36C24621Q1199.docx

36C24621Q1199

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.

DUNS:

DUNS+4:

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 ATTA

CHED

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. SIGNAT

URE 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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24621Q1199 08-23-2021 Cleveland Wynne 757-728-3182 08-30-2021 08:30am

EDT

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X X 485991 $16.5 Million N/A X Department of Veterans Affairs Hunter Holmes McGuire 1201 Broad Rock Blvd Richmond VA 23249 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 X See CONTINUATION Page Hired Car Service for the Hunter Holmes McGuire VA Medical Center, Richmond Virginia for the performance period October 1, 2021 through September 30, 2022 plus one option year.

This requirement is a 100% set-aside for Service Disabled Veteran Owned Small Business. To be considered the company must be a verified SDVOSB in vetbiz.gov.

See CONTINUATION Page X X Leah Trossen Contracting Officer 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 36C246 Leah Trossen

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

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.

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

Schedule of Service

B.2 PRICE/COST SCHEDULE

Contractor shall provide hired car service for beneficiaries for whom such service is specifically authorized by the Central Virginia VA Health Care System, Richmond Virginia. Contractor shall furnish all personnel and equipment necessary to provide hired car service twenty-four (24) hours per day, three hundred sixty-five days per year in accordance with all the terms, conditions, provisions and referenced materials of this solicitation for the Period of Performance (POP) 1 October 2021 through 30 September 2022 with one (1) Option Year.

Base Year POP: October 1, 2021 - September 30, 2022

ITEM INFORMATION

QUANTITY

Hired car service trip within the twenty (20) mile radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the forty (40) mile radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the sixty (60) mile Radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the eighty (80) mile Radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the one hundred

(100) mile radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

3,000

EA

Rate per mile beyond the one-hundred (100) mile radius LOADED MILES ONLY (one way only)

(Charge will be broken into quarter hours) ¼ of an hour = Each (EA)

*Not To Exceed*

$3,000

Hired car service trip over 100 miles. Radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination. Mileage to be invoiced against CLIN 0006.

Total Estimated Cost of Base Year ___________

Option Year 1 POP: October 1, 2022 - September 30, 2023

QUANTITY

Hired car service trip within the twenty (20) mile radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the forty (40) mile radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the sixty (60) mile Radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the eighty (80) mile Radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

Hired car service trip within the one hundred

(100) mile radius. Includes arrival and acceptance of patient at point of departure and delivery of patient to destination.

3,000

EA

Rate per mile beyond the one-hundred (100) mile radius LOADED MILES ONLY (one way only)

(Charge will be broken into quarter hours) ¼ of an hour = Each (EA)

*Not To Exceed*

$3,000

Hired car service trip over 100 miles. Radius. Includes arrival and acceptance of patient at point departure and delivery of patient to destination. Mileage to be invoiced against CLIN 1006.

Total Estimated Cost of Option Year 1 ________________

Total Estimated Cost of Base Year and Option Year 1 ________________ 36C24621Q1199

Page 1 of Page 1 of

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. GENERAL

The Department of Veterans Affairs, Central Virginia VA Health Care System (CVHCS) located in Richmond, Virginia has a requirement for Hired Car transportation for Veterans living in Central Virginia and occasional trips to other CVHCS’s outside of Central Virginia for special care and treatment not provided by this CVHCS. The services shall be provided twenty-four (24) hours a day, seven (7) days a week, to include Federal holidays.

The Contractor shall furnish all management, supervision, labor, materials, equipment, specified supplies, and resources necessary to provide Hired Car transportation for eligible special need Veterans and beneficiaries. This includes one way and/or round-trip transportation services on an as needed basis from the Veterans’ place of residence to the CVHCS or private facilities in the community. In some cases, Veterans may require medical services at multiple locations. In that event, the Contractor shall be able to pick up Veterans at their residence, drop off at the CVHCS, pick up and drop off at another private facility, and finally, drop off Veterans at their place of residence. Contractor shall take the shortest distance available unless otherwise specifically authorized by the COR.

Hired Car is defined as any motor vehicle that meets the manufacturer’s specifications for a non-emergency transportation vehicle designed to transport ambulatory patients with disabilities, having windows on each passenger side and with designated seating capacity for no more than 5 passengers.

The Government shall not exercise any supervision or control over those individuals performing the services of the contract. Contractors shall be accountable for the performance standards of the contract.

2. MINIMUM EQUIPMENT REQUIREMENTS FOR HIRED CAR TRANSPORT VEHICLES

All vehicles used to provide services on this contract shall meet the following requirements. All vehicles must be registered in the State of Virginia at the time of award.

All vehicles shall have functioning mechanisms which ensure that all access doors are capable of being opened from the inside and remain closed and secure during travel.

All vehicles shall have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

All vehicles shall be equipped with operational air conditioning heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 79 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning system has been repaired.

All vehicles shall have exterior free of grime, oil or other substances and free from cracks, breaks, dents and damaged paint that noticeably detract from the overall appearance of the vehicle.

All vehicles shall be equipped with hubcaps or wheel covers.

All vehicles shall have all body molding in place, or if removed, holes shall be filled and painted.

All vehicles shall have passenger compartment that shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges and vermin or insects.

All vehicles shall have unobstructed vision on all sides.

All vehicles shall meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

All vehicles shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

All vehicles shall not have leaks of any kind.

All vehicles shall be equipped with a functioning horn.

All vehicles shall have operable seat belts on all seats.

All vehicles shall have fully charged, certified and non-expired fire extinguisher.

All vehicles shall have Contractor furnished and installed communication or radio equipment which will allow them to be in communication with their dispatcher at all times. Beepers/Pagers are not an acceptable substitute.

3. ADDITIONAL EQUIPMENT REQUIREMENTS FOR HIRED CAR TRANSPORT VEHICLES

A seat belt restraint system shall be provided at each driver and passenger position. Additional chest straps, body positioners or other equipment shall be added when necessary to assist in a patient’s balance and stabilization.

4. CONTRACT HIRED CAR TRANSPORT VEHICLE INSPECTIONS

The COR or designee may inspect all vehicles that are to be utilized in the performance of this contract. These inspections shall be conducted at the beginning of the contract and before each initial use of an added vehicle. All vehicles shall have State of Virginia Inspections at the time of award.

Contractor shall not use any vehicles for this contract that has not passed inspection.

Contractor shall contact the COR or designee to coordinate the date, time, and location for inspections.

The Contractor shall provide the COR with a list of all vehicles used to provide services under this contract, including vehicle license numbers, and insurance certificates prior to initiating service. An updated list shall be provided to the COR quarterly.

All vehicles shall be made available for inspection at any reasonable time during the performance of this contract when requested by the Contracting Officer or COR. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall be removed from service immediately. That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies.

The Government reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement shall be cause for disallowance of compensation for services rendered in the violating vehicle.

5. CONTRACT DRIVER/ATTENDENT MINIMUM REQUIREMENTS

All contractor personnel performing contract services shall meet the qualifications and be licensed as specified in the contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. The qualifications of such personnel shall also be subject to review by the CVHCS Chief of Staff and approval by the CVHCS Facility Director. The Contractor shall provide the COR an updated list of drivers by the fourth day of each month when additions or deletions have been made during the previous month. The Contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points on their driver’s license, none of which were assessed for “Reckless Driving.” The CVHCS reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section. Contractor shall provide a copy of the state driver’s license as supporting documentation.

The Contractor shall maintain a record of each employee to include current driving records. The Contractor shall make these records available for inspection upon request by the CO or the COR.

Drivers shall not transport the CVHCS beneficiaries if they appear to be ill or under the influence of drugs or alcohol. Drivers shall not transport anyone who insists on smoking during the transport; this includes drivers and attendants as well. Drivers shall display professional manners at all times. Rude or obscene behavior or language shall not be accepted.

Drivers shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for. Drivers shall secure all beneficiaries and passengers with approved security devices prior to transport.

Contractor shall demonstrate to the CVHCS that their drivers/attendants are adequately trained in the safe and proper transport of beneficiaries.

Contractor shall immediately notify the COR of any vehicle breakdowns or other problems that can result in service disruption.

8. CONTRACT PERSONNEL CONDUCT

The following acts are not permissible by drivers/attendants that provide services under this contract or while on CVHCS premises.

Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor’s prescriptions which do not impair driver’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

Gambling in any form.

Smoking and other uses of tobacco while on duty. Both Beneficiaries and Contractor are prohibited from smoking in vehicles.

Carrying of pistols, firearms or concealed weapons of any kind.

Resorting to physical violence to settle a dispute with a fellow employee, beneficiaries or the general public while on duty.

Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior.

Use of loud, indecent or profane language and/or making threatening or obscene gestures toward beneficiaries or other employees.

Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

Engaging beneficiaries in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

Soliciting or accepting tips from beneficiaries, companions or others at any time.

Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The CVHCS reserves the right to bar any driver from transporting CVHCS beneficiaries should he/she violate any terms of this contract.

9. COMMUNICATION SYSTEM

The Contractor shall maintain sufficient telephone and facsimile capacity to ensure immediate communication access between CVHCS and the Contractor’s facility for the purpose of conducting business in the performance of the contract.

10. TRANSPORTATION REQUEST

a) Transportation Request: VA will FAX a transportation request to the Contractor for next day transportation requirements by 4:00 pm daily. The VA transportation office will maintain a log for all trips on the request. Confirmation of receipt of the transportation request will be made by 4:15 each day. Orders, requests, or changes will only be made by the travel Clerk, AOD, or authorized party specified by the Chief, Health Administrative Service. Changes will be made by telephone, fax or email and will be confirmed immediately upon receipt. A list of authorized ordering personnel will be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of VA Medical Center Richmond. The Contractor will be notified of such changes as they occur.

b) Same Day Transportation Request: During the course of the day, it may become necessary to add beneficiaries to the Contractor’s list. When this occurs, the VA will fax, telephone or email the request to the contractor. The transportation office will maintain a log for all same day trips (including weekend and holidays) which will include the beneficiaries name, location/destination, time of call and requested transport time. The contractor will immediately confirm the request and confirm the time the beneficiary is to be transported.

c) Transport and Delivery: Contractor shall be on time for its scheduled transports. Beneficiaries will be transported, within 15 minutes of the scheduled transport time. The Contractor shall transport and deliver beneficiary to the specific place where the beneficiary’s treatment is being provided. The Contractor shall transport patient luggage, medical records, medications, prosthetic devices and comfort items from pick-up points to destinations at no additional charge to the Government. This includes transports at any location (i.e. clinic or ward area at the CVHCS, private medical facilities and private residences). In no instance will the Contractor drop beneficiaries off in the hall or entrance of the CVHCS or private medical facility. Adherence to schedules is of utmost importance. If the veteran is not at the location, unable or refuses to be transported the contractor shall be reimbursed for a one-way trip after CVHCS has authorized Contractor to leave without the beneficiary.

d) Patient pick-up and delivery from/to CVHCS: All drivers shall report to the Travel Clerk or AOD on duty at the time a beneficiary is delivered to the CVHCS and record the trip on the driver’s log located in the Emergency Department (ED). The drivers log shall be delivered to the travel office no later than COB the following business day. Trips completed on weekends and holidays shall be recorded on the drivers log and delivered to the travel office no later than the next COB of the next business day. The drivers log should indicate date of trip, transport, and delivery points, veteran’s name, charges, driver’s name or number, and if same day service, the person’s name that ordered the service.

e) If the contractor fails to furnish the service within 45 minutes after receiving a request, including messages left on answering machine or with answering services, the CVHCS reserves the right to obtain the service from another source and charge the contractor for the additional expenses.

f) Courtesy call shall be made to patients 45 minutes before scheduled pick-ups,

11. CANCELLATIONS

The contractor shall not charge for scheduled trips cancelled sixty (60) minutes prior to transport time. For trips scheduled for the same day, there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

12. WAITING TIME

As soon as the delay is anticipated, the contractor will contact the Transportation Office at (804) 675-5803 extension or the Contracting Officer Representative (COR) at (804)-675-5000 X-4680.

Wait time is defined as the amount of time spent waiting after a scheduled transport time.

In no instance is a beneficiary to wait longer than thirty (30) minutes after scheduled transport time or receipt of a transport order for an unscheduled transport. When a beneficiary shall wait longer than 30 minutes, Contractor shall be charged for each quarter hour or fraction thereof in excess of 30 minutes at the rate quoted in the proposal for wait time. If rescheduling of an appointment is necessary due to failure by the Contractor to transport within the 30 minutes, the CVHCS will not pay for the round trip transport.

For time lost in waiting after the first 30 minutes at either end or both ends of the trip due to causes beyond control, the contractor shall be reimbursed at the rate specified in the schedule of supplies and services. If the transport is other than at the designated area, the Contractor shall call the Transportation clerk or AOD on duty as soon as the Contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the transport point and is not necessary if the Contractor anticipates no delay for which he shall claim reimbursement.

In order to keep waiting time at an absolute minimum, the Contractor shall immediately notify the Travel Clerk or AOD on duty when all vehicles are in service. All wait time charges shall be supported by Notification to the Travel Clerk or AOD that the driver (vehicle) is in a waiting status. At this point, information concerning reason for wait shall be provided.

13. SERVICE DISRUPTION

The Contractor shall immediately report any and all vehicle breakdowns or other problems that may cause service disruptions to the COR. When breakdowns occur, the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the beneficiaries. When conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Travel Clerk or AOD.

Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the beneficiary, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

14. TOLL CHARGES

It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to two-way only and shall be listed separately on Contractor’s trip tickets.

15. NUMBER OF BENEFICIARIES

Generally, only two (2) beneficiaries will be transported on a trip. However, when more than two beneficiaries are transported on a trip, the VA will be notified for approval. If Contractor transports more than two beneficiaries without approval, payment for extra beneficiary will not be made. With proper approval, the VA will allow the Contractor to charge on a per beneficiary basis when more than two beneficiaries are transported. The Contractor should ensure that transports and deliveries are scheduled so that the total distance traveled shall result in the most economical charge to the Government.

16. AIRPORT TRANSPORTATION

For transportation of CVHCS beneficiaries to the airport, the Attendants shall remain until the CVHCS beneficiary safely boards the aircraft (or checks in). If a CVHCS attendant accompanies a beneficiary, Contractor attendant may leave after the beneficiary and the CVHCS attendant are transported to the airport. Contractor personnel shall assist veteran and attendant in anyway after arriving at the airport if requested to do so. If the Contractor is required to park at the airport and free parking arrangements cannot be made with airport security, Contractor shall submit receipt to the CVHCS with daily trip tickets.

17. ESCORT/CAREGIVERS

The CVHCS reserves the right to send an escort, such as a relative, caregiver, or CVHCS staff to accompany a beneficiary when the VA determines that the escort/caregiver is in the best interest of the beneficiary receiving travel services.

The contractor/attendant shall be notified in advance if a scheduled transport patient requires an escort/caregiver. An escort/caregiver is defined as an individual, not employed by the contractor who provides direct care to the patient being transported via special mode.

Adequate seating shall be provided for escort/caregivers, with appropriate safety equipment. There shall be no additional charge for escorts/caregivers.

The VA shall be the sole judge in determining when an escort/caregiver is required. The contractor shall only be required to transport the escort/caregiver that accompanies a patient and shall not be required to return the escort/caregiver that does not accompany a patient to the point of origin, except when specifically authorized.

18. DISASTER PLAN

In case of a disaster, natural or man-made, Contractor shall utilize maximum available resources to assist in the emergency transport of beneficiaries either to or from the CVHCS.

19. REGULATIONS

Department of Transportation, 49 CFR, and Parts 27, 37, 38, 571 and VA Standards. All regulations of the State Public Service Commission (PSC) (of where the Contractor’s facility is located) governing the control, operation of and licensing of the transportation contractor are incorporated herein by reference. All records submitted to and/or compiled by the PSC regarding inspections, safety, records, and manifests, etc. may be reviewed prior to awarding a contract and periodically throughout the term of contract.

20. COMPLAINT HANDLING

The COR will monitor the service provided. The Contractor shall cooperate with the COR in providing information and answering questions related to any and all incidents. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, the Contractor shall respond to the COR in writing within five (5) working days after receipt by the Contractor. The COR will notify the CO in writing within ten (10) working days of receipt by the COR.

The Contractor shall notify the COR in writing within 24 hours of any complaints. The Contractor shall provide a written report to the COR within five (5) working days of initial notification. The COR will notify the CO in writing within ten (10) working days of receipt by the COR.

The contractor may provide recommendations for improved services along with the patient complaints for the CVHCS’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 CO.

21. BENEFICIARY WELFARE AND ABUSE

The Contractor shall be responsible for beneficiary welfare during the transport of beneficiaries. Contractor shall ensure that the beneficiary's belongings are properly accounted for and delivered with the beneficiary. The Government expects the successful offer to exercise extreme caution and care in handling of beneficiaries. Any abuse of beneficiaries shall be grounds for default action or termination of contract.

22. INFECTION CONTROL REQUIREMENTS

Universal Precautions shall be used on all VA patients.

http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=standards&p_id=10051

Tuberculosis Testing - All contractor personnel shall provide documentation of a Purified Protein Derivative (PPD) test performed within the past year. In case of a past positive PPD test, a negative chest radiographic report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.

OSHA Regulation Concerning Occupational Exposure to Bloodborne Pathogens - The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.

VA shall notify the Contractor of any significant communicable disease exposures to its employees as appropriate. The Contractor’s occupational health provider shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (AJIC 1998; 26:289-354) for disease control. If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow up documentation of employee’s clearance to return to the workplace prior to their return.

B.4 SPECIAL CONTRACT REQUIREMENTS

1. QUALITY ASSURANCE SURVEILLANCE PLAN

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

2. BACKGROUND INVESTIGATIONS AND SPECIAL AGREEMENT CHECKS

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Low Risk, National Agency Check with Written Inquiries (NACI).

The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the VA facility will pay for investigations in advance. The cost of the investigation is $267.00 per individual.

In the event an individual has a reciprocal background investigation on file, the contractor shall reimburse the VA facility $27.00 per individual for processing of Special Agreement Checks (SAC) (fingerprinting).

All cost of investigation will be withheld from the first invoice submitted by the contractor.

Upon notice of award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

3. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

4. SPECIAL CONTRACT REQUIREMENTS

The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel:

Worker’s compensation Professional liability insurance Health examinations Income tax withholding Social security payments

Personnel shall be considered employees of the contractor.

5. BILLING AND PAYMENT

a) Contractor shall submit payment requests in electronic form via VA’s Electronic Invoice Presentment and Payment system http://www.fsc.va.gov/fsc/einvoice.asp.

b) Sanitized invoices shall be submitted bi-weekly in arrears and shall include at a minimum:

· Date of invoice

· Invoice number

· Contract number

· Obligation number

· Vendor name

· CLIN(s) & associated costs

c) Correlated encrypted invoices shall be submitted to the COR referencing the following information:

· Copy of invoice

· Data to support invoice to include at a minimum:

· CLIN(s) & date of service

· Ticket number

· Number of miles, if billing for mileage

· Charges identified by CLIN

· Documentation of circumstances when billing for attempted transport and/or waiting time

· Pick-up location and drop-off location shall be on each invoice

d) The VA will randomly audit billings. Upon request Contractor shall provide to the COR/CO, Mapquest (or copy from other site used) to verify mileage and evidence to verify tolls.

6. CONTRACT ADMINISTRATION

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

IN THE EVENT THE CONTRACTOR EFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

POINT OF CONTACT

Contracting Officer (CO) Leah Trossen Department of Veterans Affairs Network Contracting Office (NCO) 6 100 Emancipation Drive, Bldg 27 Hampton, VA 23667 757-728-7152 Leah.Trossen@va.gov

Administrative Contracting Officer (ACO) Cleveland Wynne Department of Veterans Affairs Network Contracting Office (NCO) 6 100 Emancipation Drive, Bldg 27 Hampton, VA 23667 757-728-3182 Cleveland.Wynne@va.gov

Contracting Officer’s Representative (COR) Menjiwe Martin Department of Veterans Affairs Central Virginia VA Health Care System 1201 Broad Rock Blvd Richmond, VA 23249 804-675-5136

Secondary Contracting Officer’s Representative (COR) Danya Figueroa Department of Veterans Affairs Central Virginia VA Health Care System 1201 Broad Rock Blvd Richmond, VA 23249 804-675-5000 ext. 4690

7. QUALITY CONTROL PROGRAM

Contractor shall establish and maintain a complete Quality Control Program (QCP) to assure that the requirements of this contract are provided as specified. Contractor shall identify his management concept for ensuring compliance with all contract requirements. Contractor shall furnish copies of these records if requested by the Contracting Officer or COR. The Contractor’s QCP shall include at a minimum the following:

An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections.

The QCP shall include the methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable.

The QCP shall have on-site records of all inspections conducted by the Contractor and corrective action taken.

The QCP shall have on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract.

8. CONFIDENTIALITY OF PATIENT RECORDS

The Contractor is a VA contractor and shall assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. Contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and notwithstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA.

The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA ‘s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records

9. RECORD STORAGE

Unless prohibited by federal statutes, at the conclusion of the first year of the contract and at least once per year thereafter through the completion of the contract, the contractor shall purge and/or destroy all VA Personal Health Information (PHI) from their systems by deleting the information from the hard drive and any other storage devices that are aged more than 12 months. At the conclusion of the contract, all remaining PHI data shall be purged from the contractor’s records. Information on tapes, paper document or other media shall be erased and destroyed by burning or shredding. At each erasure during the contract cycle and contract determination, the contract shall certify in writing to the VA that the information has been destroyed.

Handling and Storing of VA Data by Contractors and Subcontractors. Contractor shall ensure that all contractor and sub-contractor employees read and understand their responsibility in safeguarding sensitive patient information.

B.5 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used…