Sources Sought Notice – V– SDVOSB, VOSB or SB = COURIER SERVICES FOR FAYETTEVILLE, AR
Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: V-- SDVOSB, VOSB or SB = COURIER SERVICES FOR
Classification Code: V - Transportation, travel, & relocation services
Solicitation Number: VA25617N0040
Contact: HECTOR M. LOPEZCONTRACT SPRCIALIST mailto:[email protected] [COURIER SERVICES RFI]
Setaside: Service-Disabled Veteran-Owned Small BusinessService-Disabled Veteran-Owned Small Business
Place of Performance (address): MULTIPLE SITES :
Place of Performance (zipcode): 72703
Place of Performance Country:
Description:
1
NOTE: TO QUALIFY SDVOSB OR VOSB, VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION DATABASE (VIP).
COURIER SERVICES
STATEMENT OF WORK (SOW)
1. General
1.1 The
1.2 Prior to first delivery, contractor must provide proof of: Vehicle availability, adequate spill kits for vehicles, DOT driver training certification for transportation of laboratory specimens.
1.3 Courier staff shall segregate and deliver items to appropriate locations within the VHSO system to ensure pharmaceuticals arrive at the appropriate Pharmacy point of contact, laboratory specimens arrive at the Pathology & Laboratory Medicine Service, mail arrives at the mail room, etc.
1.4 VHSO staff shall appropriately prepare all items for transport including packaging in CO coolers with contractor provided dry ice. VHSO staff must appropriately label all items. The contractor shall maintain items for transport in the same manner that they were given; i.e. room temperature shall remain at room temperature, refrigerated items shall remain refrigerated, and frozen items shall remain at frozen temperature.
1.5 The contractor shall identify patient names on samples and match to paperwork provided. The contractor must maintain confidentiality of names and samples in accordance with HIPAA guidelines. The pharmacy has locked coolers for transport of veteran information on pharmaceuticals for security of patient information. The lab coolers are to be tape shut when transported to and from clinics for security of patient in information. These coolers cannot be transported unless they are sealed with tape or a locking cooler. The coolers are to be opened by the clinics or lab that has the authorization to do so.
1.6 Contractor will transport pharmaceuticals with special handling requirements to various CBOC as required by Pharmacy Service. Pharmacy Service will provide a medical grade portable freezer and appropriate power supply on days when this is needed. Freezer and power supply will be returned to Pharmacy by close of business on that day. Transport will require temperature monitoring upon pickup and upon delivery with receipt of monitor back to Pharmacy service.
2. Acronyms
2.1 This section lists acronyms that are used in this Statement of Work and other parts of the solicitation.
AOD Administrative Officer of the Day - VHSO 479-443-4301 x65331
CO Contractor owned
COTR - Contracting Officer Technical Representative
GO Government owned
HIPAA - Health Insurance Portability and Accountability Act
P&LMS Pathology & Laboratory Medicine Service
VA
VISN Veterans Integrated Service Network
3. Scope & Requirements
3.1 The scope of courier services includes pickup and delivery of daily items of business between the CBOC s and the main VHSO campus. Items picked up and delivered include small packages, clean/soiled small instruments, lab specimens, paperwork, records and files, x-ray films, mail, prescriptions, small (hand held) medical equipment items, bottle medical gases, general office supplies and medical supplies.
3.2 Courier operations will be conducted each workday between the VHSO mail location, listed below as VHSO Main and each pickup/drop off location listed below according to the schedule.
a. The clinics will be open Monday thru Friday, from
(Note: Holidays observed by Federal Government are
Flexibility regarding sequencing of the VHSO campus pick up stops a through d is allowable, however all locations a through d will be checked each day to ensure all items have been picked up timely.
3.3 Pickup and Drop-off locations:
VHSO Main
1100 N. College
VHSO AOD
Emergency Dept
1100 N. College
After
4th floor, bldg 2
1100 N. College
First floor, bldg 1
1100 N. College
Ft. Smith CBOC
1500 Dodson
Ft. Smith, AR
Ozark CBOC
2713 W. Commercial
Jay CBOC
DFI Mail Sorting
947
3.4 Daily courier runs will begin at the VHSO campus, locations a through d in
section 3.3
Trips may be combined for the convenience of the contractor. Ft. Smith CBOC and
3.4.1 Trip 1 - VHSO to Ft. Smith CBOC & return
Pick up items from VHSO no earlier than
Arrive in Ft. Smith, pick up and depart Ft. Smith CBOC no earlier than
Return to VHSO by
3.4.2 Trip 2 - VHSO to Jay CBOC & return
Pick up items from VHSO no earlier than
Arrive in
Return to VHSO no later than
3.4.3 Trip 4 - VHSO to Ozark CBOC & return
Pick up items from VHSO no earlier than
Arrive in
Return to VHSO no later than
3.4.5 Trip 8 VHSO to DFI Mail Sorting
Pick up items from VHSO no earlier than
Drop mail items at DFI Mail no later than
3.5 Items may not be retained overnight. If any item cannot be delivered the courier driver will immediately report the circumstances to the AOD for resolution. Any mail deliveries occurring at VHSO after
3.6 Accidents involving any courier vehicle carrying GO property will be immediately reported by the driver to the VHSO AOD. The contractor will take steps to protect all GO property until a pick up from an accident site can be arranged.
4. Government-Furnished Property
4.1 Totes for transporting medical instruments, containers for lab specimen and pharmaceutical mailers will be provided as GO property by the VHSO.
4.2 Temperature and humidity monitors for vehicles that will be used to transport clean/sterile items along with temp/humidity logs to track these parameters throughout transport of items.
4.3 Medical grade transport freezer to be used to transport pharmaceuticals from VHSO main campus to various CBOC (not every day and only one in transport per day).
5. Contractor-Furnished Equipment
5.1 All equipment and materials required to perform the contract (other than what is specifically listed in section 4, Government-Furnished Property) shall be provided by the contractor. CO equipment shall be maintained by the contractor without additional cost to the Government. CO equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices.
5.2 The contractor will be required to provide spill kits for each vehicle used, and train drivers on proper use of the spill kits to contain spilled blood, specimens, or chemicals.
5.3 The contractor will be required to provide coolers and dry ice to maintain cold temperatures of specimens during transportation.
6. Quality Assurance Requirements
6.1 The contractor will provide a delivery ticket for each delivery indicating items picked up, originating location and destination. A copy of the delivery ticket will be left with the point of contact where the pickup occurred.
6.2 The contractor will immediately report to the destination point of contact, and the COR any items that appear to have been compromised during delivery. This includes items packed for temperature sensitivity that may have reached high temperatures, items labeled with patient information where labels have come off, or items that opened during transport.
6.3 Items selected for transport to an approved gaining facility from VHSO that require specialized temperature and humidity controls will be transported/stored in a temperature and humidity controlled environment until the appropriate time of transfer has been reached. Contractor will be provided with an appropriate temp/humidity monitor as well as a log to complete and deliver to destination point-of-contact. Upon successful transport and delivery of these items, VHSO staff will perform an inspection to verify that the items were delivered within acceptable physical integrity and appearance parameters, as well as appropriate temperature and humidity constraints. Appropriate annotations will then be made to receiving log.
6.4 In an effort to guarantee that cross-contamination between soiled or dirty items and clean/sterile items does not occur at any point, vehicles will not be used to transport clean/sterile items with any possible contaminants. Additionally, terminal cleaning of vehicles will be conducted on vehicles that transport sterile items every 24 hours and/or in the occurrence that a previously designated dirty vehicle is to be utilized for sterile transportation. Terminal cleaning consists of disinfecting all surface areas with a medical grade cleaning agent that comes into direct and/or indirect contact with sterile reusable medical equipment. A cleaning log denoting the frequency and surface areas that are cleaned must be maintained and available upon request.
6.5 When transporting pharmaceuticals with the medical grade freezer, it must stay under constant power and be capable of maintaining -30"-F. A log will be kept to record temperatures at pick-up and drop-off to ensure temperature stability. This log must be returned to the sending service (Pharmacy) upon daily return.
6.6 Contractor shall provide liability insurance (at replacement value) or identical physical replacement for damage to VHSO owned medical grade transport freezer for damage during transport.
6.7 Contractor at any time when hauling sterile and dirty products, must keep them separated during transport.
-End of Statement of Work-
The North American Industry Classification System (NAICS) is 492110. Any SDVOSB ,VOSB or Small Business firm who wish to identify their interests and capability to provide this service must notify by email no later than
DISCLAIMER
This
Link/URL: https://www.fbo.gov/spg/VA/FaVAMC564/FaVAMC564/VA25617N0040/listing.html
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