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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 11, 2018 FBO #6105
DOCUMENT

V -- NTX LAB COURIER SERVICE - Attachment

Notice Date

8/9/2018
 

Notice Type

Attachment
 

NAICS

492110 — Couriers and Express Delivery Services
 

Contracting Office

00504;Department of Veterans Affairs;Contracting Section;7201 I-40 West Suite 100;Amarillo TX 79106
 

ZIP Code

79106
 

Solicitation Number

36C25718Q9881
 

Response Due

8/16/2018
 

Archive Date

11/14/2018
 

Point of Contact

Ronalda Ohio
 

E-Mail Address

ronalda.ohio@va.gov
(ronalda.ohio@va.gov)
 

Small Business Set-Aside

N/A
 

Description

The North Texas VA Healthcare System, located in Dallas, TX, is seeking Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 12. NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION PAGES (VIP) DATABASE. THE VENDOR MUST BE REGISTERED AS A SMALL BUSINESS UNDER NAICS CODE 492110 TO BE CONSIDERED FOR AWARD. The North American Industry Classification System (NAICS) is 492110. Any SDVOSB or VOSB firms who wish to identify their interests and capability to provide this product must provide product specifications, performance and delivery information by notifying the Contract Specialist no later than 12:00 NOON PM Central Time, August 16, 2018. Notification shall be e-mailed to Ronalda Ohio, at ronalda.ohio@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. PART A- SCOPE OF WORK: INTRODUCTION: The Department of Veterans Affairs, VA North Texas Health Care System (VANTHCS) Pathology & Laboratory Medicine Service (P&LMS) located at the Dallas Veterans Medical Center, Dallas, Texas, intends to award a contract for the provision of laboratory courier services. The Contractor shall provide regularly scheduled pick-ups of laboratory specimens and laboratory supplies from various locations noted below and deliver to the P&LMS locations throughout the VA North Texas Health Care System. PART B WORK REQUIREMENTS DESCRIPTION OF RESPONSIBILITIES The contractor shall furnish all labor, tools, materials, equipment, and supervision necessary to provide same day pickup and delivery of routine and emergency reagents, blood and/or blood products, lab products, and specimen courier services for the VA North Texas Health Care System. Daily pickup from Community Based Outpatient Clinics (CBOCs): Decatur CBOC, 1713 South FM 51, Decatur, TX 76234 Denton CBOC, 2223 Colorado Blvd, Denton, TX 76205 Greenville CBOC, 4006 Wellington Rd., Suite 100, Greenville, TX 75401 Granbury CBOC, 601 Fall Creek Hwy., Granbury, TX 76049 Polk Street VA Clinic, 4243 S. Polk Street, Dallas, TX 75224 Plano CBOC, 3804 W 15th Street, Plano, TX 75075 VA Fort Worth Outpatient Clinic, 2201 SE Loop 820, Ft. Worth, TX 76119 Grand Prairie CBOC, 2737 Sherman Street, Grand Prairie, TX 75051 Daily delivery to: Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, Texas 75216 Daily pickup from: Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, Texas 75216 Daily delivery to: UTSW Campus including Clements University Hospital, 6201 Harry Hines Blvd., Dallas, Texas 75390, and the BioCenter at Southwestern Medical District, 2330 Inwood Road, Dallas, TX 75390: Veripath Laboratories Virology Cytogenetics Molecular Diagnostics Immunohistochemistry Flow Cytometry Histocompatibility Immunodermatology Andrology Hemostasis Mineral Metabolism Intermittent delivery to: UTSW Campus including Clements University Hospital, 6201 Harry Hines Blvd., Dallas, Texas 75390, and the BioCenter at Southwestern Medical District, 2330 Inwood Road, Dallas, TX 75390: Veripath Laboratories Virology Cytogenetics Molecular Diagnostics Immunohistochemistry Flow Cytometry Histocompatibility Immunodermatology Andrology Hemostasis Mineral Metabolism VA Fort Worth Outpatient Clinic, 2201 SE Loop 820, Ft. Worth, TX 76119 Intermittent pickup from: UTSW Campus including Clements University Hospital, 6201 Harry Hines Blvd., Dallas, Texas 75390, and the BioCenter at Southwestern Medical District, 2330 Inwood Road, Dallas, TX 75390 Delivery to: Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, Texas 75216 Other sites may be added or deleted as need arises as routine or intermittent pick up and/or delivery sites. FEE SCHEDULE Contractor to determine routes by segments in advance. One rate shall be charged for each GOODS TRANSPORTED Items to be transported will consist primarily of small prepackaged containers and/or coolers containing lab specimens from each pickup location. Shipments may also include: Envelopes Small boxes containing mail Medical records X-ray films Supplies All shipments will be clearly labeled. The VAMC and CBOCs will be responsible for proper packaging and labeling. The contractor shall maintain proper temperature in vehicles to preserve medical supplies, specimens, and films. The contractor shall provide temperature monitoring devices for each container used to transport specimens. Temperatures of containers holding specimens will be monitored by P&LMS staff. The contractor shall provide insulated transport containers for the pickup/delivery of specimens. The contractor shall also furnish various types of puncture-proof containers (coolers) for test specimens, which shall be labeled biohazard. Vehicles shall not be left in extreme heat or cold while specimens and films are being transported. Occasionally, the contractor shall be required to transport shipments containing dry ice. Dry ice is used to transport certain specimens and is not expected on a routine basis. COURIER RESPONSIBILITES The contractor assumes all liability risks for work performed under this contract. The contractor must assume total liability for all contract employees. All couriers transporting specimens under this contract shall possess a valid driver s license, vehicle insurance and registration, and have two-way radios, cell phones, or pagers for communication purposes. The cargo may contain bio-hazardous material and dangerous goods. The contractor shall certify that all individuals involved in transporting clinical specimens have been trained and tested as specified in the training requirements of 49 CFR Part 172, Subpart H. The contractor shall ensure that biohazardous material transport training for all individuals involved in transporting clinical specimens is up to date. The contractor may be required to provide proof of training for regulatory purposes. All couriers transporting specimens under this contract shall display photo badges that identify them as a contract courier. The contractor shall provide all vehicles and couriers needed to perform this effort. The contractor is responsible for ensuring each vehicle is adequately stocked with at least one up-to-date complete Spill Kit for biohazard cleanup in case of leakage or accidental discharge. The contractor shall ensure individuals transporting goods have been trained in biohazardous spill clean-up procedures. The contractor shall pick up all empty containers/coolers and other items from the delivery site and return them to the specified clinic locations at the next pick-up date/time. PICKUP/DELIVERY SCHEDULE Pickup and deliveries shall be made daily from each clinic (Monday-Saturday) except on Federal Holidays (as observed). Pickup times and days shall be established for each CBOC and Clinic by P&LMS. National Holidays (The holidays observed by the Federal Government): New Year s Day Martin Luther King s Birthday President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day Any other day specifically declared by the President of the United States to be a National Holiday General Schedule of routine daily pickup and delivery routes. AM pickup from the following locations for PM delivery to Dallas VAMC P&LMS Client Services (214)-857-0666: VA Fort Worth Outpatient Clinic (817)730-0074 PM pickup from the following locations for PM delivery to Dallas VAMC P&LMS Client Services: (214) 857-0666: Decatur CBOC (940) 627-7001 Denton CBOC (940) 891-6350 Greenville CBOC (903) 450-1143 Granbury CBOC (817) 326-3902 Plano CBOC (972) 801-4212 Polk Street VA Clinic (214) 372-8100 VA Fort Worth Outpatient Clinic (817)730-0074 Grand Prairie CBOC PM pickup from Dallas VAMC P&LMS Client Services: (214) 857-0666 for delivery to the following locations: UTSW Campus and Veripath Laboratories (214) 633-0400 Changes in established pickup and delivery times will be negotiated between the contractor and the service. The contractor shall give prior notification to each clinic at the phone numbers indicated below if the scheduled pick-up time cannot be met for any reason: Dallas VAMC P&LMS Client Services: (214) 857-0666 or (214) 857-0714 VA Ft. Worth OPC (817) 730-0074 Denton CBOC (940) 891-6350 Greenville CBOC (903) 450-1143 Granbury CBOC (817) 326-3902 Polk Street VA Clinic (214) 372-8100 Plano CBOC (972) 801-4212 Grand Prairie CBOC PART C OTHER PERTINENT INFORMATION PERIOD OF PERFORMANCE This agreement will be in effect from October 01, 2018 through September 30, 2019 with four additional option years: Base Period: October 01, 2018 through September 30, 2019 Option 1: October 01, 2019 through September 30, 2020 Option 2: October 01, 2020 through September 30, 2021 Option 3: October 01, 2021 through September 30, 2022 Option 4: October 01, 2022 through September 30, 2023 PATIENT PRIVACY/RELEASE OF MEDICAL INFORMATION The contractor is responsible, in the transport of specimens, to ensure that all patient information remains confidential and is always kept in a secure manner while in the couriers possession. CONTINUITY OF SERVICES The contractor shall ensure that qualified personnel are available to provide pickup and delivery when staffing issues occur. HIPAA COMPLIANCE/ SECURITY REQUIREMENTS Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1998 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). The Certification & Authorization (C&A) requirements do not apply. A Security Accreditation Package is not required. PHYSICAL SECURITY The Contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and other valuable materials shall be secured. TRAINING All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional privacy training, as required for VA personnel with equivalent information access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. The contractor shall ensure couriers receive annual biosafety training and triennial specimen transport training as required by OSHA. Training records will be made available by the contractor upon request for regulatory inspection purposes. RECORDS MANAGEMENT All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTHCS) and must be returned to VANTHCS at the end of the contract. QUALITY ASSURANCE The Quality Assurance Surveillance Plan (QASP) and its performance will be used to determine Customer Satisfaction scores (CPARS). Customer satisfaction ratings are based on the average score for each category listed in the table below: Exceptional 4 Very Good 3 Satisfactory 2 Marginal 1 Unsatisfactory <1 Standard Task ID (CPARS) Indicator Acceptable Quality Level Method of Surveillance Incentive Repeat runs are minimal due to transport issues. Quality Assurance 1.1 Successful transport Specimen rejections are minimal due to transport issues. Per Quarter: Exceptional: 0 Very Good: 1 Satisfactory: 2 Marginal: 3 Unsatisfactory: >3 Problem records Manifests Exercise of Option Period Works with customer to resolve complaints. 1.2 Substantiated complaints No unresolved substantiated customer complaints per year Invoice records Transport records Problem records Manifests Exercise of Option Period Delayed pickup and deliveries are minimal. Schedules 2.1 Timely Pickup and Delivery 90% pickup and delivery within 2 hours of designated times. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Troubleshooting records Manifests Exercise of Option Period Invoices are submitted monthly. Cost Control 3.1 Invoice Accountability 100% Invoices received through OLCS via Austin, Texas Invoice records Exercise of Option Period Invoices are itemized by the service received. 3.2 Invoice Verification 80% Invoices contain all necessary information for proper processing. Excellent: 95-100% Very Good: 90-94% Satisfactory: 85-89% Marginal: 80-84% Unsatisfactory: <80% Invoice records Exercise of Option Period Standard Task ID (CPARS) Indicator Acceptable Quality Level Method of Surveillance Incentive Conducts timely follow-up on complaints. Management 4.1 Complaint Handling 90% Complaint follow-up within 48 hours of initial complaint or within agreed upon timeframe. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Invoice records Transport records Problem records Exercise of Option Period Ensures couriers are adequately trained. Regulatory 6.1 Training Records 100% courier biohazard and specimen transport training is up to date. Training records Exercise of Option Period NARA RM Language Clause to be included in contracts, as necessary: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. References: VHA Directive 6300 VA Handbook 6300.1 North Texas VA Medical Center Policy VA Directive 6500 36 CFR Part 1222.32 (b)
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAHCS/VAAHCS/36C25718Q9881/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25718Q9881 36C25718Q9881.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4534568&FileName=36C25718Q9881-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4534568&FileName=36C25718Q9881-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: North Texas VA Healthcare System;Laboratory Section;4500 Lancaster Rd;Dallas

Zip Code: 75216
 

Record

SN05029365-W 20180811/180809231252-48bd57c8f2c003a997a8126814a518d3 (fbodaily.com)
 

Source

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

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