SOLICITATION NOTICE
R -- Courier Service to transport specimens
- Notice Date
- 9/5/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs No. California Health Care System, Consolidated Contracting Activity, (CCA/90), 150 Muir Road, Martinez, California 94553
- ZIP Code
- 94553
- Solicitation Number
- 261-0287-02
- Point of Contact
- Point of Contact - Thomas Chin, Contract Specialist, (925) 372-2024, Contracting Officer - Thomas Chin, Contract Specialist, (925) 372-2024
- E-Mail Address
-
Email your questions to Thomas Chin
(thomas.chin@med.va.gov)
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation number 261-0287-02 is issued as request for quotation (RFQ)due Sep 19,2002. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 01-09. This set aside for HubZone concerns, the associated NAICS code is 492110 and small business size standard is 1,500 employees. Contractor shall furnish all labor, personnel, supplies, and transportation to provide medical courier services between VA Martinez Outpatient Laboratory and the VA Medical Center, Mather, CA on Saturdays with an option for Sundays, in accordance with the statement of work. This contract is for a period of one year with four (4) option years. BASE YEAR October 1,2002 through September 30, 2003:ITEM 1: Provide courier service for pickup of lab specimens Saturdays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY:52;UNIT:Trip;ITEM 2: Provide courier service for pickup of lab specimens Sundays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 15; Unit: Trip OPTION YEAR I-October 1, 2003 - September 30, 2004:Item 3: Provide courier service for pickup of lab specimens Saturdays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 52; UNIT:Trip; Item 4: Provide courier service for pickup of lab specimens Sundays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 15; Unit: Trip. OPTION YEAR II-October1, 2003-September 30, 2004:Item 5: Provide courier service for pickup of lab specimens Saturdays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 52; UNIT:Trip; Item 6: Provide courier service for pickup of lab specimens Sundays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 15; Unit: Trip. OPTION YEAR III-October 1,2004-September 30, 2005: Item 7: Provide courier service for pickup of lab specimens Saturdays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 52; UNIT: Trip; Item 8: Provide courier service for pickup of lab specimens Sundays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 15; Unit: Trip. OPTION YEAR IV-October 1, 2005-September 30, 2006:Item 9: Provide courier service for pickup of lab specimens Saturdays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 52; UNIT: Trip; Item 10: Provide courier service for pickup of lab specimens Sundays from the VA Outpatient Clinic at Martinez and delivery to the VA Medical Center at Mather; EST.QTY: 15; Unit: Trip. Contractor must submit a price for all locations and years. Failure to submit a price for all items may be cause for rejection of quote. Submit quote for all line items including cost per unit and total cost per line item with total for base year and each option. The Government will award this solicitation as a Fixed Price Contract in accordance with the criteria contained in 52.212-2. DESCRIPTION OF SERVICES: 1.MEDICAL COURIER SERVICES: The Department of Veterans Affairs, Northern California Health Care System intends to award a contract for courier services. The contractor shall provide regularly scheduled pickups and deliveries of lab specimens between two (2) VA facilities as listed, in accordance with the terms and conditions. 2.ITEMS TO BE TRANSPORTED: Biological specimens for delivery/ pickup are a combination of room temperature, refrigerated, and/or frozen specimens. 2a. Laboratory specimens, i.e. body fluids (blood, urine and stool), will be properly packaged in inner containers and stored at the proper temperature by Government personnel. 2b. The Contractor will provide the outer shipping container and ice or dry ice as necessary to insure that specimens remain at the proper temperatures during shipment. 2c.All specimens must be transported in accordance with all Department of Transportation and OSHA Codes of Federal Regulations (CFR) 49 and 29. 3.SCHEDULE: Contractor shall transport laboratory specimens between the VA Martinez Outpatient Clinic Laboratory and the VA Sacramento Medical Center at Mather. 3a. All pickups and deliveries of lab specimens shall be made based on fixed scheduled times, except on federal holidays. The times, as listed below in paragraph 4 are to remain set until further notice from the Contracting Officer in writing via a modification to the contract. No exceptions or verbal changes to these times shall be accepted by the contractor. 3b. Federal Holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically declared by the President of the United States to be a federal holiday. 3c. The determination of need for pickup/delivery dates (Saturday vs. Saturday and Sunday) shall be made by the Contracting Officer Representative (COTR) or alternate as needed. A minimum of one weeks written notification will be given to the contractor for all changes in date or location. 4. VA PICKUP/DELIVERY LOCATIONS AND HOURS: Contractor shall pick up and deliver laboratory specimens to the following locations at the times specified. 4a. VA Martinez Outpatient Clinic, 150 Muir Road, Martinez, CA 94553. Pickup time between 10AM and 12 Noon. POC:(Nancy Shropshire, Laboratory Supervisor) Phone:(925-372-2959) Note: Because the Clinic is locked on the weekends, the Courier will call the Security Police and the Laboratory. Specimens will be exchanged at the security Police desk in the building lobby. 4b. VA Sacramento Medical Center10535 Hospital Way Mather, CA 95655 -Delivery time between 1PM and 3PM. POC: (Carol Fleming, Microbiology Supervisor)Phone: (916-366-5373) 5. PENALTY FOR LATE PICKUP/ DELIVERY: Due to the critical nature of the laboratory specimens, it is exceedingly important that the Contractor adhere to the scheduled times listed in paragraphs 4.a. and 4.b. If the Contractor fails to deliver and/or pickup specimens within the specified times more than twice during any one month, the courier will be penalized an amount of $100 per occurrence. 6.TEMPERATURE REQUIREMENTS: Contractor must maintain proper temperature in vehicles and shipping containers to preserve specimens. Insulated transport containers must be used for pickup and delivery of specimens. Ice packs and dry ice must be used as necessary to maintain temperatures. 6a Room temperature specimens shall be maintained between 20 and 24 degrees Centigrade. 6b. Refrigeration temperature specimens shall be maintained between 2 and 8 degrees Centigrade. 6c. Frozen temperature specimens shall be maintained at less than 0 degrees Centigrade. 7. CONTRACTOR'S 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 be bonded and carry cellular phones and pagers for communication purposes. Any delays in the pickup/delivery of specimens must be reported to VA NCHCS, Pathology and Laboratory Medicine Service, at Mather (916-366-5373) and at Martinez (925-372-2959). 7a. The Contractor shall provide all courier services with a company vehicle and uniformed driver(s) to transport laboratory specimens regularly, except holidays. The Contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579). 7b.The contractor shall provide the Contracting Officer with their proposal, a copy of their most current Public Utility Commission (PUC) license, hazardous material license number, certificate of training of couriers (employees), State of California Drivers license, vehicle insurance, and registration. 7c.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. 7d. Drivers: All drivers must maintain a valid drivers license for the type of vehicle operated as required by the State of California. 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. 7e.The contract manager, drivers and alternates, must be able to read, write, speak and understand English. The name of this person, and an alternate, 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. 7f. The Contractor's personnel shall present a neat appearance and be easily recognized as a contract employee. The Contractor's employees shall wear identification tags that includes the company's name/logo and employee name. Contractor's vehicle shall have the company name/logo prominently displayed. 7.g. 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. 7h.The contracting officer shall be notified within two (2) hours, via phone and confirmed via facsimile 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 i.e., union strikes, or anything that might jeopardize the terms and conditions of this contract. 7i. Should specimens be lost 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 warrant suspension/termination of the contract. 7j. The Contractor shall be required to maintain a record and log of courier pickups and deliveries, indicating time and date of pickups, number of specimens from each location, along with signatures. The Contractor will also complete the VANCHCS Shipping Log to include initials, with date and arrival time. 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. 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 incur conformance and acceptance prior to payment. 10. EVIDENCE OF RESPONSIBILITY: To determine responsibility, a bidder must possess a minimum of five years experience, along with all necessary equipment, and personnel who are financially responsible to perform courier service as required under this contract. Offerors must submit with their proposal the following: (a) Proof of Insurance;(b)PUC license; (c)HazMat License;(d)Proof of Bonded;(e) Provide three commercial and government references of past similar or same type of services;(f) Provide proof of financial capability, such as three or more bank accounts, bank address, point-of-contact, phone numbers. Successful bidders must meet all requirements of federal, state, or city codes and licenses regarding operations of this type of service. A description of the bidders experience shall be submitted with the bid. 10a. The Government reserves the right to thoroughly inspect and investigate the establishment's vehicles, facilities, business reputation and other qualifications of any bidder 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. The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items, with its offer. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition. Payment will be made via electronic fund transfer. Offerors will be required to complete SF3881. See note 27
- Web Link
-
RFQ 261-0287-02
(http://www.bos.oamm.va.gov/solicitation?number=261-0287-02)
- Record
- SN00158440-W 20020907/020905213426 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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