Laboratory Courier Services for the Louisville, KY VAMC

THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9, located at 1639 Medical Center Parkway, Suite 400, Murfreesboro, TN, 37129, anticipates issuing a solicitation Request for Quotation (RFQ) on or about 07/07/2026. This requirement will be awarded as a 3 year firm-fixed priced contract consisting of one (1) Base Period Year and (2) one-year Option Periods. The anticipated start date is October 1, 2026. Pickup and delivery service must begin on the first day of the base periods. SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) NAICS Code: 492110 Courier and Express Delivery Services SBA SIZE STANDARD: 1,500 Employees PSC: R602 Support Administrative: Courier/Messenger DESCRIPTION: This requirement is for the Robley Rex Veterans Affairs Medical Center Located in Louisville, KY Robley Rex Veterans Affairs Medical Center 800 Zorn Avenue Louisville, KY The contractor shall furnish all personnel, equipment, and supplies necessary to provide 24 hours/7 days per week medical courier services to Veteran residences, Pharmacy, Laboratory, local hospitals and for all Community Based Outpatient Clinics (CBOC) assigned to the Robley Rex VA Medical Center (RRVAMC). Locations for each CBOC is listed on the Statement of Work which is attached. VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION) (a) Definition. for the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB : (1) Means a small business concern (i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; (iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and (v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128. (2) The term Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632). (4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled veterans under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)). (5) The term SDVOSB participant or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102). (b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128. (1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered. (2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award. (3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences. (c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70. (d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219 75 or 852.219 76 as applicable). These requirements are summarized as follows: (1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. (2) Supplies/products. (i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract. (ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements. (3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. (4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database. (5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated. Any work that a first tier SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6. (e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows: [ ] By the end of the base term of the contract or order, and then by the end of each subsequent option period; or [ ] By the end of the performance period for each order issued under the contract. (f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture complies with the requirements in 13 CFR 128.402 and the managing joint venture partner makes the representations under paragraph (c) of this clause. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants. (g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Veteran Small Business Certification Program and the VA Veterans First Contracting Program. (h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406 2 Causes for Debarment). END OF PRESOLICITATION NOTICE PERFORMANCE WORK STATEMENT Medical Courier Services Robley Rex VA Medical Center (RRVAMC) Community Based Outpatient Clinics (CBOC) 1. GENERAL INFORMATION 1.1 BACKGROUND: The Robley Rex VA Medical Center (RRVAMC) located at 800 Zorn Avenue, Louisville, KY, 40206 currently includes multiple Community-Based Outpatient Clinics (CBOCs) that are geographically dispersed in the States of Kentucky and Indiana to provide Health Care services for our Veteran population. The contractor shall provide courier services to transport lab specimens, medical records, inter-office mail, office supplies, pharmaceuticals, and medical supplies to and from the CBOCs and the Medical Center and other designated points which can include long-term care facilities or residences. 1.2 SCOPE: The contractor shall furnish all personnel, equipment, and supplies necessary to provide 24 hours/7 days per week medical courier services to Veteran residences, Pharmacy, Laboratory, local hospitals and for all Community Based Outpatient Clinics assigned to the Robley Rex VA Medical Center (RRVAMC). SERVICE CONTRACT REQUIREMENT Contractor shall provide hourly wages in accordance with U.S. Department of Labor Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards) including Health and Welfare Benefits under the following applicable position: 31043 Driver Courier 2. APPLICABLE DOCUMENTS AND REGULATIONS The Contractor shall comply with the latest editions of all applicable regulations and standards, including but not limited to: Department of Veterans Affairs (VA) policies and directives Clinical Laboratory Improvement Amendments (CUA) Health Insurance Portability and Accountability Act (HIPAA) Occupational Safety and Health Administration (OSHA) Centers for Disease Control and Prevention (CDC) guidelines Department of Transportation (DOT) hazardous materials regulations College of American Pathologists (CAP) standards Joint Commission standards Federal Acquisition Regulation (FAR) VA Handbook 6500 (Information Security) 3. DEFINITIONS: CBOC: Community Based Outpatient Clinic CDC: Centers for Disease Control and Prevention CDR: Contract Discrepancy Report Contracting Officer (CO) The person executing this contract on behalf of the Government with the authority to enter and administer contracts and make related changes, modifications, and determinations and findings. Contracting Officer s Representative (COR) A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken. The COR does not possess authority to modify contract terms or authorize changes affecting price, scope, or schedule CPARS: Contractor Performance Assessment Reporting System, which is the official Government reporting system for Contractor past performance on awards. DOT: U.S. Department of Transportation HIPAA: Health Insurance Portability and Accountability Act OSHA: U.S. Occupational Health and Safety Administration PHI: Protected Health Information - Information relating to a patient s condition, the past, present, or future provision of healthcare, or payment thereof. PII: Personally Identifiable Information - information that can directly or indirectly identify a person. Direct identifiers, such as a full name, social security number, or passport number, can identify someone on their own. Indirect identifiers, like birth date, ZIP code, or gender, may not identify a person individually but can do so when combined with other data POP: Period of Performance QASP: Quality Assurance Surveillance Plan Routine Delivery: Recurring deliveries occurring on established schedules. Specimen: Any biological material collected for diagnostic, research, or treatment purposes. VA: Veteran Administration, Department of Veteran Affairs PWS: Performance Work Statement 4. PERFORMANCE REQUIREMENTS 4.1 PERIOD OF PERFORMANCE: The period of performance shall be twelve (12) months. The Government may exercise up to two (2) one-year option periods, subject to the availability of funding and satisfactory Contractor performance. Base Year: 01 October 2026 30 September 2027 1st Option Period: 01 October 2027 30 September 2028 2nd Option Period 01October 2028 30 September 2029 4.2 GENERAL REQUIREMENTS. The contractor shall provide scheduled and on-demand delivery. The contractor shall be available to perform all services as needed, 24 hours a day, 7 days a week, including weekends and all federal holidays. Federal Holidays are provided in Appendix E U.S. Federal Holidays. There will be varying delivery requests, so the contractor must be available 24/7, 365 days all year-round. The contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, name tags, and/or badges for performance of services under this contract. The contractor shall be guaranteed a dedicated daily schedule, referenced in Appendix A COURIER DEDICATED DAILY SCHEDULE. The dedicated schedule requires two (2) daily delivery runs originating from Robley Rex Veterans Medical Center (RRVAMC) to designated Community-Based Outpatient Clinics (CBOCs): Scottsburg, Stonybrook, Greenwood, Newburg, and Elizabethtown locations. The contractor shall ensure deliveries are completed at the times specified in Appendix A. Scheduled delivery times are indicated in Appendix A COURIER DEDICATED DAILY SCHEDULE. Following completion of scheduled deliveries, the contractor shall return items, specimens, records, pharmaceuticals, mail, supplies, and other authorized materials to RRVAMC whenever return deliveries are required. The contractor shall maintain sufficient staffing, vehicles, and operational capability to perform all scheduled routes and associated return trips in accordance with the requirements of this contract. Appendix A is incorporated by reference and constitutes the minimum dedicated daily service requirement under this contract. Contractor shall be subject to complete supplement and/or provide backup support to VA APPENDIX B VETERANS AFFAIRS MOTOR VEHICLE OPERATORS DELIVERY SCHEDULE, if VA full-time Motor Vehicle employees are unable to fulfill deliveries. This will be based solely on staff shortages, increased workload, scheduled leave or inclement weather and/or other operational needs. Contractor shall also provide on-call staff for after hours and weekends. See PLACE OF PERFORMANCE section for a listing of locations, however, delivery and pickup locations can vary beyond this listing. Drop off and Pickup locations within the Robley Rex VAMC (RRVAMC) include, but are not limited to: Laboratory, Room C-306 3rd Floor, Bldg. 1; Mailroom, Room A017 Basement Building 1; Medical Records, 2nd Floor Building 1; Warehouse Room A023 Basement Building 1; Pharmacy Svc, Room A033 Basement Bldg 1. Radiology, Room A203, 2nd floor Bldg-1. After hours pick-up (after 1630) and delivery Administrative Officer of the Day (AOD) office, Bldg 1 The contractor shall deliver medical records and inter-office mail as required. Office supplies, linen, laboratory specimens, pharmaceuticals and medical supplies shall be delivered on an as-needed basis. Weight capacity shall not exceed 50 lbs per package. Pharmaceutical delivery destinations are varied and can change frequently due to the nature of the service, i.e. surgical preparatory antibiotics, thus do not follow a standard schedule. Laboratory specimens may require additional destinations depending on the nature of the sample. A majority of these are within Louisville city limits. Robley Rex VAMC reserves the right to adjust the pickup hours and locations as needed. The COR will notify the contractor if there is a change in the scheduled daily pickup or delivery date(s) and or time(s). 4.3 SERVICE LOCATIONS: Robley Rex VA Medical Center, 800 Zorn Ave, Louisville KY 40206 to be replaced by NEW Robley Rex VA Medical Center, 4906 Brownsboro Road, Louisville, KY 40222 (date to be determined) Linn Station Administration Building, 10180 Linn Station Road, Louisville, KY 40223 Carrollton CBOC, 1911 US Highway 227, Carrollton, Ky. 41008 (REPLACED IN 2028 BY LaGrange CBOC) Ft. Knox CBOC, 282 Brule St. Bldg #875, Ft. Knox, Ky. 40121 Grayson County CBOC & Grayson Physical/Occupational Therapy Clinic, 619 West Main St., Clarkson, Ky. 42726 New Albany CBOC, 4347 Security Dr., New Albany, In. 47150 Newburg CBOC, 3430 Newburg Rd, Louisville, Ky. 40218 Scottsburg CBOC, 1467 Scott Valley Dr., Scottsburg, In. 47170 Stonybrook CBOC, 9208 Taylorsville Rd., Louisville, KY 40299 Greenwood CBOC, 7410 Dixie Hwy, Louisville, Ky. 40258 Elizabethtown CBOC, (future location is at Pear Orchard and Ring Road), Elizabethtown, KY Lexington Veterans Affairs Medical Center Troy Bowling Campus, Laboratory, 1101 Veterans Way, Lexington, KY 40502 Lexington Veterans Affairs Medical Center Sousley Campus, 2250 Leestown Road, Lexington, KY 40511 Local Hospitals to include but not limited to: a. Jewish Hospital b. UofL Health Heart Hospital c. Baptist Health Louisville d. Norton Women s and Children s Hospital e. Kindred Hospital Louisville Deliveries from Robley Rex VA Medical Center to patient residences within region referenced in Appendix D - Patient Catchment Zone Map All other deliveries as needed within the region referenced in Appendix D - Patient Catchment Zone Map 4.4 HOURS OF OPERATION 4.4.1 Routine Operations: The Contractor shall provide services Monday through Friday in accordance with Appendix A COURIER DEDICATED DAILY SCHEDULE, which identifies specific days and times for performance and also potential deliveries, if needed, APPENDIX B VETERANS AFFAIRS MOTOR VEHICLE OPERATORS DELIVERY SCHEDULE. All hours worked within the standard workweek shall be compensated at the Contractor's established straight-time rate. 4.4.2 Overtime and Premium Pay Requirements: The Contractor shall comply with all applicable federal, state, and local wage laws governing overtime, time-and-a-half, and double-time pay. Where performance occurs in a state that mandates premium pay for weekend, holiday, or extended daily hours, the Contractor is responsible for ensuring full compliance with those requirements. 4.4.3 Weekend Operations: When the Government requires services on Saturday or Sunday, the Contractor shall perform such work as requested. Compensation for weekend work shall reflect any applicable state-mandated premium pay rates. The Contractor shall disclose its weekend labor rates in the pricing schedule and shall not invoice at straight-time rates where state law requires a higher rate of pay. 4.4.4 Holiday Operations: The Contractor shall observe all federally designated holidays unless otherwise directed by the Contracting Officer's Representative (COR). If the Government requires performance on a federal holiday, the Contractor shall be compensated at the applicable premium rate as required by state law or, where no state mandate exists, at the rate agreed upon in the contract. 4.4.5 After-Hours On-Call: The Contractor shall maintain an on-call capability outside of normal business hours as specified in the Delivery Schedule. On-call labor rates, including any applicable overtime or double-time obligations triggered by total hours worked in a day or week, shall be pre-established in the contract pricing schedule and invoiced accordingly. 4.4.6 Contractor Compliance Responsibility: The Contractor bears sole responsibility for determining and applying the correct wage rate for all hours worked under this contract. The Government will not be liable for underpayment of wages to Contractor employees. The Contractor shall maintain payroll records sufficient to demonstrate compliance with all applicable wage laws and shall make such records available to the Contracting Officer upon request. 4.4.7 For All Work Outside of Routine Operations: Contractor shall acknowledge all delivery requests within 15 minutes of receipt and provide an estimated time of arrival (ETA). For urgent requests, pickup shall occur within 60 minutes of notification unless otherwise authorized by the COR. 4.5 ITEMS TO TRANSPORT Laboratory specimens such as but not limited to surgical Instruments and trays weighing 3 to 6 lbs.; Blood, Urine, Body Fluids and/or Biopsies, Viral Cultures, BPN Specimens, Influenza Screens. These items will be enclosed on ice in a locked cooler. Interoffice mail, less than 5 lbs. Medical Records Pharmaceuticals, and medical supplies Basic office supplies, such as paper, files pencils, paperclips, etc. that do not exceed 25 lbs. Linen, not exceed 40lbs per package Equipment does not exceed 50 lbs. 5. PERSONNEL QUALIFICATIONS, REQUIREMENTS and CONTRACTOR RESPONSIBILITIES The Contractor shall provide all personnel, supervision, vehicles, equipment, supplies, licenses, permits, and management necessary to perform laboratory courier services as described in this Performance Work Statement (PWS). 5.1 PERSONNEL The Contractor shall: Employ qualified and properly trained personnel Ensure all personnel possess valid driver's license Conduct background checks in accordance with VA requirements Ensure employees maintain professional appearance and conduct Provide identification badges that are always visible while on VA property 5.1. PERSONNEL QUALIFICATIONS All couriers must possess the ability to speak, write, and read English proficiently. This is essential to ensure accurate communication, writing, and comprehension of instructions and protocols while performing their duties. A record of each driver must be maintained and made available on request to include but is not limited to: REAL ID/Driver s License expiration PIV badge and expiration date Driving record Physical capabilities/limitations performing as a courier Contractor personnel shall always wear visible identification to include VA issued Contractor PIV badge while on the premises of any Federal property and shall be worn in clear view above the waist. The contractor personnel performing services to the Government shall always conduct themselves in a professional manner, present a neat appearance and be easily recognized as a contract employee by having the company name, and employee name affixed to the clothing or uniform. 5.1.1 FEDERAL FACILITY ACCESS AND SECURITY VETTING REQUIREMENTS Contractor personnel must be eligible to obtain and maintain Department of Veterans Affairs identification credentials, including a personal identity verification (PIV) badge required for facility access. Prior to performing work on Government property, contractor personnel shall complete the security vetting process required for access to Department of Veterans Affairs facilities. Required documentation includes: Completed Self-Certification Form Completed OF-306 Declaration for Federal Employment. Completed OF-306 Continuation Forms (if required based on responses). Additional information requested for background verification. All forms must be signed and submitted to the Government for review prior to scheduling fingerprinting. 5.2 FINGERPRINTING AND BACKGROUND CHECK Contractor personnel shall complete fingerprinting and identification verification at the designated VA Facility PIV office. Personnel shall provide two forms of government identification, which can include: a. REAL ID REQUIRED DOCUMENT U.S. Social Security Card U.S. Passport Birth Certificate Permanent Resident Card or Alien Registration Receipt Card (Form I-551) Following fingerprint submission, the Government will initiate a National Crime Information Center (NCIC) background check. Contractor personnel may begin work only AFTER clearance is granted. 5.3 TRAINING Contractor shall establish and maintain training as listed below prior to performing work: Contractor personnel shall register and maintain a Talent Management System (TMS) Username and Password to complete required TMS VA compliance training listed: TMS Privacy and Information Security VA10176 TMS Privacy/HIPPA VA10203 TMS Blood Borne Pathogens TMs Biosafety Hazardous Waste Handling and Disposal Contractor personnel shall also complete the following training: Universal Precautions in the handling of biohazard materials Infection control procedures Chain-of-custody procedures Emergency response procedures Biohazard spills and accidents All training must be renewed yearly on anniversary date of initial training and be provided to the COR upon renewal completion. The contractor shall ensure that each contracted courier completes at least one (1) right-seat ride (i.e., ride-along) with a designated VA Medical Center employee before performing courier duties independently. During the right-seat ride, the courier will observe VA protocols, routes, security procedures, and daily expectations as established by the VA Medical Center. Upon completion of this initial right-seat ride, the Contracting Officer s Representative (COR) will evaluate the courier s readiness to perform duties independently. The COR reserves the right to require additional shadowing sessions with either a VA Medical Center employee or an experienced contractor courier, as deemed necessary, to ensure full understanding and compliance with VA procedures and requirements. Documentation of completed right-seat rides and any additional shadowing, including dates, times, and signatures of both the observer and the courier, shall be provided to the COR prior to independent assignment of courier duties. 5.4 CONTINGENCIES & LIABILITY: The Contractor shall maintain sufficient staffing levels to support all scheduled routes, after-hours requests, leave coverage, and emergency response requirements without interruption of service. Contractor shall maintain a minimum of two qualified backup drivers. The contractor shall maintain a backup/redundancy plan in order to respond to instances such as vehicle breakdowns, driver illness/absence, and inclement weather ensuring continuity of essential service. During times of Inclement weather, the contractor shall make all deliveries on time if VA facilities are open for business. If a delivery cannot occur due to total road closures by Kentucky or Indiana DOT, the contractor shall notify the COR and established points of contact at CBOCs, and VA Laboratory staff. The notification must occur as early as possible to allow VA to notify Veteran patients. The contractor shall maintain emergency procedures response and provide after-action reports for any emergencies (e.g. spills, loss of item, hazmat situation). Should specimens and/or transported items be lost, broken, or otherwise damaged, the Contractor shall be required to submit a preliminary summary incident report to the COR within 24-hours of the incident. The Contractor shall provide a written incident report explaining the details of the incident; specifically, what caused the incident (who, what, where, when, and how) within 72-hours of the incident. The Contractor shall be responsible for the replacement cost of any containers that are lost or damaged while in the Contractor s custody. The Contractor is responsible for all travel costs associated in the performance of this requirement 5.5 VEHICLES AND EQUIPMENT: Lab specimens shall be maintained at 2 to 8 degrees Celsius with the use of adequate refrigerant packs and coolers (to be supplied by VA) for all deliveries of laboratory specimens or supplies. 2. The Contractor shall ensure transport containers: a. Prevent leakage or contamination b. Maintain required temperatures c. Are labeled in accordance with applicable regulations d. Protect specimens and equipment from damage, loss, or tampering The Contractor shall keep Items out of contact with environmental hazards such as dust, snow, and rain. The Contractor shall maintain the temperature and humidity log for every vehicle on every trip and submit the log to the COR for contract. 4. The Contractor shall provide vehicles: a. Are properly licensed and insured b. Are maintained in safe operating condition c. Include spill kits and biohazard containment materials d. Meet DOT requirements for medical specimen transport e. 10 years old or newer f. Clean interior, free of smoke and debris 5. The suggested vehicles for use should be designed with a cabin or trunk, such as standard SUVs or minivans, and allow for positioning of devices that must be kept upright during transport unless otherwise specified by the facility. 6. Contractor shall maintain registration, licensing and insurance as required by the Commonwealth of Kentucky and the State of Indiana on all vehicles utilized under this contract, for the transportation purposes for which this contract is intended. 7. The Contractor shall be responsible for failures by the Contractor s personnel to ensure established environmental controls are maintained, and for any damage or deterioration of laboratory specimens. The Contractor s couriers shall not leave vehicles in extreme heat or cold while specimens are being transported without continuous temperature and humidity control in operation. The Contractor shall be responsible to maintain a temperature and humidity-controlled environment between 66-72 degrees Fahrenheit and relative humidity level between 20-60 percent in all vehicles or storage areas. 8. It is the responsibility of the Contractor to park in the appropriate designated parking areas. 6. QUALITY CONTROL 1. Contractor shall develop overall communication protocols for all communications specifically delays (eg., lab result delays, specimen mishaps, traffic/delivery obstacles). 3. 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 chain of custody procedures to track, identify, prevent, and remedy to ensure non-recurrence of defective services. 4. Contractor must use HIPAA-compliant systems for transmission/storage of delivery information. Any items reported lost or in jeopardy of data breach will be reported to COR immediately upon discovery. 6. The contractor shall abide by chain of custody requirements for transport, requiring a time-stamped proof of delivery record, either written and/or digital, and shall provide weekly reporting of these actions as well as a monthly roll up. 7. The contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution. 8. The contractor shall immediately notify the COR upon receipt of a customer complaint in order that joint validation may be completed. The contractor is responsible for quality control and specification compliance. 7.REPORTING: 1. The Contract shall be responsible for the accuracy and completeness of all reports and other documents as well as the timely submission of each. 2. All reports and deliverables are to be sent by electronic mail to VHALOUEngTransportation@va.gov unless otherwise specified by the CO or COR. 3. The following are brief descriptions of required documents that must be submitted by Contractor to the COR: What Submit as noted Contractor Vehicle list of make/model, and license plates Within five (5) business days after award Contractor driver names, states of licensure and identified as an employee or 1099-contractor Within five (5) business days after award Changes to Contingency plan Within five (5) business days after award For Background Investigations and Special Agreement Checks, complete forms provided by CO/COR Within five (5) business days after award Insurance Certificate Within five (5) business days after award Changes to Quality Control Plan Within 10 business days after award OSHA standard written Exposure Control plan Within 10 business days after award Proposed Updates to Delivery Routes Within five (5) business days of effective date of proposed change Completion of Required Training Within five (5) business days after receiving notice to proceed on cleared Vendor personnel from CO 8. PERFORMANCE STANDARDS: Measures Performance Requirement Acceptable Quality Level Surveillance Method Personnel Compliance Required training and credentials maintained 100% Random sampling (File Audit) Equipment Compliance Reliable vehicle with appropriate carrying capacity and temperature controls 100% Direct observation (random inspection by COR) Timely Pickups Pickup completed within scheduled window No more than two late or missed pickups every two weeks Random sampling (Logbook Review) Timely Delivery Delivery completed within required timeframe No more than two late or missed deliveries every two weeks Random sampling (Logbook Review) User/Customer Complaints Contractor has a plan in place for handling complaints, and all complaint responses are submitted to the COR or CO within two (2) business days of complaint referral 100% Verification provided by Contractor/Validated user and customer complaints (response and documentation from Contractor) Specimen Temperature and Humidity controls IAW PWS 100% Direct observation (Random inspection by COR and Review of Logbook) Documentation Accuracy Accurate Chain-of-Custody records 100% Direct observation (Record/Logbook Review) Cross Contamination Measures Contractor shall ensure compliance 100% Random sampling (Random inspection by COR and Review of Logbook) Communication IAW PWS 95% Direct Observation 1. If Contractor performance does not meet the Acceptable Quality level, the CO shall inform the Contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determine formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the Contractor's program manager for corrective action. 2. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor is required to present this corrective action plan to the CO. The Government shall review the Contractor's corrective action plan to determine acceptability. 3. The CO is ultimately responsible for the final determination of the adequacy of the Contractor s performance and the acceptability of the Contractor s corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO or for purposes of reporting Contractor past performance on CPARS. 9. SECURITY, AND EMERGENCY COMPLIANCE REQUIREMENTS Minimum safety, security, conduct, and emergency preparedness standards that all Contractor personnel must follow at the Robley Rex VA Medical Center (RRVAMC) and all associated sites. Police & Security Compliance Requirements Contractor personnel are strictly prohibited from possessing, carrying, or introducing any of the following onto VA property (including parking lots, leased areas, CBOCs, and vehicles), in accordance with VA Police requirements: Firearms Edged weapons Blunt weapons Chemical sprays No unauthorized personal electrical items. 10. CONTRACTOR SEASONAL INFLUENZA VACCINATION REQUIREMENTS Seasonal influenza presents a significant health and safety risk in healthcare environments. The Veterans Health Administration mandates participation in its Seasonal Influenza Prevention Program as outlined in VHA Directive 1192.01. To maintain a safe environment for Veterans, staff, and visitors, all Contractor personnel who work on VA property or who may encounter VA patients as part of their duties are required to comply with these vaccination standards. Mandatory Influenza Vaccination or Masking All Contractor personnel performing work on-site during the influenza season must either: Receive the annual influenza vaccine by the VA s established vaccination deadline (e.g., November 30, 2026) Those who are not vaccinated must wear a face mask through March 31 of the applicable flu season. 11. DRUG-FREE WORKPLACE REQUIREMENTS The Contractor shall maintain a drug-free workplace in accordance with the Drug-Free Workplace Act and applicable federal regulations. The Department of Veterans Affairs (VA) is a drug-free environment. Contractor personnel shall not be under the influence of illegal drugs, controlled substances without valid prescription, or alcohol while performing work on VA property. The Contractor shall implement and administer its own drug-free workplace program, including testing policies as applicable. Upon written request from the VA based on reasonable suspicion, the Contractor shall conduct drug or alcohol testing and take appropriate action, including removal of personnel from the worksite. 12. SMOKE-FREE AND VAPE-FREE WORKPLACE REQUIREMENT All VA facilities are designated as smoke-free and vape-free environments. Contractor personnel shall not smoke, vape, or use any tobacco or electronic nicotine delivery systems on VA property at any time. The Contractor shall ensure all personnel are informed of and comply with this requirement. Non-compliance may result in removal from the facility and other contractual remedies. APPENDIX A COURIER DEDICATED DAILY SCHEDULE (DELIVERY TIMES ARE SUBJECT TO CHANGE) COURIER DEDICATED DAILY SCHEDULE ORIGIN: Robley Rex Veterans Medical Center (RRVAMC) DESTINATION: CBOC unless there are items to be returned to VA Medical Center ORIGIN: Robley Rex Veterans Medical Center 1ST DELIVERY TIME: RETURN TO ORIGIN: RRVAMC SCOTTSBURG 10:30AM EST VAMC (IF ITEMS TO DELIVER) RRVAMC STONYBROOK 10:30AM EST VAMC (IF ITEMS TO DELIVER) RRVAMC GREENWOOD 12:00PM (NOON) EST VAMC (IF ITEMS TO DELIVER) RRVAMC NEWBURG 11:30AM EST VAMC (IF ITEMS TO DELIVER) RRVAMC ELIZABETHTOWN TBD EST VAMC (IF ITEMS TO DELIVER) ORIGIN: Robley Rex Veterans Medical Center 2ND DELIVERY TIME TERMINATE: RRVAMC SCOTTSBURG 2:00PM EST VAMC (IF ITEMS TO DELIVER) RRVAMC STONYBROOK 3:00PM EST VAMC (IF ITEMS TO DELIVER) RRVAMC GREENWOOD 3:15PM EST VAMC (IF ITEMS TO DELIVER) RRVAMC NEWBURG 3:15PM EST VAMC (IF ITEMS TO DELIVER) RRVAMC ELIZABETHTOWN TBD EST VAMC (IF ITEMS TO DELIVER) APPENDIX B VETERANS AFFAIRS MOTOR VEHICLE OPERATORS DELIVERY SCHEDULE VA MOTOR VEHICLE OPERATORS DAILY SCHEDULE ORIGIN: Robley Rex Veterans Medical Center (RRVAMC) DESTINATION: CBOC unless there are items to be returned to VA Medical Center ORIGIN: Robley Rex Veterans Medical Center DELIVERY LOCATION 1ST DELIVERY RETURN TO ORIGIN: RRVAMC FORT KNOX 10AM EST RRVAMC (IF ITEMS TO DELIVER) RRVAMC NEW ALBANY 10:30AM EST RRVAMC (IF ITEMS TO DELIVER) RRVAMC GRAYSON 10:30AM CST RRVAMC (IF ITEMS TO DELIVER) RRVAMC LINN STATION ADMIN BUILDING ONCE DAILY EST RRVAMC (IF ITEMS TO DELIVER) RRVAMC CARROLLTON 2:00PM EST RRVAMC (IF ITEMS TO DELIVER) ORIGIN: Robley Rex Veterans Medical Center DELIVERY LOCATION 2ND DELIVERY RETURN TO ORIGIN: RRVAMC FORT KNOX 2:30PM EST VAMC (IF ITEMS TO DELIVER) RRVAMC NEW ALBANY 3:00PM EST VAMC (IF ITEMS TO DELIVER) RRVAMC GRAYSON 3:00PM CST VAMC (IF ITEMS TO DELIVER) RRVAMC LEXINGTON VA MEDICAL CENTER 2:30PM EST VAMC (IF ITEMS TO DELIVER) APPENDIX D PATIENT CATCHMENT ZONE MAP APPENDIX E U.S FEDERAL HOLIDAYS # Holiday Actual Date Observed Date (Federal) 1 New Year s Day Friday, January 1 Friday, January 1 2 Martin Luther King Jr. Day Monday, January 18 Monday, January 18 3 Presidents Day Monday, February 15 Monday, February 15 4 Memorial Day Monday, May 31 Monday, May 31 5 Juneteenth Day Saturday, June 19 Friday, June 18 6 Independence Day Sunday, July 4 Monday, July 5 7 Labor Day Monday, September 6 Monday, September 6 8 Columbus Day Monday, October 11 Monday, October 11 9 Veterans Day Thursday, November 11 Thursday, November 11 10 Thanksgiving Day Thursday, November 25 Thursday, November 25 11 Christmas Day Saturday, December 25 Friday, December 24 NOTE: The holidays listed above reflect U.S. Federal Holidays. Any additional days, including Good Friday, are not federally recognized holidays, and shall be treated as a regular workdays under this contract unless otherwise required by the applicable Wage Determination or directed by the Contracting Officer. APPENDIX F VA INFORMATION AND INFORMATION SYSTEM SECURITY AND PRIVACY LANGUAGE FOR INCLUSION IN CONTRACTS, AS APPROPRIATE 1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy. 2. VA INFORMATION CUSTODIAL LANGUAGE This entire section applies to all acquisitions requiring any Information Security and Privacy language. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. VA information will not be co-mingled with any other data on the contractor s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG),VA HANDBOOK 6500.6 April 22, 2024 APPENDIX C, C-2 and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. 7332, Confidentiality of certainVA HANDBOOK 6500.6 April 22, 2024, APPENDIX C C-3 medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract. 3. TRAINING. This entire section applies to all acquisitions which include section 3. a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems: (1) VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter. Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document i.e., any role-based information security training]. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the required training is complete. 4. SECURITY INCIDENT INVESTIGATION This entire section applies to all acquisitions requiring any Information Security and Privacy language. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). The ESD is OIT s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO the incident number received from the ESD. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved and the circumstances surrounding the incident, including the following: The date and time (or approximation of) the Security Incident occurred. The names of individuals involved (when applicable). The physical and logical (if applicable) location of the incident. Why the Security Incident took place (i.e., catalyst for the failure). The amount of data belonging to VA believed to have been compromised. The remediation measures the contractor is taking to ensure no future incidents of a similar nature. After the contractor has provided the initial detailed incident summary to VA, they will continue to provide written updates on any new and relevant circumstances or facts they discover. The contractor, subcontractor, and their employes shall fully cooperate with VA or third-party entity performing an independent risk analysis on behalf of VA. Failure to cooperate may be deemed a material breach and grounds for contract termination. VA IT contractors shall follow VA Handbook 6500, Risk Management Framework for VA Information Systems VA Information Security Program, and VA Information Security Knowledge Service guidance for implementing an Incident Response Plan or integrating with an existing VA implementation. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG, and the VA Office of Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. The contractor shall comply with VA Handbook 6500.2, Management of Breaches Involving Sensitive Personal Information, which establishes the breach management policies and assigns responsibilities for the oversight, management and reporting procedures associated with managing of breaches. With respect to unsecured Protected Health Information (PHI), the contractor is deemed to have discovered a data breach when the contractor knew or should have known of breach of such information. When a business associate is part of VHA contract, notification to the covered entity (VHA) shall be made in accordance with the executed BAA. If the contractor or any of its agents fails to protect VA sensitive personal information or otherwise engages in conduct which results in a data breach involving any VA sensitive personal information the contractor/subcontractor processes or maintains under the contract; the contractor shall pay liquidated damages to the VA as set forth in clause 852.211-76, Liquidated Damages Reimbursement for Data Breach Costs. 5.RECORDS MANAGEMENT OBLIGATIONS This section applies to all Contractor personnel handling Federal records or VA information under this contract. Federal record is defined in 44 U.S.C. 3301. Federal records include VA records, documentation, and deliverables created or received under this contract. Personal materials not related to contract performance are excluded. Requirements The Contractor shall comply with all applicable Federal records management laws and regulations, including the Federal Records Act, FOIA, and the Privacy Act. All records created, received, or maintained under this contract shall be Government property and managed in accordance with Federal requirements. The Contractor shall prevent unauthorized destruction, alteration, or removal of Federal records. The Contractor shall report any records management incidents or unauthorized disclosures immediately to the Government. The Contractor shall ensure proper safeguarding of sensitive and protected information. The Contractor shall not retain, use, or disclose protected information outside the scope of this contract. Subcontractor Requirements The Contractor shall flow down all records management and information security requirements to all subcontractors. The Contractor remains fully responsible for subcontractor compliance with all applicable requirements. END OF PWS