VISN1 Lab/Pathology/Pharmacy Courier Service

Performance Work Statement (PWS)

To provide local courier delivery services for various Department of Veterans Affairs (VA) Medical Centers (VAMCs) and associated facilities within VISN1 (Rhode Island, Vermont, New Hampshire, Connecticut, and Massachusetts). The goal is to ensure timely, secure, and professional transport of VA specimens, supplies, drugs, and materials.

• Services: Provide daily courier services, including pick-up, transport, and delivery of laboratory, pathology, and pharmacy-related materials. This includes specimens, blood components, medications, diagnostic materials, and patient records. Transportation of VA personnel and patients is prohibited.

• Availability: 24/7/365 availability for routine and STAT requests. STAT trips require a maximum 2-hour turnaround time from call to delivery, with specific extended turn-around times for certain routes (2.5 to 3.5 hours).

• Response Requirements: Incoming calls must be answered within one minute, or returned from voicemail within five minutes.

• Locations: Services cover specified VAMC locations and may extend to any VA or non-VA facility within a 50-mile radius of a requesting site.

• Specialized Transport: Requires temperature-controlled transport for specimens and medications (room temperature, refrigerated, frozen) using provided coolers and continuous temperature monitoring devices. Dry ice and other necessary supplies must be provided by the contractor.

• Materials: Includes transport of medical grade oxygen cylinders and claim files (C-files) in lockable bins. Medications transported will not include controlled substances.

• Quality Control: Contractor must maintain a quality control program and meet performance standards outlined in the Quality Assurance Surveillance Plan (QASP).

• Reporting: Monthly written reports on delivery incidents are required. Immediate reporting for incidents involving blood components, specimens, medications, or patient identifiable information.

• Temperature Monitoring: Continuous temperature monitoring with audible alarms and NIST compliance is required for sensitive materials. Temperature monitoring reports must be provided upon request.

• Period of Performance: October 16, 2026, through October 15, 2031.

• Place of Performance: Various VA facilities and associated locations within Rhode Island, Vermont, New Hampshire, Connecticut, and Massachusetts.

• Personnel: Drivers must possess valid licenses, maintain professional appearance, wear identification badges, and be proficient in English. They must undergo background checks, be bonded, and receive specific training (Hazardous Materials, OSHA bloodborne pathogen standards, Universal Precautions, HIPAA).

• Vehicles: Contractor-owned, leased, or rented vehicles are required. Vehicles must be properly registered, insured, maintained, and equipped for secure transport. Public transportation is prohibited.

• Insurance: Contractor must meet all Federal, State, and City codes and provide required insurance certificates.

• Compliance: Adherence to all VA building security, parking, smoking policies, and COVID-19 protocols is mandatory. Confidentiality of patient information (HIPAA) must be maintained.

• Record Management: Contractor must comply with Federal and Agency records management policies, treating all deliverables as U.S. Government property.

Solicitation / RFP / RFQ

This is a combined pre-solicitation/solicitation (Request for Quotation - RFQ) for Laboratory/Pharmacy Courier Services throughout VISN1 VA Medical Centers. The Department of Veterans Affairs (VA) Network Contracting Office 1 is seeking to purchase these services.

• Provision of courier services throughout VISN1 VA Medical Centers and other sites as noted in the Performance Work Statement (PWS).

• Services are required to support the Laboratory/Pathology/Pharmacy departments.

• This solicitation will result in the award of a Fixed-Price Blanket Purchase Agreement (BPA).

• The ordering period is from 10/16/2026 to 10/15/2031.

• The place of performance/delivery is throughout VISN1 VA Medical Centers and other specified sites.

• Quotations are due by 06/15/2026 at 4:30 PM Eastern Time (ET).

• Quotes must be emailed to Fred Revah (Frederic.revah1@va.gov) and Manases Cabrera (manases.cabrera@va.gov) with the subject line including solicitation number "36C24126Q0174".

• Quotes must be submitted in a single email with six separate attachments: Quote, Past Performance, Technical Approach, Completed Price Breakdown (Attachment A), Completed Line Item Schedule (Attachment C), and Quality Assurance Surveillance Plan and Monthly Report.

• Evaluation will be based on Past Performance, Technical Approach, and Price.

• The Government reserves the right to consider quotations other than the lowest priced if they offer additional benefits.

• The period for acceptance of quotes is 60 calendar days from the date of receipt.

• This acquisition is set-aside for Service Disabled Veteran Owned Small Business (SDVOSB).

• Offerors must be certified SDVOSBs listed in the SBA certification database.

• The North American Industrial Classification System (NAICS) code is 492110, with a small business size standard of 1500 Employees.

• Questions regarding the solicitation must be submitted in writing via email no later than 05/27/2026.

• Points of Contact: Fred Revah (Contracting Specialist) and Manases Cabrera (Contracting Officer).

• Several attachments are referenced, including the PWS, SCA WD for various states, Price Breakdown, VA Contacts, Line Items Schedule, and Quality Assurance Surveillance Plan.

Form / Attachment / Pricing Sheet

This document, "Attachment A - Price Breakdown by Locationv1.xlsx", provides a detailed breakdown of pricing by location for courier services across various Veterans Affairs (VA) facilities. It is intended for bidders to use in developing their price proposals.

• Locations Served: The document outlines specific VA locations and associated Community Based Outpatient Clinics (CBOCs) for which courier services are required. These include facilities in White River Junction (VT), Providence (RI), Central Western Massachusetts, Manchester (NH), Connecticut (Labs and Pharmacy), and Boston/Bedford (Labs and Pharmacy).
• Service Types: It details both scheduled pick-ups/drop-offs and "as needed" services, including STAT and routine requests.
• Pricing Structure: The sheet includes columns for unit prices and extended prices over a 5-year period of performance, broken down by year. It also accounts for potential additional costs for overweight items.
• Estimated Quantities: For each service, estimated quantities (e.g., number of trips) are provided.

Bidders must use this document to understand the geographic scope of the services and to formulate their pricing strategy. The detailed breakdown by location and service type is crucial for accurately estimating costs and developing a competitive bid. All provided price fields are currently zero, indicating that specific pricing details are to be filled in by the bidder.

Form / Attachment / Pricing Sheet

This document provides a list of Veterans Affairs (VA) contacts for VISN 1 facilities, including laboratory and administrative personnel, along with their contact information and operating hours. It is intended to facilitate communication and coordination related to VA healthcare services.

• Facility Locations: Lists various VA sites within VISN 1, such as White River Junction, Providence, Central Western Mass, Manchester, West Haven, Newington, West Roxbury, Jamaica Plain, Brockton, Bedford, and Togus.
• Contact Information: For each facility, provides names and roles of key personnel including Central Processing Supervisors, Laboratory Managers, and Administrative Assistants.
• Phone Numbers & Extensions: Includes main laboratory numbers, direct phone lines, and specific extensions for listed contacts.
• Email Addresses: Provides email addresses for many of the listed contacts.
• Hours of Operation: Details the operating days and hours for laboratory services at each facility.
• VISN 1 NCL / COR Contacts: Lists program directors, quality managers, and support staff for the VISN 1 National Contract Lab (NCL) / Contracting Officer's Representative (COR).
• Pharmacy and Nursing POCs: Includes points of contact for Pharmacy and Nursing Services at VA Connecticut Healthcare System and VA Boston Healthcare Systems.

This contact list is crucial for bidders seeking to understand the organizational structure and key personnel within VISN 1 facilities. It can be used to identify relevant points of contact for inquiries, clarifications, or coordination during the bidding process and potential contract performance. Understanding the operational hours and specific roles of personnel can also inform proposal development and logistical planning.

Forms / Attachments / Pricing Sheets

This Excel file, 'Attachment C - 36C24126Q0174 Line Items Schedule v1.xlsx', provides a detailed breakdown of line items for the VISN1 Courier Service opportunity. It outlines specific routes, service types, quantities, and associated contract period information.

• Sheet: Action Line Item Information: Lists action types (e.g., RFQ) and the primary service title: 'VISN1 Courier Service'.
• Sheet: Items: Contains detailed line item information including:
  • Description: Specific courier routes and schedules (e.g., 'White River Junction - Pick Up WRJ Lab 11AM, drop off and pick up Rutland CBOC 2:30PM...').
  • Contract Period: Differentiates between 'Base' and 'Option' periods (Option 1, Option 2, Option 3, Option 4).
  • POP Begin/End: Period of Performance dates.
  • Quantity: Estimated quantities for each trip.
  • Unit of Measure: Primarily 'Trip'.
  • Service Type: Includes 'Scheduled: Monday - Friday', 'As Needed: STAT', and 'As Needed: Routine'.
  • Contact Information: Contact details for Holly Charpentier.
• Sheet: RefData: Provides reference data for discount types, receipt types, FOB points, and state codes.
• Sheet: NAICS: Lists relevant North American Industry Classification System (NAICS) codes, with '492110' (Couriers and Express Delivery Services) being prominent.
• Sheet: PROD_SVC_CODE: Lists Product/Service Codes, with 'R602' (Transportation, Freight, Local) appearing frequently.

This document is crucial for bidders to understand the specific service requirements, including detailed routes, schedules, quantities, and contract options. It forms the basis for pricing and operational planning for the VISN1 Courier Service.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the Quality Assurance Surveillance Plan (QASP) for a courier service contract, detailing the systematic method for evaluating contractor performance to ensure compliance with contract requirements. It also includes a template for the Monthly Performance Report.

The QASP applies to all activities, deliveries, and services provided by the contractor under the courier service contract. It establishes performance objectives and standards for timeliness, accuracy, condition of deliveries, customer service, and compliance with safety and security protocols.

• Timeliness of Deliveries: 95% AQL, monitored weekly via delivery logs. Penalty: 2% reduction per 1% below AQL.
• Accuracy of Deliveries: 100% AQL, monitored monthly via delivery record audits. Penalty: 5% reduction per 1% below AQL.
• Condition of Deliveries: 100% AQL, monitored monthly via item inspections. Penalty: 5% reduction per 1% below AQL.
• Customer Service: 95% positive feedback AQL, monitored monthly via surveys and complaint logs. Penalty: 1% reduction per 1% below AQL.
• Compliance with Safety and Security Protocols: 100% AQL, monitored randomly via spot checks and incident reports. Penalty: 5% reduction per 1% below AQL.

Not specified in the provided text.

• Surveillance Methods: Direct observation, inspection, documentation review, customer feedback, and audits.
• Performance Assessment: Conducted by the Contracting Officer’s Representative (COR) or Contracting Officer (CO), documented in monthly reports.
• Incentives: Positive CPARS reviews.
• Remedies: Penalties, payment reductions, or contract termination for persistent non-compliance. An opportunity to correct deficiencies will be provided.
• Reporting: Monthly performance reports are required, detailing performance metrics, penalties, customer feedback, and corrective actions.