36C24419Q0032-001.docx

36C24419Q0032

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT 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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24419Q0032 10-24-2018 Cynthia Grygier | cynthia.grygier@va.gov 814-860-2974 11-21-2018 00244 Department of Veterans Affairs Network Contracting Office 4

X 485991 $15 Million X N/A X Butler VA Medical Center 353 North Duffy Rd.

Butler, PA 16001

00244 Department of Veterans Affairs Network Contracting Office 4

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429 See CONTINUATION Page This is a Request for Quote for Wheelchair Van Services for the Butler VA Medical Center in accordance with the Performance Work Statement (PWS) and Schedule.

Anticpated Period of Performance:

12/16/2018 to 12/15/2023.

This will be a 5-year fixed price Indefinite Delivery Idefinite Quantity (IDIQ) Contract.

This procurement is being competed in accordance with FAR 13.5. Any reference to FAR 15 is unintended and the contractor should seek clarification from the CO.

All questions must be submitted via email to cynthia.grygier@va.gov by 11/07/2018.

NOTE: This is an open market procurement.

See CONTINUATION Page X X X

CYNTHIA J. GRYGIER

Contracting 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: TBD

b. GOVERNMENT: Cynthia Grygier, Contracting Officer Department of Veterans Affairs Network Contracting Office 4

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.

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-4 Notice of Price Evaluation Preference for HubZone Small Business Concerns. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

BUTLER VA MEDICAL CENTER

WHEELCHAIR SERVICES

PRICE/COST SCHEDULE:

The Government shall order the below specified minimum contract value of services and may order up to the below specified maximum contract value of services through task orders under this basic IDIQ contract for all ordering periods. The maximum amount under this contract is not guaranteed.

IDIQ contract minimum: $5,000.00 IDIQ contract maximum: $300,000.00

Butler city limits (1 to 15 miles).

To University Drive (Oakland) - VA Pittsburgh Healthcare System (includes mileage).

Aspinwall – VA Pittsburgh Healthcare System (includes mileage).

limits (greater than 15 miles).

15 minute increment.

TOTAL CONTRACT PERIOD 1: ______________

Butler city limits (1 to 15 miles).

To University Drive (Oakland) - VA Pittsburgh Healthcare System (includes mileage).

Aspinwall – VA Pittsburgh Healthcare System (includes mileage).

limits (greater than 15 miles).

15 minute increment.

TOTAL CONTRACT PERIOD 2: ______________

Butler city limits (1 to 15 miles).

To University Drive (Oakland) - VA Pittsburgh Healthcare System (includes mileage).

Aspinwall – VA Pittsburgh Healthcare System (includes mileage).

limits (greater than 15 miles).

15 minute increment.

TOTAL CONTRACT PERIOD 3: ______________

Butler city limits (1 to 15 miles).

To University Drive (Oakland) - VA Pittsburgh Healthcare System (includes mileage).

Aspinwall – VA Pittsburgh Healthcare System (includes mileage).

limits (greater than 15 miles).

15 minute increment.

TOTAL CONTRACT PERIOD 4: ______________

Butler city limits (1 to 15 miles).

To University Drive (Oakland) - VA Pittsburgh Healthcare System (includes mileage).

Aspinwall – VA Pittsburgh Healthcare System (includes mileage).

limits (greater than 15 miles).

15-minute increment.

TOTAL CONTRACT PERIOD 5: ______________

GRAND TOTAL

ALL PERIODS OF PERFORMANCE: ______________

36C24419Q0032

Page 1 of Page 1 of

PERFORMANCE WORK STATEMENT

Scope:

VA Butler Healthcare is seeking to award a five year Indefinitely Delivery Indefinitely Quantity (IDIQ) contract for wheelchair van services to transport patients including physically or mentally handicapped individuals in wheelchairs and aged and infirm persons, their attendants and personal belongings throughout the VA Butler Healthcare service area. The Contractor agrees to furnish non-emergent, wheelchair van services, 24-hours per day, seven days per week, (to include all federal holidays) for all patients of the VA Butler Healthcare located at 353 North Duffy Road, Butler, PA 16001; Community Living Center (CLC) 325 New Castle Road, PA 16001; and their Community Based Outpatient Clinics (CBOCs) in Lawrence, Mercer, Clarion, and Armstrong Counties, to include the Cranberry TWP CBOC in Butler County. Patients may also be transported to the VA Pittsburgh Health Service (VAPHS) in Oakland or Aspinwall, Pittsburgh, PA. Care provided during transfer of a patient shall be according to the orders of the attending physician.

Passenger Transportation:

1. Contractor shall provide medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract, including Federal Holidays. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The Contractor shall provide the VA Butler Healthcare with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. The Contracting Officer (CO) shall notify the Contractor if the proposed method of communication is not acceptable.

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

3. Contractor shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transport to a vehicle seat. NO patient shall be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. The Contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and provided to the COR and CO annually.

4. Contractor shall provide patient hand-off service for all patients to and from their designated appointments. Contractor is to transfer or “hand-off” the patient to the next person responsible for their care. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. The contractor shall ensure that the patient is attended by an authorized responsible party at all times. The authorized responsible party may be the Contractor, VA employee, or family member depending on the stage of the trip (pre-appointment, appointment, or post-appointment). At no time shall the contractor leave the patient unattended.

Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle). When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient’s arrival by the Contractor’s driver or authorized attendant.

The use of an attendant will be required only when requested and authorized by the VA. Use of an attendant will be required to assist the driver with loading and unloading of patients whose physical characteristics (weigh, height, ability to assist, etc.) necessitate a need for additional assistance. The location of their home (above or below ground level apartment) may also justify the need for an attendant. An Attendant may be required to accompany patients with dementia, etc. Dementia patients not accompanied by a family member or caregiver shall not be left unattended under any circumstances. Attendants services may need to be provided within or outside the home (i.e., from the door to the vehicle). When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient’s arrival by the Contractor’s driver or authorized attendant.

5. The Contractor’s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient’s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the VA Butler Healthcare Medical staff. Diversion from destination shall only be authorized by the COR, VA Butler Healthcare Medical Staff, VAPHS Emergency Room staff, or the Administrative Officer of the Day (AOD). All diversions from destination, if authorized, shall be reported to the COR.

6. Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the COR, from 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), weekends or holidays, the driver shall contact the AOD at the admissions desk. VA will provide a list of individuals (other than the COR) authorized to contact the Contractor. This notification is merely for information purposes. It does not replace internal contractor communications needed to solve the problem.

7. Contractor’s driver shall notify the COR, of any unusual events, including but not limited to accidents, safety problems, patients unbolting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or CO, a written report of the incident(s) will be delivered to the COR by close of business the next working day. This notification is merely for information purposes. It does not replace internal contractor communications needed to solve the problem.

8. When there is a need to transport medical records with the patient; the Contractor’s driver shall assure that the locked carrying pouch containing the records is secure and delivered with the patient to the destination.

9. RESTRICTIONS: The Contractor may not transport non-VA contract beneficiaries or private-pay patients with VA Beneficiaries under this contract. No beneficiary in-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the VA, unless extraordinary, urgent need situations arise. All such events must be reported to the COR. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract.

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

11. The Contractor shall have a contingency/backup plan in the event the Contractor is unable to perform services or have services performed as required. The Contractor shall immediately notify the COR and provide justification for non-performance and initiate the contingency/backup plan.

12. It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. However, the longest distance over which a patient is transported may be claimed when more than one patient is transported concurrently. The Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

Driver and Authorized Attendant:

1. All Contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor’s business name, or company uniform, that is acceptable to the CO, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the CO upon request. The Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check to the maximum extent permitted by law.

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

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

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

5. The following acts are not permissible by the Contractor that provide services under this contract or while on VA premises:

a. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor’s prescriptions which do not impair driver’s driving ability) while on duty. Also includes reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind.

b. Gambling in any form.

d. Carrying of pistols, firearms or concealed weapons.

e. Resorting to physical violence to settle a dispute with a fellow employee, patients, or the general public while on duty.

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

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

h. Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

i. Engaging patients in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

j. Soliciting or accepting tips from patients, companions, or others at any time.

The VA reserves the right to remove any driver from transporting VA patients should he/she violate any terms of this contract.

6. All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Butler Healthcare, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients.

7. All Contractors’ drivers shall maintain a valid operator or chauffeur’s license, required to operate the type of vehicle necessary to perform the service, as required by the State of Pennsylvania. The Contractor shall provide, upon request of the CO, a copy of the valid license of all drivers performing under this contract.

8. Contractor’s drivers shall not text message while driving. See FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving” which is incorporated into FAR 52.212-5, Commercial Terms and Conditions.

Contractor Conduct:

1. The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor’s employees, and Contractor’s representatives shall treat each patient with respect, concern and a professional approach to the Patient’s dignity as an individual and as a patient. All communication, both verbal and non-verbal, by the Contractor’s personnel, with and in the presence of the patient, shall be conducted in a professional manner.

2 The Contractor shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Butler Healthcare. All VA Butler Healthcare rules and regulations shall be adhered to by the Contractor while said persons are at or on the grounds of the medical center.

Orders:

In accordance with FAR 16.505, The CO shall issue Task Orders against the IDIQ contract with a period of performance not to exceed one year. Authorized Government personnel shall place service calls against these Task Orders as stated below. Each Task Order will be funded with an estimated value for that period of performance. The contractor, along with the COR, must monitor the contract value as service calls are placed and invoices are paid. The contractor is not authorized to continue services if the contract value falls below a zero balance, therefore the CO must be notified when remaining contract value is low so that more funds can be added.

1. Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via facsimile and/or telephone, by the COR, VA Butler Healthcare, no later than 4:00 p.m. prior to the day the transportation is required. The Contractor will respond the same day by providing VA Butler Healthcare with a confirmation number for each trip on the manifest. The following information shall be provided by the VA to the Contractor:

a. Patient name (first and last)

b. Pick up point (include address, telephone #, city, state, building and/or room number if applicable)

c. Destination

d. Time of pick up

e. Support required or items to accompany (oxygen, IV heplocks, escort, other items)

f. Wheelchair size

g. Including any specific physician instructions The Contractor will provide confirmation to VA Butler Healthcare Transportation within 60 minutes after the end of each trip. Confirmation notification must list the trip confirmation number in the subject line, and will be recorded by VA Butler Healthcare Transportation to determine if the Contractor is meeting the scheduled pick-up and delivery requirements. No other method of delivery confirmation will be accepted.

In the event that a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip at no cost to the VA. If additional charges are incurred by the VA for the rescheduled trip said additional charges shall be the responsibility of the Contractor. The VA shall notify the Contractor when these cases are identified.

Any transportation service performed by the Contractor, without a request from the VA, will be the responsibility of the Contractor. Also see Section on Restrictions.

The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patient’s name, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact the COR with any questions, requests for clarification, or the need for additional information during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD. The Contractor shall provide a breakdown no later than the 5th of each month with the prior months trips and associated costs (mileage, pick up time, drop off time) per patient. This report shall be in excel format and emailed with secured encryption to the COR at nick.curcio@va.gov.

2. Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be by telephone from the Dispatcher or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VA Butler Healthcare reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The VA will be the sole judge in determining when to order service from another source.

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

4. The Contractor shall notify the COR/Dispatcher, upon the COR/Dispatcher or (AOD’s) request, of the estimated time of arrival for any vehicle in-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify COR, by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment.

5. Waiting Time - The VA Butler Healthcare will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. For time lost in waiting, at either end or both ends of a trip, due to causes beyond the control of the driver, the Contractor will be reimbursed in 15-minute increments per the schedule rate in the contract. The Contractor must call the COR/Transportation Coordinator or leave a voicemail (724-285-2471/724-282-5610) after waiting 15 minutes to be reimbursed for the wait. The Contractor will not be reimbursed if there is no phone call to the COR.

6. If the COR or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination or separate destinations, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. However, the longest distance over which a patient is transported may be claimed when more than one patient is transported concurrently. The Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

Patient Privacy and Confidentiality:

Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract and adhere to all applicable laws related to patient privacy and confidentiality.

Number of Patients:

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

Vehicles:

Failure by the successful contractor to maintain compliance with any of the provisions prescribed in this section for vehicles used in performance may be considered grounds for default of the contract.

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

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

b. The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the State of Pennsylvania. Wheelchair vans equipped with a wheelchair lift shall be equipped with the following:

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

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

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

4. The lift shall be located as to receive the wheelchair and patient from the rear or passenger side of the vehicle.

5. The lift shall have slip-proof surface.

6. The lift must be a minimum of 28 inches.

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

3. All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s well-being.

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

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

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

7. All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs.

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

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

Rates:

Payment for mileage traveled will be limited to “one way only”, the distance over which the patient is transported. The actual distance of the authorized trip from the specified point of origin (pick-up point) to the specified final destination (drop-off point), including applicable waiting time shall determine total cost per trip.

Any trip entirely within a 15 mile radius of the VA Butler Healthcare, 353 North Duffy Road, Butler PA or 325 New Castle Road, Butler, PA, is considered local base rate travel.

Payments for trips beyond the 15-mile radius limit will be made under “rate per miles” and will include the base rate and the rate per mile for distance traveled beyond the 15 mile local base travel radius. Mileage must be documented on the trip sheet if claimed on the invoice.

Any trip with both the pick-up and drop-off locations outside of the 15 miles local base travel radius shall use the VA Butler Healthcare, 353 North Duffy Road, Butler, PA as the destination for the purposes of calculating mileage.

Invoices:

Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Schedule of Supplies/Services. All monthly invoices from the contractor will be electronically submitted to the following through the Tungsten Network within 30 days of the end of each month’s services:

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791)

The information page for the Financial Service Center of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp

NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices without the required information will be returned.

Invoices must be approved by the Contracting Officer’s Representative prior to payment release. Invoices without the required information will be returned.

All invoices must include the assigned purchase order number, with attached Trip sheet and be submitted within 10 days following the month of service.

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor will identify and assign personnel to be the liaison for billing purposes.

Billings rendered by the Contractor to the VA Butler Healthcare for services furnished to a VA Butler Healthcare beneficiary under the terms of this contract shall be billings in full. Neither the beneficiary, his insurer, nor any third party shall be billed. Billed services will be verified by VA staff and COR.

The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing.

Contractor’s Quality Control Program (QCP):

1. The Contractor shall establish and maintain a QCP to ensure all contract requirements are met. The Contractor’s QCP shall include the following at a minimum:

Performance Standard:

1. Contractor must meet required contract requirements. If the contractor fails to meet contract requirements and circumstances are not deemed outside of the driver’s control by the COR, the VA reserves the right to withhold payment for that trip.

Contract Administration:

1. The Contractor shall contact the CO on any changes to this contract. Only the CO is authorized to make commitments to issue changes that will affect the price, quantity, quality, or delivery terms of this contract. The CO is Cynthia Grygier cynthia.grygier@va.gov . The CO Representative (COR) shall be the primary point of contact for all other matters. The COR on this contract is Nick Curcio, nick.curcio@va.gov .

2. Evidence of Insurance Coverage - Before award of the contract, the Contractor shall furnish to the CO a Certificate of Insurance that is in compliance with the State requirements for the State of contract performance. Insurance shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interest of the Government in such insurance, shall not be effective unless a 30-day written notice of cancellation or change is furnished the CO.

3. Invoicing - The Contractor shall coordinate billing arrangements with the COR monthly. Billing documents shall include a printed report that shall contain the contract number, date, time, patient’s name and address, mileage, etc. The Contractor will transmit the invoices into the Invoice Payment Processing System (IPPS), Manager, Financial Services, Austin Payment Center, Austin, Texas. Invoices shall be submitted monthly. The Contractor shall maintain a log, which will show pickup point, destination, and departure/arrival times if waiting time is claimed. If detours are encountered due to road construction or other obstruction, invoice shall be so noted. The Contractor shall provide a breakdown no later than the 5th of each month with the prior months trips and associated costs (mileage, pick up time, drop off time) per patient. This report shall be in Excel format and emailed with secured encryption to the COR at nick.curcio@va.gov.

Department of Labor Wage Determination:

Service Contract Act DOL Wage Determination No. 2015-4235 applies to the resultant Contract from this solicitation. FAR 52.222-43, Fair Labor Standards Act and Service Contract Act—Price Adjustment (Multiple Year and Option Contracts) applies to the resultant…