36C24426Q0950_1.docx

36C24426Q0950

GENERAL INFORMATION

Network Contracting Office 4 Services 1 1010 Delafield Road Pittsburgh, PA 15240

POINT OF CONTACT*

Contract Specialist Eleanor S Robbins Eleanor.Robbins@va.gov

(412) 822-3764 email only email only

PLACE OF PERFORMANCE

Network Contracting Office 4

Services 1

University Drive C

Pittsburgh PA

ADDITIONAL INFORMATION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

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.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24426Q0950 09- -2026 Eleanor Robbins - Eleanor.Robbins@va.gov 09- -2026

59 PM

EDT

36C244 Department of Veterans Affairs Network Contracting Office 4 Services 1 1010 Delafield Road Pittsburgh PA 15240 X X 621610 $19 Million X 36C646 Department of Veterans Affairs Pittsburgh VA Medical Center University Drive C Pittsburgh, PA 15240-1003 Ariana Bower - Ariana.Bower@va.gov 36C244 Department of Veterans Affairs Network Contracting Office 4 Services 1 1010 Delafield Road Pittsburgh PA 15240

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

(877) 353-9791

(512) 460-5429 See CONTINUATION Page This solicitation is for a five-year, non-personal service, firm-fixed price, multiple award, Indefinite Delivery – Indefinite Quantity (IDIQ) award.

Service Contract Labor Standards Wage Determination No. 2015-4235, applies.

See CONTINUATION Page X Heather Krah Page 1 of Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244 Department of Veterans Affairs Network Contracting Office 4 Services 1 1010 Delafield Road Pittsburgh PA 15240

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.

https://portal.tungsten-network.com

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C24426Q0950

Page 1 of Page 1 of Page 1 of Page 1 of Performance Work Statement (PWS) for Medical Companion Services

1. GENERAL

1.1 SERVICES REQUIRED

The primary intent of this contract is for the provision of Medical Companion Services to the VA Pittsburgh Healthcare system (VAPHS). Contractors will furnish the use of non-personal care companions, henceforth referred to as “companions” to provide transportation, safety, and security services to VA-enrolled eligible patients who have no other social support, following procedures involving anesthesia. Companions will actively support and advocate for patient safety, ensuring that all national anesthesia discharge requirements are met. Companions will provide observation, Activities of Daily Living (ADLs), and transportation for patients who have scheduled procedures that require anesthesia sedation. The Contractor shall provide all personnel, supervision, liability insurance, and support for the services outlined above. The companion shall be available to report to the hospital location and commence duties within one hour of notification by hospital staff. The companion must be able to arrive at the hospital and begin work promptly as required by VA Pittsburgh Healthcare System staff located at the University Drive Campus. Additionally, the contracted Companion shall have fingerprints taken at the VAPHS PIV office (either Heinz or University Drive campus). Performance of work shall only begin upon receipt and acknowledgment of a favorable National Criminal History Check issued by the Workforce Management Center (WMC) and subsequent two-certificate PIV issuance.

VAPHS is entrusted with the care of those who have served our Nation. Many Veterans receiving services under this contract are medically vulnerable and lack personal support systems to advocate for them through their care. For procedures or surgeries, they may be fasting, anxious, or facing complex health challenges. For these individuals, contracted personnel are not only care providers, but representatives of the VA’s commitment to honor, dignity, and service. Accordingly, Contractors shall deliver services in a manner that is consistently respectful, compassionate, communicative, and responsive, recognizing that the quality of interpersonal care is integral to the Veteran experience and to the mission of the VA.

1.2 PERIOD OF PERFORMANCE

The Period of Performance for this contract will include a one-year base followed by four (4) consecutive one-year options.

1.3 PLACES OF PERFORMANCE

The Contractor shall provide services for VAPHS at the University Drive Campus. Services for pick-up and drop-off may be completed at the H. John Heinz Campus III Department of Veterans Affairs, the patients’ residences, Fisher House, Family House, or any other location that the patient designates. The pick-up locations may differ from where services are completed, depending on the patient’s needs. All pick-up and drop-off addresses will be indicated in the referral.

1.4 BACKGROUND

VA Pittsburgh Healthcare System policy does not allow patients to drive home following anesthesia/sedation and requires a responsible adult to be with them. Our VA transportation services, and those who do the driving, do not count as the patients’ responsible adults’. Current policy ties up medical beds, increases patients’ risk of unnecessary hospital-acquired infections, is costly, delays access to care, and is not a patient-centric, model of care. The Medical Companion Program (MCP) is designed to primarily provide peri-procedural supervision, ADLs, and at times transportation, for patients who lack a caregiver or a responsible adult.

1.5 SCOPE OF WORK

The contractor should provide caregiver services to include:

· Acting as the patients’ responsible adult during hours of duty.

· Escorting the patient to their procedure.

· Staying with the patient until handed off to a hospital staff member for their procedure.

· Remaining on hospital premises until the procedure is complete.

· Responding to calls and requests to return to the waiting room when needed. Telephone service is not always guaranteed. We emphasize the need for routine check-ins or to wait in the waiting room when possible.

· Being present and listening to postoperative instructions from the VA staff indicating patient care needs following the procedure.

· Assisting the patient in picking up medications, equipment, or food at the hospital, if needed.

· Returning the patient safely to the designated address indicated in the referral, or as instructed by the medical companion coordinator or designee.

· Assisting with Activities of Daily Living (ADLs). ADLs include, but are not limited to bathing, showering, dressing, eating, transferring, toileting, and continence care.

· Staying with the patient at the designated return address, providing postoperative supervision until the conclusion of services as indicated on the referral.

· Completing and submitting all paperwork regarding patient care in a timely fashion.

· Following emergency protocols, including contacting 911, using the 24-hour triage line, and notifying VA staff within 24 hours of the emergency occuring.

Contractor will:

· Provide Medical Companion Services for all days of the week, Monday Through Sunday (not including Federal Holidays).

· Cover all shifts within a twenty-four (24) hour period, if requested.

· Be responsive to program needs, ensuring a phone call will be answered immediately OR can guarantee a callback within 15-20 minutes.

· Be responsible for training all companions, which will include all necessary information provided in this contract.

Services may only be requested by authorized VA staff, which typically will be the Medical Companion Program Coordinator and/or the designee. The VA will provide an updated list of those individuals authorized to place requests annually to contractors.

2 CONTRACTOR REQUIREMENTS

2.1 Contracting agency will maintain at least four VA vetted staff members to ensure all shifts can be covered. “Vetted” to mean contract companion has at least a National Criminal History Check (NCHC) and an awarded Certificate of Investigation on file with the COR.

2.1.2 Contractor must maintain enough vetted and trained personnel to fulfill 90% of referrals provided to the vendor per month.

2.1.3 The Contracting agency will confirm services with the patient no less than 24 hours prior to providing services.

2.1.4 Companions will meet with identified patients, punctually, at the address indicated in the referral.

2.1.5 If there are any deviations from the original referral, the Contracting agency or Companion will communicate with the patient, the hospital unit indicated on the referral, and the RN MCC (or designee) to close the loop of communication.

2.1.6 As necessary, the contractor will provide transportation from the patient’s indicated address on the referral to the designated medical center of the procedure.

2.1.7 If a wheelchair is needed upon arrival at the University Drive campus, the Companion may pull up to the glass door entryway after entering the garage, turn on flashing lights, and call Hero’s Hall at 412-360-6211, and ask for an escort to bring a wheelchair. Patients may sit in Hero’s Hall with the escort until parked in the garage and reunited with the patient.

2.1.8 If the patient uses an electric wheelchair and requires special transportation, the Companion is to meet the patient at their residence or designated address. The Companion will then ride with the patient on pre-arranged VA transportation to and from the procedure, always acting as their responsible adult. If the patient is admitted for any reason, the companion will return to their vehicle via Uber or via any other means of transportation that the third-party agency provides or recommends. Transportation fees may be billed to the VA hospital with receipts.

2.1.9 Companions will stay on VA Oakland Medical Center grounds for the duration of the patient’s procedure. Although Companions are not confined to the waiting rooms, it is preferred to remain in waiting rooms when possible as cell service is not always reliable within the hospital system.

2.1.10 The Companion will provide post-procedure transportation to the indicated address on the referral for recovery when indicated.

2.1.11 The Companion will ensure safe entry into designated address for recovery.

2.1.12 The Companion will arrive on time and stay with the patient for the duration of time delineated on the referral.

2.1.13 If the patient or VA staff request an extension of services, it will be at the discretion and availability of the Contractor. The Medical companion coordinator or designee must be notified of extended hours worked within 24 hours of services.

2.1.14 The Contracting agency and/or Companions will complete the total number of hours of services indicated on the referral. If for any reason, services are unable to be completed in full, an Early Termination Form must be filled out. An Early Termination form must be filled out for three circumstances, which are as follows:

2.2 EARLY TERMINATION

Patient refuses to complete services (i.e. Early termination). This may mean that the patient does not allow the Companion to enter residence or indicated address. It may also mean that they request that the Companion to leave their residence or indicated address prior to completing time of services. Early Termination Forms should include Patient name printed, patient signature, time and date, companion signature.

2.2.2 Prior to the early termination of services by the patient, the Companion will make a good-faith effort to encourage the patient to follow the plan of care set forth and use sound judgement to determine if any interventions are necessary should there be an imminent concern regarding the patient’s safety.

2.2.3 A responsible adult or support person, who is at least 18 years of age, is present and able to receive a “warm handoff” upon arrival to the indicated address. This may include a staff member for the Heinz VA hospital center. Early Termination Forms should include patient name, printed name of support person, signed name of support person, time and date, companion signature.

2.2.4 The patient requires further medical observation and is admitted to the hospital. Early Termination Forms should include patient name, clinician name printed, clinician signature, time and date, companion signature. Please note that a clinician is any health care professional responsible for the patient’s care (nurse, physician, surgeon are examples).

2.2.5 If for any reason, the patient, support person, or medical personnel is either unable or unwilling to sign the Early Termination Forms, the Companion will document this on the Summary of Services form, with date and time of services completed.

2.2.6 Any patient being returned to John Heinz VA hospital after their procedure, must be escorted into the building (building 69) by the Companion. A hand-off report is to be provided to the medical team, and the Early Termination Form should be completed fully and is to be considered as a ‘warm handoff’ by a support person.

2.2.7 If the patient is being discharged to a hotel, fisher house, family house, or any other overnight accommodation that is provided by the VA hospital, the companion is to ensure that the patients are checked in appropriately with front desk staff. Companions are to stay with patient within these accommodations, just like they would in their residence or any other address outlined in the referral until the end time.

2.2.8 The Contractor or Companion will electronically submit Early Termination Forms to Medical companion coordinator or designee within 7 days of service rendered. All Termination forms must be submitted prior to payment distribution.

2.3 SUMMARY OF SERVICES

Every patient will need a Summary of Services form. The Contractor will ensure that the Summary of Services Form for each patient encounter are completed fully and legible. This form must be submitted to the medical companion coordinator or designee electronically within 7 days of services rendered. Patients, support people, and medical staff are required to sign the Summary of Services form, verifying completed services and accuracy of the form. A complete, legible Summary of Services form must be submitted prior to payment distribution. If for any reason, the patient, support person, or medical personnel are either unable or unwilling to sign the Summary of Services form, Companion will document this on the Summary of Services form, with date and time of services completed.

2.4 CONTRACTOR COMPLIANCE

2.4.2 The Contractor will abide by all agency rules, behavior, and performance standards.

2.4.3 The Contractor will provide services to the patient alone and cannot conjoin care with other agency patients or private pay clients.

2.4.4 The Contractor or companion is only permitted to transport the patient. No family members, friends, animals, or children are permitted in the vehicle. The Companions and contracting agency have the right to discontinue services if the patient does not wish to be compliant with these guidelines.

2.4.5 If the Contractor observes any notable changes in the Veteran’s condition, they will communicate immediately with the 24-hour VA call center at 1-1-833-835-3874 OR contact 911. The contractor must document any incidents of changes to a patient’s condition, as well as the action taken, on the Summary of Services form. The Medical Companion coordinator or designee must be notified of these events within 24 hours.

2.5 REQUIREMENTS FOR DRIVING VA PATIENTS

2.5.2 The Contractor shall provide non-emergent medical transportation for ambulatory patients.

2.5.3 Trips may originate and terminate at locations within the VA Pittsburgh Healthcare System, a patient’s residence, a designated address within a 50-mile driving radius around the University Drive Campus, or other locations arranged between the contracting agency and the VA.

2.5.4 Contractors and Companions are responsible for finding a mileage tracking system with their staff. Mileage for reimbursement begins at the patient’s pick-up address to the VA at University Drive and from the VA University Drive to the patient’s drop-off address. If the companion is not picking up the patient, but meeting them at the VA, this is considered their start of mileage point. If the companion does not have a pick-up address and is meeting the patient at the VA hospital, no mileage for this leg of the trip may be billed.

2.5.5 The Contracting agency and any Subcontractors will operate in accordance with the terms and conditions of this contract, applicable federal and state regulations, rules, statutes, and industry-accepted quality standards identified in this Performance Work Statement.

2.5.6 No trip requests will be made directly by patients. All transportation requests will originate from authorized VA staff only.

2.5.7 The Contractor shall ensure that requests for services are received from authorized VA staff. Services rendered in response to requests from other than authorized staff shall be at the risk of the Contractor and any costs related thereto shall be borne by the Contractor.

2.5.8 The VA Medical Centers providing services do not close during times of inclement weather. Contractors should make the necessary arrangements to have modes of transportation ready for transport as requested. In case of inclement weather, the decision as to whether a patient will be transported will be made mutually by the patient, medical team, and the Contractor.

2.5.9 If the Contractor or companion is unable to provide services for any reason after acceptance of the referral, they are expected to communicate this with the patient and the medical companion coordinator or designee as soon as possible.

2.5.10 If the contractor or companion is unable to fulfill services within 24 hours of start time and backup arrangements are unable to be made, the contractor or companion must contact the patient as well as the medical companion coordinator within hours of duty or the PCC after hours of duty. Times and phone numbers to be provided by VA.

2.5.11 If a patient being transported declines to be properly belted, the patient will not be transported. If the patient refuses to be belted, and care is discontinued, the Medical Companion Program Coordinator must be notified within 24 hours of care and the hospital unit involved must be contacted immediately. If the patient removes the securing devices (seat belt) during the trip, the driver will notify the Medical Companion Program Coordinator within 24 hours of care.

2.5.12 The Contractor is not required to transport any patient who refuses to be properly belted and secured while being transported.

2.5.13 Contractor drivers and Companions should ensure proper loading and unloading techniques for the patients. Only patients who are ambulatory, with or without assistive devices, and require basic transfer assistance are to be permitted services using contractor/companion vehicles.

2.5.14 Patients using motorized wheelchairs, motorized scooters, or who are bedbound will not be referred to for medical companion services unless they meet eligibility criteria for VA Beneficiary Travel benefits which would allow the Contractor to escort the patient on VA provided transportation that is suitable to meet the patient’s functional needs.

2.5.15 Contractor and Companions shall provide “through-the-door” assisted service for patients to and from their designated procedures. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA authorized staff and taken to the destination of procedure. Patients shall be always attended by the companion, unless in the care of a health care provider at VAPHS.

2.5.16 The Contractor may not transport non-VA persons, animals, family members or private-pay patients along with the patient as referred under this contract.

2.5.17 No patients enroute 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 authorized staff, unless extraordinary, urgent need situations arise (e.g., vehicle breakdown). All such events must be reported electronically to the Medical Companion Program Coordinator within 24 hours.

2.5.18 Drivers should not make non-emergency stops for any reason during any patient transport under this contract including requests made by the patient.

2.5.19 The Contractor shall have a contingency/backup plan in the event they are unable to perform services or have services performed as required.

2.5.20 Contractor shall notify the Medical Companion Program Coordinator within 24 hours and provide justification for non-performance (such as when an alternate provider cannot be identified) and initiate the contingency/backup plan.

2.5.21 Contractor and/or Companion must notify the hospital unit anticipating the patient if services are unable to be completed for any reason.

2.5.22 Should the Contractor encounter any problems with transporting of patients, such as accidents, safety problems, patients un-belting themselves and other such incidents, they shall contact the Medical Companion Program Coordinator or designee within 24 hours.

2.5.23 Any medical concerns or medical emergencies with a patient about the patient should be reported to the 24-hour VA call Center at 1-833-835-3874 or dial 911.

2.5.24 Companions shall not text message while driving.

2.5.25 Companions shall not talk on the phone when with the patients, except for emergency calls.

2.6 MEDICAL COMPANION VEHICLE REQUIREMENTS

2.6.2 The Department of Veterans Affairs reserves the right to inspect Contractor's vehicles or require documentation of compliance with contract specifications, State laws, rules, regulations, and guidelines governing passenger vehicles. Inspections of Contractor vehicles or equipment shall in no way constitute a warranty by the Department of Veterans Affairs that the Contractor's vehicles and equipment are properly maintained.

2.6.3 The Department of Veterans Affairs reserves the right to restrict the Contractor's use of equipment and vehicles which need repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without, additional cost to the government.

2.6.4 All vehicles should be equipped with properly functioning heaters and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport.

2.6.5 All vehicles shall be well maintained in a clean and orderly condition, shall be smoke free, and provide proper ventilation for the patient.

2.7 COMPANIONS CONDUCT AND BEHAVIORAL EXPECTATIONS

2.7.2 Companions will abide by all Health Insurance Portability and Accountability Act (HIPAA) laws.

2.7.3 Companion will abide by all agency rules and regulations pertaining to privacy, behavior, and conduct.

2.7.4 Companions will call the VA nurse triage line for non-emergent medical issues at 1-1-833-835-3874.

2.7.5 Companions will call 911 in the event of a medical emergency.

2.7.6 Companions will stay with the patient until EMS arrives and report off occurs, unless they are in immediate danger.

2.7.7 Companions must fully document details of any event, including emergencies, on Summary of Services form.

2.7.8 Companions shall be proficient in speech, writing and reading in English.

2.7.9 Companions will be comfortable traveling to and from patients’ homes and VA Pittsburgh Healthcare System as required.

2.7.10 Companions must be comfortable working with vulnerable populations

2.7.11 Companions will treat patients with respect and dignity while providing care.

2.7.12 Companions shall not use intoxicating liquors, narcotics, or controlled substances while on duty.

2.7.13 The VA has the right to request a drug and alcohol screening on any companion who is suspected of impairment at the expense of the contracting agency.

2.7.14 The VA has the right to stop companion services at any point if impairment is suspected, without pay.

2.7.15 Companions will not smoke while on duty working directly with patients.

2.7.16 Companions will not sleep while on duty.

2.7.17 Companions will not engage in personal activities while on duty working directly with patients (streaming videos with headphones, having personal visitors, or engaging in other businesses, etc.).

2.7.18 Companions will not solicit or accept tips, goods, or services from patients.

2.7.19 Companions shall conduct themselves professionally and maintain personal hygiene and cleanliness.

2.7.20 Companions will always display visible ID badge while on duty and verify identity to Veteran prior to services.

2.7.21 Companions should be educated on safe transfers/mobility, de-escalation and behavioral management, opioid sedation risk awareness, and infection prevention education

2.7.22 The VA has a zero-tolerance policy for the following behavior and will lead to automatic removal of the companion from the contract if violated

2.7.22.1 Abuse (verbal or physical)

2.7.22.2 Neglect or leaving the veteran unattended (without following proper steps of termination forms)

2.7.22.3 Failure to report emergencies in outlined timeframe

2.7.22.4 Fraudulent documentation

2.7.22.5 Transporting unauthorized passengers.

2.7.22.6 Soliciting employment from VA patients outside of contract

2.7.23 If there are repeated behavior/conduct issues with any companion, the VA has the right to request the agency to initiate a corrective behavioral action plan. Upon doing so, the contracted agency must submit their action plan within 7 business days. If the behavior continues after a corrective behavioral action plan has occurred, the VA has the right to dismiss the companion permanently.

2.8 CONTRACTOR RESPONSIBILITIES

2.8.1 Contractor to provide a focused and dedicated effort to follow up on pending referrals to ensure prompt processing of cases.

2.8.2 Contractor will be available to answer patients’ questions or concerns about upcoming services by phone as needed.

2.8.3 Contractor will be able to manage multiple referrals concurrently.

2.8.4 Contractor will provide all documents required for invoicing: Completed and legible Summary of Services Form, Early Termination Form (if applicable) within seven business days of completion of service performed.

2.8.5 Contractor will ensure all employees are current with licensure and trainings, including but not limited to, the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer or VA Medical Companion Program Coordinator upon request.

2.8.6 Contractors shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening should include but not limited to testing drivers for prohibited drug use and alcohol misuse.

2.8.7 Sufficient insurance must be secured by Contractor to sufficiently cover their staff and the patient as required by Pennsylvania law.

2.8.8 Contractor shall be responsible for furnishing all vehicles, personnel, vehicle fuel and nametags/badges.

2.8.9 Contractor reimbursement for services provided during event shall be billed in five-hour blocks (defined as a JOB “JB”). Times exceeding five hours shall be rounded up to the next five-hour increment.

2.8.10 Contractor shall be responsible for tracking and submitting mileage for reimbursement. Mileage points for tracking and reimbursement will be from the patient’s pick-up address to the VA at University Drive and from the VA University Drive to the patient’s drop-off address. Contractor will be reimbursed based on the General Services Administration (GSA) and federal travel mileage Benchmarks, with a rate of $0.725/mile. Vendor must provide verification of mileage and be displayed on invoice i.e. Google Maps image. No mileage reimbursement will be paid when companions and the patient use VA transportation. Mileage reimbursement will not exceed 100 miles round trip per event.

2.8.11 Road tolls, parking fees, transportation costs (such as Uber if needed) must be tracked and submitted to the VA for reimbursement. Vendor must maintain receipts and display them on invoice.

2.9 CANCELLATION POLICY

2.9.1 If the companion shows up to the patient’s address of pick-up for services and the patient is cancelling, companion will receive full payment + mileage and fees utilized.

2.9.2 If the patient cancels services prior to arriving at patient’s address for services on day of procedure, they should receive full payment, no mileage.

2.9.2.1 If a termination agreement is signed by the patient, the patient’s support person, or a medical staff member, they should receive full payment + mileage and fees used.

2.9.2.2 No payment if the patient cancels 24 hours or more prior to services.

2.9.2.3 No payment for staff cancellations.

2.9.2.4 Additional hours can be worked. if: (1) requested by VA staff member (2) if the patient does not feel stable and requests more time. Companion/agency to keep track of hours worked and document on summary of services. RN MCC must be notified within 24 hours.

2.10 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING (CPARS)

Annual reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have sixty (60) days to submit any comments and re-assign the report to the CO.

Failure of the Contractor’s representative to respond to the evaluation within those sixty (60) days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond, the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

3 GOVERNMENT RESPONSIBILITIES

3.1 OVERSIGHT OF SERVICE/PERFORMANCE MONITORING (CONTRACT ADMINISTRATION IF NOT ALREADY LISTED IN ANOTHER AREA):

The services to be performed by the Contractor will be monitored by the Program Point of Contact (POC) or alternate POC.

3.2 CONTRACT PERFORMANCE MONITORING:

Record-Keeping Monitoring System: A monitoring system is established for verification of actual hours worked by Contractor’s employees. The delegated POC is the VA official responsible for verifying contract compliance. The POC will tabulate the monthly hours worked utilizing the Contractor prepared “Summary of Services” document sent to the Medical Companion Program Coordinator. This document (or a similar document) is provided by the Contractor to the Medical Companion Program Coordinator that demonstrates services were rendered as ordered. This document should be signed at a minimum by the Contractor and preferably, the patient as well (if the patient declines to sign this document, documentation of the refusal will be considered sufficient). A single, consolidated invoice will be prepared for each Veteran encounter/service provided and submitted within 7 days of completion of services.

A properly prepared Summary of Services will contain:

3.1.1 Patient Name and Date Service Performed

3.1.2 Location of Service Performed

3.1.3 Contractor’s Name and Address

3.1.4 Total Hours of Services Provided

3.1.5 Total miles traveled

3.1.6 Total for tolls and parking, Uber if needed

3.2 VA SUPPORT PERSONNEL SERVICES OR EQUIPMENT:

Other necessary personnel for the operation of the services contracted for at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming.

3.3 SPECIAL CONTRACT REQUIREMENTS:

Under the authority of Public Law 104-262 and 38 USC 8153, the Contractor agrees to provide Professional and Allied Healthcare Staffing Services personnel and services in accordance with the terms and conditions stated herein, to furnish to and at VA Pittsburgh Healthcare System (VAPHS), the services and prices specified in the Section entitled Schedule of Services and Prices/Costs of this contract.

4 SERVICES:

The services specified in the Sections entitled Schedule of Services and Prices/Costs and Special contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer.

Other necessary personnel for the operation of the services contracted for at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming.

The services to be performed by the Contractor will be performed in accordance with VA policies and procedures and the regulations of the Medical Staff Bylaws of the VA facility. Section D Attachment #4 VHA Handbook 1660-3, Conflict of Interest Aspects of Contracting for Scarce Medical Specialist Services, Enhanced Use Leases, Health Care Resource Sharing, Fee Basis, and Intergovernmental Personnel Act Agreements (IPAs)

5 BILLING & INVOICES:

5.1 Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

5.2 Name and Address of Contractor

5.3 Invoice Date and Invoice Number

5.4 Contract Number and Purchase/Task Order Number

5.5 Date of Service

5.6 Contractor’s provider (s) (Names of Home Health Aide Services personnel and hours worked)

5.7 Hourly Rate

5.8 Quantity of hours worked

5.9 Total price

6 VENDOR ELECTRONIC INVOICE SUBMISSION METHODS

Invoices will be electronically submitted to the Tungsten Website. Tungsten direct vendor support number is 877-489-6135 for VA contracts.

The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your TAXPAYER ID Number with the VA-FSC. This process can take up to five business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements.

6.1 Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

6.2 To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for payment.

6.3 The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

Additionally, the vendor will provide the invoice data in one or more Excel spreadsheets as specified by the POC.

6.4 The Contractor shall accept payment for services rendered under this contract as payment in full and will not bill the veteran their third-party insurer for any services covered under this contract or for additional services for which the VA pays the Contractor, outside this contract.

7 DELIVERABLES

Provided at Start of Contract

7.1 Insurance Coverage - Contractor shall provide documentation of insurance policies to sufficiently cover their staff and the patient as required by Pennsylvania law at the start of the contract and whenever new Companions are added as required in 3.2.5.7.

Provided Upon Completion of Service

7.2 Summary of Services or likewise: This document (or a similar document) is provided by the Contractor to the Medical Companion Program Coordinator that demonstrates services were rendered as ordered. This document should be signed at a minimum by the Contractor and preferably, the patient as well (if the patient declines to sign this document, documentation of the refusal will be considered sufficient). A single, consolidated invoice will be prepared for each Veteran encounter/service provided and submitted within 7 days of completion of services.

7.3 Early Termination Form - This document is provided by the Contractor to the Medical Companion Program Coordinator with invoicing if the patient requested to terminate services before hours ordered were completed. A properly prepared Early Termination Letter will contain:

7.4 Patient’s name, signature, initials, date and time

7.5 Companion (or Support person’s) name, signature, date and time.

Should the patient decline to sign this document, documentation of the refusal will be considered sufficient.

7.6 Companion Information - The Contractor will be able to provide name and contact phone number of the companion prior to initiation of service date and annually thereafter. If requested, the Contractor will be able to provide companion qualification, a valid non-restricted operator’s license in accordance with Federal, State, and local Government requirements for their place of operation for the services they are performing for this contract and current vehicle insurance information and registration information. It is the Contractor's responsibility to assure all proper safety equipment in the companion’s car is operational including, but not limited to, safety belts.

8 QUALITY ASSURANCE

8.1 The Contractor will be monitored annually on the following measures:

8.2 Timely invoicing – The Contractor is to submit monthly invoice in arrears (by the 20th day of the following month), indicating the dates and type of service provided.

8.3 Overall patient satisfaction rating of services – At least 70% of patients surveyed must be satisfied with services received.

8.4 Completion and return of deliverable (Summary of Services Form, Early Termination Letter if applicable, insurance coverage, and companion information)

8.5 Referral acceptance and services completion percentage rate – The Contractor is required to complete at least 90% of all accepted referrals for services in a timely manner.

8.6 Patient Safety - The Contractor shall observe the patient and any indication of a significant change in the patient’s condition shall be communicated immediately to the Medical Companion Program Coordinator or the 24-hour VA Call Center, 1-1-833-835-3874), during off-tour hours as described in 3.2.3.12, or 911 (as per 3.2.4.3).

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Medical Companion Services - 1 JB = 5 HR Contract Period: Base POP Begin: 09-30-2026 POP End: 09-29-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Mileage Reimbursement - GSA POV rate; verification required NTE 50 MI per encounter

POP Begin: 09-30-2026 POP End: 09-29-2027

Allowable Transportation ODCs - receipts required. ODCs may include Parking fees, Tolls, Fuel surcharges (if applicable), Paid lodging or shuttle fees required exclusively for transporting the Veteran, or Any necessary transportation expense with a receipt that directly supports the Companion Service requirement.

POP Begin: 09-30-2026 POP End: 09-29-2027

Contract Period: Option 1 POP Begin: 09-30-2027 POP End: 09-29-2028

POP Begin: 09-30-2027 POP End: 09-29-2028

Allowable Transportation ODCs - receipts required. ODCs may include Parking fees, Tolls, Fuel surcharges (if applicable), Paid lodging or shuttle fees required exclusively for transporting the Veteran, or Any necessary transportation expense with a receipt that directly supports the Companion Service requirement.

POP Begin: 09-30-2027 POP End: 09-29-2028

Contract Period: Option 2 POP Begin: 09-30-2028 POP End: 09-30-2029

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

Allowable Transportation ODCs - receipts required. ODCs may include Parking fees, Tolls, Fuel surcharges (if applicable), Paid lodging or shuttle fees required exclusively for transporting the Veteran, or Any necessary transportation expense with a receipt that directly supports the Companion Service requirement.

POP Begin: 09-30-2028 POP End: 10-02-2029

Contract Period: Option 3 POP Begin: 09-30-2029 POP End: 09-29-2030

POP Begin: 09-30-2029 POP End: 09-29-2030

Allowable Transportation ODCs - receipts required. ODCs may include Parking fees, Tolls, Fuel surcharges (if applicable), Paid lodging or shuttle fees required exclusively for transporting the Veteran, or Any necessary transportation expense with a receipt that directly supports the Companion Service requirement.

POP Begin: 09-30-2029 POP End: 09-29-2030

Contract Period: Option 4 POP Begin: 09-30-2030 POP End: 09-29-2031

POP Begin: 09-30-2030 POP End: 09-29-2031

Allowable Transportation ODCs - receipts required. ODCs may include Parking fees, Tolls, Fuel surcharges (if applicable), Paid lodging or shuttle fees required exclusively for transporting the Veteran, or Any necessary transportation expense with a receipt that directly supports the Companion Service requirement.

POP Begin: 09-30-2030 POP End: 09-29-2031

B.3 DELIVERY SCHEDULE

University Drive C Pittsburgh, PA 15240 usa

ariana.bower@va.gov

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have…