36C24524Q0914.docx

36C24524Q0914

RFQ 36C24524Q0914

Wheelchair Van Transportation Services VA Maryland Healthcare 10 North Green Street Baltimore, MD 21201

This solicitation is intended to procure wheelchair van transportation services in accordance with the performance work statement.

NAICS: 485991

TYPE OF CONTRACT: Firm-Fixed-Price Contract

This is a service-disabled veteran-owned set-aside. Please see section E for Instructions to Offerors.

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

512-25-1-825-0002 36C24524Q0914 11-27-2024 Craig Armagost 304-263-0811 ext 7601 12-13-2024 15:00

EST

Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405 X X 485991 $19 Million N/A X Department of Veterans Affairs VA Maryland Healthcare 10 North Green Street Baltimore MD 21201 Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 308B Martinsburg WV 25405

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp http://www.fsc.va.gov/einvoice.asp See CONTINUATION Page

CONTRACTOR SHALL PROVIDE WHEELCHAIR VAN TRANSPORTATION

SERVICES TO SUPPORT VA MARYLAND HEALTHCARE IN ACCORDANCE

WITH THE PERFORMANCE WORK STATEMENT

ANTICIPATED PERIOD OF PERFORMANCE:

ORDERING PERIOD ONE (1): JAN 01, 2025 - DEC 31, 2025

SEE SECTION E FOR INSTRUCTIONS TO OFFERORS

CONTRACTOR SHALL BE RESPONSIBLE FOR THE CORRECT TITLE

CLASSIFICATION OF THE WORKERS AND COMPLIANCE WITH ALL

APPLICABLE WAGE AND HOUR LAWS.

CO: CRAIG.ARMAGOST@VA.GOV

See CONTINUATION Page X X X

CRAIG ARMAGOST

VA-VHA-2016-29FDCE8E

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: TBD

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.

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

B.2 MULTIPLE AWARD TASK ORDER CONTRACTS (MATOC)

Quantities listed are estimated only and are not guaranteed.

This is a 1-year Commercial Firm Fixed Price, Shared Capacity, Multiple Award Indefinite Delivery / Indefinite Quantity (IDIQ) contract, for Wheelchair Van Services to support the VA Maryland Health Care System. The Department of Veteran Affairs intends to award to no more than four (4) Lowest Price Technically Acceptable (LPTA) contractors. The task orders will be distributed equitably. Accordingly, funds are not obligated on this contract at award; rather, funds are obligated via task orders issued against the contract. Task orders shall only be issued by a warranted VA Contracting Officer (CO). VA CO will issue task orders to the contractor authorizing services via Standard Form 1449. Each task order shall clearly identify the dollar amount authorized under the individual task order and the period of performance of the individual task order. When a task order period of performance is completed, additional services shall not be provided unless a new task order is issued in accordance with this IDIQ. The minimum dollar amount guaranteed under this contract for the performance period of the one year is $1,000.00. The maximum dollar amount or shared capacity of the contracts awarded under solicitation 36C24524Q0914 is $5,000,000.00. The maximum amount is not guaranteed. The combined total of all orders placed against this contract cannot exceed the maximum amount/ceiling of this contract.

36C24524Q0914 (End of Clause) Page 1 of Page 1 of

B.3 PERFORMANCE WORK STATEMENT

1.0. INTRODUCTION.

1.1. The Government requires a contractor to provide wheelchair van transportation to include medical equipment necessary for the transportation of eligible beneficiaries of the Veterans Administration Maryland Health Care System (VAMHCS) to VA Medical Centers and Clinics

1.2. The Baltimore VAMC main campus is located _10 N. Greene Street, Baltimore MD.21201 __., serving over 300,000 veterans, primarily from the Maryland area and its Community-Based Outpatient Clinics. Veterans served within this facility lives within the following counties and zip codes.

The use of VAMHCS throughout this document shall be interpreted as the Veterans Administration Maryland Health Care System and all five CBOCs associated with it. The Contractor shall provide Wheelchair coverage for the VAMHCS, 24 hours per day/7 days per week, 365 days per year.

2.0. DESCRIPTION / SCOPE / OBJECTIVE.

2.1. The Contractor shall furnish wheelchair van transportation to eligible beneficiaries of the Veterans Administration Maryland Health Care System (VAMHCS), in strict accordance with all specifications, terms, conditions, provisions, and schedules of this solicitation and any resulting contract document. Such services shall include all labor, supervision, equipment, uniforms, and other items or services necessary for performance of the work. All operations performed shall adhere to VHA Directive 2008-020 (Patient Transportation Program). The contractor(s) shall provide safe and comfortable wheelchair transportation services upon request to or from any pickup points, to or from any floor, ward, nursing home, patient(s) home, medical center, or facility.

2.2. Performance Location and Hours: Services shall be provided Monday through Friday, excluding Federal holidays during the hours of 6 AM to 6 PM under direction of the VAMHCS Beneficiary Travel Office or AOD. Occasionally, transportation will be required prior to 6 AM or after 6 PM Monday-Friday, on weekends and Federal Holidays. The VAMHCS will provide the contractor with a minimum of twenty-four (24) hours advance notice of these transportation requirements, which will be reimbursed in accordance with the Schedule of Supplies or Services and Prices/Costs, depending on the current contract period. There may be some instances where 24-hour notice is not feasible and contractor shall make every effort to accommodate these request.

2.3. Period of Performance: The period of performance will be one (1) year.

3.0. APPLICABLE DOCUMENTS.

3.1. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

https://www.transportation.gov/accessibility

4.0. Definitions:

4.1. Wheelchair Van: Vehicles that conform to the United States Department of Transportation (DOT) General Services Administration, transportation Design and Construction Specifications (KKK-A1822, KKK-A-1822E as amended, revised or replaced) that is in effect at the date of vehicle production.

4.2. VAMHCS: Defined as Veterans Administration Maryland Health Care System and all five CBOCs associated with it: 10 North Greene Street, Baltimore MD 21201, Perry Point MD 31902, 3900 Loch Raven Blvd. Baltimore MD 21218, 9600 North Point Road, FT Howard MD21052, Cambridge 830 Chesapeake Dr. 21613, Glen Burnie 808 landmark Dr. Suite 128 21061, Pocomoke 101 Market Street, Pocomoke 21851.

4.3. Administrative Officer of the Day (AOD): VA official that works in the admissions area during evenings and nights, and monitor hospital activities during other than normal working hours. This person is located at VAMHCS and acts as hospital administrator during off-tour hours; their number is 410-605-7000 Ext: 7316.

4.4. Base Rate: Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action, during all phases of the trip made on behalf of the Government. That Base Rate shall constitute full compensation for one-way trips which do not exceed the designated areas included in the pricing schedule.

4.5. Beneficiary: Veterans and other members determined to be eligible for benefits by the VA.

4.6. Business Hours/Days: Business hours/days are defined as the time of 6:00AM to 6:00 PM, Monday through Friday, except Federal holidays. Federal holidays, include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a Federal holiday. Off Business hours/days are defined as the time of 6:01PM to 5:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays.

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

4.8. Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and are a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

4.9. Contractor: The term “Contractor” as used herein refers to both the prime Contractor and his/her employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract.

4.10. Dry Run: Dry Run/No Patient charge: These trips are defined as either a request for service by authorized Medical Center personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs or scheduled pick-ups for which due to circumstances beyond the Contractor’s control (i.e., patient refuses pick-up, patient not home, patient not medically/mentally suitable for transport, etc.). The Contractor will be entitled to the applicable base rate only due to no fault or negligence of the Contractor. No charge shall be assessed on scheduled pick-ups that are cancelled by the VAMHCS and/or the patient prior to the departure of the transport.

4.11. Durable Medical Equipment (DME): Medical equipment that is ordered by a provider for use in the home, such as walkers, wheelchairs, etc.

4.12. Escort: A relative of the patient (age 16 or older) or a VAMHCS representative accompanying the patient when the VAMHCS has determined such an escort is in the best interest of the patient.

4.13. Excess Cost: The difference between prices regularly charged by another source utilized and the applicable contract prices.

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

4.15. Mileage Rate: Mileage for ground transportation services is the rate paid for each mile traveled beyond the designated area in the pricing schedule. This rate applies to one-way transportation only, whether loaded or unloaded. In no event shall the Contractor receive this rate for miles traveled within the defined areas in the pricing schedule.

4.16. Quality Assurance: Those actions taken by the Government to assure services meet the requirements of this contract.

4.17. Quality Assurance Evaluator: Government personnel responsible for surveillance of Contractor performance.

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

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

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

4.21. Unscheduled Trip(s): The term “Unscheduled Trip” as used in this contract refers to those trips required on an as needed basis and advance notice is not given. Preferred pick-up time within 30-45 minutes, also depending on weather, and vehicle accessibility.

4.22. Vehicle(s): The term “Vehicle(s)” as used in this contract refers to all modes of ground transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

4.23. Waiting: Waiting, as used in this contract, is defined as the time required (and verified by authorized medical facility personnel) for the Contractor to wait at designated pick-up and/or delivery points while performing contract services.

4.24. Waiting Grace Period: The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for wheelchair van services shall include a fifteen (15) minute waiting grace period at origin and destination.

5.0. PERFORMANCE REQUIREMENTS.

5.1. Contractor Employees:

5.1.1. Under this contract, VAMHCS reserves the right to demand corrective action for unsatisfactory performance or misconduct by contractor employees providing services to the VAMHCS. Unsatisfactory performance and misconduct are determined at the VAMHCS’s sole discretion. The Contracting Officer may proceed with any and all remedies available to it under this contract and applicable law, including termination, if corrective actions are not taken and the performance of the contract is endangered.

5.1.2. The Contractor shall furnish qualified personnel as required by the contract specifications to accomplish all services under this contract.

5.1.3. Contractor personnel performing services to the VAMHCS shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke in vehicles at any time or while transporting VA beneficiaries.

5.2. Contractor Personnel Qualifications:

5.2.1. All contractor personnel performing contract services shall meet the qualifications as 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. Contractor personnel shall meet these qualifications at all times while performing contract services.

5.2.2. During the contract period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall maintain required evidence of training, certifications, licensing, background and security clearances, and any other qualifications and submit to the designated COR if requested. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

5.2.3. Within seven (7) days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel who will be performing services under this contract. The initial documentation shall be provided to the Contracting Officer and COR.

5.2.4. The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and Accountability Act (HIPAA) of 1996, as well as all applicable (Veterans Health Administration) VHA regulations pertaining to Fire and Safety, VA Directive 7701, Occupational Safety and Health. Issued March 2003 VA Handbook 7701.1, Occupational Safety and Health Program Procedures. Current Joint Commission Standards and Department of Labor’s Occupational Safety and Health Administration (OSHA) Policy on Blood Airborne Pathogens issued March 2003.

5.2.5. Per VHA Directive 2008-020, Patient Transportation Program, the Contractor must provide the COR an annual statement of certification of state driving records, license verification, and insurance. This shall include an annual statement that drivers are screened, trained, and competent to safely transport beneficiaries. This annual statement of the driver competency must include any advanced certifications, such as Advanced Cardiac Life Support or specialized training to assist and secure beneficiaries by stretcher or wheelchair.

5.2.6. The Contractor shall verify all credentials for drivers performing on the contract.

5.2.7. The Contractor shall assess competence and performance of personnel who will be performing services under this contract upon notice of award and annually thereafter, per Department of Health and Human Services, Emergency Medical Services

5.3. Driver Qualifications: Drivers providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:

5.3.1. Shall submit evidence of re-certifications and equivalent training program successfully completed to the COR.

5.3.2. Shall be certified, or otherwise officially recognized, by Maryland Institute for Emergency Medical Services System, and the Maryland Department of Health and Mental Hygiene.

5.3.3. Shall attend all refresher continuing education, or advance training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.

5.3.4. Drivers shall have a valid operator’s or chauffeur’s license in accordance with Federal, State and local Government requirements for their place of operation, for the services they perform, be capable of administering oxygen and have successfully completed the Standard and Advanced First Aid Course for the American Red Cross or U.S. Bureau of Mines or equivalent and be capable of providing necessary medical assistance.

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

5.5. Contractor Equipment, Vehicles, and Inspection:

5.5.1. The VAMHCS 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 emergency medical transport vehicles (wheelchair). VAMHCS inspections of contractor facilities shall in no way constitute a warranty by the VAMHCS that the contractor’s vehicles and equipment are properly maintained. The VAMHCS reserves the right to restrict the contractor’s use of equipment and vehicles which are in need of repair, unclean, damaged on the interior or exterior body, and are not in compliance with contract requirements, determined by the sole discretion of the VAMHCS. 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 VAMHCS. If any vehicle equipment is added or replaced after inspection, subsequent to the award of this contract, it shall be inspected and approved by the Contracting Officer or his/her representative before being placed in use under this contract.

5.5.2. Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Current and appropriate licensing, issued by the Institute for Emergency Medical Services System and the Maryland Department of Health and Mental Hygiene.

5.5.3. Contractor’s vehicles used in the performance of this contract shall meet the current specifications of Federal Specification KKK-A-1822E.

5.5.4. All wheelchair transports 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, and shall contain:

5.5.4.1. An emergency safety kit,

5.5.4.2. Fire suppression equipment,

5.5.4.3. Appropriate road emergency warning equipment.

5.5.5. Contractor shall be able to furnish at least 1 vehicle in conjunction with the above, equipped with the ability to accommodate beneficiaries over 500 lbs.

5.5.6. The Contractor shall provide sheets and blankets and other equipment and supplies required for use while in transport, for direct beneficiary care. The Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VAMHCS. The prices quoted in the schedule of services shall be inclusive of consumables used in transport.

5.6. Request for Services:

5.6.1. VAMHCS Travel Office or the Administrative Officer of the Day (AOD) will make requests for services. The Contractor shall transport per its policies and standard industry practices. If mode of transport differs from what was agreed upon, the Contractor shall submit documentation explaining the reasons for alternate course of action.

5.6.2. Authorized personnel will place scheduled and unscheduled transportation requests to the contractor's dispatch office. All requests will be placed against schedule items, on a unit price basis in accordance with pricing schedule, and will be verified against invoices. The Contractor is responsible for providing all routing and directions to drivers prior to arrival at the pickup location. When ordering services, (whether it is by telephone, facsimile, mail, e-mail, and/or in person), the VAMHCS will provide the Contractor with the following type of information:

5.6.3.

5.6.3.1. Mode of transportation required,

5.6.3.2. Required date and time of arrival,

5.6.3.3. Name of beneficiary,

5.6.3.4. Pick-up and delivery point,

5.6.3.5. Any other special instructions.

5.6.4. Requests for Transportation services will be made to the Contractor dispatch personnel identified below:

Company: _____________________________________________________

Address: ______________________________________________________

City/State/Zip: _________________________________________________

Contact Person: _______________________________________________

Normal Hours Telephone No.: ____________________________________

After Hours Contact Person: ______________________________________

After Hours Services Telephone No.: ______________________________

5.6.5. Auxiliary Service: The Contractor may be required at times to transport beneficiary luggage, medical records, medication and other items including, but not limited to, wheelchairs and nutritional supplements, from the pick-up point to destination. The Contractor shall not open, manipulate or otherwise seek information from these records or personal effects. The records and personal effects shall be delivered intact to the prearranged destination. Luggage to be transported shall be restricted to suitcase and valise type. These services shall be provided at no additional cost, however, should there not be room to transport these items and a second vehicle is needed, payment will be considered to only half (1/2) the charge from the first transport.

5.6.6. The Contractor shall be required to transport non-ambulatory Veterans, who are not in need of emergency transportation or medical attention.

5.6.7. When transporting beneficiaries to Community Nursing Homes, upon arrival at the nursing home, the driver shall give the facility any packets or information that accompanies the beneficiary to the responsible Nursing Home staff member. The driver shall sign and date all forms required. If there are any discrepancies between the address listed on the Nursing Home Packet and the address listed in the trip request, the driver shall clarify the correct destination address with the VAMHCS Travel Office, or AOD (Ext: 7316) if after hours.

5.6.8. When transporting a beneficiary to a local hospital, upon arrival at the hospital, the driver shall give the hospital the copy of the medical information accompanying the beneficiary and the history of present illness, vital signs, and medical actions or medications provided during transport.

5.6.9. If the Contractor’s place of business is located beyond the local telephone call zone of the VAMHCS (area code 410), the Contractor shall install and provide to the VAMHCS, a toll free number for accepting the VAMHCS calls. It is estimated that 75% of all requests for service will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VAMHCS, and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request). (Vender will receive an authorized letter of users.)

5.6.10. Electronic Transmissions: The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the VAMHCS (i.e., patient incidents, requests for service, special correspondence, etc.). Each contractor shall indicate if there is e-mail availability for their company to complete communications with the VAMHCS (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner).

5.7. Contractor Notification:

5.7.1. The Contractor shall be responsible for providing all transports, vehicle, and manpower necessary to meet all transport requirements and may find it necessary to utilize another service. If the Contractor utilizes another service company, as a subcontractor, to complete any transport requests, the subcontractor must follow all laws, regulations, policies, and procedures and all subsequent changes or updates as referenced in 3.1 of the performance work statement. All invoices for this subcontracted service will be paid directly to the Contractor at the contract rate, and the Contractor shall reimburse the subcontractor at their agreed rate. In the event, the Contractor is unable to perform services or have services performed as required the Contractor shall immediately notify the VAMHCS Travel Office or AOD. The VAMHCS reserves the right to re-procure services which cannot be performed by the Contractor. The Contractor shall indemnify and reimburse the VAMHCS for all costs associated with excess re-procurement costs. Payment of re-procurement costs shall not relieve the Contractor from any terms and conditions in this contract. The VAMHCS will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for “Default”.

5.8. Wheelchair Service Response Time:

5.8.1. Failure of the vehicle to arrive at the beneficiary’s residence or VA facility /nursing home within the allotted time frame (15minutes) may also result in automatic cancellation of the trip, and services may be secured from other sources which may result in action taken against the Contractor, up to and including default.

5.8.2. Immediate Notification: It is the responsibility of the Contractor to immediately notify the VAMHCS Travel Office when unable to make a pick-up or delivery by the exact time specified for previously scheduled trips, or unable to dispatch a vehicle to a designated pick-up point within the required time frame for unscheduled request for services. The immediate notification shall include the reason for the delay and whether the pick-up or delivery can be made at a later time and if so, specification of that time. However, it shall be the sole discretion of the VAMHCS Travel Office to accept the later pick-up or delivery time or pursue services from another source. If the Travel Office orders the services from another source, the VAMHCS will reduce the total invoice by the amount of the excess paid to another transportation company when the contractor is unable to perform.

5.8.3. Response Time Compliance Rate: The Contractor shall maintain at a minimum, a 90% compliance rate on responses to pick-up or deliver during the contract year. Travel office and/or AOD will track reported late pick up or delivery. The AOD will report the lateness to the COR on this contract. This will be accomplished by Validated User/Customer Complaints, and reviewing trip tickets with medical center requests. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract.

5.8.4. Response Time Penalty: If the Contractor fails to provide service within the time frames specified herein, the Government reserves the option of either obtaining service from an alternate source and charging the Contractor with any excess costs there from (see 9c and 9d above), or assessing a fee for each late pick-up. Compensation will be obtained by deducting the applicable amount from Contractor’s invoice as specified below:

*Trip value is the total of the basic trip plus any additional mileage, if applicable, for the scheduled trip.

5.9. Waiting Time: In the event a vehicle must wait for a patient beyond the Contractor’s control, reimbursement must be authorized and claimed. The payment will be at one-fourth (1/4) the negotiated rate. Fractional times will be in ¼ hours (15 minute) increments

5.9.1. For scheduled trips, waiting charges shall commence sixteen minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up point, whichever is later.

5.9.2. If the designated pick-up and/or delivery points are at locations other than the VAMHCS facilities and waiting beyond the required fifteen (15) minute grace period is anticipated, the Contractor shall notify the Travel Office or AOD. This call is only for the purpose of verifying the contractor’s time of arrival at pick-up and/or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor’s failure to notify the Travel Office or AOD when waiting beyond the grace period shall result in non-payment for waiting time.

5.10. Escort: The VAMHCS reserves the right to have an escort, such as a relative, care provider, or staff accompanies the beneficiary when the VAMHCS determines that such an escort is in the best interest of the beneficiary. The VAMHCS clinician providing the level of care will be the sole judge in determining when an escort is required. In the event, that a staff member of the VAMHCS accompanies a beneficiary, it does not relieve the Contractor from responsibility to provide appropriate care to the beneficiary. There shall be no charge to the VAMHCS when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport the escort with the beneficiary and shall not be required to return the escort back to point of origin.

5.11. Substitution of Beneficiary: The VAMHCS reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VAMHCS when such changes occur.

5.12. Number of Beneficiaries:

5.12.1. The Contractor shall transport one Veteran beneficiary per trip, unless specifically authorized by VAMHCS personnel to transport more than one, and at no time shall the Contractor transport more than two (2) beneficiaries.

5.12.2. When more than one (1) beneficiary is transported on a trip in a single vehicle, reimbursement will be made at 70% of the base rate established in the Pricing Schedule for each beneficiary (as noted under the Social Security Act (SSA) [42 U.S.C. 1302, 1395hh,1395rr(b)(1)], Section 414.1). Incidents of trips with more than one (1) beneficiary are not expected to exceed eight (8) trips per contract year. The Contractor shall be entitled to a full base rate for each beneficiary traveling concurrently in a single vehicle, if the maximum expected eight (8) annual trips have been exceeded. When travel is beyond the medical facility’s contract mileage threshold area of coverage, mileage may be claimed at 50% of the longest distance over which a beneficiary is transported in a single vehicle, for each beneficiary, as noted in the SSA reference

5.13 Invoicing

5.13.1 Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.

5.13.2 When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the nearest mile. Payment for mileage to or from the point of care shall be limited to the VA’s calculation according to the VA’s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel.

5.13.3 If unloaded mileage exceeds loaded mileage, the contractor may invoice for a flat fee only if the following also occur:

· Unloaded mileage exceeds 75 miles

· The contractor does not deviate from a route to intentionally make unloaded mileage exceed loaded mileage.

5.13.4 Except for no shows and trips when unloaded mileage exceeds loaded mileage in accordance with 4.9.3, the contractor shall invoice for loaded (patient onboard) services and mileage only.

5.13.5 Upon notification of the contracting officer, the vendor must receive training and begin implementation of invoices via Vet Ride within 30 days versus VA Tungsten Network e-Invoicing network. Invoices must be submitted via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA approved software. These invoices shall not include patient information, but shall include the following:

· Contractor Name

· Contract Number

· Current Purchase Order Number

· Date of service

· Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of BLS Base Rate, total BLS Mileage incurred, etc.)

· An itemized list of charges or services rendered that align with the line items of this contract (i.e., BLS Base Rate, BLS Mileage incurred, etc.)

5.14. Infection Control Procedures: The Contractor shall follow the VAMHCS Infection Prevention and Control policies and procedures to prevent and control the spread of infectious agents to all persons.

5.14.1. The Contractor shall identify and submit a list of all their Reusable Medical Equipment (RME) to the VAMHCS. RME will be determined to be Critical, Semi-Critical or Non –critical, Critical and Semi-critical RME will have a Standard Operating Procedure (SOP), a document detailing all steps and activities of a process or procedure that follows manufacturers’ cleaning, disinfection and/or sterilization guidelines. These SOPs will be developed by the Contractor.

5.14.2. The Contractor shall submit the RME list upon request from the COR.

5.14.3. The Contractor shall review the RME SOPs on a yearly basis, or when a change in manufacturer’s recommendation occurs, to the COR.

5.14.4. The Contractor shall not re-use or re-sterilize Single Use (disposable) medical devices.

5.15. Incident/Accident Report:

5.15.1. Any adverse events involving the welfare of a VAMHCS beneficiary while in the care of the contractor during transport shall be recorded and reported to the COR during normal business hours (6:00 AM – 6:00 PM) or to the AOD after normal business hours (6:01 PM-5:59 AM) within 24 hours of the event.

5.15.2. The Contractor shall make contact immediately notifying the Government of any incident, accidents, or errors involving injury to VAMHCS beneficiaries during transport. The Government will provide POC's and phone numbers after contract award and prior to service start.

5.15.3. The Contractor shall prepare and submit a detailed incident report with all information necessary to conduct a full review (date, time, beneficiary, place of pick, place of incident, names of parties involved, a detailed summary of events etc.) with recommended/implemented corrective action within 24 hours of such incident to the Contracting Officer, COR, and the Chief, Medical Administration Service, Baltimore VA Medical Center.

5.16. Origin and Destination:

5.16.1. Beneficiaries may be transported to or from VAMHCS facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics, and designated Veterans Choice Providers) and/or between the home of the beneficiary receiving travel services and the VA facility. The VAMHCS Travel Office or AOD will specify the points of origin and the destination of every trip.

5.16.2. Direct Patient Transfer: All patient transfers between VAMHCS facilities shall be direct transfers. Direct Patient Transfer also includes trips between the vet’s home and a facility that provides care under VA auspices.

5.16.3. The mileage threshold for the VAMHCS is defined in the 25 Point Pricing Schedule. Charges for travel between any of the 24 defined points shall be a predefined base rate. One-way mileage for any trip to an area not specifically listed will be billed a flat rate per mile from the closest location listed in the pricing schedule and PWS.

5.16.4. Reimbursement for Mileage outside of Mileage Threshold Areas of Coverage: Reimbursement for mileage outside the contract Mileage thresholds of coverage, shall be at the mileage rate stated in the Pricing schedule, and shall be based upon the miles from the pick-up point and the specified destination. Distances beyond the contract mileage threshold areas of coverage shall be calculated using the shortest route from Bing Maps. Allowable charges for mileage outside the contract mileage threshold areas of coverage shall not exceed +5% of the current Bing Maps.

5.16.5. Should the VAMHCS make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VAMHCS may notify the Contractor to cancel the order. For orders that are cancelled while the Contractor is already in route to the designated pick-up, the Contractor shall be entitled to receive ¼ or 25% of the base rate for the trip, as provided in Pricing Schedule. This charge shall not include any mileage charge.

5.16.6. Should the Contractor arrive at the destination before VAMHCS cancels the order, or if the Contractor is unable to perform a scheduled pick-up, because of VAMHCS or beneficiaries such as incorrect address, beneficiary absence, or beneficiary refusal then the Contractor shall receive the base rate for the trip as provide in Pricing Schedule, and applicable mileage if outside contract mileage threshold areas of coverage.

5.16.7. Other Charges-It is understood that the prices listed in the accepted Pricing Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VAMHCS for any such separate charges.

5.17. Patient Rights:

5.17.1. The Contractor shall be courteous to VAMHCS beneficiaries and will not smoke while transporting beneficiaries. Beneficiaries may bring a reasonable amount of equipment, such as consumable medical supplies and personal suitcase.

5.17.2. The Contractor shall notify the COR, Travel Office (during normal operating hours), or the AOD (if after hours) in writing within 24 hours of any complaints made by the beneficiaries with regards to the ambulance service. The Contractor may provide recommendations for improved services along with the beneficiary complaints for the VAMHCS’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.

6.0. DELIVERABLES.

6.14. Trip Tickets – See paragraph 5.13. Invoice Procedure

7.0. REQUIRED REPORTS AND DOCUMENTS. Seven (7) days after contract award, the Contractor shall provide the following:

7.14. Contractor Personnel Roster- In this document, Contractor shall identify the employee information listed below:

7.14.1. Name,

7.14.2. Position,

7.14.3. Title and,

7.14.4. Work assignment area.

7.14.5. Thereafter, any personnel changes shall be…