R– Courier Services for the Columbus VAMC Requirement for transporting lab specimens from the CBOCs to the facility for testing and transportation of perscriptions and supplies to the CBOCs.
Notice Type: Presolicitation Notice
Posted Date:
Office Address:
Subject: R-- Courier Services for the Columbus VAMC Requirement for transporting lab specimens from the CBOCs to the facility for testing and transportation of perscriptions and supplies to the CBOCs.
Classification Code: R - Professional, administrative, and management support services
Solicitation Number: 36C25018Q9350
Contact: Luke A. TurnerContracting Officer 513-559-3712 [email protected] mailto:[email protected]
Setaside: Service-Disabled Veteran-Owned Small BusinessService-Disabled Veteran-Owned Small Business
Description:
Cincinnati VAMC
Edits still being made this document: Will be finalized when solicitation is released on or about 6/29/20148.
PERFORMANCE WORK STATEMENT (PWS)
Network Contracting Office 10
For
Chalmers P. Wylie Outpatient Clinic Courier Services
Part 1
General Information
General:
This is a non-personnel services contract to provide Courier Service for
Description of Services/Introduction:
The contractor shall provide all personnel, equipment, supplies (except those supplied), facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the courier services as defined in this Performance Work Statement, except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.
Background:
The
Objectives:
Transfer all lab specimens requiring testing to the
Transfer all pharmacy subscriptions to the CBOC on a daily basis.
Provide the four CBOCs with the amount of specimen containers needed to restock what was picked up.
Transfer between the
1.4 Scope Summary:
Provide daily courier services to transporting Pharmacy medications and prescriptions, transfer lab specimens for testing and a back-fill of the CBOC stock of specimen containers for each location, secured mail, office & medical supplies, paper (no more than two boxes per trip), batteries, small equipment (no larger than a blender), print cartridges and ems supplies from the four CBOCs to the Columbus Chalmers P. Wylie Outpatient clinic.
Each run will require no more space than a standard compact car s trunk can hold.
1.5 Period of Performance:
The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years summarized as follows:
Base Year:
Option Year 1:
Option Year 2:
Option Year 3:
Option Year 4:
1.6 General Information:
1.6.1 Quality Control Plan:
The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means by which he/she assures himself/herself that his work complies with the requirement of the contract. This QCP should be provided with the submittal of the quote to the contracting office for evaluation. After acceptance of the quality control plan the contractor shall receive the contracting officer s acceptance in writing of any proposed change to his QC system.
1.6.2 Quality Assurance:
The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).
1.6.3 Recognized Holidays:
Independence
1.6.4 Hours of Operation:
The contractor is responsible for conducting business,
1.6.5 Place or Performance:
The work to be performed under this contract will be performed at:
Newark CBOC
Zanesville CBOC
2800 maple Avenue
Marion CBOC
Grove City CBOC
**Some of these locations (due to leasing requirements/constraints) may change throughout the life of the contract. The government will negotiate these changes as they occur with the contractor to establish fair and reasonable prices moving forward for all parties.
1.6.6 Type of Contract:
The government will award a Firm-Fixed Price contract, with a base year and four (4) additional 12-month option years.
1.6.7 Special Qualifications:
The contractor shall have a designated contract manager that has at least two (2) years experience in the management of the same or like courier services supervision and coordination.
The contractor shall employee only individuals, to perform under the contract, that are at least 18 years of age and must hold a current state issued and valid driver s license.
The contractor shall be in compliance with all applicable laws and regulations pertaining to the following throughout the entirety of the contract:
Vehicle insurance requirements
Current Issued driver s licenses
DOT,
1.6.8 Post Award Conference/Periodic Progress Meetings:
The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.
1.6.9 Contracting Officer Technical Representative (COTR):
The COTR monitors all technical aspects of the contract and assists in contract administration A letter of designation issued to the COTR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COTR is not authorized to change any of the terms and conditions of the resulting order.
The follow personnel are considered key personnel by the government: Contracting Officer, Contracting Officer s Representative or Contracting Officer s Technical Representative. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between
All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The employees performing under the contract should obtain and wear company issued badges that clearly identify them as contractor employees.
For travel, all cost incurred for courier services should be built into the overall price for performance. No separate travel will be accepted or acknowledged by the government for payment.
Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.
All Contractor employees shall be required to observe the requirements imposed on sensitive data by law, Federal regulations,
All contractor employees who require physical access to the
If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the
Position Sensitivity The position sensitivity has been designated as Low Risk.
Background Investigation The level of background investigation commensurate with the required level of access is national Agency Check with Written Inquiries.
The C&A requirements do not apply and a Security Accreditation package is not required.
The contractor shall provide, for evaluation, a detailed approach to performance under the requirements of this solicitation. Specific task is located in Section 5 and shall serve as the basis for the submission. This submission shall include at a minimum the following:
Number of employees required for performance (both prime and any sub-contracted)
Number of anticipated hours worked, per year
Number of anticipated mikes driven, per year
Number of vehicles required for performance
Hourly pay anticipated (Must be at a minimum compliant with DOL Wage Determination # 2015-4719)
PART 2
DEFINITIONS & ACRONYMS
2.0 Definitions and Acronyms
2.1 Definitions:
CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.
CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.
CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the
DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.
DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.
KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.
NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.
PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.
QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.
QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.
QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.
SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.
WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.
WORK WEEK. Monday through Friday, unless specified otherwise
2.2 Acronyms:
CFR Code of Federal Regulations
CO Contracting Officer
CONUS Continental United States (excludes
COR Contracting Officer s Representative
COTS Commercial-Off-the-Shelf
FAR Federal Acquisition Regulation
HIPAA Health Insurance Portability and Accountability Act of 1996
NTE Not to Exceed
OCI Organizational Conflict of Interest
OCONUS Outside Continental United States (includes
ODC Other Direct Costs
PIPO Phase In/Phase Out
PRS Performance Requirements Summary
PWS Performance Work Statement
QA Quality Assurance
QAP Quality Assurance Plan
QASP Quality Assurance Surveillance Plan
QC Quality Control
QCP Quality Control Program
TE Technical Exhibit
VAAR Veteran s Administration Acquisition Regulation
VHA PM Veteran s Health Administration Procurement Manual
PART 3
GOVERNMENT FURNISHED ITEMS AND SERVICES
3.1 Government Furnished Items and Responsibilities:
3.1.1 General:
Insulated carry all bags for transporting specimens. Volume of space required to the transport the specimens will not exceed the dimensions of one (1) large suitcase.
Non-sterile medical supplies to contractor for transfer to the CBOC locations defined herein.
Pharmacy provides red locked bag for prescriptions (picked at pharmacy for delivery )
Blue locked bags are provided for transporting sensitive and personal documentation
PART 4
CONTRACTOR FURNISHED ITEMS AND SERVICES
4.0 Contractor Furnished Items and Responsibilities:
4.0.1 General:
The Contractor shall provide all required labor, services and equipment to perform the services as described within this PWS.
4.0.2 Equipment:
The Contractor shall provide well maintained vehicles for performance. Vehicles are to be in good order and dependable to complete the day-to-day requirements under the contract. Vehicles will be required to transport no more than one full trunk (standard compact care size) of materials (medical supplies/lab specimens/pharmacy items/office supplies) per trip.
PART 5
SPECIFIC TASKS
5.0 Specific Tasks:
5.0.1 Specific Task #1: Daily Lab Specimen Pick-Up & Drop-Off:
The contractor shall provide for afternoon (once daily) pickups for lab specimens from the following CBOC locations Monday through Friday:
Grove City CBOC:
Marion CBOC:
Newark CBOC:
Zanesville CBOC:
Pick-ups shall be conducted at location once daily,
The contractor shall deliver all lab specimens from CBOCs to the
There shall be no stops from the point of pickup until all delivers have been made, other than additional CBOCS, outside of emergency situations.
The contractor shall maintain a record and log of daily courier pick-ups and deliveries (please see required courier log in the Section D).
Due to the nature of this requirement, the contractor is required to maintain these services daily, unless the CBOC is closed (Holidays, Inclement Weather & Weekends).
5.0.2 Specific Task #2: Daily Pharmacy Pick-Up & Drop-Off:
The contractor shall provide for afternoon (once daily) deliveries for pharmacy prescriptions to the following CBOC locations Monday through Friday:
Grove City CBOC:
Marion CBOC:
Newark CBOC:
Zanesville CBOC:
The deliveries shall be made
The contractor shall pick up the pharmacy prescriptions from the
There shall be no stops from the point of pickup until all delivers have been made, other than additional CBOCS, outside of emergency situations.
The contractor shall maintain a record and log of daily courier pick-ups and deliveries (please see required courier log in the Section D).
Due to the nature of this requirement, the contractor is required to maintain these services daily, unless the CBOC is closed (Holidays, Inclement Weather & Weekends).
5.0.3 Specific Task #3: Daily Supplies Pick-Up & Drop-Off:
The contractor shall provide for afternoon (once daily) deliveries for supplies to the following CBOC locations Monday through Friday:
Grove City CBOC:
Marion CBOC:
Newark CBOC:
Zanesville CBOC:
The deliveries shall be made
The contractor shall pick up the supplies from the
The supplies consist of back-fill of the CBOC stock of specimen containers for each location, secured mail, office & medical supplies, paper (no more than two boxes per trip), batteries, small equipment (no larger than a blender), print cartridges and ems supplies. Each run will require no more space than a standard compact car s trunk can hold.
There shall be no stops from the point of pickup until all delivers have been made, other than additional CBOCS, outside of emergency situations.
The contractor shall maintain a record and log of daily courier pick-ups and deliveries (please see required courier log in the Section D).
Due to the nature of this requirement, the contractor is required to maintain these services daily, unless the CBOC is closed (Holidays, Inclement Weather & Weekends).
PART 6
ATTACHMENT/TECHNICAL EXHIBIT LISTING
6.0 Attachment/Technical Exhibit List
6.1 Attachment/Technical Exhibit List Performance Requirements Summary
Performance Objective
Standard
Performance Threshold
Method of Surveillance
PRS # 1.
The contractor shall complete pick-up and delivery times.
As provided in the PWS.
95% compliance
Validated Customer Compliant
PRS # 2
The contractor shall maintain a qualified workforce and equipment.
PRS # 3
The contract manager shall be available to correct any problems in performance.
6.2 Attachment/Technical Exhibit List -Deliverables Schedule (Pre-Award/For Evaluation)
Deliverable
Frequency
# Copies
Completion Method or Medium/Format
Deliver
or Submit To
Quality Control Plan (Section 1.6.1)
Once, with Quote Submission, for Evaluation
One (1)
One (1) Adobe Document
Email to
Resume of Contract Manager (Section 1.6.7)
Technical Approach (Section 1.6.15)
Complete Quotation Package (Price Schedule, signed 1449 and any Amendments Issued)
6.3 Attachment/Technical Exhibit List -Deliverables Schedule (Post Award/Under Contractual Performance)
Deliverable
Frequency
# Quantity of Deliverables Items or # Copies
Completion Method or Medium/Format
Deliver
or Submit To
Security Packages for background investigations (Section 1.6.14)
Within 30 days of contract award
One complete package per employee
As required by
Travel Logs (Section 5)
Monthly
One (1) Log per driver
One Adobe File
CBOC Administrator/COTR
Invoice for Payment
Monthly
One (1)
See VAAR 852.323-72
Link/URL: https://www.fbo.gov/spg/VA/CiVAMC/VAMCCO80220/36C25018Q9350/listing.html
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