Service - Lab Courier

Added: Sep 07, 2016 1:37 pm Modified: Sep 15, 2016 7:57 amTrack Changes The purpose of this amendment is to answer the following RFIs from potential contractors.

Q. The solicitation states that:

"The contractor shall provide an on-site Project Manager during the normal hours of operation to act with full authority for the contractor. This individual shall be responsible for the supervision, overall administration and coordination of the required services. The Project Manager shall be the point of contact with the government and shall have the authority to act or make decisions for the contractor."

*Is the expectation that we provide a person on site just to troubleshoot from 11am-8pm (that would be the normal hours for these routes)?

A. In the past, we have had incidences with the previous contractor's reliability. The company was based out of outside of Florida, and no local supervision was located anywhere near the Eastern coast. We have found it beneficial to have a site supervisor for quality check on driver performance and contractual obligations. For example, drivers do not wear their uniforms all the time and are required to wear some sort of ID. This is why the SOW requires an on-site project manager. This way, if there is a call out, then that person would be able to get a driver to that site. The VA would require that person to make a last minute decision during the hours of 0700 to 1800, Monday thru Friday and some Saturdays. This person can be one of the drivers and act as the on-site Project Manager for our coverage area.

Q. Also noted these two paragraphs back to back that appear to contradict each other since vehicle trunks in summer can get really hot:

"The Contractor shall maintain proper temperature in vehicles to preserve medical supplies, specimens and films. There shall be climate control in the vehicles, so that the internal vehicle temperature can be maintained at a temperature between 65°F and 85°F. The vehicle shall meet the requirement that all efforts shall be made to assure that all items are delivered upright, without spoilage/damage from temperature conditions, rough handling and/or negligence."

"The courier who is to transport medical instruments must place the secured, locked, leak proof container in a secured, confined area in the vehicle, for instance, the trunk. Avoid situations/conditions where the container can be a projectile object in case of sudden breaking of the vehicle."

*Please clarify the expectation of securing containers inside vehicles.

A. Vehicles need to have ample space to hold up to a range of 2 to 6 large containers that measure 16x13x5 inches, each. Each container needs to be inside the vehicle where there is temperature control. Containers located in a trunk area either get too hot or too cold. Trucks with toppers added to the truck bed, are also not suitable since temperature control cannot be maintained. A secure area is a designated area where the containers do not become projectile items during a sudden halt or in a crash. They are to be transported upright in order to maintain specimen integrity.



Q. Concerning the need for dry ice:

"Occasionally, the Contractor shall be required to furnish dry ice for transportation prior to arrival at the pickup site. Dry ice is most often used to transport certain specimens and is not expected on a routine basis."

How often will this be needed and at which locations? Will there be a line item to charge for dry ice or will this need to be factored into the overall costs?

A. Very rarely will we need dry ice. This was added into the SOW as a backup procedure for keeping specimens frozen. In case dry ice is requested, then it should be a line item since I do not anticipate needing this service occasionally. In the case that the contractor needs to purchase dry ice, or other incidentals to perform the work, the contractor must justify the expense. If reasonable, these charges will be charged separately and paid using a separate line item.

Q. May routes be combined to save on costs?

A. In the past, contractors have combined routes based on drive times reported by MapQuest and other trip planners. These do not take into account traffic patterns, weather, and other factors that make these programs unreliable. The only route that experience show can be combined is the Lecanto-Ocala, or the Lecanto-Villages route.

Added: Sep 07, 2016 1:37 pm

This is a PRE-solicitation notice that the Veterans Health Administration intends to solicit offers to provide Lab Courier Services in the North Florida/South Georgia region.



This requirement will be set-aside 100% for service disabled veteran-owned small businesses (SDVOSBs). To be eligible for a SDVOSB set aside under VA's Veterans First Contracting Program, SDVOSBs must 1) be verified by the Department of Veterans Affairs (VA) as SDVOSB, and 2) meet the small business size standard for NAICS 492110.



The solicitation is anticipated to be posted on www.fbo.gov for download on or about September 12, 2016. Anticipated closing date of the solicitation will be October 14, 2016. Solicitation posting and closing dates are subject to change as necessary and amendments will be issued as accordingly. Potential offerors may submit questions regarding the project's requirements as of the date of this posting through a date that will be identified in the solicitation. All questions should be directed to Christopher Brailer at 352-381-5730 or via e-mail at Christopher.brailer@va.gov; e-mail is preferred.



This PRE-solicitation notice does not constitute a request for proposals.