02 SOW Non-Emergency Transport Services_03_06_23__.pdf

STATEMENT OF WORK

OVR NON-EMERGENCY TRANSPORT SERVICES

6100057835

A. CONTRACT OVERVIEW: The Department of Labor and Industry (DLI), Office of

Vocational Rehabilitation (OVR), on behalf of Bureau of Vocational Rehabilitation

Services (BVRS) and the Bureau of Blind and Visual Services (BBVS) is issuing this

Invitation for Bids (IFB) to procure professional, on-demand Non-Emergency Business

Transport Services. DLI is seeking qualified transportation suppliers with the relevant experience, background, licensure, certifications, and ability to provide the required business transportation services at competitive prices. Agency requirements must be met and in compliance with all local, state, and Federal laws and regulations.

Employee(s)/passenger(s) may be blind, visually impaired, or have other disabilities which preclude their ability to drive themselves while traveling on Commonwealth business. Suppliers are sought for the 21 total BBVS and BVRS OVR District offices located throughout the Commonwealth.

Generally, service will be expected from the assigned headquarters or OVR District office of the employee to a location for the performance of Commonwealth business.

Exception would be at the start of work when the OVR employee’s location is closer to the work destination than the home office. Drivers will be asked to drop off the employee at a location and return at the scheduled pick-up time to provide transportation service.

Designated District office personnel will coordinate driver services weekly or as needed for those approved staff.

Ambulatory transports would include movement of personnel with disabilities who are physically unable to safely operate a motor vehicle, may have the capacity to walk, and do not require the transport of a wheelchair or a motorized scooter.

Non-Ambulatory transports would include movement of personnel with disabilities who are physically unable to safely operate a motor vehicle and require the assistance of a lift or other mechanical mechanism to ensure safe transport of the person and their wheelchair or motorized scooter. Transport vehicle(s) must be equipped with a wheelchair ramp and/or lift and tie-downs when requested or required by the individual.

B. METHOD OF AWARD (MULTIPLE AWARD): This procurement is being reserved for DGS Small Businesses. Bidders must attach their Small Business Certificate to their procurement to be deemed eligible.

Bidders who are interested in participating in this program may find more information about the Small Business Contracting program and how to self-certify at www.dgs.pa.gov/bdisbo.

The Awarded Supplier(s) shall provide all facilities, labor, materials, services, skills, supervision, and necessary equipment to manage and conduct provision of services under http://www.dgs.pa.gov/bdisbo this Contract. These services will be provided as an independent contractor, not as an employee of the Commonwealth. The Awarded Supplier(s) shall render services in accordance with the policies, procedures, and standards of the Commonwealth.

An award will be issued to all responsive and responsible bidders that meet all the eligibility requirements set forth in this IFB. There is no guarantee that the award of a

Contract will result in the assignment of work. No work may be performed without the issuance of a purchase order.

C. ELIGIBILITY REQUIREMENTS: Suppliers interested in submitting a bid to become an Awarded Supplier must meet all the eligibility requirements as set forth below.

Eligibility requirements are applicable unless otherwise indicated. Failure to meet all the following eligibility requirements may result in bid rejection.

Prior to an award of services, Bidders must provide a copy of each type of documentation for their business, all applicable personnel and transport vehicles:

1. Current, DGS Small Business Certification - Verification (pa.gov);

2. Current, state-issued driver’s license;

3. Current, state-issued registration and inspection for each transport vehicle;

4. Current vehicle(s) insurance certificate(s), which covers all transport staff and transport vehicles used for non-emergency transport services. Pennsylvania state minimum coverage is required and must include passenger insurance. A copy of the certificate should include the following information:

a. Carrier (name and address),

b. Type of Insurance,

c. Amount of Coverage: The minimum amount of coverage to be carried is

$100,000 per person and $300,000 aggregated and $50,000 property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth,

d. Period covered by insurance, and

e. Emergency Roadside Assistance coverage for all transport vehicles such as AAA or equivalent.

NOTE: Changes to automobile insurance policy or carrier must be reported within ten (10) days of the effective date to the Department’s program office or DLI designee.

5. Cellular phone contact information for all transport staff (Attachment B);

6. Provide three (3) years driving history issued by the state of residence for all transport staff (PennDOT - Request for Driver Information (state.pa.us)). Fees for https://www.dgs.pa.gov/bdisbo/Pages/Verification.aspx https://www.dot.state.pa.us/Public/DVSPubsForms/BDL/BDL%20Form/DL-503.pdf obtaining driver’s history is the responsibility of the bidder. Assigned transport drivers shall be a minimum of 21 years of age with a valid driver’s license.

7. Transport staff will be deemed ineligible if any of the following violations are indicated on their three (3) year driving record:

a. driving under the influence (DUI),

b. driving while intoxicated (DWI),

c. greater than one (1) “at fault” accident(s),

d. a license suspension or revocation,

e. greater than two (2) moving violations, and

f. greater than one (1) excessive speed violation.

8. Provide a typewritten document outlining all personnel providing services and where each driver will be physically located during the term of the contract.

Bidders must indicate the location of the business office. Driving assignments will be determined by the referring District Office.

D. BID SUBMISSION: Bidders must submit all required documentation for each Non-

Ambulatory and/or Ambulatory transport services.

Bids must be electronically received through the PA Supplier Portal, www.pasupplierportal.state.pa.us.

E. PRICING: The Price Rate Sheet, Attachment A, defines the hourly rate for both active transport and wait time. Rates will vary for those for each Non-Ambulatory and

Ambulatory transport. Bidders will specify areas where services can be provided.

Outlined pricing per the Price Rate Sheet will be held for the initial term of this contract and will not be negotiable.

NOTE* Hourly charges begin at the location where and when the passenger is picked up whether from the District office or alternate headquarters and ends when the passenger is dropped off at approved destination. Travel must be by the most direct and cost-effective route for each assignment. DLI may audit miles submitted, or request route information, to ensure the supplier is meeting this requirement. Time spent traveling to/from the passenger/ pick-up location is not eligible for hourly reimbursement. Lunch break is not paid. Wait time reimbursement, not to exceed one (1) hour, will be reimbursed according to the Governor’s Enhanced Minimum Wage Rate Provisions as identified on the Price

Rate Sheet. Destinations exceeding 25 miles one-way that result in a wait time greater than one (1) will be reviewed by OVR for additional reimbursement.

F. BACKGROUND CHECKS: Awarded Supplier(s), at their expense, must arrange for background checks for all transport staff. Background checks are only to be conducted via the Request for Criminal Record Check form and procedure found at http://www.psp.state.pa.us/psp/lib/psp/sp4-164.pdf. Background checks for drivers must be conducted prior to initial transport of any passenger under the contract. Background checks must also be performed in the state of the employee’s home if living out of the http://www.pasupplierportal.state.pa.us/ http://www.psp.state.pa.us/psp/lib/psp/sp4-164.pdf

State of PA. There is no reimbursement for Background Checks or Criminal Record

Checks.

G. TASKS: Transport personnel will:

1. Abide by all local, state, and Federal traffic rules, statues, and laws.

2. Maintain clean, reliable transport vehicle(s), suitable for business travel. If applicable, and personal protective equipment (PPE) is opted, transport drivers are responsible for supplying their own items.

3. Perform a pre-trip inspection of the transport vehicle(s). Inspection will include checking all lights, turn signals, fluid levels, and tire pressure.

4. Ensure that the transport vehicle doors remain locked when the vehicle is in motion.

5. Ensure that all transport vehicles are equipped with operational seatbelts and worn by all passengers at all times when the vehicle is in motion.

6. Demonstrate the ability to use or follow mapping directions, including GPS technology.

7. Abide by both Commonwealth Management Directive 505.7 -https://www.oa.pa.gov/Policies/md/Documents/505_7.pdf

Amended and Commonwealth Management Directive 505.25 -https://www.oa.pa.gov/Policies/md/Documents/505_25.pdf

8. Not participate in activities that distracts them from driving.

9. Transport any passenger experiencing a medical emergency while being transported to the nearest hospital, or medical facility, and/or contact 911, as required. The Awarded Supplier must notify the OVR District Office with whom they serve within thirty (30) minutes of such an incident. If the driver cannot communicate within the required time, the driver will notify the OVR District

Office as soon as conditions permit.

10. Assist all passengers in entering or exiting the transport vehicle, as necessary.

11. Notify the Commonwealth of any criminal prosecutions commenced against itself or its personnel within one (1) business day of charges being filed.

12. Provide evidence of a valid driver’s license to DLI issuing office for all transport staff hired after the contract is awarded, prior to the driver’s first assignment. A driver will not be permitted to provide services until the documentation is supplied and reviewed.

H. STAFF REQUIREMENTS: Transport Staff shall comply with the following requirements:

1. Display Photo ID and/or driver’s license at all times in the transport vehicles,

2. Demonstrate the ability to lift and carry up to fifty pounds,

3. Possess the ability to read, speak, comprehend, and communicate in English fluently,

4. Transport passengers with physical disabilities in a vehicle adapted for those needs per the Americans with Disabilities Act Title III Regulations, http://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.html and https://www.oa.pa.gov/Policies/md/Documents/505_7.pdf https://www.oa.pa.gov/Policies/md/Documents/505_25.pdf http://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm ensure that transport personnel have been trained to use non-Ambulatory vehicle/equipment when required to assist disabled passenger/claimant(s),

5. Allow service animals in the vehicle, as required,

6. Demonstrate compliance with current CDC recommended protocols for communicable diseases, as needed, and

7. Provide for their own personal protective equipment (PPE) for their use, if required.

I. PICK-UP AND TRANSPORTATION/COVERAGE AREA: The Commonwealth’s requirements transportation may include intrastate and interstate travel. Requested travel will originate from the alternate headquarters, District office or driver location but may extend to surrounding counties and regions, depending on OVR’s operational needs.

J. HOURS OF OPERATION: Suppliers must provide services between the hours of

7 am EST to 6 pm ET, Monday through Friday. However, business needs may warrant extended hours beyond 6 pm ET. Overnight stays may be required, per District Office designee approval.

In the event a driver is required for overnight travel, no relatives or spouses will be eligible to provide transportation for the DLI employee. DLI will reimburse the driver for lodging expenses, consistent with the Commonwealth’s travel policies. Drivers will be paid for 1.5 hours after check-in to the overnight accommodations. Drivers will not be paid for waiting periods for overnight stays after the initial 1.5 hours. Billable service resumes when the driver begins transporting the passenger the next day to his or her destination. Drivers may also be required to wait for the OVR employee during his or her driving assignment; wait times will be dictated by the Governor’s Minimum Wage

Enhancement rules.

K. TRANSPORT DUTIES:

1. The assigned transportation staff for the Awarded Supplier will arrive at the pick-up location no later than (15) minutes before the scheduled time. Additional lead time might be required for pick-up(s) within major metropolitan locations (i.e., Philadelphia and Pittsburgh).

2. The assigned transportation staff of the Awarded Supplier will transport and wait for the passenger in accordance with the terms of this IFB and the Pennsylvania

Governor’s minimum wage rules. The assigned transportation staff will only pick-up, drop off, and return the passenger to the pre-designated location(s) as directed by

District Office designee. Except for emergencies, under no circumstances can the

Awarded Supplier make any additional stops without the prior approval of the requesting office.

3. Services are to be provided with no charges to the passenger. The solicitation or acceptance of tips or any other type of gratuity is strictly prohibited.

4. In the event of an accident during an assignment, the Awarded Supplier must notify the referring OVR District Office within one (1) hour from the time of the accident.

5. OVR may request the awarded supplier to provide service to more than one passenger commuting to the same destination. In this event, the awarded supplier will only be paid a rate based on the trip distance, not the number of individuals included.

L. CANCELLATION, LATE ARRIVAL OR NO SHOW:

1. In the event of a cancellation originating from OVR, and if notice is provided to the transport staff less than three (3) hours prior to pick up time, the Awarded

Supplier will be compensated for one (1) hour of pay.

2. Should the Awarded Supplier not provide timely transport to the scheduled appointment, and the appointment is cancelled, it may result in a performance entry.

Instances of cancelled appointments will be reviewed on a case-by-case basis, and upon determination the Awarded Supplier’s hourly rate for that trip may be reduced by 50%. Repeated offenses greater than five (5) per year could result in a Contractor

Responsibility Program (CRP) performance entry.

3. In the event of a cancellation originating from the Awarded Supplier, notice of a need to cancel the transport will be provided no less than twenty-four (24) hours prior to pick up time and no compensation will be provided to the supplier. Should emergency situations arise requiring cancellation less than twenty-four hours prior to the scheduled pick-up, the supplier will notify the OVR District Office staff and immediately. Repeat offenses could result in a Contractor Responsibility Program

(CRP) performance entry.

M. PERSONNEL: Awarded Supplier(s) are expected to utilize standards of professionalism in all aspects of the performance of the contract. All personnel must be fully qualified for the performance of the task to which they are assigned. In the event of recurring and/or un-resolved personnel performance issue(s), the Commonwealth has the right to request that such personnel be replaced.

Notice of personnel changes (additions, deletions and/or changes in local, state or federal licenses/certifications, insurances) must be communicated to the L&I Contracting Officer within two (2) business days. In the case of deletions, the normal workload must be handled on a timely basis until replacements are hired and/or assigned to the project.

N. SERVICE LEVEL AGREEMENTS: The Commonwealth has developed a set of minimum Service Level Agreements (SLA), defined in the table below, which the

Awarded Supplier(s) are expected to meet, or exceed. The SLA’s may be reviewed by the

DLI Contracting Officer to identify any issues requiring immediate attention.

Performance

Metric

Performance

Target

Description Calculation Frequency of Review

Liquidated

Damages

Timeliness 95% Late Trips Number of late trips/total number of trips

Monthly 5% of each late trip

Appearance for assignment

95% Driver No-Show Number of driver no-shows/ total number of trips

Monthly 5% of total monthly invoice

The Awarded Supplier(s) will be allowed a thirty (30) day grace period during the implementation phase of the contract to “ramp up” services, without scoring on the performance metrics contained in the table set forth above. The tracking of the above performance metrics shall be completed by the passenger and provided to the District

Office designee for unsatisfactory performance in any given month. District Offices shall then send these metrics to the DLI Contracting Officer to ensure SLAs are met.

If the Awarded Supplier(s) does not meet the agreed Performance Targets, the following actions will be taken: (1) a discussion will take place between the Awarded Suppliers’ representatives and DLI Contracting Officer; (2) the Awarded Supplier(s) will be required to develop a corrective action plan to improve their performance; (3) the

Awarded supplier shall submit the corrective action plan to OVR within five (5) business days of the request to correct the issues within thirty (30) days of the date the corrective action plan is approved. If the corrective actions are not completed, the L&I Contracting

Officer will notify the Awarded Supplier(s). Failure to attain these standards may be cause for cancellation of the contract.

O. REIMBURSEMENTS: Mileage, Subsistence and Lodging will be reimbursed at the current rate as per Management Directive 230.10. Commonwealth Travel Procedures

Manual, Parking and tolls will be reimbursed at actual cost(s) based on the submission of appropriate receipt(s). http://www.oa.pa.gov/Policies/md/Documents/230_10.pdf

P. BILLING AND REPORTING REQUIREMENTS: The Awarded Supplier(s) shall submit invoices via the Expense Log (Attachment C) bi-weekly to a predetermined OVR resource account for services provided to passengers. The expense log shall list invoice date, PO number, supplier name and number, passenger’s name, and the date(s) of service.

The Expense Log must include a breakdown of charges, a detailed report of the services provided and include any necessary receipts, for which reimbursement is being requested.

See section on Reimbursements for further details. Awarded Supplier(s) may be required to produce records that disclose the extent and nature of the services provided.

http://www.oa.pa.gov/Policies/md/Documents/230_10.pdf

Upon request, the supplier must also produce monthly reports, to support performance as related to the SLA’s outlined in Section M.

Q. APPLICABLE LAW: The Awarded Supplier(s) must demonstrate knowledge and compliance with federal, state, and local regulations. In any event where the Awarded

Supplier(s) creates a scenario where the Commonwealth is found to be out of compliance with federal, state, and local standards, laws and regulations, the Awarded Supplier(s) will be liable and responsible for any damages (administrative, operational, monetary) suffered by using agency. All non-compliance issues and service deficiencies must be addressed, in writing, to the DLI Contracting Officer, to include a proposed solution, within forty-eight

(48) hours of supplier’s receipt of notification and the approved resolution must be in place within five (5) business days thereafter.

R. ENDORSEMENTS: Awarded Supplier(s) shall not advertise or publicize in any way a written or verbal endorsement that their equipment and/or services are being used by the

Commonwealth of Pennsylvania without the written approval of the Commonwealth.

S. SUBCONTRACTING: Not applicable for this project.

T. COMMONWEALTH HOLIDAY SCHEDULE: Commonwealth recognized or observed holidays include the following:

1. New Year's Day

2. Dr. Martin Luther King, Jr. Day

3. Presidents' Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veterans Day

10. Thanksgiving Day

11. Day After Thanksgiving

12. Christmas Day

U. OPTION TO ADD/REMOVE SUPPLIERS: The addition and/or deletion of any

Supplier(s) during the term of this Contract will be at the sole discretion of DLI. DLI reserves the right to issue a supplementary bid on a quarterly basis, or as required, to add suppliers during the term of the contract. Receiving a Contract is not a guarantee of work.

No work may be performed without the issuance of a Purchase Order.