DOCUMENT
V -- CBOC Courier Service - Attachment
- Notice Date
- 3/16/2016
- Notice Type
- Attachment
- NAICS
- 492110
— Couriers and Express Delivery Services
- Contracting Office
- Department of Veterans Affairs;Chief, NCO 16 (90C/NLR);Central Arkansas Veterans HCS;2200 Fort Roots Drive, Bldg 41, Room 219;North Little Rock AR 72114 1706
- Solicitation Number
- VA25616Q0371
- Response Due
- 3/23/2016
- Archive Date
- 4/22/2016
- Point of Contact
- Bailey Long
- Small Business Set-Aside
- Service-Disabled Veteran-Owned Small Business
- Description
- Central Arkansas Veterans Healthcare System 4300 West 7th Street Little Rock, AR 72205 STATEMENT OF WORK Pathology & Laboratory Medicine Service (P&LMS) Logistics Service, Medical Supply and Distribution Section 1.LOCATIONS: This is for courier service (specimen pickup and delivery, and supply delivery) to the five VA-Staffed Community Based Outpatient Clinics (CBOCs) and two contracted CBOCs. Supply delivery to Mountain Home CBOC only. Payment will be based on a daily per stop basis. The addresses are: Searcy CBOC 1120 S. Main Street Searcy, AR 72142 Conway CBOC 1520 East Dave Ward Drive Conway, AR 72032 El Dorado CBOC 514 E. 5th St. El Dorado, AR 71730 Russellville CBOC 3106 West 2nd Ct Russellville, AR 72801 Hot Springs CBOC 177 Sawtooth Oak Drive Hot Springs, AR 71901 Contracted CBOCs: Mena CBOC 1706 Hwy 71 N. Mena, AR 71953 Pine Bluff, CBOC 4747 Dusty Lake Dr. Pine Bluff, AR 71603 Supply delivery only: Mountain Home CBOC (Supply Only) 405 Buttercup Dr. Mountain Home, AR 72653 2.ORDERING, TRANSPORTATION, AND DELIVERY OF SERVICES: The courier service will be for the purpose of transporting collected laboratory specimens from each of the VA Staffed and contracted CBOCs to the main laboratory, located at 4300 West 7th Street, Little Rock, AR 72205. The points of contact at the CBOCs are the laboratory personnel at each individual CBOC. In addition, the courier service will pick up the expendable medical supplies on a scheduled basis from the John L. McClellan Medical Center, 4300 w. 7th St, Little Rock, Arkansas, 72205, Room, GE 113. The supplies will be delivered as required to each of the CBOCs listed above. The expendable medical supplies delivery during the above identified normal operating hours for each individual CBOC. The courier may coordinate with the service and/or CBOC to streamline efficiency. At no time shall a contractor employee be considered or treated as a VA employee. Observed Federal Holidays Federal Holidays observed by the VAMC are: New Years' Day Martin Luther King Day Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day If a holiday falls on Saturday the observed holiday is the Friday before. If the holiday falls on Sunday, the following Monday becomes the holiday 3.CONTACT PERSONS: For matters concerning Pathology & Laboratory Medicine Service requirements at the Searcy, Conway, Hot Springs, Russellville, El Dorado, Mena and Pine Bluff CBOCs, contact P&LMS Laboratory Supervisor; (501)257-6427. All Logistics requirements for all of the identified CBOCs should be discussed with Larry Gurley, Lead Inventory Management Specialist, Medical Supply and Distribution (MSD) Section; (501) 257-5003 or Mark Schneider, Acting Chief, MSD; (501) 257-1390. 4.CONTRACTING OFFICER REPRESENTATIVE: CBOC Laboratory Supervisor, (501) 257-6427 Acting Chief MSD, (501) 257-1390 4a. CHANGES TO THE STATEMENT OF WORK The CO is the only individual authorized to approve changes or modify any of the requirements under this contract. Only a written modification which is formally executed by the contractor and the Contracting Officer is a valid modification. The Contractor shall communicate with the Contracting Officer's Representative (COR) on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred as a result thereof. 5.SPECIFICATIONS OF PRODUCT AND SPECIAL REQUIREMENTS: Pathology & Laboratory Medicine Service: The courier service must pick up laboratory specimens each day Monday - Friday, from the VA Staffed CBOC laboratories in Searcy, Russellville, Hot Springs, Conway, and El Dorado and deliver these specimens to the Little Rock VA, 4300 W. 7th Street, Little Rock, AR 72205 Room 2D-171. Pickup and delivery times shall be during normal operating hours of each CBOC. Suggested pickup times are as follows but can be adjusted to allow for the least amount of trips. LocationPick UpDelivery to CAVHS Searcy CBOC?15:00 M-F?19:00 Conway CBOC?14:00 M-F?19:00 Russellville CBOC?13:00 M-F?19:00 Hot Springs CBOC?15:30 M-F?19:00 El Dorado CBOC?16:00 M-F?19:00 Upon request the courier service will pick up and deliver laboratory specimens as needed Monday-Friday from the contracted CBOCs, Mena CBOC and Pine Bluff CBOC. Expected delivery time shall be by approximately 17:00 at the Little Rock VA laboratory. Central Arkansas Veterans Healthcare System/ P&LMS will provide the specimen transportation container for the laboratory specimens. The specimen transportation container will be in compliance with the regulations as established by the Department of Transportation. The containers will have a lock that can only be opened by CAVHS personnel. The specimen transportation container will have a controlled temperature environment that will provide acceptable temperature control of between 2-8 °C for refrigerated specimens and -10 to -20 °C for frozen specimens. The courier service will transport the specimen container in a manner to maintain acceptable specimen temperatures. The specimen transportation container will be checked upon delivery of the laboratory specimens so as to determine that the laboratory specimens have been maintained at an acceptable temperature and that the transport container has remained securely locked. The temperature check will be conducted by P&LMS employees by using the infrared scanner. The courier will be responsible for delivering transportation container back to the individual CBOC locations for further specimen transportation. The courier will also pick up any mail at any of the four VA-staffed CBOCs and will deliver the mail to the CAVHS laboratory when the specimens are delivered. At the time the specimens are delivered to CAVHS laboratory, any outgoing supplies or mail in the lab holding area that needs to be delivered to a CBOC will be picked up and delivered to the respective CBOC the next day. This will be Monday-Friday only. There will not be a pickup on Friday afternoon for Monday delivery. The Courier Service employees shall wear a uniform and identification so that CAVHS employees can readily identify them as employees of the courier service. The employee(s) of the courier service will be expected to be professional and prompt in reporting to the CBOCs for specimen pickup. The Courier Service will notify the COR if there will be a delay in picking up specimens. This will need to be done immediately upon realization that the schedule cannot be maintained. If there is not going to be a pickup, such as inclement weather, the courier service will coordinate this with the COR as soon as possible. Logistics Service, MSD: The courier service must pick up and deliver expendable supplies on a scheduled basis Monday-Friday, from the John L. McClellan Medical Center 4300 W. 7th Street Little Rock, AR 72205 Room GE113. The specific days of delivery for each CBOC will be determined. The number of deliveries for the CBOCs are listed in the chart below: CBOCTrips per month Russellville6 Searcy6 Conway6 El Dorado6 Mena2 (limited use currently) Mountain Home6 Hot Springs6 Pine Bluff2 (limited use currently) Deliver these items to the identified CBOC front desk in Searcy, Russellville, Hot Springs, Conway, El Dorado, Mena, Pine Bluff, and Mountain Home. Expendable supplies will be available for pickup from 0700-1530 Monday - Friday; deliveries at the CBOCs will be accepted during the hours identified below: LocationDeliveries AcceptedCBOC POC & Phone # Searcy CBOC10:00-14:00 M-FCandy Workman (501) 207-4700 Conway CBOC10:00-14:00 M-FCecilia Corless (501) 548-0500 Russellville CBOC10:00-14:00 M-FMartha Nichols (479) 880-5100 Hot Springs CBOC10:00-14:00 M-FPaula Vincent (501) 520-6250 El Dorado CBOC10:00-14:00 M-FKim Havard (870) 881-4488 Mena CBOC10:00-14:00 M-FKaren Ward (479) 394-4800 Pine Bluff CBOC10:00-14:00 M-FTarrah Lofton (870) 541-9300 Mountain Home CBOC10:00-14:00 M-FChris Willett (870) 424-4109 The courier service will pick up and return expendable supplies and/or equipment, not to exceed 10 pounds per container, and deliver to the John L. McClellan Medical Center 4300 W. 7th Street Little Rock, AR 72205 Room GE113, as needed M-F from the CBOCs upon request of the CBOC or MSD by 1800. The courier service will take all necessary measures to prevent contamination of expendables supplies in transit. The courier will supply additional plastic bags in case shipping bags become compromised during shipment. Supplies can remain in compromised bag and placed in new bag. The Courier Service employees shall wear a uniform and identification so that CAVHS employees can readily identify them as employees of the courier service. The employee(s) of the courier service will be expected to be professional and prompt in reporting to the CBOCs for delivery and pickup. The Courier Service will notify the COR if there will be a delay in picking up expendable supplies. If there is not going to be a pickup, such as inclement weather, the courier service will coordinate this with the COR as soon as possible. 6.CONTINUITY OF SERVICES/REPLACEMENT STAFF: The Contractor point of contact shall ensure that qualified personnel are available to provide coverage during scheduled and unscheduled absences of primary contract providers or when they will be unable to provide services for one (1) or more consecutive days. To prevent unexpected and unanticipated call-ins by Contract couriers that are scheduled to work, the Contractor will counsel Contract Staff, verbally and in writing, if staff members frequently call-in (>2 in a month) or if a pattern occurs (call-in on days attached to a non-work day/holiday, or calling in on weekends exceeding 2 occurrences per year). If the problem persists following counseling, the assignment of the contract employee may be requested to end. The Contractor should be able to provide rationale for contract staff member(s) absence if requested. Basis for Award The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation meets or exceeds the requirement at the Lowest Price Technically Acceptable (LPTA) Past Performance and Technical factors when combined, are equal to cost or price. The following factors shall be used to evaluate offers: The evaluation factors are: a.Technical b.Past Performance c.Price A.Technical: Capability/Technical to perform services as indicated in the solicitation for offer by furnishing the following information: 1)Provide business location and length of time in business performing similar services. Provide length of time service has been provided at this site. Business Location: __________________________________________________________________ Length of time service provided at this site: _____________________________________ Length of time service performing similar services: _____________________________ 2)Number of personnel regularly employed on a full time basis: __________________ 3)Staff Training - indicate length and type of training and work experience of individuals assigned to perform under this contract, for the service identified. Training documentation should be as detailed as possible, indicating the source and dates of training, where performed, etc., and shall relate to the training required by this contract. For new employees, indicate planned training and schedule, along with any related/relevant prior work experience. 4)Employee Name, Type and Length of Training, and Work Experience for each employee performing on this contract. CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM (CPARS) a)As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $150,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the Federal Awardee Performance and Integrity Information System (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information. b)Each contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting the Customer Support Desk at 207-438-1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the contractor's registered representative. c)For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor's performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor's designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer. Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government's evaluation being placed on file in the database with a statement that the "contractor failed to respond." B.Past Performance: Provide a minimum of three references below for courier services including names and phone numbers of responsible individuals who would have firsthand knowledge of performance. Past performance references with other clinical/medical facilities is preferred. ? Print Please Vendor Name: ________________________________________________________________________________ Vendor Address: _____________________________________________________________________________ Contact Person: _______________________________________ Title: ________________________________ Telephone Number: _________________________________________________________________________ Email address:________________________________________________________________________________ Vendor Name: ________________________________________________________________________________ Vendor Address: _____________________________________________________________________________ Contact Person: _______________________________________ Title: ________________________________ Telephone Number: _________________________________________________________________________ Email address:________________________________________________________________________________ Vendor Name: ________________________________________________________________________________ Vendor Address: _____________________________________________________________________________ Contact Person: _______________________________________ Title: ________________________________ Telephone Number: _________________________________________________________________________ Email address:________________________________________________________________________________ ? C.Price: Price will be set at a monthly rate using the number of pickups available during that timeframe. The Quality Assurance Surveillance Plan (QASP) is as follows: 1.Delivery to the Laboratory of specimens will be on time 98% of the time. 2.Pickup of Specimens from the various CBOCs will be on time 95% of the time. 3.Delivery of expendable supplies to the CBOCs will be on time 95% of the time. Evaluation will be by direct observation by the Laboratory staff when specimens are delivered. Evaluation of expendable supply deliveries will be by CBOC staff when the items are delivered. National Archives Records Administration Records Management Language Clause to be included in contracts, as necessary: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government 'IT' equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VACAHCS598/VACAHCS598/VA25616Q0371/listing.html)
- Document(s)
- Attachment
- File Name: VA256-16-Q-0371 VA256-16-Q-0371_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2620501&FileName=VA256-16-Q-0371-001.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2620501&FileName=VA256-16-Q-0371-001.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: VA256-16-Q-0371 VA256-16-Q-0371_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2620501&FileName=VA256-16-Q-0371-001.docx)
- Place of Performance
- Address: Central Arkansas Veterans Healthcare System(CAVHS);4300 W. 7th Street;Little Rock, AR 72205
- Zip Code: 72205
- Zip Code: 72205
- Record
- SN04051918-W 20160318/160316234553-4873c45d52494cdca535f6c7ef38a136 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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