36C24525Q0123_1.docx

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, VA WASHINGTON DC HEALTHCARE SYSTEM AND

<COMPANY/ORGANIZATION>

GENERAL INFORMATION

SET-ASIDE

VA MEDICAL CENTER

RPO EAST/NCO 5

849 International Drive Linthicum, MD 21090

POINT OF CONTACT*

Contract Specialist Charles Willis charles.willis@va.gov

PLACE OF PERFORMANCE

VA Medical Center

50 Irving Street, NW

Washington DC

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation: The contractor shall provide Mortuary/Burial Service for Veterans for VA Medical Center, 50 Irving Street, NW, Washington, DC 20422 in accordance with the Statement of Work as identified in the solicitation. This requirement will be set up as a Firm Fixed Price contract.

This is a “request for quotations (RFQ). The associated NAICS code for procurement is 812210 with a size standard of $12.5 million.

As a result of the solicitation, the Government intends to award for five year (Base + 4 Year Option Years. (1/1/2025 to 12/31/2029).

Prospective quoters must be registered in sam.gov. All SDVOSB/VOSB must be registered and current in U.S. Small Business Administration (SBA VetCert) at Veteran Small Business Certification (sba.gov) and beta.Sam.gov, https://beta.sam.gov to be eligible for award. Contractors that submit quotation for SDVOSB/VOSB set asides that are not listed in VIP will be deemed non-responsive.

All quotes shall be submitted via email by December 19, 2024, at 2pm, EST. All interested contractors shall submit quotation via email to Contracting Officer, Charles.willis@va.gov. Prospective contractors are responsible for downloading attachments, and any issued amendments from https://beta.sam.gov. Late proposals will be processed in accordance with FAR 52.212-1(f), “Late submission, modifications, revisions, and withdrawals of offers.”

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

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

688-25-2-231-0003 36C24525Q0123 12- -2024 CHARLES WILLIS; charles.willis@va.gov 410-691-1328 12-1 -2024

2PM

EST

36C245 Department of Veterans Affairs

VAMC (512)

RPO EAST/NCO 5

849 International DRive Linthicum MD 21090 X 812210 $12.5 Million N/A X 36C245 Department of Veterans Affairs

VAMC(688)

Warehouse 50 Irving Street NW Washington DC 20422 36C245 Department of Veterans Affairs

VAMC (512)

RPO EAST/NCO 5

849 INTERNATIONAL DRIVE

LINTHICUM MD 21090

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135 See CONTINUATION Page

CONTRACTOR SHALL PROVIDE MORTUARY SERVICE FOR THE

DEPARTMENT OF VETERANS AFFAIRS, VA MEDICAL CENTER

OF WASHINGTON, DC IN ACCORDANCE TO THE STATEMENT OF WORK.

PERIOD OF PERFORMANCE: BASE 4 YEAR OPTION RENEWAL YEARS

BASE YEAR: 1/1/2025 - 12/31/2025

OPTION YEAR 1: 1/1/2026 - 12/31/2026

OPTION YEAR 2: 1/1/2027 - 12/31/2027

OPTION YEAR 3: 1/1/2028 - 12/31/2028

OPTION YEAR 4: 1/1/2029 - 12/31/2029

CONTRACTOR SHALL BE RESPONSIBLE FOR THE CORRECT TITLE

CLASSIFICATION OF WORKERS AND COMPLIANCE WITH ALL

APPLICABLE WAGE AND HOUR LAWS.

See CONTINUATION Page X X X

ONE

CHARLES WILLIS

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, Charles Willis Department of Veterans Affairs

VAMC (512)

RPO EAST/NCO 5

849 International DRive Linthicum MD 21090

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 STATEMENT OF WORK

1.0 Description

The Contractor shall commence all operations required by the contract as of the first day of the contract period. The Contractor shall furnish all management, labor, supervision, equipment, and materials to provide transportation, storage, cremation, and disposition for the remains of deceased veterans for the Washington DC Veterans Affairs Medical Center (DC VAMC). The successful vendor is required to continuously be compliant with the requirement contained herein, and meet or exceed the standards of, but not limited to the Joint Commission and District of Columbia Department of Health Regulations. Most services provided will cover the following facility, however all current and future facilities under the DC VAMC are considered in scope for services provided under this statement of work.

· Washington DC VA Medical Center 50 Irving Street NW Washington, DC 20422

1.2 Disclaimer: Notwithstanding any historic data furnished by or for the medical facilities, it is the Contractor’s responsibility to furnish the necessary quantities of manpower, supplies, and equipment to provide satisfactory service at the medical facilities. The estimate provided gives an approximate number of unclaimed remains and transports received yearly. This number is identified as an approximate and can fluctuate yearly.

1.3 Contract Definitions/Acronyms and Terms

a) Transportation – Transportation is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate shall be paid for all authorized one-way trips ordered under this contract action, with employees during all phases of the trip made on behalf of the Government. The attached Service Contract Act wage determination shall be updated for each option when/if new revisions are issued. The Transportation plus mileage rate (if appliable) shall constitute full compensation for one-way trips as shown in the Price and Cost Schedule for the medical facility.

b) Mileage – Mileage rate for deceased remains is the rate paid for each mile remains are transported beyond 20 miles of the Washington, DC city limit and do not include miles travel to or from a facility prior to picking up remains or after remains have been delivered. This rate applies to one-way transportation only. Reimbursement for mileage shall be at the mileage rate stated in the price/cost schedule and shall be based upon the miles from the pick-up point and the specified destination. Distances shall be calculated using current www.bing.com/maps.

c) Trip cost- the trip cost will be negotiated rate for identified locations where regular transport occurs. For trips originating or terminating at irregular locations the trip cost will be the base rate plus the mileage rate.

d) Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services, so they shall meet the requirements of the contract.

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

f) 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 serves as a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

g) Contractor – The term "Contractor” as used herein refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees. The Contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract.

h) Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, 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 national holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies.

1.4 Transportation

a) Patient remains may be transported to or from any designated location within the defined Catchment Area, encompassing the DC, MD, and Northern VA with the possibility of trips outside of the Catchment Area. All transports shall be between VA facilities or between facilities that provides care under VA auspices (i.e. Contract Community Living Center, Contract Nursing Home, local hospitals,) and/or between funeral homes, cemeteries, or morgues. The VA staff shall specify the points of origin and the destination of every trip. There shall be no unauthorized stops or delays between the origin and destination of a transport. Examples of unauthorized stops are as follows:

1) Stopping for fuel on a trip shorter in miles than the estimated number of miles per tank of fuel in the vehicle being driven.

2) Stopping for food or a smoke break. If a stop or delay is unavoidable, VA staff shall be notified, and the incident shall be documented and submitted to the VA. Normally the shortest distance route shall be selected. However, the VA does recognize invoiced trips where a longer route was taken, with reasonable documented justification, such as to avoid time delays due to traffic congestion, road closures, or other patient safety and comfort consideration.

b) The Contractor shall acknowledge their ability to provide the service within the requested response time at the time of the trip request. If the Contractor cannot provide the service for any reason, they must notify the VA staff person requesting the service of their inability to provide the service. The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the transportation dispatch.

a) Cancellations shall be in accordance with the price schedule. These rates shall only apply when there is no substitution of beneficiary.

b) Some deceased are to be picked up from Non-VA Contracted Medical Facilities and transported to the contractor’s facility for storage until the deceased’s family make arrangements for a funeral home to pick them up. This action is initiated through the Survivors Assistance and Memorial Support (SAMS) Officer, Administrator Officer on Duty (AOD) or Chief of Patient Benefits.

c) Some deceased are picked up from the morgue at DC VAMC and transported to the contractor’s facility for storage until an autopsy can be arranged. The contractor will deliver the remains from their storage facility for autopsy and pick them up after autopsy to return to storage until a funeral home can pick them up. This action involves the offices previously mentioned plus Laboratory Service.

d) The contractor will also deliver some stored remains to the VA National Cemetery for burial if they are not claimed by the family within 30 days.

e) The deceased will always be double identified upon transfer by both VA staff and contractor staff. The remains will always be transported in body bags after they have been autopsied.

f) All services will be provided with the standard of care that is common industry practice.

g) Areas of Coverage: The services to be accomplished for the Department of Veterans Affairs, Washington DC VA Medical Center (DC VAMC). The areas of transportation will include:

· Washington DC VA Medical Center

· Non-VA Contracted Medical Facilities, DC, MD, and Northern VA Metro Area

· VA National Cemetery Occasionally, there may be other locations required that would circumference the DC, MD, and Northern VA Metro Area region. Pickup or delivery to or from such locations will be arranged with the COR or designee on a case-by-case basis. Pickup and drop off times will be negotiated with the contractor by the COR or designee.

h) Contractor employee shall ensure proper loading/unloading techniques are followed always. The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal.

i) The Contractor shall document each transport with an appropriate document that specifies the date, patient full name, time of pick-up, destination, time of drop-off, address, map quest and any other notes regarding issues to the specific transport.

j) The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified and shall include the following at a minimum:

1) Records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. Contractor must have methods of identifying and preventing vehicle breakdowns and a detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle should occur.

2) The methods of identifying and preventing radio communication breakdowns. Contractor must have a procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios or communication device should occur.

3) The Contractor must use a trip ticket (VA Form 10-2511) to account for all requests for services. The trip ticket shall indicate the date and time of service call, name of beneficiary requiring service, type of transportation requested, designated pick-up and delivery points, actual time of arrival a pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. The trip ticket shall also contain a patient trip evaluation section, which should be completed for ongoing monitoring of customer comments.

1.5 Storage

a) If a veteran expires at either the DC VAMC or at a Non-VA Contracted site and an autopsy is required, the contractor will be contacted to transport the body and hold it at their facility until VA pathologists at the DC VAMC can perform the autopsy. After the autopsy is performed, the body is returned to the contractor for storage until arrangements can be made for release of the body to the family.

b) In the event the DC VAMC morgue fills to capacity the Contractor will be contacted to pick-up and store refrigerated remains. If the remains are stored for more than 5 days, the contactor shall contact the COR or designee and provide notification of remains and determine best course of action to either release remains to family or arrange for burial at national cemetery.

c) The Contractor shall ensure employees providing work on this contract are fully trained and competent to store and properly identify and human remains.

d) The Contractor shall document each patient remains with an appropriate document that specifies the date, patient full name, dates stored and any other notes regarding issues to the storage.

e) The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified and shall include the following at a minimum:

1) Records of all storage facilities and equipment used in the performance of this contract. Contractor must have methods of identifying and preventing failures to cold storage facilities and a detailed procedure for alternative storage of remains in the event of mechanical breakdown, power loss, or natural disaster.

2) The Contractor must keep detailed records of storage facilities, temperature, and maintenance records to ensure proper storage of remains consistent with industry standards.

1.6 Mortuary

a) Upon receipt of deceased remains, the contractor shall contact the next of kin to arrange for disposition of remains. In the event there is no next of kin, or the next of kin declines to claim the deceased, the contractor will contact the National Cemetery and make arrangement for transportation and burial.

b) The Contractor shall document each patient remains with an appropriate document that specifies the date, patient full name, attempts to contact next of kin and any issues related to the disposition of the body.

c) The Contractor shall ensure employees providing work on this contract are fully trained and competent to properly identify, disposition, and fulfil mortuary services such as requesting death certificates and making burial arrangements.

1.7 Service Request

a) Drivers shall transport remains in the order that they are requested. Drivers shall not skip transportation requests to cover a longer distance versus a shorter distance. Only with the approval of the COR will this be authorized. Repeated instances of skipping may lead to termination of the contract or discontinuance of further order placement. Invoices for payment shall include the name of the trip requester to ensure payments.

b) Request(s) for transportation services shall be provided to the Contractor as soon as practicable by the Survivors Assistance and Memorial Support (SAMS) Officer, Administrator Officer on Duty (AOD) or Chief of Patient Benefits.

c) Request for services shall be made from authorized personnel by email, phone, or Fax. A list of authorized personnel shall be provided to the contractor. Telephonic requests shall be followed with either email/fax.

d) Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto may be borne by the Contractor.

e) When ordering services, the VA medical facility shall provide the following information:

1. Name of deceased.

2. Pick-up and delivery point.

3. Last four of the patient's Social Security Number.

2. General information:

Schedule: The DC VAMC normal business hours usually operate between 7:30 am to 4:00 pm, Monday through Friday, except Federal Holidays. The requested services shall be provided seven (7) days a week, to include weekends and holidays, and are anticipated 365 days out of the calendar year. Some requests may take place after normal business hours of operation.

a) Federal Holidays: National holidays observed by the Federal Government are.

· Juneteenth June 19

3. JCAHO STANDARDS

a) The Contractor shall perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization (JCAHO) and the established principles and ethics of the medical profession established by the American Medical Association (AMA) and American College of Emergency Physicians (ACEP). The Contractor shall adhere to the Department of Veteran Affairs policies, procedures, and regulations.

b) The Contractor shall comply with the provisions of the Privacy Act of 1974.

c) Portability and Accountability Act (HIPAA) of 1996 and VA Directive and Handbook 0710. The Contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established business associate agreement (BAA). By entering this contract, the Contractor certifies they comply with HIPAA as it pertains to general patient information, HIV, drug and alcohol abuse, and sickle cell anemia.

d) The contractor shall, always during the contract period, have on his/her premises a functioning fax machine, email and telephone to communicate requirements with the VA (i.e., requests for service, special correspondence, etc.

a) The Contractor shall provide deceased remains transportation services on an “as needed” basis. Services may be required 24-hours per day/7-day a week, 365 days a year. The contractor shall provide all manpower, equipment, vehicles, fuel, materials and supplies to include all PPE required even in health pandemics at no additional cost. The contractor will provide supervision necessary to perform all tasks. Vehicles shall have appropriate fuel capacity to complete the transport without stopping for refueling, unless making a transport beyond the capability of the fuel tank of the vehicle.

b) The Contractor’s vehicles must respond within the times listed below for scheduled transport from the time they are notified by the COR or designated employee(s).

DC VAMC 90 minutes Non-VA Contracted Site 120 minutes

c) At the time of the request, the Contractor shall acknowledge their ability to provide the service within the requested response time. If the Contractor cannot provide the services for any reason, they must notify the VA personnel requesting the service of their inability to provide the service. The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the transportation dispatch.

d) The VA reserves the right to substitute services at any time during the performance of this contract, to prevent delays, cancellations, or no-shows. There shall be no additional charge to the VA when such changes occur.

e) The Contractor shall adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of the DC VAMC.

f) The Contractor, upon request, shall provide quality data and information related to services for participation in the DC VAMC Performance Improvement Programs when requested to do so. Upon request the contractor shall also provide documentation of the competency of staff that shall be providing the contracted services.

g) The Contractor shall ensure employees providing work on this contract are fully trained and competent to perform the required work; they shall also maintain records that document competence/performance level of employees working on this contract. Upon request, the contractor shall provide a current copy of their competency assessment checklist and annual performance evaluation to the Contracting Officers’ Representative (COR) for each contractor employee working on this contract.

h) The Contractor shall provide a minimum of a toll-free telephone and/or a locally dialed telephone number for accepting VA calls. It is estimated that 100.00% of all requests for transportation Services shall be placed initially by one of the designated staff identified by the COR.

i) The contractor shall, always during the contract period, have on his/her premises a functioning telephone to communicate requirements with the VA (i.e., requests for service, special correspondence, etc.). Use of this communication system shall be mutually agreed upon after award but prior to contract performance.

j) Secure/Encrypted Email - The Contractor shall acquire compatible Public Key Infrastructure (PKI) to transmit encrypted email with personally identifiable information and receive similar encrypted email from the VA.

k) The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The VA will conduct its own Contractor Compliance and Satisfactory Performance in accordance with the Statement of Work and the Contractor’s Quality Control Plan.

l) The Contractor shall meet all requirements of Federal, State, and City codes regarding operation of this type of business for the entire area to be covered by this service.

m) The contractor shall maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service for the entire coverage area. Documentation shall be made available to the VA immediately upon request by the Contracting Officer for the duration of this contract and applies to any sub-contractors employed by the contractor.

n) Upon request the contractor must submit a letter in duplicate, fully describing the make of vehicle(s), model and year which he agrees to furnish under this offer including the location and telephone numbers of the establishment where calls are received, and vehicles are immediately available for dispatch. This letter must contain information as the metering devices or methods the offeror proposes to use in determining mileage. The Contracting Officer shall be notified in writing of any vehicle equipment adds/subtracts after award of contract.

o) Within fourteen (14) days after receipt of award, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. These individuals must complete a VA issued security check within thirty (30) days from the Government’s receipt of the list of names. Within fourteen (14) business days after contract award, the Contractor shall provide the following employee information: Name, Position, and Title and Work assignment area. The initial documentation shall be provided to the Contracting Officer. Thereafter, any personnel changes will be submitted within two (2) business days after the changes occur.

Drug Testing Policy - The Contractor shall have internal policies and procedures for identifying and preventing employee drug and alcohol abuse. Copies of these policies and procedures shall be provided to the COR upon request.

p) The Contractor shall ensure the following personnel requirements are met:

1) Ensure and certify personnel performing the services required under this contract are properly licensed and fully trained in the use of the vehicle and equipment that shall be used in carrying out contracted services.

2) Each vehicle shall be operated with proper personnel for adequate patient care.

3) Records and certifications shall be maintained by the contractor and shall be available to VA for inspection upon request.

4) All contractor personnel shall have continuous training to maintain their appropriate levels of competency, including HIPPA, and infectious.

5) Drivers shall have a valid operator's license valid for the operation of services they perform, and shall be in reasonably good health, with a record of current immunizations/vaccinations present in their employee file.

6) The Contractors’ drivers/attendants must have a record of current/recurrent training completed in their employee file, for:

7) Blood Borne Pathogens and Hazardous Materials Training

8) The Privacy Act of 1974

9) The Health Insurance Portability and Accountability Act (HIPAA) of 1996

10) Handling and Disposal of Bio-Hazardous Waste

q) 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. At no time, will the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of the contract.

r) Drivers shall be trained in the correct use of securing remains. Failure to adhere shall result in contract termination.

4. INVOICING

a) Invoices will be submitted no later than 10 business days from the end of the invoicing period and should be accurate and requiring no major revisions.

b) The Contractor shall submit an invoice summary to account for all requests for services. The summary shall indicate the date and time of service call, name of deceased requiring services, and designated pick-up and delivery points. Copies of invoice summary shall be provided along with the invoices sent for payment.

c) The Contractor shall submit an invoice summary that includes the contract number, invoice date, invoice number, dates of service, total amount due and billable rates per the price schedule. Each charge on invoice will reference the contract line-item number stated on the price cost list.

d) All patient transportation requests shall be placed per the contract line items and pricing as listed in Section B and shall be verified against invoices and trip tickets.

e) A trip ticket shall be provided by the Contractor for each trip payment requested on the invoice. Trip tickets shall be verified by Inpatient Admissions Section prior to payment that services being billed were authorize. These forms shall serve as documentation of the transport and shall be a source document for reconciliation of the Contractor’s request for payment. Special documentation of any abnormal circumstances shall be documented in writing and the Contractor shall immediately notify the Contracting Officer Representative, or any designated personnel for direction and instruction on the handling of the situation. It is the responsibility of the Contractor to have all appropriate phone numbers available during the transport if VA must be contacted.

f) Payment shall not be made or reimbursed if trip tickets are not provided or services that were not authorized prior to Veteran pickup are charged.

g) Contractor shall keep a running total of the aggregate amount spent on the contract and be aware of the ceiling limit and limit in respect to each task order placed to not exceed the yearly task order or ceiling limit of contract. The contractor will notify the Government once they have exceeded 80% of the yearly task order and or ceiling limit.

5. PATIENTS RIGHTS

a) The Contractor shall be courteous to VA personnel and affiliates.

b) Drivers must be courteous and considerate of all remains they are transporting. Any substantiated mistreatment of remains in the performance of this contract may be cause for immediate termination of the contract, or discontinuance of further ordering of services from the Contractor. Substantiated reports of mistreatment may be referred to appropriate law enforcement authorities as applicable. The VA reserves the right to request driver removal from transporting VA remains if mistreatment is substantiated.

c) The Contractor shall report any patient incident initially on a signed incident report within twenty-four hours of the incident to the COR. An assessment of the incident and a signed contractor response to the incident to include training and process changes shall be submitted to the Supervisor within five days from the date of the incident. A signed final analysis to include education, training, and process changes to prevent future incidents shall be submitted within thirty days to the COR.

d) The Contractor shall not employ any persons for work on this contract if such employee is considered by the VA contracting officer to be a potential threat to the health, safety, security or operations of the VA. Contractor’s employees shall understand, speak, read, and write the English Language. No employee of the contractor can be a federal employee, nor can they have any conflict of interest.

6. IDENTIFICATION BADGES

Contractor employees shall be clearly identified by a company uniform and badge with name, function, and name of the Contractor and a photograph of the employee. Contractor personnel shall wear an appropriate and professional uniform. Contractor employees shall conduct themselves in a professional manner always while on VA premises and or other affiliated.

healthcare facilities.

7. VEHICLE AND INSURANCE

Vehicles provided for service shall meet the following criteria:

· Equipment shall be clean to meet customer expectations.

· All internal and external lights shall function properly.

· All vehicles shall contain functioning air conditioning and heating systems.

· All equipment shall be adequately secured.

· All vehicles shall contain seatbelts, rear view and side view mirrors.

· Vehicles shall be inspected for cleanliness prior to each pick-up and be kept clean and in good mechanical and body condition.

· All vehicles shall contain functioning, primary and back-up, two-way communication between the transport vehicle and the contractor’s dispatch location.

· Vehicles shall display appropriate company logo or insignia.

a) The Contractor shall obtain all necessary licenses and/or permits required to perform this work. He shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract and 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.

b) The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of California. Evidence of coverage must be provided upon request to include prior to commencing work under this contract and during. Evidence shall be submitted in the form of a copy of Certificate of Insurance. Minimum coverages must be maintained and any changes in coverages initiated by the Insurance Company must be reported to the Contracting Officer and Contracting Officer Representative within 48 hours of notification and it may not be changed or cancelled without thirty calendar days’ prior written notice to the Contracting Officer.

c) The VA reserves the right to inspect the Contractor’s equipment and vehicles or require documentation of compliance with contract specifications. VA inspections of Contractor equipment shall not constitute a warranty that the Contractor’s vehicles and equipment are properly maintained.

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

e) Vehicles shall be clean (no blood, saliva, urine, any patient discharges, trash) and maintained in good repair in accordance with manufacturer's instructions and specifications, always during the performance of this contract.

f) Unless established by a separate written agreement between the Contractor and the VA Medical Center, 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, shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

g) The VA 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.

h) To protect the remains of patients, contractor may be required to take additional safety precautions as identified by the Contracting Officer. The Contracting Officer, or his designate, shall notify the Contractor of any safety non-compliance and the action to be taken.

i) 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.

j) The Contractor personnel are 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 patients, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the Contracting Officer and COR.

k) Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. 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 of California law, and their motor vehicle drivers/operators’ license history and driving skills.

l) Contractor attests that assigned personnel have fulfilled all testing and screening requirements as described below prior to first duty shift. Evaluations and tests shall be current within the past year, except as noted. At VA's request, Contractor shall provide proof that all requirements are current and fully met as described, within 2 days of request.

m) The Contractor shall provide all sheets, blankets and other equipment and supplies required for use while in transport, for direct patient care. q) Contractor employees shall be well-groomed, clean, and neat in appearance; clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, political, and unprofessional or which advocates the use of illegal drugs or other unlawful conduct.

n) All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition. Contractor vehicles shall be clearly and legibly marked with the Company Name to be distinguished from Government Equipment. It is the responsibility of the contractor to ensure that their vehicle is parked in the appropriate designated parking areas.

8. QUALITY CONTROL

a) The Contracting Officer or designee is authorized to review by on-site survey, review of records, or by any other reasonable manner, the quality of services rendered under this contract. All records shall be subject to review by the CO or other designated representatives of the VA. Payments will be denied when such service does not support the charges or if the service is deemed not necessary or inappropriate. Such determinations shall be made by the CO or COR, whichever is appropriate.

b) The Contractor shall establish and maintain a complete Quality Control Program (QCP) to assure the requirements of this contract are provided as specified, during the life of the contract.

c) The Contractor’s QCP shall include the following inspection plan covering all services required by this contract.

d) The inspection records must note findings and necessary corrective action taken, the timeframe, and follow-up responsibility/issues. The VA reserves the right to request copies of any inspection.

e) The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. The Contractor Team’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

· 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, how often inspections shall be accomplished and documented, or the title of the individual(s) who shall perform the inspections.

· Records of all inspections conducted by the Contractor noting necessary corrective action taken, timeframe, and follow-up responsibility/issues. The Government reserves the right to request copies of any and/or each inspection.

· Records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

· Records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

· The Contractor must have quality improvement mechanisms in place that allows their company to evaluate the quality of services performed. Contractor must have established methods for identifying and preventing deficiencies before the level of performance becomes unacceptable. Specific organizational monitoring functions and areas must be identified with levels of responsibility associated, noting intermediate supervisory responsibility and overall management responsibility for ensuring total acceptable performance.

· The Contractor must have employee records available on-site that identifies the character, physical capabilities, certifications, and ongoing training records of each employee performing services under this contract.

· The Contractor shall keep onsite records for tracking customer complaints or problems with the procedures or initiatives implemented for correction and/or elimination of the problem before negative effects caused interruption of performance on contract. The VA reserves the right to request copies of any complaints received by the Contractor.

9. CONDUCT OF PERSONNEL/MISTREATMENT OF VETERANS

a) The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this contract or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this PWS any person whose employment would result in a conflict of interest with the Government's standards of conduct.

b) Drivers shall be courteous and considerate of all remains they are transporting. Mistreatment of remains will not be tolerated. Mistreatment may be any of the following: Yelling, dropping, rudeness, extended waiting of the transport, profanity, or placing remains in unsafe environment. The VA reserves the right to request driver’s removal from transporting remains if mistreatment is substantiated. Any substantiated mistreatment of remains may be cause for discontinuance of further placement of orders or termination of the contract.

10. CHANGES TO STATEMENT OF WORK

Any changes to the Statement of Work shall be authorized and approved only through written correspondence from the Contracting Officer (CO). A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. In the event the Contractor effects any such changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase to costs incurred.

11. CONFIDENTIALITY AND NONDISCLOSURE

a) It is agreed that the preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO.

b) The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

c) Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

d) Contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

e) The Contractor’s personnel shall agree to comply with the Privacy Act of 1974 (the Act) and other applicable federal laws, rules, regulations and policies issued under the Act during and after the execution of this contract.