36C24623Q0632_1.docx

36C24623Q0632

RFQ 36C24623Q0632

NON-EMERGENCY AMBULANCE SERVICE FOR THE HAMPTON VAMC

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DAT

E

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

(B

LOCK 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 CO

NTRACTING 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

36C24623Q0632 04-03-2023 Diane Stoskopf 757-722-9961 04-14-2023 3:30pm

EDT

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X 621910 $20 Million N/A X SERVICES - See Schedule

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

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 512-460-5049 512-460-5221 X See CONTINUATION Page Non-emergency Basic Life Support (BLS) and/or Advanced Life Support (ALS) Ambulance Service for the Hampton VA Medical Center, Hampton, Virginia 23667.

See CONTINUATION Page X X Diane Stoskopf 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.

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

E.2 SCHEDULE OF SERVICE

The Hampton VA Medical Center has a requirement for non-emergency ALS/BLS ambulance service in accordance with the Performance Work Statement (PWS). Service to be provided 1 June 2023 through 31 May 2024. Multiple awards may be made for this requirement. The total maximum contract value, defined as the sum of contractor payment streams associated with all task orders against this master IDIQ contract, shall not exceed $6,500,000.00. The minimum guaranteed order(s) value for this master IDIQ contract award is $5,000.00.

PERIOD OF PERFORMANCE: 1 June 2023 through 31 May 2024

0002AC

0002AD

A0422 ALS: Oxygen per patient

0002AE

A0382 ALS: Cardiac Monitor, Pulse Oximetry, IV Solutions, Glucometer (per patient)

*NSP

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. INTRODUCTION

1.1. 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 for Veterans in certain circumstances. The contract shall include a requirement for Basic Life Support and/or Advanced Life Support Ambulance Services. The contractor shall furnish twenty-four (24) hour ambulance service for the beneficiaries of the Department of Veterans Affairs Medical Center (VAMC), Hampton, Virginia, and the following locations:

Veteran Affairs Medical Center, Hampton 100 Emancipation Drive Hampton, Virginia

Community Based Outpatient Clinic (CBOC) 244 Clearfield Avenue Virginia Beach, Virginia

Community Based Outpatient Clinic (CBOC) 1987 S. Military Hwy Chesapeake, VA 23320

Albemarle Primary Outpatient Clinic (APOC) 1845 West City Drive Elizabeth City, North Carolina

Portsmouth Community Based Outpatient Clinic (CBOC)

2. TERMS OF THE CONTRACT.

2.1. This contract will be a firm fixed price requirement contract for the period 1 June 2023 through 31 May 2024.

3. PERFORMANCE REQUIREMENTS

3.1. All services conducted in North Carolina must be in compliance with the North Carolina Department of Human Resources, North Carolina Office of Emergency Medical Services standards. All VAMC Hampton required services conducted in North Carolina, must be in compliance with the rules and regulations required of firms, corporations, agencies, organizations or associations providing emergency medical services within the State of North Carolina. Contractor is permitted to sub-contract or franchise services in the State of North Carolina in order to meet VAMC Hampton transportation requirements that will originate and/or terminate in the State of North Carolina.

3.2. If any ambulance equipment is added after inspection, subsequent to award of the contract, it shall be inspected and approved by the Contracting Office before being placed in use under this contract.

3.3. Any and all equipment, machinery, linens, etc. taken with patients from the VA Medical Center must be returned to the Medical Center. The Contractor is responsible for furnishing linen and blankets for use in the ambulance. Clean and fresh linen and blankets must be used for each patient. The Medical Center will not furnish linen or participate in a linen exchange program. The following items must be provided on each ambulance:

3.4. Universal Precautions shall be used on all VA patients.

3.5. If the contractor fails to furnish ambulance service within one hour after receiving a VAMC request for service, the VAMC reserves the right to obtain the services from another source and to charge the contractor any excess cost which may result. The VAMC will be the sole judge in determining when to order service from another source. The contractor shall provide all services stated herein considering all guideline. The contractor shall be expected to at a minimum four (5) ambulances for basic life support service and two (4) ambulances for advanced life support service at any one time. However, the contractor may find that more vehicles will be needed based on potential surges in services. When the total number of contracted vehicles is in use and the VAMC requires additional vehicles, the VAMC will contact the contractor first, before another ambulance carrier is called.

3.6. For excusable time lost in waiting at either or both ends of a trip, the contractor will be reimbursed at the rate of one-fourth the hourly rate for each quarter hour. As soon as a delay is anticipated, the contractor shall contact the transportation office at (757) 722-9961, extension 2652 Monday thru Friday 7:30 a.m. to 4:30 p.m. During other than normal duty hours, the contractor shall contact the Administrative Officer of the Day (AOD) at (757) 722-9961, extension 7100.

3.7. Unless specifically authorized by the Chief, Health Administration Service 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.

3.8. If a BLS unit is requested and dispatched and after arrival at the pick-up point, the crew feels and ALS unit is needed, approval must be granted by the COR or COR’s designee prior to transporting the patient if ALS rates are to be applied.

3.9. Requests for services will be made in writing or by telephone under the authority of the Chief, Health Administration Service, typically by the Travel Clerk, Contracting Officers Representative (COR), or Administrative Officer of the Day. The contractor will be informed of that time and location for pick-up and drop-off of the patient. The contractor shall notify the VAMC of any delays in the transporting of patients.

4. PERFORMANCE REQUIREMENTS

4.1. PATIENT PICK-UP AND DELIVERY FROM/TO VAMC

Ambulance drivers shall report to the VAMC Hampton Admissions Department, located on the 1st floor of the facility, to check in for each transport. The Department is staffed 24 hours a day, seven days a week. Admissions will direct contractor to pick up location in the facility. The contractor shall follow the following protocol.

4.1.1 Report to the personnel at the respective Nursing Station and (1) announce his/her arrival to pick-up and transfer patient, and (2) obtain report of pertinent information regarding patient’s condition from the primary nurse/physician.

4.1.2 When delivering a patient, after checking in at the Admission Department, the driver shall take patient to specified location in the facility and provide report to appropriate nursing personnel along with a copy of the run which that shall be retained by the facility for the patient’s medical record.

4.2. PATIENT PICK-UP AND DELIVERY FROM/TO CBOC

Ambulance drivers shall report to the CBOC Reception Area. The CBOC employees shall direct contractor to pick up location in the clinic.

4.2.1 Transport of baggage with veterans will occasionally be required.

4.2.2 In cases, which the contractor's dispatchers prioritize their requests for services as an emergency and a rescue squad is dispatched, the dispatcher will notify the calling party at the VAMC of the patient’s location as soon as it becomes available.

4.2.3 The contractor shall provide telephone numbers for receiving requests for services. If the contractor fails to furnish the service within one (1) hour/60 minutes after receiving a request, including messages left on answering machines or with answering services. The Medical Center reserves the right to obtain the reserves the right to obtain the service from another source and charge the contractor for the additional expenses. The COR will be the sole judge on determining when to order services from another source.

4.2.4 Transports requiring a bariatric stretcher, the contractor must furnish the service within two (2) hours/120 minutes after receiving a request, including message left on answering machines or with answering services. The Medical Center reserves the right to obtain the reserves the right to obtain the service from another source and charge the contractor for the additional expenses. The COR will be the sole judge on determining when to order services from another source.

4.2.5 Any legitimate toll charges will be limited to one way only and are to be listed on the invoice.

4.3. NUMBER OF PATIENTS

4.3.1 It is understood and agreed that only one patient will be transported on a trip unless specifically authorized by the VAMC. When, pursuant to the Department of Veterans Affairs authorization when more than one patient is transported concurrently on a trip, reimbursement will be made at the rate transporting a single patient. No more than one psychiatric patient shall be transported at one time. Regardless of the number of patients transported concurrently on a single trip beyond the mileage threshold, the Contractor shall be reimbursed at the Mileage Rate for only one trip to the longest distance traveled with any one patient on that trip. The contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

4.3.2 An authorized official of the Department of Veterans Affairs Medical Center, Hampton may in the interest of the patient, allow a relative to accompany him/her at no extra charge to the Government.

4.4. PATIENT WELFARE AND ABUSE

4.4.1 The contractor shall be held responsible for patient welfare during transport. The contractor shall be held responsible for patient and/or Government property during transport. Any damaged or lost wheelchairs, walkers, crutches or personal belongings shall be replaced by the contractor.

4.4.2 The Government requires the contractor to exercise extreme caution and care in the handling of patients. Any abuse of patients will be grounds for default action or termination of the contract.

4.4.3 The contractor must take into consideration that he will be transporting ill patients. Drivers of vehicles are required to observe speed limits, vehicles should be swept clean, and the exteriors washed periodically, and drivers shall refrain from smoking. Drivers are to escort patients in need of assistance to and from point of pick-up and destination.

4.5. INCIDENT REPORT

4.5.1 Any incident or accident involving the welfare of a VAMC patient requires that the contractor file a report immediately to the Health Administration Service COR and the Contracting Officer.

4.6. EQUIPMENT SPECIFICATIONS – VEHICLES

4.6.1 The ambulance (Emergency Medical Services Vehicle) under the terms of this contract shall be licensed and meet the minimal vehicle requirements as established by the Virginia Department of Health. Ambulances shall also conform to the most current revision of the “Rules and Regulations of the Board of Health Commonwealth of Virginia Governing Emergency Medical Services” and all city codes. The specifications are mandatory as minimal requirements for such vehicles, but chassis or compartment modifications are permissible when they clearly exceed the minimal specifications.

4.6.2 The ambulance (Emergency Medical Services Vehicle and Personnel) under the terms of this contract providing services to the Elizabeth City, North Carolina, CBOC, shall be licensed and meet the vehicle requirements as established by the North Carolina Office of Emergency Medical Services.

4.6.3 The VA reserves the right to inspect the contractor’s equipment and vehicles or require documentation of compliance with contract specifications, and State Laws, rules, regulations and guidelines governing Emergency Medical Transport Vehicles (ambulances). VA inspections of contractor facilities shall in no way constitute a warranty by the VA that the contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor’s use of equipment and vehicles which need repair, unclean, unsafe, contain damages to the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA.

4.7. EMERGENCY VEHICLES REQUIRED FOR THIS CONTRACT

4.7.1 BASIC LIFE SUPPORT (BLS) AMBULANCE shall be defined as a Class B Emergency Medical Services (EMS) vehicle. BLS is defined in the “Rules of Regulations of the Board of Health Commonwealth of Virginia Governing Emergency Medical Services”. The Class B EMS vehicle is primarily intended for the response to the location of a call for the delivery of basic life support, and for the transportation of patients who require such care.

4.7.2 ADVANCED LIFE SUPPORT (ALS) AMBULANCE shall be defined as a Class C Medical Services (EMS) vehicle. ALS is defined in the “Rules of Regulations of the Board of Health Commonwealth of Virginia Governing Emergency Medical Services”. The Class C EMS vehicle is primarily intended for the response of the call, delivery of basic and advanced life support, and for the transportation of patients who require such care. Each ambulance shall have patient compartment facilities, oxygen and suction systems and environmental climatic supplies as required by Virginia Department of health all rules and regulation are applicable.

4.7.3 BLS AMBULANCE (North Carolina) shall be defined as an Ambulance Service that includes the necessary equipment to render basic emergency medical care and services as outlined by the North Carolina Office of Emergency Medical Services.

4.7.4 ALS AMBULANCE (North Carolina) shall be defined as Ambulance Service that includes the necessary equipment and staff to render advanced life support services as outlined by the North Carolina Office of Emergency Medical Services.

4.7.5 Each ambulance shall have patient compartment facilities, oxygen and suction systems and environmental climatic supplies as required by the North Carolina Office of Emergency Medical Services.

4.7.6 The Contractor shall be required to make available Basic Life Support units and Advanced Life Support units for use as needed at this Medical Center. On evenings and weekends the contractor shall have the right staff units in accordance with the typical demand requirements of the Medical Center. Reduction in available units during the evening and weekend does not relieve the contractor of the responsibility to provide ambulance services when requested.

4.7.7 In accordance with the “Rules of Regulations of the Board of Health Commonwealth of Virginia Governing Emergency Medical Services”, each ambulance shall have patient compartment facilities life support systems, oxygen, suction systems, environmental climatic equipment, communications and additional systems equipment, accessories and supplies. The vehicles shall also have a heart monitor and an infusion pump. The vehicles shall be equipped with locking devices for securing patients to stretchers and stretchers to vehicles. The Contracting Officer Representative shall be notified of any equipment added, removed or changed after the award of the contract.

4.7.8 In accordance with the North Carolina Office of Emergency Medical Services, each ambulance shall be equipped as outlined for vehicles designated to provide Advanced Life Support (ALS) and Basic Life Support (BLS) services.

4.7.9 The contractor must provide the inspection reports on all vehicles that will be used in the performance of this contract. New vehicles must be reported before being used for this contract. Each contractor operating in North Carolina must comply with inspections and reporting as required by the North Carolina Office of Emergency Medical Services.

4.8. TRAINING

4.8.1 The contractor’s employees must meet acceptable annual training requirements to include HIPAA and Patient Privacy. The contractor’s employees must maintain an appropriate, current and active driver’s license to transport patients.

4.8.2 All contractor employees in North Carolina must meet acceptable annual training requirement to include HIPPA, patient privacy and all educational requirements outlined by the North Carolina Office of Emergency Medical Services.

4.9. ATTENDANTS

4.9.1 A record of each employee as to character and physical capabilities of performing the duties of an ambulance driver and/or attendant shall be maintained and made available for inspection upon request.

4.9.2 When in the best interest of the beneficiary, a relative may be allowed to accompany the patient at no extra charge and approved by an authorized official of the VAMC Hampton.

4.9.3 All attendants shall be in accordance with Virginia Department of Health, pertaining to ambulance service and personnel. (OMES Rules and Regulations) All applications apply in which are applicable to the needs and requirements of The Department of Veteran Affairs, Hampton VAMC.

4.9.4 All attendants providing EMS services shall be in accordance with the North Carolina Office of Emergency Medical Services pertaining to EMT-D, EMT-I and EMT-P.

4.10. EMERGENCY MEDICAL TECHNICIAN (EMT): Contractor Emergency Medical Technicians (EMTs) who perform emergency services on ambulances servicing the Virginia based Clinics and VA Medical Centers are required to have the qualifications/training in accordance with the published standards of the Virginia Department of under the regulating requirements for local EMS Systems supported by the Department of Health.

4.10.1 The “equivalent” training program successfully completed by the EMT shall be submitted to the Contracting Officer for appropriate action.

4.10.2 The EMT shall be certified, licensed or otherwise officially recognized by the Local, State, or Regional Government or public entity where the emergency ambulance service is operated, or by which it is governed.

4.10.3 The EMT shall be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the Local or State government entity in which the service is rendered to veterans, but in no instance, shall this be less frequently than every three years. Such “refresher” training shall be equivalent of that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer.

4.11. EMT (North Carolina). Contractor Emergency Medical Technicians (EMTs) who performs emergency services on ambulances servicing VAMC Hampton, but operating in North Carolina, must be possession of qualification/training as outlined by the North Carolina Office of Emergency Medical Services.

4.11.1 The “equivalent” training program successfully completed by the EMT shall be submitted to the Contracting Officer for appropriate action.

4.11.2 The EMT shall be certified, licensed or otherwise officially recognized by the Local, State, or Regional Government or public entity where the emergency ambulance service is operated, or by which it is governed.

4.11.3 The EMT shall be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the Local or State government entity in which the service is rendered to veterans, but in no instance, shall this be less frequently than every three years. Such “refresher” training shall be equivalent of that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer.

4.12. PARAMEDIC Paramedics providing emergency services on ambulances servicing the VAMC Hampton shall be required to have the following qualifications:

4.12.1 Complete training in accordance with the standards published by the Department of Health and to be licensed in the state of Virginia, of the equivalent thereof.

4.12.2 The paramedic shall be certified, licensed or otherwise officially recognized by the local, state, or regional government or public entity where the emergency ambulance service is operated, or by which it is governed. Proof of such certification must be submitted to the Contracting Officer.

4.12.3 The paramedic shall be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans, but in no instance, shall this be less frequently than every three (3) years. Such “refresher” training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer for appropriate action.

4.13. Paramedics providing emergency services on ambulances servicing the VAMC Hampton and operating in North Carolina, shall be required to have the following qualifications:

4.13.1 Complete training in accordance with the standards published by the North Carolina Office of Emergency Medical Services.

4.13.2 Shall be certified, licensed or otherwise official recognized by the local, state, or regional government or public entity where the ambulance service is operated, or by which is governed governs it. Proof of such certification must be submitted to the Contracting Officer.

4.13.3 Paramedic refresher and continuing education or advanced training programs must be completed as required by the North Carolina Office of Emergency Medical Services.

4.14. TOLL CHARGES

4.14.1 Any such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on Contractor’s invoices.

4.14.2 If Contractor’s place of business is located beyond the local telephone call zone of the hospital; the Contractor agrees to accept telephone orders for service on a collect basis. It is estimated that all orders will be placed by telephone.

4.14.3 The Service Provider shall be responsible for all expenses incurred from the services provided under this contract to include ferry, bridge, tunnels and toll road charges. Service Provider shall be responsible for all county, cities, local or state fees imposed on the Service Provider during performance of this contract.

4.15. PATIENT TRANSPORTATION. Contractor shall not release the patient from his/her custody, unless custody is released to the charge nurse on duty at the facility the patient is being transported, or to a designated point of contact at the patient’s residence. Contractor shall take every reasonable measure to assure the well-being of the patient at their destination. Patients brought in by ambulance for a scheduled clinic appointment shall be delivered directly to that specific clinic, released to the custody of clinic personnel, and picked up, as ordered, in the clinic after the appointment by the ambulance crew.

4.16. DRIVER QUALIFICATIONS. A record of each employee as to character, qualifications and physical capabilities of performing the duties of ambulance care driver or attendant shall be maintained and made available for inspection upon request. The Contracting Officer reserves the right to request qualification prior to award.

4.17. PERSONNEL 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:

· workers’ compensation

· professional liability insurance

· health examinations

· income tax withholding

· social security payments

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

4.18. DRIVER DUTIES. Contractor shall ensure that its drivers:

4.18.1 Perform their duties with due regard for the safety, comfort and convenience of customers and their property.

4.18.2 Comply with all applicable Federal and State laws, regulations and licensing requirements, including drug testing.

4.18.3 Have and maintain a current Driver’s License, valid in the State in which service provider’s facility is located, with less than five current points, none of which were assessed for “Reckless Driving.”

4.18.4 Contact the Contactor’s dispatcher before leaving the designated location without picking up the customer(s) and when encountering problems such as customer(s) not being ready, incorrect addresses or addresses which are inaccessible to wheelchairs.

4.18.5 Wear clothing that is clean and neat in appearance and display an AOPC approved name tag stating the driver’s name and Contractor’s company name.

4.18.6 Ensure that no playing of audio/visual equipment in vehicles shall be allowed without the approval of all customers aboard unless such equipment is used by a passenger with a headset.

4.18.7 Ensure its personnel comply with 49 Code of Federal Regulations (CFR) Parts 40, 653 and 654 on Substance Abuse Prevention, which are respectively incorporated herein by reference and made part of this contract.

4.18.8 The driver will transport the customer in accordance with the requested order from the home of residence to the site of care directly. Return trips to the customer’s home will be direct trips. No additional stops are authorized.

4.19. CONDUCT. The following acts are not permissible, which provide services under this contract or while on VA premises:

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

4.19.2 Gambling in any form.

4.19.3 Carrying of pistols, firearms or concealed weapons.

4.19.4 Smoking and other uses of tobacco while on duty.

4.19.5 Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

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

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

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

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

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

4.20. COMMUNICATION SYSTEM. Contractor’s Communication System shall consist of:

4.20.1 Telephone System

4.20.2 Contractor shall make available sufficient telephone capacity to ensure immediate communication access between Hampton Outpatient Clinic and the Contractor’s facility for the purposes of canceling trip requests as well as handling other emergencies.

4.20.3 The Contractor must have telephone coverage to accept calls from Hampton Outpatient Clinic five (5) days a week between the hours of 07:30 a.m. to 5:00 p.m. Monday through Friday.

4.20.4 Vehicle Communication. Contractor shall ensure the availability of mobile radio and /or cellular telephone communication with all vehicles providing transportation service at all times.

4.21. SPECIAL REQUIREMENTS

4.21.1 When conditions, neither foreseeable and/or controllable by the Contractor occur, such as but not limited to 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. The COR will make a determination as to whether such delays in service will be excused.

4.21.2 Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. A written report from the driver documenting the facts of the incident/accident shall be provided to the Contracting Officer Representative (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. If the Contractor’s place of business is located beyond the local telephone call zone of the AOPC, the Contractor shall accept telephone orders for service on a collect basis or provide a 1-800 number. 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.

4.22. SERVICE DISRUPTION: Contractor shall report to the COR any and all vehicle breakdowns or other problems, which may cause service disruptions immediately. When a breakdown occurs, it is the responsibility of the Contractor’s to provide a back-up vehicle to minimize any delay or inconvenience to the customer(s).

4.23. SCHEDULED PICKUPS: Adherence to schedules is of the utmost importance. Contractor shall pick up the customer as near to the scheduled pickup time as possible. If Contractor arrives earlier than the scheduled pick up the driver shall wait at the pickup location until five (5) minutes past the scheduled pickup time before calling the dispatcher for instructions.

4.24. PROVISION OF SERVICES: The Contractor shall be required to maintain 95% on time performance daily. Trips shall be considered “on-time” if they arrive at the destination on or before the scheduled arrival time.

4.25. INSPECTION PRIOR TO AWARD: If any ambulance equipment is added after inspection, subsequent to award of contract, it shall be inspected and approved by the Contracting Officer Representative before being placed in use under this contract.

4.26. COMPLAINTS: Complaints against behavior or courtesy shall be taken by VAMC Hampton may result in requiring Contractor to remove offender from the provisions of contracted services. Offenders who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract.

4.27. COMPLAINTS HANDLING: The COR shall monitor the service provided. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the COR. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR within five (5) working days after receipt by the Contractor.

4.28. CHANGES TO CONTRACT

4.28.1 The Contracting Officer is responsible for the administration of this contract. The Contracting Office is the only individual authorized, to the extent indicated in this contract, to act on behalf of the Government, which may result in changes in the contract terms, to include deviations from the statement of work, details, and performance.

4.28.2 Communications pertaining to contractual matters shall be address to the Contracting Officer. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the Contracting Officer. No oral statements of any person whosoever should any matter or degree modifies or otherwise affects the terms of this contract.

4.28.3 The Contracting Officer does, however, reserve the right to designate one or more representative to act in a capacity of furnishing technical guidance and advice, or generally supervise the work to be performed under this contract. A Copy of the Contracting Officer Representative (COR) designation shall be furnished to the Contractor.

4.29. MISCELLANEOUS: At no time, shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Contractor employees shall conduct themselves in a businesslike manner at all times while on VA premises. When transporting patients to or from VAMC Hampton, the driver, acting for the Contractor, shall ensure that the patient’s luggage and medical record (when appropriate) is properly accounted for and delivered with the patient.

4.30. CONTRACTOR FURNISHED SERVICES, PROCEDURES, FORMS, AND REPORTS:

The following shall be provided prior to commencement of work under this contract, and upon any change thereof during the performance of the contract.

4.31.1 List of all vehicles (new vehicles must be reported before using).

4.31.2 Inspection report of all vehicles;

4.31.3 Drivers’ licenses, DOT permits and other licenses;

4.31.4 Education and training records of personnel, oriented and ongoing;

4.31.5 List of all drivers (new/relief drivers must be reported and meet all requirements before transporting VA patients).

B.4 SPECIAL CONTRACT REQUIREMNETS

1. Service Contract Labor Standards (SCLS): The solicitation and subsequent contact include FAR 52.222-41, Service Contract Labor Standards (SCLS). The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

VA reminds contractors of the Department of Labor Regulations which implement the SCLS, and which read at 29 CFR § 4.155:

Employee coverage does not depend on form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that may be alleged to exist between the contractor or subcontractor and such persons. In other words, any person, except those discussed in §4.156 below, who performs work called for by a contract or that portion of a contract subject to the Act is, per se, a service employee. Thus, for example, a person's status as an “owner-operator” or an “independent contractor” is immaterial in determining coverage under the Act and all such persons performing the work of service employees must be compensated in accordance with the Act's requirements.

2. Quality Assurance Surveillance Plan (QASP): 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.

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, preaward 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. Background Investigations: 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 Special Agency Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

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.

POINTS OF CONTACT:

Contracting Officer (CO):

Diane Stoskopf / diane.stoskopf@va.gov /…