SOLICITATION NOTICE
R -- Metro CBOC Lab Courier - Minneapolis, MN
- Notice Date
- 2/3/2022 7:02:21 AM
- Notice Type
- Presolicitation
- NAICS
- 492110
— Couriers and Express Delivery Services
- Contracting Office
- NETWORK CONTRACT OFFICE 23 (36C263) Saint Paul MN 55101 USA
- ZIP Code
- 55101
- Solicitation Number
- 36C26322Q0242
- Archive Date
- 04/04/2022
- Point of Contact
- Pamela P Phillips, Contracting Officer, Phone: 605-720-7020
- E-Mail Address
-
Pamela.Phillips@va.gov
(Pamela.Phillips@va.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- The Minneapolis Veterans Affairs Health Care System (MVAHCS) in Minneapolis, Minnesota offers a requirement entitled: Metro Courier Services to Support Minneapolis VAHCS The MVAHCS has a requirement for Courier Services to transport mail, patient records, medical supplies, office supplies, patient specimens, and lab-related items to and from several locations listed under the ""Requirement Estimated Schedule"" below. Pickup and delivery are from two locations within the MVAHCS facilities (1-Logistics Warehouse, Room BM-123; and 2-Laboratory, Room BB-144). Provide a fixed rate for all costs of all-inclusive courier service, such as costs associated with the vehicle, driver, mileage, time, weight, and all other reasonable costs associated with courier services. Contractor shall provide all supervision, labor, equipment, transportation, insurance, licensing, fees, fuel, and any tolls necessary to perform courier services to and from MVAHCS facilities, as well as, to and from the multiple Twin Cities-area locations. 1) Statement of Work: Transport of mail, patient records, medical and office supplies. All items are properly packaged by VA personnel for transportation and placed in appropriate containers. The Contractor shall pick up and deliver items such as (but not exclusively) patient medical records, medical and non-medical supplies, pharmaceuticals (no narcotics), secure lock boxes, mail (varying in size), payroll records, radiological films, biomedical equipment, durable medical equipment, claim files, medical gases, office supplies (including boxes of paper), and other related items as requested. All items should be handled as confidential. Transport sensitive laboratory specimens. All laboratory items are properly packaged by VA personnel for transportation and are placed in appropriate sealed containers. The Contractor shall pick up and deliver items such as blood and blood components, laboratory specimens, laboratory transport containers, and other related items as requested. All items are handled as confidential. Contractor to provide all labor, equipment [including Personal Protective Equipment (PPE)], hand trucks, vehicles, gasoline, insurance, and anything else needed to provide courier service for the Department of Veterans Affairs. The contractor shall supply their employees with a name badge or uniform shirt with their name emblazoned upon it with company logo, and ensure it is worn for proper identification when the contractor or contractor s employee(s) are on site at the Government facility. Contractor shall pick up all mail, containers, and coolers from delivery sites, and return to the VAMHCS Medical Center. Laboratory specimens in containers/coolers from the Community Based Outpatient Clinics (CBOC), Community Resource and Referral Center (CRRC), Sleep Clinic, and Home-Based Care Clinic (HCC) locations are delivered to the VAMHCS Medical Center, VA Laboratory Specimen Window (Room BB-144) on the same day. Empty containers/coolers are returned to the Clinic locations on the next scheduled pick-up date. All VA material must be properly safeguarded between locations and properly transported to remove risk of theft, freezing, damage. Daily pick up no later than 1:30pm, Monday through Friday to ensure same day delivery to required destination listed in Requirement Estimated Schedule. No weekend or holiday trips are required. Pick up from the VA Warehouse (Room BM-123)/LAB (Room BB-144) and deliver to one or more of the locations as indicated in the "" Requirement Estimated Schedule."" Access keys will be provided by the VA for any lockboxes or locations with such requirements. Any delays in arriving to the scheduled pick up shall be reported as soon as possible, and prior to the scheduled pick-up time. Contractor shall call the Lab at 612-467-2400 to report the delay and to report the anticipated pick-up time. FEDERAL HOLIDAYS: Federal Holidays are as follows and include any other days specifically declared by the President of the United States to be a national holiday: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Contractor shall furnish a written report should any delivery incident occur. This report shall be delivered to the Contracting Officer s Representative (COR) within 24 hours of the incident. Incidents/actions involving blood components or laboratory specimens are reported immediately to the Contracting Officer s Representative (COR), who will then report back to the impacted departments. Incidents/actions involving breach of patient records or patient-identifiable information are reported immediately to the COR so they can subsequently report to the VA Information Security Officer or the VA Privacy Officer. Delivery incidents include weather-related events and traffic accidents. Additionally: Specimens lost or broken require the Contractor to notify the VA immediately. The Contractor will contact the VA Laboratory at 612-467-2400. In addition to the phone call, the Contractor is required to submit a written report within twenty-four (24) hours to the COR explaining the circumstances. Failure to provide a report within the specific time frame will cause further review by the Government to determine if the infraction warrants suspension or termination of the contract. Inclement Weather: Contractor shall contact the Contracting Officer Representative (COR), Logistics Manager, Laboratory Manager, or Laboratory Administrative Officer should weather conditions delay or cause cancellation of services. Due to the nature of this business, it is necessary for the Contractor to furnish vehicles that operate safely in difficult weather conditions (especially snow and ice). Cancellations should only occur as a last resort. Should it be necessary to cancel a delivery the contractor will contact the origin point by phone conveying the reason for cancellation. 2) Contractor Qualifications: Contractor must demonstrate capability of managing all operations at a local level to ensure proper quality assurance. Contractor must possess a minimum of three years experience. In addition to properly maintaining all necessary equipment, personnel must be financially responsible to perform courier service as required under this contract. Contractor must meet all requirements of federal, state, and city codes/regulations/licenses regarding operations of this type of service and furnish the required insurance certificates required to work on a U.S. Government installation. A description of the Contractor's experience and qualifications shall be submitted with the offer. All vehicles used in performance of this contract shall be registered, licensed, and meet the minimum vehicle requirements as mandated by the Department of Transportation and the State of Minnesota. Vehicles must be of the proper size to accommodate all items requiring delivery; small cars are not appropriate. It is important the Contractor furnish safe vehicles that dependably operate in difficult weather conditions to support high priority needs such as Laboratory services. The Government reserves the right to inspect the vehicles to validate contractor s ability to perform. All drivers must be of legal age, possess valid Minnesota State Driver s Licenses and maintain a neat, clean, and professional appearance. Drivers must be able to speak, understand, and write English. Drivers shall possess identification showing contractor name and job title. A record of each driver as to character and physical capabilities of performing the duties of a courier must be maintained and made available to the Contracting Officer Representative (COR) for inspection upon request. Contractor will notify COR when any change occurs that may affect the performance of this contract. Drivers are required to pass a Veterans Health Administration (VHA) Service Center (VSC) security background check. 3) Contractor Responsibilities: Contractor is responsible for the actions and conduct of its employees and shall ensure they comply with all VA facility and parking regulations, policies, and guidelines while conducting business on Government property. 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. Drivers shall comply with the VA smoking policy and only smoke in designated areas (not within their vehicles). Drivers are responsible for safeguarding any keys provided by the VA. Drivers transporting laboratory specimens must be trained in universal precautions for handling of biohazard materials and follow proper procedures in case of biohazard spills or accidents. Training shall also include mandatory hazardous materials training and proper handling of dry ice. Contractor will provide written documentation annually, or at the beginning of the driver s employment, of hazardous materials and other training that meets the laws and regulations of the US Department of Transportation and the Centers for Disease Control governing the transport of clinical specimens. All drivers must have appropriate blood borne pathogen training and the training records must be provided to VA Contracting Officer's Representative (COR) annually. The Contractor shall certify in writing, for each driver (by name) that the driver has been trained in the procedures for transporting Laboratory Specimens and Etiologic Samples and that training was conducted by a certified trainer and a training videotape relating to Blood Borne Pathogen safety was shown to the driver. All drivers must have appropriate safety training and the training records must be provided to VA Contracting Officer's Representative (COR) yearly. The Contractor shall certify in writing, for each driver (by name) that the driver has been trained in the procedures for safe driving, securing vehicle loads, safety while in buildings, and that training was conducted by a qualified trainer. Training Records must include: Hazmat employee s name Completion date of most recent training Training materials (copy, description, or location) Name and address of hazmat trainer, and Certification that the hazmat employee has been trained and tested. Contractor shall ensure the confidentiality of all patient information being transported and may be held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579; and as amended, 5 U.S.C. ยง 552a). The Contractor's supervisors, drivers and alternates must be able to read, write, speak and understand English. The name of these persons, and an alternate, or alternates, who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contracting Officer. An updated listing is provided as changes in personnel occur. Contract employees are required to carry a valid VA identification, and may be required to check-in with VA Medical Center security when entering the VA Facility. Any identification will be returned to the VA upon completion of contract. The Contractor's personnel shall always conduct themselves in a professional manner, present a neat appearance and be easily recognized as a Contractor employee by having the company name, and employee name affixed to the uniform. Contractor's vehicle shall have the company name/logo prominently displayed. Employee identifications shall be worn in clear view above the waist. The Department of Labor has held that Contractors must pay their employees the Service Contract Act wages while they are driving both to and from destinations for the VA. Wage Determination(s) as listed in this solicitation are applicable to any resulting contract. The Contractor will certify by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s). COVID-19 Safety Protocols. Contractor employees who work in or travel to VHA locations must comply with the following: (Documentation requirements) If fully vaccinated, shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three (3) calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall adhere to, and ensure compliance with, federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. 4) Quality Assurance: The Contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The Contractor shall develop and implement procedures to track, identify, prevent, remedy, and ensure non-recurrence of defective services. The Contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution. The Contractor shall immediately notify the COR upon receipt of a customer complaint so joint validation may be accomplished. The Contractor is responsible for quality control and specification compliance. The VA will evaluate the Contractor's performance using customer feedback, periodic on-site inspections, and at the VA's discretion, may inspect each task to determine conformance and acceptance prior to payment. Quality Assurance Surveillance Plan (QASP): Performance Objective Performance Threshold Basic Courier Service Timeliness Has two or less customer complaints for the month. Basic Courier Service Conditions of transported items Has two or less customer complaints for the month. Periodic Courier Services Calls for special one-time deliveries Has two or less customer complaints for the month. 5) Inspection: The Contractor must give the VA the right to thoroughly inspect and investigate the establishment's vehicles, facilities, business reputation, and other qualifications. The VA reserves the right to restrict any Contractor employee from performing services under this contract who do not meet the required qualifications, or who violate Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of VA and its veteran population. The restriction of such Contractor personnel shall not relieve the contractor from performing all the required services in accordance with all terms, conditions, and schedules contained herein. If the VA determines that a particular driver does not possess the required qualifications, or if a particular driver establishes a pattern of non-conformance with the procedures set forth as requirements, the VA may prohibit that driver from performing services under the contract and the Contractor shall promptly replace him/her with an acceptable and qualified driver. 6) Additional Information: The VA technical contact for laboratory services is Cindy Garten @ 612-467-2469 or Carmen Lundholm @ 612-467-1655, Ancillary Testing Coordinator, telephone 612-467-2469. The VA technical contact for other services and the VA COR for all services is Jerome Gunn, Chief of Logistics, telephone 612-467-1978. 7) Requirement Estimated Schedule: Daily pick up at 1:30 pm Monday through Friday originating from the VA Mail Room (Room BM-123) and LAB (Room BB-144) to ensure same day delivery to the required destination. Proceed to destinations listed below and return to the Mail Room (Room BM-123) and LAB (Room BB-144). No weekend or holiday trips are required. Not all locations listed will need pick up or delivery service back to the Minneapolis VA every day; review the schedule below. Originate from: Veterans Affairs Health Care System, Bldg 70 Warehouse (Room BM-123) and LAB (Room BB-144) One Veterans Drive (54th Street and 48th Ave South) Minneapolis, MN 55417 Deliver to: VISN 23 Office (Daily before 4:00pm) Grand Oak Business Park Eagan, MN 55121-2159 Minnesota Department of Health (Specimens/mail) (Daily before 4:30pm) 601 Robert Street North St. Paul, MN 55155 Attn: Specimen Receiving 651-201-5200 Actual delivery is to Security Guard's desk in the main lobby. Maplewood Community Based Outpatient Clinic (Daily after 4:30pm)* 1725 Legacy Pkwy East Maplewood, MN 55109 (Location will change Dec 2022 with new building in progress) (Site has lockbox to pick-up and drop-off after clinic hours) Northwest Metro Community Based Outpatient Clinic (Daily after 4:30pm)* 7545 Veterans Drive Ramsey, MN 55303 (Site has lockbox to pick-up and drop-off after clinic hours) CRRC Community Resource and Referral Center (Daily between 3:00pm and 4:00pm)* 1207 Harmon Place Minneapolis, MN 55403-1920 Southern Metro Community Based Outpatient Clinic (Daily after 4:30pm)* 1555 Lusitano Street Shakopee, MN 55379 (Site has lockbox to pick-up and drop-off after clinic hours) Federal Whipple Building (Daily before 3:30pm) Room 1210 and Mail Room 1 Federal Drive Ft. Snelling, MN 55111 Veterans Affairs - Cedar Building (Daily between 3:00pm and 4:30pm)* Sleep Clinic, Suite 125 Call Center, Suite 200 Home Community Care (HCC), Suite 350 6636 Cedar Ave So. Suite 200 Richfield, MN 55423 Veterans Affairs Purchasing and Contracting Office (Weekly Tuesdays before 3pm) 708 South 3rd Street, Suite 200E Minneapolis, MN 55415 Veterans Affairs Network Contracting Office (Weekly Mondays before 3pm) 316 Robert Street N, Suite 506 St. Paul, MN 55101 *Return to: Minneapolis VAHCS, Bldg 70 One Veterans Drive, LAB BB-144 and Mail Room BM-123 Minneapolis, MN 55417 Daily = Estimated 252 trips over 1 Year Weekly = Estimated 52 trips over 1 Year ***END STATEMENT OF WORK***
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- SN06232333-F 20220205/220203230059 (samdaily.us)
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