SAM #36C24926Q0264

24/7 Laboratory Courier Services for Robley Rex VA Medical Center and Associated Clinics

This opportunity seeks a contractor to provide comprehensive laboratory courier services for the Robley Rex VA Medical Center and its associated clinics in Kentucky and Indiana. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 9 (NCO 9) - Office: NCO 9, Contact: Carmen Hanczyk - OEMs and Vendors: - No specific OEMs or vendors are named in the solicitation - Products/Services Requested: - 24/7 scheduled and on-demand medical courier services - Transport of laboratory specimens, medical records, inter-office mail, office supplies, pharmaceuticals, and medical supplies - Service coverage includes the main medical center, Community-Based Outpatient Clinics (CBOCs), local hospitals, and Veteran residences across Kentucky and Indiana - Unique or Notable Requirements: - Contractor must provide all vehicles, personnel, equipment, and supplies - Strict compliance with HIPAA, OSHA, CDC, DOT, and VA security and privacy standards - Chain-of-custody protocols for specimens and sensitive materials - Temperature and humidity control for specimen transport - Backup drivers and contingency plans for uninterrupted service - All contractor personnel must meet VA security vetting and annual training requirements - 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) - Three-year firm-fixed price contract (one base year plus two option years)

Description

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 two (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 all Community Based Outpatient Clinics (CBOC) assigned to the Robley Rex VA Medical Center (RRVAMC). Locations for each CBOC are listed on the Statement of Work attached. VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION) Definition: For the Department of Veterans Affairs, a Service-disabled Veteran-owned small business concern or SDVOSB: Means a small business concern not less than 51 percent owned by one or more service-disabled Veterans or, in the case of a publicly owned business, not less than 51 percent owned by one or more service-disabled Veterans or eligible surviving spouses. The management and daily business operations are controlled by one or more service-disabled Veterans or, in the case of a Veteran with permanent and severe disability, the spouse or permanent caregiver. The business meets Federal small business size standards for the applicable NAICS code. 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/. The business agrees to comply with VAAR subpart 819.70 and SBA regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128. Further details about the definitions, general requirements, and representations are included in the full clause. 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 Kentucky and Indiana to provide healthcare 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, 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 all Community Based Outpatient Clinics assigned to the Robley Rex VA Medical Center (RRVAMC). 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 (CLIA) 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: Definitions of terms such as CBOC, CDC, Contract Discrepancy Report (CDR), Contracting Officer (CO), Contracting Officer's Representative (COR), CPARS, DOT, HIPAA, PHI, PII, POP, QASP, Routine Delivery, Specimen, VA, PWS are provided for clarity. 4. PERFORMANCE REQUIREMENTS 4.1 PERIOD OF PERFORMANCE: The period of performance shall be twelve (12) months, with up to two (2) one-year option periods, subject to funding and performance. 4.2 GENERAL REQUIREMENTS: The contractor shall provide scheduled and on-demand delivery, available 24/7, including weekends and holidays. Responsibilities include furnishing vehicles, personnel, equipment, and supplies, maintaining a dedicated schedule, and ensuring timely deliveries as per Appendix A. 4.3 SERVICE LOCATIONS: Locations include Robley Rex VA Medical Center at 4906 Brownsboro Road, Louisville, KY, and various CBOCs and hospitals listed in the full document. 4.4 HOURS OF OPERATION: Services are to be provided Monday through Friday, with provisions for overtime, weekend, and holiday operations, including compliance with wage laws and reporting requirements. 4.5 ITEMS TO TRANSPORT: Items include laboratory specimens, interoffice mail, medical records, pharmaceuticals, supplies, and equipment, with specified weight limits. 5. PERSONNEL QUALIFICATIONS, REQUIREMENTS, and CONTRACTOR RESPONSIBILITIES 5.1 PERSONNEL: Employ qualified personnel with valid licenses, conduct background checks, ensure professional appearance, and provide visible identification badges. 5.1. PERSONNEL QUALIFICATIONS: All couriers must speak, read, and write English proficiently. Records of driver qualifications, licenses, and physical capabilities must be maintained and available upon request. 5.1.1 FEDERAL FACILITY ACCESS AND SECURITY VETTING REQUIREMENTS: Contractor personnel must complete security vetting, including forms and background checks, prior to performing work on VA property. 5.2 FINGERPRINTING AND BACKGROUND CHECK: Personnel shall complete fingerprinting and provide government IDs, with background checks conducted before starting work. 5.3 TRAINING: Contractor personnel shall complete required VA and other relevant training, including annual renewal, and observe VA protocols during ride-alongs and independent duties. 5.4 CONTINGENCIES & LIABILITY: The contractor shall maintain staffing, backup plans, and emergency procedures, including incident reporting and replacement costs for damaged items. 5.5 VEHICLES AND EQUIPMENT: Vehicles must be properly licensed, insured, maintained, and meet DOT requirements. They should be designed for safe transport of specimens and supplies, with temperature controls and environmental protections. 6. QUALITY CONTROL The contractor shall develop communication protocols, maintain a quality control program, ensure HIPAA compliance, and handle customer complaints effectively. 7. REPORTING The contractor shall submit reports and documents as specified, including vehicle lists, driver info, contingency plans, training certificates, and route updates, within designated timeframes. 8. PERFORMANCE STANDARDS Performance will be monitored through various metrics such as personnel compliance, equipment reliability, timely pickups and deliveries, complaint handling, temperature controls, documentation accuracy, and communication, with specified acceptable levels and surveillance methods. 9. SECURITY AND EMERGENCY COMPLIANCE REQUIREMENTS Contractor personnel must adhere to security protocols, including prohibitions on firearms, weapons, and unauthorized items on VA property. 10. CONTRACTOR SEASONAL INFLUENZA VACCINATION REQUIREMENTS All personnel working on VA property during flu season must be vaccinated or wear masks, in accordance with VA directives. 11. DRUG-FREE WORKPLACE REQUIREMENTS The contractor shall maintain a drug-free workplace, prohibiting substance use during work on VA property, and conduct testing upon reasonable suspicion. 12. SMOKE-FREE AND VAPE-FREE WORKPLACE REQUIREMENT All VA facilities are smoke-free and vape-free; personnel shall not smoke or vape on VA property. APPENDIX A - COURIER DEDICATED DAILY SCHEDULE Details delivery times from Robley Rex VA Medical Center to various CBOCs, with specific times for first and second deliveries, subject to change. APPENDIX B - VA MOTOR VEHICLE OPERATORS DELIVERY SCHEDULE Details delivery times and locations for VA motor vehicle operators, including first and second delivery windows. APPENDIX D - PATIENT CATCHMENT ZONE MAP Map outlining patient catchment zones. APPENDIX E - U.S. FEDERAL HOLIDAYS Lists federal holidays with actual and observed dates, noting that non-federal holidays are not automatically recognized unless specified. APPENDIX F - VA INFORMATION AND INFORMATION SYSTEM SECURITY AND PRIVACY LANGUAGE Details security, privacy, and data protection requirements for contractors handling VA information, including training, encryption, and incident reporting protocols.

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