SOW-LabCourierServices_621_Redacted.pdf

STATEMENT OF WORK

MOUNTAIN HOME, TN

The James H. Quillen VAMC, Mountain Home, Tennessee has need for laboratory courier services between their Community Based Clinic labs and the lab at James H.

Quillen VAMC from July 1, 2026 through June 30, 2031.

COURIER SERVICES: The Contractor shall provide daily scheduled pickups and deliveries of laboratory specimens and lab related supplies as identified in this Statement of Work between the James H. Quillen VA Medical Center and the Community Outpatient Clinics (CBOCs) and Rural Outreach Clinics (ROCs). Pick-up will be Monday through Friday at designated times with no pick-up or delivery on Federal Holidays.

ITEMS TO BE TRANSPORTED include:

Each day-one to two coolers with Diagnostic Laboratory Specimens such as but not limited to tubes of blood, urine, stool specimens, sputum, cultures, cytology specimens, body fluids, biopsies, and viral cultures.

Specimens will be packed in cooler/s by CBOC or ROC staff. The coolers will have a temperature monitor, be sealed with a zip tie, and be ready for courier pick-up each day at the designated pick-up time.

Laboratory supplies such as but not limited to test kits, supplies for collection of specimens, and any supply or consumable necessary for the lab to function that doesn’t exceed 25 pounds in weight.

Equipment to support the function of the lab that does not exceed 75 pounds in weight.

Mail will be enclosed in a locked mail bag.

DELIVERY SCHEDULE:

LABORATORY SPECIMENS, INTEROFFICE MAIL AND SMALL ITEMS:

Note: All laboratory specimens and interoffice mail shall be delivered to James H.

Quillen VA Medical Center, Pathology and Laboratory Medicine Service, Building 77, Room SA107 at Dogwood Avenue, Mountain Home (Johnson City), TN 37684. All mail must be enclosed in a locked bag for transport.

Location 1: Contractor shall provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs Outpatient Clinic (CBOC) Located at Preston Square, 2426 Lee Highway, Bristol, VA 24201 and the James H. Quillen VA Medical Center (VAMC) located at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Pick-up and delivery time: Pick-up at Bristol CBOC draw area at 4:30 PM. (Except government holidays) Monday through Friday, with delivery to the James H. Quillen

VAMC Laboratory, Bldg. 77, Rm SA107 between 6:00 PM to 8 PM Eastern Time same day.

Location 2: Contractor shall provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs Mountain City Community Based Outpatient Clinic (CBOC), Mountain City, Tennessee Clinic located at 1141 Cold Springs Road, Mountain City, Tennessee 37683 and deliver to the James H. Quillen VAMC Laboratory, Building 77, Room SA 107 Monday through Friday.

Pick-up and delivery time: Pick up at the Mountain City draw area between 3:30PM and 4:00pm (except government holidays) Monday through Friday, with delivery to the James H. Quillen VAMC Laboratory, BLDG 77, RM SA107 between 6 PM and 8 PM Eastern Time same day.

Location 3: Contractor shall provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs Outpatient Clinic (CBOC) Located at 226 Euclid Avenue, Morristown, TN 37819 and the James H.

Quillen VA Medical Center (VAMC) located at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Pick-up and delivery time: Pick-up at Morristown CBOC draw area at 3:30 PM to 4 PM (except government holidays) Monday through Friday with delivery to James H.

Quillen VAMC Laboratory, BLDG 77, RM SA107 on the same day between 6:00 and 8 PM Eastern Time same day.

Location 4: Contractor shall provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs Outpatient Clinic (CBOC) Located at Virginia/Kentucky Regional Center, Suite 6, 654 Highway 58 East, Norton, Virginia and the James H. Quillen VA Medical Center (VAMC) located at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Pick-up and delivery time: Pick-up at the Norton draw area between 3:30 PM to 4 PM (except government holidays) Monday through Friday with delivery to James H. Quillen VA Medical Center Laboratory, BLDG 77, RM SA107 between 6:00 PM to 8 PM Eastern Time the same day.

Location 5: Contractor shall provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs Outpatient Clinic (CBOC) Located at 401 Scenic Drive, Rogersville, TN and the James H. Quillen VA Medical Center (VAMC) located at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Pick-up and delivery time: Pick-up at the Rogersville CBOC draw area between 3:30 PM and 4:00 PM (except government holidays) Monday through Friday, with delivery to James H. Quillen VAMC Laboratory, BLDG 77, RM SA107 between 6:00 PM and 8 PM Eastern Time same day.

Location 6: Contractor will provide daily pick-up and delivery diagnostic specimens and mail between the Department of Veterans Affairs Outpatient Clinic (CBOC) located at 1124 Blanton Drive, Suite 100, Sevierville, Tennessee 37862 and the James H Quillen VAMC Located at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Pick-up and delivery time: Pick up at the Sevierville CBOC draw area at 4PM (except government holidays) Monday through Friday, with delivery to James H. Quillen VAMC Laboratory, BLDG 77, RM SA107 between 6 PM and 8 PM Eastern Time same day.

Location 7: Contractor will provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs Outpatient Clinic (ROC) located at 32613 Wilderness Road, Suite 101, Jonesville, VA 24263 and the James H Quillen VAMC Located at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Pick-up and delivery time: Pick up at the Jonesville ROC drawn area at 3PM (except government holidays) Tuesday, Wednesday, and Thursday, with delivery to James H.

Quillen VAMC Laboratory, BLDG 77, RM SA107 between 6 PM and 8 PM Eastern Time same day.

Location 8: Contractor will provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs Vansant Outpatient Clinic (ROC) located at 1941 Lovers Gap Road, Suite A, Vansant, VA 24656 and the James H Quillen VAMC Located at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Pick-up and delivery time: Pick up at the Vansant draw area at 2:15PM (except government holidays) Wednesday and Friday, with delivery to James H. Quillen VAMC Laboratory, BLDG 77, RM SA107 between 6 PM and 8 PM Eastern Time same day.

Location 9: WILLIAM C. TALLENT OUTPATIENT CLINIC

COURIER SERVICES: The Contractor shall provide regularly scheduled pickups and deliveries of various items as identified in this Statement of Work between the William C. Tallent Outpatient Clinic (OPC), Knoxville, TN and the James H. Quillen VA Medical Center (VAMC) Mountain Home (Johnson City), TN.

ITEMS TO BE TRANSPORTED include:

Contractor shall provide daily pickup and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs William C. Tallent Outpatient Clinic and James H. Quillen VAMC. Laboratory specimens such as but not limited to Surgical Instruments and Trays weighing 3 to 6 lbs.; Blood, Urine, Body Fluids and/or Biopsies, Viral Cultures, BPN Specimens, Influenza Screens. These items will be enclosed on ice in a locked cooler. Transport interoffice mail, less than 5 lbs.; basic office supplies, such as paper, files, pencils, paperclips, etc. that do not exceed 25 lbs. Equipment not to exceed 75 lbs.

DELIVERY SCHEDULE:

LABORATORY SPECIMENS, INTEROFFICE MAIL, AND SMALL ITEMS:

Note: All laboratory specimens and interoffice mail shall be delivered to James H.

Quillen VAMC, Pathology and Laboratory Medicine Service, Building 77, Room SA107 at Dogwood Avenue, Mountain Home (Johnson City), TN 37684.

Contractor shall provide daily pick-up and delivery service of diagnostic specimens and mail between the Department of Veterans Affairs, William C.

Tallent OPC located at 8033 Ray Mears Blvd., Knoxville, TN 37919 and the James H. Quillen VAMC, located at Dogwood Avenue, Mountain Home, (Johnson City), TN 37684.

Pick-up and delivery time: Pick-up at the William C. Tallent OPC Laboratory, Room 325 at 4:00PM (Except government holidays) Monday through Friday, with delivery to the James H. Quillen VAMC Laboratory, Bldg. 77, Room SA 107 between 6:00PM and 8:00PM Eastern Time same day.

Location 10: CAMPBELL COUNTY OUPATIENT CLINIC, LAFOLLETTE, TN

COURIER SERVICES: The Contractor shall provide regularly scheduled pickups and deliveries of various items as identified in this Statement of Work between the Campbell County Outpatient Clinic and the William C. Tallent Outpatient Clinic (OPC), Knoxville, TN.

ITEMS TO BE TRANSPORTED include:

Contractor shall provide daily pickup and delivery service of diagnostic specimens and mail between the Campbell County Outpatient Clinic and the Department of Veterans Affairs William C. Tallent Outpatient Clinic. Laboratory specimens such as but not limited to Surgical Instruments and Trays weighing 3 to 6 lbs.; Blood, Urine, Body Fluids and/or Biopsies, Viral Cultures, BPN Specimens, Influenza Screens. These items will be enclosed on ice in a locked cooler. Transport interoffice mail, less than 5 lbs.; basic office supplies, such as paper, files pencils, paperclips, etc. that do not exceed 25 lbs.

Equipment does not exceed 75 lbs.

DELIVERY SCHEDULE:

LABORATORY SPECIMENTS, INTEROFFICE MAIL, AND SMALL ITEMS:

Note: All laboratory specimens and interofficed mail shall be delivered to the laboratory at the William C. Tallent Outpatient Clinic, Ray Mears Boulevard, Knoxville, TN 37919.

Contractor shall provide daily pick-up and delivery service of diagnostic specimens and mail between the VA Campbell County Outpatient Clinic and the laboratory at the Department of Veterans Affairs, William C. Tallent OPC located at 8033 Ray Mears Blvd., Knoxville, TN 37919.

Pick-up and delivery time: Pick-up at 2pm on Monday through Thursday and 2:30 pm on Friday at the VA Campbell County Clinic, located at 130 Independence Lane, La Follette, TN 37766 and will deliver the same day to the laboratory at the William C. Tallent Outpatient Clinic, Ray Mears Boulevard, Knoxville, TN 37919.

Location 11: WILLIAM C TALLENT OUTPATIENT CLINIC ANNEX 2

Contractor shall provide daily pick-up and delivery service Monday through Friday between the William C Tallent Outpatient Clinic Annex 2, 1521 Downtown West Blvd, Knoxville, TN 37919 and William C. Tallent Outpatient Clinic, 8033 Ray Mears Blvd 37919.

Pick-up and delivery time: Pick-up at the William C. Tallent OPC Annex 2 at 3:40PM (Except government holidays) Monday through Friday, with delivery to the William C Tallent Outpatient Clinic Lab at 4:00PM Eastern Time same day.

Location 12: WILLIAM C TALLENT OUTPATIENT CLINIC ANNEX 3

Contractor shall provide daily pick-up and delivery service Monday through Friday between the William C Tallent Outpatient Clinic Annex 3, 1612 Downtown West Blvd, Knoxville, TN 37919 and the William C Tallent Outpatient Clinic, 8033 Ray Mears Blvd, Knoxville, TN 37919.

Pick-up and delivery time: Pick-up at the William C. Tallent OPC Annex 2 at 3:50PM (Except government holidays) Monday through Friday, with delivery to the William C Tallent Outpatient Clinic Lab at 4:00PM Eastern Time same day.

Location 13: Knoxville Dental Clinic

Contractor shall provide daily pick-up and delivery service Monday through Friday between the Knoxville Dental Clinic, Kingston Pike VA Clinic 8401 Kingston Pike, Knoxville, TN 37919 and William C. Tallent Outpatient Clinic Lab 8033 Ray Mears Blvd.

Knoxville, TN 37919 to the James H. Quillen VAMC Laboratory (RM SA 107), BLDG 77, Dogwood Avenue, Mountain Home, TN 37684.

Pick-up and delivery time: Pickup at 2:45 pm Eastern at the Knoxville VA Dental Clinic (except government holidays) and delivery between 6:00 and 8:00 pm Eastern Monday through Friday of each week.

VA INFORMATION

C&A requirements do not apply, and a Security Accreditation Package is not required.

VA sensitive information is to be transported is in a locked mail bag, contract personnel do not have access to keys.

The Vendor shall be responsible to maintain a temperature and humidity-controlled environment between 66-72 degrees Fahrenheit and relative humidity level between 20- 60 percent in all vehicles or storage areas.

The Vendor’s couriers shall not leave vehicles in extreme heat or cold while specimens are being transported without continuous temperature and humidity control in operation.

The Vendor shall maintain the temperature and humidity log for every vehicle on every trip and submit the log to the COR for contract.

Lab specimens shall be maintained at 2 to 8 degrees Celsius with the use of adequate refrigerant packs (to be supplied by VA) for all deliveries of laboratory specimens or supplies.

Items must be kept out of contact with environmental hazards such as dust, snow, and rain.

The Vendor shall be responsible for failures by the Vendor’s personnel to ensure established environmental controls are maintained, and for any damage or deterioration of laboratory specimens.

Should specimens and/or transported items be lost, broken, or otherwise damaged, the Vendor shall be required to submit a preliminary summary incident report to the COR within 24 hours of the incident. The Vendor shall provide a written incident report explaining the details of the incident; specifically, what caused the incident (who, what, where, when, and how) within seventy-two hours of the incident. The vendor shall be responsible for the replacement cost of any containers that are lost or damaged while in the Vendor’s custody.

The Vendor and the Vendor personnel shall comply with the effective VA Medical Center Policy (and Occupational Health requirements in accordance with OSHA Blood Borne Pathogens (BBP) Law and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA’s General Duty Clause) governing healthcare workers infected with a blood borne pathogen. If the Vendor obtains information that a person providing services under this contract may be infected with a blood borne pathogen, the Vendor shall immediately advise the COR.

The vendor is responsible for training transport personnel in appropriate safety and transporting procedures suitable for biological specimen types and distances transported.

The vendor shall transport samples in such a manner as to ensure the integrity of the specimens.

All specimens must be transported in accordance with all local, state, and federal regulations, including specified regulations for bio-hazardous materials.

The vendor shall be responsible for complying with all regulations that define appropriate transportation of specimens and shall supply in writing that all drivers have been adequately trained on an annual basis. The vendor’s employees/couriers transporting test specimen must be trained in “Universal Precautions” in the handling of biohazard materials (specimens). Training must include utilizing clinical procedures in case of biohazard spills and accidents. The vendor must furnish a record of all required training to the COR before a contract employee begins work on this contact and annually thereafter.

Contract personnel are required to complete VA Privacy Awareness Training. Training can be accessed through the EES website, https://www.ees-learning.net/.

The Vendor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). In addition, all VA security policies and applicable confidentiality statues such as 38 U.S.C. §5701 (VA Claims Confidentiality), 38 U.S.C. §5705 (Confidentiality of Healthcare Quality Assurance Review Records), 38 U.S.C. §7332 (Confidentiality of certain medical records), as well as 45 C.F.R. Parts 160, 162, and 164 (Health Insurance Portability and Accountability Act) should be followed.

As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of VA is the Veterans Health Administration (VHA). In accordance with HIPAA, the Vendor shall be required to enter into a Business Associate Agreement (BAA) with VA upon award.

The Contractor is responsible for all travel costs. Contractor shall transport in accordance with delivery schedule above. If there is a concern whether a pickup or delivery is authorized, a list of VA personnel and their telephone numbers will be provided to substantiate authorization of the trip.

a. Federal Holidays: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence 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 holiday.

Federal law (5 U.S.C. 6103) establishes the following public holidays for Federal employees. Please note that most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a nonwork day, Saturday or Sunday, the holiday usually is observed on

Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday).

b. A minimum of one week’s written notification will be given to the Contractor for all changes in date or location.

c. Inclement weather: The Vendor shall develop a contingency plan within five

(5) business days after award to address possible weather conditions. The vendor is expected to make all deliveries on time during inclement weather if VA facilities are open for business. In case a delivery cannot occur due to total road closures by Tennessee or Virginia DOT, the Vendor shall notify all CBOCs, VA laboratory staff and the COR. This notification must occur as early as possible to allow VA to notify Veteran patients that laboratory services or procedures need to be rescheduled.

PENALTY FOR LATE PICKUP/DELIVERY: Due to the critical nature of the laboratory specimens, surgical instruments and trays, and radiology films, it is exceedingly important that the Contractor adhere to the scheduled times listed in the contract. If the Contractor fails to deliver and/or pickup within the specified time, more than twice during any one month, the courier will be penalized an amount of $100.00 per occurrence.

Invoices: Payment to be made monthly in arrears by certified invoice.

COR: