Attachment A Performance Work Statement Wheelchair Services VAPHS Revised 6-27-22.pdf

ATTACHMENT A

VA Pittsburgh Healthcare System Wheelchair Van Services

Performance Work Statement

1.0 Scope:

The VA Pittsburgh Healthcare System (VAPHS) is seeking a five-year Indefinite Delivery Indefinite Quantity (IDIQ) contract for Wheelchair Van Services to transport beneficiaries including physically and mentally handicapped individuals in wheelchairs, and aged and infirm persons, their attendants and personal belongings throughout the Pennsylvania, Ohio and West Virginia tri-state area. Care provided during transfer of a beneficiary shall be according to the orders of the attending physician. 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 beneficiaries of the following VAPHS locations:

University Drive (Main campus) University Dr. C Pittsburgh, PA 15240

H.J. Heinz Campus (Community Living Center) 1010 Delafield Road Aspinwall, PA 15215

Beaver County VA Clinic 300 Brighton Rd.

Rochester, PA 15074

Belmont County VA Clinic 67800 Mall Ring Road, Ohio Valley Mall, Suite 215 St. Clairsville, OH 43950

Fayette County VA Clinic 627 Pittsburgh Rd., Suite 2 Uniontown, PA 15401

Washington County VA Clinic 5274 Route 30, Suite 10 Greensburg, PA 15601

Performance shall be in accordance with the requirements contained in this PWS, standards of the Pennsylvania Public Utility Commission (PA PUC) for paratransit, and the Joint Commission.

2.0 Contract Definitions:

Administrative Officer of the Day (AOD) - VA official that works in the admissions area during evenings and nights, and monitors hospital activities during other than normal working hours. This person is located at the site of the VA Pittsburgh Healthcare System Healthcare System and acts as hospital administrator during off-hours.

Base Rate - Base Rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. Base Rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” (25 miles) as shown in the Schedule of Supplies or Services and Prices/Costs.

Beneficiary - Veterans and other members determined to be eligible for benefits by the

VAPHS.

Business Hours/Days - Business hours/days are defined as the time of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a federal holiday. Off business hours/days are defined as the time of 4:31PM to 7:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays.

Contract – The Contract awarded as a result of this solicitation.

Contracting Officer (CO) - VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team.

Contracting Officer’s Representative (COR) - VAPHS official responsible for providing Contract oversight and technical guidance to the CO. Responsibilities include certifying invoices, placing orders for service, providing technical guidance, and overseeing technical aspects of the Contract. Also acts as member of the vehicle inspection team. All contacting authority remains with the CO.

Contractor - The term “Contractor” as used herein refers to both the prime Contractor and their employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this Contract. The Government has a contracting relationship with the Prime Contractor only.

Daily Request for Services Sheet – Requests for services shall be recorded on the daily travel manifest and furnished to the Contractor via e-mail or telephone, by the COR no later than 4:00 PM. prior to the day the transportation is needed.

Dry Run - A dry run is defined as a request for service by authorized Medical Center personnel, whereby the Contractor arrives at the designated pick-up point and no Beneficiary is transported due to a change in the VAPHS needs. The Contractor shall be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor.

Escort - Such as a relative of the beneficiary or a VAPHS employee accompanying the Beneficiary when the VAPHS has determined such an escort is in the best interest of the beneficiary.

Excess Cost - The difference between prices charged by another source used and the applicable Contract prices.

Financial Services Center VA - (FSC) – Payment is made through electronic funds transfer - Department of Veterans Affairs, Financial Services Center, PO Box #149971, Austin, TX 78714-9971; FAX: 512-460-5540 (services).

The Joint Commission (TJC) – A national organization dedicated to improving the care, safety and treatment of beneficiaries in a health care facility and environment.

Mileage Rate – In addition to the base rate, The Contractor shall receive the mileage rate for each mile beyond the 25-mileage threshold. This rate applies to loaded, one-way transportation only. In no event shall the Contractor receive this rate for miles traveled within the 25-mile mileage threshold.

Mileage Threshold - 25-mile radius from the designated pick-up point to the designated delivery point.

Monthly Trip Summary Sheet – A document that specifies the date, Beneficiary name and last four digits of Social Security number, time of pickup, destination, time of drop off, mileage if outside the Contract Mileage Threshold, and any notes regarding issues particular to the specific transport or condition, including recording oxygen, cardiac monitoring, and any other items provided.

No-Beneficiary Charge - Fee allowed to Contractor for scheduled pick-ups for which due to circumstances beyond the Contractor’s control (i.e., beneficiary refuses pick-up, beneficiary not home, beneficiary not medically/mentally suitable for transport, etc.) are not completed. This charge shall only be assessed on actual trips to the beneficiary pick-up point and shall not be assessed on scheduled pick-ups that are cancelled by the VAPHS and/or the beneficiary.

Ohio Public Utility Commission - Public Utilities Commission of Ohio | Ohio.gov

Ohio Department of Public Safety, Division of Emergency Medical Services.

State of Ohio EMS

PA Public Utility Commission - Pennsylvania Public Utility Commission | Regulating Utility Services | PA PUC. See 52 Pa. Code Chapter 29. Motor Carriers Of Passengers (pacodeandbulletin.gov)

Protected Health Information (PHI)- individually identifiable health information, held or maintained by a covered entity or its business associates acting for the covered entity, that is transmitted or maintained in any form or medium (including the individually identifiable health information of non-U.S. citizens).

Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this Contract.

Quality Assurance Surveillance Plan - An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor’s continuous performance.

Quality Control - Those actions taken by the Contractor to control the production of goods or services, so they will meet the requirements of a contract.

Scheduled Trip(s) - The term “Scheduled Trip” as used in this Contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as notice given by 4:30PM the prior business day) of required services and a specific pick-up time.

Unscheduled Trip(s) - The term “Unscheduled Trip” as used in this Contract refers to those trips required on an as needed basis and advance notice is not given.

VA PHS Travel Team - Individual employed in VA Travel Section who is authorized to request services from the Contractor.

Waiting Grace Period - The waiting grace period is defined as fifteen (15) minutes. The base rate for services shall include a fifteen (15) minute waiting grace period at origin and destination before waiting charges commence.

https://puco.ohio.gov/ https://ems.ohio.gov/#gsc.tab=0 https://www.puc.pa.gov/ https://www.puc.pa.gov/ https://www.pacodeandbulletin.gov/Display/pacode?file=/secure/pacode/data/052/chapter29/chap29toc.html&d=#29.351.

https://www.pacodeandbulletin.gov/Display/pacode?file=/secure/pacode/data/052/chapter29/chap29toc.html&d=#29.351.

West Virginia Department of Health and Human Resources - Bureau for Public Health Office of Emergency Medical Services - West Virginia Office of Emergency Medical Services (wvoems.org)

3.0 Passenger Transportation:

3.1 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 VAPHS with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. The Contracting Officer’s Representative (COR) shall notify the Contractor if the proposed method of communication is not acceptable.

3.2 If a beneficiary being transported declines to be properly belted; he/she shall not be transported. The Contractor Officer Representative (COR) shall be notified promptly. If the beneficiary 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 beneficiary who refuses to be properly secured while being transported.

3.3 The Contractor shall ensure proper loading/unloading techniques are followed at all times. Beneficiaries 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 beneficiary during loading/unloading. Beneficiaries in motorized scooters must transport to a vehicle seat. No beneficiary 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 annually.

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

https://www.wvoems.org/ https://www.wvoems.org/

3.5 Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may be provided outside the home (i.e., from the door to the vehicle). If a beneficiary needs assistance inside the home, the Transportation Coordinator/Dispatcher shall contact Home-based Primary Care or Geriatrics and Extended to refer the beneficiary to home health aide. When the beneficiary 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 beneficiary’s arrival by the Contractor’s driver or authorized attendant.

3.6 The use of an attendant shall be required only when requested and authorized by VAPHS.

Use of an attendant will be required to assist the driver with loading and unloading beneficiaries 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 beneficiaries with dementia, etc. Dementia beneficiaries not accompanied by a family member or caregiver shall not be left unattended under any circumstances. Attendant services may need to be provided within or outside the home (i.e., from the door to the vehicle). When the beneficiary 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 beneficiary’s arrival by the Contractor’s driver or authorized attendant.

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

3.8 Should the Contractor’s driver encounter any problems with transporting of beneficiaries, 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. VAPHS 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 issues.

3.9 The Contractor’s driver shall notify the COR of any unusual events (this applies to dry runs), including but not limited to accidents, safety problems, beneficiaries unbolting themselves and other such incidents that occur, which involve any VAPHS beneficiary 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 an issue.

3.10 Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the Contractor to cancel the order. For orders that are cancelled while the Contractor is already in route to the designated pick-up, the Contractor shall be entitled to receive 50% of the base rate for the trip, as provided in Schedule of Supplies or Services and Prices/Costs. This charge shall not include any mileage charge.

3.11 Should the Contractor arrive at the destination before VA cancels the order, of if the

Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor’s control, e.g., incorrect address, or beneficiary absence, or beneficiary refusal, then the Contractor shall receive 100% of base rate for a one way trip as provided in the Schedule of Supplies or Services and Prices/Costs, and applicable mileage if outside Contract Mileage Threshold areas of coverage. This is considered a Dry Run.

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

3.13 RESTRICTIONS: The Contractor may not transport non-VAPHS contract beneficiaries or private-pay beneficiaries with VAPHS 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 VAPHS, 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 beneficiary transport under this contract.

3.14 While transporting VAPHS beneficiaries under this contract, only authorized drivers or attendants, or beneficiary’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.

3.15 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 or AOD and provide justification for non-performance and initiate the contingency/backup plan.

3.16 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 beneficiary 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 beneficiary. However, the longest distance over which a beneficiary is transported may be claimed when more than one beneficiary 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 cost to VAPHS.

3.17 Historically, VAPHS averages four trips per weekday, during normal business hours.

Needs vary based on demand and the number of trips can exceed 10 per day.

Additionally, VAPHS averages three to four trips outside of normal business hours, including weekends and holidays. Most trips average 20 – 25 miles, with an average of two trips per week between 25 and 75 miles when transporting beneficiaries between VAPHS main campuses and the Community Based Outpatient Clinics.

4.0 Driver and Authorized Attendant:

4.1 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 COR, which identifies the drivers and attendants while performing all aspects of service. 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 COR upon request. The Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers that will be used to perform services under this contract. Such screening shall include but not be limited to testing drivers for prohibited drug and alcohol use, and a criminal background check to the extent permitted by law.

4.2 All Contractor’s drivers and attendants shall have passed the American Red Cross (or American Heart Association) First Aid Course and have on file a current certificate (renewable every two years) to be made available to the COR upon request.

4.3 All Contractor’s drivers and attendants shall have passed the American Red Cross (or American Heart Association) Adult CPR course and have on file a current certificate (renewed every two years) to be made available to the COR upon request.

4.4 All Contractor’s drivers and attendants shall have the physical capabilities necessary to aid beneficiaries during transport to the medical centers and clinics, private residences, nursing homes, and other destinations. The COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of beneficiaries should it be determined the driver has engaged in unsafe practices. The Contractor shall promptly replace any personnel removed from the performance of services under this contract. This determination will be at the sole discretion of the COR and will be based upon documented evidence.

4.5 The following acts are not permissible by the Contractor providing services under this contract or while on VAPHS premises:

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

Gambling in any form.

Smoking, vaping and other uses of tobacco while on duty. Both Beneficiaries and Contractor are prohibited from smoking or vaping in vehicles.

Carrying of pistols, firearms or concealed weapons.

Resorting to physical violence to settle a dispute with a fellow employee, beneficiaries, 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 beneficiaries or other employees.

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.

Engaging beneficiaries in a verbal confrontation in an attempt to settle a disagreement.

Should a disagreement arise, the driver shall contact his dispatcher/supervisor for assistance.

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

VAPHS reserves the right to remove any driver from transporting VAPHS beneficiaries at any time.

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

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

5.0 Contractor Performance:

5.1 Dispatcher: The Contractor shall identify the contact information for transportation requests, to include the following information:

Contractor’s address Normal business hours contact person Normal business hours telephone number and email address After business hours contact person After business hours services telephone number and email address

This information will be provided within 5 days of award and anytime this information changes.

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

5.3 The Contractor shall conduct themselves in a professional manner while performing all aspects of service. All VAPHS rules and regulations shall be adhered to by the Contractor while on VAPHS property.

6.0 Orders:

6.1 Requests for services shall be recorded on the daily travel manifest and furnished to the Contractor via e-mail or telephone, by the COR no later than 4:00 PM prior to the day the transportation is needed. The Contractor shall respond by 4:30 PM the same day and provide the VAPHS dispatch team with a confirmation number for each trip on the manifest. In the event that the Contractor does not anticipate being able to meet VAPHS needs the Contractor shall immediately notify the Dispatcher during normal business hours, and the AOD outside of normal business hours. If the Contractor accepts the manifest and fails to furnish services the VAPHS reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this Contract. The following information shall be provided by VAPHS to the Contractor:

Beneficiary name (first and last) Pick up point (include address, telephone #, city, state, bldg. and/or room number if applicable) Destination Time of pick up Support required or items to accompany (oxygen, IV heplocks, escort, other items) Wheelchair size Any specific physician instructions

6.2 The Contractor shall provide email confirmation to VAPHS dispatch team or AOD within 10 minutes after the end of each trip. Confirmation notification shall list the trip confirmation number in the subject line and will be recorded by VAPHS dispatch team or AOD to determine if the Contractor is meeting the scheduled pick-up and delivery requirements. No other method of delivery confirmation shall be accepted.

6.3 The Contractor shall have a response time of 45 minutes for all scheduled and unscheduled trips.

6.4 In the event that a beneficiary misses his/her scheduled appointment due to a pick-up delay, VAPHS shall reschedule the trip at no cost to VAPHS. If additional charges are incurred by VAPHS for a rescheduled trip, the additional charges shall be the responsibility of the Contractor. VAPHS shall notify the Contractor when these types of incidents are identified.

6.5 Any transportation service performed by the Contractor, without a request from VAPHS, shall be the responsibility of the Contractor.

6.6 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. In the event the contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the COR and the Dispatcher during normal business hours, and the AOD outside of normal business hours. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, which the Contractor accepts then does not perform, the VAPHS reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this Contract. The Contractor shall indemnify the VA for excess re-procurement costs that result from the Contractor’s inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this Contract covering inspection, acceptance and deductions from payment. The VAPHS will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the Contract for “cause,” (see FAR clause 52.212-4(m)). In instances of add-on trips that are over 100 miles, the COR shall allow some flexibility in the 45-minute response time. VAPHS shall determine when to order service from another source.

6.7 Immediate Notification: It is the responsibility of the Contractor to immediately notify the VAPHS Travel Team or AOD when unable to make a pick-up or delivery by the exact time specified for previously scheduled trips; or unable to dispatch a vehicle to a designated pick-up point within the required time frame for unscheduled requests for services. The immediate notification shall include the reason for the delay and whether the pick-up or delivery can be made at a later time and if so, specification of that time. However, it shall be the sole discretion of the VAPHS Travel Team or AOD to accept the later pick-up or delivery time, and based upon the reason for delay, accept the later pick up or refuse the later pick-up or delivery time and order the services from another source (the VAPHS Travel Team, AOD or

COR shall be the entities for determining when to request the services from another source), and present the reason for the delay to the CO as an occurrence that may be subject to default.

Based upon the reason for the delay, appropriate contractual action shall be taken by the

VAPHS.

6.8 In case of inclement weather, the decision as to whether or not a VAPHS beneficiary shall be transported shall be made mutually by the COR and the Contractor.

The Contractor shall notify the dispatcher or AOD of the estimated time of arrival for any vehicle in-route to pick-up a VAPHS beneficiary or any 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 beneficiary to meet their scheduled appointment time.

6.9 WAIT TIME - VAPHS shall make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce wait time. Wait time shall not apply to the reasonable amount of time required for escorting the beneficiary to the vehicle, loading and securing beneficiaries in vehicles, or unloading and delivering beneficiaries to the authorized care giver or specified destination area. For time lost waiting at either end of a trip, due to causes beyond the control of the driver, the Contractor shall be reimbursed at 15-minute increments per the specified contract rate. The Contractor shall call the VAPHS Dispatcher or AOD and leave a voicemail (412-822-1632, 1633) after waiting 15 minutes to be reimbursed for the wait. The Contractor shall not be reimbursed if they do not notify the Dispatcher or AOD. The vendor must separately invoice any wait time in accordance with the Price/Cost Schedule.

6.10 Authorized Medical Center Personnel: Prior to performance, the CO shall provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding Contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

7.0 Rates:

7.1 Payment for mileage traveled will be limited to “one way only”, the distance over which the beneficiary 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 25-mile radius of the VAPHS, University Drive, Pittsburgh, PA or VAPHS, Delafield Road, Aspinwall, PA is considered local base rate travel.

Payments for trips beyond the 25-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 25-mile local base travel radius.

Any trip with both the pick-up and drop-off locations outside of the 25 miles local base travel radius shall use the VAPHS, University Drive, Pittsburgh, PA as the destination for the purposes of calculating mileage.

8.0 Beneficiary Privacy and Confidentiality:

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

9.0 Vehicles:

THE CONTRACTOR’S FAILURE TO MAINTAIN VEHICLE COMPLIANCE

PRECRIBED IN THIS SECTION MAY BE CONSIDERED GROUNDS FOR

TERMINATION OF THE CONTRACT.

9.1 Vehicles shall be equipped at all times when transporting VAPHS beneficiaries with equipment as prescribed in Federal CFR 49, Parts 27, 37 and 38, Transportation for Individuals with Disabilities (most current volume). Vehicles must comply with Federal, State, City and local Laws, ordinances, codes, rules and regulations and shall meet the following requirements for wheelchair van services:

Shall be of model and make to insure safe and comfortable transportation of wheelchair bound beneficiaries. Each vehicle shall hold a minimum of two (2) passengers in wheelchairs.

Shall provide seat belts for all seated beneficiaries.

Shall be equipped with a minimum of four point restraints for all wheelchair positions, and all positions shall face the front on front mounted seats and rear on rear mounted seats of the vehicle. No beneficiaries may be transported on side mounted seats.

Shall contain tie-downs for wheelchairs that consist of a leverage lock with a safety catch that requires physical unlatching. Locks shall be affixed to the vehicle frame. Many types and styles of locks are acceptable as long as they prevent motion of the wheelchair.

Shall be clean and maintained in accordance with manufacturer’s recommended preventative maintenance/service schedules. Preventive maintenance shall be documented, and records provided upon request to the COR.

Shall be licensed and meet the State of Pennsylvania requirements.

Shall include a maintenance/safety checklist. Checklists shall be completed by the Contractor and made available for inspection upon request by the COR.

Shall have portable oxygen tank holders installed to transport portable oxygen cylinders safely.

Shall be equipped with functioning cabin heating and air conditioning systems.

Shall be equipped with secured fire extinguishers, first aid kits, two (2) flashlights and (2) sanitary blankets.

Vehicles equipped with a wheelchair lift shall meet the following requirements:

Include a safety bar and wheel catch (e.g., rollback stop) secured to the outside perimeter to prevent the wheelchair from rolling off.

The controls shall 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 beneficiary during loading and unloading.

Operates in such a manner that when going up or down it remains parallel with the ground.

Be located as to receive the wheelchair from the rear or passenger side of the vehicle.

Include slip-proof surface.

Shall be a minimum of 28 inches wide.

9.2 Vehicles shall be equipped with a communications system which provides direct communication between drivers and VAPHS. The system may be a mobile telephone, cellular telephone, or radio frequency system which provides a link to VAPHS by telephone. The Contractor shall provide all telephone numbers or access codes or devices to VAPHS.

9.3 The Contractor shall be required to transport bariatric beneficiaries that may require more than one person to lift.

9.4 VAPHS reserves the right to inspect the Contractor’s vehicles and reject the use of specific vehicles from being used to perform services.

10.0 Contractor Quality Control Program:

10.1 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:

An inspection plan which addresses all components of service (employee certifications and training records, vehicle maintenance records, etc.) The plan shall specify the frequency of inspections, who will perform them, and if they will occur on a scheduled or unscheduled basis.

Methods to be used for identifying potential deficiencies before they have a negative impact on services.

Records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The Contractor shall perform preventative maintenance on vehicles to reduce the number of vehicle breakdowns. The Contracting Officer and COR reserves the right to review these records upon request.

A contingency plan that includes an alternative means to transport beneficiaries in the event of a loss of vehicles due to accidents or mechanical failure.

Records of performance, certifications, vehicle operator licenses, driving history and training of each employee performing services under this contract. The Contracting Officer and COR reserves the right to review these records upon request.

System for maintaining on-site records of any complaints or problems and procedures taken to allow for corrections and/or elimination before effects caused interruption of contract performance. (Complaints shall be reported to the COR within 24-hours).

The Contractor’s management team shall participate in quarterly meetings or conference calls with the COR to discuss Contractor performance and address issues. Unscheduled meetings may be requested at VAPHS discretion.

11.0 Contract Administration:

11.1 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 Maureen Jordan at maureen.jordan@va.gov.

The CO Representative (COR) shall be the primary point of contact for all other matters. The COR information on this contract will be furnished at time of award.

11.2 Evidence of Insurance Coverage - Certification of Minimum Liability Insurance Coverage-A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities (ref. VAAR 852.228-71). Contractor shall provide the required proof of insurance with ten (10) calendar days after award and prior to providing any services. The contractor shall furnish to the Contracting Officer a certificate of insurance containing an endorsement to the effect that cancellation of, or any material change in, the policy adversely affecting the interests of the Government shall not be effective unless a thirty

(30) day written notice of cancellation or change is furnished to the Contracting Officer

12.0 Invoicing:

12.1 The Contractor shall provide the COR the invoice summary monthly by the fifth day after the end of the previous month. The invoice amount shall match the charges provided in the detailed monthly trip summary sheet. Once approved by the COR, the Contractor shall submit the invoice in accordance with the Invoicing section in this PWS and shall include the current contract Task Order # and VAPHS Purchase Order Number. The trip summary sheet shall include the beneficiary’s name, date and time of each trip, mileage, pick up time, drop off time and any authorized additional charges pickup point, destination, and departure/arrival times, and if waiting time is claimed. If detours are encountered due to road construction or other obstruction, invoice shall be so noted. This report shall be in Excel format and emailed to the COR. The COR shall be furnished at time of award. 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 non-business hours (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD.

12.2 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 Price/Cost

Schedule. All monthly invoices from the contractor will be electronically submitted through the Tungsten Network within 10 days following the end of the month of services.

12.3 The information page for the Financial Service Center (FSC) of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at: http://www.fsc.va.gov/einvoice.asp

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971

Customer Support Help Desk (877-353-9791

12.4 Invoices must be approved by the VA PHS Travel Team/supervisor or COR prior to payment release. Invoices without the required information will be rejected.

12.5 All payments by the Government to the Contractor will be made by Electronic Funds Transfer

(EFT).

12.6 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.

12.7 Contractor will identify and assign personnel to be the liaison for billing and invoicing processes.

12.8 Invoices submitted by the Contractor to the VAPHS for services furnished a VAPHS beneficiary under the terms of this contract shall be for services in full. Neither the beneficiary his insurer, nor any third party shall be invoiced.

12.9 A password protected copy of the billing items below will be submitted via email to the COR prior to invoices being sent to FSC:

13.0 Special Contract Requirements:

13.1 Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

13.2 The following are brief descriptions of required documents that must be submitted by Contractor: weekly; monthly; quarterly; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.

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

14.0 Service Delivery Summary: The Services Delivery Summary (SDS) represents the most important contract objectives that, when met, will likely indicate contract performance is satisfactory. Although not all PWS requirements are listed in the SDS, the contractor is expected to fully comply with all requirements in the PWS.

What Submit as noted Submit To

Para. 5.1 Dispatcher Information Within 5 days of award and any time this information changes.

COR

Para. 4.1-4.3, 4.6 and 10.1 Contractor Driver’s Licenses and Training Records

Upon request and when new personnel are added to contract.

COR

Para. 6.1 Daily Travel Manifest The Contractor shall respond by 4:30 PM the same day with a confirmation number for each trip on the manifest

VAPHS Dispatch Team

Para. 10.1 Inspection report for all vehicles used in this contract.

Yearly and Upon request COR

Para. 11.2 Evidence of vehicle and liability insurance certificate(s)

10 Days After Award and prior to starting services

CO

Para. 3.9 and 10.1 Beneficiary Incidents and Complaints - Incident Report

Within one hour by telephone and in writing within 24 hours

COR/designee

Para. 10.1 Contractor’s Quality Control Program

Upon Request COR/designee

Task ID Indicator Standard Acceptable

Quality Level

Method of Surveillance Incentive/Penalty

Initial Pick Up Delivery/ Wait Time

6.3 Beneficiary

must be picked up and/or delivered by the Contractor’s employees in accordance with the

PWS

timelines

Contractor shall be responsible for pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points.

95%

Daily observation/review of trips confirmed via email

Negative Past Performance Rating for Failure to Comply

Environment of Care

Para.

4.1- 4.3, 4.6 and 10.1

Contractor Personnel

Contractor shall maintain on-site records that document competence/performance level of contractor employees working on this contract in accordance with Joint Commission and other regulatory requirements.

100%

Periodic Inspection of contractor on-site Competency Records for employees

Negative past performance rating and may not continue services.

Environment of Care

9.0;

10.1

Vehicles and medical equipment

Contractor shall ensure all vehicles operated and medical equipment utilized under the terms of this agreement meet all established requirements defined by this contract.

100%

Periodic review of contractor on-site Vehicle and Equipment Maintenance/Inspection Records validating compliance with all State requirements.

Contractor shall be required to provide annual compliance logs for all vehicles/equipment utilized to provide service to the VA.

Contractor vehicles shall also be subject to physical inspection by the VA at any time during the contract.

Negative Past Performance Rating for failure to comply.

Beneficiary Safety

3.9;

10.1

Veteran beneficiary complaints

The Contractor shall notify the COR, within one hour by telephone and in writing within 24 hours, of any complaints made by the beneficiaries or incidents with regards to transportation services.

100% Customer Feedback Negative past performance rating and may not continue services.

15.0 VHA Healthcare Directives:

The Contractor shall comply with the requirements of the following VA Healthcare Directives:

Tuberculosis Screening- VHA Directive 2011-036, Safety and Health During Construction. Contractor must certify annually to the COR(s) that all Contractor employees working at VAPHS facilities have a documented screening for latent Tuberculosis within the last 12 months. If screening for latent Tuberculosis is positive, clearance from a physician is required prior to working at VAPHS.

Seasonal Influenza Vaccination - VHA Directive 1192, Seasonal Influenza Prevention Program for VHA Health Care Personnel. Contractor shall certify annually to the COR(s) that all employees working at VAPHS facilities have received a seasonal influenza vaccination.

Contractor employees that fail to meet these requirements shall not be permitted to work at VAPHS facilities.

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

https://www.va.gov/covid19screen/

a. Contractor employees who work away from VA locations, but who will have direct contact with VA beneficiaries shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct beneficiary contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

16.0 HIPAA Compliance:

BUSINESS ASSOCIATE AGREEMENT:

A Business Associate Agreement (BAA) is required as defined in Health Insurance Portability and Accountability Act (HIPAA), Public Law 104-191. (See Section D of the RFQ solicitation for completion)

17.0 Contractor Personnel Security Requirements:

VA Information and Information System Security/Privacy (Inserts from VA Handbook 6500.6 – Appendix C, Paragraph numbers: 3a, e, f, h, j, k, #6 (all), #7(all) as follows:

3. VA Information Custodial Language

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration…