BS Courier Services

Added: Oct 12, 2017 8:22 am The West Texas VA Health Care System (WTVAHCS) is seeking Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB) or Small Business (SB) sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 13.

NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION PAGES (VIP) DATABASE.

The North American Industry Classification System (NAICS) is 492210. Any SDVOSB, VOSB or Small Business firms who wish to identify their interests and capability to provide this service must provide information by notifying the Contract Specialist no later than NOON PM Central Time, October19, 2017. Notification shall be e-mailed to Lula Hill, at lula.hill3@va.gov.

DISCLAIMER

This Source Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice.

SCOPE:


B.2. SCHEDULE OF SERVICES:
The Contractor shall provide for the West Texas Veterans Affairs Health Care system (WTVAHCS) Courier services to transport laboratory specimens, supplies, medical equipment, records, miscellaneous items, and mail to and from WTVAHCS s Community based Outpatient clinics (CBOCs) and the WTVAHCS Medical Center (addresses provided below). Service shall also include occasional courier service between each of the CBOCs. Normally the deliveries would fit easily into a small van, utility vehicle or station wagon.
Furnish all labor, tools, materials, equipment, and supervision (except as specified) necessary to provide same day courier service from the following Community Based Outpatient Clinics (CBOC S):

Site locations:

300 Veterans Blvd, Big Spring, TX 79720 (WTVAHCS)
3850 Ridgemont, Abilene, TX 79606 (Abilene CBOC)
1735 North Main, Ft. Stockton, TX 79735 (Ft. Stockton CBOC)
1601 N. Turner (4th Floor), Hobbs, NM 88340 (Hobbs CBOC)
8050 E. Hwy 191, Odessa, TX 79762 (Permian Basin CBOC)
2018 Pulliam, San Angelo, TX 76905 (San Angelo CBOC)

CLIN
DESCRIPTION
ESTIMATED QUANTITY
UNIT


0001 BASE PERIOD: For the period of December 1, 2017 through November 30, 2018.
Only actual days performing service as defined in this agreement will be billable monthly.
0001AA
Abilene Clinic
(109 miles one-way trip)
260
Days


0001AB
Ft. Stockton Clinic
(144 miles one-way trip)
260
Days


0001AC
Hobbs Clinic
(116 miles one-way trip)
260
Days


0001AD
Permian Basin Clinic
(58 miles - one-way trip)
104
Days


0001AE
San Angelo Clinic
(87 miles one-way trip)
260
Days









CLIN
DESCRIPTION
ESTIMATED QUANTITY
UNIT


1001 OPT 1: For the period of December 1, 2018 through November 30, 2019.
Only actual days performing service as defined in this agreement will be billable monthly.
1001AA
Abilene Clinic
(109 miles one-way trip)
260
Days


1001AB
Ft. Stockton Clinic
(144 miles one-way trip)
104
Days


1001AC
Hobbs Clinic
(116 miles one-way trip)
260
Days


1001AD
Permian Basin Clinic
(58 miles - one-way trip)
260
Days


1001AE
San Angelo Clinic
(87 miles one-way trip)
260
Days








CLIN
DESCRIPTION
ESTIMATED QUANTITY
UNIT


2001 OPT 2: For the period of December 1, 2019 through November 30, 2020.

Only actual days performing service as defined in this agreement will be billable monthly.
2001AA
AbileneClinic
(109 miles one-way trip)
260
Days


2001AB
Ft. Stockton Clinic
(144 miles one-way trip)
104
Days


2001AC
Hobbs Clinic
(116 miles one-way trip)
260
Days


2001AD
Permian Basin Clinic
(58 miles - one-way trip)
260
Days


2001AE
San Angelo Clinic
(87 miles one-way trip)
260
Days








CLIN
DESCRIPTION
ESTIMATED QUANTITY
UNIT


3001 OPT 3: For the period of December 1, 2020 through November 30, 2021.
For the period of June 1, 2018 through May 31, 2019
Only actual days performing service as defined in this agreement will be billable monthly.
3001AA
Abilene Clinic
(109 miles one-way trip)
260
Days


3001AB
Ft. Stockton Clinic
(144 miles one-way trip)
104
Days


3001AC
Hobbs Clinic
(116 miles one-way trip)
260
Days


3001AD
Permian Basin Clinic
(58 miles - one-way trip)
260
Days


3001AE
San Angelo Clinic
(87 miles one-way trip)
260
Days














CLIN
DESCRIPTION
ESTIMATED QUANTITY
UNIT


4001 OPT 4: For the period of December 1, 2021 through November 30, 2022
Only actual days performing service as defined in this agreement will be billable monthly.
4001AA
Abilene Clinic
(109 miles one-way trip)
260
Days


4001AB
Ft. Stockton Clinic
(144 miles one-way trip)
104
Days


4001AC
Hobbs Clinic
(116 miles one-way trip)
260
Days


4001AD
Permian Basin Clinic
(58 miles - one-way trip)
260
Days


4001AE
San Angelo Clinic
(87 miles one-way trip)
260
Days






B.3. DESCRIPTION/SPECIFICATIONS: STATEMENT OF WORK

B.3.1. DEFINITIONS/ACRONYMS:
A. CBOC Community Based Outpatient Clinic.
B. Contracting Officer (CO) - Government employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts.
C. Contracting Officer s Representative (COR) - Individual or Individuals designated by the Contracting Officer to place orders, furnish technical guidance, advice, certify invoices, and provides general supervision of the work performed under the executed contract.

D. VAMC - Department of Veterans Affairs Medical Center

C. WTVAHCS West Texas Veterans Affairs Health Care System

E. Laboratory Specimens - A sample, as of tissue, blood, or urine, used for analysis and diagnosis

B.3.2. SPECIFICATIONS:

General Description
The Contractor shall provide for the West Texas Veterans Affairs Health Care system (WTVAHCS) Courier services to transport laboratory specimens, supplies, medical equipment, records, miscellaneous items, and mail to and from WTVAHCS s Community based Outpatient clinics (CBOCs) and the WTVAHCS Medical Center (addresses provided below). Service shall also include occasional courier service between each of the CBOCs. The government reserves the right to add/subtract pick up/delivery days as needed. (i.e. Ft. Stockton may only require services 1 day/week in the beginning of the contract.)

Government Responsibilities

The Government will:

a. Pack all lab specimens and affix tamper proof security label. All items will be clearly labeled for their intended delivery location.

b. Supply reusable delivery boxes for mail and other items being transported.

c. Have all items ready for pickup at the specified times.

Contractor Requirements:

The Contractor shall:
a. Provide all vehicles, fuel, insurance, personnel, and directional materials needed to fulfill the requirements as specified herein.

b. Provide Non Stick non-residue security labels that when removed hidden Open Void will appear in the film. Labels will be 1.0 x 3.0 inches and will be provided to the WTVAHCS Laboratory and other CBOC clinics sites as needed. See link for example of security label required. http://www.novavisioninc.com/pages/prd_security_labels_non_residue_red.html

c. Pickup items at the CBOCs Monday through Friday.

NOTE: ALL TIMES ARE US Central Standard Time (CST) with the exception Hobbs Clinic which is Mountain Standard Time (MST)

Location
Pickup NLT*
Pickup NLT**
Delivery NLT
Abilene Clinic (CST)
11:30 am
12:30 pm
3:00 PM
Ft. Stockton Clinic (CST)
12:00 am
13:00 pm
4:00 PM
Hobbs Clinic (MST)
11:30 am
12:30 pm
3:00 PM
Permian Basin Clinic (CST)
11:30 am
12:30 pm
2:00 PM
San Angelo Clinic (CST)
11:30 am
12:30 pm
3:00 PM
* NET: No Earlier Than
** NLT: No Later Than

CBOCs close at 4:30pm sharp.

Delivery for LAB SPECIMENS and deliveries to Ancillary Departments must be made on the same day NOT LATER THAN the times listed in the table above at the WTVAHCS, Pathology and Laboratory Department, located on the second floor, Bldg 1, room 231 or designated area for ancillary departments. These deadlines are extremely critical to the integrity of the specimens and will be closely monitored for compliance. Transport by ground is also critical to the appropriate packing of specimens and the Contractor shall notify the lab of any changes in type of transport used that may differ from the original offer or change at any time.

**In the event of an emergency or weather conditions the driver is to make arrangements with clinics for late pick-ups or the trip may be cancelled at no cost to us. This should be a rare event. **

d. Pickup items at the WTVAHCS, Monday through Friday for delivery to the
Identified CBOCs. Deliveries shall be made to the CBOCs the same day.

e. Provide a means of communication to permit immediate inquiry regarding the
Status of items in transit.

f. Handle transported items in such a manner as to ensure the integrity and security of the items. OSHA approved laboratory containers/coolers will be labeled with a biohazard label.

g. Contractor shall be responsible for complying with all regulations that define appropriate transportation of specimens and shall supply, in writing, proof that all drivers have been adequately trained on an annual basis. The contractor is responsible for the safe transportation of all items to their destination. The contractor's employees/couriers transporting test specimen must be trained in "Universal Precautions" in the handling of biohazard materials (specimens). The contractor shall insure that all drivers are trained and have received instruction in the safe transport of infectious/diagnostic specimens as required by federal, state and local law. This shall include instructions on procedures to follow in the event of leaks, spills, or breakage of packaging for the lab specimens. Documentation must be provided upon request.

h. Provide documentation that contains at a minimal:

i. Driver's name
ii. VA staff who presented items to be transported
iii. What was picked up (qty., desc. and any special transportation needs)
iv. Time and date of pickup
v. Location of pickup
vi. Any and all incidents that occurred during transportation
vii. Time and date of delivery
viii. Location of delivery
ix. VA staff who accepted delivery

Note: Copy of this documentation must be left with the VA staff who presented
Items to be transported, and with VA staff who accepted delivery.

D. Contractor Vehicles

Vehicles used in performance of this contract shall be licensed and meet all minimum Vehicle requirements as mandated by the State of West Texas, which if required, Includes a Hazardous Material Certificate. Vehicles must provide protection for the items being transported to prevent exposure to weather (direct sunlight, heat, cold, rain, snow, water, etc.), and insure items are secured to prevent theft or loss.

E. Contractor Personnel

Contractor Personnel while performing under this contract shall wear a company
Uniform which clearly displays the name of the company and of the individual. Personnel shall be neat and clean in appearance, and project a professional image.

F. Driver Requirements
a. All drivers shall have and maintain a valid driver s license, issued by the State of West Texas, to include special licensure if required for transporting Hazardous
Material.
b. Contractor shall maintain a record of each employee as to the character and
physical capabilities for performing the duties of courier under this contract.

c. Driver shall not make any non-emergent stops during transport of items under this Contract.

d. While on VA grounds, driver shall secure their vehicle when left unattended. The
Government will not be held liable for vehicles parked on VA grounds.

G. Transportation Requirements

Items that may be transported include, but are not limited to:
a. Blood and serum samples, body fluids, tissue and the like which shall be
transported in a container specifically designed for such transportation.

b. Specimens which will remain separated based on test requirements (room
temperature, cooled-refrigerated, and/or frozen.

c. Medical Records.

d. Mail and miscellaneous.

e. Radiology items X-Ray film will be transported in protective covers.

f. Prosthetic items and surgical items.

g. Maximum individual item weight will be no more than 6Olbs.

h. Maximum individual item size will be no more than 3' cube.

H. Limitations

Only Contractor's personnel are allowed to ride in Contractor's vehicles during performance under this contract. Under no circumstances shall the Contractor permit other person then the driver to handle items being transported.

I. Pickup/Delivery Procedures

Contractor's driver shall:
a. Present him/her at the pickup/delivery location.

b. Identify items to be transported.

c. Review with the VA Staff items to be transported and their special transportation
needs.

d. Sign for items being pickup and/or delivered.

J. Pickup/Delivery Locations

a. CBOCs will have a single delivery and pickup location for laboratory items. All other items will be delivered to designated location at CBOC front desk.

b. WTVAHCS

i. Delivery shall be as follows:

1. Monday through Friday (8:30am to 4:00pm)

A. Items labeled for Laboratory shall be delivered to Laboratory service. (Labs will be delivered same day before 3:00 PM) RM 231 (2nd Floor)
B. Items labeled for Radiology shall be delivered to Radiology
Service. RM 252 (2nd Floor)
C. Items labeled for Pharmacy shall be delivered to Pharmacy Service. RM 91 or 91C (1st Floor)
D. All remaining items shall be delivered to the Mailroom in the distribution warehouse.

2. After hours

A. Item labeled for Laboratory shall be delivered to
Laboratory Service.
B. Items labeled for Radiology shall be delivered to Radiology
Service if no one is available, then items to be delivered to
Administrative Officer on Duty (AOD) at entrance Urgent Care entrance.
C. All other items will be delivered to the Administrative Officer on Duty (AOD) at entrance Urgent Care entrance.

Note: These locations are centrally located at the WTVAHCS.

ii. Pickups shall be as follows:

1. Driver shall report to Laboratory Service and the Mailroom in the distribution warehouse to pick up any items to be delivered to the CBOC on their route.

K. Failure to Provide Services

If the Contractor fails to furnish the required services with the timeframes established herein, the WTVAHCS reserves the right to obtain the service from another source and charge the contractor any excess cost that may result. Furthermore, failure to perform of the services set forth in the contract will be considered grounds for invoking provisions of default. Exception, would be State and/or Federal Highway road closures, during which the Contractor shall notify, same day, the effected CBOC of none pickup and/or delivery.

L. Designation of Contracting Officer Representative

a. WTVAHCS representative of the Contracting Officer will be designated to represent the Contracting Officer in furnishing technical guidance and advice the work being performed under this contract.

b. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer.

c. The Contracting Officer's Representative(s) (COR) and/or the Contracting Officer will be the only WTVAHCS personnel authorized to request services under this contract.

M. Deliverables

a. Within three calendar days of contract award, Contractor shall provide
copies of certifications, and qualifications of all the personnel and vehicles involved in the performance of this contract to the CO. Included must be
Names and telephone numbers of couriers.

b. Contractor shall keep the CO apprised of any changes to personnel and vehicles throughout the life of this contract.

c. Contractor shall provide monthly, quarterly, and/or annual Usage Reports to the CO or COR upon written request at any time throughout the life of this contract. Information requested would be similar to those items specified under the "Payments" paragraph located herein.

N. Qualifications of Offerors

a. Proposals shall be considered only from offerors who are regularly established in the business called for, who in the judgment of the CO, are financially responsible and have the necessary equipment and personnel to provide the service specified herein, and who meet all Federal, State, or local codes or regulations regarding operations of Courier Service.

b. The VA reserves the right to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any bidder and to reject any bid, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. If any courier equipment is added after inspection, subsequent to award of contract, it shall be inspected and approved by the CO before being placed in use under this contract.

O. Designation of Contracting Officer Representative (COR)

a. WTVAHCS representative of the COR will be designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract.

b. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO.

P. Scheduling of Work

a. Only the COR or CO and those individuals as provided in Delegation of Authority by WTVAHCS are authorized to place requests (orders) for contract services with the Contractor's dispatch office. The request for services shall specify the originating point and final destination. Only such travel is authorized and any costs incurred for unauthorized travel, stops, waiting time, etc., will be the responsibility of the Contractor. The Contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized personnel, may be deemed as unauthorized travel for which the Contractor may bear the risk of non-reimbursement.

Q. Quality Control

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

b. The contractor shall provide a method to accept and resolve customer complaints and notify the COTR of the complaint and resolution.

c. The contractor shall immediately notify the COTR upon receipt of a customer complaint in order that joint validation may be accomplished. The contractor is responsible for quality control and specification compliance.

B.3.3. OPERATIONAL TIME REQUIREMENTS:

The Contract services shall be operable and available for use 100% of the time Monday through Friday 5 day week time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action.

B.3.4. HOURS OF SERVICE:

Courier services shall be performing the service specified herein Monday through Friday with the exception of National Holidays.

NATIONAL HOLIDAYS
New Year s Day
Martin Luther King s Birthday
President s Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran s Day
Thanksgiving
Christmas

Note: Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

B.3.5. DOCUMENTATION/REPORTS:

B.3.5.1. Incident/Accident Reports/Weather

In the event that the Contractor is involved in any incident or accident while transporting a VA items, regardless of how minor the incident/accident appears to be, verbal notification with all the facts as they relate to the incident/accident shall be reported to the COR or CO. This notification shall take place once the medical necessity or a crisis has ended. A written report shall be submitted to the CO within forty-eight (48) hours of the incident/accident with a list of the contractor staff names (drivers/attendants), any pertinent information and witnesses. If for any reason the Contractor is unable to deliver transported items due to any incident including weather the Contractor is responsible for the safeguard and security of said items at all times. Contractor will notify the CO or COR immediately of such actions and provide for alternative transport and contingency plan to secure and transport such items. Contractor will provide Standardized security procedures for such incidents.

B.3.6. REPORTING REQUIREMENTS:

B.3.6.1. Patient Confidentiality

a. Contractor shall insure the confidentiality and security of all patient information and shall be held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Privacy Act (5 USC 522a), Confidentiality of Drug Abuse, Alcohol Abuse, Sickle Cell Anemia and HIV/AIDS Treatment Records (38 USC 7332 and 38 USC 4132) and Confidentiality of Medical Quality Assurance Records (38 USC 5705 and 38 USC 3305). The Contractor shall comply with all pertaining confidentiality and security statutes. Contractor shall be HIPAA compliant (Health Insurance Portability and Accountability Act). Failure to comply with statutes regarding confidentiality and security of patient health information/individually identifiable information may result in financial sanctions. In addition, all patient charts and patient information are confidential and transported items will remain intact and secured by vendor at all time. Items containing patient information will be secured with tamper proof residue security labels that when removed a hidden Open Void will display. At no time will Contractor open or tamper with any item in transport. Transported items will be accounted for by the vendor using a traceable chain of custody system which provides online tracking at all times. During the transportation (collection, distribution, sorting, export, delivery etc) every shipment will be identified by barcodes provided by the Contractor which facilitates the track and trace of the shipments at all stages. Contractor will provide 24x7x365 customer service contacts for inquiries or issues.

i. Safeguards:   Vendor is responsible for the securing and locking of vehicle containing all transported materials at all times. At no time, should the transporting vehicle be unlocked or unsecured or without specific oversight/supervision of loading/unloading by the contracting personnel. Any tampering or loss of personal health information being transported or delivered between WTVAHCS CBOCS must be immediately (within one hour of determination) be reported and coordinated with the responsible COR who is then responsible for the reporting of the incident to the facility Privacy Officer and/or facility Information Security Officer.  Details to be reported via phone call and follow-up e-mail. 

ii. Vendor Liability:  Vendor assumes liability for any loss of personal health information while in its care and custody.  Under HIPAA provisions for transport of personal health information, the necessary notification and letter offering credit monitoring to the injured party suffering the loss or tampering of personal health information will be the responsibility of the vendor in coordination with the facility Privacy Officer, with copies of such notification to be provided to the facility Privacy Officer within 30 days of incident determination and resolution of responsibility.

B.3.7. PAYMENT:

B.3.7.1 Invoicing/Billing

The Contractor shall submit a properly prepared invoice, monthly in the arrears.
Contractor itemized invoice shall contain at a minimum:

a. The contract number

b. Billing period (i.e. June 1st thru June 30th, 2015)

c. The actual number of billing days

d. Pickup and Delivery locations

e. Number and types of items transported for each pickup location

f. Line item total for each for each pickup location

g. Purchase Order number.

h. Grand total of separate monthy invoice for each CBOC clinic.

i. Monthly payments will be processed upon receipt of a properly prepared invoice submitted via OB10 to The Financial Service Center, Austin, TX.

B.3.8. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs and will not proceed with those repairs until a separate purchase order is issued.

B.3.9. OPERATIONAL REQUIREMENTS

Courier

a. Contractor is required to maintain and provide proof of automotive insurance within 5 days of notification of contract award.

b. Contractor is required to maintain and provide proof of Workers Compensation and Employer's Liability Insurance and General Liability Insurance within 5 days of notification of contract award.

c. These insurance requirements are to remain in effect throughout the life of this Contract.

i. Contractor personnel shall wear a company uniform with the employee's name readily visible in the outside of the uniform, while performing services under the contract. This can be a legend on a uniform or uniform jacket or by means of a name badge or a combination of both. Uniforms shall be clean and maintained in good repair to present a professional image.

ii. The Government reserves the right to refuse/dismiss any personnel from providing services under this contract.

iii. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

d. The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of West Texas. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury and liability resulting from. VAAR 852.237-70

B.3.10.

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