36C24121R0099_1.docx

36C24121R0099

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

523-21-2-7051-0007 36C24121R0099 05-14-2021 Heather Smith Heather.Smith6@va.gov 603-314-4418 06-04-2021

10:00 AM

EDT

Department of Veterans Affairs Network Contracting Office 1 Contracting Office (90C) 1 VA Center Augusta ME 04330 X X 485991 $16.5 Million N/A X Department of Veterans Affairs Boston Health Care System 150 Huntington Ave Boston MA 02130 Department of Veterans Affairs Network Contracting Office 1 Contracting Office (90C) 1 VA Center Augusta ME 04330

All Invoices from the Contractor shall be submitted electronically as per VAAR Clause 852.232-72 Electronic Submission of Payment Request http://www.fsc.va.gov/einvoice.asp 877-353-9791 See CONTINUATION Page This solicitation is for the non-personal services of non-emergent transportation of beneficiaries of the Boston Healthcare System.

The contractor shall provide all labor, materials, tools, supervision, training, and safety measures necessary to meet the requirements of the Performance Work Statement herein.

The Government intends to award a firm fixed-price indefinite delivery, indefinite quantity (IDIQ) contract for one base year and four option years.

The guaranteed minimum award amount for this contract is $25,000.00. The maximum aggregate value of orders including option periods under this contract is $16,000,000.00.

All proposals must be submitted electronically to Heather.Smith6@va.gov. Questions must be submitted in writing by May 31, 2021. All questions will be answered via amendment to this solicitation.

See CONTINUATION Page X X X Ann Marie Stewart Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C241 Heather Smith Department of Veterans Affairs Network Contracting Office 1 Contracting Office (90C) 1 VA Center Augusta ME 04330

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

All Invoices from the Contractor shall be submitted electronically as per VAAR Clause 852.232-72 Electronic Submission of Payment Request http://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PERFORMANE WORK STATEMENT

General Overview

The Department of Veterans Affairs (VA) has a requirement to provide transportation services as prescribed by policies and procedures at Government expense to VA beneficiaries receiving care throughout the VA Boston Healthcare System and Bedford Massachusetts VA Medical Center to transport within Massachusetts and the surrounding states. The Department of Veterans Affairs requires the contractor to assist with the administration, coordination, and performance of each medical center’s transportation operation. The VA requires contractor services to transport VA beneficiaries safely and efficiently to and from medical appointments from the beneficiaries’ place of origin to a destination. The mode of travel is based on what is most economical and consistent with the patient ‘s needs. The contractor shall provide all equipment, personnel, supervision, and support to provide these transportation services.

Period of Performance: 12-month base plus 4 option years

Type of Contract: IDIQ

Estimated trips / month:

Boston Average: 2,500 Bedford Average: 463

Estimated Mileage / month:

Boston Average: 61,500 Bedford Average: 10,600

Estimated number of shuttle routes:

Boston: 4 Bedford: 4

Estimated Shuttle hours / month:

Boston: 25 hours per month Bedford: 25 hours per month

A. TASKINGS/SPECIFICATIONS

A1. Scope of Contract.

Contractor shall provide special mode via wheelchair van and shuttle transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. Most requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall be available to receive and respond to communications 24 hours a day and shall provide the Contracting Officer Representative (COR) with the means to do so. All services will be requested from the Boston VAMC or Bedford VAMC. The primary VA Medical Centers serviced under this contract include the major medical centers and community-based outpatient clinics (CBOCs) identified in section A.2 - VA Medical Facilities. Trips may also originate and terminate at any New England regional VA Medical Center, Community Care Centers, Non-VA Medical Facilities, or a patient’s residence.

This contract will provide scheduled and unscheduled Non-Emergent Transportation (NEMT) services for Veterans approved as travel beneficiaries. The contractor and any subcontractors will operate in accordance with the terms and conditions of this contract, applicable federal and state regulations, rules, statutes, and industry accepted quality standards identified in this performance work statement. No trips requests will be made directly by patients. All transportation requests will originate from authorized VA staff who will, in all cases, first verify eligibility. Authorized VA requestors will include case workers, transportation managers, Urgent Care Staff, or AOD, after hours. Prior to performance, the Contracting Officer or Contracting Officer Representative will provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. The VA will provide and update a list of those individuals authorized to request transportation. Requests from unauthorized individual will be returned back to the VA. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

The contractor shall have the ability to schedule, coordinate, and execute the estimated volume of 2,300 – 4,000 trips per month. The VA experiences seasonal shifts in transportation requests, the contractor shall adapt to these changes while maintaining performance standards identified in the Quality Assurance Surveillance Plan (QASP)

The contractor shall provide scheduled shuttle service between the Medical Center’s main facilities and Community Based Outpatient Clinics (CBOCs) Monday through Friday. The service requires drivers to have a Commercial Driver’s License (CDL) with passenger endorsements. The service shall include wheelchair accessible services as requested. Shuttle routes and drop off location needs may change and the company must accommodate the eligible veteran population.

The contractor shall provide, at its own expense, all other personnel requirements to perform the contract. Such employees shall not be employees of the VA. The contractor and subcontractors under the supervision of the contractor shall perform the entire contract services required hereunder. All personnel engaged in the performance of this paratransit contract shall be fully qualified to perform such contract services. All contracted employees are subject to appropriate background investigations to include SORI and Cori checks and Federal Health Insurance Portability and Accountability Act (HIPAA) and VA information security regulations.

The contractor shall notify the VA appointed Contracting Officer’s Representative (COR) if problems arise and adversely impact the performance of the contract. The COR serves as the primary point of contact for all administrative, process and performance communication. A meeting with the appropriate representatives from the VA transportation office and the contractor will be held prior to performance to ensure both parties of the performance requirements and expectations to be met under this contract.

The following facilities may require transportation of VA beneficiary’s transportation under this contract. All transportation will be requested by the Bedford VAMC or the Boston VAMC.

A.2 VA Bedford and Boston Medical Facilities

Bedford VA 200 Springs Road Bedford, MA 01730-1114

Gloucester CBOC 199 Main St.

Gloucester MA 01930 Haverhill CBOC 209-215 Summer Street Haverhill, MA 01830

Lynn CBOC 225 Boston St. Suite 107 Lynn MA 01904

Boston Healthcare System West Roxbury VA Medical Center 1400 VFW Parkway West Roxbury, MA 02132-4927

Jamaica Plain VA Medical Center 150 South Huntington Avenue Boston, MA 02130-4817

Brockton VA Medical Center 940 Belmont Street Brockton, MA 02301-5596

Causeway VA Clinic 251 Causeway Street Boston, MA 02114-2104

Quincy VA Clinic 110 West Squantam Street Quincy, MA 02171-2122

Framingham VA Clinic 61 Lincoln Street Suite 112 Framingham, MA 01702-8264

Lowell VA Clinic 130 Marshall Road Lowell, MA 01852-5130

Longer distance trips may include destinations of VA Medical Centers within New England. These trips are not recurring and will be scheduled as needed on an add on basis. As an example, these trips may include the following destinations:

Manchester VA Medical Center 718 Smyth Rd Manchester, NH 03107

White River Junction VA Medical Center 215 N. Main Street White River Junction, VT 05009

Northampton VA Medical Center 421 North Main Street Leeds, MA 01053

B. PASSENGER TRANSPORTATION SERVICES

B.1 The contractor shall furnish Non-Emergent Special Mode Transportation Services 24 hours per day, 7 days per week, including all holidays for all eligible patients including trips originating at one of the VA facilities or from the beneficiaries place of origin for return trips.

The VA Medical Centers providing services do not close during times of inclement weather. In case of inclement weather, the decision as to whether a VA Patient will be transported will be made mutually by the COR or designee, and the Contractor.

B.2 If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported.

B.3. Contractor drivers shall ensure proper loading/unloading techniques are always followed. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat. NO patient shall be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. Unique patient loading/unloading requirements will be communicated at the time of transportation request (e.g., for quadriplegic or multiple amputee patients). The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal.

B.4 The Contractor’s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient’s condition shall be communicated immediately to the VA Medical Center serving the patient. Emergent diversions to the nearest appropriate medical facility are allowed and shall be communicated to the VA immediately. All diversions from destination, emergent or otherwise, shall be reported by the contractor to the COR or authorized designee within 1 hour and followed up with a patient safety report for patient medical record.

B.5 Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the COR, or designee, at the VA, from 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:01 p.m. to 7:29 a.m.), weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at the admissions desk. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor.

B.6 Contractor’s driver shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, patients un-belting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day.

B.7 The Contractor may not transport non-VA contract beneficiaries or private-pay patients along with VA Beneficiaries under this contract unless in accordance section B.8 the VA has determined it in the best interest of the beneficiary. No beneficiary en-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise (e.g., vehicle breakdown). All such events must be reported to the COR and the station Travel Office. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract.

B.8 The Department of Veterans Affairs reserves the right to have an escort, such as a relative, or care provider of a beneficiary when it is determined by the VA that an escort is in the best interest of the beneficiary. There shall be no additional charge when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport the escort with the patient and will not be required to return the escort back to point of origin without the patient. The escort shall ride in a seat that provides for the proper seat belt restraints to be utilized.

B.9 The Department of Veterans Affairs reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract to prevent delays, cancellations, or dry runs. An authorized VA representative will inform the driver and the contractor of the change in patient being transported. There shall be no additional charge to the Department of Veterans Affairs when such changes occur.

B.10 The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required. The contractor shall immediately notify the COR, the VA Travel Department or if after hours, the Administrator on Duty (AOD) and provide justification for non-performance (such as when an alternate provider cannot be identified) and initiate the contingency/backup plan.

B.11 The contractor shall have a system in place to confirm trips with patients. If the system is an automated call there must be a mechanism for the patient to confirm the transport, ex. “press one to confirm”. If confirmation is not obtained by the standard system, the contractor shall contact the patient directly to confirm the transport. Any trip that results in a no show or cancellation due to patient confirmation not being obtained is at the responsibility of the contractor.

C. DRIVERS AND AUTHORIZED ATTENDANTS

C.1 All Contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor’s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check based on the mode of transportation as required by state and federal laws.

C.2 All Contractor’s drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request.

C.3 All Contractor’s drivers and attendants shall have passed the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request.

C.4 All Contractor’s drivers and attendants shall have the physical capabilities to provide mobility assistance to the patients when transporting. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. The contractor shall promptly replace any personnel removed from the performance of services. This determination will be at the sole discretion of the Contracting Officer/COR and will be based upon documented evidence.

C.5 All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Rehabilitation Medicine Service at the VA Medical Center, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients.

C.6 All Contractor’s drivers shall maintain a valid operator or chauffeur’s license, required to operate the type of vehicle necessary to perform the service, as required by the state in which the contractor is established. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract.

C.7 The COR, or designee, may require an attendant other than the driver to accompany a patient for wheelchair van and litter transports. The contractor is not required to provide the attendant.

C.8. Contractor drivers shall not text message or use any handheld electronic device while operating a vehicle.

C.9 The following acts are not permissible by drivers which provide services under this agreement or while on VAMC premises:

· Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding Dr.’s prescriptions which do not impair driving ability), while on duty or reporting for duty.

· Gambling in any form while on duty.

· Smoking tobacco, e-cigarettes, or vaping while on duty.

· Carrying of pistols, firearms, or concealed weapons while on duty.

· Resorting to physical violence to settle a dispute with a fellow employee(s), customer(s), or the general public while on duty.

· Spitting, or any other unsanitary, or offensive practice or behavior while on VAMC premises

· Use of loud, indecent, or profane language and/or making threatening or obscene gestures towards customers or other employees while on duty.

· Stopping for personal business, including use of a restroom, while a patient is in the vehicle.

· The driver shall not leave the vehicle with the key in the ignition at any time.

· Engaging a customer in a verbal confrontation to settle a disagreement should a disagreement arise, the driver is to communicate it to their dispatcher/supervisor.

· Soliciting or accepting tips from customers, companions, or others at any time.

D. CONTRACTOR EMPLOYEES, QUALIFICATIONS, AND CONDUCT

D.1 Contractor employees shall not be considered Government employees for any purpose. The Department of Veterans Affairs reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services he/she is required to perform and who violates Federal regulations or is identified as a potential threat to the security, safety, health and/or operational mission of the VA and its patient population. The restriction of such contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.

D.2 The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.

D.3 Contractor personnel performing services to the Department of Veterans Affairs shall maintain personal hygiene, wear clean, neat uniforms, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications (that associate the employee with the Contractor) shall be worn in clear view above the waist.

D.4 Each patient shall be treated with the utmost of respect and concern, with a professional approach to his/her dignity as an individual and patient. All communication, both verbal and non-verbal, by Contractor's personnel with and in the presence of the patient, will be conducted in a professional manner. The Contractor's personnel shall practice the utmost discretion when discussing the patient's condition with hospital professionals in the presence of the patient, relatives, and/or caregivers.

D.5 All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County, and local government entities from the place in which they operate. Contractor personnel shall always meet these qualifications while performing contract services. Record of each employee as to name, level, and certification to perform the duties a driver or attendant shall be maintained and made available for inspection upon request. The VA requires that all contractor personnel receive a physical verification of safe driving record and drivers check every 2 years, and safety training one time per year.

D.6 During the contract period of performance, if the Contractor proposes to add on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing, and any other qualifications to the designated COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

D.7 Contractor will provide to the Contracting Officer within seven (7) days of award Contractor’s processes and procedures for ensuring all state and local regulations are met for the modes of transportation provided under this contract.

D.8 Drivers shall have a valid operator's or chauffeur's license in accordance with Federal, State, and local government requirements for their place of operation for the services they perform.

D.9 All attendants/van drivers on duty shall have successfully completed the Standard and Advance First Aid Courses of the American Red Cross, U.S. Bureau of Mines, or equivalent. Proof in the form of a current or unexpired certificate that such first aid training has been successfully completed must be available upon request.

D.10 The Contractor shall not dispose of any hazardous materials including but not limited to materials that are radioactive, flammable, explosive, corrosive, oxidizing, asphyxiating, biohazardous, toxic, pathogenic, or allergenic at any Department of Veterans Affairs premises or any location arrived at in the performance of this contract.

E. ORDERS

E.1 To the extent possible transportation requests will be made by 4:30pm the day prior for the next day’s services; however, service providers must be able to accept requests for same day services. The following information shall be provided by the VA to the contractor:

E.2 All requests for transportation services be responded to by an employee of the contractor during the on hours of 6am to 8pm Monday through Friday within 45 minutes.

· All after hours calls shall be responded to within 60 minutes of call being placed.

· All request for information should be responded to within 24 hours.

· All requests for historical data of transportation services must be responded to within 72 hours.

E.3 The Contractor shall, always during the contract period, have on his/her premises a functioning fax machine dedicated to communicating requirements with the Department of Veterans Affairs.

E.4 The Contractor shall identify a specific e-mail address or any other mode of electronic communication available for their company to communicate with the Department of Veterans Affairs. The use of any electronic communication system shall be mutually agreed upon after award of contract before any communications are completed in this manner.

E.5 In the event that a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. The rescheduled trip will not be billed for by the contractor. The VA shall notify the contractor when these cases are identified.

E.6 The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed defined report (e.g., spreadsheet) that includes the patients name, date and time of each trip, mileage, number of passengers in the vehicle during the trip, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact Travel Section with any questions, requests for clarification, or the need for additional information at the VA travel office during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD.

E.7 Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD.

E.8 Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall ensure add-on; unscheduled trips will not conflict with scheduled transports arriving at their destination timely.

E.9 The Contractor shall notify Travel, upon the Travel Clerk or Authorized Representative’s request, of the estimated time of arrival for any vehicle en-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify Travel, by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment.

E.10 Waiting time: Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. A reasonable wait time is defined as fifteen (15) minutes prior to the time waiting charges commence. The rate for transportation services shall include a fifteen (15) minute waiting grace period at origin and destination. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate indicated in the schedule for each quarter hour (15 minutes) from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer’s Representative (COR) as soon as the driver expects to claim reimbursement.

E.11 Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations. Payments for trips in which the patient is transported are limited to “one way only”, “patient loaded” miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to “no load” trips.

E.12 If the COR or designee, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below, paragraph G, for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, plus the rider charge for an additional patient as agreed upon in the contract.

E.13 When more than 1 (one) patient is transported a single vehicle, the longest distance transported may be claimed in addition to the base rate for one patient plus the established rider base rates for the remaining patients. Trip Mileage shall not be charged for each patient being transported in a single vehicle. Trip mileage shall be determined in accordance with the current Microsoft Bing Map internet version. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government.

F. PATIENT PRIVACY AND CONFIDENTIALITY

F.1 Because the Contractor will have potential access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) and is considered a covered entity, the Contractor is subject to regulations and guidelines issued by the Department of Health and Human Services (HHS), as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”), and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”); and whereas, Department of Veterans Affairs Veterans Health Administration is a “Covered Entity” as that term is defined in the HIPAA implementing regulations, 45 CFR 160.103.

F.2 As a covered entity, the Department of Veterans Affairs (VA) is required by law to obtain satisfactory assurance of a Business Associate and that the Business Associate appropriately safeguards protected health information it receives or creates on behalf of the covered entity. Contractors and any subcontractors must adhere to the provisions of Public Law 104-191, HIPAA of 1996 to include the Administrative Simplification Provisions of the law and associated rules and regulations published by HHS. The Contractor shall comply with all HIPAA-related rules and regulations to include Electronic Transactions, the Standards for Privacy of Individually Identifiable Health Information, and the Security Standards. This includes both the Privacy and Security Rules published by HHS. As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department Veterans Affairs is the Veterans Health Administration (VHA).

F.3 Contractor shall be required to sign Business Associate Agreement (BAA) as mandated by HIPAA. Business associates must follow VHA privacy policies and practices as defined in the BAA. All contractors and business associates must receive privacy training annually. For contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirements of HHS Standards for Privacy of Individually Identifiable Health information as determined by VHA. For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required.

F.4 Any violation of HIPAA will be reported to the Contracting Officer in writing within twenty-four (24) hours of the Contractor’s discovery of an occurrence. Included in the report will be a description of the occurrence, patient names (if known), location, date, and time. A copy of any filed police report will be provided by the Contractor to the Contracting Officer within twenty-four (24) hours of completion.

G. NUMBER OF PATIENTS

It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in Section E.

H. VEHICLES:

H.1 The Department of Veterans Affairs reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, State laws, rules, regulations, and guidelines governing passenger and emergency medical transport vehicles. Inspections of contractor vehicles or equipment shall in no way constitute a warranty by the Department of Veterans Affairs that the contractor's vehicles and equipment are properly maintained. Criteria is identified as state laws, rules, regulations, etc. Even though the vehicles are owned and operated by subs the government reserves the right to inspect.

H.2 The Department of Veterans Affairs reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the government.

H.3 Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications at all times during the performance of this contract and shall contain:

· An emergency safety kit (e.g., bio-hazard spill kit; first aid kit; two flashlights; two sanitary blankets for patient comfort),

· Fire suppression equipment

· Appropriate road emergency warning equipment (e.g., reflective triangles).

· Written emergency procedures.

· Protective clothing required for the protection of contractor employees where patient care is expected, such as - i) gowns, ii) gloves, iii) masks, etc

H.4 All vehicles are to be equipped in accordance with the laws and regulations promulgated by the respective states of service. Radios (or cell phones) shall be adequately powered to provide communication within the regional area as a minimum.

H.5 All vehicles must remain locked when not attended by Contractor employees to avoid unauthorized entrance. Vehicles (when not attended) shall NOT remain running, due to exhaust fumes.

H.6 Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules and regulations.

H.7 The wheelchair van transport vehicle shall be of model and make to insure safe and comfortable transportation of wheelchair bound patients. Each vehicle shall be so configured as to hold a minimum of two (2) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of 4-point restraints for all wheelchair positions. All positions shall be seated facing the front on front mounted seats or rear on rear mounted seats of the vehicle. No patients may be transported on side mounted seats. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential safety feature shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented, and records provided upon request by the Contracting Officer. Wheelchair vans must be designed so that patients are restrained by a seat belt at all times when the vehicle is in motion.

H.8 The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the state for safe operation of raised roof vans or lowered floor ramp wheelchair vans.

H.9 Raised roof wheelchair vans shall have the following minimum characteristics:

· Wheelchair vans equipped with a wheelchair lift shall be equipped with the following:

· A safety bar and wheel catch (e.g., rollback stop) secured to the outside perimeter of the lift to prevent the wheelchair from rolling off.

· The lift controls will be located in such a position that the operator can work the controls while keeping one hand on the wheelchair at all times and ride the lift with the patient during loading and unloading.

· The lift shall operate in such a manner that when going up or down it will remain parallel with the ground.

· The lift shall have slip-proof surface.

· All lowered floor ramp wheelchair vans shall be equipped with the following:

· Must have ADA compliant interlock

· Must have ADA ramp and door entrance lighting

· Must have emergency rear hatch release

H.10 Use of the lowered floor ramp wheelchair van versus the raised roof wheelchair van will be determined by the contractor based on the individual needs of the VA patient.

H.11 All vehicles shall be equipped to allow for direct communication at all times between the drivers, the contractor, and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication.

H.12 All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s well-being.

H.13 All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) clean and sanitary blankets for patient comfort.

H.14 All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage; odor, debris, and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the contractor’s establishment and made available for inspection upon request.

H.15 All vehicles shall be smoke free and provide the proper ventilation for the patient.

H.16 All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs.

H.17 The Contracting Officer reserves the right to prohibit specific vehicles from being used to perform transportation services under this contract. This determination will be at the sole discretion of the Contracting Officer and will be based on documented evidence.

H.18 Each vehicle shall be equipped with flashing warning lights activated by the opening and loading doors and a properly functioning audible back-up signal.

H.19 The contractor shall transport patients authorized for transport by the VA, which shall include bariatric patients that may require more than one person to lift.

I. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

The contractor shall establish and maintain quality control program to ensure all contract requirements are met. The Contractor’s QCP shall include the following or have incorporated into during performance of the contract, at a minimum:

· An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

· On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

· The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

· The contractor shall maintain on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The contractor shall institute methods to identify and prevent vehicle breakdowns, with detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle.

· The contractor shall maintain on-site records documenting satisfactory background checks, physical capabilities, certifications, and ongoing training of each employee performing services under this contract.

· The contractor shall have methods of identifying and preventing communication breakdowns and provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown.

· The contractor shall maintain on-site records of any complaints or problems with procedures taken to allow for corrections and/or elimination before effects caused interruption of contract performance.

· The contractor shall participate in quarterly scheduled and/or unscheduled conference calls with the VA representatives to provide a report of on-going operational issues.

· The contractor shall have a system that verifies the licenses and driving records of individuals operating the vehicles. The contractor shall make this information available for review by the VA upon request.

J TOLL CHARGES

It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on the Contractor’s invoices.

K. PERFORMANCE STANDARD

Contractor must maintain a 99% satisfaction rate per 100 scheduled trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than one (1) valid complaint per 100 scheduled trips. The validity of any complaint shall be determined by the COR before being marked against contractor performance. Performance tracking will be monitored by the COR on a quarterly basis.

L. TUBERCULOSIS TESTING

L.1 Contractor must provide evidence of negative PPD test within fourteen (14) calendar days prior to an employee with direct patient contact beginning service and annually thereafter.

L.2 Contractor must provide medical evidence that employee is disease free for those employees having a positive PPD.

L.3 In no circumstance will an employee or driver be allowed to begin duty without prior submission of the required testing certification.

M. HEPATITIS B VACCINATION

M.1 The employer shall make available the Hepatitis B vaccine and vaccination series within ten (10) days of employment to all contract employees who have direct patient contact and follow-up to all contract employees who have an exposure incident

M.2 Contractor shall bear all costs associated with vaccinations.

M.3 VA Form 10-5549c, Information about Hepatitis B Vaccine (Recombinant), Consent Form, or VA Form 10-5549d. Hepatitis B Vaccine Declination (Mandatory) (Attachment B) shall be submitted to the Contracting Officer within thirty (30) days of waiver, or completion of the first in the series of the Hepatitis B Vaccine, and at completion of the vaccination series.