36C24125Q0498_2.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

CONTACT INFORMATION

VAMC Togus

1 VA Center Augusta ME 04330

POINT OF CONTACT*

ADDITIONAL INFORMATION

DESCRIPTION

PERFORMANCE WORK STATEMENT

General Overview The primary intent of this contract is to provide non-emergent transportation services for beneficiaries of the VA Central Western MA Healthcare System. The VA requires contractor services to safely and efficiently transport VA beneficiaries to and from medical appointments from the beneficiaries’ place of origin. The mode of travel shall be based on what is most economical and consistent with the patient ‘s needs. The contractor shall provide all equipment, personnel, supervision, and support to provide these transportation services. This five year contract, with five, One (1) year ordering periods.

B.3.1. Scope of Contract.

Contractor shall provide medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. Most requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. The primary VA Medical Centers serviced under this contract include the major medical centers and community-based outpatient clinics (CBOCs) identified in section A.2 - VA Medical Facilities. Trips may also originate and terminate at any New England regional VA Medical Center, Community Care Centers, Non-VA Medical Facilities, or a patient’s residence.

This contract will provide scheduled and unscheduled Non-Emergent Transportation (NEMT) services for Veterans approved as travel beneficiaries. The contractor and any subcontractors will operate in accordance with the terms and conditions of this contract, applicable federal and state regulations, rules, statutes and industry accepted quality standards identified in this performance work statement. All transportation requests will originate from authorized VA staff who will, in all cases, first verify eligibility. Authorized VA requestors will include case workers, transportation managers, Urgent Care Staff, or AOD, after hours. VA will periodically provide list of authorized requesters.

The contractor shall have the ability to schedule, coordinate, and execute the estimated volume of 300 – 600 trips per month. The VA experiences seasonal shifts in transportation requests, and the contractor shall adapt to these changes while maintaining performance standards identified in the Quality Assurance Surveillance Plan (QASP) The contractor shall provide, at its own expense, all other personnel requirements to perform the contract. Such employees shall not be employees of the VA. All contracted employees are subject to appropriate background investigations to include SORI and CORI checks and Federal HIPPA and VA information security regulations.

The contractor shall notify the VA appointed COR if problems arise and adversely impact the performance of the contract. The COR serves as the primary point of contact for all administrative, process and performance communications. A meeting with the appropriate representatives from the VA transportation office and the contractor will be held prior to performance to address any questions, concerns and provide clarification to both parties of the performance requirements to be met under this contract.

The following facilities may require transportation of VA beneficiary’s transportation under this contract or order transportation. The outpatient clinics below (CBOCs) comprise only a subset of potential origin/destination locations.

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

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

Fitchburg CBOC 881 Main Street Fitchburg, MA 01420

Manchester VA Medical Center 718 Smyth Rd Manchester, NH 03107

Greenfield CBOC 143 Munson Street Greenfield, MA 01301 Bennington CBOC, 186 North Street, Bennington, VT 05201

Worcester CBOC 605 Lincoln Street Worcester, MA 01605

Pittsfield CBOC 73 Eagle Street Pittsfield, MA 01201

Springfield CBOC 25 Bond Street Springfield, MA 01104

Longer distance trips may include destinations such as Medical Centers within Massachusetts with locations in Brockton, West Roxbury, Jamaica Plain, Bedford and Leeds MA. Travel may also be required to the VA Medical Centers located in Augusta, Maine, Providence RI, and West Haven CT. Most trips requested across state lines are to the VA Medical Centers identified.

Prior to performance, the Contracting Officer or Contracting Officer Representative will provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. The VA will provide and update a list of those individuals authorized to request transportation. Requests from unauthorized individuals will be referred back to the VA. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

B.3.2. PASSENGER TRANSPORTATION SERVICES

The contractor shall furnish Non-Emergent Transportation Services 24 hours per day, 7 days per week, including all holidays for all patients including trips originating at one of the VA facilities or from the original trip destination for return trips.

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

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

Contractor drivers shall ensure proper loading/unloading techniques are always followed. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat. NO patient shall be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. Unique patient loading/unloading requirements will be communicated at the time of transportation request (e.g., for quadriplegic or multiple amputee patients). The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

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

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

Contractor’s driver shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, patients un-belting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds or Termination for Cause in accordance with FAR 52.212-4(m).

The Contractor may not transport non-VA contract beneficiaries or private-pay patients along 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 (e.g., vehicle breakdown). All such events must be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract.

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

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

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 Department or Administrator on Duty (AOD) and provide justification for non-performance (such as when an alternate provider cannot be identified) and initiate the contingency/backup plan. Failure to comply with this provision is grounds for Termination for Cause in accordance with FAR 52.212-4(m).

B.3.3. DRIVERS AND AUTHORIZED ATTENDANTS

All Contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor’s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check based on the mode of transportation as required by state and federal laws. Failure to comply with this provision may be grounds for Termination Cause in accordance with FAR 52.212-4(m).

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

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

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

All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Rehabilitation Medicine Service at the VA Medical Center, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

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

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

Contractor drivers shall not text message while driving.

B.3.4. CONTRACTOR EMPLOYEES, QUALIFICATIONS, AND CONDUCT

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

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

Contractor personnel performing services to the Department of Veterans Affairs shall conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications (that associate the employee with the Contractor) shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Care Unit. There shall be no smoking within the vehicles by Contractor, patient or any other passenger.

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

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

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

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

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

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

B.3.5. ORDERS

The contractor agrees to utilize the VetRide Vendor Portal with every patient transported under this contract. Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal 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.

To the extent possible transportation requests will be made by 4:30pm the day prior for the next day’s services; however, service providers must be able to accept requests for same day services and meet the response time outlined in Section W of this contract. Scheduled transportation requests shall be made at least 24 hours in advance. The following information shall be provided by the VA to the contractor:

All requests by telephone must be answered by an employee of the contractor during the on hours of 6am to 8pm Monday through Friday. The following call metrics shall be adhered to:

· Average Speed to answer (Service level): ≥ 80 % of calls answered ≤ 30 seconds

· Abandonment Rate: ≤5%

· Average Hold Time: ≤ 120 seconds

· Disconnect Rate: ≤5% calls disconnect

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

Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.

When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the nearest mile. Payment for mileage to or from the point of care shall be limited to the VA’s calculation according to the VA’s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel.

Long Distance Mileage — Payment for mileage outside the contract miles covered in the base rate, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement but would be expected to be incorporated into the mileage rate as part of the administrative costs (or costs of doing business).

Upon notification of the contracting officer, the vendor must receive training and begin implementation of invoices via Vet Ride within 30 days versus VA Tungsten Network e-Invoicing network. Invoices must be submitted via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA approved software. These invoices shall not include patient information, but shall include the following:

· Contractor Name

· Contract Number

· Current Purchase Order Number

· Date of service

· Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of BLS Base Rate, total BLS Mileage incurred, etc.)

· An itemized list of charges or services rendered that align with the line items of this contract (i.e., BLS Base Rate, BLS Mileage incurred, etc.)

Payment by VA under this contract to a provider of ground ambulance transportation services authorized under this contract extinguishes any and all liability on the part of the VA BENEFICIARY for that transportation service. UNDER NO CIRCUMSTANCES ARE VA BENEFICIARIES, THIRD PARTY INSURANCES, MEDICARE, OR MEDICAID TO BE BILLED FOR THE SERVICES PERFORMED UNDER THIS CONTRACT.

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

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

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

Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor.

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

Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the Contractor shall obtain the services from another source and shall not charge the VA with excess costs which may result.

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

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

The Contractor shall notify the VA Transportation Coordinator or Authorized Representative’s, of the estimated time of arrival for any vehicle en-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify Transportation Coordinator, by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. The contractor must provide the VA Transportation Coordinator with a list of vendors they plan to utilize in the event they cannot meet a scheduled trip at time of contract award.

Waiting time: The VA Medical Center will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate indicated in the schedule for each quarter hour in excess of one-quarter hour from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer’s Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver’s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor will claim reimbursement. Waiting Time shall not exceed the initial Free 15 minute period plus two (2) additional paid Waiting Time 15 minute increments (per Schedule.)

Should the Department of Veterans Affairs determine that immediate transportation is essential to prevent loss of life or serious bodily harm, alternate transportation services may be procured and the contractor will be notified.

Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the patient is transported are limited to “one way only”, “patient loaded” miles.

If the Transportation Coordinator authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below for restrictions on the number of patients per vehicle), payment shall be made for the initial patient only according to the schedule of items.

When more than 1 (one) patient is transported a single vehicle, the longest distance transported may be claimed for payment. Trip mileage shall be determined in accordance with the current GPS equipment. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government.

NON-PICKUP OF PATIENT (DRY RUN): When wheelchair transport involves a scheduled trip and due to unforeseen circumstances the patient refuses or is unable to be transported, the Contractor will be reimbursed for the one-way trip at the rates applicable under the schedule portion of this contract.

B.3.6. PATIENT PRIVACY AND CONFIDENTIALITY

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

Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract. Contractor shall be required to sign Business Associate Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

B.3.7. NUMBER OF PATIENTS

It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in B.3.19 INVOICING.

B.3.8. VEHICLES

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

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

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

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

· Fire suppression equipment

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

· Written emergency procedures.

· Protective clothing required for the protection of contractor employees where patient care is expected.

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

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

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

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

The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the state for safe operation of raised roof vans or lowered floor ramp wheelchair vans. Wheelchair vans for hire in Massachusetts must be licensed by the Massachusetts Bureau of EMS and pass inspection by Massachusetts Department of Safety.

Raised roof wheelchair vans shall have the following minimum characteristics:

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

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

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

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

· The lift shall have slip-proof surface.

· All wheelchair vans utilized shall be ADA compliant.

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

All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s well-being. Failure to comply with the provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

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

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

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

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

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

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

B.3.9. 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 must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

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 patients in the event of mechanical breakdown of vehicle.

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

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

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.

B.3.10. PERFORMANCE STANDARD

Contractor must maintain a 99% satisfaction rate per 100 scheduled trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than one (1) valid complaint per 100 scheduled trips. The validity of any complaint shall be determined by the COR before being marked against contractor performance. Valid complaints in excess of 1% per quarter may be grounds for termination (FAR Clause 52.212-4(m)). Performance tracking will be monitored by the COR on a quarterly basis.

B.3.11. COVID-19 TESTING

Contractor shall be responsible for ensuring that employees (including employees who have been vaccinated) are routinely tested for COVID-19 and take every precaution necessary to prevent COVID-19 positive contact with VA patients. The Government reserves the right to request or review current procedures at any time.

B.3.12. TUBERCULOSIS TESTING

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

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

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

B.3.13. HEPATITIS B VACCINATION

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

Contractor shall bear all costs associated with vaccinations.

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

B.3.14. JOINT COMMISSION FOR ACCREDITATION OF HEALTH CARE ORGANIZATIONS (JCAHO) COMPETENCY REQUIREMENTS The contractor shall be responsible to ensure that his/her employees coming to the work site shall receive the information required to perform their duties.

Contractor shall attend a pre-work orientation meeting prior to the commencement of work onsite. The VA shall schedule this meeting and it shall include discussion of the following topics: Fire and Safety, Infection Control and Disaster procedures.

Contractor shall be responsible to ensure his/her employees who are providing work on this contract are fully trained and completely competent to perform the required work.

B.3.15. INFECTION CONTROL COMPLIANCE

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

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

In no circumstance will an employee be allowed to begin duty without prior submission of the required training certification.

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

· Develop written exposure-control plans;

· Train all employees on occupational risks;

· Maintain records on employee training;

· Use warning labels;

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

· Offer Hepatitis B Vaccine (HBV) to employees;

· Provide medical evaluations following employee’s exposure incident; and,

· Supply personal protective clothing and equipment.

B.3.16. CONTRACT ADMINISTRATION

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

B.3.17 EVIDENCE OF INSURANCE COVERAGE

Before award of the contract, the Contractor shall furnish to the Contracting Officer a certificate of Insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interest of the Government in such insurance, shall not be effective unless a 30-day written notice of cancellation or change is furnished the Contracting Officer.

B.3.18. LICENSES

The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to themselves, their employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by their, or their employees' actions and/or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the states, and in accordance with VAAR 852.228-71 INDEMNIFICATION AND INSURANCE and 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE. Evidence of coverage shall be submitted to the Contracting Officer before commencing work under this contract (copy of Certificate of Insurance), and it shall not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer.

B.3.19. INVOICING

The Contractor shall coordinate billing arrangements with the COR monthly. Billing documents shall include a report that (e.g., spreadsheet) shall contain the contract number, date, departure and arrival times, patient’s name, origin and destination addresses, total mileage per trip leg. The COR will review the report and once all information is determined to be accurate the invoice will be approved by the COR for payment submission in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices shall be submitted monthly In arrears.

B.3.20. SERVICE CONTRACT ACT OF 1965

All service employees who will be employed in the performance of the contract awarded as a result of this solicitation shall be paid no less than the wages shown on the Wage Determinations which are incorporated and made a part of this solicitation and resulting contract.

B.3.21. NATIONAL HOLIDAYS

The eleven holidays observed by the Federal Government are: New Year’s Day; Washington’s Birthday; Martin Luther King’s Birthday; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; or any other day specifically declared by the President of the United States to be a national holiday.

B.3.22. HIPAA COMPLIANCE

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