36C24226Q0010_1.docx

36C24226Q0010

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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

632-26-1-7148-0002 36C24226Q0010

HARRIS, LISA

585-201-9777 09-24-2025 14:00

EDT

Department of Veterans Affairs Network Contracting Office (NCO) 2 Canandaigua VA Medical Center 400 Fort Hill Ave Canandiagua, NY 14424

X X 485991 $19 Million N/A X Department of Veterans Affairs Northport VAMC 79 Middleville Road Northport, NY 11768

Department of Veterans Affairs Network Contracting Office (NCO) 2 Canandaigua VA Medical Center 400 Fort Hill Ave Canandiagua, NY 14424

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

See CONTINUATION Page Ambulette and Wheelchair Van Transports for eligible Veteran patients at the Northport VAMC specified in the Performance Work Statement included herewith.

See CONTINUATION Page X X X Lisa Harris Contract Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C242 Lisa Harris Department of Veterans Affairs Network Contracting Office (NCO) 2 Canandaigua VA Medical Center 400 Fort Hill Ave Canandiagua, NY 14424

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 PRICE/COST SCHEDULE

ITEM INFORMATION

(A0130) Base Rate Local Trip Non-Emergent Wheelchair Van One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics and NonVA Community Care facilities within 50 miles - Base Year POP 10/1/25-9/30/26 Contract Period: Base POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

LOCAL STOCK NUMBER: 0001

(A0425) Local Mileage - In addition to Base rate, trips 50 miles or less will be paid local mileage not to exceed 50 miles - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

LOCAL STOCK NUMBER: 0002

(S2009) Long Distance Mileage: Trips over 50 miles will be paid per mile for Non-Emergent Wheel Chair One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics, Non-VA Community Care facilities and VAMC facilities within and outside VISN 2 - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

LOCAL STOCK NUMBER: 0003

(A0420) Wait Time Fee - Each additional 15 minutes after the initial 30 minute wait period

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

LOCAL STOCK NUMBER: 0004

(A0170)Tolls - Bridges, Tunnels and Toll Roads

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

LOCAL STOCK NUMBER: 0005

(A0130) Base Rate Non-VA Community Care Trip - Non-Emergent Wheelchair One Way Load/no load Trips origin or destination of trip is 50 miles or more from Northport VAMC. (Long Distance Mileage rate from origin to destination will be paid in addition to Non-VA Community Care Base Rate.)

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

LOCAL STOCK NUMBER: 0006

(A0130) Base Rate Local Trip Non-Emergent Wheelchair Van One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics and NonVA Community Care facilities within 50 miles - Base Year POP 10/1/25-9/30/26 Contract Period: Option 1 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V222 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Passenger Motor Charter

(A0425) Local Mileage - In addition to Base rate, trips 50 miles or less will be paid local mileage not to exceed 50 miles - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2026 POP End: 09-30-2027

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

(S2009) Long Distance Mileage: Trips over 50 miles will be paid per mile for Non-Emergent Wheel Chair One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics, Non-VA Community Care facilities and VAMC facilities within and outside VISN 2 - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2026 POP End: 09-30-2027

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

(A0420) Wait Time Fee - Each additional 15 minutes after the initial 30 minute wait period

POP Begin: 10-01-2026 POP End: 09-30-2027

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

(A0170)Tolls - Bridges, Tunnels and Toll Roads

POP Begin: 10-01-2026 POP End: 09-30-2027

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

(A0130) Base Rate Non-VA Community Care Trip - Non-Emergent Wheelchair One Way Load/no load Trips origin or destination of trip is 50 miles or more from Northport VAMC. (Long Distance Mileage rate from origin to destination will be paid in addition to Non-VA Community Care Base Rate.)

POP Begin: 10-01-2026 POP End: 09-30-2027

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

(A0130) Base Rate Local Trip Non-Emergent Wheelchair Van One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics and NonVA Community Care facilities within 50 miles - Base Year POP 10/1/25-9/30/26 Contract Period: Option 2 POP Begin: 10-01-2027 POP End: 09-30-2028

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

(A0425) Local Mileage - In addition to Base rate, trips 50 miles or less will be paid local mileage not to exceed 50 miles - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2027 POP End: 09-30-2028

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

(S2009) Long Distance Mileage: Trips over 50 miles will be paid per mile for Non-Emergent Wheel Chair One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics, Non-VA Community Care facilities and VAMC facilities within and outside VISN 2 - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2027 POP End: 09-30-2028

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

(A0420) Wait Time Fee - Each additional 15 minutes after the initial 30 minute wait period

POP Begin: 10-01-2027 POP End: 09-30-2028

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

(A0170)Tolls - Bridges, Tunnels and Toll Roads

POP Begin: 10-01-2027 POP End: 09-30-2028

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

(A0130) Base Rate Non-VA Community Care Trip - Non-Emergent Wheelchair One Way Load/no load Trips origin or destination of trip is 50 miles or more from Northport VAMC. (Long Distance Mileage rate from origin to destination will be paid in addition to Non-VA Community Care Base Rate.)

POP Begin: 10-01-2027 POP End: 09-30-2028

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

(A0130) Base Rate Local Trip Non-Emergent Wheelchair Van One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics and NonVA Community Care facilities within 50 miles - Base Year POP 10/1/25-9/30/26 Contract Period: Option 3 POP Begin: 10-01-2028 POP End: 09-30-2029

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

(A0425) Local Mileage - In addition to Base rate, trips 50 miles or less will be paid local mileage not to exceed 50 miles - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2028 POP End: 09-30-2029

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

(S2009) Long Distance Mileage: Trips over 50 miles will be paid per mile for Non-Emergent Wheel Chair One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics, Non-VA Community Care facilities and VAMC facilities within and outside VISN 2 - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2028 POP End: 09-30-2029

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

(A0420) Wait Time Fee - Each additional 15 minutes after the initial 30 minute wait period

POP Begin: 10-01-2028 POP End: 09-30-2029

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

(A0170)Tolls - Bridges, Tunnels and Toll Roads

POP Begin: 10-01-2028 POP End: 09-30-2029

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

(A0130) Base Rate Non-VA Community Care Trip - Non-Emergent Wheelchair One Way Load/no load Trips origin or destination of trip is 50 miles or more from Northport VAMC. (Long Distance Mileage rate from origin to destination will be paid in addition to Non-VA Community Care Base Rate.)

POP Begin: 10-01-2028 POP End: 09-30-2029

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

(A0130) Base Rate Local Trip Non-Emergent Wheelchair Van One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics and NonVA Community Care facilities within 50 miles - Base Year POP 10/1/25-9/30/26 Contract Period: Option 4 POP Begin: 10-01-2029 POP End: 09-30-2030

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

(A0425) Local Mileage - In addition to Base rate, trips 50 miles or less will be paid local mileage not to exceed 50 miles - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2029 POP End: 09-30-2030

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

(S2009) Long Distance Mileage: Trips over 50 miles will be paid per mile for Non-Emergent Wheel Chair One Way Load/no load Trips where the origin or destination of the trip is Northport VAMC, Community Based VA Clinics, Non-VA Community Care facilities and VAMC facilities within and outside VISN 2 - Base Year POP 10/1/25-9/30/26

POP Begin: 10-01-2029 POP End: 09-30-2030

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

(A0420) Wait Time Fee - Each additional 15 minutes after the initial 30 minute wait period

POP Begin: 10-01-2029 POP End: 09-30-2030

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

(A0170)Tolls - Bridges, Tunnels and Toll Roads

POP Begin: 10-01-2029 POP End: 09-30-2030

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

(A0130) Base Rate Non-VA Community Care Trip - Non-Emergent Wheelchair One Way Load/no load Trips origin or destination of trip is 50 miles or more from Northport VAMC. (Long Distance Mileage rate from origin to destination will be paid in addition to Non-VA Community Care Base Rate.)

POP Begin: 10-01-2029 POP End: 09-30-2030

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

36C24226Q0010

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B.3. PERFORMANCE WORK STATEMENT

Northport VA Medical Center Northport, New York Wheelchair Transportation Service

GENERAL

The purpose of this Performance Work Statement (PWS) is to provide Northport VA Medical Center (Northport VAMC) with the services required to safely transport patients. The contractor shall furnish all the necessary personnel equipment to provide Wheelchair Van transportation services to the beneficiaries of the Northport VAMC. Northport VAMC is located at 79 Middleville Rd. Northport NY 11768. Services will also be rendered to beneficiaries in the area of five Community Based Outpatient Clinics that fall under the Northport VAMC catchment area. 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 a medical facilities that is providing care), as well as a return trips. This service shall also occasionally include special arrangements (including, but not limited to: bariatric, high-back wheelchairs, caregiver transport, or service animals), and therefore will facilitate any & all the special needs and requirements to entirely cover all transportation needs that may arise by the beneficiary being transported.

1.2 Background:

The services for wheelchair van have been used to provide transportation beneficiaries receiving healthcare at Veterans Affairs (VA), as well as non-VA authorized facilities where the VA has authorized 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 wheelchair 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

· NORTHPORT VAMC – Charlie Norwood VA Medical Center

· 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

· NARA – National Archives & Records Administration

· POC – Point of Contact

· PSC – State Public Service Commission

· USC – United States Code

· VA – Veterans Affairs

· VTS – Veterans Transportation Service

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PERIOD OF PERFORMANCE

The period of performance for this requirement is 12 months from date of award with four 12-month option periods.

PLACE OF PERFORMANCE

· Northport VAMC to include specific Atrium Clinics, Emergency Department, pavilions, or out- buildings on the Northport campus, 79 Middleville Rd. Northport NY 11768.

· Northport VAMC Community-Based Outpatient Clinics (CBOCs):

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

HOURS OF OPERATION

Wheelchair Van services are required a twenty-four (24) hour/seven (7) day a week, including observed Federal holidays.

FEDERAL HOLIDAYS

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1.1.1 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.

1.1.2 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.

GENERAL REQUIREMENTS

1.2 The contractor shall pick-up and deliver the beneficiary(s) to the pre-designated specific address and clinic where the medical treatment is to be provided. Beneficiary(s) shall be picked up within 15 minutes of the scheduled pick time (before or after the scheduled pick-up time). In no instance shall the contractor drop beneficiary(s) off in the hall or entrance of the VA or other non-VA facilities, and instead will escort beneficiary(s) to internal destination clinic. Adherence to schedules is of utmost importance. The contractor shall pick up the beneficiary(s) 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.

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

1.4 The contractor shall have telephone coverage to accept calls from NORTHPORT VAMC 7 days a week/24 hours a day/365 days a year. The Contractor shall provide NORTHPORT VAMC Transportation Offices with a back-up telephone number that is also accessible 7 days a week/24 hours a day/365 days a year. The Contractor shall update NORTHPORT VAMC with any change in the telephone numbers, points of contacts, or operational status.

1.5 The contractor shall always ensure their own internal availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times. Vehicles transporting NORTHPORT VAMC beneficiary(s) must be reachable and accountable to provide status updates, estimated arrival times, or for safety compliance.

1.6 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 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.

1.7 Generally, up to two patients may be transported on one trip, however, no more than the number authorized by DHEC (Department of Health and Environmental Control). With proper written approval, the NORTHPORT 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.

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1.8 Initial access to the VetRide system is controlled by the NORTHPORT 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 QR-code enabled mobile app.

1.9 The contractor shall be responsible for patient safety and welfare during the transport of beneficiary(s). 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.

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

1.11 The contractor shall self-manage their own departure times, schedule, pick-up times, manifests, special instructions, and all other facets of transportation to ensure that the beneficiary(s) are delivered at the designated time, location, and date to ensure no delays in medical care or missed appointments. Generally, this requires the beneficiary to be delivered 15-minutes before 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 in which they were notified that the beneficiary(s) were ready.

1.12 The requests made for transportation shall be transmitted to the contractor via the VetRide system (or in 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 NORTHPORT VAMC transportation office.

1.13 If the NORTHPORT VAMC transportation office (or AOD, if after hours) cancel a scheduled trip with greater than 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 as such and indicate that no charges will be made against the NORTHPORT VAMC for canceled trips. For requests transmitted to the contractor with less than 2-hours before the scheduled pick-up time (or the similar reasonable travel duration for trips that are greater than 2-hours away) and which the contractor is unable to complete without exceeding the imposed contractual time limits, the contractor will notify the NORTHPORT 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 2-hours advance notice, or if a beneficiary(s) 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 NORTHPORT VAMC transportation office (or AOD, if after hours), and change the status of the trip for each such request 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.

VEHICLE REQUIREMENTS

All vehicles used to provide services on this contract shall meet the following requirements.

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1.14 Vehicles used for transportation of beneficiary(s) will not exceed (6) years beyond the year date of vehicle manufacture date.

1.15 Vehicles used for transportation of beneficiary(s) shall have functioning mechanisms that ensure all access doors are capable of being opened from the inside and remain closed and secure during travel.

1.16 Vehicles used for transportation of beneficiary(s) shall have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating the distance in tenths of a mile.

1.17 Vehicles used for transportation of beneficiary(s) 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.

1.18 Vehicles used for transportation of beneficiary(s) 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.

1.19 Vehicles used for transportation of beneficiary(s) shall be equipped with hubcaps or wheel covers.

1.20 Vehicles used for transportation of beneficiary(s) shall have all body molding in place, or if removed, holes shall be filled and painted.

1.21 Vehicles used for transportation of beneficiary(s) 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.

1.22 Vehicles used for transportation of beneficiary(s) 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.

1.23 Vehicles used for transportation of beneficiary(s) shall be equipped with an operable two-way radio and/or cellular telephone communication system, which afford contact with the vehicle during any point of operation. Beepers/pagers are not an acceptable substitute. Requests from NORTHPORT VAMC about vehicle location, status, estimated arrival time, or any other inquiries should be able to be resolved promptly and accurately.

1.24 Vehicles used for transportation of beneficiary(s) shall meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

1.25 Vehicles used for transportation of beneficiary(s) shall have windows and doors, which can be opened and closed in accordance with manufacturer standards.

1.26 Vehicles used for transportation of beneficiary(s) shall not have leaks of any kind.

1.27 Vehicles used for transportation of beneficiary(s) shall be equipped with a functioning horn.

1.28 Vehicles used for transportation of beneficiary(s) shall have operable seat belts on all seats.

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1.29 Vehicles used for transportation of beneficiary(s) shall have fully charged, certified, and non-expired fire extinguisher.

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

1.31 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.

1.32 Vehicles used for transportation of beneficiary(s) 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.

NAVIGATIONAL/GLOBAL POSITIONING SYSTEM REQUIREMENTS

1.33 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

VEHICLE INSPECTIONS

1.34 Contractor shall have and 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 NORTHPORT 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.

1.35 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 any 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

Page 1 of Page 1 of removed from service immediately. Vehicles removed shall not be put back in service until subsequent inspections verify correction of the deficiencies, and written report is provided to the COR of the findings and outcome. NORTHPORT VAMC reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein at any time.

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. NORTHPORT 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 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 NORTHPORT 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, beneficiary(s), caregivers/escorts/attendants, or any other person. All contractor’s 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 the NORTHPORT VAMC that their employees are adequately trained in the safe and proper transport of beneficiary(s) 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.

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(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.

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, during any point that 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 such substance.

Gambling in any form.

Smoking, chewing, dipping, vaping, and all other uses of tobacco or tobacco-derived products while on duty. All persons at all times 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 NORTHPORT 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.

Page 1 of Page 1 of 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 NORTHPORT 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 NORTHPORT VAMC should an item of this contract be violated.

CERTIFICATION OF INSURANCE COVERAGE

11.2 Before award of the contract, 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 $500,000 per occurrence, $200,000 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. The term “shall endeavor” is not acceptable as issued by insurance carrier. This insurance coverage certificate must specifically provide coverage to incidents that occur while transporting beneficiaries.

ORDER PLACEMENT AND SAME DAY TRANSPORTATION REQUEST

11.3 The contractor shall have a dispatcher available 24 hour a day/7 day a week to receive requests. NORTHPORT 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 NORTHPORT 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 4:00pm each day, via telephone call between the NORTHPORT VAMC transportation office and the contractor’s dispatch team. This reconciliation call is to provide a secondary level confirmation of the next day’s scheduled patients, destinations, and times, and prevent beneficiary(s) to miss their appointments.

11.4 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 NORTHPORT VAMC transportation office. Trips will be sent to vendor via VetRide. Vendor will have the option to “Accept” or “Refuse” trip.

11.5 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’, ‘ad-hoc’, ‘at-will’, or other such designation. When this occurs, NORTHPORT VAMC transportation office (or AOD, if after hours) will communicate these same-day requests via VetRide to the contractor.

Page 1 of Page 1 of Same-day requests that are able to be accommodated by the contractor within the imposed contractual time limits, the contractor’s dispatch team will change the status of the each such trip within the VetRide system. Vendor will have the option to “Accept” or “Refuse” trip.

WAIT TIME

11.6 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.

11.7 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 a pick-up location changes or is otherwise different than at the initially designated place, the contractor shall call the NORTHPORT 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, NORTHPORT 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 NORTHPORT VAMC.

11.8 Every wait time claim is required to be pre-approved by the appropriate NORTHPORT 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 NORTHPORT VAMC transportation office in the notes added to the VetRide trip order that is transmitted to the contractor through that system.

SERVICE DISRUPTION

11.9 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).

11.10 Contractor shall immediately report all medical incidents, vehicle accidents, or safety incidents (such as…