36C24122R0078 0002.docx

36C24122R0078 Amendment 0002

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

None

Department of Veterans Affairs Network Contracting Office NCO 1 Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

Department of Veterans Affairs Network Contracting Office NCO 1 Contracting Officer (90C) 940 Belmont Street Brockton MA 02301 To all Offerors/Bidders

36C24122R0078 06-03-2022

X x x

The purpose of this amendment 0002 is to provide answers to questions issued during the question period and to extend the submission of offer seven (7) days. June 20, 2022 at 1400 hrs.

Attachments:

Questions 36C24122R0078 Amendment 0002 Performance Statement of work Amendment 0002- Highlighted changes

All other terms and conditions remain in full force and effect.

Paul Addorisio Contracting Officer

VA-VHA-2020-836BE8FE

36C24122R0078 Amendment 0002 Questions

1. Block number 20 on page one of the solicitation contains the statement, “see Continuation page. We do not see a continuation page for Block number 20.

Answer:

This is solicitation, and that Statement is for the Accounting and Appropriation will be completed when awarded.

2. Block number 20 on page on of the solicitation does not state the minimum award amount or the Maximum aggregate value of the order as it did in the previous solicitation.

Answer:

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 $25,000,000.00

3. The Solicitation states that the response is due on June 6, 2022. The General information section of the Solicitation Announcement states that response is due on June 12, 2022. Please Clarify the due date.

Answer:

· Amendment 0001- Changed the response date to June 13, 2022

· Note: Current- Amendment 0002- adds 7 days- due June 20, 2022.

4. Provide the Current number of trips provided per day.

Answer:

The yearly values are listed in the line items for the base year and option years. Daily values will vary based on need.

5. Please Provide invoices for three recent months of Service.

Answer:

This requirement is a newly created Performance Statement of Work and solicitation and requirements.

6. Sec A.1 states that “A Connecticut Department of Transportation (DOT) livery permit is required to perform on this contract.” However, Sec A-3 (c) discusses van types in taxicab service. Are contractors permitted or required to use taxicabs to provide services in this contract?

Answer:

Vehicles are to be equipped for wheelchairs, bariatric, handicap accessibility in accordance with Connecticut Department of Transportation Regulations.

7. Sec A.1 Bullet #4 requires a FMCSA and MC number for interstate transports. Wheelchair vans or other vehicles that carry 8 or fewer passengers are not required to obtain FMCSA operating authority and its associated requirements. Please clarify if this is a VA requirement for this contract (we can cite numerous other VA contracts that do not add this additional requirement).

Answer:

Required for transports outside of the State of Connecticut.

8. Sec A.3 requires all vehicles servicing this contract to have 72” headroom, which eliminates using lowered-floor, fuel-efficient wheelchair minivans. These lowered floor ADA minivans meet all applicable DOT, FTA, and ADA regulations for this service. Is the contractor permitted to use any combination of differently sized vehicles in order to provide excellent service with maximum efficiency and reduced operating costs?

Answer:

Lowered Floor ADA Minivans can be used for a portion of services, but there is higher percentage of need for the 72” requirement to meet the various modes and equipment of the beneficiaries being transported.

9. Sec A.3 (c) requires a step well in the passenger front door area of the vehicle only for vehicles in taxicab service. What is the reason for that requirement since the same vehicle registered as livery would not need to meet that requirement? We suggest that you eliminate (c) because stepwells are included in vehicle types due to floor height rather than being required by the type of service. Stepwells are of no benefit to ADA minivans.

Answer:

Required per CDOT regs based on the vehicle size/type.

10. Also, A.3 (d) states “when a wheelchair lift is provided”, but B.3 says “Beneficiaries in wheelchairs shall be loaded onto lifts.” Please confirm that this is not meant to exclude ramp vehicles in favor of mechanical lifts.

Answer:

Confirmed, means of moving patient into vehicle depends on the vehicle type, and mode of access to vehicle. Ramps are not excluded for lowered ADA type vehicles.

11. Sec B.4 states: “Assistance in maneuvering stairs and other barriers” may require providing a special wheelchair and/or additional attendants to safely assist some patients. Is it your intent that our base proposal cover all such possibilities?

Answer:

Yes, this varies based on the Patient requirements at the home and or entry to the facility.

12. E.1 Please advise if we can receive requests for service in excel spreadsheet form transmitted by encrypted email. This is most efficient and the best way to avoid transcription errors.

Yes, the requirement shall be sent and received by encrypted email and or FAX.

13. E.7 Please confirm that Payments for authorized trips in which the beneficiary declines to be transported (through no fault of the contractor) or in which the beneficiary cannot be found, shall invoiced to the Base Rate (per Trip), plus additional miles to the pickup point if beyond the 25-mile radius.

Answer:

Yes, listed in the Definitions: No Service or No load

14. I. TOLL CHARGES Please clarify whether toll charges are to be included in our prices or if actual toll charges are to be billed in addition to the prices.

Answer:

Tolls are included in the base rate.

15. Please also provide the following information:

· Number of vans currently being used to cover the contract.

Answer:

This is a new Performance Statement of work and requirements, offers are to determine the best possible solution to meet requirements of the PWS and CLIN values.

· Number or percentage of trips in the current contract that are multiloaded.

Answer:

This is a new Performance Statement of work and requirements, offers are to determine the best possible solution to meet requirements of the PWS and CLIN values. This is a case-by-case situation and varies during the year, the percentage is fairly low.

· Number of bariatric transports in the current contract.

Answer:

This is a new Performance Statement of work and requirements, offers are to determine the best possible solution to meet the PWS. This is a case-by-case situation and varies during the year, the percentage is fairly low.

· Monthly number of trips and price by CLIN for each of the last 4 months.

Answer:

This is a new Performance Statement of work and requirements, offers are to determine the best possible solution to meet the PWS. And the Estimated 12-month total is included in Line items.

· Total billings for the last 12 months of the current contract.

The values in the CLINS of the solicitation are the estimated number of trips for this new Performance Statement of Work and has different CLIN values.

16. Performance Work Statement pg 6, B.2, "The contractor shall provide all equipment, personnel, supervision, and support to provide these transportation services for performance to start on or about July 30, 2002, with 30 days provided for ramp up and placement of equipment.” Please clarify if the 7/30 contract start date is with a 30-day ramp up and the first trip given 8/30, or if the 30-day ramp up begins approximately 7/1 with the first trip given 7/30.

Answer Awarded Contract and 30 days allowed to for the placement of equipment. Means that the Contractor should be fully functional prior to 30 days after award of the contract to be able to perform all requirements of the PWS.

17. Vehicle Requirements pg 8, Sec A.3, CT State Reg13b-96-46 - Special specifications for van-type vehicles (11/3/2000). Appears to be written for large vans equipped with hydraulic lifts. Can smaller wheelchair-accessible vehicles that comply with state, federal, ADA, CT DOT, and DMV regulations be used for this contract?

Answer:

Lowered Floor ADA Minivans can be used for a portion of services, but there is higher percentage of need for the 72” requirement to meet the various modes and equipment of the beneficiaries being transported.

18. General pg 11, C.2, "All Contractor's drivers 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." This requirement has been waived in other jurisdictions for non-ambulance trips, would VA consider waiving this requirement for non-ambulance transports for this contract?

Answer:

The VA will require the American Red Cross First Aid Course for all drivers.

19. Orders pg 12, E.1 "Requests for services contain last 4 digits of Social Security Number "To protect personal identity, we do not currently collect or store Social Security Numbers. Would the VA consider assigning a different identifier to beneficiaries for this transportation program, as has been done in other Answer:

The VA medical record systems use the Social Security number as an Identifier, all communication shall be email encrypted or faxed. (Secure mode of sending documents)

20. Orders pg 12, E.1 states "All requests by telephone must be answered by an employee of the contractor during the on hours of 6am to 8pm Monday through Friday” on page 8 of this RFP (B.1) it states "The majority of requests for service will be between the hours of 6:00am an 6:00pm Monday through Friday" Please clarify whether telephone requests must be answered, live, by an employee of the contractor until 6pm or until 8pm Monday through Friday.

Answer:

The Contractor shall answer “live” by and employee of the contractor, 6am to 8pm.

21. Quality Control pg 14, H. CONTRACTOR's QUALITY CONTROL PROGRAM (QCP) The RFP states, "The Contractor's QCP shall include the following or have incorporated into during performance of the contract at a minimum" but the requirements are not listed in this section. Please clarify what the minimum requirements for the QPC include.

Answer:

Sow is corrected and included in amendment 0002, Highlighted.

22. Work site pg 16, M THE JOINT COMMISSION COMPETENCY REQUIREMENTS: "The Contractor shall be responsible to ensure that contractor employees (and/or subcontractor employees) coming to the work site shall receive the information required to perform their duties" Please clarify whether this section and the 'work site' applies to sites that do not have contact with a beneficiary or a VA facility, such as a separate contact center.

Answer:

This applies to all involved with working with the VA.

23. Minimum aggregate value pg 24, B.2 PRICE COST/SCHEDULE. Grand Total. Is there a guaranteed minimum aggregate value, including option periods, for this program?

Answer:

See Question 2 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 $25,000,000.00

24. Maximum Aggregate Value pg 24, B.2 PRICE COST/SCHEDULE. Grand Total. Is there a maximum aggregate value, including option periods, for this program?

Answer:

See Question 2 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 $25,000,000.00.

25. Compliance on Subcontracting

The prior-issued RFP contained Section D.4. Compliance on Subcontracting (on page 45); will that section apply to this RFP?

This is a new solicitation and not part of the RFP.

B.2 PERFORMANCE WORK STATEMENT

Amendment 00002

General Overview:

Contractor shall provide assisted transportation (wheelchair van) service for the beneficiaries of the Department of Veterans Affairs Connecticut Healthcare System. The VA requires contractor services to transport VA beneficiaries safely and efficiently to and from medical appointments from the beneficiaries’ place of origin. The contractor shall provide all equipment, personnel, supervision, and support to provide these transportation services for performance to start on or about July 30, 2002, with 30 days provided for ramp up and placement of equipment. All services will be provided in accordance with the terms and conditions of this contract, applicable federal and state regulations, and industry accepted quality standards highlighted in this Statement of Work. The Government intends to award a Fixed Price option year contract. This contract shall be awarded as an IDIQ type contract for a period of One (1) base year with options for four (4) One (1)-year periods.

Locations:

Community Based Outpatient Clinics (CBOC):

Definition(s):

Add on service:

Service not pre-scheduled but provided to the contractor daily requiring a 30 minute response time or better. These are services which are needed after the scheduling deadline provided by contractor (i.e., emergency room runs, clinic add on appointments, transfers to or from other facilities.)

Administrative Officer of the Day (AOD):

VA employee who acts as the administrator during all hours that are not normal working hours. Normal working hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding holidays.

Base Rate:

Base rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under the contract action, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included herein), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations will be updated each option year when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips.

Beneficiary:

Veterans and other members determined to be eligible for travel benefits by the VA.

Contracting Officer:

VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR):

A person delegated by the Contracting Officer to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed Under contract.

Mileage Rate:

Mileage rate for transportation services is the rate paid for each mile traveled beyond the Base Rate. This rate applies to one-way transportation as well as no load trips outside the 25-mile radius of the West Haven Campus or the Newington Campus. In no event shall the Contractor receive this rate for miles traveled within the 25-mile radius

Mileage Threshold:

The mileage threshold is defined as a 25-mile radius of the West Haven Campus or the Newington Campus using MapQuest internet (http://www.mapquest.com) quickest route computations. For all one-way trips and no loads within a 25-mile radius of the West Haven Campus or the Newington Campus the contractor will receive the Base rate awarded for that trip. In addition to the base rate, the contractor will be paid for milage outside the base rate. In no event shall the Contractor receive reimbursement for mileage charge for any mileage inside the 25-mile radius of West Haven Campus or the Newington Campus.

No service or no-load charge:

A no service or no load will be charged at the base rate and any milage beyond the base rate mileage threshold. This is applicable when a driver is dispatched to pick up a beneficiary and for various reasons, the run is not completed, at no fault of the driver. A no service form will be completed by the driver and submitted to COR or designee (staff who approved the no-service) for signature/concurrence. When the VAMC travel office provides reasonable notification, the no-load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation 30 minutes prior to pick up time for trips within 25-mile radius and prior to driver departure for trips beyond 25-mile radius.

Prorated trips:

Any trip in which more than one veteran is transported by a single driver, allowing only the mileage to be claimed to the farthest destination of the run.

Waiting:

Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the Contractor to wait at designated pick-up and/or delivery points in performing contract services. Waiting will be charged in Fifteen (15) minute increments after the grace period.

Waiting Grace Period:

The waiting grade period is defined as Fifteen (15) minutes prior to the time waiting charges commence. The base rate for transportation services shall include a Fifteen (15) minute waiting grace period at origin and destination.

A. VEHICLES:

A.1 VEHICLE LICENCE REQUIREMENTS:

Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Successful offeror shall meet all requirements of Federal, State, or City codes regarding operations of this type of service at the time of award. A Connecticut Department of Transportation (DOT) livery permit is required to perform on this contract. Further, all vehicles must be equipped with all items specified by Federal 49 CFR parts 27, 37, and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinance codes, rules, and regulations.

· Each livery vehicle requires special L plate registrations.

· General livery (GL) or Restricted Governmental Livery Permit

· Connecticut DOT Permit

· Livery vehicles are required to travel between CT and other states. Vendor is required to have FMCSA (USDOT# and MC#) and is required to register their FMCSA (USDOT# and MC#) with CT DOT.

A.2 INSPECTION OF CONTRACTOR FACILITIES/VEHICLES:

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. 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.

Contractor is to adhere to the Connecticut Department of Transportation Taxicab Rules of Operation, provided below:

https://www.bing.com/newtabredir?url=https%3A%2F%2Fportal.ct.gov%2F-%2Fmedia%2FDOT%2Fdocuments%2Fdptransportation%2FTaxicabRegulationspdf.pdf

A.3 VEHICLE REQUIREMENTS:

All wheelchair equipped, modified vans shall have minimum headroom of seventy-two (72) inches and a minimum aisle width of fourteen (14) inches. (b) The rear door shall be permanently unobstructed. (c) Each van type vehicle in taxicab service, authorized for the transportation of wheelchairs, shall also include a step well located at the front right-side entrance of the vehicle. (d) When a wheelchair lift is provided, a wheelchair lift light, which illuminates the lift device and the area outside the vehicle in front and to the side of the lift, shall be provided and shall operate automatically when the side doors are opened.

B. PASSENGER TRANSPORTATION:

B.1 Contractor shall provide 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. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. Contractor shall transport beneficiaries to or from any pickup point, to or from any floor, ward, nursing home, beneficiary’s home, medical center facility, appointment area or office. Any personal belonging that the transporting beneficiaries leaving the healthcare facility have (e.g., walkers, shower chairs, wheelchairs, suitcase, luggage, boxes) will also be transported. The contractor shall provide the VA Medical Center with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. Wheelchair drivers shall report to and sign in at designated locations at VA Connecticut as follows:

West Haven Campus:

24 hours per day/7 days a week Travel Office-Building 2 1st Floor, Room 183

Newington Campus:

07:00 am to 4:30 pm M-F Travel Office building 1 First floor room 2C-1108

B.2 If a beneficiary being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the beneficiary 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 beneficiary who refuses to be properly secured while being transported.

B.3.

Contractor drivers shall ensure proper loading/unloading techniques are followed at all times.

Beneficiaries in wheelchairs shall be loaded onto lifts, ensuring all safety systems are working properly, e.g., roll back stops, and the driver must ride the lift with the beneficiary during loading/unloading Beneficiaries in motorized scooters MUST transport to a vehicle seat. NO beneficiary shall be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. 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 Contractor shall provide “through the door” assisted service for all beneficiaries to and from their designated appointments. Beneficiaries shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All beneficiaries shall be always attended by an authorized responsible party. Assistance in maneuvering stairs and other barriers shall be provided by the driver when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle. When the beneficiary is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the beneficiary’s arrival by the Contractor’s driver.

B.5

WEST HAVEN CAMPUS

The Contractor’s driver shall observe the beneficiary during transport. Any indication of a significant change in the beneficiary’s condition (i.e., sudden onset of rapid or labored respiration, complaints, or chest pains, etc.) shall call 911 then communicate condition immediately to the VA Medical Center, The West Haven number is (203) 932-5711, ext. 3327 or ext. 4702 regular hours (M-F, 8:00 a.m. - 4: 30 p.m.) and ext. 3131 after hours. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD). All diversions from destination will be reported to the COR or designee. The contractor shall revalidate this contact telephone number and all telephone contact numbers (e.g., COR AOD, etc.) Weekly.

NEWINGTON CAMPUS

The Contractor’s driver shall observe the beneficiary during transport. Any indication of a significant change in the beneficiary’s condition (i.e., sudden onset of rapid or labored respiration, complaints, or chest pains, etc.) shall call 911 then communicate condition immediately to the VA Medical Center, The Newington number is (860) 66-6951, ext. 6318 or ext. 6349 or ext. 6769 or ext. 5024. regular hours (M-F, 8:00 a.m. - 4: 30 p.m.) and (203) 932-5711 ext. 3131 (West Haven) after hours. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD). All diversions from destination will be reported to the COR or designee. The contractor shall revalidate this contact telephone number and all telephone contact numbers (e.g., COR AOD, etc.) Weekly.

B.6 Should the Contractor’s driver encounter any problems with transporting of beneficiaries, the driver shall contact the COR, or designee, from 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 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.7 Contractor’s driver shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, beneficiaries unbolting themselves and other such incidents that occur. which involve any VA beneficiary 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.8 When there is a need to transport medical records with the beneficiary; the Contractor’s driver shall assure that the locked carrying pouch containing the records is secure and delivered with the beneficiary to the destination.

B.9 RESTRICTIONS:

The Contractor may not transport non-VA contract beneficiaries or private pay beneficiaries with VA Beneficiaries under this contract. 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. All such events shall be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any beneficiary transport under this contract.

B.10 While transporting VA beneficiaries under this contract, only authorized drivers beneficiary’s family member or beneficiary’s representative, shall be allowed in the vehicle.

B.11 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 VA or designee and provide justification for non-performance and initiate the contingency/backup plan.

C. DRIVERS

C.1 All Contractor’s drivers 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, and the Contractor’s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers while performing any aspect of service prescribed in this contract. 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 to the maximum extent permitted by law.

C.2 All Contractor’s drivers 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.4 Contractor staff shall perform such duties that require the use of the above training and certification, i.e., transferring beneficiaries, helping transfer beneficiaries, as needed.

C.5 All Contractor’s drivers shall have the physical capabilities to provide special assistance to the beneficiaries when transporting beneficiaries to the medical center, private residence, nursing homes, etc. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of beneficiaries 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.6 All drivers, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Medical Center, the individual ability to safely load and unload beneficiaries, and the proper techniques and procedures to be followed during transportation of beneficiaries.

C.7 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 of Connecticut. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract. Drivers are required to have a background check from the Connecticut DOT and each of the Drivers Licenses identified with an F Endorsement on their licenses so be sure to call the Connecticut DOT and verify their process and identify both acceptable driver identifiers and include in the contract.

C.8.

While the vehicle engine is in operation, operator telephone, radio, or wireless communications shall occur only via hands free headset, microphone, or other “hands free” apparatus.

D. CONTRACTOR CONDUCT:

D.1 The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor’s employees, and Contractor’s representatives shall treat each beneficiary with respect, concern, and a professional approach to Beneficiary’s dignity as an individual and as a beneficiary. All communication both verbal and non-verbal by the Contractor’s personnel, with and in the presence of the beneficiary, shall be conducted in a professional manner.

D.2 The Contractor’s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor’s personnel while said persons are at or on the grounds of the medical center.

E. ORDERS:

E.1 Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via facsimile or telephone. These requests will be communicated by the Travel Section, VA Connecticut Health Care Service, no later than 4:00 p.m. prior to the day the transportation is required. The requests will contain the following:

· Information shall be provided by the VA to the contractor:

· Beneficiary name (first and last name)

· Last 4 digits of Social Security Number

· Pick up point (include address, telephone #, city, state, building and/or room number if applicable

· Destination (include address, telephone #, city, state, building name)

· Time of pick up

· Support required or items to accompany, (escort, other items)

· Additional information as needed (whether there are papers, medications or other items to be transported with the beneficiary and location of those items)

· Including any specific physician instructions

· Type of Transport, I.e., Bariatric, width or height requirements.

All requests by telephone must be answered by an employee of the contractor during the on hours of 6am to 8pm Monday through Friday.

A listing of VA personnel authorized to communicate the arrangement of Wheelchair Van services will be forwarded to the Contractor after award of contract. Updated listings shall be provided to the contractor when required during the term of the contract.

In the event a beneficiary misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified.

Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor. Also see Paragraph B.9. Restrictions.

The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the beneficiary’s name and the last four digits of their social security number, date and time of each trip, mileage, 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 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.2 Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log shall be communicated in writing by facsimile or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within a reasonable time (established as 30 minutes) after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. The COR may allow some flexibility in the 30-minute response time. The VA shall be the sole judge in determining when to order service from another source.

E.3 Contractor shall give higher priority in transporting VA Beneficiaries that have scheduled trips.

Contractor shall ensure add-on trips shall not conflict with scheduled transports arriving at their destination timely.

E.4 In case of inclement weather, the decision as to whether or not a VA Beneficiary shall be transported shall be made mutually by the COR or designee, and the Contractor.

E.5 The Contractor shall notify Travel, upon the Travel Clerk’s or AOD’s request, of the estimated time of arrival for any vehicle en-route to pick-up a VA Beneficiary 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 Beneficiary to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor’s call.

E.6 WAITING TIME:

The VA Medical Center shall make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time shall not apply to the reasonable amount of time required for escorting the beneficiary to the vehicle, loading and securing beneficiary in vehicle, or unloading and delivering the beneficiary to the authorized caregiver or specified destination area. Fifteen (15) minutes is routine. 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 shall be reimbursed at the rate quoted in the Price/Cost Schedule for each quarter hour or fraction thereof in excess of Fifteen (15) minutes from the time the driver reports to the designated person. For the Contractor to invoice for Wait Time, the Contractor must utilize a GPS tracking system that documents the time of arrival at the pick-up point and time of departure. This documentation must be submitted with the invoice for COR Approval of Wait Time charges.

E.7 Payment for trips, performed under the contract shall be issued on the Base rate (per trip) to specific locations. Payments for trips in which the beneficiary is transported are limited to “one way only”, plus addition miles beyond the 25-mile radius. Payments for authorized trips in which the beneficiary declines to be transported (through no fault of the contractor) or in which the beneficiary cannot be found, shall invoiced to the Base Rate (per Trip).

E.8 The only exception to compensation for miles beyond the 25-mile radius is when beneficiary is picked up from a remote location and dropped off at a remote location. For Example: Beneficiary is picked up from home in location outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment. Contractor incurs wait time while beneficiary completes his/her appointment and mileage to transport beneficiary back home. In this scenario contractor shall be compensated for mileage incurred from VAMC West Haven to pick up point (i.e., beneficiary’s home), mileage to drop off location (i.e., CBOC), wait time (if pre-approved by the VA), and mileage to transport beneficiary back to home. Rates shall be in accordance with current contract rates for mileage and wait time. “Remote location” is defined as outside the 25-mile radius of the VAMC West Haven Campus or Newington Campus.

E.9 If the COR or designee, Travel Clerk, or AOD, communicates authorization for the Contractor to transport more than one beneficiary on a trip to the same destination, (see below, paragraph G, for restrictions on the number of beneficiaries per vehicle), payment shall be made for the initial beneficiary according to the schedule of items, Base rate and applicable milage.

E.10 When more than 1 (one) beneficiary is transported, in a single vehicle, the longest distance transported may be claimed in addition to the base rate for one beneficiary. Trip mileage shall be determined in accordance with the current MapQuest internet version. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled shall result in the most economical charge to the Government. When more than one beneficiary is transported within the 25-mile radius in a single vehicle to close destinations, a base rate may be charged each beneficiary.

F. BENEFICIARY PRIVACY AND CONFIDENTIALITY:

Contractor shall maintain the confidentiality of all beneficiary information and records associated with the performance of this contract. Awarded contractor shall be required to sign Business Associate Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). See Attachment A for sample Business Associate Agreement and Paragraph P.

G. NUMBER OF BENEFICIARIES:

It is understood and agreed that no vehicle shall transport more individuals than the number of approved safety restraint devices installed in that vehicle.

H. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are provided in accordance with Performance Work Statement. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which he assures himself that his work complies with the requirements of the contract. The QCP shall be submitted as part of the Contractor’s Quotation. Any changes made to the QCP after contract award shall be submitted to the Contracting Officer for acceptance in writing prior to implementation.

I. TOLL CHARGES:

It is agreed and understood that the prices quoted in the schedule include any ferry, bridge, tunnel or road toll charges.

J.: TESTING/VACCINATION:

J.1 MANTOUX TESTING

(a) Contractor shall provide evidence of negative PPD test within fourteen (14) calendar days prior to employee beginning service. If an earlier PPD test was given over twelve (12) months previously, the current test shall be a 2-step Mantoux test. the current test shall be a 2-step Mantoux test.

(b) Contractor shall provide medical evidence that employee is disease free for those employees having a positive PPD.

(c) Regular annual re-testing program for TB shall be established and maintained for all contract employees that may be used in performance of this contract. Contractor shall provide evidence of re-tests for each contract employee to the Contracting Officer within ten (10) calendar days of retest.

(d) The Mantoux testing requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason.

(e) In no circumstance shall an employee be allowed to begin duty without prior submission of the required testing certification.

J.2 HEPATITIS B VACCINATION:

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

(b) The Contractor shall bear all costs associated with vaccinations.

(c) 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 Representative (COR) or designated representative 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. These forms shall be provided to the contractor upon award of the contract.

J.3 COVID PROTOCALS:

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

0. If fully vaccinated, shall show proof of vaccination.

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

0. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

K. INFECTION CONTROL COMPLIANCE: Contractor shall provide written certification of training to employees used in performance of this contract and Contractor compliance with the Blood borne Pathogens Standards. 29 CFR Part 1910.1030 (copy available on request). Certification shall be received by the Contracting Officer prior to employee being assigned for duty.

(a) The infection control compliance requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason.

(b) In no circumstance shall an employee be allowed to begin duty without prior submission of the required training certification.

(c) 29 CFR part 1910.1030 is OSHA’s standard requiring employers to:

(1) Develop written exposure-control plans.

(2) Train all employees on occupational risks.

(3) Maintain records on employee training.

(4) Use warning labels.

(5) Implement proper work methods including “Universal Precautions”, (i.e. proper care and disposal of personal protective equipment such as the use and disposal of latex gloves);

(6) Offer Hepatitis B Vaccine (HBV) to employees.

(7) Provide medical evaluations following employee’s exposure incident; and,

(8) Supply personal protective clothing and equipment (i.e., gloves and goggles).

L. CONTRACT ADMINISTRATION:

L.1 The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments to issue changes that shall affect the price, quantity, quality, or delivery terms of this contract.

L.2 INVOICING:

Billing documents shall include a printed report that shall contain the contract number, date, time, beneficiary’s name and address, mileage, etc. The Contractor shall maintain a log, which shall show pickup point and destination, and departure/arrival times if waiting time is claimed. If detours are encountered due to road construction or other obstruction, invoice shall so be noted. Daily listing of all trips to be billed shall be provided to the VA to review and reconcile with trip tickets and travel logs. Invoices shall be submitted monthly

M. THE JOINT COMMISSION COMPETENCY REQUIREMENTS: The…