36C24622Q1164.docx

36C24622Q1164

RFQ 36C24622Q1164

WHEELCHAIR VAN SERVICE FOR THE HAMPTON VAMC

A.1 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:

(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification:

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:________________________________________ Printed Title of Signee:_________________________________________ Signature:___________________________________________________ Date:_____________________ Company Name and Address:________________________________________ (End of Clause)

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

36C24622Q1164 09-14-2022 Diane Stoskopf 757-728-3449 09-23-2022 3:30pm

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 Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 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 Wheelchair van service for the Hampton VA Medical Center, Hampton, Virginia 23667.

This RFQ is set-aside 100% for Service Disabled Veteran Owned Small Business (SDVOSB). All offerors must be listed as verfied SDVOSB in the Vender Information Pages (VIP) in the VIP database, https://vip.vetbiz.gov.

See CONTINUATION Page X Diane Stoskopf 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

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.

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

B.2 SCHEDULE OF SERVICES

The contractor shall provide all labor, materials and equipment necessary to provide Wheelchair Van service for the Hampton VA Medical Center in accordance with the terms and conditions herein.

BASE YEAR – 1 November 2022 through 31 October 2023

VAMC, Hampton VA, to Salem VAMC, 1970 Roanoke Blvd, Salem VA.

OPTION YEAR 1 – 1 November 2023 through 31 October 2024

VAMC, Hampton VA, To: Salem VAMC, 1970 Roanoke Blvd, Salem VA.

Estimated Total of Option Year 1:

OPTION YEAR 2 – 1 November 2024 through 31 October 2025

VAMC, Hampton VA, To: Salem VAMC, 1970 Roanoke Blvd, Salem VA.

Estimated Total of Option Year 2:

Total Estimated Cost of Base and Two Option Years: $_____________________ Page 1 of Page 1 of

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. INTRODUCTION

The Department of Veterans Affairs Medical Center, Hampton, VA (HVAMC), 100 Emancipation Drive, Hampton, VA 23667 provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, psychiatry, and skilled nursing home care. This care facility also provides ambulatory services to those veterans not requiring hospitalization. The HVAMC requires 24-hour Wheelchair Vans Services for the beneficiaries of the VAMC on an as needed basis, and for patients with regular standing appointments at either the VA Medical Center, it’s outpatient office locations or private facilities in the community.

2. BACKGROUND

In accordance with laws and regulations the HVAMC is responsible for wheelchair transport of Veterans under certain circumstances. This contract is required to meet those obligations.

3. PERIOD OF PERFORMANCE

This contract will be firm fixed price requirements contract for a base and two (2) option years:

4. PERFORMANCE REQUIREMENTS

Patient Pick-Up and Delivery From/To VAMC: Services for Wheelchair Vans drivers shall report to the HVAMC Travel Office during regular business hours or HVAMC Emergency Department (ED) during irregular hours for check-in or information when necessary. The HVAMC ED check-in desk is staffed 24 hours a day, seven days a week with Health Administration Staff. The contractor shall furnish all personnel and equipment to provide services for Wheelchair Vans, twenty-four (24) hours per day, three hundred sixty-five days per year, in accordance with all of the terms, conditions, provisions, and referenced materials of this solicitation for a one-year base period plus two (2) option periods to be exercised.

The contractor shall check-in/out with the Travel Office during the hours of 8:00 a.m. to 4:30 p.m. Monday thru Friday (except Federally observed holidays) and with the Administrative Officer of the Day (AOD), ED entrance all other times to sign the driver’s log at the request of the Travel Office Supervisor/COR/Designee should the COR receive Veteran complaints regarding transportation. The contractor shall follow the following protocol:

1. The VA Medical Center Contracting Officer’s Representative (COR), or designee, will make requests for services in writing and/or by telephone from authorized personnel. Personnel include HVAMC HAS Chief, Deputy Chief, Assistant Chief, Chief, Business and Admission, HBA and Travel Supervisors, Transportation Assistants, and AOD teams. All trips for which the VA is the payor will be furnished at contract prices regardless of who initiates the call. For authorized personnel, please refer to the submitted Delegation of Authority on file.

2. NOTE: The contractor shall notify the VAMC immediately of any delays or issues in the transporting of patients.

3. Patient Pick-Up and Delivery From/To HVAMC or authorized destinations: Services for Wheelchair Van drivers shall report to the HVAMC Travel Office or Emergency Department (ED) to check in when requested or when needed for verification of patient location. The HVAMC ED is staffed 24 hours a day, seven days a week. The contractor shall check-in/out with the Travel Office during the hours of 8:00 a.m. to 4:30 p.m. Monday thru Friday (except Federally observed holidays) and with the Administrative Officer of the Day (AOD), ED entrance all other times to sign the driver’s log at the request of the Travel Office Supervisor/COR/Designee should the COR receive Veteran complaints regarding transportation.

4. Universal Precautions shall be used on all VA patients. In accordance with the following link: http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=standards&p_id=10051

5. Payment for mileage traveled beyond the 25-mile radius will be paid at the one way only rate. These mileage costs will be paid in addition to the applicable rate per trip for any trip within the 25-mile radius. Unless specifically authorized by the COR or his/her designee, the driver is to take the shortest distance available. The contractor will be reimbursed accordingly if advised to take the most expeditious route regardless of mileage.

6. Requests for service will be made in writing via fax or by telephone from the Contracting Officer’s Representative (COR) or designee. The contractor will be informed at that time of the location for pick-up and drop-off of the patient.

7. The contractor shall provide telephone numbers and fax numbers for receiving requests for services. 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 Medical Center reserves the right to obtain the service from another source and charge the contractor for the additional expenses.

8. Transport of baggage with veterans shall occasionally be required.

WHEELCHAIR VAN VEHICLE REQUIREMENTS:

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.

(a) 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.

(b) Shall have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

(c) Shall be equipped with operational air conditioning and 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.

(d) 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.

(e) Shall be equipped with hubcaps or wheel covers.

(f) Shall have all body molding in place, or if removed, holes shall be filled and painted.

(g) 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.

(h) Shall have unobstructed vision on all sides.

(i) Shall be equipped with an operable two-way radio and/or cellular telephone communication system that provides for contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute.

(j) Shall meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

(k) Shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

(l) Shall not have leaks of any kind.

(m) Shall be equipped with a functioning horn.

(n) Shall have operable seat belts on all seats.

(o) Shall have fully charged, certified and non-expired fire extinguisher.

(p) Shall have wheelchair tie-down straps and effective securement devices to secure both wheelchair and wheelchair beneficiaries.

(q) Shall have a backup for all lift capacity. The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty lift if the power to the lift fails.

(r) Shall have a fixed seat position or a fixed secured floor or sidewall wheelchair lock should be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs. Driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven. VAMC Hampton will not incur any cost associated with the contractor providing inadequate or faulty equipment.

WHEELCHAIR SECUREMENT REQUIREMENTS FOR VEHICLES:

1. All wheelchair securement systems (for occupied or unoccupied wheelchairs) shall be designated to be stable in all manners of normal driving, and to secure the wheelchair during an accident.

2. All wheelchair tie-downs shall be installed in accordance with manufacturer instructions. Backing plates, as supplied by the tie-down manufacturer, are acceptable.

3. Wheelchair securement devices shall not be attached to van doors.

4. All wheelchair restraints (for occupied or unoccupied wheelchairs) shall hold the wheelchair stable in all manners of driving. Installation of wheelchair restraints should be installed according to the restraint manufacturer’s installation instructions. After installing the restraint system, the wheelchair should be properly positioned and restrained in the vehicle and tested for motion. The wheelchair should not be able to move more than ½ inch in any direction while driving under normal conditions.

5. Wheelchair securement systems intended for use while the wheelchair is occupied shall not be attached to any part of the wheelchair designed for easy removal (e.g. footrest or armrest), or to the cross-member of the wheelchair. Patient must be secured in the wheelchair at all times when he is being transported to and from the vehicle, as well as being driven in a wheelchair van.

6. Wheelchair restraints for use by driver of a motor vehicle must be operable (into and out

of) the restraint solely by the driver, without the need of assistance. When the wheelchair is restrained in the driver’s position, there must be audible or visual signal to the driver that assured the driver that the wheelchair is fully restrained by the restraint system.

7. Vehicles equipped with a transfer seat should have a tie-down system to secure the unoccupied wheelchair and be placed in such a position as to allow adequate client transfer. The tie-down must be operable by the client and shall be clearly labeled, “for unoccupied wheelchair only”, unless unit has been safety tested and approved for occupant use.

8. The only positions acceptable for a wheelchair occupant shall be forward facing or side facing. Securement systems for passengers must conform to all other wheelchair tie-down requirements.

9. A seat belt restraint system shall be provided at each driver and passenger position. Anchorage for Occupied restraints shall either be directly to the vehicle or be mounted to suitable points on the wheelchair or wheelchair restraints, provided that such belts comply with the 30 MPH/20G force testing. Do not anchor to any movable or removable parts of the motor vehicle.

10. Additional chest straps, body positioners or other equipment shall be added when necessary to assist in a patient’s balance and stabilization.

11. All wheelchair securement systems, in conjunction with a safety belt system, must keep the wheelchair and occupant securely restrained in the event of a 30 MPH/20G frontal collision.

12. No one shall be allowed to be transported from a three-wheeled scooter type wheelchair.

13. On some vehicles, occupant restraint attachment points should be in the roof area. This type of attachment, may require reinforcement to facilitate proper mounting support.

EQUIPMENT TO BE FURNISHED BY THE CONTRACTOR

Contractor shall furnish and install communication or radio equipment in their wheelchair vans which allows them to be in communication with their dispatcher at all times.

PERSONNEL QUALIFICATIONS-Licensing of employees

1. 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 VA Chief of Staff and approval by the VA 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.” VA Medical Center Hampton 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 record dated with 60-days of offer submission as supporting documentation.

2. The Contractor shall maintain a record of each employee to include, current driving records and physical capabilities of performing the duties of a wheelchair vehicle driver. The Contractor shall make these records available for inspection upon request by the Contracting Officer or the Contracting Officer’s Representative (COR).

3. Drivers shall not transport the Hampton VAMC 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.

4. 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.

5. Contractor shall demonstrate to the Hampton VAMC that their attendants are adequately trained in the safe and proper transport of beneficiaries.

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

7. Non-Emergency Attendant/Drivers shall be capable to administer oxygen and have successfully completed the Standards and Advanced First Aid Courses of the American Red Cross or U.S.

Bureau of Mines or equivalent. Proof in the form of a current certificate that such first aid training has been successfully completed shall be submitted with offeror’s proposal and available upon request.

8. The parties agree that such personnel shall be considered employees of the contractor.

CONDUCT:

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

1. 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).

2. Gambling in any form.

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

4. Carrying of pistols, firearms or concealed weapons.

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

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

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

8. 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.

9. 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.

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

11. 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 VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract.

COMMUNICATION SYSTEM:

The Contractor shall maintain sufficient telephone capacity to ensure immediate communication access between Hampton VA Medical Center and the Contractor’s facility for the purposes conducting business in the performance of the contract

METRIC CONVERSIONS:

Any measurements stated in this specification or in any documents associated with the proposed contract as normally used inch-pound units can be converted to metric units providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No.

376. Any measurements only given in inch-pound units are not meant to be restrictive. If the General Requirements require replacement of parts to be included as part o the contract and a product (part) is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch- pound units, a request should be made to the Contracting Officer to determine if the product is acceptable.

GENDER

For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender.

QUALITY CONTROL PROGRAM

1. 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:

(a) 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.

(b) 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.

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

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

CERTIFICATION OF INSURANCE COVERAGE:

1. Before award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of Insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of a t least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term “shall endeavor” is not acceptable as issued by Insurance Carrier.

TRANSPORTATION REQUEST

1. 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. Conformation of receipt of the transportation request will be made by 4:30 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 or designee. 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 Hampton. The Contractor will be notified of such changes as they occur.

2. 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.

3. 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 clinic where the beneficiary’s treatment is being provided. This includes transports at any location (i.e. clinic or ward area at the Hampton VA Nursing Homes and private residences). In no instance will the Contractor drop beneficiaries off in the hall or entrance of the VA. 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 if the VA has authorized Contractor to leave without the beneficiary.

(a) All drivers shall report to the Travel Clerk or AOD on duty at the time a beneficiary is delivered to the Hampton VA Medical Center and drop off the trip ticket for that trip. Trip tickets shall be delivered to the travel office no later than 6:00 pm for all trips completed between 5:00 am and 6:00 pm each day. Trip tickets for all trips completed after 6:00 pm will be dropped off by 6:00 am the next business day. Trips completed on weekends and holidays shall be delivered to the travel office no later than 6:00 am the next business day. Trip tickets shall 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.

(b) Courtesy call shall be made to patients 45 minutes before scheduled pick-ups, information will be provided by travel clerk when pick-up is scheduled.

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.

WAITING TIME:

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

1. 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 Hampton VAMC will not pay for the round trip transport.

2. 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 Assistant or Medical Administrative Officer (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.

3. 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.

SERVICE DISRUPTION:

1. 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.

2. 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.

NUMBER OF BENEFICIARIES:

1. Generally, only two (2) beneficiaries will be transported on a trip. However, when more than two beneficiaries are transported on a trip, the VA shall 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.

2. For transportation of Hampton VAMC beneficiaries to the airports, the Attendants shall remain until the Hampton VAMC beneficiary safely boards the aircraft (or checks in). If a Hampton VAMC attendant accompanies a beneficiary, Contractor attendant may leave after the beneficiary and the Hampton VAMC 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 Hampton VAMC with daily trip tickets.

RATES:

1. For all one-way trips within a 25-mile radius of the VA Medical Center (VAMC) Hampton, Virginia, the Contractor will receive the flat rate awarded for that trip. The Contractor will also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the 25-mile radius of VAMC Hampton. In no event, shall the Contractor receive reimbursement for the mileage charge for any mileage inside the 25-mile radius of VAMC Hampton. Mileage charges are only applicable outside the 25-mile radius of VAMC Hampton.

2. Payment for mileage travel beyond the 25-mile radius of VAMC Hampton shall be limited to the distance. One-Way mileage for travel beyond the twenty-five (25) mile threshold shall be at the base rate plus the mileage for each mile beyond twenty-five (25) miles. Mileage shall be calculated using the current www.mapquest.com guide or an agreed upon equivalent.

(a) Toll Charges:

(1) 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.

(b) Disaster Plan:

(1) 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 Hampton VAMC.

(2) Contractor’s performance shall be in conformance with all Federal, state, and local laws to include

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.

COMPLAINTS 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. Please add language so that the CO is informed as well.

BENEFICIARY WELFARE AND ABUSE:

The Contractor shall be responsible for beneficiary welfare during the transport of beneficiaries to or from VA Medical Center Hampton. 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.

INFECTION CONTROL REQUIREMENTS:

1. Tests shall be current within the past year.

2. 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.

3. 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.

4. 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.

CONFIDENTIALITY OF PATIENT RECORDS:

1. 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.

2. 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

4. DELIVERABLES

VEHICLE INSPECTIONS:

1. The Hampton VA Medical Center will 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.

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

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

4. 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.

5. 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.

6. The Government reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein.