

Personnel trained on basic infection prevention and control principles related to their responsibilities

All drivers training folders will be reviewed annually

AAMI ST79 para 6.5.6

100% Training folder Potential to exercise option year.

PPE and a biohazardous spill kit available in transportation vehicles

Random inspections of the transport vehicle to ensure compliance

AAMI ST79 para 6.5.6

100% Vehicle inspection Potential to exercise option year.

Transporting Contaminated items should have complete separation form clean or sterile items.

Random inspections of the transport vehicle to ensure compliance

AAMI ST79

para 6.5.6, para

6.5.7 para 8.11.5

100% Vehicle inspection Potential to exercise option year.

Complying with pickup/delivery schedule/route outlined on the

PWS

Random review of the Pick-up and delivery logs to verify compliance of schedule/ route

AAMI ST79

Para 6.5.2

No more the 30 minutes

Pick up delivery log for each route

Potential to exercise option year.

Transport vehicles should be completely enclosed should be checked periodically, at least annually and more frequently as needed

Random inspections of the transport vehicle to ensure compliance

AAMI ST79 para 8.11.5

Annual inspection documented

Vehicle inspections Potential to exercise the option year

VA ACQUISITION REGULATION SOLICITATION PROVISION AND

CONTRACT CLAUSE

NOTE: This clause will undergo official rule making by the Office of Acquisitions and Logistics. The below language will be submitted for public review through the Federal Register. The final wording of the clause may be changed from what is outlined below based on public review and comment. Once approved, the final language in the clause can be obtained from the Office of Acquisitions and Logistics Programs and Policy.

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY

REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

(END OF CLAUSE)

With Sensitive Data and Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

LANGUAGE

ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

c. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

d. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

Contractor Personnel Security Requirements:

All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract the contractor will be responsible for the actions of those individuals that provide or perform work for the

VA.

1. Position Sensitivity – The position sensitivity has been designated as ( low) risk.

2. Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check (NACI) with written inquiries.

3. Contractor Responsibilities

a. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse the VA within 30 days.

The web site which provides information on the cost of the security investigation is:

www.opm.gov\extra\investigate – Select Federal Investigations Notices (FIN 01-01)

b. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak, and understand the English language.

c. The contractor will provide to the Contracting Officer prior to award the following: (1) List of names of contract personnel. (2) Social security numbers of contractor personnel. (3) Home address of contractor personnel or the contractor address.

The Contracting Officer will submit the above information to the Office of Security and Law Enforcement, Washington, D.C. The Office of Security and Law Enforcement will provide the necessary investigative forms (these forms are indicated in paragraph 3.d. below) to the contractor’s personnel, coordinate the background investigations with OPM and notify the Contracting Officer and contractor of the results of the investigation.

d. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt:

(i) Standard From 85P, Questionnaire for Public Trust Positions

(ii) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions

(iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart

(iv) VA Form 0710, Authority for Release of Information Form

(v) Optional Form 306, Declaration for Federal Employment

(vi) Optional Form 612, Optional Application for Federal Employment

d. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

e. Failure to comply with the contractor’s personnel security requirements may result in termination of the contract for default.

VA INFORMATION CUSTODIAL LANGUAGE:

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.1, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the yearly basis and provide it to the COR.