36C24519Q0352-001.pdf

PERFORMANCE WORK STATEMENT FOR SHUTTLE TRANSPORTATION SERVICES

Section 1 - General Information

1.1 The purpose of this contract is to provide Shuttle Transportation Services for VA beneficiaries and employees within the VA Maryland Health Care System (VAMHCS), unless noted otherwise routes are continuous:

A. SHUTTLE ROUTES AND HOURS OF PERFORMANCE

1. Route Name: LEXINGTON MARKET SMALL PARKING GARAGE SHUTTLE

a. Passengers: VA Employees

b. Route - Lexington Market Small Parking Garage to Baltimore VAMC

c. Operates 24 hours; continuous services. Drop offs required on all three levels of parking garages between 6:00pm to 6:00am for staff changing shifts overnight.

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. GOV Passenger Shuttle – VA Owned and Maintained, Contractor will drive it

2. Route Name: CAMBRIDGE TO PERRY POINT SHUTTLE

a. Passengers: VA Beneficiaries (& their escort) and VA Employees (depending upon availability)

b. Route- Cambridge VA Outpatient Clinic to Perry Point VA Medical Center. Departures are from the waiting room at the Cambridge VA Outpatient Clinic and the Outpatient Clinic (Building 361) at the Perry Point VA Medical Center. There are pick-up and drop-off points at the VFW in Easton, Route 404/50 parking lot, Route 301 Rest Area, and Saint Dennis Church parking Lot in Galena.

c. Operates 8:00 AM- 2:00 PM - Scheduled Service

Depart Cambridge Arrive VFW

08:00am 08:15am

Depart VFW Arrive 404/50 Lot

08:15am 08:30am

Depart 404/50 Lot Arrive Route 301 Rest Area

08:30am 08:45am

Depart Route 301 Rest Area

Arrive St. Dennis Church

08:45am 09:15am

Depart St. Dennis Church

Arrive Perry Point

09:15am 10:00am

Depart Perry Point Arrive St. Dennis Church

12:00pm 12:45pm

Depart St. Dennis Church

Arrive Route 301 Rest Area

12:45pm 1:15pm

Depart Route 301 Rest Area

Arrive 404/50 Lot

1:15pm 1:30pm

Depart 404/50 Lot Arrive VFW

1:30pm 1:45pm

Depart VFW Arrive Cambridge

1:45pm 2:00pm

d. Mondays and Fridays Only

e. 14-Passenger Shuttle - ADA, Wheelchair & Ambulatory

3. Route Name: CAMBRIDGE SHUTTLE #2

a. Passengers: VA Beneficiaries (& their escort) and VA Employees (depending upon availability)

b. Route- Cambridge VA Outpatient Clinic to Baltimore VA Medical Center. There are pick-up and drop-off points at the VFW in Easton, Route 404/50 parking lot, and Route 8 parking lot.

c. Operates 10 AM - 5 PM - Scheduled Service Departures:

Depart Cambridge Arrive VFW

10AM 10:15AM

Depart VFW Arrive 404/50 Lot

10:15am 10:30am

Depart 404/50 Lot Arrive Route 8 Lot

10:30 am 10:45 am

Depart Route 8 Lot Arrive Baltimore

10:45am 12:00pm

Depart Baltimore Arrive Route 8 Lot

3:00pm 4:15pm

Depart Route 8 Lot Arrive 404/50 Lot

4:15pm 4:30pm

Depart 404/50 Lot Arrive VFW

4:30pm 4:45pm

Depart VFW Arrive Cambridge

4:45pm 5:00pm

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. 14-Passenger Shuttle - ADA, Wheelchair & Ambulatory

B. ADDRESSES FOR SHUTTLE LOCATIONS

1. Baltimore VA Medical Center, 10 North Greene Street, Baltimore, MD 21201

2. Perry Point VA Medical Center, Perry Point, MD 21902

3. Cambridge Clinic, 830 Chesapeake Drive, Cambridge, MD 21613

4. Lexington Market Small Parking Garage, 400 W Lexington Street, Baltimore, MD 21201

5. Easton VFW, 355 Glebe Rd, Easton, MD 21601

6. Route 404/50 Park & Ride, 29525 Queen Anne Hwy, Queen Anne, MD 21657

7. Route 8 Park & Ride, MD Rt 8 & US Rt 50, Stevensville, MD 21666

8. Route 301 Rest Area, 1000 Welcome Center Drive, Centreville, MD 21617

9. Saint Dennis Church, 153 N Main St, Galena, MD 21635

2.1. Performance and Notification

2.1.1. Contractor shall provide shuttle services utilizing vehicles capable of transporting safely and comfortably, per the hours stated under section 1.1, excluding all Holidays observed by the Federal Government. When transporting all passengers, Contractor shall be in accordance with VHA DIRECTIVE 2008-020.

2.1.2. Electronic Transmissions: The Contractor shall utilize email at all times to communicate patient incidents, requests for services, special correspondence, etc. to the VA.

2.1.3. Within seven days after contract award the Contractor shall provide its Contractor-Personnel Roster to the COR containing the following employee information: Name, Position, Title, and Work assignment area.

2.1.4. Thereafter, any personnel changes shall be submitted to the COR to verify the persons’ driver’s licenses, credentials and medical fitness prior to the transportation of patients.

2.1.5 Contractor will be provided with the name and contact information of the COR and Transportation Manager prior to commencement of contract.

2.2. [Reserved]

2.3. Contractor Personnel Qualifications

2.3.1. Contractor employees shall conduct themselves in a business-like manner while on duty performing the services of this contract. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel will wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean and neat at all times. Undergarment should not be visible through or show outside of outer clothing. Shoes should be closed-toe and allow employee to respond to any type emergency. Hair should be neatly arranged. It is the Contractor’s responsibility to foster confidence and trust in VA beneficiaries, visitors, and employees through professional behavior and appearance. Contractor personnel performing contract services shall, at all times, meet the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

2.3.2. Within seven days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licenses and any other qualifications required for this contract. The initial documentation shall be provided to the COR prior to the commencement of performing any services under this contract.

2.3.3. During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer Representative. At no time shall the Contractor utilize add-on or replace personnel to perform contract services, whom do not meet the personnel qualifications of this contract and who have not been approved by the COR.

2.4. Transportation Driver

2.4.1. Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Appropriate driver screening is defined as license criteria to operate appropriate vehicles and positive driving history. Such screening shall include but not be limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law.

2.4.2. Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation for the services they perform and have successfully completed the Standard First Aid Course of the American Red Cross and Basic Life Support CPR training or equivalent and be capable of providing first aid or CPR assistance. Driver’s licenses and driving records must be verified annually and upon the occasion of a VHA transportation accident.

2.4.3. Prior to the commencement of services under this contract, the Contractor is responsible for providing the COR with verification that its drivers have the following before they provide any services related to this contract:

A. Either received the Hepatitis B vaccine series, or is immune as a result of acquired infection, or have been offered and refused the vaccinations;

B. Received measles-mumps-rubella (MMR) vaccine. Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three diseases and is required for all persons born after 1956;

C. A negative PPD within the last six months, or if a known reactor, a negative chest X-ray upon hire;

D. A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with varivax (chicken pox);

E. Received training in Universal Precautions and Blood Borne Pathogens, Hazardous Material Management, and Life Safety Management (fire preparedness);

F. Drivers should be in good health and not sick from any respiratory or gastrointestinal illness while transporting patients. Drivers shall not have a fever or flu like symptoms while transporting patients.

G. All drivers transporting shall receive initial basic safe driver training and annual refresher to include defensive driving techniques, use of safety belts, patient safety and emergency response procedures. Training for drivers operating 15-passenger vans includes the DOT, National Highway Traffic Safety Administration.

2.5 Contractor Equipment, Vehicles and Inspection

2.5.1. Contractor shall remain fully responsible and liable for all aspects of Contractor’s vehicles. The VA reserves the right to inspect Contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of Contractor equipment will not constitute a warranty that the Contractor's vehicles and equipment are properly maintained.

2.5.2. The VA reserves the right to restrict the Contractor's use of equipment and vehicles that 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 and without additional cost to the VA.

2.5.3. Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.

2.5.4. Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.

2.5.5 The Contractor shall not be permitted to borrow medical equipment from the Medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA. At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

2.6 Contractor Performance

2.6.1. In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA COR and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. The VA 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 result in termination of the contract in accordance with FAR clause 52.212-4(m).

2.6.2. Should the VA determine the immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the Contractor. In these extremely rare cases, no charge shall be levied against the Contractor.

2.7 Escort

2.7.1. The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary.

2.7.2. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary. Contractor shall only be required to transport escort with the beneficiary and shall not be required to return the escort back to point of origin.

2.8 Substitution of Beneficiary

2.8.1. The VA reserves the right to substitute between beneficiaries requiring services at any time so as to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur.

2.9 VA Beneficiary Rights

2.9.1. The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting them. VA beneficiaries may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. When transporting VA beneficiaries to or from Medical facilities, the driver, acting for the Contractor, will ensure that their luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with them as required.

2.9.2. The Contractor shall immediately notify the VA of any incidents involving injury to VA beneficiaries during transport. The Contractor shall promptly complete and submit to the COR and the Contracting Officer, an Incident Report with all information felt to be necessary for any full review.

2.9.3. The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by VA beneficiaries with regards to transportation services. The Contractor may provide recommendations for improved services along with the complaints for the VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

2.9.4. The Contractor shall assist the VA beneficiaries from the departure point to the vehicle and to their destination point.

2.10 Contractor's Responsibilities and Insurance Requirements

2.10.1. The Contractor shall obtain all necessary licenses and permits required to perform this work. Necessary licenses and permits required to perform include, but are not limited to, those specified in VHA Directive 2008-020. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence.

2.10.2. The Contractor shall maintain personal and automobile liability, and property damage insurance, as prescribed by the laws of Maryland and in accordance with VAAR 852.228-71. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR. Workers’ compensation and employer’s liability coverage will conform to applicable State law requirements for the service defined, whereas general liability and automobile liability of comprehensive type shall, in the absence of higher statutory minimums, be required in the amounts per vehicle used of not less than $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and $500,000 per occurrences for general liability.

2.11 Safety Requirements

2.11.1. In order to protect the lives and health of VA beneficiaries, the Contractor shall take such safety precautions as the Contracting Officer, or the COR, may determine to be reasonably necessary. Please reference VHA Directive 2008- 020 in Section D.4.

2.11.2. The Contracting Officer, or the COR, will notify the Contractor of any safety non-compliance and the action to be taken.

2.11.3. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work.

2.11.4. Reference: VHA Directive 2008-020, Patient Transportation Program, April 16, 2008

2.12 Interference with Normal Functions

2.12.1. The Contractor’s personnel may be required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility VA beneficiaries, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional and will be communicated at the recommendation of the COR. Any interruptions considered to be excessive should be brought to the attention of the CO.

2.13 Contractor's Quality Control Program (QCP)

2.13.1. The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be forwarded to the CO in the proposal submitted by the Contractor and shall be incorporated into the awarded contract. The QCP is separate from the required Management/Technical Capabilities that will be provided by the Contractor. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

2.13.2. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

2.13.3. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

2.13.4. For methods used for identifying the quality of service performed, please refer to the Quality Assurance Surveillance Plan (QASP).

2.13.5. On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. Institute methods to identify and prevent vehicle breakdowns, and detailed procedure for alternative transportation of VA beneficiaries in the event of mechanical breakdown of vehicle.

2.13.6. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

2.13.7. The methods of identifying and preventing radio communication breakdowns. Provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

2.13.8. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

SECTION 3 - Government Furnished Property

3.1. VAMHCS will provide a GOV Passenger Shuttle for the Lexington Market Small Parking Garage Shuttle Route.

Conditions for Contractor use—

A. Vehicles shall be used for official purposes only and solely in the performance of the contract.

B. Vehicles cannot be used for transportation between residence and place of employment.

C. Contractors must establish and enforce suitable penalties against employees who use, or authorize the use of, Government motor vehicles for unofficial purposes or for other than in the performance of the contract and pay any expenses or cost, without Government reimbursement, for using Government motor vehicles other than in the performance of the contract.

D. Contractor shall provide liability insurance coverage for the non-owned autos operated by its employees in the performance of the contract.

3.2. VAMHCS will be responsible for providing service maintenance and fuel for these two vehicles.

SECTION 4 - Contractor Furnished Equipment and Supplies

4.1. The Contractor shall furnish all resources necessary for the provision of the shuttle transportation services (except those identified in Section 3 above).

4.2. Contractor Vehicles. Vehicles shall, at a minimum, contain the following:

A. Side and rear loading doors shall be operational from both inside and outside vehicle.

B. Steps treated with non-skid material.

C. Safety belts for all occupants.

D. Heating, air conditioning and adjustable temperature controls.

E. Four emergency flares and warning lights, and one 5-pound ABC rated fire extinguisher with fire extinguisher tag showing record of inspections.

F. First Aid Kit with a minimum of the following: band-aids, gauze, elastic bandages, sterile gauze pads, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers.

G. Two clean blankets. Each time a blanket is used during the performance of this contract, the Contractor is required to replace the used blanket with a clean blanket.

H. Onboard supplies to provide infections control precaution procedures; specifically, a body fluid control kit and non-alcohol based hand sanitizer in a non-expired condition.

I. Two-way radio or cellular phones that are fully operational at all times during contract performance.

SECTION 5 - Contract Definitions / Acronyms

5.1. Beneficiary is a Veteran determined to be eligible for benefits by the Department of Veterans Affairs.

5.2. Contracting Officer (CO) is a VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

5.3. Contracting Officer's Representative (COR) is the VA official responsible for providing contract oversight and technical guidance to the CO. The CO shall delegate authority for performing certain responsibilities to the COR via a COR delegation. The COR’s responsibilities often include certifying invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. The COR is a member of the vehicle inspection team.

5.4. Contractor as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract.

5.5. Quality Assurance Surveillance are those actions taken by the Government to assure services meet the requirements of this contract.

5.6. Quality Assurance Evaluator(s) is Government personnel responsible for surveillance of Contractor performance.

5.7. Quality Assurance Surveillance Plan (QASP) is an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance.

5.8. Quality Control are those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

5.9. Vehicle(s) refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

SECTION 6 - Service Contract Labor Standards

6.1. The Service Contract Labor Standards applies to this contract. Contractor will be responsible for compliance with the Service Contract Labor Standards and determining which of its workers are performing on or in connection with the contract and properly segregating their hours for purposes of pay and recordkeeping. The Department of Labor’s Wage Determination is provided as an attachment; it specifies the minimum wages and fringe benefits for workers performing on or in connection with this contract.

6.2. Option period pricing shall not include any allowance for any contingency to cover increased labor rates resulting from an updated Department of Labor wage determination. FAR Clause 52.222-43 provides for an adjustment to contract price to cover increased wage and fringe benefit costs if necessary to comply with a new wage determination;

an adjustment to a contract unit price shall be requested by the Contractor within thirty days after receiving a new wage determination, if required by the Contractor to comply with the new wage determination.