Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 27, 2016 FBO #5269
SOURCES SOUGHT

R -- PSA Laboratory Courier Service - Synopsis

Notice Date

4/25/2016
 

Notice Type

Sources Sought
 

NAICS

492110 — Couriers and Express Delivery Services
 

Contracting Office

Court Services and Offender Supervision Agency, Pretrial Services Agency, Finance and Administration, 633 Indiana Avenue, NW, Suite 1120, Washington, District of Columbia, 20004
 

ZIP Code

20004
 

Solicitation Number

PSA16Q0016
 

Point of Contact

Diana T. Weiss, Phone: (202) 220-5654, Thomas W Guuziewicz, Phone: (202) 220-5667
 

E-Mail Address

diana.weiss@psa.gov, thomas.guziewicz@psa.gov
(diana.weiss@psa.gov, thomas.guziewicz@psa.gov)
 

Small Business Set-Aside

N/A
 

Description

synopsis SOURCES SOUGHT Pretrial Services Agency Office of Forensic Toxicology Laboratory Courier Service PSA16Q0016 PURPOSE THIS IS A SOURCES SOUGHT NOTICE, ONLY. Please note that the information provided in this Sources Sought notice is to be used for acquisition planning purposes to determine the available sources for the services described herein. This is not a solicitation and proposals are not being requested at this time. This notice is not to be construed as a commitment by the Government to issue a solicitation or award. The Pretrial Services Agency for the District of Columbia's mission is to promote pretrial justice and enhance community safety. This is a Sources Sought notice to support the Pretrial Services Agency's Office of Forensic Toxicology. The purpose of this Sources Sought notice is to gather information from potential sources for Urine Specimen and Laboratory Supplies Courier Services. The requirements are described below. REQUIREMENT Description/Specifications/Statement of Work for Urine Specimen and Laboratory Supplies Courier Service C.1Scope of Work The Contractor must provide all the necessary personnel, supervision, equipment, supplies, vehicles and fuel needed to provide regularly scheduled pick-up and delivery of urine specimens and laboratory supplies (including: Reagents, Test Tubes, Gloves, Wash Solutions, etc.) from various Pretrial Services Agency (PSA) field site locations, listed in Attachment A, located within Washington, District of Columbia (D.C.) under a chain of custody process at specified times and schedules. All deliveries will be made to the Office of Forensic Toxicology Services (OFTS) laboratory located at 90 K Street, NE, Suite 102, Washington, D.C. 20002. The Government may at any time add or delete scheduled pick-up and delivery stops within Washington, D.C. by providing the Contractor a one-week advance notice of such change(s) unless emergent requirement requires immediate change to schedule, for example, due to laboratory testing equipment being out of service. It is anticipated that the period of performance will be for one year. The Government intends to award a firm-fixed-price contract. The Government will NOT reimburse any costs associated with responding to this sources sought synopsis request. This notice shall NOT be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The North American Classification System (NAICS) code for this acquisition is 492110 - Couriers and Express Delivery Services, which has a size standard of 1,500 employees. C.2Background PSA was established as an independent Federal Agency under Section 11232 and 11233 of the National Capital Revitalization and Self-Government Improvement Act of 1997 (the Revitalization Act), Title XI of the Balanced Budget Act of 1997, Public Law 105-33, enacted August 5, 1997. The mission of PSA is to promote pretrial justice and enhance community safety. PSA is responsible for gathering information about newly arrested defendants and preparing the recommendations considered by the Court in deciding release options. PSA recommends the least restrictive conditions that promote public safety and return to court. PSA supervises defendants released to the community through a variety of programs that include drug treatment, mental health services and referral to a range of social services. PSA has partnerships with various justice agencies and community organizations as a way to build capacity for support services for defendants under pretrial supervision. The mission of the Illegal Substance Collection Unit (ISCU) is to contribute to improved public safety by ensuring integrity in the initial and ongoing phases of the sample collection process. C.3Introduction PSA has a requirement to obtain a courier service for PSA's OFTS for pick-up and delivery of urine specimen samples and laboratory supplies as listed above from various PSA Illegal Substance Collection Unit field sites in Washington, D.C. to the OFTS laboratory located at 90 K Street, NE, Room 102, Washington, D.C. The pick-up and delivery services must be performed in strict compliance with the protocol and chain of custody procedures. C.4Description of Tasks 1.The Contractor must maintain a log for pick-up and delivery of each box (boxes will be provided by PSA) at the designated field site location(s) identified in Attachment A as well as ad hoc services delivered to OFTS laboratory at 90 K Street, NE, Room 102. Upon delivery, the Contractor must process and transfer custody of each box in his/her possession to the OFTS laboratory with and by a Government (PSA) employee. PSA OFTS will provide training pertinent on the job training, including: computer training to perform the job, how to go through a Chain of Custody, how samples are tracked through the system, and any other information necessary to perform this job. The Contractor shall utilize the schedule found in Attachment A. Pricing for the Normal Schedule in Attachment A shall be based upon a monthly charge for conducting the routine services. Price per month of services under Schedule found in Attachment A: $ PSA COR is to be determined (TBD). Government personnel observe the following days as holidays: New Year's DayJanuary 1 * Martin Luther King's BirthdayThird Monday in January President's DayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4* Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans DayNovember 11 Thanksgiving DayFourth Thursday in November Christmas DayDecember 25* 2.AD HOC SERVICES - defined as Emergency Ad Hoc Services which can be employed on an as needed-daily basis- may be initiated on Weekdays, Saturdays, and Holidays that do not fall on a Sunday, as directed by the PSA COR or the CO. The same process for the regular scheduled pick-ups shall be followed for the Ad Hoc Services. The schedule for ad hoc courier services is Weekdays from 12:30 PM to 5:30 PM, and Saturdays and Holidays from 7 AM to 4:30 PM, with a 1 hour response time. The last call for ad hoc services will be 4:00 PM on Weekdays and 3:00 PM for Holidays and Saturdays. When the PSA appointed COR or CO informs the Contractor of the need for Ad Hoc services to be initiated, the Contractor shall provide pickups and drop offs from 12:30 PM to 5:30 PM, or within one hour, on Weekdays and 7 AM to 4:30 PM, or within one hour, on Saturdays and Holidays between the Courthouse laboratory located at 500 Indiana Avenue to 90 K Street NE, Room 102, to 90 K Street, NE, Room 102, Washington, D.C. or as otherwise as directed. Pricing for the Ad Hoc Services as described in this document shall be based upon a daily charge for each Weekday, Saturday and Holiday. Price per each Ad Hoc Weekday:$ Price per each Ad Hoc Saturday: $ Price per each Ad Hoc Holiday: $ PSA COR is TBD. a. Ad Hoc Services will be initiated on a daily basis as required by PSA as follows: 1. PSA COR or Laboratory Management Team Member shall contact the Vendor via telephone and follow up with an email to the vendor, copying the PSA Contracting Officers as soon as Ad Hoc Services are anticipated to be needed or are needed. 2. Vendor shall be available to pick up Specimens at 500 Indiana Ave. (or other PSA location in Washington, DC if directed). The last call for ad hoc services is 3:00 PM for Saturdays and Holidays and 4:00 PM for Weekdays. 3. The Vendor shall implement the Ad Hoc Services within 1 hour of request for Ad Hoc Services, for Ad Hoc Services on Holidays and Saturdays between 7 AM and 4:30 PM and on Weekdays between 12:30 PM and 5:30 PM. 3.The Contractor must strictly adhere to the schedule set forth in Attachment A and Ad Hoc service schedule, if initiated. The arrival and departure times set forth in Attachment A must be monitored by the Contractor's Supervisor or Dispatcher and any delay(s) reported to the PSA COR by phone within 15 minutes and followed up with an e-mail the reason for delay within twenty-four (24) hours after reporting by phone. 4.The schedule for courier services is found in Attachment A or later version. 5.During the life of this contract, the Government may revise the schedule, Attachment A, to reflect changes in its requirements. Such revisions may include the addition or deletion of pick-ups or change in delivery locations as well as time changes. Any additional pick-up or delivery locations will be located only within Washington, D.C. Should a change be required, the Government will provide the Contractor a one-week advance notice of such change(s) unless emergent requirement needs an immediate change to the schedule, e.g., building fire, laboratory testing equipment failure, etc. The Contractor may make a request for an equitable adjustment to the contract to reflect the impact of these changes, if such adjustment is warranted, and the Government will consider the request without an unreasonable delay in approving or denying request. C.5Vehicle(s) 1.The Contractor must provide one (1) vehicle in good working condition during the scheduled service period that must be no more than two years old at the start of the contract. During the term of the contract, the vehicle(s) shall be no more than four (4) years old. Vehicles shall be properly registered in the United States. It is estimated that Minivan's, SUV's, or similar mid-sized vehicles are sufficient to perform these courier services. In the event that a delivery proves to be too large to fit within the Contractor's vehicle, the Contractor will be required to complete the remainder of the delivery (along with the next regular delivery, however, no Specimens are allowed to be delivered the following business day, all specimens shall be delivered on the same day they are pick up). However, the Contractor must ensure that this is a rare occurrence by using a large enough vehicle to accommodate a reasonable amount of items. The Contractor's vehicle must be 100% climate controlled (with working air conditioning/heater for extreme seasonal temperatures) for the protection of specimens, etc. The Contractor will be held financially responsible for the replacement value of items damaged due to insufficient climate control. The Contractor's vehicle(s) must also be able to completely contain the items being transported internally in order to guarantee the safety, security, and overall state of the items. Standard vehicle security measures such as locking doors, windows, etc., are sufficient. 2. The Contactor must provide an additional picks ups and drop offs, if Ad Hoc services are initiated, and scheduled to be provided during the service hours on Holidays and Saturdays between 7 AM and 4:30 PM OR Weekdays between 12:30 and 5:30 within 1 hour of request for Ad Hoc Services. The last call for ad hoc services is 3:00 PM for Holidays and Saturday and 4:00 PM for Weekdays. 3.The vehicle(s) and/or drivers must be equipped with a cellular, Smartphone or portable telephone for emergency contact between the driver, Supervisor/Dispatcher, and the PSA COR. The Contractor's use of cell phones to place calls while driving is generally prohibited. However, a hands-free device can be used for mobile voice calls in critical and time sensitive situations. Examples of critical and time sensitive situations include but are not limited to, being late for a drop off or pick up. The use of cell phones while driving to text message, check email, or browse the internet while driving is strongly prohibited. C.6Driver Requirements 1.The driver must maintain a valid driver's license for the type of vehicle operated and issued by the United States. A copy of the driver's license and past driver's record must be submitted to the PSA COR. If a driver's license or driving record is changed during the contract period, it must be resubmitted to the PSA COR. 2.The driver must obey all posted speed limits, traffic signals, and directional signs in compliance with applicable Federal, State, and local laws. The Government is NOT responsible for violations incurred by the driver personnel or for citations issued for deficiencies of the vehicle. The Government does NOT reimburse for parking related expenses. 3.If a driver is determined to be reckless, or his/her performance is determined to be otherwise unsatisfactory by the Government, he/she must be replaced immediately by the Contractor. The Government will notify the Contractor Supervisor/Dispatcher verbally of the circumstances of the non-satisfactory determination, with subsequent follow-up in writing within 24 hours. The Contractor must provide a replacement driver within two (2) working days. The provisions of this paragraph shall NOT relieve the Contractor of his responsibility to provide pick-up and delivery service on all scheduled workdays and/or Ad Hoc services, if initiated. 4.The driver may be required to provide witness testimony as requested by the Contracting Officer or designated COR regarding chain of custody of delivered container/box of specimens. Testimony may be provided via, affidavit, telephonically, video conferencing, or in-court as specified by PSA. C.7Permits and Licenses 1.The Contractor and its employees are independent Contractors and NOT an agent of the Government, and must at their own expense, obtain and maintain the necessary permits, franchises, licenses, or other authorizations and certifications required. This includes necessary approvals and certifications from the Washington Metropolitan Transit Commission. 2.In performance of this contract, the Contract must comply with all stipulations and representations required by any Federal, State, Municipal, or local laws or executive orders, or any applicable rules, orders, regulations, or requirements of any commercial carriers. However, nothing herein contained shall be considered as preventing the Contractor from contesting in good faith and in a legally prescribed manner, the validity of such laws, orders, regulations or requirements. C.8Government Closings Should the Government close its offices, either on a national, local or Agency basis, the Contractor shall NOT work, unless directly authorized by the Contacting Officer's Representative. Such irregular circumstances could include inclement weather, power outages, and death of a national figure, bomb threat, or funding lapses. Non-work due to the Government's closing of its offices is NOT an expense directly reimbursable to the Contractor. C.9Contractor Personnel 1.Contractor's employees assigned to work on this contract shall be trained, fully qualified, free from any communicable disease, drug-free, and physically able to perform the assigned work. All Contractor personnel (employees and Sub-Contractors) utilized under this contract shall submit to a PSA background check before entering on duty under the contract, and if necessary, a background investigation prior to commencement of work under the contract. The Contractor shall provide the contracting officer's representative (COR) with a list of Contractor employees expected to enter PSA premises. While on PSA premises, all Contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. 2.At all times while performing work under this contract, the Contractor's employees and sub-contractors shall wear or display a distinctive Contractor identification with the employee's name. In addition, a PSA badge/proximity card may be issued that must be worn and displayed while performing work under this contract. 3.The Contractor is required to attend and participate in all mandatory training provided by PSA's OFTS as it relates to the performance of his/her job description. 4.Confidentiality and Disclosure of Information. The Contractor employees and Sub-Contractors must agree to maintain the strict confidentiality of all drug and alcohol information as required under United States Code (USC) 42 Code of Federal Regulations (CFR), The Federal Rules and Regulations of the Confidentiality of all Drug and Alcohol Information and the D.C. Privacy Act Statutes. The Contractors employees and Sub-Contractors must complete a disclosure form and submit to the PSA COR indicating how they come to know personally the name of offender they are processing their samples (Attachment 3). 5.Computer Access Code Sheet. The Contractor employees and Sub-Contractors must adhere to all Information Technology (IT) Agreements and NOT provide their logon ID to another person. The employee when using the multi-scan must remain with the samples/box and sign-off when not accessing the Agency data files. The employee must adhere to Chain of Custody Policy in the collection of samples (See Paragraph C.14 of this Statement of Work). 6.Incident Reports. Should any sample spill, become damaged, misplaced, or if the employee is unable to scan a sample to the OFTS laboratory a business report must be written and submitted to the PSA COR within twenty-four (24) hours. Please see Attachment B for the Incident Report Form C.10Contractor Supervisor/Dispatcher The Contractor must designate an employee to serve in a supervisory/dispatcher capacity with authority to communicate with the PSA COR. This individual should possess proven supervisory and administrative abilities, be authorized to discipline the personnel employed under the contract, inspect the vehicles used, and insure adherence to the ISCU pick-up and delivery schedule, Attachment A, and Ad Hoc services, if initiated. The supervisor/dispatcher must scan and e-mail all daily reports to the PSA COR at the end of each business week. The PSA COR may request copies of a daily report(s) to be mailed on an as needed basis. C.11Testing Requirements 1.All Contractor and Sub-Contractor personnel assigned to this contract will be subject to pre-employment, pre-contract assignment and reasonable suspicion drug tests as requested by the Government. The assignment of all contract personnel shall be contingent upon his/her successful completion of the background investigation and drug testing requirements. An individual assigned to this contract or an applicant that has a verified positive drug test, refuses to be tested, attempts to alter or substitute the specimen, fails to appear for testing without an approved deferral, which constitutes refusal to test shall be immediately removed and/or disqualified from providing service under the contract. 2.The Contract must comply with all conditions of the Drug Testing Workplace Act of 1988 and U.S. Code, Title 41 - Public Contracts, Chapter 10 - Drug-Free Workplace, dated 01/06/03. Additionally, the Contractor must provide a copy of their written drug free workplace policy and abide by all the applicable terms and conditions therein. 3.Prior to the commencement of service, the Contractor must provide a copy of their written policy and procedures in place to conduct staff drug testing and provide the testing results of pass or fail for Contractor personnel assigned to this contract. If the Contractor does not currently conduct staff drug testing, the Contractor must be willing to submit to a Government conducted drug test screening for employment. C.12Quality Control Plan The Contractor must have a formal Quality Control Plan in place that addresses assurances for the services provided under this contract. The Quality Control Plan shall also include a routine review process that addresses all areas of the Contractor's performance in each service described in the statement of work. Any changes to the Quality Control Plan must be approved by the CO and PSA COR, whose approval shall not be unreasonably withheld. C.13.1 CHAIN OF CUSTODY as it relates to the Lab 1. Official acceptance of specimens by the laboratory staff is based on the following: a. The specimen must be properly labeled. i. Name (clear and complete) ii. PDID or DOB iii. Correct collection date iv.Group/Schedule Codes v. Clear and readable bar code b. Accompanying information must correspond with the data on the specimen's label and chain of custody record. 2. Any discrepancy in specimen identity or integrity causes refusal of the specimen by the laboratory staff. 3. Once the laboratory chain of custody custodian deems the specimen acceptable, the barcode is scanned to officially accept of the specimen. If the specimen is adulterated, has a broken seal, contaminated, QIT and or not acceptable for any other reason, the appropriate code must be scanned into the computer chain of custody for documentation by the collection unit, if the problem is recognized. 4. Comments explaining why the specimens do not meet the criteria for acceptance can be entered into the comment. 5. Any specimen left by the releasing agent without informing the laboratory staff will be treated as a specimen for which the chain of custody has been broken. The specimen is not accepted and the specimen will be rejected. 6. The laboratory staff is readily available as soon as possible to the releasing agent, providing laboratory testing is not jeopardized. If only one analyst is on duty to test and accept specimens, then the releasing agent must wait for that person to officially accept the specimen. Should this situation occur, the laboratory analyst must make every attempt to respond within a reasonable amount of time. If the analyst cannot immediately accept the specimen, then, s/he must verbally respond to the releasing agent, indicating when s/he will be able to accept the specimen. The Contractor shall not leave the specimen. The Contractor shall wait for a Lab Staff Member to accept the specimen. 7. A laboratory staff member must then inspect the specimen and if acceptable, will receipt it into the chain of custody program. 8. Once the specimen is in the laboratory, it can be processed for analysis. 9. The analyst will then load the specimen onto the load list for analysis. This process will also continue the chain of custody. C.13.1 CHAIN OF CUSTODY as it relates to the Contractor 1.The Contractor shall NOT leave any specimens until a Lab Staff Member accepts the specimens. 2.Specimens and reagent material picked up from one lab must be delivered within 30 minutes to the next lab as specified in Attachment A. 3.All specimens and laboratory supplies must be delivered the same day that they are picked up. 4.No specimens, lab supplies, or reagent materials shall remain in Contractors' vehicle overnight or longer than the allotted time given in the schedule in Attachment A. 5.If for any reason, a specimen delivery is delayed beyond 30 minutes or beyond the schedule in Attachment A, the Contractor must inform laboratory personnel. 6.Security seals adhered to specimen boxes must remain intact upon delivery and be NOT be tampered with by Contractor Staff. 7.Any specimen spillage incident(s) during transport must be documented on the Incident report sheet (see Attachment B) and submitted to laboratory personnel immediately or within 24 hours. If the Contractor causes a spill, it is the Contractor's responsibility to safely clean any spillage from PSA property/building which they cause by accident when the specimens are in the Contractor's possession. REQUESTED INFORMATION Interested sources who can meet the above "Requirements" are asked to provide their responses in Times New Roman, 12 -point font. Responses shall include the following information: 1. Company name; mailing address; physical address; point of contact; telephone number; e-mail address; DUNS number; NAICS code; company business size/Socio Economic Status (if small, indicate type); business size status; and GSA/FSS schedule number (if applicable). 2. A corporate capability statement between one and five pages that describes the types of services provided, and any other specific and pertinent information to demonstrate the company's ability to furnish the above services. Capabilities statement shall demonstrate the following: a. Relevant experience (i.e. ability to meet the described "Requirements" section above) within the past three years. b. Technical description of the services to be provided to meet the requirement as stated in this document. c. Source's capability to provide a these services as stated in this document. d. Source's ability to provide these services as stated in this document. 3. A representative sample of contracts your firm was awarded to provide the requirements as described in this notice within the past three years. For each contract listed, include the type of contract; total estimated value; contract period of performance (e.g., base and number of option periods); customer (i.e. federal agency) and respective point of contact (e.g., point of contact's name, phone number, and email address). 4. A Rough Order of Magnitude (ROM) pricing for services: Price per month of services under Schedule found in Attachment A: $ Price per each Ad Hoc Weekday:$ Price per each Ad Hoc Saturday: $ Price per each Ad Hoc Holiday:$ SUBMISSION Vendors that can illustrate it can meet the Government's requirements as stated in this document shall include the relative information in a capability statement and submit to PSA for consideration. All respondents who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM): www.sam.gov. It is important that all respondents have accurate and complete Representations and Certifications within its SAM profile. All responses to this notice shall be submitted in writing to Diana Weiss, Contract Specialist, at Diana.Weiss@psa.gov no later than 29 April 2016 by 4:00 PM Eastern Standard Time. No late submissions will be accepted. Responses will not be considered proposals. PSA will not be responsible for any costs incurred by interested sources responding to this Sources Sought notice; all costs associated with responding to this notice will be solely at the interested parties' expense. Not responding to this notice does not preclude participation in any future solicitation, if any is issued. If a solicitation is released, it will be synopsized on the Federal Business Opportunities (FedBizOpps) website. It is the responsibility of the potential offerors to monitor FedBizOpps for additional information pertaining to this requirement.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/CSOSA/DCTSA/WashingtonDC/PSA16Q0016/listing.html)
 

Place of Performance

Address: 90 K Street NE, Suite 102, Washington, District of Columbia, 20002, United States

Zip Code: 20002
 

Record

SN04094402-W 20160427/160425234218-a65db0746b901ead5a730837417b8214 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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