Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JANUARY 19, 2025 SAM #8454
SOURCES SOUGHT

R -- Courier Services (SAVAHCS)

Notice Date

1/17/2025 2:20:39 PM
 

Notice Type

Sources Sought
 

NAICS

492110 — Couriers and Express Delivery Services
 

Contracting Office

262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
 

ZIP Code

85297
 

Solicitation Number

36C26225Q0367
 

Response Due

2/7/2025 3:00:00 PM
 

Archive Date

05/08/2025
 

Point of Contact

Catherine Fernandez, Contract Specialist, Phone: (480)-466-7937
 

E-Mail Address

catherine.fernandezpedernera@va.gov
(catherine.fernandezpedernera@va.gov)
 

Awardee

null
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this-- sources sought announcement must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below in italics. The Southern Arizona VA Healthcare System (SAVAHCS) located at 3601 South 6th Avenue Tucson, AZ 85723 is seeking a potential qualified contractor that can provide: Medical Courier Transportation Services Important information: The Government is not obligated to/nor will it pay for or reimburse any costs associated with responding to this sources-sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 492110. Notice to Potential Offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be certified by the Small Business Administration; Veteran Small Business Certification, (VetCert) https://veterans.certify.sba.gov/. All interested Offerors should submit information by e-mail to: catherine.fernandezpedernera@va.gov All interested Offerors should submit information by e-mail: catherine.fernandezpedernera@va.gov . All information submissions to be marked Attn: Catherine Fernandez, Contract Specialist and should be received no later than 15:00 pm PST on February 07, 2025. *******DRAFT*******DRAFT******DRAFT*******DRAFT******* STATEMENT OF WORK MEDICAL COURIER TRANSPORTATION SERVICESFOR TUCSON VA HEALTH CARE SYSTEMS, ARIZONA 1. Medical Courier Transportation Services: 1.1 The Department of Veteran Affairs (VA) requires Medical Courier Transportation Services for the Southern Arizona VA Health Care System (SAVAHCS) in Tucson, AZ. The contractor shall provide all labor, personnel, supervision (except as specified), equipment, materials, facilities, transportation, and all other related elements necessary to accomplish same day, on-time scheduled and non-schedule pickup and/or delivery to multiple AZ locations (one and two-way trips), as well as regularly scheduled pickups. Normally the deliveries would fit easily into a small van, utility vehicle or station wagon. 1.2 It is expected that the Contractor shall provide these requirements as specified below 2. Items to be transported: 2.1 The items as listed below to be transported may include but are not limited to the following: Specimen containers, either an Igloo style ice-chest or Styrofoam containers approximately 15x14x14 in size or smaller. They will be marked Bio-hazard and tagged for identification. Developed X-ray film measuring approximately 14 inches by 17 inches (Heat sensitive DO NOT FOLD) and CD s. Office or medical supplies, pharmaceuticals and/or equipment weighing less than 60 pounds per box. Oxygen cylinders (1-2 small tanks per month, weighing approximately 10-15pounds). Other items as needed for pickup/delivery to commercial locations, weighing less than 60 pounds per box. EKG media not limited to floppy disc(s). Medical records Occasional items weighing over 60 pounds, for example: Centrifuge Dorm-sized refrigerators Medication/Supply Carts Wheelchairs Shredding Dirty Linen Bags Occasional deliveries requiring the supplying of ice/dry ice Laboratory specimens, i.e., body fluids (blood, urine, and stool), will be properly packaged by Government personnel for transportation and will be placed into appropriate containers. Any or all items less than 60 lbs. Protected patient information not limited to the gray locked shredder bins. Various medical prosthesis, i.e., not limited to wheelchair, blood pressure monitors, and various medical devices. 2.1.1 All items must be transported in accordance with all local, state, and federal regulations. Including any specified regulations for oxygen cylinders or bio-hazardous materials. All efforts shall be made to assure that all items are delivered without spoilage/damage from temperature conditions, rough handling and/or negligence. 2.1.2 Some of the items delivered to locations are boxed in large plastic reusable containers that shall be returned to VA. Some boxes may be of odd dimensions, for example, those containing crutches, canes, fluorescent light bulbs, and paper supplies. 2.1.3 Laboratory specimens, i.e., body fluids (blood, urine, and stool), will be properly packaged by Government personnel for transportation and will be placed in the container. When dry ice is required, the contractor shall be notified, and the courier shall arrive with a supply of dry ice for each container. VA shall package the container(s) for shipment using the dry ice. The contractor shall provide installation transport containers (as required) to maintain the specimens at the proper temperature. 2.1.4 All items must be transported in accordance with all local, state, and federal regulations. Including any specified regulations for oxygen cylinders or bio-hazardous materials. All efforts shall be made to assure that all items are delivered without spoilage/damage from temperature conditions, rough handling and/or negligence. 2.2 Pickup and Delivery Locations: DELIVERY IS TO BE MADE TO: SAVAHCS (Tucson coverage area) Pick up Location: 3601 S. 6th Ave., Tucson AZ 85723. The following six locations are on site: Radiology Room 188, First Floor Building 57 Laboratory Pathology and Laboratory Medicine Service Room OB-125, Basement, Building 57 Mailroom Bldg. 14, Room 100 Material Management/Distribution Room 181, 1st Floor, Building 57 Outpatient Pharmacy Room1704 Bldg. 80 Inpatient Pharmacy Room OBA081 Building 57 basement Delivery Locations: SAVAHCS CLINICs ADDRESS CITY ST ZIP Casa Grande VA Clinic 1876 East Sabin Drive Casa Grande AZ 85122-5476 Pinal County VA Clinic 1179 East Cottonwood Lane Casa Grande AZ 85122-2969 Green Valley VA Clinic 380 West Vista Hermosa Drive, Suite 140 Green Valley AZ 85614-1901 Safford VA Clinic 355 North 8th Avenue Safford AZ 85546-2694 Cochise County VA Clinic 157 North Coronado Drive Sierra Vista AZ 85635-6360 Sierra Vista VA Clinic 101 North Coronado Drive, Suite A Sierra Vista AZ 85635 Northwest Tucson VA Clinic 3920 West Linda Vista Boulevard Tucson AZ 85742-9565 Southeast Tucson VA Clinic 7395 South Houghton Road, Suite 129 Tucson AZ 85747-3305 Yuma VA Clinic 3111 South 4th Avenue Yuma AZ 85364 VISN and Local Medical Facilities Address ST Various Various AZ 2.3.2. Reserved 2.3.3. Specifications VA Medical Centers in Tucson AZ will provide a list of staff authorized to request services under this contract in a formal delegation letter, which will be provided with the formal signed contract or notice of award document. Normally the staff members from the Pathology and Lab Offices, Pharmacy, the S&D Business Manager, and the Contracting Officer will be chiefly responsible for requesting services. If doubtful about the authority of the person placing the call, the Contractor should accept the call, complete the pickup/delivery, and report the event to the Contracting Officer. Only the Contracting Officer can make changes to the terms and conditions described herein. All such changes shall be completed in writing. 2.3.4 SCHEDULED DELIVERIES: 2.3.4.1. Pick up and deliveries will be made from each clinic every weekday (Monday-Friday) except for Federal holidays (as observed). Government observed holidays during the year are as follows: New Year s Day Martin Luther King s Birthday Thanksgiving Day Christmas Day Veteran s Day President s Day Memorial Day Independence Day Labor Day Columbus Day Juneteenth The following schedule must be met to allow the outpatient clinics time to gather and package lab specimens for shipment: NOTE: ALL TIMES ARE US/Arizona time SAVAHCS Locations - These are on the SAVAHCS campus Pickup NET* Pickup NLT** Delivery NLT All are Mon-Fri Radiology 9:00 am 10:00 am 3:30 pm Laboratory 8:00am 10:00 am 3:30 pm Mailroom 9:00 am 10:00 am 3:30 pm Outpatient Pharmacy 8:30 am 10:00 am 3:30 pm All other areas: These include, but are not limited to; Dental, Equipment, Acquisitions, Facility secretary and Pharmacy (IP) On-call On-call 3:30 pm * NET: No Earlier Than ** NLT: No Later Than SAVAHCS CLINICs These are off the SAVAHCS campus Distance to SAVAHCS campus Pickup/Delivery Window times are plus or minus 1 hour All are Mon-Fri Casa Grande VA Clinic 68.0 miles 2:00pm 5:00pm Pinal County VA Clinic* 70.7 mile As needed/On demand Green Valley VA Clinic 24.5 miles 12:30pm 5:00pm Safford VA Clinic 127 miles 12:00pm 5:00pm Cochise County VA Clinic* 72.8 miles As needed/On demand Sierra Vista VA Clinic 72.9 miles 1:30pm 5:00pm Northwest Tucson VA Clinic 15.9 miles 1:45pm 5:00pm Southeast Tucson VA Clinic 14.7 miles 2:30pm 5:00pm Yuma VA Clinic 241 miles 2:30pm 7:00pm VISN and Local Medical Facilities Distance Pickup/Delivery Window Various Charge Per Mileage As needed/On demand Delivery for LAB SPECIMENS and deliveries to Ancillary Departments must be made on the same day NOT LATER THAN the times listed in the table above at the respective Pathology and Laboratory Departments. STAT deliveries will be to and from designated locations with no stops in between. These deadlines are extremely critical to the integrity of the specimens and will be closely monitored for compliance. Transport by ground or air is also critical to the appropriate packing of specimens and the Contractor shall notify the lab of any changes in type of transport used that may differ from the original offer or change at any time. **In the event of an emergency or weather conditions the driver is to make arrangements with clinics for late pick-ups or the trip may be cancelled at no cost to us. This should be a rare event. ** If the Pathology and Lab Department personnel or Ancillary services have not received the delivery by the times listed in the table above, they will call the courier Point of Contact (POC) and ask why the delivery is late. The POC will let the requestor or designee know the reason for the delay, or they will call the Path and Lab within thirty (30) minutes with cause of delay and what is being done to resolve the situation. This information will be sent via email to all concerned personnel, including the Contracting Officer. The courier will provide a POC that may be reached when no response has been received after the 30 minutes has expired. Laboratory specimens shall be delivered to Path and Lab Department employee only, signing in as required. Couriers will check in and out at the lab and respective clinics by filling out the various delivery sign-in sheets available at each site, with their initials/date/time. Specimens will not be left without ensuring that a Path and Lab department employee has acknowledged receipt of the container(s). 2.3.4.2. COOLERS: 2.3.4.2.1. Contractor shall be responsible for all containers/coolers, and other items provided by the various delivery sites and return them to the specified clinic location at the next scheduled pick-up date/time. 2.3.4.2.2. Specimen coolers will be provided by the Hospital and will be liable for replacement of any cooler that was lost or damaged while in their care. Prior to pick-up, courier will visually inspect the cooler(s) for damage. 2.3.4.2.3. Each cooler will be marked with required DOT labels, biohazard labels, and Deliver to address and clinic name. 2.3.4.2.4. All coolers shall be transported in a manner that will ensure that all specimens are delivered in the same condition in which they were received by the courier service. Couriers are not to open cooler(s) without VA employee authorization. 2.3.5. UNSCHEDULED DELIVERIES: Although there is NO HISTORY of unscheduled deliveries at the various sites at this point, the government reserves the right to call upon the Contractor should the need arise. The Contractor shall submit any claims of anything other than the contract daily rate to the Contracting Officer, if necessary, within 48 hours of performance of the unscheduled delivery. Untimely claims will not be considered. 2.3.6. TEMPERATURE REQUIREMENTS: Contractor must maintain proper temperature in vehicles and climate control for all containers to preserve medical supplies, pharmaceuticals, specimens, films etc. Insulated transport containers will be provided by the VA medical centers for pickup/delivery of specimens. All contractor vehicles shall have heating and air conditioning to maintain a temperature between 65- and 77-degrees Fahrenheit. During transport of specimens from the clinic, the courier service will in all aspects, try to prevent any/all extreme temperature changes to the coolers causing the ice inside to melt. If the temperature inside the cooler(s) exceeds 77 degrees Fahrenheit, the specimens will become unacceptable for testing. If supplies are not delivered the same day, they must be maintained at 39-77 degrees Fahrenheit. Damages that occur due to improper temperature controls will be levied against the contractor. 2.3.7. CONTRACTOR S DUTIES AND RESPONSIBILITIES: Contractor must be a courier company with a state license and carry a minimum of $1,000,000 liability insurance. All couriers transporting specimens under this contract must have two-way radios, cellular phones, or pagers for communication purposes. Any delays in any deliveries are to be reported to: APPROPRIATE VA PERSONNEL - Points of contact: The contractor must give prior notification to each clinic if the scheduled pick-up time cannot be met for any reason. Names may change, but the positions and phone number will not change. No specimens or medications shall be kept in the possession of the contractor overnight. In case of failure to arrive at directed facility by the times annotated in the delivery schedule, the courier shall still deliver all items to the Path and Lab Service employee only, signing in as required. Couriers will check in and out at the lab by filling out the Delivery Sign-In Sheet (sample included as Attachment) with their initials. Specimens will not be left without ensuring that a Laboratory Service employee has acknowledged receipt of the container(s). The facility labs do not close, although a staff member would need to be called in after 12am. The Contractor shall provide all couriers and vehicles needed to perform the services described in this contract. Each vehicle used in the performance of this contract shall be adequately stocked with at least one up-to-date complete SPILL KIT for a bio-hazardous cleanup in case of leakage or accidental discharge from controlled containers. (d) Privacy and HIPPA Protections: The Contractor 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. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579). The contractor shall maintain their Motor Carrier Permit, hazardous material license number, certificate of training of couriers (employees), State of Arizona Driver s licenses, vehicle insurance, and registration. The Service Contract Act does apply to this contract. The current Service Contract Act Wage Determination for this area is attached for each facility. Employees performing under this contract must be paid at least the pay and fringe benefits described therein. Training: Contractor s couriers transporting lab specimens must be trained in Universal Precautions in the handling of biohazard materials (specimens). Training must include using clinical procedures in case of biohazard spills and accidents. They shall also be trained in the handling of oxygen cylinders. Contractor must complete facility privacy and security training annually. Proof of training shall be provided within 30 days after award of this contract to the respective facilities Pathology and Laboratory Medical Service and the Contracting Officer. Training Records must include and all necessary applications for ARIZONA: 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. NOTE: This training information shall be included with your offer in order to be determined qualified for this contract. If they are not included, your offer may not be considered for award. Background Records Checks are now required before getting a Hazardous Materials Endorsement in Arizona - the requirement is a result of the US Patriot Act (Public Law 107-56 Section 1012), and the Safe Explosives Act (Public Law 107-296, Section 1121-1123), ARS § 28-3103(A)(2), and 49 CFR 1572. See http://www.azdot.gov/mvd for more information on the requirements for the State of Arizona. Drivers: All drivers must maintain a valid driver s license for the type of vehicle operated as required by the State of Arizona. A record of each driver as to character and physical capabilities of performing the duties as a courier must be maintained and made available to the Contracting Officer for inspection upon request. Speed limit on the campus of Northern Arizona Medical Center is 15 miles per hour and must be observed at all times. Key Personnel: The contract manager, drivers, and alternates, must be able to read, write, speak, and understand English. The name of this person, 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 will be provided as changes in personnel occur. The contractor s personnel shall present a neat appearance and be easily recognized as a contract employee. The contractors employee shall wear an identification tag that includes the company s name/logo and employee name and photograph. Contractor s vehicle shall have the company name/logo prominently displayed. The Contractor shall direct all questions and problems regarding this contract, to the Contracting Officer. The Contracting Officer is the sole authority to amend the terms and conditions of this requirement. All changes will be issued via amendment and/or modifications in writing from the Contracting Officer to the Contractor. The CONTRACTING OFFICER SHALL BE NOTIFIED at the earliest time available, but no later than the next business day, via phone of Contractor s knowledge of any conditions which may adversely affect the Contractor s ability to perform under the terms and conditions as stated in the specifications of this requirement. For example, union strikes, vehicle problems, licenses, or anything that might jeopardize the terms and conditions of this contract should be reported to the Contracting Officer. Should any items be lost, damaged or broken, the contractor shall be required to submit a written report to the Contracting Officer within twenty-four (24) hours explaining the circumstances. Failure to provide the report with the specific time frame will cause further review by the Government to determine if the infraction warrants suspension/termination of the contract. The Contractor shall be required to maintain a record log of courier pickups and deliveries, indicating time and date of pickups, number, and description of items from each location, along with signatures. If the Contractor s proposal includes an electronic/facsimile/automated system of courier tracking, it must also demonstrate how the record log can be accessed when needed. There may be an occasion where the exact time of delivery and name of the person receiving the item is imperative for an investigation into patient services. The Contractor shall provide any such information upon request by the Contracting Officer (Contracting Officer) or COR (Contracting Officers Representative). 2.3.8. QUALITY CONTROL: 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 Contracting Officer upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance. 2.3.9. QUALITY ASSURANCE: The Government will evaluate the contractor s performance using customer complaint, periodic on-site inspection, and may at the Government s discretion, inspect each task to verify conformance and acceptance prior to payment. 2.3.10. EVIDENCE OF RESPONSIBILITY: To determine responsibility, an offeror must possess a minimum of three years experience, along with all necessary equipment, personnel and who are financially responsible to perform courier service as required under this contract. Offerors must submit with their proposal the following: Proof of Liability and Worker s Compensation Insurance Motor Carrier Permit All applicable national, state, and local Hazardous Material License s (if required) and Training of Drivers Oxygen transport license (if required) Oxygen Transport Training of drivers Hazmat training Proof of Vehicle Insurance Three commercial or government references The references may be contacted to verify the past performance. Please verify the accuracy of their addresses, phone numbers, and contact points. If no response is received from your references, your past performance will be more difficult to determine. The Government reserves the right to thoroughly inspect and investigate the establishment s vehicles, facilities, business reputation and other qualifications of any offeror and to reject any offer irrespective of price if it shall be administratively determined lacking in any of the essentials necessary to assure acceptable standard of performance.
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/6ea94acf13484a5caf0e627d078c39a4/view)
 

Place of Performance

Address: Department of Veterans Affairs Southern Arizona VA Healthcare System 3601 South 6th Avenue, Tucson 85723

Zip Code: 85723
 

Record

SN07317021-F 20250119/250117230106 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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