36C24124Q0578 0001.docx

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) 36C24124Q0578 Department of Veterans Affairs Network Contracting Office 1 Contracting Office (90C) 718 Smyth Road Manchester NH 03104 Same as Block 6

To all Offerors/Bidders

36C24124Q0578 06-04-2024

X X X

See CONTINUATION Page X

1. See Continuation Page.

2. As a reminder, all quotes are due by 7/9/24 at 14:00 EST with all items outlined in section E.12(c) of solicitation.

Sterling Mathews Contracting Officer Continuation Page

1. This purpose of this modification is to answer vendor questions as well as provide updated documentation. Answers to questions, updated Performance Work Statement (PWS), updated FAR Provision 52.212-1, and updated CLIN schedule attached.

2. The PWS has been updated in section 7.1 to add the following “Contractor is responsible for providing drivers for fueling and maintenance of VA shuttles. VA will be responsible for fuel and regular maintenance costs.”

3. The PWS has also been updated in section 7.6 to change wording from “There must be no stops between Campus and Parking“ to “There must be no rider pickup or drop off points other than the stops listed in sections 7.1 and 7.2 above.“.

4. The CLIN(s) quantity has changed from “1” to “12”.

5. The provision at 52.212-1 has been amended to remove the word “not” from 52.212-1(b)(10) and now reads “Past performance will be considered in simplified acquisition procurements.”

West Haven Shuttle Questions and Answers 36C24124Q0578

1. 1. SCOPE OF WORK For the on-campus shuttles, please advise the number of back-up vehicles provided, and the make, model, year, fuel type, GVWR, and passenger capacity of all shuttles and whether they all are ADA compliant. Please confirm that the VA provides fuel, maintenance, parking, and all other services for these vehicles. Where are they parked? Is the contractor required to provide drivers for fueling and maintenance of the VA vehicles and if so, if this to be included in our proposal or is this an additional charge?

Answer: There are currently 3 shuttles for on-site use provided by the VA. Currently two are in use and one is a backup shuttle. All three shuttles are 2021 Ram Frontrunners using regular unleaded gasoline, GVWR 9350 and are ADA compliant. These are parked on campus (location varies depending on construction). The contractor is required to provide drivers for fueling and maintenance of the VA provided shuttles and this should be included in the quotation for all the on-site shuttle CLINs. Please note also that the VA will be paying for all gasoline and regular maintenance costs for the on-site shuttle vehicles. PWS is now amended to reflect this clarification.

1. 7.1 and 7.2 Is there a specific minimum stop time at each pick-up location or can we bypass stops that do not have anyone waiting?

Answer: There is no minimum stop time at each on-site pickup location.

1. 7.2 Please provide information regarding minimum, average, and maximum daily ridership for each offsite shuttle route for the last year, plus any information regarding monthly seasonality and daily hourly peaks and valleys.

Answer:

Ridership daily averages (off-site):

Polish American Club: 180 passengers Mantilia Lot: 50 Passengers Train Station: 40 Passengers Errera and Orange VA Clinics: 90 Passengers Peak Hours: 6 a.m. to 9 a.m. and 2:30 p.m. to 5:30 p.m.

Minimum, maximum and seasonal usages have not been tracked.

1. 7.2 How many vehicles are currently operating on the off-campus route?

Answer: 7 shuttles. Please note that the PWS does not stipulate the number of shuttles required to meet maximum time intervals between pickups.

1. 7.2 Do you anticipate any increase in ridership over the upcoming contract?

Answer: No increase is anticipated.

1. 7.2 How many parking spaces are dedicated to the VA for each of the off-campus lots?

Answer: There are currently only 2 leased “lots” and the Polish American Club lot has approximately 95 parking spaces and the Mantilia lot has approximately 200 spaces. The train station has no VA reserved spots and the VA clinic parking lots are primarily used for visitors of their centers.

1. 7.2 For the off-campus shuttles, what % of riders are employees v. patients and visitors?

Answer: Unknown, not tracked by rider type.

1. 7.2 Is the contractor required to confirm the identity of all riders and if so, how do we do this?

Answer: No. Please note though that the shuttle services are only available to the “ridership” outlined in the PWS.

1. 7.9 Does “There must be no stops between Campus and Parking.” mean that each Offsite stop is served by its own dedicated shuttle(s)?

Answer: No. While each off-site stop may have a dedicated shuttle, this verbiage is intended to mean that only sites listed in the PWS may be pick-up/drop-off points for riders without unlisted stops in between. PWS has been amended to clarify this wording.

1. 10. CONTINGENCY SERVICE Is Contractor required to provide contingency vehicles for the on-campus shuttle?

Answer: No. The VA will be responsible for providing the contingency vehicles for any on-site shuttle services.

1. 13.1.11 Does the 7-year-old limitation apply at the start date of the contract or throughout the life of the contract?

Answer: The 7-year-old shuttle limit is ongoing through the life of the contract.

1. B.3 Please confirm that the Quantity for all CLIN’s is “Twelve (12)”.

Answer: Quantities for all CLINs have been updated to 12 with this amendment.

1. C.5 Please confirm that the required insurance limits are those specified v. minimums required by the state and federal DOT’s.

Answer: The contractor must meet Federal, State, and municipal laws and mandated coverages limits. Reference PWS section 8 and section C.10 (b) of the solicitation.

1. E.3 (b) (10) Is this acquisition being evaluated under simplified acquisition procedures or will the Basis for Award including Past Performance be evaluated as specified in E.12?

Answer: This acquisition is being evaluated using the evaluation criteria outlined in section E.12 of this solicitation. The Information on past performance NOT being considered in section E.3 was incorrect.

Performance Work Statement

1. SCOPE OF WORK

The VA Connecticut Healthcare System (VACHS) is seeking a five-year Firm Fixed Price contract for transportation services of Veterans as well as government employees to and from the various VA facilities and parking lots in proximity of the West Haven VA Medical Center. Contractor will provide ground transportation services, Monday through Friday between the hours of 6:00am and 6:00pm EST excluding Federal Holidays. There are two components to this contract. The first component is an on-campus shuttle service where the VACHS will provide government-owned shuttles and the contractor will provide shuttle qualified and insured drivers. The second component is an off-campus service where the contractor will be providing vehicles, drivers, fuel, equipment, insurance as necessary to shuttle eligible Veterans, their families, and Government employees to the various locations outlined in section 7 of this performance work statement. The contractor will also be responsible for providing a free smartphone application capable of providing live-time GPS tracking of off-site shuttles accessible by passengers to predict arrivals and track the location of shuttles.

2. BACKGROUND

The VA Connecticut Healthcare System (VACHS) has a need for safe and dependable transportation services, Monday through Friday between the hours of between the hours of 6:00am and 6:00pm EST excluding Federal Holidays for transportation of eligible Veterans, their families, and government employees.

3. PERIOD OF PERFORMANCE

September 1st, 2024 – August 31st, 2029

4. CONTRACT TYPE

Base plus 4-year option contract, Firm-fixed Price

5. CONTRACT DEFINITIONS

5.1 Employee - Authorized Government personnel (Federal employees and PIV badge-holding contractors) and their accompanied guests.

5.2 Business Hours/Days - Business hours/days are defined as the time of 6:00am and 6:00pm. Monday through Friday, except Federal holidays.

5.3 Contract – Contract awarded as a result of this solicitation.

5.4 Financial Services Center VA (FSC) – Payment is made through electronic funds transfer - Department of Veterans Affairs, Financial Services Center, PO Box #149971, Austin, TX 78714-9971; FAX: 512-460-5540 (services).

5.5 Program Point of Contact (POC) – VA Connecticut Healthcare System (VACHS) official responsible for providing Contract oversight and technical guidance to the CO. Responsibilities include certifying invoices, placing orders for service, providing technical guidance, and overseeing technical aspects of the Contract. Also acts as member of the vehicle inspection team. All contacting authority remains with the CO. Program POC information must be provided at time of award.

5.6 Quality Assurance – Those actions taken by the Government to assure services meet the requirements of this Contract.

5.7 Quality Assurance Surveillance Plan – An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor’s continuous performance.

5.8 Quality Control – Those actions taken by the Contractor to control the production of goods or services, so they will meet the requirements of a contract.

6. PLACE OF PERFORMANCE AND HOURS

Transportation services must be provided Monday through Friday between the hours of 6:00am and 6:00pm EST, excluding Federal Holidays for transportation of eligible Veterans, their families, and government employees. Service must include transportation to, from, and between the West Haven VA Medical Center and the various VA facilities and parking lots in proximity of the West Haven VA Medical Center for eligible Veterans, their families, government employees, and visitors of the West Haven VAMC. If deemed necessary by the Government, the hours of operation may be periodically adjusted based upon volume, demand, and weather. Specific routes and times will be dependent on weather, and ADA patient ridership and onsite construction.

7. TRANSPORTATION AND SHUTTLE REQUIREMENTS

7.1 Onsite Shuttle Service – West Haven VA Medical Center requires the contractor to provide shuttle drivers to operate VA-owned vehicles on campus to provide transportation from various parking lots to the entrances of Medical Center buildings. Contractor is responsible for providing drivers for fueling and maintenance of VA shuttles. VA will be responsible for fuel and regular maintenance costs.

Hours of Operation: Monday through Friday, 6:00am EST to 6:00pm EST Government Furnished Property: Two VA-Owned, ADA approved shuttle buses in working order Ridership: Eligible Veterans, their families, government employees, and visitors of the West Haven VAMC.

Maximum time intervals between pickups at any stop intra-campus: 15 minutes Stops: (see map below) *Stops do not need to be performed in order listed below.

· West Haven VAMC Building 2 main entrance (Map Figure 1, location #1)

· West Haven VAMC Building 5 main entrance (Map Figure 1, location #2)

· West Haven VAMC Building 12A main entrance (Map Figure 1, location #3)

· West Haven VAMC Building 35 main entrance (Map Figure 1, location #4)

· Bus stop enclosure in parking lot 18 – North Side of lot (Map Figure 1, location #5)

· Bus stop enclosure in parking lot 18 – South side of lot (Map Figure 1, location #6)

· Campbell Avenue Main Entrance bus stop enclosure (Map Figure 1, location #7)

· Bus stop in parking lot 10 – East side of lot (Map Figure 1, location #8)

· Bus stop enclosure in parking lot 11 – West side of lot (Map Figure 1, location #9)

· Bus stop enclosure in parking lot 12 – West side of lot (Map Figure 1, location #10)

Map Figure 1

Map Figure 2

7.2 Offsite Shuttle Service- The Contractor must provide sufficient ADA-compliant, wheelchair-lift equipped vehicles to meet all the VA's requirements in accordance with the terms, conditions, and time frames outlined below.

Hours of Operation: Monday through Friday, 6:00am EST to 6:00pm EST Government Furnished Property: None Ridership: Eligible Veterans, their families, government employees and visitors of the West Haven VAMC.

Maximum Time Intervals Between Pickups: Varies by pickup location, see time frames below Stops: (see map below) *Stops do not need to be performed in order listed below.

· Orange VA Clinic - 200 Edison Road, Orange, CT 06477 (Map Figure 3, location #1) Maximum Time Interval Between Pickups at this location: 25 minutes

· Mantilia Parking Lot - 325 Campbell Ave, West Haven, CT 06516 (Map Figure 3, location #2) Maximum Time Intervals Between Pickups: 10 minutes

· Polish American Club Parking Lot - 194 W. Spring Street, West Haven, CT 06516 (Map Figure 3, location #3) Maximum Time Interval Between Pickups at this location: 10 minutes

· West Haven VA Medical Center - 950 Campbell Avenue, West Haven, CT 06516 (Map Figure 3, location #4) Maximum Time Interval Between Pickups at this location: 10 minutes

· West Haven Railroad Station - 20 Railroad Ave, West Haven, CT 06516 (Map Figure 3, location #5) Maximum Time Interval Between Pickups at this location: 10 minutes from train arrival

· The Errera VA Clinic - 114 Orange Avenue, West Haven (Map Figure 3, location #6) Maximum Time Interval Between Pickups at this location: 25 minutes Map Figure 3

7.3 The contractor must maintain two-way communication between shuttle bus drivers during normal business hours. The contractor must have telephone coverage to accept call requests from customers requiring transport during the hours of 6:00am and 6:00pm.

7.4 The contractor will also be responsible for providing a free smartphone application capable of providing live-time GPS tracking of off-site shuttles accessible by all passengers to predict arrivals and track the location of shuttles.

7.5 All contractor furnished shuttles must be stored at the Mantilia Parking Lot located at 325 Campbell Ave, West Haven, CT 06516 when not in use.

7.6 Passengers must only be picked-up and discharged at the designated stops. There must be no rider pickup or drop off points other than the stops listed in sections 7.1 and 7.2 above. If deemed necessary by the Government, the hours of operation may be periodically adjusted based upon volume, demand, and weather.

The Contractor must not provide service on the following federal holidays: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day, and any other day specifically declared to be a national holiday by the President of the United States.

8. COMPLIANCE, PERMITS, CERTIFICATIONS, & INSURANCE

Throughout the duration of this service, the contractor must be in compliance with the Performance Work Statement and all applicable federal, state, and local laws. The contractor must be responsible for determining the latest applicable editions of all relevant federal, state, and local regulations. This is inclusive of registration with the Federal Department of Transportation.

The contractor must, without additional expense to the Government, be responsible for obtaining any necessary licenses, permits, and insurance to comply with any applicable federal and municipal laws, codes, and regulations in connection with the performance of this service.

The contractor must furnish the Contracting Officer (CO) with their Certificate of Insurance (see clause 52.228-10), containing an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government, must not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Point of Contac (POC). The term “will endeavor” is not acceptable as issued by an insurance carrier.

The contractor must also furnish the Contracting Officer (CO) with their current State of Connecticut Public Service Bus Permit which must be valid at time of offer and at all times throughout the duration of the contract.

9. DRIVER REQUIREMENTS

Drivers must perform the required service in such a manner as to cause the least possible interference with the Government’s activities. They are responsible for ensuring rider eligibility. If a passenger is not eligible, the driver is to deny them access to the shuttle.

Drivers operating shuttles for off site routes must posses a valid, current Commercial Driver’s License (CDL) issued by the State of Connecticut.

The driver must not leave, at any time, the shuttle with the key in the ignition.

The contractor must be responsible for the training of its personnel. Contractor personnel must be trained and qualified to handle emergencies that may arise during contract performance. The contractor must maintain and make available for VA inspection, certification of training for all personnel performing under this contract. The contractor's training program for drivers must include, at a minimum, the most current instruction in:

· The organization's emergency procedures

· The handling of accidents

· Cardiopulmonary Resuscitation (CPR)

· Basic first-aid

· Handling of road emergencies

· The use of road emergency warning equipment

West Haven VAMC will provide training to new contractor personnel on the safe operation of AED’s. Contractor must notify the VA POC of any new contractor personnel needing training within 10 days of their start date.

9.1. EMPLOYMENT

9.1.1. The contractor must not employ any person who is an employee of the U.S. Government if the employment of that person would create an appearance of a conflict of interest.

9.1.2. The contractor must ensure all drivers operating under this contract possess a valid operator’s license required to operate the type of vehicle necessary to perform the shuttle bus service, as required by the State of Connecticut. A copy of these licenses must be provided to the POC prior to the start of the contract.

9.1.3. By submitting a quote in response to this solicitation, the contractor is certifying their drivers do not have a serious health condition which could impair their driving skills and place passengers at risk.

9.1.4. All contractor drivers must understand and speak fluent English.

9.1.5. The Government reserves the right to order the removal from service under this contract any drivers who violate these requirements.

9.2. SCHEDULED BREAKS

All employee breaks must be covered. The contractor must provide sufficient staff to allow drivers designated breaks and lunch without affecting continuous shuttle operations.

9.3. APPEARANCE

9.3.1. Drivers must be clean, well-groomed, and professional appearance at all times.

9.3.2. The contractor must provide uniforms to all personnel working under this contract. Uniforms must facilitate easy identification of contractor staff by employee name and company name. Uniform type will be agreed upon with VA and contractor at the pre-work meeting. Uniforms must be worn at all times during performance of contract duties. The driver’s name must be displayed within the bus so that it is visible to all passengers. Additionally, drivers may be required to successfully complete any applicable government training.

9.4. SAFETY

Drivers must not knowingly operate an unsafe vehicle nor operate it in an unsafe manner.

While driving vehicles on the West Haven VAMC campus and off campus, contractor must follow all Federal, State, local, and VA laws/ regulations. Failure to do so will result in a traffic citation, issued by West Haven VAMC Police Service or local law enforcement. The Contractor is responsible for any citation(s) received by the contract drivers.

9.5. CONDUCT

Drivers must display professional manners at all times. The following acts are not permissible by drivers who provide services under this requirement:

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

· Smoking and other uses of tobacco while on duty. All passengers and contractor staff are prohibited from smoking on shuttles.

· Carrying of pistols, firearms, or concealed weapons.

· Resorting to physical violence while on duty.

· Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior.

· Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward customers or other employees.

· Text messaging while driving.

· Taking personal phone calls while driving.

· Taking phone calls while driving without the use of a hands-free device.

· Stopping for personal business, including excessive use of restroom facilities, while shuttle is occupied by a passenger.

· Engaging customers in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his/her supervisor. The contractor must then contact the POC.

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

· Loitering in or around Government facilities during off duty hours.

10. CONTINGENCY SERVICE

The contractor must provide contingency shuttles and drivers to prevent a lapse in service due to shuttle and/or employee availability.

To keep employee wait time at an absolute minimum, the contractor must immediately notify the POC when a mode of transportation is not in service and would result in schedule delays.

Contingency shuttles must be in the same condition as those regularly offered, and drivers must possess the same qualifications and perform the schedule of those regularly scheduled.

10.1. Delays/disruptions in service: The contractor must immediately report to the POC all shuttle breakdowns or other problems which may affect service. When a breakdown occurs, it must be the responsibility of the contractor to provide contingency shuttles to minimize any delay or inconvenience to the customer(s).

10.1.2. Weather: The contractor must immediately notify the POC, if road conditions exists (i.e. inclement weather) that may render shuttle vehicles unsafe to operate. However, this act of notification does not, of itself, provide authorization to discontinue services. The contractor must receive a response from the POC within one (1) hour of notification as to whether to discontinue service.

10.1.3. Accidents: Service must not continue in a vehicle that has just experienced an accident, and the driver involved must remain at the scene until the investigation is completed.

The contractor must be responsible for providing a replacement shuttle and driver within one (1) hour to continue operations.

The driver must take all reasonable steps to assure the comfort and safety of all passengers.

10.1.4. Future Delays: If the contractor foresees they will not be able to provide service on a given day, they will provide advance (as soon as applicable) written explanation of why and provide it to the POC; this documentation must be signed by the contractor’s designated responsible POC. The POC, upon conference with the CO, will determine if service from another source is required. If this occurs, the POC will immediately notify the contractor once a decision is rendered.

The Government will issue a Bill of Collections for any costs obtained if service is required from another source. Failure to pay as charged, within the timeframe specified in the Bill of Collections, may result in deduction of costs from the next month’s invoice.

11. CONTRACTOR COMMUNICATION SYSTEM

The contractor must maintain two-way communication between shuttle bus drivers during normal business hours. The contractor must have telephone coverage to accept call requests from customers requiring transport during the hours of 6:00am and 6:00pm.

12. REPORTING

12.1. DRIVERS LIST: With the contractor’s quote submission, they must propose drivers for the duration of the service. A copy of each driver’s valid driver’s license must also be submitted. If a change to personnel is to be made affecting this order, the contractor must provide the POC with an updated list, with an explanation as to why the change occurred.

12.2. RIDERSHIP: The driver must keep a daily log of passengers utilizing the shuttle. At each stop, the driver will report the time of day and the number of passengers boarding and departing the shuttle.

13. VEHICLES

If any equipment fails to operate at the performance standards established in this PWS, the contractor must, within one (1) hour, provide a replacement vehicle that will enable services to continue with minimal disruption to service. Should it be necessary to remove a vehicle from service, the contractor must immediately inform the POC.

13.1. SHUTTLE VEHICLE STANDARDS

13.1.1. All vehicles must meet current applicable federal, state, city, and/or county specifications and regulations including, but not limited to: licensing, registration, insurance coverage, and safety standards.

13.1.2. The contractor must provide vehicles with a minimum capacity to accommodate 25 passengers. The shuttle vehicles must be equipped with heating, air conditioning, and all required safety features mandated for public transportation.

13.1.3. Entry steps to the shuttle vehicles must not require an entry step stool to enter or exit the vehicle. The interior height in the vehicles must be sufficient to allow passengers to walk to their seats without bending.

13.1.4. The interior and exterior of the shuttle vehicles must be kept clean and free of debris at all times (e.g., windows must be clean and free of broken/ cracked/ scratched/ distorted glass; seats must remain free of rips, tears, stains, and graffiti; floor must remain free of litter or any foreign matter, etc.). Any seats cushions and/or windows that are damaged beyond repair must be replaced immediately.

13.1.5. All components of the vehicle body and frames must be maintained in a safe, sound, and undamaged condition.

13.1.6. There must be no advertisements of any kind on, or in the shuttle.

13.1.7. The contractor must not utilize a school bus body style for this shuttle service.

13.1.8. Each vehicle used to provide shuttle service must be a conservative and uniform color that can be identified by authorized passengers as their shuttle. The contractor must not identify the shuttle as serving government employees (i.e. Identifying the shuttle as belonging to or serving the VA).

13.1.9. Contractor must ensure all buses on all off-site routes are American Disability Act (ADA) compliant and wheelchair handicap accessible with an operable wheelchair lift.

13.1.10 All contractor furnished shuttles must have an Automated External Defibrillator (AED) on board at all times during operation. The contractor is responsible for its inspections and maintenance. West Haven VAMC will provide training to new contractor personnel on the safe operation of AED’s. Contractor must notify the VA POC of any new contractor personnel needing training within 10 days of their start date.

13.1.11 All contractor furnished shuttles must be less than 7 years old from date of manufacture in order to minimize shuttle operation disruptions. Contractor is required to maintain a list of all current shuttles in use with the station POC.

13.2. MAINTENANCE

The contractor must provide in their Quality Assurance Surveillance Plan a plan for scheduled preventive maintenance and comply with this plan during the performance of this PWS. The plan must include preventive maintenance and brake inspection to be performed at regularly scheduled intervals, in accordance with the manufacturer’s scheduled recommendations and timetable.

The contractor must maintain the shuttle in a clean burning state so emissions are minimized, and pedestrians are not subject to exhaust fumes; therefore, the shuttle must meet current federal and local emission standards.

13.3. INSPECTION

The Government 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 PWS specifications. The restriction of such equipment and vehicles must not relieve the contractor from providing all required services as defined herein.

The Government reserves the right to inspect contractor equipment and vehicles or require documentation of compliance with the PWS’s specifications. If conducted, such inspections do not constitute a warranty by the Government that the contractor’s vehicles and equipment are properly maintained.

13.4. POSTED INFORMATION

The contractor must post in the front interior space of the shuttle a visible sign to passengers with the POC’s name and email address so customers may contact this individual with any questions or concerns.

A “NO TIPPING” sign will be furnished by the contractor, and this policy will be strictly enforced by the contractor. Hand-written signs are not permitted. These signs must be submitted for approval by the POC or CO.

The contractor must clearly identify on the exterior of each vehicle the loop number in which it is servicing. Signage must be easy to read and look professional.

14. INVOICING

Payment to the Contractor must be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Price/Cost Schedule. All monthly invoices from the contractor will be electronically submitted through the Tungsten Network within 15 days following the end of the month of services rendered.

Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

The information page for the Financial Service Center (FSC) of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791)

Invoices must be approved by the Program POC prior to payment release. Invoices without the required information will be rejected.

If the Program POC refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly invoice must be resubmitted by the vendor with a corrected invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

· Name and Address of Contractor

· Invoice Date and Invoice Number

· Contract Number and Obligation Number

· Name of Veteran

· Total Price

Failure to comply with all terms and conditions of this contract must result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act must not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor Remittance Address: All payments by the Government to the Contractor will be made by Electronic Funds Transfer (EFT).

The contractor must be responsible for scheduling rides and settling the accounts with the rideshare services. The Government will pay the contractor in accordance with the Price / Cost Schedule.

15. DELIVERY SCHEDULE

16. SPECIAL CONTRACT REQUIREMENTS

16.1. Reports/Deliverables: Contractor must be responsible for complying with all reporting requirements established by the Contract. Contractor must be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor must comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

16.2. The following are brief descriptions of required documents that must be submitted by Contractor: weekly; monthly; quarterly; annually, etc. identified throughout the PWS and are provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.

16.3. The contractor must designate a qualified site supervisor as a point of contact for all contractor operations for this contract.

17. QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Standards define the required performance for specific tasks. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

17.1. METHODS OF SURVEILLANCE

Various methods exist to monitor performance. The Program POC or designee must use any or several of the surveillance methods listed below in the administration of this QASP.

· 100% Inspection (evaluates all outcomes) - Each quarter, the Program POC / Designee must review all of the contractor’s performance/generated documentation and document results accordingly. This assessment must be placed in the Program POC’s QA file.

· Random Sample - The Program POC / Designee must review a random sampling of the contractor’s performance/generated documentation and document your results accordingly. This assessment must be placed in the Program POC’s/Designee QA file.

· Validated Customer Complaint or Validated Below Average Acceptable Performance Level (APL) in a Specific Area - Each quarter, the Program POC must review the contractor’s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the APL in a specific area and document your results accordingly. This assessment must be placed in the Program POC’s/Designee QA file.

17.2. FREQUENCY OF MEASUREMENT Customer Feedback and Complaints based on interactions with the contractor.

During task order performance, the Program POC will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed, and at a minimum must be reviewed quarterly.

17.3. ACCEPTABLE PERFORMANCE LEVELS (APLS)

Standard Surveillance Method Outcome

Customer problems are resolved within the same business day; no more than 2 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/ professionalism.

interactions to receive and fill purchase order deliverables and in providing order status.

Customer (VA) support satisfaction, having no more than 2 incidents of dissatisfaction.

Customer Feedback and Complaints based on interactions with the contractor Customer problems are resolved within the same business day; no more than 2 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professionalism

All required information included in ridership daily log 100% of the time.

17.4. DOCUMENTING PERFORMANCE

Acceptable Performance The Government must document acceptable performance in accordance with the chart above. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance When unacceptable performance occurs, the Program POC must inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The Program POC must document the discussion and place it in the Program POC file.

When the CO determines formal written communication is required, the Program POC must prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

The contractor must acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor must take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor must correct the unacceptable performance and avoid a recurrence. The CO must review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

Records Management Language for Statement of Work (SOW):

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Contractor must treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency must have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

2. Contractor must not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

3. Contractor must not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

4. Contractor must not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

5. The Government Agency owns the rights to all data/records produced as part of this contract.

6. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

7. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

8. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

9. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

On-Site Shuttle Services servicing West Haven VAMC Campus as outlined in PWS Section 7.1 Contract Period: Base POP Begin: 09-01-2024 POP End: 08-31-2025 PRINCIPAL NAICS CODE: 812930 - Parking Lots and Garages PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

Off-Site Shuttle Services servicing West Haven VAMC campus and surrounding area stops as outlined in PWS Section 7.2 Contract Period: Base POP Begin: 09-01-2024 POP End: 08-31-2025

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

On-Site Shuttle Services servicing West Haven VAMC Campus as outlined in PWS Section 7.1 Contract Period: Option 1 POP Begin: 09-01-2025 POP End: 08-31-2026

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

Off-Site Shuttle Services servicing West Haven VAMC campus and surrounding area stops as outlined in PWS Section 7.2 Contract Period: Option 1 POP Begin: 09-01-2025 POP End: 08-31-2026

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

On-Site Shuttle Services servicing West Haven VAMC Campus as outlined in PWS Section 7.1 Contract Period: Option 2 POP Begin: 09-01-2026 POP End: 08-31-2027

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

Off-Site Shuttle Services servicing West Haven VAMC campus and surrounding area stops as outlined in PWS Section 7.2 Contract Period: Option 2 POP Begin: 09-01-2026 POP End: 08-31-2027

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

On-Site Shuttle Services servicing West Haven VAMC Campus as outlined in PWS Section 7.1 Contract Period: Option 3 POP Begin: 09-01-2027 POP End: 08-31-2028

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

Off-Site Shuttle Services servicing West Haven VAMC campus and surrounding area stops as outlined in PWS Section 7.2 Contract Period: Option 3 POP Begin: 09-01-2027 POP End: 08-31-2028

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

On-Site Shuttle Services servicing West Haven VAMC Campus as outlined in PWS Section 7.1 Contract Period: Option 4 POP Begin: 09-01-2028 POP End: 08-31-2029

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

Off-Site Shuttle Services servicing West Haven VAMC campus and surrounding area stops as outlined in PWS Section 7.2 Contract Period: Option 4 POP Begin: 09-01-2028 POP End: 08-31-2029

PRODUCT/SERVICE CODE: V229 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Purchase of Transit/Public Transportation Fare Media

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ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) (Amended) Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Nov 2021)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold; or

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment Request for Quotation amendments;

(10) Past performance will be considered in simplified acquisition procurements.

(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9), and accept the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple…