STATEMENT OF WORK Courier Service for VA Laboratory Contractor shall provide all vehicles, gasoline, insurance, personnel, and directional materials necessary to accomplish regularly scheduled same day courier services for and between the Department of Veterans Affairs Medical Center (VAMC), Saginaw, Michigan and the Department of Veterans Affairs (VA) Community-Based Outpatient Clinics (CBOC), in Oscoda, Alpena, Gaylord, Clare, Traverse City, Bad Axe, Cadillac, Indian River, and Grayling, Michigan. Daily courier services shall be from the VA CBOCs to the Saginaw VA Medical Center and from the Saginaw VA Medical Center to the Ann Arbor VAMC. Daily delivery services shall be provided Monday through Friday, excluding Government holidays. Award will include service to all sites; no consideration will be given to proposals that omit one or more sites. If the VA adds CBOC locations in at some point in the future, they will not be part of the current contract. Once these sites are established, additional consideration under a separate contract may be considered. Change of location of current CBOCs will be considered within scope and documented through bilateral modification. SCHEDULE/LOCATION/ITEMS : Work Hours: Pick up at the Department of Veterans Affairs Community-Based Outpatient Clinics, shall be between 1 p.m. and 4:30 p.m., specific time by local CBOC agreement, and delivery shall be made no later than 9:30 p.m. to the VAMC, 1500 Weiss Street, Saginaw, Second Floor, Room 2115 Laboratory, Monday through Friday, excluding National Holidays. Pick up from the Saginaw VAMC for delivery to the Ann Arbor VAMC shall be between 11:45 AM and 12:15PM, with delivery to the Ann Arbor VAMC, 225 Fuller, Ann Arbor, Third Floor, Room E333, not later than 2:00PM Monday through Friday. Upon request of the VA, occasional return delivery trips from Ann Arbor VA Medical Center to the Saginaw VA medical Center will be required, which the specimens must arrive to the Saginaw VAMC, Room 2215, Laboratory by 6:00 PM. Government Holidays: The eleven (11) holidays observed by the Government are: New Year s Day, President's Day, Martin Luther King's Birthday, Memorial Day, Juneteenth, 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 national holiday. Insurance: The Contractor shall have, maintain, and show proof of insurance on contractor owned vehicles and professional liability. Inclement Weather Provision: The Contractor shall contact the Saginaw laboratory management or designee when the Contractor feels that weather indicates adjustment or cancellation of scheduled pick up/deliveries. Contact information will be provided upon award. If the contractor fails to furnish the required services within the time frames established, the Department of Veterans Affairs reserves the right to obtain the service from another source and to charge the contractor with any excess cost which may result. Contact: The Contracting Officer Representative (COR) or designee shall be the main point of contact. Contact information will be provided upon award. Description of Items: All items that contain veteran identification will be transported in a locked container (current containers used are 16 W x 16 H x 10 D). The contractor is responsible for obtaining the container and providing 2 keys for VA Staff to open and lock the container. (One key to be kept at the CBOC and other key to be kept at the drop location in Saginaw.) Items that may be transported include, but are not limited to: blood, urine, tissue, and other body fluids. A sealed mail bag provided by the VA may also be included. Blood and other body fluid samples to be transported in a locked container specifically designed for blood transportation. Samples may contain infectious agents. All applicable DOT labeling and regulations as well as training must be followed. The number of items being transported will be counted prior to being placed into the locked container and recorded on a work sheet. When the items are delivered they will again be counted, recorded and receipt signed. In accordance with VAAR 801.603.71 (a) (1) & (2), only designated personnel can receive and inspect packages and deliveries. These logs must be submitted to the COR on a monthly basis. QUALIFICATIONS: Offers will be considered only from those offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish services in the volume required for all the items under this contract. Offeror should have at least two years of work history in this capacity. Provide a list of all courier contracts for the last two years (or four most recent contracts) with points of contact for each. Offeror shall submit a brief work plan explaining logistical processes (routes/cargo transfers, etc.). Work plan shall also discuss contingency plans for inclement weather and disabled vehicle/driver. Successful offeror shall meet all requirements of Federal, State or City codes regarding operations of this type of service. Associated staff will maintain current training and certification in accordance with 49 CFR, Parts 171-173. DRIVERS/ATTENDANTS: All drivers shall have attained legal age (the age of 21 years) and shall maintain neat, clean and professional appearance. All drivers shall maintain in their position a driver s license issued by the State of Michigan (or other State), to include any special licensure required for the transporting of infectious materials. Drivers shall not make stops outside the scope of medical courier business during the transport of items under this contract. The successful offeror shall sign and engage in a Business Associate Agreement (BAA) with the VA upon award. Drivers must electronically complete annual VA National Privacy Training and submit proof of completion to COR. Drivers must have current DOT training for transporting infectious materials. Documentation must be provided to the COR. VEHICLES: Vehicles used in the performance of this contract shall be licensed and meet all minimum vehicle requirements as mandated by the State of Michigan, to include a Hazardous Materials/Waste Certificate if required. LIMITATIONS: Under no circumstances shall any person other than the driver ride in a vehicle or handle items being transported. Courier shall not transport other than similar medical cargo for other clients while in the possession of VA material. SECURITY: While on VA grounds, contractor shall secure vehicles when left unattended. If vehicle must be left unattended with motor running, a second set of keys will be necessary, so that vehicle can be securely locked. COMMUNITY BASED OUTPATIENT CLINIC ADDRESSES: Oscoda VA Outpatient Clinic 5671 Skeel Avenue, Suite 4 Oscoda, MI 48750 Gaylord VA Outpatient Clinic 2782 South Otsego Gaylord, MI 49735 Col. Demas T. Craw Community Outpatient Clinic 701 US 31 South Traverse City, MI 49685 Clare VA Outpatient Clinic 11775 North Isabella Rd Clare, MI 48617 Bad Axe VA Outpatient Clinic 1142 S. Vandyke RD, Suite 100 Bad Axe, MI 48413 Cadillac VA Outpatient Clinic 1909 Mitchell St. Cadillac, MI 49601 Cheboygan County VA Outpatient (scheduled to close in September 2023) Clinic14540 N. Mackinaw Hwy Mackinaw City, MI 49701 New Cheboygan County VA Outpatient Indian River VA Clinic (scheduled to open September 12, 2023) 5739 HWY M-68 Indian River, MI 49749 Grayling VA Outpatient Clinic 1680 Hartwick Pines Grayling, MI 49738 Clement C. Van Wagoner Outpatient Clinic 180 North State Avenue Alpena, MI 49707 ANN ARBOR VA ADDRESS: LTC Charles S. Kettles VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105
