Lexington Lab Specimen Courier Service

Courier Services for CBOC Laboratory Specimens VA Lexington (596)
1. INTRODUCTION
Contractor shall provide once daily Monday through Friday (federal holidays excluded).
Pickup and delivery of patient laboratory specimens FROM each of the four (4) VA Community Based Outpatient Clinic (CBOC) sites delivered TO the main laboratory (Pathology & Laboratory Medicine Service) VA Medical Center (VAMC) 1101 Veterans Drive, Lexington, KY 40502-2236 room B102.
The CBOC Sites are located at:
300 Medpark Dr, Somerset, KY 42503
333 Beacon Hill Dr., # 100, Morehead, KY 40351
210 Black Gold Blvd, Suite 107 Hazard, KY 41701
209 Pauline Dr. Berea, KY 40403
Contractor shall provide as needed courier service after normal business hours (Monday through Friday 4:30pm 8:00am and all-day Saturday and Sunday, including federal holidays) for pickup and delivery of patient laboratory specimens from campus to campus.
Campus to Campus
Specimens will be picked up from:
VA Leestown Division (LD)
2250 Leestown Road, Lexington, KY 40511
Delivered to:
Main Laboratory (Pathology & Laboratory Medicine Service)
VA Medical Center (VAMC), Room B102.
1101 Veterans Drive, Lexington, KY 40502-2236
At the VA clinics, the patient laboratory specimens are packed into a contractor provided transport container/package by VA staff members at each location.
Each packed laboratory specimen transport container is subsequently delivered by the courier contractor to the VAMC Lexington laboratory, where VA laboratory staff unpack container.
VA IT Security System Certification & Accreditation requirements do not apply therefore a Security Accreditation Package is not required.Â
2. Ordering Periods (OP) and Invoicing:
The contract shall be established as Ordering Periods (OP): with a total of five (5) Ordering Periods and will be awarded as Fixed Price.
OP 1: 10/01/2019-09/30/2020
OP 2: 10/01/2020-09/30/2021
OP 3: 10/01/2021-09/30/2022
OP 4: 10/01/2022-09/30/2023
OP 5: 10/01/2023-09/30/2024
This is a five-year indefinite quantity contract divided into five one-year ordering periods. During each ordering period, the contractor shall monitor the amount of funds invoiced and paid compared to the obligated amount. When the invoiced amount reaches 75 percent of the obligated amount, the contractor shall notify the COR and the contracting officer by email, additional funds may be required to complete the ordering period. The email shall include the amount paid and pending payment and the remaining balance of obligated funds. Invoices shall be monthly in arrears. The contractor shall only invoice for actual trips completed. The invoice shall document the trips completed by date for each location
Invoicing will be monthly (12 per year) and each invoice will be itemized by delivery event .
3. REQUIREMENTS
The contractor shall furnish materials, supplies, and equipment necessary to facilitate transportation of the laboratory specimens as required by laboratory accreditation guidelines and OSHA safety standards for Category B Infectious Substances. These must include but are not limited to:
For CBOC locations, Contractor shall supply an Insulated, leak proof, rigid transport containers/packages as described in Title 49 Code of Federal Regulations (CFR) 173.199. (Containers used between VA campuses in Lexington are supplied and owned by the VA.)
courier personnel performing pickup will have a key in their possession provided by each CBOC to the lockable specimen holding cabinet secured in each CBOC.
The laboratory specimens will be prepared and packed in their transport container by VA staff members. The packed laboratory specimen containers will be transported and delivered to the VAMC Lexington laboratory room B102 destination under conditions that preserve specimen integrity and avoid unacceptable delay (see item 4. DELIVERY). Specimens are unpacked by VA laboratory staff.
The contractor shall pick up and deliver the above described rigid transport containers/packages pre-packed with the following types of human laboratory specimen(s):
Blood
Serum
Plasma
Urine
Miscellaneous body fluids
Tissue in 10% liquid formalin preservative
Patient information must be protected in a confidential manner in compliance with Health Insurance Portability & Accountability Act (HIPAA) regulations.
Drivers shall be fully licensed and insured.
Drivers shall be appropriately trained and demonstrate adherence to HIPAA regulations and the requirements for transporting Category B Infectious Substances.
Information documenting fulfillment of these requirements must be provided to the Contracting Officer Representative (COR) upon demand.
4. REFERENCES
College of American Pathologists Laboratory Accreditation Program Standards,
Joint Commission Standards for Pathology & Clinical Laboratory Services,
HIPAA Regulations.
Title 49 Transportation Shippers General Requirements for Shipments and Packagings Code of Federal Regulations (CFR) 173.199 Category B infectious substances
5. DELIVERY
VA CBOC Pickup and Delivery clinic locations:
Pickup of each laboratory specimen transport container should be made at or near, but not prior to, close of business, at the following VA CBOC sites
Somerset, KY (Pulaski County)
Morehead, KY (Rowan County)
Hazard, KY (Perry County)
Berea, KY (Madison County)
Delivery of each laboratory specimen transport container to the main laboratory VA Medical Center, 1101 Veterans Drive, Lexington, Ky. (Fayette County) located on first floor, room B-102.
Pickup and delivery shall occur Monday through Friday except on federal holidays.
The delivered CBOC laboratory specimen containers shall arrive at the VAMC Lexington, KY main laboratory room B102 before no later than (NLT) 10:30pm EST on the same day they are picked up from the CBOC.
Courier contactor personnel responsible for performing each pickup and delivery shall verify the completion of the task by legibly recording information required in the CBOC Pickup and Main Laboratory Delivery logs.
The contractor courier shall must provide telephone contact information so that CBOC and main laboratory personnel can inquire about the disposition/status of pickup and delivery events.
Contractor courier personnel should complete telephone calls that inform VA CBOC Pickup or VA main laboratory Delivery personnel of problems that interfere with the pickup and/or delivery process.
Local delivery from Campus to Campus after hours:
Pickup of each laboratory specimen transport container should made within one hour of order placed to courier. Delivery must be made within 30 minutes from pickup, regardless of the day or time order placed.
Delivery of each laboratory specimen transport container should be made to the main laboratory VA Medical Center, 1101 Veterans Drive, Lexington, Ky. (Fayette County) located on first floor, room B-102.
Pickup and delivery will occur after normal business hours Monday through Friday (4:30pm 8am) and all-day Saturday and Sunday, including federal holidays.
Courier contactor personnel responsible for performing each pickup and delivery of laboratory specimens will signify completion of the task by legibly recording information required by the LD pick up log and main laboratory Delivery logs.
The contractor courier must provide telephone contact information so that LD personnel and main laboratory personnel can inquire about the disposition/status of pickup and delivery events.
Contractor courier personnel should complete telephone calls that inform VA LD staff and VA main laboratory personnel of problems that interfere with the pickup and/or delivery process.
6. PROGRESSES AND COMPLIANCE
To ensure service is provided at an acceptable quality level (AQL), a review procedure described by the contract s Quality Assurance Surveillance Plan (QASP) will be applied by the COR prior to approval of the monthly invoice. The COR will use the QASP framework to evaluate the contractor courier s adherence to the pickup and delivery protocol and fulfillment of the license, insurance, and training requirements..