Performance Work Statement - Veterans Affairs



Performance Work StatementThe Department of Veterans Affairs, North Florida / South Georgia Veterans Health SystemPathology and Laboratory Medicine Service at the Lake City VA Medical Center, Lake City, FL; has an ongoing need to award a contract for the provision of courier services for the transportation of blood specimens and/or blood Components. Service: The Contractor shall have a driver readily available to provide coverage as specified in the below “Pickup/delivery schedule”. Pickup and drop-off of Laboratory Specimens and/or Blood components will be based on the below routes. Contractor shall furnish all labor, tools, materials, equipment, and supervision necessary to provide same day, immediate courier services to and from the following locations:Lake City VA Medical Center 619 South Marion Avenue Lake City, Florida 32025 (herein referred to as Lake City VA)Malcolm Randall VA Medical Center 1601 SW Archer Road Gainesville, Florida 32608 (herein referred to as Gainesville VA)Shands Lake Shore Regional Medical Center 368 NE Franklin Street Lake City, Florida 32055 (herein referred to as Lake Shore)*Only delivery/drop offs actually made will be invoiced/paid for under the Not To Exceed estimated amount. Contractor should invoice monthly, based on the actual number of deliveries for the dedicated routes between the three facilities.Contractor Responsibilities:Insurance: Contractor shall MEET ALL Federal, State and Local codes regarding operation of this type of business and furnishes the required Insurance Certificates required to work on a Government installation. Contractor shall be a courier company with a state license and carry a minimum of $1,000,000 liability insurance. Cargo: Items to be transported will consist primarily of 1 (one) or as many as 3 (three) small prepackaged containers or coolers (dimensions in inches are 19x11x13) from each service location containing laboratory blood specimens and/or blood components, for an average of 20 – 25 pick-up/drop-offs in a monthly basis. Shipments may also include empty containers or coolers returned to sending location. Contractor will be responsible for ensuring that the specimens shall remain within the temperature specifications described: Blood Samples and Blood Component Platelets - 20 to 24 °C = 68 to 75.2 ?F Blood Components PRBC and TFFP - 2 to 10°C = 35.6 to 50?FThe Lake City VA and Gainesville VA Laboratories will be responsible for proper packaging and labeling of all specimens. Drivers: The Contractor shall provide proof that all drivers have had annual training in the transportation of hazardous materials. All couriers transporting blood specimens and/or blood components 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. They shall maintain a neat, clean and professional appearance and be easily recognized as a contract employee. Drivers must be able to speak, write and understand English. Contractor and drivers shall ensure the confidentiality of all patient information and records being transported and will be held liable in the event of a breach of confidentiality; drivers are prohibited from opening the containers. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579).The Contractor shall certify that all individuals current and new involved in shipping clinical specimens have been trained and tested as specified in the training requirements of 49 CFR Part 172, Subpart H. The cargo may contain bio-hazardous material and dangerous goods. Under a VA dedicated route, the driver shall go from one of the three designated facilities directly to another designated facility. There will be no consolidation or commingling of cargo with other carriers or at other hubs. There shall not be any non-emergency stops, for any reason, during the transport of items under this contract. Drivers shall not make any personal stops in performance of duties under this contract nor shall any unauthorized passenger accompany the driver during contract work. Under no circumstances shall any person other than the driver or designated employee of the contractor handle items being transported. Vehicles shall not be left in extreme heat or cold while specimens are being transported. Monitored temperature records can be collected at any time during the contract.Vehicles: The Contractor shall provide all vehicles and couriers needed to perform this service. Each vehicle shall have some type of identification representing the contractor and be prominently displayed. Each vehicle shall be adequately stocked with at least one up-to-date complete “SPILL KIT” for a bio-hazard cleanup in case of leakage or accidental discharge. The Contractor is responsible for maintaining proper temperature in vehicles to preserve blood specimens and blood components as specified herein the below contract performance table:Pickup/Delivery Schedule:Pick up and deliveries shall be made from/to each specified Medical Center Laboratory location; driver ready available as follow:? Monday – Friday from 3:00 pm to 7:00 am? Weekends and Federal Holidays – 24 hoursLake City VA to Gainesville VA:? Lake City: Pickup and/or deliver all lab blood specimen/blood components containers/coolers to the main laboratory located on Building 64, the 3rd floor and room # B302.? Gainesville: Pickup and/or deliver all lab blood specimen/blood components containers/coolers to the main laboratory located in room E126 on the first floor.Lake City to Lake Shore:? Lake Shore: Deliver all lab blood specimen containers/coolers to the main laboratory located on the 3rd floor, Main Hospital.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.Contract Performance & Quality Standards:Performance IndicatorStandardAcceptable Quality LevelPick Up TimeNo more than 30 minutes from activation call90%Delivery Time to Lake ShoreNo more than 30 minutes from Lake City VA90%Delivery Time to GainesvilleNo more than 1 hour from Lake City VA90%Delivery Time to Lake CityNo more than 1 hour from Gainesville VA90%Blood Samples and Blood Component Platelets20 to 24 °C = 68 to 75.2 ?F95%Blood Components PRBC and TFFP2 to 10°C = 35.6 to 50?F95%*PRBC = Packed Red Blood Cells, TFFP = Thawed Fresh Frozen PlasmaQuality Assurance and Surveillance Plan (QASP):Performance IndicatorStandardAcceptable Quality LevelMethod of SurveillanceFrequency of Surveillance Pick Up Time30 minutes or less90%Substantiated customer complaintAs receivedDelivery Time to Lake Shore30 minutes or less90%Substantiated customer complaintAs receivedDelivery Time to Gainesville1 hour or less90%Substantiated customer complaintAs receivedDelivery Time to Lake City1 hour or less90%Substantiated customer complaintAs receivedBlood Samples and Blood Component Platelets20 to 24 °C = 68 to 75.2 ?F95%Temperature recorded on the shipping manifest by authorized VA medical personnel at destination 100%Blood Components PRBC and TFFP2°C to 10°C =35.6 to 50?F95%Temperature recorded on the shipping invoice by authorized VA medical personnel at destination100%*PRBC = Packed Red Blood Cells, TFFP = Thawed Fresh Frozen PlasmaPoints of Contact: Any incidents or delays in deliveries shall be reported to: ?Lake City VA: Luisa Qui?ones (386) 755-3016 ext. 2722?Gainesville VA: Blood Bank Department (352) 376-1611, ext. 6023?Shands Lake Shore: Laboratory Department (386) 292-8240Personnel Policy: The Contractor shall assume full responsibility for the training, certification and protection of its personnel furnishing services under this contract, in accordance with the personnel policy of the Contractor, such as providing worker’s compensation, professional liability insurance, health examinations, income tax withholding, and social security payments. The parties agree that the contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose. Confidentiality:a. Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of the breach of confidentiality.b. Any contract resulting from this solicitation will be subject to the Privacy Act of 1974. Federal Acquisition Regulations 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act are provided in full text in the Addendum to FAR clause 52.212-4. The Contractor is not authorized to release any medical record information. The VA is the sole entity authorized to release this information upon written request from the patient.c. Any incidents of contractor noncompliance shall be forwarded immediately to the Contracting Officer. ................
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