36C24226Q0003.docx

36C24226Q0003

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

528-26-1-8750-0001 36C24226Q0003 08-1 -2025 Harsch, Michelle Michelle.Harsch@va.gov 716-862-7373 09-1 -2025 11:00am

EDT

Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227 X X 485991 $19 Million N/A X Department of Veterans Affairs Upstate NY Healthcare System Stratton VA 113 Holland Avenue Albany NY 12208 Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/veteransaffairs/

See CONTINUATION Page Ambulette/Wheelchair and Stretcher Van Transports for eligible Veteran patients at the Stratton VA, Albany as specified in the Statement of Work included herewith.

See CONTINUATION Page 528-3660160-8750-829800 0100C0D86 X X X Harsch, Michelle Contracting Officer Table of Contents

B.2 STATEMENT OF WORK………………………………………………………………….5

D.2 WAGE DETERMINATIONS……………………………………………………………..49

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 Michelle Harsch Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road, Suite 3500 Cheektowaga NY 14227

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://www.tungsten-network.com/customer-campaigns/veteransaffairs/ ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 STATEMENT OF WORK-Ambulette/Wheelchair and Stretcher Van Transports

1. GENERAL

The Samuel Stratton VA Medical Center (VAMC) has a requirement for ambulette/wheelchair and stretcher van services to safely transport eligible Veteran patients in accordance with 38 U.S. Code § 111. The contractor shall furnish all the equipment and personnel to provide ambulette/wheelchair and stretcher van transportation services to the beneficiaries of the Samuel Stratton VAMC requiring medical services. Services provided will be to provide transportation from a pre-designated pick-up point (generally the beneficiary’s residence) and the pre-designated drop-off point (generally medical facilities providing care), as well as return trips. This service may also include special arrangements (including, but not limited to bariatric, high-back wheelchairs, caregiver transport, or service animals) to facilitate the special needs and requirements that may arise by the beneficiary being transported.

BACKGROUND

The services for ambulette/wheelchair and stretcher van have been used to provide transportation eligible Veteran beneficiaries receiving healthcare at Veterans Affairs (VA), as well as non-VA authorized facilities where the VA has authorized medical care to be provided. These services are a necessity in providing the best quality of care for our beneficiaries.

Payment by VA under this contract to a provider of ambulette 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.

ACRONYMS

· AOD- Administration Officer on Duty

· BAA – Business Associate Agreement

· CFR – Code of Federal Regulations

· CO – Contracting Officer

· COR – Contracting Officer’s Representative

· CPARS – Contractor Performance Assessment Reporting System

· FAR – Federal Acquisition Regulation

· FIPS – Federal Information Processing Standard

· GPS – Global Positioning System

· HCF – Health Care Facility

· ISO – Information Security Officer

· POC – Point of Contact

· USC – United States Code

· VA – Veterans Affairs

· VTS – Veterans Transportation Service

PERIOD OF PERFORMANCE

The period of performance will be for a Base Period plus four Option Periods.

PLACE OF PERFORMANCE

· 113 Holland Ave, Albany NY 12208

· Patients Residence

· Counties of: Columbia, Greene, Delaware, Schoharie, Albany, Rensselaer, Washington, Saratoga, Fulton, Herkimer, Hamilton, Warren

· Other VA Medical Centers, Hospitals, or CBOCs within Veterans Integrated Service Network (VISN) 2 including, but not limited to:

6. HOURS OF OPERATION

Ambulette services are required twenty-four (24) hours/seven (7) days a week, including observed Federal holidays.

6.1 FEDERAL HOLIDAYS

5.1.1 The following are the observed federal holidays: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Juneteenth, Independence Day, Labor Day, Juneteenth, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day specifically declared by the President of the United States to be a national holiday.

5.1.2 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies.

7. GENERAL REQUIREMENTS

7.1 The contractor shall pick up and deliver the beneficiary to the pre-designated address where the medical treatment is to be provided. Beneficiary shall be picked up within 15 minutes of the scheduled pick time. In no instance shall the contractor drop beneficiary off in the hall or entrance of the VA or other non-VA facility. The contractor will escort beneficiary to the internal destination. Adherence to schedules is of utmost importance. The contractor shall pick up the beneficiary as near the scheduled pickup time as possible, but may arrange with beneficiary’s consent earlier or later, so long as it does not interrupt the medical appointment or care.

7.2 The contractor shall at all times maintain sufficient telephone capacity to ensure immediate communication access between Samuel Stratton VAMC and the contractor’s dispatch facility for the purpose of conducting business in the performance of the contract.

7.3 The contractor shall have telephone coverage to accept calls from Samuel Stratton VAMC seven days a week, 24 hours a day, 365 days a year. The contractor shall provide Samuel Stratton VAMC Transportation Offices with a back-up telephone number that is also accessible seven days a week, 24 hours a day, 365 days a year. The Contractor shall update Samuel Stratton VAMC with any change in the telephone numbers, points of contacts, or operational status.

7.4 The contractor shall always ensure internal availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times. Vehicles transporting Samuel Stratton VAMC beneficiaries must be available to provide status updates, estimated arrival times, and safety compliance.

7.5 The contractor shall provide the COR with the name and phone number of the dispatch person to contact for the service requests. The contractor shall also provide the COR with the name and phone number of the site supervisor, dispatch supervisor, or other contractor employee with the authority to address complaints or problems.

7.6 One patient may be transported on one trip, however, no more than the number authorized by DOH (Department of Health). With proper written approval, the Samuel Stratton VAMC shall allow the contractor to charge on a per-patient basis when more than one patient is transported. The contractor shall ensure that pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the Department of Veterans Affairs. One attendant/caregiver/escort, who is at least 18 years of age, shall be permitted to accompany any beneficiary at no additional charge.

7.7 For all one-way trips, the contractor shall receive the flat rate awarded for that trip. Initial access to the VetRide system is controlled by the Samuel Stratton VAMC transportation office (and secondarily by the COR). The contractor’s dispatch team and drivers will maintain their own individual accounts to the VetRide system, and utilize that system to receive, accept, schedule, and invoice for every trip. The VetRide system will be accessed by the contractor’s dispatch team at https://third-party.vetride.va.gov/app/login, and by the contractor’s vehicle drivers via a QR-code enabled mobile app.

7.8 The contractor shall be responsible for patient safety and welfare during the transport of beneficiaries. The contractor shall ensure that the beneficiary’s belongings are properly accounted for and delivered with the patient. The contractor shall be held responsible for patient and/or Government property during transport. Any damaged or lost wheelchairs, walkers, crutches, or any other belongings, will be replaced by the contractor at no additional cost to the Government or beneficiary. The Government requires the contractor to exercise extreme caution and care in the handling of patients. Any abuse of patients shall be grounds for default action or termination of the contract.

6.9 The VA reserves the right to bar any contractor’s vehicle driver from transporting VA beneficiaries.

7.10 The beneficiary to be delivered 15 minutes prior to the scheduled time of their medical appointment. The contractor shall arrive promptly to same-day and ‘will-call’ requests, but no more than 60 minutes from the time they were notified that the beneficiary is ready.

7.11 The requests made for transportation shall be transmitted to the contractor via the VetRide system (or in the event of VetRide outage, via telephone with email/fax written confirmation). Transport requests shall only be accepted from a pre-designated list of approved VA staff. The contractor’s dispatch team will refresh and monitor the VetRide system’s “Third Party Portal” during business hours, for transport requests to be submitted by Samuel Stratton VAMC transportation office.

7.12 If the Samuel Stratton VAMC transportation office (or AOD if after hours) cancels a scheduled trip with two (2) hours advance notice, the contractor’s dispatch team shall change the status of the trip for each such request within VetRide system from “Scheduled” to “Canceled” to confirm and no charges will be made against the Samuel Stratton VAMC for canceled trips. For requests transmitted to the contractor with less than two (2) hours before the scheduled pick-up time (or the similar reasonable travel duration for trips that are greater than 2-hours away) and the contractor is unable to complete without exceeding the imposed contractual time limits, the contractor will notify the Samuel Stratton VAMC transportation office (or AOD, if after hours), and change the status of the trip for each such request within VetRide system from “Assigned” to “Refused.” If any trip is canceled (through no fault of the contractor) with less than two (2) hours advance notice, or if a beneficiaries is not at the designated location and unable to be reached, or is unable to be transported, or refuses to be transported, the contractor will notify the Samuel Stratton VAMC transportation office (or AOD, if after hours), and change the status of the trip within VetRide system from “Scheduled” to “Canceled.” The contractor shall be reimbursed for these “No Show” trips as a one-way calculation, in accordance with section 6.7 of this document, if such a status meets the circumstances of the preceding sentence.

8. VEHICLE REQUIREMENTS

All vehicles used to provide services shall meet the following requirements:

8.1 Vehicles used for the transport of beneficiaries will not exceed (6) years beyond the year date of vehicle manufacture date.

8.2 Vehicles used for the transport of beneficiaries shall have functioning mechanisms that ensure all access doors are capable of being opened from the inside and remain closed and secure during travel.

8.3 Vehicles used for transport of beneficiaries shall have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating the distance in tenths of a mile.

8.4 Vehicles used for the transport of beneficiaries shall be equipped with operational air conditioning and heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 79 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not again be used for service under this contract until the air conditioning system has been repaired.

8.5 Vehicles used for transport of beneficiaries shall have an exterior free of grime, oil, or other substances and free from cracks, breaks, dents, and damaged paint that noticeably detracts from the overall appearance of the vehicle.

8.6 Vehicles used for the transport of beneficiaries shall be equipped with hubcaps or wheel covers.

8.7 Vehicles used for the transport of beneficiaries shall have all body molding in place, or if removed, holes shall be filled and painted.

8.8 Vehicles used for the transport of beneficiaries shall have a passenger compartment that shall be clean of dirt, free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges, and vermin or insects.

8.9 Vehicles used for transport of beneficiaries shall have an unobstructed vision on all sides, including but not limited to no equipment mounted on dashboard or windscreens, back-up cameras (if applicable) functioning properly, all windows and mirrors free of cracks or damage, and no luggage, equipment, or other items that might obscure the mirrors or windows.

8.10 Vehicles used for the transport of beneficiaries shall be equipped with an operable two-way radio and/or cellular telephone communication system to afford contact with the vehicle during any point of operation. Beepers/pagers are not an acceptable substitute. Requests from Samuel Stratton VAMC about vehicle location, status, estimated arrival time, or any other inquiries should be resolved promptly and accurately.

8.11 Vehicles used for transport of beneficiaries shall meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

8.12 Vehicles used for the transport of beneficiaries shall have windows and doors that can be opened and closed in accordance with manufacturer’s standards.

8.13 Vehicles used for the transport of beneficiaries shall not have leaks of any kind.

8.14 Vehicles used for the transport of beneficiaries shall be equipped with a functioning horn.

8.15 Vehicles used for the transport of beneficiaries shall have operable seat belts on all seats.

8.16 Vehicles used for transport of beneficiaries shall have fully charged, certified, and non-expired fire extinguisher.

8.17 Wheelchair vehicles shall have wheelchair tie-down straps and effective securing devices to secure both wheelchair and wheelchair occupants.

8.18 Have a backup for all lift or ramp functions. The lift or ramp shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty/occupied lift if the power to the lift fails.

8.19 Vehicles used for the transport of beneficiaries shall have a fixed seat position or a fixed secured floor or sidewall wheelchair lock shall be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs. Drivers will ensure all wheelchair tie-down straps or locks, seat belts, and shoulder harnesses are in place and secured before the vehicle is moved. Drivers will monitor and ensure that safety devices are used appropriately throughout the duration of the trip and will escalate issues immediately for deficiencies of such.

8. NAVIGATIONAL/GLOBAL POSITIONING SYSTEM REQUIREMENTS

8.1 All Vehicles shall be equipped with a GPS system that has the following capabilities:

· Line Mapping – step-by-step directions

· Summary - gives you a daily report on the driver’s activity for the day

· Stop – indicates where, when, and for how long the vehicle stopped

· Speeding – gives you the speed the vehicle is going from point to point

· Mileage – gives you the daily travel mileage from point to point daily

· Ignition – indicates when the vehicle starts up

· Landmark Stop – gives you point-by-point directions with major landmarks

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

· Maintenance – lets you know when it is time for an oil change/tune-up

· State Mileage – indicates long-distance trips’ mileage and tracking

9. VEHICLE INSPECTIONS

9.1 Contractor shall maintain a record of preventive maintenance checks and internal inspections for all vehicles being used for service. The contractor shall provide the COR with a copy of the most current preventive maintenance checks and inspections before that vehicle’s use during the performance of this contract. Vehicles, maintenance records, and internal inspection logs shall be made available to the COR for bi-annual inspections, or whenever the Samuel Stratton VAMC feels such inspections are required. The contractor shall provide the COR with a list of all vehicles used to provide services under this contract, which will include each vehicle’s Vehicle Identification Number (VIN), license plate/registration numbers, and insurance certificates, prior to that vehicle entering service. An updated list shall be provided to the COR annually, or when any new vehicle is added to the contractor’s fleet, or upon request of the COR. These scheduled or unscheduled inspections shall be coordinated between the COR and contractor in such a manner that shall not disrupt contract performance.

9.2 Every vehicle shall be made available for external inspection at any reasonable time before the initiation of, or during the performance of, this contract when requested by the CO or COR. Any vehicle found not in conformity with the above standards shall be removed from service immediately, or any vehicle receiving two (2) or more unsatisfactory findings within a fourteen (14) day period shall be removed from service immediately. Vehicles removed shall not be put back in service until subsequent inspections verify correction of the deficiencies, and a written report is provided to the COR of the findings and outcome. Samuel Stratton VAMC reserves the right to order immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein at any time.

10. DRIVER/CONTRACTOR PERSONNEL QUALIFICATIONS

10.1 Drivers:

(a) The contractor shall conduct pre-employment and annual driver’s history checks to ensure that no drivers providing services under this contract shall have more than ten (10) points on their driver’s license within a 24-month period, none of which were assessed for “Reckless Driving”, “Aggressive Driving”, or other similar moving violation related to safety. Samuel Stratton VAMC reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section. The contractor shall maintain a record of an updated and legible copy of the state driver’s license as supporting documentation, in addition to the records from the formal driving history check.

(b) The contractor shall maintain a record of each employee as to the character, current driving records (described in section 10.1(a) of this contract), and physical suitability/capabilities to safely and adequately perform the duties of a wheelchair vehicle driver. The contractor shall make these records available for inspection upon request by the contracting officer or the COR, at any reasonable time.

(c) Drivers shall not transport Samuel Stratton VAMC beneficiaries if they appear to be ill, under the influence of drugs or alcohol, or any other state that is (or appears to be) unsafe. Drivers shall not transport anyone who insists on smoking during the transport, this includes the contractor’s staff, beneficiaries, caregivers/escorts/attendants, or any other person. All contractors’ staff shall at all times display professional manners and courteous behaviors, including polite mannerisms, clear communication, and responsive and prompt interactions with every party. Rude or obscene behaviors or language shall not be accepted, and complaints of such may be grounds to remove the driver (described in section 10.1(a) of this contract).

(d) Drivers shall wear appropriate attire or uniforms, and with a picture identification (ID) badge that clearly identifies their name and the company they work for.

(e) The contractor shall demonstrate to Samuel Stratton VAMC that their employees are adequately trained in the safe and proper transport of beneficiaries by presenting a certification of detailed initial training, and annual refresher or remedial training adequate.

10.2 Health, Suitability, and Physical Fitness Requirements:

(a) Contractor shall provide for all employees assigned to work under this contract a detailed pre-employment screening and attestation that each employee is physically able to perform all general duties, functions, and activities required of their position, before they are approved to work on this contract. Such screenings will explicitly describe that the employee shall be free from any communicable disease; shall be in good general health, without physical defects or abnormalities which would interfere with the full performance of these duties; shall possess binocular vision correctable to 20/30 (Snellen); shall be free of color blindness, and be capable of hearing ordinary conversation at 15 feet with either ear without the benefit of a hearing aid. The contractor’s employees assigned to work under this contract shall personally certify in writing that they are not addicted to alcohol or any controlled substances.

(b) All employees shall be literate and able to communicate with clients in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material, and shall be able to compose reports which convey complete information. The Contractor is to attest in writing, that the ability of all individual employees designated to provide service for this contract meets the requirements of section 10.2(b).

(c) Contractor shall provide for all employees assigned to work under this contract a detailed annual health screening and refreshed attestation that each employee continues to be physically able to perform all general duties, functions, and activities required of their position, described in detail of section 10.2(a).

(d) Contractor shall produce and maintain a report of the initial, annual, and ad-hoc physical examination records describing the requirements of section 10 of this contract, for each employee who is assigned to work under this contract. Such reports shall be provided to the COR annually and upon request.

1. DRIVER/CONTRACTOR PERSONNEL CONDUCT

11.1 The following acts are not permissible by the contractor’s employees that provide services under this contract at any time, regardless of whether such conduct occurs while on VA premises or not, while the employee is working on this contract.

Use of intoxicating liquors, alcohol, narcotics, or other controlled substances of any kind, without a doctor’s prescription while on duty or reporting for duty. Vehicle drivers are further restricted to abstaining from the use of intoxicating liquors, alcohol, narcotics, or other controlled substances of any kind which may impair driving ability or safety, regardless of a doctor’s prescription for the substance.

Gambling in any form.

Smoking, chewing, dipping, vaping, and all other uses of tobacco or tobacco-derived products while on duty. All persons are prohibited from tobacco use within vehicles.

Carrying of pistols, firearms, or any other concealed weapons.

Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

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

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

Stopping or conducting personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. This also includes running personal errands, making deliveries, transporting items not sanctioned by the Samuel Stratton VAMC, or attempting to engage in other unsanctioned business arrangements while performing services under this contract. The driver shall not leave the vehicle with the key in the ignition at any time.

Engaging any person in a verbal confrontation to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

Soliciting or accepting tips, business opportunities, or unsanctioned business from customers, companions, or others at any time.

11.2 Any contractor’s employee who accumulates three (3) substantiated complaints during a 12-month period shall be prohibited from providing any further services under this contract. The Samuel Stratton VAMC reserves the right to bar any person from entering VA property, transporting VA beneficiaries, or conducting any other personal or professional business with the Samuel Stratton VAMC should an item of this contract be violated.

CERTIFICATION OF INSURANCE COVERAGE

12.1 The contractor shall furnish to the contracting officer a certificate of insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $1,000,000 per occurrence, $500,000 per person and $500,000 per occurrence for bodily injury and $50,000 per occurrence for property damage, as well as an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the contracting officer This insurance coverage certificate must specifically provide coverage for incidents that occur while transporting beneficiaries.

ORDER PLACEMENT AND SAME DAY TRANSPORTATION REQUEST

13.1 The contractor shall have a dispatcher available 24 hours a day, 7 days a week to receive requests. Samuel Stratton VAMC transportation office (or AOD, if after hours) will communicate transportation orders to the contractor via the VetRide software system (or in event of a VetRide outage, verbally via telephone with email/fax written confirmation afterward). Transport requests or changes shall only be accepted from a pre-designated list of approved VA staff. The Samuel Stratton VAMC will maintain an internal log of all trip requests sent. A reconciliation of the next business day’s entire transport schedule will be conducted by 3:00pm each day, via telephone call between the Samuel Stratton VAMC transportation office and the contractor’s dispatch team. This reconciliation call is to provide secondary level confirmation of the next day’s scheduled patients, destinations, and times, and prevent beneficiaries from missing their appointments.

13.2 Placing Orders: The contractor’s dispatch team will regularly refresh and monitor the VetRide system’s “VetRide Third Party Portal” during business hours for transport requests to be submitted by Samuel Stratton VAMC transportation office. Trips will be sent to the vendor via VetRide. Vendor will “Accept” the trip(s).

13.3 Same Day Transportation Request:

During the day it may become necessary to add patients to the contractor’s list with little advance notice and may be referred to as a ‘same-day’, add-on,’ at-will’, or other such designation. When this occurs, Samuel Stratton VAMC transportation office (or AOD, if after hours) will communicate these same-day requests via VetRide to the contractor.

Same-day requests shall be accommodated by the contractor within the imposed contractual time limits; the contractor’s dispatch team will change the status of each such trip within the VetRide system. Vendor will “Accept” the trip(s).

WAIT TIME

14.1 Wait time is defined as the amount of time spent waiting, through no fault of the contractor, after a scheduled pick-up time, such as when a beneficiary’s medical appointment has run late.

14.2 For time lost in waiting at either end of the trip due to causes beyond the contractor’s control, the contractor shall be reimbursed at the rate specified in the cost and price schedule in quantities of 15-minute units. If the pick-up location changes or is otherwise different than at the initially designated place, the contractor shall call the Samuel Stratton VAMC transportation office (or AOD, if after hours) as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This verbal telephone is only for the purpose of verifying the accurate time and location at the pick-up point but must be followed up by a written request to the designated COR, Samuel Stratton VAMC transportation office supervisor, or AOD for approval to claim wait time. Wait time that is caused by the contractor’s error, avoidable delays, or some other such reason that is within the contractor’s control will not be billable to the Samuel Stratton VAMC.

14.3 Any wait time claim is required to be pre-approved by the appropriate Samuel Stratton VAMC authority, with the written request that follows detailing the specific circumstances and cause (especially if the cause is an individual or clinic). Wait time may often be preapproved in writing by the Samuel Stratton VAMC transportation office in the notes added to the VetRide trip order that is transmitted to the contractor through that system.

15. SERVICE DISRUPTION

15.1 The contractor shall immediately report all vehicle breakdowns or other problems that may cause service disruptions to the COR (or AOD, if after hours). When breakdowns occur, the contractor shall provide a backup vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the COR (or AOD, if after hours).

15.2 Contractor shall immediately report all medical incidents, vehicle accidents, or safety incidents (such as but not limited to patient falls or trips), including those where there is no apparent injury to the patient, that occurs while transporting VA beneficiaries. The contractor’s driver shall provide a written report documenting the facts of the incident/accident to the contractor immediately upon safe conclusion of the occurrence. The contractor will provide the CO or COR a detailed written report within 24 hours of the incident’s occurrence to include the driver’s statements, as well as any other supporting findings, records, logs, or reports relevant to the circumstance. Specifically, this written report shall include the full names, addresses, and telephone numbers of any witnesses, as well as any applicable police report numbers. Every accident involving major damage, serious personal injury, or loss of life shall be reported to the COR immediately. All such incidents and their relevant records shall be kept for a minimum of three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service, post-incident conclusions, actions taken, or any other such records.

16. CANCELLATIONS BY THE CONTRACTOR

16.1 Contractor shall have a contingency plan for service disruption and provide to the VA prior to contract award.

16.2 In the event that a contractor cannot perform a transport that falls within the parameters of the specifications of this contract, and the Samuel Stratton VAMC is required to get another company to perform the service where the contractor shall pay for the cost of the service above the contracted rate requiring the VA to bill the contractor.

17. PERFORMANCE REQUIREMENTS

17.1 The contractor shall maintain performance standards in accordance with the Performance requirement summary.

17.2 Drivers shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for.

17.3 Driver shall ensure the patient has been completely secured (fastened seat belts) prior to transport.

17.4 Contractor shall immediately notify the COR of any vehicle breakdowns or other problems that can result in service disruption.

17.5 Contractor’s performance shall be in conformance with all Federal, state, and local laws to include Department of Transportation, 49 CFR, and Parts 27, 37, 38, 571 and VA Standards. All regulations of the Department of Health (DOH) (of where the contractor’s facility is located) governing the control, operation of and licensing of the transportation contractor are incorporated herein by reference. All records submitted to and/or compiled by the DOH regarding inspections, safety, records, and manifests, may be reviewed prior to awarding a contract and periodically throughout the term of contract.

17.6 The COR shall monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions related to any and all incidents. All complaints received by the COR and forwarded to the contractor shall be investigated promptly. After investigation and disposition, the contractor shall respond to the COR in writing within five (5) working days after receipt by the contractor.

17.7 QUALITY ASSURANCE REQUIREMENT

STANDARD

MONITORING

METHOD

INCENTIVE/DISINCENTIVES FOR MEETING OR NOT MEETING THE PERFORMANCE STANDARDS

Schedule reconciliation (quality)

Reconciliation telephone call with transportation office.

Successful or Unsuccessful meeting the performance standards will be reflected in the Contractors Performance Assessment Reporting System (CPARS).

Para. 6.1

Wait time (quality) Contractor shall make a written request for wait time at least 30 minutes after the pick-up or drop-off time, when the cause of the wait time is not due to the contractor’s own actions/inactions.

Para. 14.1

Successful or Unsuccessful meeting the performance standards will be reflected in the Contractors Performance Assessment Reporting System (CPARS).

Trip completion (timeliness) Proper completion of the trips within VetRide system requires the contractor to change the trip’s status to ‘completed’ as well as enter the supporting information (driver name, odometer readings, etc.).

Para. 13.2

Successfully or Unsuccessful meeting the performance standards will be reflected in the Contractors Performance Assessment Reporting System (CPARS).

18. SECURITY CONTROLS COMPLIANCE TESTING

18.1 On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

19. TRAINING:

19.1 To be eligible to perform under this contract, each contractor employee must meet the minimum contractor furnished training outlined in paragraph (21.2) (c and (21.2):

19.2 Contractor Furnished Training.

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

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

(c) In addition to formal training, the contractor shall provide 16 hours of orientation training for each employee fourteen (14) days after his or her initial assignment to duty. This orientation may be accomplished while the employees are on duty. The contractor shall certify to the COR as to the completion of the orientation for each employee within 45 days following assignment to duty. The follow-up orientation should include the following subjects and instructional time periods as well as other subjects as may be required: (1)Accident and incident reporting (2 hours) (2)Safe operation of emergency vehicles (2 hours) (3)Quality Assurance (2 hours) (4)Fire and emergency preparedness planning (2 hours) (5)Handling patient complaints (1 hour) (6)Infection control (2 hours) (7)Universal precautions (policy and procedure) (2 hours) (8)Safety and occupational health procedures (3 hours)

1. INVOICES

20.1 Vendor must “complete” trips in VetRide. (Note - trip must be completed for invoice to be created). Once trips are completed in the VetRide Third Party Portal, daily invoice(s) will be created. Invoices will be reviewed by VA staff. The vendor will have a visualization of where each invoice is in the stages of processing.

20.2 Invoices shall be reviewed and reconciled to VetRide data, trip tickets, medical records, and travel logs. Unauthorized charges shall be suspended. Supporting documentation may be provided and submitted for payment consideration or suspended charges.

1. QUALITY CONTROL PROGRAM

21.1 Contractor shall establish, maintain, and furnish to the VA a complete quality control program (QCP) to assure that the requirements of this contract are provided as specified. The contractor shall identify their management concept (provide key personnel list) for ensuring compliance with all contract requirements. The contractor shall furnish copies of these records if requested by the contracting officer or COR. The contractor’s QCP shall include at a minimum the following:

· An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections.

· The QCP shall include the methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable.

· The QCP shall have on-site records of all inspections conducted by the contractor and corrective action taken (quarterly).

· The QCP shall include maintaining maintenance records of all maintenance and repairs performed on vehicles used in the performance of this contract (quarterly).

NOTE:

The solicitation and subsequent contact include FAR 52.222-41, Service Contract Labor Standards (SCLS). The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

VA reminds contractors of the Department of Labor Regulations which implement the SCLS and which read at 29 CFR § 4.115:

Employee coverage does not depend on the form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that may be alleged to exist between the contractor or subcontractor and such persons. In other words, any person, except those discussed in §4.156 below, who performs work called for by a contract or that portion of a contract subject to the Act is, per se, a service employee. Thus, for example, a person's status as an “owner-operator” or an “independent contractor” is immaterial in determining coverage under the Act and all such persons performing the work of service employees must be compensated in accordance with the Act's requirements.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Wheelchair van transports for eligible Veteran patients within a 30-mile radius Contract Period: Base POP Begin: 11-01-2025 POP End: 10-31-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

Stretcher van transports for eligible Veteran patients within a 30-mile radius

POP Begin: 11-01-2025 POP End: 10-31-2026

PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

Rate per mile outside the 30-mile radius

POP Begin: 11-01-2025 POP End: 10-31-2026

PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

Additional wait time approved, after the required 15 minutes (Unit measured in 15-minute increments)

POP Begin: 11-01-2025 POP End: 10-31-2026

PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

Wheelchair van transports for eligible Veteran patients within a 30-mile radius Contract Period: Option 1 POP Begin: 11-01-2026 POP End: 10-31-2027

PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

Stretcher van transports for eligible Veteran patients within a 30-mile radius

POP Begin: 11-01-2026 POP End: 10-31-2027

PRODUCT/SERVICE CODE: V222 -…