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STATEMENT OF WORK COURIER SERVICES NEW JERSEY VA HEALTHCARE SYSTEMGENERAL INFORMATION 1. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. Pathology and Laboratory Medicine Service of the VA New Jersey Health Care System requires the services of a courier to pick up and deliver patient specimens, blood and blood products, and laboratory products on an on-call basis to and from the East Orange, NJ laboratory. This service is needed twenty-four hours a day, seven days a week, including holidays. The Sterile Processing Services requires the services of a courier to pick up and deliver soiled and sterilized reusable medical equipment (RME) Monday thru Friday as specified in Tables 1, 3, and 4.Federal Holidays Include:New Year’s DayMartin Luther King Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Any day designated by the President of the United States as an observed holiday. 2. Background: We require to have a courier service that provides 24/7 specimen pickup and delivery for unscheduled courier services. The Contractor shall provide courier service with a company vehicle and uniformed driver to transport laboratory specimens and clean and contaminated Reusable Medical Equipment (RME), from East Orange Campus to Lyons and Brick Campuses five (5) days per week (Monday through Friday), excluding federal holidays for scheduled courier services. On occasion, there may be a need for Saturday pick up from Brick Clinic and drop off at the East Orange Lab for scheduled courier services. This will be on an as needed basis.Contractor shall supply containers (with foam inserts to hold the specimens), specifically used for the transportation of specimens transported from the clinics to East Orange and/or Lyons VAMC for scheduled courier services. Also, contractor is to supply from one (1) to two (2) containers to be left at every site and one (1) to two (2) containers to be brought to the sites as to facilitate the transportation and pickup of said specimens. All specimen containers are required to be locked.Unscheduled courier services are needed because there is no laboratory at the Lyons campus, but there is a VA shuttle that runs hourly Monday through Friday, from 8:00am until 4:30pm. If there are specimens that need to be sent to East Orange outside of these times, VA will call the contractor for specimen pickup and delivery. We also occasionally need specimens delivered to other area hospitals and institutions, including Manhattan and Bronx. Contractor shall be responsible for these deliveries as well. 3. Performance Period: Contractor shall provide all vehicles, personnel, management, equipment and reports necessary to provide transportation as described in this Statement of Work and Price Schedule. The period of performance is expected to be as follows:Base Period – October 1, 2019 through September 30, 2020Option Period 1 – October 1, 2020 through September 30, 2021Option Period 2- October 1.2021 through September 30, 2022Option Period 3- October 1, 2022 through September 30, 2023Option Period 4- October 1, 2023 through September 30, 20244. Type of Contract: IDIQSTATEMENT OF WORKContractor must be a fully licensed courier company will provide delivery between the Lyons campus of the VA New Jersey Healthcare System, 151 Knollcroft Rd. Lyons, NJ 07939 and the East Orange Campus located at 385 Tremont Ave., East Orange, NJ 07018 and various other locations throughout the state and New York as needed. Contractor shall dispatch a courier to the Veterans Administration Medical Center (VAMCs) daily. Pickup at the Lyons Campus will be on the ground floor, building 4, near the admissions area. Pick-up and delivery at the East Orange Campus will be in the accessioning area of the chemistry department located on the first floor in building 1, room 1-176. There are approximately 12 – 21 runs per month between these two campuses. There is also the occasional need to send a specimen to the New York Blood Center, which is in Long Island City. The estimate is 0 - 2 per month. There is also the occasional need to send a specimen to area hospitals, such as the University Hospital. There may also be a rare need for delivery to Pennsylvania.This list is not all inclusive since it is not possible to anticipate every situation that may arise. The courier will provide all necessary labor, transportation, equipment, material and supplies for twenty-four (24) hour pickup and delivery of routine and emergency reagents, blood and/or blood products, lab products and specimens on an on-call basis. The courier should arrive within 45 minutes of receiving a call and have the ability to immediately deliver STAT specimens. The area served is within a 100-mile radius and includes, but is not limited to, New Jersey and occasionally New York and Pennsylvania.Laboratory specimens, i.e. body fluids, and human blood products, will be properly packaged by VA staff. Packing may or may not include dry ice or wet ice. The outer shipping containers are to be provided by the vendor. Deliveries will be made directly to Laboratory Service.The contractor is responsible for the safe transportation of all items to their destination. The contractor shall ensure that all drivers are trained and have received instruction in the safe transport of infectious/diagnostic specimens as required by federal, state and local law. This shall include instructions on procedures to follow in the event of leaks, spills, or breakage of packaging for the lab specimens. Documentation must be provided upon request.Vehicles must provide protection for the items being transported to prevent exposure to weather (direct sunlight, heat, cold, rain, snow, water, etc.), and insure items are secured to prevent theft or loss. Vehicle must be equipped with temperature/humidity monitor to ensure sterility when transporting sterilized RME. Soiled RME must be separated from any blood specimens and sterilized RME. Protective disposable barrier must be provided between soiled bins and vehicle seats/ fabrics. Vehicles must be equipped with hand-trucks to assist in the transportation of all RME (soiled and sterilized) from and to the pick-up and drop-off points. Courier will return sterilized RME if container / packaging is compromised during transportation. The contractor shall notify Sterile Processing Services if conditions exist which may affect their ability to perform contract requirements on a given day (973) 676-1000 ext. 2260.Courier is responsible for maintaining a log of all pick-ups and deliveries. Logs will indicate the time and dates of pick-ups and deliveries, number of specimens/parcels received or delivered, and the appropriate signatures. Logs shall be available for review at any time during the contract. The VAMC will require a written report from the contractor when pick up/delivery incidents are documented as being untimely. This report will be due within 24 hours of request.The Contractor shall notify the VAMC within two hours by phone (973) 676-1000 ext. 2196, if conditions exist which may affect their ability to perform contract requirements on a given day. Flat Payment Rates: Payment for trips shall be computed in accordance with the following guidelines:Contractor shall be paid a flat rate for trips to or from the following locationsNew Jersey VA Healthcare System, East Orange Campus; New Jersey VA Healthcare System, Lyons Campus; New York Blood Center; and University Hospital. See table 2 for address reference.For destinations other than those described in paragraph (a), the contractor shall be paid a flat rate based on the mileage for a trip. Mileage shall be calculated from the designated point of pa pickup and the designated point of patient drop off.Trips may be cancelled by the VA, if a trip is cancelled while a vehicle is en route for pick up the contractor shall be entitled to receive 50% of the flat rate for the trip. If a trip is cancelled after a vehicle has reached the designated point for pickup, or if the contractor is unable to perform a scheduled pickup due to reasons beyond the Contractor’s control (for example, contractor was given an incorrect address), the contractor shall be entitled to receive 100% of the flat rate for the trip. The contractor shall not be entitled to a cancellation fee when cancellation is made prior to dispatch of a vehicle. The pricing provided shall include all additional charges, such as ferry, bridge, tunnel or road toll charges, fuel and other maintenance costs, and the contractor shall not be entitled for separate reimbursement of such charges. Drivers may not accept tips from any VA employees.The VA Medical Center shall use internet-based “Bing Maps” to verify mileage. Allowable charges for mileage shall not exceed the Bing Maps calculation of the “shortest distance” between the pick-up point and the drop-off point.Response date (deadline): Responses must be received no later than close of business.TABLE 1: PICK UP SOILED SCOPES PICK UP SOILED SCOPESPICK UP POINTDAY OF THE WEEKPICK UP TIMEDESTINATION DELIVERY POINTDELIVERY TIMEESTIMATED NUMBER OF TRIPSJames J. Howard OPC (Brick Clinic) 970 Route 70 West Brick, NJ 08724 Room #121 (Urology scopes)TuesdaysNo Later Than 12:00 PM East Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 07023No Later Than 2:00 PM50Lyons VA Medical Center 151 Knollcroft Rd., Lyons, NJ 07939 Ground floor Building #3 Room #G-109 (Urology Scopes)WednesdaysNo Later Than 12:00 PM East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentNo Later Than 1:00 PM 250James J. Howard OPC (Brick Clinic) 970 Route 70 West Brick, NJ 08724 Room #121 (ENT scopes) ThursdaysNo Later Than 4:30 PMEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentNo Later Than 6:00 PM30 - 40TABLE 2: UNSCHEDULED COURIER SERVICESUNSCHEDULED COURIER SERVICESPICK UP POINTDAY OF THE WEEKPICK UP TIMEDESTINATION DELIVERY POINTDELIVERY TIMEESTIMATED NUMBER OF TRIPSLyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 Lyons VA, Bldg. 4, Ground Floor near Admissions AreaMonday - Sunday24 Hours / 7 Days A WeekEast Orange VA Medical Center 385 Tremont Ave. East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-17624 Hours/ 7 Days A Week12 to 21East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-170 Monday - Sunday24 Hours/ 7 Days A WeekNew York Blood Center 310 East 67th St., New York, NY 1006524 Hours/ 7 Days A Week0 to 2East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-176Monday - Sunday24 Hours/ 7 Days A WeekUniversity Hospital 150 Bergen St., Newark, NJ 0710324 Hours/ 7 Days A Week0 to 4East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 VA East Orange Lab, 1st floor, Room 1-176Monday - Sunday24 Hours/ 7 Days A WeekUnknown Area Hospital or Institution24 Hours/ 7 Days A Week0 to 2TABLE 3: PICK UP CLEAN REUSABLE MEDICAL EQUIPMENT (RME) PICK UP CLEAN REUSABLE MEDICAL EQUIPMENT (RME) - Rooms will be marked Clean RME onlyPICK UP POINTDAY OF THE WEEKPICK UP TIMEDESTINATION DELIVERY POINTDELIVERY TIMEESTIMATED NUMBER OF TRIPSJames J. Howard OPC (Brick Clinic) 970 Route 70 WBrick, NJ 08724 Room #325Monday - FridayStarting 7:00 AM & No Later Than 4:30 PM East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS DepartmentNo Later Than 5:00 PM 250Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 Dental Building #6 2nd Floor and Rm# 216, 2nd. floor Ambulatory Clinic Building #3.Monday - FridayNo Later Than 11:00 AMEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentNo Later Than 1:00 PM 250East Orange VA Medical Center 385 Tremont Ave. East Orange, NJ 07018 2nd floor Rm # 2-210 SPS DepartmentMonday - FridayNo later than 7:00 AM & No Later Than 3:30 PM Lyons VA Medical Center 151 Knollcroft Rd., Lyons, NJ 07939 Rm# 216, 2nd. floor Ambulatory Clinic Building #3 and to Dental Services Building #6 2nd FloorNo later than 8:00 AM & No Later Than 4:30 PM250TABLE 4: PICK UP CONTAMINATED REUSABLE MEDICAL EQUIPMENT (RME)PICK UP CONTAMINATED REUSABLE MEDICAL EQUIPMENT (RME) RED CLEANED BINS PICK UP POINTDAY OF THE WEEKPICK UP TIMEDESTINATION DELIVERY POINTDELIVERY TIMEESTIMATED NUMBER OF TRIPSJames J. Howard OPC (Brick Clinic) 970 Route 70 West Brick, NJ 08724 Room #121Monday - FridayNo Later Than 12:00 PM and no later than 4:30pmEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 Room #325No Later Than 2:00 PM and no later than 6pm250East Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 Monday - FridayNo Later Than 11:00 AM Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 No Later Than 12:00 PM 250Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 Dental, ENT, Podiatry And Dermatology DepartmentMonday - FridayNo Later Than 12:00 PM and no later than 4:30 PMEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentNo Later Than 2:00 PM and no later than 6pm250Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 Rm# 230Monday - FridayNo Later Than 12:00 PM and no later than 4:30 PMEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentNo Later Than 5:30 PM 250Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 Rm# 215 2nd. floor Ambulatory Clinic Building #3Monday - FridayNo Later Than 12:00 PM and no later than 4:30 PMEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentNo Later Than 5:30 PM 250Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 Nursing Home (CLC) Building #135 – Dental Fridays Only When NeededTBDEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentTBD250Lyons VA Medical Center151 Knollcroft Rd., Lyons, NJ 07939 DENTAL CLINIC Building #6 2nd Floor Monday - FridayNo Later Than 12:00 PM and no later than 4:30 PMEast Orange VA Medical Center 385 Tremont Ave, East Orange, NJ 07018 2nd floor SPS departmentNo Later Than 5:30 PM 250Table 5. SCHEDULED COURIER SERVICESSCHEDULED COURIER SERVICESPICK UP POINTDAY OF THE WEEKPICK UP TIMEDESTINATION DELIVERY POINTDELIVERY TIMEESTIMATED NUMBER OF TRIPSJames J. Howard OPC (Brick Clinic) 970 Route 70 West Brick, NJ 08724Monday-Friday-Saturday (SATURDAY CALL FOR PICK UP) Tuesdays and Thursdays12:00 PM & 3:00 PM & 12:00 PM & 5:00 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 1:00 PM & 4:30 PM & 1:00 PM & 6:30 PM12 & 528(Hackensack Clinic) 385 Prospect Ave Hackensack, NJ 07601Monday - Friday11:30 AM & 2:30 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070231:00 PM & 4:30 PM528(Hamilton Clinic) University Plaza 3635 Quakerbridge Rd, Suite 30 Hamilton, NJ 08619Monday - Friday3:30 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070234:30 PM252(Elizabeth Clinic) 654 East Jersey Street Elizabeth, NJ 07206Monday - Friday3:30 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070234:30 PM252(Jersey City Clinic) 115 Christopher Columbus Dr 2nd Floor, Suite 201 Jersey City, NJ 07302Monday - Friday3:00 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070234:00 PM252(Piscataway Clinic) 14 Wills Way, Bldg 4 Piscataway, NJ 08854Monday - Friday3:00 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070234:00 PM252(Morristown Clinic) Department of Veterans Affairs Morristown Outpatient Clinic 540 West Hanover Ave. 2nd. Floor Suite 2C Morristown, NJ 07960Monday - Friday2:00 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070233:00 PM252(Paterson Clinic) 11 Getty Ave BLDG#275 Paterson, NJ 07503Monday - Friday2:30 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070234:30 PM252(Tinton Falls) 55 Gilbert Street Building 4, 1st Floor, Suite 4101 Tinton Falls, NJ 07701Monday - Friday3:00 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070234:30 PM252(Newton Clinic) 222 High Street, Suite 103, Newton, NJ 07860Monday - Friday3:45 PMEast Orange VA Medical Center 385 Tremont Avenue East Orange, NJ 070234:30 PM252 ................
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