P01- Statement of Work -V2 - Final.pdf

Department of Veterans Affairs NCO 4 Statement of Work – Driver Rehabilitation Program

I. DESCRIPTION:

The Department of Veterans Affairs Network Contracting Office 4 is contracting for a Blanket Purchase Agreement (BPA) for a period of 1 Base Year and 4 Option Years with Firm Fixed Priced (FFP) Orders to be placed based subject to station level needs and the availability of funds. The contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the BPA and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this SOW and referenced documents.

II. SERVICES:

The contractor shall accomplish all tasks to meet the requirements of this SOW.

Services required include:

Pre-Driver Evaluation On-Road Evaluation Vehicle Training Adapted Vehicle Modification Evaluation Vehicle Consultation and Selection

III. PERFORMANCE REQUIREMENTS

The Department of Veteran Affairs (VA) recognizes the importance of mobility and independence for veterans with disabilities. In support of this, the VA provides driving rehabilitation services to eligible veterans to assess their ability to safely operate a motor vehicle. The Driver Rehabilitation Program (DRP) provide evaluation, consultation, assessment and instruction for Veterans and Service members in the safe and competent use of special add-on equipment and mastery of specific skills and techniques to effectively drive a motor vehicle independently and in accordance with State Department of Motor Vehicles regulations. Additional services also include assistance with vehicle selection if needed, as well as assessment for appropriate adaptive equipment.

The types of disabilities that are treated in the VA DRP include, but are not limited to:

Paraplegia Tetraplegia Brain dysfunction Hemiplegia Neurological disorders Amputation, i.e., upper, and lower extremities

36C24424XXXXX

Orthopedic problems Psychiatric disorders Disabilities associated with aging Cognitive impairment Visual impairment

The following objectives are to be accomplished:

a. The patient will acquire specific knowledge in all areas of the driver training course including didactic theory and practical experience.

b. Psychomotor improvements in handling segments of the driver training task will be noted by comparison of function before and after completion of the training course.

c. The patient will maximize independence in all aspects of driving.

d. Supporting adaptive equipment will enable patients to mainstream themselves into society.

e. Driver Rehabilitation services shall be provided in accordance with the terms and conditions of this BPA of business or residence, and use of adaptive equipment for driver evaluation and training.

IV. DETAILED PERFORMANCE REQUIREMENTS

1. Components of Driver Evaluation Services

1. Pre-Scheduling Process – Required from contractor for all referrals.

The contractor shall provide the following areas as part of the initial assessment and evaluation:

Initial Contact Have the initial contact with patient (driver evaluation/rehabilitation candidate) in an interview atmosphere.

Verification of Driver’s License The contractor will confirm the patient’s driver’s license is valid and current for use with no restrictions.

A copy of the license will be made to add to the final written report.

VA Form 10-9028, Driver Training Functional Evaluation Record Complete patient’s VA Form 10-9028, for each patient’s continual use throughout evaluation or training period.

History Obtain from patient the history of the patient’s driving record, including any citations, accidents, or suspensions.

Medical Clearance Inform patient of steps to be taken to obtain medical clearance if such is required from the State medical authority.

2. Pre-Driving Testing

The contractor shall provide the following testing only when specifically requested by the points of contact (POCs) from the VA facility for a patient:

Vision Evaluation: evaluate visual acuity, field of vision, depth-perception, color-vision, peripheral-vision, night acuity, and glare recovery (tests may be administered by use of visual screening tools)

Physical evaluation: manual muscle tests, balance (static and dynamic), transfer ability, ambulation ability, endurance, range of motion of all extremities, plus neck, if necessary (emphasis on exactness of upper extremity range of motion becomes greater if lower extremities are nonfunctional)

Cognitive/Memory Evaluation: VAMC St. Louis Mental Status Exam (SLUMS), Cognitive Linguistic Quick Test (CLQT), Trail-making A & B tests.

Basic Perceptual Testing (e.g., dynamic figure-ground) Coordination Testing Hearing (subjective) Sitting Tolerance Activity tolerance and susceptibility to fatigue Spasticity Bowel or Bladder Control Reaction Time, i.e., response time from accelerator to brake Sensation and Proprioception Functional Activities of Daily Living (ADL) Educational Training Sign Recognition Reaction Time Test

3. On-Road Evaluation

The contractor shall complete this evaluation only when specifically requested by the POCs from the VA facility for a patient and will assess the following elements:

Ability to enter and exit the driver’s station.

Ability to stow, secure, and retrieve any existing mobility aids.

Ability to satisfactorily operate primary original equipment manufacturer

(OEM) controls.

Ability to operate secondary OEM controls.

Assess when the vehicle is stationary and while it is in motion.

Driving performance in progressively complex traffic/ roadway conditions and weather conditions similar to those they would normally encounter.

Assess the impact of cognitive/perceptual, behavioral, and visual limitations on safely performing all driving tasks in the conditions encountered.

Assess the safe use of any necessary adaptive driving equipment.

Assess the potential for improved safety with the use of equipment and/ or compensatory strategies for physical, visual, cognitive/perceptual, and/or behavioral impairments affecting the patient’s driving performance.

Upon completion of the Driving Evaluation, the contractor shall report the recommended driver training services to the point of contact at the facility site for review and/or approval of the recommended driver training services, prior to continuing with any other training services.

4. Adapted Vehicle Modification Evaluation

The contractor shall complete this evaluation only when specifically requested by the POCs from the VA facility for a patient and will assess the following elements:

Vision Assessment: Portable vision devices used for measurement.

Equipment must be available to measure the following: visual acuity, color perception, field of vision, depth perception, glare recovery, and night vision.

Reaction Time Measurement: Assess reaction time from acceleration to braking.

Cognitive and Perceptual Screening: Basic evaluation of cognitive and motor perception skills. Referral for in-depth assessment if potential issues are identified.

Neuromotor Assessment: Physical examination of range of motion, strength, sensation, coordination, and endurance.

Assessment of Medical Need: Determine medical necessity for modifications (e.g., hand controls, van lift, seating adaptations).

Consider ingress/egress needs, safety adaptations, and structural modifications.

5. Vehicle Consultation and Selection

The contractor shall complete this consultation evaluation only when specifically requested by the POCs from the VA facility for a patient. The purpose of this referral is to assist the Veteran patient with selecting an appropriate vehicle that best suits their specific needs. The following areas of clinical evaluation are defined as follows and will be comprised of the following elements.

Needs Assessment: Understand the patient's functional requirements.

Vehicle Options: Present suitable vehicle options based on the assessment.

Patient Education: Educate the patient about available adaptations

(e.g., hand controls, transfer seats). Address any questions or concerns.

Decision Making: Collaborate with the patient to select the most appropriate vehicle.

2. Components of Driver Training Services

The contractor shall provide driving training services only when specifically requested by the facility points of contact (POCs) for a patient and will be comprised of the following elements:

1. The patient will acquire specific knowledge in all areas of the driver training course, including both theoretical and practical experience.

2. Psychomotor improvements in handling segments of the driver training task will be noted by comparing the patient's function before and after completing the training course.

3. The patient will maximize independence in all aspects of driving.

4. Supporting adaptive equipment will enable patients to integrate themselves into society.

a. Adapted Driver Training

The contractor shall provide a driver training that includes, but is not limited to, the following components:

Vehicle Entry/Exit: Training on safe and efficient methods for entering and exiting the vehicle, considering the use of assistive devices and prosthetics.

Assistive and Prosthetic Devices: Evaluation of the need for assistive and prosthetic devices to support driving and vehicle control.

Vehicle Control Orientation: Orientation to vehicle controls, including adaptive equipment, ensuring the patient understands their function and operation.

Body Positioning and Alignment: Assistance in achieving proper body positioning and alignment for driving, including adjustments to seat height and leg positioning.

Mirror Usage: Instruction on the use of mirrors for safe driving, including blind spot checks and tests.

Passenger Responsibilities: Review of passenger responsibilities, such as seat belt usage and door locking procedures.

Pre-Driving Checks: Emphasis on pre-driving checks for both external and internal vehicle considerations, such as lights and fuel levels.

Mobility Aid Management: Practice in the stowing and unloading of mobility aids to ensure safety and independence.

Driving Fundamentals: Instruction on starting, stopping, making right and left turns, understanding centrifugal forces, reversing, and parking.

Parking Techniques: Training on various parking techniques, including parking without obstacles, uphill and downhill parking.

Reaction Time: Exercises to improve reaction time from accelerator to brake.

Vehicle Operation: Training on smooth acceleration and braking, visual tracking, turn signal application, and steering control.

Intersection Management: Techniques for approaching intersections, making decisions, and changing lanes.

Maneuvering Skills: Instruction on performing three-point turns, maintaining speed, and following the three-second rule

SIPDE Drills: Training in the SIPDE method for hazard recognition and response:

Search: Visual scanning techniques.

Identify: Hazard identification.

Predict: Anticipating potential consequences.

Decide: Making informed decisions.

Execute: Executing the planned action.

Smith System Training: Incorporation of the Smith System's five steps for defensive driving:

Aiming high in steering.

Getting the big picture.

Keeping eyes moving.

Ensuring visibility to oncoming traffic.

Having an escape plan.

Emotional Stability: Strategies for maintaining emotional stability while driving.

Advanced Driving Skills: Training on speed control, passing other vehicles, and handling hazardous driving situations.

Traffic Adaptation: Instruction on adapting to changing traffic flows, sign/signal awareness, and environmental changes.

Freeway Driving: Training on freeway entry and exit, vehicle control during emergency stops, and night driving considerations.

The Contractor shall ensure that all training is conducted in accordance with the best practices and standards for adaptive driver training, providing a safe and supportive learning environment for the Veterans.

V. SCHEDULING AND DOCUMENTATION

The Facility POC will notify the contractor when a consult for driver rehabilitation training is ordered.

The veteran will be scheduled by the contractor within five (5) business days of referral.

Evaluation or Training will be completed within ten (10) business days of the contractor’s initial contact with the veteran unless the veteran prefers a later time.

The contractor will schedule the patient and notify the referring VA provider with the date/time of the appointment.

The contractor is required to conduct evaluations and trainings at the veteran’s home, or at the corresponding facility, or the surrounding area of the referred patient.

Contractor will submit a written report using VA Form 10-9028, within five (5) calendar days of evaluation to the designated POC The written report will include recommended driving restrictions or limitations (e.g., no night driving, no city driving, revocation of driver’s license, etc.); recommendations for further evaluation; recommended driver training services, and so forth. The contractor will first convey these findings to the patient and/or significant other.

No additional services will be provided without seeking and receiving written approval from the VA POC.

VI. PERIOD OF PERFORMANCE/SCHEDULE

The period of performance for this BPA shall be:

Base: 08/01/25 – 07/31/26 Option Year 01: 08/01/26 – 07/31/27 Option Year 02: 08/01/27 – 07/31/28 Option Year 03: 08/01/28 – 07/31/29 Option Year 04: 08/01/29 – 07/31/30

Workdays/hours: The Contractor shall provide driving rehabilitation services on a per patient bases as needed.

The Contractor shall not be required to provide on-call or stand-by services.

National Holiday’s shall be recognized in accordance with OPM guidance located at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

VII. PARTICIPATING FACILITIES

The table below provides the station names and addresses of the VISN 04 Medical Centers:

Station

Stations Name Addresses

503 Altoona: James E. Van Zandt VA Medical Center

2907 Pleasant Valley Boulevard, Altoona, PA 16602

529 Butler: Butler VA Healthcare System

353 North Duffy Road, Butler, PA 16001

542 Coatesville: Coatesville VA Medical Center

1400 Black Horse Hill Road, Coatesville, PA 19320

562 Erie: Erie VA Medical Center 135 East 38th Street, Erie, PA 16504 595 Lebanon: Lebanon VA Medical

Center 1700 South Lincoln Avenue, Lebanon, PA 17067

642 Philadelphia: Corporal Michael J.

Crescenz VA Medical Center

3900 Woodland Avenue, Philadelphia, PA 19104

646 Pittsburgh: VA Pittsburgh Healthcare System (University Drive)

4100 Allequippa Street, Pittsburgh, PA 15219

693 Wilkes-Barre: Wilkes-Barre VA Medical Center

1111 East End Boulevard, Wilkes-Barre, PA 18711

460 Wilmington: Wilmington VA Medical Center

1601 Kirkwood Highway, Wilmington, DE 19805

VIII. CONTRACTOR POINT OF CONTACT

a. Contractor shall designate one employee as the POC responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily performance of this contract.

b. The POC shall be available by telephone Monday through Friday, between 7:30 a.m.

and 4:00 p.m. excluding national holidays.

c. Contractor shall provide the name and telephone number of the person designated as Point of Contact, Alternate Point of Contact, and the name, location and telephone number of the office where normal and emergency service calls are to be placed:

IX. CONTRACTOR RESPONSIBILITES

1. Contractor Employees

The contractor shall ensure that all personnel employed under this BPA are vetted and do not pose a threat to the health, safety, security, general well-being, or operational mission of the VA facility and its population. The contractor is responsible for the conduct and integrity of their employees.

2. Equipment and Manuals

The contractor shall provide all necessary service manuals, test equipment, parts, and supplies required to perform the services under this BPA. The contractor must be knowledgeable about and adhere to the maintenance guidelines specified in the technical service manuals for all listed equipment and sub-assemblies, which include schematics, diagrams, written procedures, and parts lists.

3. Standards and Compliance

All services performed must comply with VA safety standards, manufacturer’s/industry standards, NFPA-99, FDA, OSHA, Joint Commission, and other applicable national standards. The Contracting Officer's Representative (COR) may provide a copy of VA safety standards upon request. VHA Directive 1173.

4. Appearance and Identification

Contractor personnel shall maintain a neat appearance and be identifiable as contractor employees, either by wearing distinctive clothing with the company name or a company ID badge. Field service personnel must dress in a manner that presents a clean and professional image when performing services under this BPA.

5. Qualifications and Training

Maintenance and repair services must be performed by fully qualified and competent technicians. The contractor must ensure that all personnel meet the required qualifications and are adequately trained to perform their duties.

6. Vendor and Staff Qualifications

The contractor must comply with regulations set by the Pennsylvania Department of Education. All employees must undergo background checks every three years, including Act 34 - Child Abuse, FBI fingerprinting, State Police background check, Drug & Alcohol screening, and Driver's license check. Annual written verification of up-to-date background investigations and documentation must be submitted to the facility Point of Contact (POC) by the last working day of September each year.

At least one contract driver rehabilitation specialist must be licensed, registered, or certified by their professional organization. All specialists should hold a minimum of a Baccalaureate Degree in a related rehabilitation therapy area, with the completion of the National Driver Rehabilitation Specialist Examination being preferred.

7. Maintenance and Safety

Routine maintenance and weekly safety checks of all adaptive equipment must be scheduled and documented. This documentation must be submitted to the Butler VA POCs upon request on a quarterly basis and annually by the last working day of December, March, June, and September.

8. Infectious Diseases Requirements

The contractor must adhere to CDC guidelines and PA State requirements for infectious diseases, which may be subject to change. All contractor staff must have their temperature checked daily with a non-contact infrared thermometer.

Instructors/evaluators must also check the temperature of their customers before entering the vehicle or building. Appointments must be rescheduled if a Veteran

9. Screenings and Immunizations

a. Tuberculosis Screenings: Annual tuberculosis screenings for contract employees are mandatory, with reporting obligations for new positive PPD conversions or related symptoms to the VA within ten working days.

b. Immunizations: The contractor must provide appropriate immunizations, including Hepatitis B vaccine, for employees with potential exposure to blood or body fluids.

c. Documentation: Compliance documentation for all personnel must include:

Hepatitis B Vaccination or declination

MMR vaccination or declination Varicella vaccination or declination Tetanus Toxoid within 10 years of orientation Hepatitis C baseline

d. 2-step PPD Testing: with the second test within 90 days of orientation and within 9 months of the first test. For positive results, a survey questionnaire within 90 days of orientation and annually thereafter, as well as a chest X-ray prior to starting work at the Butler VA. Alternative T-spot testing or Gold interferon testing within 90 days of orientation are acceptable.

e. Influenza Prevention: Compliance with VHA Directive 1192 for the seasonal influenza prevention program is required. Documentation of vaccination or a completed Health Care Personnel Influenza Vaccination Form for those unable or unwilling to receive the vaccine must be maintained. Annual certification of compliance must be submitted to the facility POC.

X. SECURITY REQUIREMENTS

The contractor’s employees shall always wear visible identification while on the premises of Veterans Affairs property as well as when in contact with any patients. It is the responsibility of the contractor to park in the appropriate designated parking areas.

The Department of Veterans Affairs will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited on Veterans Affairs and patient property to as well as inside the any of the training vehicles. Possession of weapons is prohibited. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

XI. RECORDS MANAGEMENT

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, the contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

The VA VISN 4 and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VASNHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C.

2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the contractor must report to VASNHS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The contractor shall immediately notify the appropriate Contracting Officer (CO) upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract documents. The contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA facility control or the contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the CO or address prescribed in the contract documents.

The contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The contractor (and any sub-contractor) is required to abide by Government and VA VISN 4 guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA VISN 4 policy.

The contractor shall not create or maintain any records containing any non-public VA VISN 4 information that are not specifically tied to or authorized by the contract.

The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the FOIA.

VA VISN 4 owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA VISN 4 shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.