36C24221Q1124.docx

36C24221Q1124

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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.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTA

CHED

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. SIGNAT

URE OF OFFEROR/CONTRACTOR

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

526-22-1-826-0002 36C24221Q1124 11-30-2021 Safa Shleiwet 718-741-4766 12-30-2021 17:00

EST

36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904 X X 485991 $16.5 Million N/A X Department of Veterans Affairs James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468 36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 West Kingsbridge Road Bronx NY 10468-3904

Tungsten Network https://us.tungsten-network.com/

See CONTINUATION Page Contractor shall provide all labor, equipment, materials, Transportation and supervision necessary to provide 24 hours, 7 days per week Wheelchair Van/Ambulette Services for eligible Veteran beneficiaries of the James J. Peters VA Medical Center in Bronx, NY and its three Community-Based Clinics (CBOCs) located in Yonkers, Queens and White Plains.

Performance Period is 12 months base period plus four-12 months option period.

Solicitation Questions Deadline:

All questions must be submitted in writing via email to safa.shleiwet@va.gov by 5:00 PM EST December 8, 2021 See CONTINUATION Page X X X Rachel Beason Table of Contents

VHA DIRECTIVE 2008-020-PATIENT TRANSPORTATION PROGRAM.

VTS STANDARD OPERATING PROCEDURE.

VHA DIRECTIVE 1695D-VETERANS TRANSPORTATION SERVICES.

PAST PERFORMANCE EVALUATION QUESTIONNAIRE.

QUALITY ASSURANCE SURVEILLANCE PLAN.

CONTRACTOR RULES OF BEHAVIOR.

WAGE DETERMINATION NO. 2015-4187.

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 36C242 Rachel Beason Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

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.

Tungsten Network https://us.tungsten-network.com/

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

B.2 STATEMENT OF WORK

Wheelchair Van Services Background/Need: The James J. Peters VA Medical Center, Bronx, NY, has a requirement for 24-hour Wheelchair Van Service to transport eligible beneficiaries of the medical center for medical services. Services shall be provided 24 hours, 7 days per week, 365 days per year, including weekends and holidays, for eligible Veteran beneficiaries of the James J. Peters VA Medical Center in Bronx, NY and its three (3) Community-Based Clinics (CBOCs) located in Yonkers, Queens and White Plains respectively. We have a patient population of radiation therapy, dialysis, mentally ill, spinal cord and homeless who will require frequent transport. The contractor will be servicing the Business Office, Veterans Transportation Service and Beneficiary Travel.

Facility Addresses:

James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx, New York 10468

Yonkers Community Based Clinic 124 Main Street Yonkers, New York 10701

Queens Community Based Clinic 47-01 Queens Boulevard 3rd Floor Suite 301 Sunnyside, New York 11104

White Plains Community Based Clinic 23 South Broadway White Plains, New York 10601

The Contractor gaining award shall provide all contracted vehicles cleaning supplies and or cleanliness of vehicles at contractor expense, personnel, management, supplies, transportation, equipment including wheelchairs as necessary and reports necessary to cover all Wheelchair van services as identified in the Statement of Work.

DEFINITIONS:

Beneficiaries: Veteran patients under 38 U.S. Code 111 One-Way Trip: The distance over which a patient is transported, from point of pick up to destination. Round trip transportation shall be invoiced as two one-way trips. All trips are considered one-way unless the VA pre-schedules round-trip.

No-Load Trip: When wheelchair van/ambulette service is ordered under the terms of this contract, but the patient is not available for pick-up due to unforeseen circumstances. The Contractor shall collect for such no-load trips at the applicable schedule rates.

Veteran Transportation Service office: Includes the Veterans Transportation Service Mobility Manager (MM), Beneficiary Travel Supervisor and the Beneficiary Travel dispatcher (TC)and clerks.

Hospital Administrative Coordinator (HAC) – VA employee who acts as the hospital administrator during all hours that are not normal working hours, as well as weekends and holidays (WHEN hours). Normal working hours are 8:00 a.m. to 4:30 p.m. Monday through Friday.

SERVICE AREA:

Services may be required throughout the five (5) boroughs of New York City (Bronx, Queens, Brooklyn, Manhattan, and Staten Island) and throughout Nassau and Suffolk counties. Occasional travel to upstate New York, as well as Pennsylvania and Connecticut, may also be required.

CONTRACTOR QUALIFICATIONS:

a. Proposals shall be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this contract. Successful offeror shall meet all requirements of Federal, State and City codes regarding operations of this type of service.

WORK HOURS:

Services will be provided, as requested, 7 days a week, 24 hours a day, 365 days per year, including all national Federal Holidays.

RATES AND MILEAGE

Base Rate: For all one-way trips and no-loads ordered under this solicitation, the Contractor shall receive the base rate. The base rate shall constitute full compensation for one-way trips and no-load trips, which do not exceed the mileage threshold as defined herein. The mileage threshold for the James J. Peters VA Medical Center and its three (3) Community-Based Clinics (CBOC’s) facilities is a ten (10) mile radius from pick up point. (i.e. If required to pick up a patient at the James J. Peters VA Medical Center facility, the mileage threshold will be a ten (10) mile radius from that point). The Contractor shall also receive a mileage charge for any trip in excess of the mileage threshold. In the event fraction miles result, VA shall pay the rounded off amount to the next higher even mile. In no event shall the Contractor receive this rate for miles traveled within the specified threshold.

Mileage Determination: Utilize Bing Maps located at http://www.bing.com/maps/.

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 only when the patient is traveling in the vehicle, or to a no-load trip, and shall be listed separately on the contractor's invoice. The contractor is responsible for all initial EZ PASS or payment of all tolls, to be reimbursed after the fact by VA. Tolls will not be billed or paid for bridges or tunnels used when a non-toll road was feasibly available for the trip.

All invoices must be accompanied by supporting documentation of tolls actually paid (i.e. receipts, EZ Pass, etc.).

WAIT TIME:

For time lost in waiting due to causes beyond the control of the driver, the contractor will be reimbursed in 15-minute increments, at the rate of one-fourth the hourly rate quoted. The base rate for medical transportation services shall include 30 minutes waiting grace period at origin and destination; the wait time charge only applies if the crew is delayed longer than 15 minutes at the time of pickup or delivery.

1. For add-on trips, waiting charges shall commence 30 minutes from the time the Contractor actually arrives at the designated pick-up and/or delivery points. For add-on trips with specified time for pick-up, waiting charges shall commence 30 minutes after that pick-up time. For scheduled trips, waiting charges shall commence 30 minutes from the scheduled pick-up time or from the time the Contractor actually arrives as the designated pick-up point, whichever is later.

2. If the designated pick-up and/or delivery points are at other than the VA Medical Center and waiting beyond the required 30 minute grace period is anticipated, the Contractor shall notify the VA Travel Unit; if these individuals are not available, the Contractor shall notify the Administrative Officer on Duty (AOD), Hospital Administrative Coordinator (HAC). This call is only for the purpose of verifying the Contractor’s time of arrival at pick-up and delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor’s failure to provide notification when waiting beyond the grace period shall result in non-payment for waiting time. No charges will be honored without prior approval. Immediate communication can often eliminate the possibility of delays. It is permissible for Contractor to confirm runs with beneficiaries by phone prior to dispatching units.

3. Wait time shall 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.

NUMBER OF PATIENTS: It is understood and agreed that the Contracting Officer Representative (COR) at the VA facility will decide the number of patients to be transported on a trip. When authorized a maximum of four (4) persons whether patients, attendants, VA employees or relatives of patient will be allowed in one (1) vehicle at one time. Only two (2) motorized wheelchairs, two (2) to three (3) manual wheelchairs, or one (1) motorized and two (2) manual wheelchairs can be transported at one time in a vehicle to meet Department of Transportation (DOT) law. If more than one patient is transported concurrently on a single trip, the contractor shall be reimbursed for the Mileage Rate for only one trip to the longest distance traveled with any one patient on that particular trip. Mileage is calculated based on the most direct distance between the origination and destination.

ORDERS:

1. Order Requests: Requests for services will be made by authorized VA staff only, Primarily through Vet-ride scheduling software for next day’s pick up program or by the Transportation Coordinator (TC) or Mobility Manger (MM) or in writing, telephone, or via telefax. The contractor will be provided a list of the names and telephone numbers of the persons authorized to place orders upon award of the contract. Patients are not permitted to order transportation at VA expense. The government will not be held liable for those services performed by the Contractor which are ordered by people who are unauthorized. The Government will not be held liable for those services performed by the Contractor which are ordered by people who are unauthorized. The contractor will be provided a list of the names and telephone numbers of the persons authorized to place orders upon award of the contract.

1. Orders will be placed a day ahead.

1. Any trip the same day is an add-on. An order will be generated for an add-on that reflects the date and time the request was received by Contractor.

1. The contractor is to follow the designated pick-up time or comments as specified for each patient on the travel log sheet or VetRide SCHEDULE. If any changes, the contractor must contact the travel office or travel supervisor as soon as possible.

1. All drivers are required to check in and out of the particular VA facility Travel Unit when dropping off and picking up patients. Drivers shall have a receipt (contractor provided) time/date stamped by the Travel Unit. A copy of the receipt shall be left with the Travel Unit at that time.

1. Patient must arrive at their destinations no later than their appointed time.

1. Two (2)-men team will be required occasionally to lift certain patients more than one flight of stairs to get to patient's residence and patient must be presented to caregiver.

1. All drivers MUST confirm the patient’s discharge address with the travel office between the hours of 8:00am -4:30pm. Any patient being discharge after 4:30pm, the driver MUST confirm the address the patient is being discharged to with the Nursing & Administrative Coordinators (NAC) or the dispatchers.

1. The driver or dispatcher MUST notify the travel office if a patient being discharged or transferred is not ready for transport at the designated time.

1. All inter-facility transfers MUST have a direct transport between the facilities.

1. A signature on pick-up and/or delivery of patients by driver travel and/or Security Personnel must be on all trip tickets.

1. Invoices must be submitted in Invoice Payment Processing System (IPPS) and In VetRide for Data collection by the VHA National and for audit purposes.

***NOTE: THE CONTRACTOR WILL NOTIFY THE PATIENT AND THE TRAVEL UNIT BY TELEPHONE OF ANY DELAYS IN THE TRANSPORTING OF PATIENTS. THE VA WILL ESTABLISH PRIORITIES WHEN NECESSARY. ***

2. Scheduled Requests: Vet-Ride Scheduled requests for services will be furnished to the Contractor no later than 3:30 p.m. prior to the day the transportation is required. The following information shall be provided by the VA to the contractor: In Vet-Ride the contractor can accept the trip within 24 hours ahead of time however there are add on within a one hour before their schedule medical appointment.

· Patient name (first and last name)

· Last 4 of Social Security Numbers

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

· Destination

· Time of pick up

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

· Any specific physician instructions

3. Add-on Transports: Any transport ordered the same day is an “add-on”. An order will be generated for add-on that reflects the date and time the request was received by Contractor.

RESPONSE TIME: For patient pickup time from point of origin shall be within one-(1) hour. Response time for add-on patients shall be within two (2) hours. If a delay with pick up occurs, contractor shall notify the travel unit as soon as possible to determine whether to cancel or process the trip.

VA Vet Ride COMPUTER PROGAM ACCESS AND USAGE:

Under the VHA Directive 1695D the VetRide program will be utilized to capture metrics accurately and timely using the system as required other ride scheduling/reporting system supplied by the VTP program Office. The Contractor will be provided computer access to a program called Vet-ride provided by JJP VA Mobility Manager. This is the same access that the Transportation Coordinator from the VA uses to schedule patients 24 hours prior to the patient’s appointment.

Contractor will be allowed to update the schedule and close out of scheduled runs; once the contracted driver completes the runs or if the patient cancels the scheduled pick up. The contractor will have access to update schedule during holiday’s weekends, and during afterhours when the travel office closed.

Contractor will also have access to download the BI-Weekly bill for billing purposes in Vet-ride.

Contractor must comply with the usage of the program Vet-ride; it will provide true data to the VHA National for audit and analytical purposes.

Contractor will not have access to update patient personal information.

Contractor must provide the contracted Vehicle information to the Transportation Coordinator (TC) or Mobility Manager (MM) EXP; Vehicle model and year, License plate number, VIN number of the vehicle; for the purpose to assign the contracted driver and vehicle that started and completed the transport of the patient.

Contractor will also need to provide the Contracted drivers information EXP; full Name, License number Type of commercial License endorsement, Expiration date, State that issued the license, this information will be provided to the Transportation Coordinator and Mobility Manager.

Contractor must communicate with the Transportation Coordinator or Mobility Manger of any new changes or discrepancies within 24 hours of discovery. Contracted driver will not transport any patients until driver and vehicle information are updated in Vet-ride.

TRIP TICKETS: Contractor shall provide drivers with a trip ticket for each transport. Trip tickets shall be signed, and time/date stamped at both the point of pick up and at the destination. Signed trip tickets for all transports must be provided by the Contractor driver to the Travel Unit at the time of transport.

All trip tickets will be completed with the following information: company name, date and actual time of pickup, patient name, origin and destination, physician orders, approved waiting time, mileage, driver/attendant names, receiving attendant’s signature, applicable comments.

Tickets shall be maintained by the Contractor for record. Copies of signed trip tickets may also be requested/used for proof of transport for billing purposes. Failure to comply could result in non-payment. All trip tickets should contain the following information:

a. Patient's Name

b. Date and time of pickup and/or delivery

c. Vehicle Identification Number

d. Name of driver

e. Contractor name and contract number

f. Signature from sending unit and destination ensuring the patient arrived.

PATIENT TRANSPORT

a. Contractor shall provide “through the door” assisted service for all patients to and from their designated appointments. Patients 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 patients shall always be attended by an authorized responsible party. When the destination is other than a VA facility, patient will be taken directly to their destination and presented to their caregiver. When transporting to another Health Care facility (either VA or Private) the patient shall be presented to a staff member. Patient shall not be left at the entrance or in the hallway of the facility or outside their place of origin. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. If patient is Bariatric or requires two man assist the contractor needs to know this prior to accepting the trip so they know how many people to send or if they need to decline the trip. These services may need to be provided within or outside the home (i.e., from the door to the vehicle).

b. Contractor drivers shall ensure proper loading/unloading techniques are followed at all times, in accordance with Department of Transportation guidelines. Contractor shall comply with the most current guidelines at all times, including any revisions that occur during the life of this contract.

c. Contractor’s driver shall notify the COR, or designee, of any problems transporting patients, including but not limited to accidents, safety problems, and patients unbolting themselves. The COR or designee shall be notified immediately of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer (CO), 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.

d. In the event the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA Travel Unit and provide a justification for non-performance.

e. The Contractor shall notify the VA Travel Unit by telephone, at least one-hour in advance of scheduled pickup, in the event that the Contractor is unable to provide trips within the time frame necessary for the VA Patient to maintain their scheduled appointment or return trip from the medical facility. For trips outside the Bronx County, the contractor must notify the VA within 2 hours, for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall contact the list of authorized ordering officials in the event the Travel Unit is not available to receive the Contractor’s call.

f. The Contractor shall notify the Travel Unit and the patient by phone of any delays in transport.

g. The Contractor is to follow the designated pick-up time or comments as specified for each patient on the travel log sheet/VetRide Schedule during normal business hours Mon through Friday 8:00 am to 4:30 pm. The Transportation coordinator (TC) will call, email the Contractor, if there are any schedule updates during normal business hours. During the afterhours of operation. The Hospital Administrative Coordinator (HAC) or Administrator on Duty (AOD) will call the contractor for approved scheduling changes or adding new transportation request during after hours, Weekends, Holidays. Once the contractor is contacted on the approved authorized changes or addons. The contractor will update the schedule in the VetRide program. Under the Directive 1695D, VTS SOP; The Contractor will utilize the VetRide program on a limit capacity to update/close out schedule transportation requests.

h. All drivers are required to check in and out of the VA facility Travel Unit when dropping off and picking up patients. Driver shall notify the Travel Office in person when picking up or discharging a patient during regular duty hours of 8am – 4:30pm, Monday through Friday. After 4:30pm, weekends and holidays, the Hospital Administrative Coordinator (HAC) or Administrator on Duty (AOD) shall be notified with any status updates.

i. Patients shall arrive at their destinations no later than ten minutes before their appointed time.

j. A two-man team will be required occasionally to lift certain patients more than one flight of stairs to get to patient's residence and patient must be presented to caregiver. Contractor will be notified of this requirement at the time order is placed.

k. For patients being transported from a VA facility, drivers shall confirm the patient’s discharge address prior to transport. Drivers shall confirm the discharge address with the Travel Unit during regular duty hours of 8am – 4:30pm, Monday through Friday. After 4:30pm, weekends and holidays, drivers shall confirm the patient’s discharge address with the Administrative Officer on Duty AOD).

l. The driver or dispatcher shall notify the travel office if a patient is being discharged or transferred and is not ready for transport at the designated time.

m. All inter-facility transfers must have a direct transport between the facilities.

n. Priority of Transports: Contractor shall give priority to transporting VA patients that have scheduled trips, over add-on trips, unless otherwise directed by VA Travel Unit. Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination timely.

o. Contractor may be transporting patients with Infectious diseases. VA will notify contractor of any know infectious cases. All necessary equipment and PPE gear will be provided to the Contracted driver, at the contractor’s expense. The Contracted driver will be using the most current CDC guidelines on transporting patients with infectious diseases. The contracted driver will also follow VA SOPs (Standard Operating procedures), Federal and state rules and laws regarding the transport of infectious diseases patients. See Attach SOP’s

p. Contractor will be responsible to train all drivers on proper donning and removal of Personal Protective Equipment (PPE) and proper disposal of used Personal Protective Equipment (PPE) gear at contractor’s expense.

q. The VA will not be responsible to supply/purchase any special Personal Protective Equipment (PPE) for any Transportation request.

r. The Contractor’s driver shall observe the patient during transport. At the onset of any significant change in the patient’s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.), the driver shall call 911 and proceed according to the 911 operator’s instructions. After contacting 911, the driver shall communicate the scenario immediately to the Travel Office at (718)-584-9000 x5355, x1290, Administrative Officer on Duty (AOD) at 7(18)-584-9000 x6834, x6832, or by contacting the VA Medical Center Emergency Room staff, at (718)584-9000 x5255 or x5256 contact operator by dialing 0 and ask for Emergency Room Staff. All diversions from destination shall be reported to the COR or designee.

PICK-UP PROCEDURES:

a. Pick-Up at a VA Facility: The driver shall announce to the facility Travel Unit that the Wheelchair van/ambulette is waiting; driver shall provide the beneficiary’s name as well as any other pertinent information as to his identification. The facility Travel Unit representative will sign and time/date stamp the trip ticket and return to the driver. From this verified time of arrival, fifteen (15) minutes will be allowed as normal for the facility to release the patient to the Contractor. Such release time cannot be claimed as waiting time unless, through no fault of the Contractor, the patient is over 15 minutes or not released at all. Boarding activities are also normal to the services required and time spent at the pick-up location reaching the patient and assisting him to and into the waiting Wheelchair van/ambulette cannot be claimed as waiting time. If a patient is unable to use the wheelchair van/ambulette regular seats, patient shall be transported in a standard size wheelchair appropriately secured to the vehicle.

b. Pick-Up at Other than VA Facility: When a patient is picked up at his residence, or other location that is not a VA facility, the patient will verify the time and sign the trip ticket; if the patient is unable to do so, a member of his household will sign the trip ticket. The patient and/or household member will be allowed up to fifteen (15) minutes after this verified time of arrival for preparatory tasks exclusive of boarding activities, which shall commence when the individual is ready to be placed in the travel device which will be used to bring him to the waiting vehicle. If a patient is unable to use the wheelchair van/ambulette regular seats, patient shall be transported in a standard size wheelchair appropriately secured to the vehicle.

NUMBER OF PATIENTS / RIDERS:

a. No more than two Veteran patients shall be transported on a trip unless specifically authorized by the COR. The contractor must ensure that pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government. If contractor transports more than one patient without approval, payment for extra patient (distance) will not be allowed

b. The Contractor shall not transport non-VA contract beneficiaries or private-pay patients with VA beneficiaries under this contract. While transporting VA patients under this contract, only authorized drivers or attendants, or patient’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.

NON-PICK-UP OF PATIENT / NO-LOAD TRIP:

When Wheelchair van/ambulette service is ordered under the terms of this contract, but the patient is not available for pick-up due to unforeseen circumstances, the Contractor shall collect for the trip at the applicable schedule rates (including base rate and applicable mileage rate). The VA reserves the right to substitute patients in these instances to prevent the ‘No-Load” situation.

NON-ARRIVAL OF PATIENT:

When Wheelchair van/ambulette service under the terms of this contract involves the pick-up of a patient scheduled to arrive by air, train, or bus, the Wheelchair van/ambulette driver will contact the Travel Clerk [during normal working hours] or Administrative Officer on Duty (AOD) [if the Travel Clerk is not available] and inquire as to the status of the arrival. If appropriate, wait time charges may be authorized for time lost in waiting in accordance with applicable schedule rates. If the Contractor reported as scheduled and no patient is transported, he/she shall be reimbursed at the applicable schedule rates.

TRIP INTERRUPTIONS:

No beneficiaries enroute in any kind of trip shall be transferred from the original Wheelchair van/ambulette entered into another vehicle or be removed from the original vehicle at a location other than the destination address supplied by the VA Travel Unit unless extraordinary, urgent situations arise, such as vehicle failure. All such events must be reported to the Travel Unit that submitted the request for service.

VA EMPLOYEE AIDES/ATTENDANTS:

At times an aide or attendant who is a VA employee may be assigned to accompany and assist the Veteran. The return trip of an employee attendant alone is not authorized unless the employee is also returning with the Veteran as the Veteran’s attendant.

ADDITIONAL SERVICES:

Contractor will be required to transport patient luggage, medical records, medication and any other items (including wheelchair, manual or electric, Stryker frames, litters, etc.) with the patient from pick-up point to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types.

KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS:

The Contractor shall assign to this contract the following key personnel:

a. Dispatcher:

(1) The Contractor shall provide a dispatcher assigned to each working tour, 365 days per year, 24 hours per day, and 7 days per week. The dispatcher shall be the primary point of contact for all transportation orders placed by the Bronx VA Medical Center. A list of the dispatchers, including contact information and hours of duty, shall be provided to the Contracting Officer prior to the start of performance.

(2) During the first sixty (60) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, absence for leave, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (a) below. After the initial 60-day period of the contract, the Contractor shall submit the information required by paragraph (a) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

CONTRACTOR PERSONNEL: WHEELCHAIR VAN/AMBULETTE DRIVERS/ATTENDANTS:

1. An attendant, separate from the driver, shall occasionally be required for the transport of patients requiring psychiatric care. The attendant shall act as an overseer of happenings while in transit, allowing the driver to focus on the safe transport of patients. The Contractor shall be notified of this requirement when the transportation order is placed. Prices bid in the schedule shall include the service of a trained professional (as required for the type of services ordered) on such trips. Contractor will provide each staff member will their own PPE (Personal Protective Equipment) gear provided by their employer and will sure have their own wheelchairs to transport the patient that need the accommodation. The contractor must follow the CDC guideline for transport to reduce contamination.

2. Identification: All Contractor’s drivers and attendants shall wear, in a readily observable area on the employee, a Contractor supplied photo identification badge (including employee’s name and business name) and company uniform, which identify the drivers and attendants while performing any aspect of service prescribed in this contract.

3. Contractor personnel performing services under this contract shall at all times conduct themselves in a professional manner, maintain personal hygiene, and wear clean, neat uniforms.

4. Contractor personnel shall not smoke in vehicles while transporting VA patients.

5. Contractor will provide their own wheelchairs to transport patients as needed.

6. Contractor personnel shall not play music in vehicles during patient transport.

7. Contractor personnel shall not text message or use cell phones for personal use while driving. Only communication related to service performance is permitted during patient transport.

8. 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 meet these qualifications at all times while performing contract services.

9. Contractor shall be responsible to ensure that Contractor employees providing work on this contract are fully trained, certified, and when appropriate, licensed and completely competent to perform the required work.

10. Submit proof of New York State Operating Authority to deliver Ambulette Services in the performance area. If subcontractors are being proposed, include proof of New York State Operating Authority for both prime and any subcontractors

11. Prices include the provision of a non-emergency attendant/driver for each vehicle. In accordance with applicable Federal, State, City and Local laws and regulations regarding operations of this type of service, all drivers must meet the following requirements:

(1) Must be twenty-one (21) years or older.

(2) Must have a valid NYS CDL driver’s license, valid for operation of this type of vehicle.

(3) Must have passed a driver physical examination, administered to NYS standard, and confirming physical ability to operate this type of vehicle (Wheelchair van/ambulette/Bus). Physical examination is to be an annual requirement for continued employment.

(4) Must have passed a documented criminal background investigation, including fingerprints.

(5) Must have a clean driving record as per NYS CDL Requirements for operating this type of vehicle.

(6) Must have passed a drug/alcohol screening examination.

(7) Must have completed and passed Safety and First Aid training provided by the organization, pursuant to applicable state laws.

(8) Must have completed a defensive driving course, with annual defensive driving review forms completed per NYS guideline.

12. The Contractor is required to maintain records that document competence/performance level of Contractor employees working on this contract. In accordance with NYS DOT and NYS Department of Motor Vehicle Regulations, the Contractor shall maintain a file for each driver to include all documents subject to Department of Transportation regulations. These files shall be provided to the Contracting Officer for review upon request.

13. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site any Contractor employee who does not comply with or meet competency requirements for the work being performed.

VEHICLES:

a. Vendor must have a minimum of ten (10) vehicles, all 10 vehicles must be high tops and have hydraulic lift.

b. All vehicles utilized in performance of this contract must comply with New York State Department of Transportation Rules & Regulations covering vehicles for hire to transport, Article 17, Parts 720, 721, 722, and 723, and the US Department of Transportation, Federal Motor Vehicle Safety Standards and Regulations (FMVSS). Vehicles must display DOT inspection sticker. In addition to the above, all vehicles must be equipped with a standard size wheelchair, kept/stored onboard at all times with all vehicles assigned under this contract. Furthermore, all vehicles must possess the following salient characteristics:

1. Air conditioning and heating.

2. Be equipped with permanently mounted cylinder holders for patients requiring oxygen. Patients will have portable oxygen cylinders.

3. Be equipped with, a five-pound dry chemical or ABC type fire extinguisher or an IOBC (minimum D.L.) extinguisher mounted in an accessible place.

4. Be equipped with an American Red Cross type 24 first aid kits or equivalent.

5. Be maintained in a clean and sanitary condition.

c. The Contractor shall provide proof of vehicle inspection/maintenance records with the Contractor’s proposal, reflecting compliance with NYS Department of Transportation regulations, for each vehicle to be utilized under this agreement.

d. Standard wheelchair securement devices shall not be attached to van doors.

e. All standard wheelchair restraints (for occupied or unoccupied wheelchairs) shall hold the standard wheelchair stable in all manners of driving. Installation of wheelchair restraints should be installed according to the restrain manufacturer’s installation instructions. The standard wheelchair should not be able to move more than 6 inches in any direction while driving under normal conditions.

f. Patient must be secured in the standard wheelchair at all times when he/she is being transported to and from vehicle as well as being driven in an Wheelchair van/ambulette.

g. Additional chest straps, body positioners or other equipment may be added where necessary to assist in a client’s balance and stabilization.

h. All wheelchair securement systems must be installed according to the manufacturer’s specifications and instructions.

i. Three/four-wheel scooter type wheelchairs or transport chairs will be transported only if properly secured within the vehicle. No patient will be allowed to be transported in a three/four-wheel scooter type wheelchair or transfer chair. They must be placed in a wheelchair with restraints as outlined previously.

j. Safety belt systems will be provided whether the client is a driver or passenger.

VEHICLE PERFORMANCE: The Government reserves the right to inspect any vehicle which will be used to provide services under this contract and reject any vehicle or equipment within the vehicle, without advance notification, found to be in a faulty condition or equipped in a manner which does not comply with contractual provisions. Such suspensions will be effective at the time of arrival of such equipment, or at the time the Contracting Officer notifies the contractor that deficiencies have been reported.

GLOBAL POSITIONING SYSTEM (GPS): All vehicles shall be equipped with a GPS system which has the following capabilities:

a. Address to address routing

b. Voice prompts for turns & guidance

c. Built in road maps – detailed road map displays

d. Route capabilities show best route to take from point A to point B

e. Waypoints capable shows locations & ability to pint to a desired destination

f. Turn Here – unit gives signal for a next turn

g. Maps user can upload maps for area needed

h. Traveling user can input series of addresses the unit displays lowest time/distance route between several destinations’ points

i. Large & bright screen that is easily visible to the driver

j. Engine idle – tells you that the vehicle has stopped and is on/running

k. Calculates speed from starting point to ending point

l. Calculates travel mileage

EXTRAORDINARY CONDITIONS:

When conditions unforeseeable and/or uncontrollable by the Contractor occur, such as: storms, flooding, or other hazardous road and travel situations, time and distance qualifications shall be considered secondary to safety precautions. Any delays or exceptions to the required quality of services, due to such substantial difficulties, shall be reported to the Travel Unit/per vehicle, if only a few wheelchair van/ambulettes are involved, or per event if all drivers in particular area were affected. The COR or designee will indicate concurrence or non-concurrence re-excusing such delays for the reasons communicated to the Contracting Officer.

RESPONSE TIME: The Contractor shall be present to receive the patient at the specified time. For patient pickup time from point of origin shall be within one (1) hour. Response time for add-on patients shall be within two (2) hours. If a delay with pick up occurs, contractor shall notify the travel unit as soon as possible to determine whether to cancel or process trip.

Contractor will call the Beneficiary Travel Office, alerting the travel representative, as soon as he anticipates that a delay may develop which exceeds 30 minutes. This call is for the purpose of verifying his arrival time at pick-up/drop off point and is not necessary if the Contractor anticipates no delay for which he will claim reimbursement.

Article 19-A – NY Vehicle and Traffic Law, is incorporated by reference in this acquisition.

New York State Department of Transportation; Bus & Passenger Vehicle Regulations; Title 17: Official Compilation of Codes, Rules and Regulations of the State of New York; Parts 720, 721, 722, and 723, is incorporated by reference in this acquisition.

EVIDENCE OF INSURANCE COVERAGE:

With the Contractor’s proposal, prior to award, 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 interests of the Government in such insurance shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer.

INVOICES:

Invoices shall be submitted monthly in arrears. All invoices from the Contractor shall be submitted electronically.

Disagreement with suspensions to payment of invoice will be brought to the attention of the COR within 60 days of receipt of payment. Supporting document for payment of suspended payments shall be presented within 60 days of receipt of explanation of the suspension.

DETAILED MONTHLY REPORTS

To support each monthly invoice, the Contractor shall send the COR a detailed record of all trips (whether scheduled or add-on) during the period invoiced. This record shall include the following:

i. Patient’s name

ii. Date of birth

iii. Date and time of trip

iv. Point of origin and destination

v. Mileage, wait time, and any other authorized additional charges associated with that trip.

PATIENT WELFARE AND ABUSE:

a. The contractor shall be responsible for patient welfare during transport. Drivers shall be responsible to ensure that patients are not left abandoned at their destination.

b. Destination is considered to be within the premises of the particular area the patient is required to report to or within their home in accordance with the address designation given by the Contracting Officer's Representative (COR) or designee. Patient will be taken directly to their residence and presented to their caregiver or are left in the care or a responsible person prior to departure from drop off point Caregiver must be present to receive patient. Patient shall not be left at the entrance or in the hallway of the facility or outside their place of origin. When transporting to another Health Care facility (either VA or Private) the patient must be presented to a staff member.

c. The contractor shall also be held responsible for patient and/or Government’s property during transport. Any damaged or lost wheelchairs (including power wheelchairs), walkers, crutches, or personal belongings will be replaced by the Contractor.

d. Contractor employees shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops.

e. Contractor must take into consideration that he will be transporting ill/psychiatric patients. Special consideration should be taken in transporting psychiatric patients requiring restraints.

f. The VA reserves the right to bar any driver or attendant from transporting VA beneficiaries should he/she violate any terms of this contract.

g. Contractor is responsible for enforcing NO SMOKING requirements in vehicles while performing service under this contract.

INCIDENT/ACCIDENT REPORT:

In all cases where an incident or accident occurs while a VA patient is in the contractor’s care, the Contractor shall notify the Travel Office or Administrative…