36C24125Q0050_2.docx

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

402-25-1-7064-0020 36C24125Q0050 03-06-2025 David.Roy@va.gov Email Only Please 04-28-2025 14:00

EDT

Department of Veterans Affairs Network Contracting Office 1 Contracting Office (90C) 1 VA Center Augusta ME 04330 X X 485991 $19 Million N/A X Department of Veterans Affairs VA Maine Healtchare System 1 VA Center Augusta ME 04330 Same as Block 9

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp PO Box 149971 Austin TX 78714-9971 877-752-0900 See CONTINUATION Page

1. This solicitation is an SDVOSB set-aside for the non-personal services of Wheelchair Van/Special Mode transportation for the VA Maine Healthcare System for eligible Veteran beneficiaries.

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

The resultant contract will be a firm fixed-price single-award IDIQ with a five-year ordering period.

3. All quotes must be submitted electronically to David.Roy@va.gov before the time and date in box #8 Questions must be submitted in writing by 03/24/25 10:00EST.

All questions will be answered via amendment to this solicitation.

4. Minimum guarantee: $1,500.00 Maximum: $4,700,000.00

5. DOL Wage Determinations will apply; See section D.

See CONTINUATION Page 402-3650160-7064-829800-2112 0100C1087 X X X X X Sterling Mathews

VA-VHA-RPOE-2022-333915

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

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

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

36C24125Q0050

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B.2 Performance Work Statement (PWS)

VA MAINE HEALTHCARE SYSTEM

WHEELCHAIR VAN TRANSPORTATION SERVICES

I. GENERAL OVERVIEW:

The VA Maine Healthcare System requires a contractor to furnish SPECIAL MODE (WHEELCHAIR) VAN TRANSPORTATION SERVICES to its beneficiaries. The contractor must provide all equipment, personnel, supervision, and support to provide these transportation services. This contract shall be a firm-fixed-price Indefinite Delivery Indefinite Quantity (IDIQ) contract with a five year ordering period. The Government seeks one primary contractor that will provide these services and the logistics of establishing subcontracting networks (if necessary) to perform the work outlined herein. The primary intent of this contract is for prearranged non-emergency transportation. All services will be provided in accordance with the terms and conditions of this contract and industry accepted quality standards highlighted in this PWS.

The Maine Healthcare system includes the Togus VA Medical Center located at 1 VA Center in Augusta, ME and the following Community Based Outpatient Clinics (CBOC’s): Bangor, Lewiston, Portland, Rumford, Lincoln, Presque Isle and Calais addresses listed. Services include transportation to and from Togus VA, CBOC’s or VA authorized appointments in the community.

Bangor VA Clinic Lincoln VA Clinic 35 State Hospital Drive, Bangor, ME 99 River Road, Lincoln, ME

Portland VA Clinic Rumford VA Clinic 141 West Commercial St. Portland, ME 10 Railroad St. Rumford, ME

Presque Isle VA Clinic 732 Main St, Presque Isle, ME

II. TASKING/SPECIFICATIONS:

GENERAL: Contractor shall provide wheelchair van transportation services seven (7) days per week, during normal business hours, 7:00am to 6:00pm. The vast majority of trips will occur Monday-Friday but beneficiary needs will occasionally call for weekend transportation orders. Service to include transport to and from Togus VA Medical Center (VAMC), VA Maine HCS Community Based Outpatient Clinics, and any healthcare appointment locations located in the community. Current estimates for expected number of base trips per month, as of time of writing this solicitation is 350 base, one-way, trips per month.

1. NUMBER OF PATIENTS: It is understood and agreed that 1 or 2 patients can be transported together (combined trip) by the request of VA Maine as long as vendor’s vehicle can appropriately & safely accommodate patients including their wheelchairs. An authorized official of VA Maine may, in the interest of the patient, allow a relative or aide to accompany him/her at no extra charge to the Government. The contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

2. WAITING TIME: For time waiting at either end or both ends of a trip due to causes beyond the contractor’s control (e.g. patient not ready for pick up) the Contractor will be reimbursed at the wait time rate quoted in their bid for each full 15-minute wait period in excess of one 15-minute period from the time Contractor reports to the pickup point. Contractor shall arrive to pickup point within 15 minutes of scheduled pickup time. For Round Trips, a scheduled pick up time will be given for the Contracted Driver to return to pick up patient. There is no waiting time reimbursement while patient is attending appointments. If the pickup is other than at the VA Maine, the Contractor will call the Mobility Manager (MM) or Administrator on Duty (AOD) after hours as soon as they anticipate that a delay may develop for which they expect to claim reimbursement. This call is only for the purpose of verifying arrival time at the pickup point and is not necessary if the Contractor anticipates no delay for which they will claim reimbursement. Please note that all trips are billed by each leg as a one-way trip.

3. COMPLETED TRIP: When wheelchair van service under the terms of this contract involves pick-up of a patient who is to be brought to Togus VAMC, a CBOC or to a VA Community Care appointment, the trip will be considered complete when the patient is delivered by driver to the requested destination.

4. NON-PICKUP OF PATIENT: When wheelchair van service involves a trip to or from Togus VAMC or transfer from community hospital or patient’s residence and patient refuses transport or due to unforeseen circumstances or the patient is unstable for pick-up, the Contractor will collect for the trip at the base rate applicable under the schedule portion of this contract.

5. RATES: Rates will apply Monday-Friday normal business hours (7:00am – 6:00pm). Payment for mileage traveled beyond a base trip (25 miles) will be limited to “One Way Only” for the distance over which the patient is transported. The Contractor shall receive the base rate quoted in the schedule for all one-way trips ordered. The base rate shall constitute full compensation for one-way trips which do not exceed the mileage threshold as defined herein. The contractor will only receive additional mileage payment for mileage exceeding 25 miles for a one-way base trip.

6. TOLL CHARGES: It is agreed and understood that the prices quoted in the Schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to one-way only and shall be listed separately on Contractor's invoice.

7. PROBLEMS IN TRANSPORT: Any adverse events incurred during the transport of our patients will be recorded and reported to the Mobility Manager at the Togus VA and recorded in the incident reporting system within 2 hours of incident.

8. PATIENT WELFARE AND ABUSE: The contractor shall be held responsible for patient welfare during transport. The contractor shall be held responsible for patient and/or Government property during transport. Any damaged or lost wheelchairs, walkers, crutches or personal belongings will be replaced by the contractor at no additional cost to the Government or beneficiary. The Government requires the contractor to exercise extreme caution and care in the handling of patients. Any abuse of patients will be grounds for default action or Termination of the contract. In the event a patient's develops a medical condition during transport, the Contractor shall transport the patient to the closest facility appropriate for the required care.

9. NO IDLE POLICY: At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Once a patient has been removed from vehicle and the running vehicle will be removed from the drop off point. If driver is waiting for patient, he is to remain with vehicle (not idling) until patient arrives for return ride.

III. ORDERING PROCEDURES:

GENERAL: The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed:

a) Receive and respond to electronic trip requests

b) Receive, use, and ensure the use of the Vendor pass by the driver.

c) Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.

d) All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission.

i. The contractor’s invoice must be on the HCFA 1500 to include:

ii. Contract Number

iii. Date of Service (to include Box 24 A-J)

iv. Authorization number(s)

v. Pick-up and drop-off location of the patient

vi. Base Rate

vii. Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported

viii. Date of Birth and Sex

ix. Diagnosis Codes or Nature of Illness or Injury

x. Documentation of circumstances when billing for waiting time

xi. Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

xii. VA authorizing official’s name

xiii. Healthcare Procedure Coding System/National Level II (HCPCS)

e) Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges, which are being suspended.

A transportation request is defined as one incidence of a request for one-way service. No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal with adequate coverage to provide service during service hours window described above. VA Maine Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests.

VA Maine Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. VA Maine Travel Program Staff/or authorized VA employees may place a “hold” on payment of this order until it has been reconciled.

Only the following VA staff are authorized to place, cancel, or make changes to transportation requests:

Contracting Officer’s Representative (COR)

The Contracting Officer will furnish the Contractor with the names of individuals above, who are authorized as Ordering Officers, by separate memorandum upon issuance of the contract. The Contracting Officer will update this list throughout the life of the contract as Ordering Officers change.

Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders.

Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests.

All patient pick-up(s) and drop-off(s) shall be authorized via “orders” which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information:

· Mode of transportation required,

· Required time of arrival

· Name of the beneficiary,

· Pick-up and delivery point,

· Type and number of additional medical care specialists required,

· Type of equipment required,

· Last four of the patient's Social Security Number, and

· Any other special instructions

For ALL Transports – an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response.

The type of transportation service required will be discussed and determined by VA clinical personnel and the contractor. The contractor shall transport the patient per its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale.

The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient’s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost. The VA may also request a second beneficiary to be transported with the same, one, base trip. VA will pay one, one-way, base trip rate for trips with two transported beneficiaries. In circumstances where there are multiple beneficiaries transported, the contractor may invoice for mileage exceeding the 25 miles included in the base trip from the first pickup point to the last beneficiary drop off point.

The contractor shall have sufficient vehicles and personnel to provide services for up to three (3) simultaneous transportation requests. If VA requires services exceeding three (3) simultaneous transportation requests, the vendor will be offered to provide the services if they have sufficient vehicles/personnel available; but may decline these additional orders if sufficient vehicles/personnel are unavailable.

The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur.

Cancellations:

For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government.

A “no show” is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for the type of service requested and the one-way mileage accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation.

IV. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

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

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

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

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

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

5. The contractor shall maintain on-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

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

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

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

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

10. The Contractor must maintain at least one (1) representative in the State of Maine during all hours of operation that is available to respond to inquiries and any seen or unforeseen circumstances that may require or warrant action from the Contractor.

V. PERFORMANCE STANDARD:

1.GENERAL: Contractor shall maintain a 98% satisfaction rate per 100 trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than two (2) complaints per 100 trips. A complaint by a Veteran beneficiary will be researched and investigated by the COR and determined to be valid by the COR or the Contracting Officer.

The Contractor shall maintain at a minimum, a 95% compliance rate on response to pick-up or deliver during the contract year. If the Contractor fails to provide service within the time frames specified herein, the Government reserves the option of either obtaining service from an alternate source and charging the Contractor with any excess costs accrued or assessing a fee for each late pick -up.

2.VEHICLE AND REGULATORY STANDARDS: Successful offeror shall meet all requirements of Federal, State, or City codes regarding operations of this type of service. 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, ordinances, codes, rules, and regulations.

3.MILEAGE: To determine what is considered reasonable mileage, VA will utilize Google Maps internet version (internet address: http://www.google.com/maps) quickest route computations. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the Government.

4.INSPECTION OF CONTRACTOR FACILITIES/VEHICLES: The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to ensure acceptable standards of performance.

5. PASSENGER TRANSPORTATION:

a) Contractor shall provide wheelchair van transportation services seven (7) days per week, during normal business hours, 7:00am to 6:00pm. The vast majority of trips will occur Monday-Friday but beneficiary needs will occasionally call for weekend transportation orders.

b) 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.

c) 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.

d) Contractor shall provide “through the door” assisted service for all beneficiaries to and from their designated appointments if the beneficiaries can 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 attended by an authorized responsible party at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant 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 or authorized attendant.

e) The Contractor’s driver (or authorized attendant) 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 be communicated immediately to the Togus Travel office 623-8411, Mobility Manager (MM) ext. 4910 or Transportation Coordinator (TC) ext. 5693 or 2261. After hours, AOD ex. 5523. If necessary driver may need to divert to the nearest healthcare facility.

f) Contractor’s driver shall notify the MM or designee, of any unusual events, including but not limited to accidents, safety problems, beneficiaries unfastening 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.

g) 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.

h) While transporting VA beneficiaries under this contract, only authorized drivers or attendants, or beneficiary’s family member or representative, shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle.

i) 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 Travel Section and provide justification for non-performance and initiate the contingency/backup plan.

j) Non-Emergency Attendant/Drivers must be capable to administer oxygen and have successfully completed the Standard or Advanced First Aid Courses of the American Red Cross or U.S. Bureau of Mines or equivalent. Proof in the form of a current certificate that such first aid training has been successfully completed must be submitted with offeror’s proposal and available upon request.

k) All Contractor personnel performing contract services shall meet the qualifications and be licensed as specified in the contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility Director.

l) The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:

- Workers’ compensation

The parties agree that such personnel shall be considered employees of the Contractor and shall not be considered VA employees for any purpose.

6. DRIVERS AND AUTHORIZED ATTENDANTS

a) 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 or attendant, 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.

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

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

e) 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.

f) 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 Maine. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract. Drivers at a minimum are required to have a Background check prior to transporting veterans which shall include but not limited to a finger check run through an FBI data base with favorable determination, and each of the Drivers shall prior have a desk review of their driving records and active Licenses.

g) The COR, or designee, may require an attendant other than the driver to accompany a beneficiary for wheelchair van transports. Rate charges for attendant needed to transport beneficiary with prior authorization by the VA applies.

h) 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.

7. CONTRACTOR CONDUCT:

a) 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.

b) 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.

c) 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).

VI. TRAINING REQUIREMENTS:

1. To be eligible to perform under this contract, each contract employee must meet the minimum training required outline below and minimum contractor furnished training outlined in paragraph (2) (c), (1) Through (8).

2. Contractor Furnished Training.

a) The Contractor shall submit to the Contracting Officer written certification that each contract employee has been trained in the subject areas outlined in paragraph C prior to assignment under this contract. For replacement or new employees documentation of prior training must be submitted or the individual contract employee must complete the required training before being employed in support of this contract.

b) All formal training required shall be administered (i.e., taught, presented) by persons who are certified as being qualified to instruct or teach, the specific subjects or topics required. Certification to instruct the specific subject shall be in the form of a certificate issued by an accredited institution of learning (school, college, university), a governmental (Federal, State, County, etc.) educational certification body (agency, board, commission), or by documentation that the person instructing has sufficient experience in/with the subject to be able to instruct the subject in an authoritative, practical and current manner.

c) In addition to the formal training, the Contractor shall provide 16 hours of orientation training for each employee fourteen (14) days after his or her initial assignment to duty. This orientation may be accomplished while the employees are on duty. The Contractor shall certify to the COR as to the completion of the orientation for each employee within 45 days following assignment to duty. The follow-up orientation should include the following subjects and instructional time periods as well as other subjects as may be required:

(1) Accident and incident reporting (2 hours)

(2) Safe operation of emergency vehicles (2 hours)

(3) Quality Assurance (2 hours)

(4) Fire and emergency preparedness planning (2 hours)

(5) Handling patient complaints (1 hour)

(6) Infection control (2 hours)

(7) Universal precautions (policy and procedure) (2 hours)

(8) Safety and occupational health procedures (3 hours)

3. Contractor Furnished Training - The Contractor shall submit to the Contracting Officer written certification of the follow-up orientation.

4. The wheelchair van driver must be enrolled in 'refresher" continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans or, a yearly basis. Such "refresher" training must be equivalent to that developed by the Department of Transportation or National Highway Safety Administration. Evidence of successful completion for "refresher" training must be provided to the Contracting Officer for inspection.

5. 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. When more than one beneficiary is transported on a trip, whether it is to the same destination or to separate destinations, payment shall be made in accordance with the terms listed in Section E. Orders.

VII. CONTRACT DEFINITIONS AND ACRONYMS:

1. Administrative Officer of the Day (AOD) – VA official that works in the admissions area during evenings, and monitors hospital activities during other than normal business hours. This person acts as hospital administrator during off-hours.

1. Base Rate – The Base Rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” as shown in price/schedule section of order.

1. Beneficiary – Veterans and other members determined to be eligible for benefits by the VA.

1. Contracting Officer (CO) – VA official with the authority to enter into, administer and/or terminate contracts and make related determinations and findings.

1. Contracting Officer’s Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

(e) Contractor – The term “Contractor” as used herein refers to both the prime Contractor and his/her employees, and any subcontractors and their employees.

(f) Gender - For the purpose of equal rights, wherever the masculine or feminine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine genders.

(g) Joint Commission – A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

(h) Loaded Mile – Mileage incurred with the patient actually on board the vehicle from the point of pickup to destination.

(i) Mileage Rate – Mileage rate for transportation services is the rate paid for each mile traveled beyond the specified Mileage Threshold. This rate applies to loaded, one-way transportation as well as no load trips outside the 25-mile radius of any of the identified Campus locations. In no event shall the Contractor receive this rate for miles traveled within the specified mileage threshold.

(j) Mobility Manager (MM): POC at VA Maine Travel Dept., also is the COR to contractor.

(k) Non Pick up of Patient (Dry Run): When wheelchair van service involves a trip to or from this medical center or transfer from community hospital or patient’s residence and patient refuses transport or due to unforeseen circumstances the patient unstable for pick-up, the Contractor will collect for the trip at the rates applicable under the schedule portion of this contract.

(l) 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.

(m) Quality Assurance – Those actions taken by the Government to assure services meet the requirements of this contract.

(n) Quality Assurance Evaluator(s) – Government personnel responsible for surveillance of Contractor performance.

(o) 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.

(p) 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.

(q) Transportation Coordinator—TC schedules beneficiary’s trips, covers for MM in the event of a problem or event of patient while on route.

(r) VAMC – acronym for Department of Veterans Affairs Medical Center.

(s) Vehicle(s) – The term “vehicle(s)” as used in this contract refers to wheelchair accessible vans.

(t) Waiting/Waiting Grace Period – 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 pickup and/or delivery points in performing contract services. Waiting will be charged in fifteen (15) minute increments.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Wheelchair van transportation: Base Trip, one-way, within 25 miles from the pick-up point Contract Period: Base POP Begin: 10-01-2025 POP End: 09-30-2030 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V212 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Motor Passenger

Mileage rate beyond the base trip 25 mile allowance for distance from the pick up point (one way only).

POP Begin: 10-01-2025 POP End: 09-30-2030

PRODUCT/SERVICE CODE: V212 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Motor Passenger

Waiting period - 15 minute increments beyond initial 15-minute wait period

POP Begin: 10-01-2025 POP End: 09-30-2030

PRODUCT/SERVICE CODE: V212 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Motor Passenger

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses 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 following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

C.2 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 10/01/2025 through 09/30/2030.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor’s email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of Clause)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than 500 Trips, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of 7000 Trips;

(2) Any order for a combination of items in excess of 65,0000 Trips; or

(3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 5 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule.