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RFQ Courier Service Dayton VAMC - Attachment

General Information

Document Type:FILE
Posted Date:Aug 21, 2017
Category: Transportation, Travel and Relocation Services
Set Aside:N/A

Contracting Office Address

Department of Veterans Affairs;Dayton VA Medical Center;3140 Governor ôs Place Blvd. Suite 210;Kettering OH 45409-1337


This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is VA250-17-Q-1062 and is issued as a request for quotation (RFQ) in accordance with FAR Parts 12 and 13. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95. This is a total service disabled veteran owned small business set-aside. Department of Veterans Affairs VA Medical Center 4100 West Third St. Dayton OH 45428-9000 This announcement constitutes the only solicitation; a formal, written solicitation will not be issued. PAPER COPIES OF THIS SOLICITATION WILL NOT BE AVAILABLE. This solicitation documents and incorporates provisions and clauses in effect through FAC 2005-95. It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at these addresses: https://www.acquisition.gov/Far/. The selected Offeror shall comply with the following commercial item terms and conditions, which are incorporated herein by reference: FAR 52.212-1, Instructions to Offerors -Commercial Items, FAR 52.212-3, Offeror Representations and Certifications-Commercial Items - the selected offeror shall submit a completed copy of the listed representations and certifications or confirm that the annual representations and certifications was completed electronically via the SAM website accessed through http://www.acquisition.gov; 52.212-2 Evaluation-Commercial Items; FAR 52.212-4, Contract Terms and Conditions-Commercial Items; 52.203-17, and 52.204-4. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, paragraph (a) and the following clauses in paragraph (b): 52.203-6 (Alt I), 52.204-10, 52.209-6, 52.211-6, 52.214-21, 52.216-1 (Fixed Price), 52.219-6, 52.219-8, 52.219-27, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-5, 52.225-6, 52.225-13, 52.227-14, 52.227-16, 52.228-5, 52.232-33, 52.232-40, 52.233-2, 52.237-3, and 52.252-2. The full text of the referenced FAR clauses may be accessed electronically at https://www.acquisition.gov/far/. Evaluation: will be made using the procedures under FAR 13. Offers will be evaluate using the Lowest Price Technically Acceptable (LPTA). The following VAAR Clauses apply 852.203-70 Commercial Advertising 852.211-70 Service Data Manuals 852.219-10 VA Notice of total service-disabled veteran-owned small business set-aside. 852.232-72 Electronic submission of payment requests 852.233-70 Protest Content/Alternative Dispute Resolution 852.233-71 Alternate Protest Procedure 852.237-70 Contractor Responsibilities 852.246-70 Guarantee (at least one year) 852.246-71 Inspection 852.270-1 Representatives of Contracting Officers Proposals/Quotes are to be emailed to Adam Weber, at adam.weber@va.gov, no later than 4 September 2017 3:00 p.m. EST. This procurement is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB). The Contractor shall provide regularly scheduled pickups and deliveries of various items as identified in the SOW between the following VA Medical Centers and the associated Community-Based Outpatient Clinics. Items to be transported include the following: Surgical Instruments and trays Laboratory specimens included, but not limited to: blood, urine, body fluids and/or biopsies, viral cultures, BPN specimens, influenza screens Radiology Films Interoffice Mail Basic office supplies, such as paper, files, pencils, paperclips, etc. Equipment that does not exceed 75 lbs. Drugs for the pharmacy All interested Service Disabled Veteran Owned Small Business (SDVOSB) firms must be registered in the The System for Award Management at http://www.sam.gov/ and registered at the VetBiz Vendor Information Pages: https://www.vip.vetbiz.gov/Public/Register/Benefits.aspx as a SDVOSB firm. PERIOD OF PERFORMANCE: The anticipated period of performance for this procurement will be an twelve (12) month base year from October 1, 2017 through September 30, 2018, plus four (4) additional one-year option years that may be exercised at the discretion of the Government. *Disclaimer: All data contained herein is for information only and is subject to change. The data is for general purposes ONLY and SHALL NOT be used in preparation of any offer to the Government. STATEMENT OF WORK FOR COURIER SERVICE 1. Services Primary Care Services, a clinic within The Department of Veterans Affairs (DVAMC), 4100 W. Third Street, Dayton, Ohio, 45428-9000 is responsible for transporting medical supplies and small equipment items, locked medications to include influenza vaccine, laboratory specimens, medical instruments, office supplies, educational material/pamphlets, mail, containers, coolers, prosthetics, and medical records to its outlying Community Based Outpatient Clinic s (CBOCs), as well as the VA Transition Center located at Wright- Patterson AFB (WPAFB). Certification and accreditation requirements do not apply, and a Security Accreditation Package is not required. BASE YEAR, PERIOD OF PERFORMANCE 1 OCTOBER 2017 THROUGH SEPTEMBER 30, 2018: OPTION YEAR ONE, PERIOD OF PERFORMANCE WILL BEGIN 1 OCTOBER 2018 THROUGH 30 SEPTEMBER 2019: OPTION YEAR TWO, PERIOD OF PERFORMANCE WILL BEGIN 1 OCTOBER 2019 THROUGH 30 SEPTEMBER 2020: OPTION YEAR THREE, PERIOD OF PERFORMANCE WILL BEGIN 1 OCTOBER 2020 THROUGH 30 SEPTEMBER 2021: OPTION YEAR FOUR, PERIOD OF PERFORMANCE WILL BEGIN 1 OCTOBER 2021 THROUGH 30 SEPTEMBER 2022: The contractor shall provide dependable, secure, accountable and timely courier service. Timely and expeditious courier service between facilities is vital for DVAMC s overall mission. Services include pickup, transport, and delivery. All courier requirements will be of size to fit in standard delivery vans. Courier vehicles will be climate controlled and will not be courier drivers privately owned vehicles. All Dayton VA facilities are smoking restricted workplaces. Due to the nature of the work, facilities, and requirements, contractor staff may only smoke outside in designated smoking areas. Locations for pickup and delivery are as follows: Richmond CBOC, 1010 North J St. Richmond IN 47374 Lima CBOC, 1303 Bellefontaine Ave Lima OH 45804 Springfield CBOC, 512 S. Burnett Rd Springfield OH 45502 Middletown CBOC, 4337 N. Union Rd Middletown OH 45005 Wright Patterson VA Transition Center, 4881 Sugar Maple Dr. Wright Patterson AFB OH 45433 Contractor shall pick up all empty containers/coolers from the delivery site and return to the specified clinic location at their next scheduled pick up date. The contractor will pickup and deliver to each location twice daily (business days) at 12:00 noon and 4:00 p.m. precisely, with an additional stop at Wright Patterson VA Transition Center, if requested by the Contracting Officer s Technical Representative (COTR) or designee. There will be no early or late pickups. The contractor shall accomplish deliveries within the confines of the normal working hours for these facilities. Pickups will be made per schedule of services at the VA CBOCs, Monday through Friday excluding the 10 federal holidays or any other day declared a federal holiday or designated by the President of the United States proclamation. Government personnel observe the following days as holidays: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday. Contractor shall pick up all empty containers/coolers from the delivery site and return to the specified clinic location at their next scheduled pick up date. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the contract. In the event the Contractor s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked. This provision does not preclude reimbursement for authorized overtime work if applicable to this contract. The contractor will be notified one day prior, before 2 p.m. of any pickups and deliveries required as an occurrence. Contractor will provide DAVMC and CBOC with a published routine schedule of expected pick up times and deliveries based on VA schedule of services. Pickups will be made no earlier than 12:00 p.m. and shall not be later than 4:00 p.m. at any site unless otherwise directed. Specific drop off sites in the DAVMC will be clearly marked on the CBOC delivery ticket: Location for Sterile Processing Service (SPS) pickup is in the basement of the Patient Tower Room, bldg. 330, Room BD-102. Pick up times between 7:30am to 6:30pm. Contents to pick up: Medical soft goods to deliver to CBOC s, sterile instruments and other small items deemed necessary. Drop off: Dirty instruments, small items from prosthetics, Biomed (once a month). Location of C-files and Prosthetics is in ED room 1F 117 any time. Contents: Boxes couriers currently use is working, also sometimes there will be a wheelchair or walker, typically one a day. The actual pickup/holding area is behind BD-103, however this door is kept locked. In order to enter SPS, go to the Logistics window located to the left of BD-102. To drop off soiled instruments to Decontamination, ring the bell at the Decontam door BA-102. If no answer, use the hall phone and contact SPS at ext. 3001 (Listed on the sign outside of Decontam). Someone from SPS will immediately meet the driver and receive the soiled pickup items. DO NOT LEAVE THE ITEMS ON THE FLOOR IN THE HALLWAY OUTSIDE THE DOOR. This is a safety violation. The VA Transition Center is located on WPAFB in Fairborn, OH within the WPAFB Medical Center (use Gate 9A), 4881 Sugar Maple Dr, Building 830, room # BP27. Staff can be contacted at (937) 268-6511 ext. 5805 for any questions or Donna Nix (937) 268-6511 ext. 2708. Medical Records - Health Information Management Section (HIMS) - Bldg 330 Room BC-132. Lab Specimens Pathology and Laboratory Medicine Service (PLMS) Bldg 310 Room 2e-101). a. Laboratory Transports Transportation of biological specimens specification must meet all Federal and State regulations. Documentation of compliance must be provided to contracting officer to be maintained in the contract file. College of American Pathologist (CAP) requires a. Transport personnel be trained in appropriate safety procedures suitable to the specimen type and distances transported b. Packaging and shipment of infectious material is done in accordance with applicable federal, state and local regulations. The Courier will provide documentation of annual training records signed and dated for each training item below for every driver specifically for: Blood borne Pathogen training Confidentiality for Protected Health Information OSHA properly handling of Dry Ice/Frozen Deliveries to Donna Nix via email at Donna.nix@va.gov verifying all transports are in compliance with above law by May 31st of each year. New drivers trained after established date should be documented and sent to the above no later than one month after hire. Daily transportation of the specimens from the CBOCs to the Dayton VA will involve the following: a. Coolers will be provided for Courier use. Empty coolers will be taken to the CBOCs each day. The CBOC staff will properly prepare and package specimens in the cooler for transport. b. The lab specimens shall be transported in such a manner as to ensure the integrity of the specimen(s). During transportation, specimens shall maintain a temperature between 2-8 degrees Celsius with the use of adequate refrigerant packs (to be supplied by the Government). Specimens that are kept at 2-8 degrees Celsius should not come in contact with the refrigerant, as they will become frozen. c. The coolers will be delivered to the Dayton VA laboratory no later than 7:00pm on the same day the pickups are made where they will be emptied. Someone is always available in the lab due to 24 hour patient care within the medical center. The courier will keep the empty cooler for the following days specimen pick-up. Check containers to ensure they are empty. d. Laboratory supplies will be placed in boxes or coolers labeled with the CBOC destination for pick-up as needed. These should be picked up in the front lab area when the specimens are dropped off and delivered to the CBOCs the following day with the specimen pick-up. e. If specimens are not picked up and delivered as required, the contractor will be charged $16.33 per patient specimen not delivered to the DVAMC. b. Sterile Processing Service (SPS), Sterile/unsterile instruments: Services include the pickup, transport, and delivery of sterile and unsterile instruments. Contractor(s) shall pickup VA-owned sterile instruments in SPS transport containers from SPS at the DVAMC. On the next day pickup unsterilized instruments from the appropriate CBOCs will be picked up in the transport containers and returned to SPS at the DVAMC. The DVAMC personnel will properly prepare and package instruments for transport for the contractor. The instruments shall be transported in such a manner as to ensure the integrity of standard precautions. The contractor will deliver all instruments to the VA SPS Section after each pickup on the same day pickups are made. In the event there is no one in the VA SPD Section at the time of delivery, instruments will be delivered to room # BD100, there is a buzzer located on the door for entry. If no one is available the contractor can dial (937) 268-6511 ext 3001/3003. c. Courier will provide contract on how they plan to keep patient medical information safe. 2. LICENSES/PERMITS/CERTIFICATIONS. Contractor must have all licenses, permits, and/or certification as required by the State of Ohio for the transport of laboratory specimens. All Contractors must be bonded and insured. 3. CONTRACTOR PERSONNEL. At all times during the performance of this contract, Contractor employees shall conduct themselves in a professional manner, wear clean, neat, and appropriate clothing, and be identified by having company name and/or logo, and employee name attached to their clothing, by name tag or other means. The Contractor shall be responsible for acquiring an appropriate name tags or badges to meet this requirement. Employee identification shall be worn in clear view above the waist. All Contractor courier drivers telephone numbers will be provided to DVAMC. 4. PRIVACY/RELEASE OF INFORMATION. In the performance of contract services, the contractor shall observe the requirements imposed by law, Federal regulation, and VA statutes and policies concerning privacy and/or release of sensitive data/information. The contractor shall ensure that their personnel meet these requirements and that confidential and proprietary information shall be released only to those officer and officials of the VA or contractor authorized to receive such information. 5. PAYMENT/INVOICE a. Payment for services will be made monthly, in arrears, upon receipt of properly prepared and submitted e-invoices. b. All invoices will be submitted electronically via the Tungsten payment system. A copy of the invoice will also be sent via email to Sharon.dupre@va.gov and Donna.nix@va.gov. c. The vendor will initially call Tungsten at 1-877-489-6135 to set-up their payment system. After initial set-up the vendor will utilize 1-877-353-9791 for all e-invoice contact information and concerns. The vendor will be paid by Electronic Fund Transfer (EFT) once local staff certifies accuracy and appropriateness. d. e-Invoices must contain location, dates of service, unit cost, and total amount due. The applicable VA Contract Number and purchase order number must be indicated on each e-invoice. 6. SPECIAL REQUIREMENTS 7. EVIDENCE OF INSURANCE COVERAGE. Before commencing work under the contract, the contractor shall furnish to the Contracting Officer, a certificate from his/her insurance company indicating that the contractor has obtained liability insurance coverage and that it may not be changed or canceled without written notice to the Contracting Officer. The furnishing of such evidence of insurance coverage may not be waived and certificate of insurance shall be submitted with quote. a. SCHEDULE OF INSURANCE COVERAGE. The following minimum insurance coverage shall apply to this contract: Workers Compensation and Employers Liability: Contractors are required to comply with applicable Federal and State workers compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employers liability section of the insurance policy, except when the contract operations are so commingled with a contractors commercial operations that it would not be practical to require this coverage. Employers liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers compensation to be written by private carriers; (1) General Liability: $500,000 per occurrence. (2) Automobile Liability: $250,000 per person; $500,000 per occurrence and $100,000 property damage. b. The following information is required with quote: Name and Address of Insurance Company _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ Name of Contact Person__________________________________________ Telephone No. _________________________________________________ Vehicles: Please list the type of vehicles to be used in performing the services of this contract: ___________________________________________ ___________________________________________ ___________________________________________ 8. PERSONNEL POLICY The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for their personnel: Worker s Compensation Professional Liability Insurance Health Examinations (as may be required) Income Tax Withholding, and Social Security Payments a. The contract personnel shall not be considered VA employees for any purpose. 9. SAFETY a. While performing services under any resulting contract, numerous potential hazardous conditions may develop and/or exist. These conditions can result in serious personal injuries if not identified and if corrective action is not taken to prevent injury. Adherence to OSHA regulations is not always sufficient to provide the degree of safety that is required. Extra precautions should be observed when performing the required services. b. The safety and health of patients, visitors, and VA employees at the VA Medical Center, as well as contractor employees, must be considered at all times while services are being performed. Never leave hazards unattended or unsecured. Psychiatric, blind, hearing impaired, and wheelchair patients are to be expected. Extra caution must be exercised when in buildings, which are occupied, and doing business. 10. HARASSMENT POLICY a. It is federal policy to create an environment free of discrimination and to promote an atmosphere for the residents, visitors and workforce free of discrimination and/or harassment, without regard to race, color, religion, sex, national origin, and age, physical or mental handicap. b. It is the responsibility of the contractor awarded a contract to perform services on a Federal worksite to take any and all necessary measures to prevent sexual harassment and discrimination from occurring, by assuring that his/her employees and those of his/her subcontractors maintain the highest degree of conduct and standards in this regard. c. These steps should include, but not be limited to, affirmatively raising the subject with employees and subcontractors, expressing strong disapproval when discovering or being informed that an incident has occurred, and developing appropriate guidelines and sanctions for conduct and/or misconduct pertaining to such matters. d. Any complaints received by the Contractor, alleging misconduct toward contractor employees from other than contractor related personnel, i.e., VA personnel, patients and/or visitors shall be reported to the Contracting Officer in charge of the awarded contract. 11. SMOKING POLICY. a. The VA Medical Center and its associated CBOCs are smoke free facilities. No smoking is permitted within the confines of any building or within 15 feet of any entrance to a building. Smoking is permitted in designated areas only. Failure to comply with the smoking policy will result in immediate removal of contractor/contractor personnel from the facility. 12. WAGES TO BE PAID. The following Department of Labor Wage Determinations is applicable to this contract and is included in the list of attachments: See attached RFQ

Original Point of Contact


Place of Performance

Dayton VAMC;4100 West Third St.;Dayton OH
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