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Courier information for vendors

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Vendors that are contracted with the State Lab courier service must follow specific requirements for specimen handling, transport, and tracking.

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CDPHE requirements for courier vendors

  1. The contractor shall provide login access via email to the online portal system for the electronic tracking system to CDPHE laboratory and service locations personnel. 
  2. The contractor shall provide training on the use of the online portal system for the electronic tracking system as requested by CDPHE up to one (1) training per month.  
  3. The contractor shall pick up at scheduled pick up locations listed on the Courier Stops Spreadsheet. This document is incorporated and made part of this contract by reference. 
  4. The contractor shall follow chain of custody requirements on NBS envelopes as shown on Exhibit E – Chain of Custody Form.   
    • Sign and date at time of pick up. 
    • Sign and date at any point of transfer during transport.
    • Sign and date at time of delivery. 
  5. The contractor shall provide route add on pick up requests. 
  6. The contractor shall provide on demand delivery requests. 
  7. CDPHE will submit requests for route add on or on demand pickups through the portal.  
    • CDPHE will use the “Remarks” field to indicate: 
      • Type of pickup (route add on or on demand). 
      • Requested time of pickup. 
      • Expected delivery time. 
      • Additional information regarding handling of samples, such as temperature requirements. 
  8. The contractor shall input status codes into the electronic tracking system within 30 minutes of discovering an issue with transportation of a sample. 
  9. The contractor shall provide courier service for any other materials as requested by CDPHE laboratory personnel. 
  10. The contractor’s tracking system shall provide the following data: 
    • Date and time of requested pickup. 
    • Description of sample. 
    • Unique identification number for each sample and NBS specimen batch/envelope. 
    • Location of pickup.
    • Time of pick up. 
    • Location of delivery. 
    • Estimated arrival of delivery. 
    • Actual time of delivery. 
    • Package handler id.
    • Type of service (daily scheduled, route add on or on demand). 
    • Field to enter additional information. 
    • Any error codes related to missing, lost or other issues preventing a scheduled delivery. 
  11. The contractor shall pick up all samples as scheduled seven (7) days per week, and deliver samples to the lab as scheduled. 
    • Holiday pick-ups and deliveries  
    • Locations requiring a holiday pickup, as noted on the Courier Stops Spreadsheet, shall follow standard delivery schedule. 
    • CDPHE will notify the contractor of any change in the holiday schedule no later than 14 days prior to the holiday.  
    • If the CDPHE laboratory’s sample accessioning desk is not staffed by CDPHE personnel at the time of delivery: 
    • The contractor shall sign a log book available on the accessioning desk. 
    • The Contractor shall take a time stamped photograph of the signed log book. 
    • The Contractor shall upload the time stamped photograph to the associated sample in the electronic  tracking system. 
    • The Contractor shall have 30 minutes before any scheduled pick up time and 30 minutes after any scheduled pick up time indicated on the Courier Stops Spreadsheet before an error code is to be recorded for the request.  
    • The contractor shall provide a notification email through the electronic tracking system to the CDPHE mailbox. 
    • If the CDPHE laboratory’s sample accessioning desk is not staffed by CDPHE personnel at the time of delivery: 
    • The Contractor shall sign a log book available on the accessioning desk.
    • The Contractor shall take a time stamped photograph of the signed log book.
    • The Contractor shall upload the time stamped photograph to the associated sample in the electronic tracking system.
    • The Contractor shall have 30 minutes before any scheduled pick up time and 30 minutes after any scheduled pick up time indicated on the Courier Stops Spreadsheet before an error code is to be recorded for the request. 
    • The Contractor shall provide a notification email through the electronic tracking system to the CDPHE mailbox.

  1. The Contractor shall be able to provide transportation of diagnostic samples and infectious substances by ground.  
  2. Contractor may transport by air if the Contractor has a dedicated aircraft and has International Air Transport Association (IATA) Dangerous Goods Regulations certification.  
  3. The Contractor shall use appropriate handling and storage methods during transport. The majority of the specimens are  room temperature or refrigerated. It is uncommon to get a frozen specimen for CDPHE.  
  4. The Contractor shall store and transport all ambient laboratory samples in an environment in which the temperature  remains above freezing and below eighty (80) degrees Fahrenheit (F).  
  5. The Contractor shall store and transport all samples that require cold storage in coolers with cold packs for refrigerated  samples or dry ice for frozen samples.  
  6. The Contractor shall provide a contingency plan for failure of cold storage.  
  7. The Contractor shall have procedures and materials for employees to clean up spilled diagnostic specimens and infectious substances.  
  8. The Contractor shall provide a contingency plan in the event of a delay due to an auto accident, severe weather, auto failure,  major traffic jams, or road closures.  
  9. Contractor drivers shall be licensed and insured.  
  10. Contractor employees shall follow chain of custody procedures in the event of their handling forensic specimens. Contractor employees shall:  
    • Provide their signature on the requisition form upon receipt of specimens. 
    • Ensure secure storage of specimens, which may include a locked vehicle or overnight storage in a lock box (or equivalent) on Contractor property. 
    • Provide their signature upon release of the specimens to authorized laboratory personnel. 
    • Testify in court on the delivery of the specimens, if necessary.  

Contractor shall provide both will-call and on-demand, non-scheduled pickup as requested by the CDPHE from any location within  the region or regions for which the Contractor provides services.

  1. A will-call pickup (will be serviced on the existing route) is not on the schedule of regular pickups. These are sites that contact CDPHE when they have a specimen to be picked up.
  2. An on-demand, non-scheduled pickup is a request from CDPHE for a pickup at a location that may or may not be on the scheduled route list but has a specimen that needs to be delivered as soon as possible to the CDPHE laboratory. This will require a dedicated driver. The Contractor shall be available to provide on-demand, non-scheduled pickups 24 hours per  day, seven (7) days per week. 

For will-call pickups, on-demand, non-scheduled pickups, the following standards shall apply.

  1. Contractor shall receive pickup request via email from authorized CDPHE Laboratory’s personnel instructing courier of the location.
  2. Response time shall be within the two hours of on-demand, non-scheduled pickup request with delivery to CDPHE made within twelve (12) hours.
  3. Requests made during standard CDPHE business hours (5 a.m. to 5 p.m.) shall be charged as a will-call pickup, not an on demand, non-scheduled pickup.
     

  1. Contractors servicing multiple regions shall have an electronic tracking system in place. The system shall be capable of using  package labels, real-time status updates as to the location, route, estimated delivery of any package picked up by contractor up until the point of delivery and shipment drop sign-off, including a detailed manifest of all items delivered. 
  2. Contractor with an electronic tracking system shall provide the following data for each pickup:  
    • General description of package or specimen. 
    • Unique package identification number.  
    • Location of pickup.  
    • Time of pickup.  
    • Location of delivery.  
    • Estimated arrival (field should update at a minimum every 30 minutes).  
    • Actual time of delivery.  
    • Temperature requirements for specimen (cold or frozen). 
    • Package handler ID or name.  
    • Type of pickup (i.e.- daily route, will-call, or on-demand, non-scheduled pickups).  
  3. Contractors without an electronic tracking system shall provide the CDPHE Laboratory with an electronic report in Excel format accompanying each weekly invoice, detailing the following:  
    • Unique package identification numbers processed 
    • Time of pick up for each package  
    • Location of pick up for each package  
    • Time of delivery for each package  
    • Location of delivery for each package  
    • Number and date of pickups by location  
    • Number and date of deliveries by location  
    • Details of packages delivered outside of specified timelines  
  4. The Contractor shall have one point of contact for customer support, to aid in the tracking of packages, available during regular  business hours, 8 a.m. to 5 p.m., Monday through Friday, except holidays.  
  5. CDPHE will provide one point of contact during business hours, for tracking packages and informing the contractor of cancellations or will-call pickups. 

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Courier map by city

Full-page view of the map.

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Vendor updates

For Sunday night Courier services:

Courier must bring a State Lab access badge to drop off samples.

Courier will badge in through the first door (enter from outside of the building), and fill out the specimen log and drop any NBS envelopes off in the bin next to it. 

  • If these are full, then the courier can put the NBS Envelopes inside the lockbox outside the receiving door.

The driver will have to badge through the second door to gain access to the ambient specimen bins, and fridges to drop off any non-NBS specimens. 

No FROZEN specimens can be picked up from any location

There will be a Temperature IR Gun next to the Courier Sample log. 

  • The driver will have to record the temperature of each Courier packed cooler dropped on Sundays (not individual specimens in each cooler)
  • They need to  record the temperature of that cooler next to the temperature marking on the log.
    • (Example: If the courier is dropping refrigerated specimens, and the cooler temperature is 4.6C, they will mark "Cold" on the log, and write the temperature from the IR Gun next to it (Cold-4.6C)).
      • Each Courier packed cooler will need to be a separate entry on the log

See below for link on Temperature Check Guidance:

For Samples picked up with no cooler and placed in the Courier’s cooler:

  • The courier will take the temperature of the cooler, and record it next to the temperature part on the courier log before removing the specimens from the cooler. 
  • Attached are instructions on how to use the Temperature IR Gun, and the Courier Sample Log with a Blue highlight. The area that is highlighted is where the cooler temperature needs to be recorded.

Do not open any cooler that is not packed by the Driver. Place these in the fridge if they fit (access through the second door). 

  • If they do not fit, set them under the “ambient specimens” bins table next to the fridge

This only applies if the driver is dropping specimens off when the lab is not staffed. They cannot use this method to deliver specimens between operating business hours.