36C24718R0165-023.pdf

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 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. 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 78

534-18-2-5240-0002

36C24718R0165 04-24-2018

NOCHELLE ELLIOTT 843-789-6379 05-21-2018

11 AM EST

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

109 Bee Street

Charleston SC 29403-5799

X 100

X

485999

$15 Million

NET 30 DAYS

X

N/A

See Delivery Schedule

Charleston SC 29403-5799

FMS-VA-2(101)

Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Shuttle Transportation Service at the Ralph H. Johnson

VA Medical Center in Charleston, SC.

Base Year: June 15, 2018 through June 14, 2019

Option Year One: June 15, 2019 through June 14, 2020

Option Year Two: June 15, 2020 through June 14, 2021

Option Year Three: June 15, 2021 through June 14, 2022

Option Year Four: June 15, 2022 through June 14, 2023

Questions are due by 05/09/2018 by 11am and must be emailed to nochelle.elliott@va.gov

A site visit will not be conducted.

This requirement is 100% Set-Aside for SDVOSBs.

Offerors must be registered in SAM and CVE in www.vip.vetbiz.gov under NAICS 485999 prior to submission.

See CONTINUATION Page

534-3680162-5240-851100-2580-LG4677S4M

X 01

Nochelle Elliott

NCO7-16L2-69375

36C24718R0165

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN

2011)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (JAN

2017)

C.2 52.211-11 LIQUIDATED DAMAGES—SUPPLIES, SERVICES, OR RESEARCH AND

DEVELOPMENT (SEPT 2000)

C.3 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 52.219-14 LIMITATIONS ON SUBCONTRACTING (JAN 2017)

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)

C.10 VAAR 852.203-71 DISPLAY OF DEPARTMENT OF VETERAN AFFAIRS HOTLINE

POSTER (DEC 1992)

C.11 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2016)(DEVIATION)

C.12 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2012)

C.13 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.15 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)32

C.16 VAAR 852.271-70 NONDISCRIMINATION IN SERVICES PROVIDED TO

BENEFICIARIES (JAN 2008)

C.17 52.249-2 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT (FIXED-

PRICE) (APR 2012)

C.18 52.249-8 DEFAULT (FIXED-PRICE SUPPLY AND SERVICE) (APR 1984)

C.19 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JAN 2017)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

E.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.4 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(JAN 2008)

E.5 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (JAN 1998)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (NOV 2017)

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 36C247 Ronnette Coffman

109 Bee Street

Charleston SC 29403-5799

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly

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

FMS-VA-2(101)

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:

AMENDMENT NO DATE

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND

COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned

Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause.

To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of

VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

STATEMENT OF WORK

A. GENERAL OBJECTIVES AND REQUIREMENTS

1. Title of Project: Shuttle Transportation Service for the Ralph H Johnson VA Medical Center in

Charleston, SC.

2. Purpose of the Project: The purpose of this contract is to provide Shuttle Transportation Services for patients and employees of the Ralph H. Johnson VA Medical Center (RHJVAMC) between the two locations below. All transportation will start and/or end at these locations.

Location Address Distance Apart

Corner lot – Albemarle Road 41 Folly Road Approximately 1.3 miles

3. Background: Employees of the RHJVAMC have access to an employee only parking lot behind the

Medical Center. The RHJVAMC is leasing a parking lot for its employees approximately 1 mile away and will need to provide transportation between the Medical Center and the parking lot for the hours of

4:30am am to 11 pm, Monday through Friday (excluding Federal Holidays). Employees working outside these hours will still be able to park at the Medical Center and will not require transportation.

4. Scope and Methodology: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified.

The Contractor shall provide all air-conditioned shuttle vehicles capable of carrying, personnel, equipment, and supplies. The Contractor will provide reports to the Contracting Officer’s Representative

(COR) as set forth under and in accordance with all terms, conditions, clauses and provisions in the solicitation.

Contractor shall provide enough vehicles to handle peak usage times and shall have at least one shuttle vehicle available and operational at all times.

Peak Times: Operate on a 5-minute schedule during peak times (6:00am-8:30am and 3:00pm-5:30pm) between VA Medical Center at 109 Bee Street, Charleston, SC 29401 and the parking lot located at 41

Folly Road, Charleston, SC 29407.

Mid-Peak Times: Operate on a 10-minute schedule during mid-peak times (5:30-8:30pm) between VA

Medical Center at 109 Bee Street, Charleston, SC 29401 and the parking lot located at 41 Folly Road, Charleston, SC 29407.

Non-Peak Times: Operate on a 15-minute schedule during non- peak times (4:30am-6:00 am, 8:30am-

3:00pm and 8:30pm-11:00pm), between VA Medical Center at 109 Bee Street, Charleston, SC 29401 and the parking lot located at 41 Folly Road, Charleston, SC 29407.

4.1 Period of Performance:

The contract will be awarded for one (1) base year and four (4) option years at the Government’s discretion.

4.2. NUMBER OF PASSENGERS:

The number of passengers riding the shuttles throughout the day will vary. The highest concentrations will occur during these times:

1. Approximately 1300 passengers between 6:00 am - 8:30 am with no more than a 5-minute wait.

and

Folly Road

Charleston, SC 29407

Ralph H Johnson VA Medical

Center

Charleston, SC 29401

Approximately 1.3 miles

2. Approximately 1300 passengers between 3:00 pm - 5:30 pm with no more than a 5-minute wait.

4.3 RESPONSE TIME:

1. Contractor is required to provide shuttle services every (5) minutes between pick-up points during previously stated peak times, every 10 minutes during previously stated mid-peak times and every 15 minutes during previously stated non-peak times.

If the contractor fails to provide transportation within the above prescribed time period, the VA reserves the right to obtain the services from another source and shall charge the Contractor with any resulting excess costs. The VA will be the sole judge in determining when to request services from another source.

2. The Contractor is required to provide shuttle services at the designated time period referenced above.

If the Service Provider is aware of any delay in meeting a scheduled pick-up time, the COR shall be notified of the delay the reason for the delay and the estimated time of arrival.

3. Contractor will provide written documentation with explanation when contract services are unavailable with signature of responsible parties. VA will issue Bill of Collections for any costs obtained from another source. Failure to pay as charged within timeframes specified in the Bill of Collections may result in deduction of costs from the next month’s invoice.

The VA will be the sole judge, in determining when to request service from another source. When all contract shuttles are in use and the VA requires additional vehicles, the Contractor will be contacted first and has the option to provide additional shuttle vehicles at the contract price. Appropriate transportation to meet demand will be dispatched within one-half hour from the scheduled pick-up time arranged by the

VA Medical Center Charleston. In the event that an employee is not picked–up as described in this solicitation, the VA Medical Center Charleston will be allowed a late credit equal to the rate charged by

Contractor in A.10-4.

4.4 WAITING TIME:

1. Contractor shall be on time for its scheduled pick-ups. VA employees shall be picked up every 5 to

15 minutes (depending on time of day) between 41 Folly Road Charleston, SC 29407 and 109 Bee Street

Charleston, SC 29401.

2. In no instance is an employee to wait beyond (15) minutes after scheduled pick-up time.

4.5 REQUESTS FOR SERVICE:

The Contractor shall pick-up and drop-off the employees between 41 Folly Road Charleston, SC 29407 and 109 Bee Street Charleston, SC 29401.

If shuttle transportation services are not operating within a reasonable time frame (defined herein as every

15 minutes maximum), the VA Medical Center reserves the right to obtain the service from another source (charging the contractor with any excess cost (including administrative cost) which may result there from), or charge the Contractor wait time in accordance with section. 4.3. The COR shall be the sole judge in determining when to request service from another source.

Contractor is required to have available for transports, a minimum of one (1) operational shuttle at all times. There may be instances where the Contractor will be required to furnish more shuttles.

Requests or changes will only be made by the Contracting Officer or COR with the contracting Officer’s consent. Under no circumstances shall there by any deviation of any other party. In addition, Contractor shall not make any deviations in the route or time and beyond safety is not responsible for providing direction to the staff during transport to specified locations. No additional pickups outside of designated areas will be permitted.

Contractor shall immediately notify the COR of any conditions that occur, which are not reasonable and/or controllable by the Contractor (i.e. inclement weather, road hazards, etc.) and could result in a delay of shuttle or bus service. The COR shall make a determination as to whether such delays in service are excusable.

Drivers will display professional manners at all times. Rude or obscene behavior or language will not be accepted.

4.6 DRIVER’S CONDUCT:

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

Premises:

1. Use of intoxicating alcohol or alcoholic beverages, 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 alcohol or alcoholic beverages, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability.) Any drivers conduct or behavior as described in VA Regulation 1.218(b) Department of Veterans Affairs Schedule of

Offenses will not be accepted.

2. Gambling in any form.

3. Smoking and other uses of tobacco while on duty. VA Employees and or Contractor staff are prohibited from smoking on shuttles.

4. Carrying of pistols, firearms or concealed weapons.

5. Resorting to physical violence to settle a dispute with a VAMC employee or patient in 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 customers or other employees.

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

9. Engaging customers 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.

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

11. Contractor shall ensure that the shuttle is smoke free when transporting employees or patients.

12. Driver is prohibited from texting while driving.

13. All driver records will be checked periodically (quarterly, bimonthly, etc.) to ensure they have not accumulated additional points, after the onset of the contract.

4.7 COMMUNICATION SYSTEM:

The Contractor’s Communication System shall consist of:

1. Telephone System

2. The Contractor must have telephone coverage to accept calls from Charleston VA Medical Center during the hours of 6:00 AM to 11:00 PM.

3. The Contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all shuttles providing transportation service at all times.

4.8 SPECIAL REQUIREMENTS:

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 will be reported to the COR. The COR will make a determination as to whether such delays in service will be excused.

2. Contractor will immediately report all medical incidents and accidents, including those where there is no apparent injury to shuttle riders. A written report from the driver documenting the facts of the incident/accident must be provided to the VA Medical Center within 24 hours of the occurrence. The written report will 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 shuttle is involved in, including the repair work required to return the shuttle to service.

3. At the end of each drop off at the medical center, the driver will inspect the vehicle for any leftover materials and turn them in immediately to lost and found (Voluntary Service) unless it’s contraband which is turned over to the VA Police Office.

4.9 SERVICE DISRUPTION:

The Contractor shall report to the COR all shuttle breakdowns or other problems, which may cause service disruptions immediately. When a breakdown occurs, it is the responsibility of the

Contractor to provide back-up shuttles to minimize any delay or inconvenience to the customer(s).

Contractor shall provide backup vehicles to minimize any delay in transporting the employees or patients.

4.10 PROVISION OF SERVICES:

1. The Contractor shall maintain a 95% on-time performance standard daily. Trips will be considered “on-time” if they arrive at the destination on or before the scheduled arrival time.

2. Drivers shall wear appropriate attire with a picture identification badge that clearly identifies the company they work for and the contract employee’s name.

3. Drivers will be required to assist employees or patients on or off the shuttle/bus as necessary.

4. Driver shall ensure that employees or patients are seated prior to transportation beginning from a location.

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

6. Contractor’s performance shall be in conformance with the contract and all applicable Federal, state, and local laws to include Department of Transportation, 49 CFR, 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 Contractor regarding vehicle inspections, safety, maintenance records, and manifests, etc. may be reviewed prior to awarding a contract and periodically throughout the life of the contract.

7. All drivers must successfully complete a background investigation.

4.11 DRIVERS LIST:

The Contractor shall provide the COR a list of all drivers, utilized for this contract by the fourth day of each month. The Contractor shall ensure that all drivers providing services under this contract will have less than five (5) current points on their driver’s license, none of which were assessed for “Reckless

Driving.” VA Medical Center Charleston 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.

4.12 CERTIFICATION OF INSURANCE COVERAGE:

Before award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of

Insurance (see FAR Clause 52.228-10) containing 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 COR. The term “will endeavor” is not acceptable as issued by the Insurance Carrier.

4.13 CONTRACTOR EQUIPMENT AND VEHICLES:

The Government reserves the right to inspect Contractor equipment and vehicles, or require documentation of compliance with contract specifications. Such an inspection if conducted does not constitute a warranty by the Government that the Contractor’s vehicles and equipment are properly maintained. The Government reserves the right to restrict the Contractor’s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract specifications. The restriction of such equipment and vehicles shall not relieve the Contractor from providing all required services as defined herein. The Contractor shall transport beneficiaries in vehicles (for the required purpose) that meet the specifications identified herein. Vehicles and equipment used in performance of this contract shall be as follows:

1. All vehicles shall meet current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, insurance coverage and safety standards. Licensing by the State of South Carolina is required. Vehicles shall also meet any city or county requirements as mandated by these agencies.

2. Vehicles shall be clean and in good repair at all times during the performance of this contract.

3. Vehicles shall undergo continual preventive maintenance as per manufacturer’s recommendation.

4. All vehicles shall be equipped with a cellular phone that will be operational at all times during contract performance. Vehicles shall meet or exceed all applicable Federal, State and local regulations in regard to chauffeuring paying clients.

This shall include all Department of Transportation requirements:

The shuttle vehicles and their equipment and supplies must be of the quality, model and condition to assure the high-quality transportation and shall meet the minimum standards for maintenance, equipment and staffing of all shuttles operated. Shuttles must have adequate straps and seat belts necessary to secure employees or patients. The Contractor shall maintain a record of preventive maintenance of all shuttles being used for service to the VA. Shuttles and maintenance records will be made available to the VA for quarterly inspections or whenever the COR feels such inspections are needed.

4.14 VEHICLE SPECIFICATION:

All shuttle vehicles under the terms and conditions of this contract shall be licensed and meet the minimum vehicle requirements as mandated by the Department of Transportation in the State of which the vehicle is operated (SC).

All shuttles shall have the following:

1. Contractor shall provide a list of all shuttles utilized on this contract to the COR. The list shall include shuttle vehicle identification numbers and insurance certificates prior to providing service.

2. Contractor shall submit vehicle list to the COR by the fourth day of every month.

3. The shuttle vehicles under the terms and conditions of this contract shall be licensed and meet the minimum vehicle requirements as mandated by the Department of Transportation in the State which the vehicle is based (SC).

4. Vehicles shall have a functioning speedometer which indicates speed in miles per hour (MPH) and a functioning odometer which indicates distance correctly in tenths of a mile.

5. Vehicles shall be equipped with operational heating and air conditioning systems. Contractor shall not operate a shuttle for beneficiary pick-up if the AC system is inoperable and the temperature is forecasted to exceed 70 degrees Fahrenheit. Shuttles shall not be used for transportation service until AC system or heating has been repaired. Shuttle vehicles shall not have grime, oil or other substances, cracks, breaks, dents, and damaged point that noticeably detracts from the overall appearance of the shuttle vehicle.

6. Shuttles shall have all body molding in place, or if removed, holes shall he filled and painted.

7. Shuttles shall have passenger compartments that are clean and empty.

8. Shuttles shall not have torn upholstery or floor coverings, damaged or broken seats, sharp objects or edges that are protruding, or insects and vermin.

9. Shuttles shall have windows and doors, which can be opened and closed in accordance with manufacturer standards.

10. Shuttles or buses shall meet all safety and mechanical standards established Federal, State and local statutes and regulations.

11. Shuttles shall have flares and reflective emergency cones or similar devices in the event of a breakdown.

12. Shuttles shall not have advertising displayed on them except for the company information (i.e., company logo, company license number etc.).

13. Shuttles or buses must have pull out or automatic steps that are attached to the vehicle. If not automatic the driver must pull out and replace before leaving at each drop off station. Each vehicle is required to have on hand a step-stool in case the automatic steps become inoperative. The driver must place these steps at each stop prior to pick up or discharge of passengers

4. 15 VEHICLE INSPECTIONS:

1. The COR shall inspect all vehicles that are to be utilized in the performance of this contract. These inspections shall be conducted:

a. Prior to contract start.

b. At the beginning of each contract period.

c. Before each initial use of a vehicle that is added to the monthly list

d. Quarterly throughout the life of the contract.

e. Whenever the COR determines an inspection is warranted.

2. Contractor shall not use any vehicles for this contract that do not pass inspection.

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

4.16 INSPECTION PRIOR TO AWARD:

The right is reserved to thoroughly inspect and investigate the establishment, facilities business reputation and other qualifications of any offeror and to reject any offer, irrespective of price. VA Medical Center

Charleston (COR) reserves the right to inspect all shuttle vehicles prior to award. If any equipment is added subsequent to contract award, it shall be inspected and approved by the Contracting Officer and/or

Contracting Officer Representative before being placed in use under this contract. The Government reserves the right to inspect any shuttle used to provide transportation services under this contract and reject equipment, without advance notification which is found to be in a condition or equipped in a manner which does not comply with contractual provisions. Such suspensions will be effective at the time of arrival of such equipment, or at the time the Contracting Officer notifies the contractor that deficiencies have been reported.

4. 17 COMPLAINTS HANDLING:

The COR will monitor the service provided. The Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. The 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, the

Contractor shall respond to the COR within five (5) working days after receipt by the Contractor.

B. TASKS AND ASSOCIATED DELIVERABLES

1. Description of tasks and associated deliverables

1.1 CHANGES TO CONTRACT:

1. The Contracting Officer is responsible for the administration of this contract. The Contracting Officer is the only individual authorized, to the extent indicated in this contract, to take action 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 schedules.

2. Communications pertaining to contractual matters shall be addressed to the Contracting Officer. No changes in or deviation from the scope of work shall be effected without a written modification to the contract executed by the Contracting Officer. No oral statements by either party will in any manner modify or otherwise affect the terms and conditions associated with this contract.

3. The Contracting Officer does, however, reserve the right to designate one or more representatives to act in a capacity of furnishing technical guidance and advice, or generally monitor contract performance performed under this agreement. A copy of the Contracting Officer Representative (COR) designation shall be furnished to the Service Provider.

1.2 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 2 copies of the Quality

Control Plan with their proposal. The Contractor’s QCP shall include at a minimum the following:

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

2. 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.

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

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

1.3 MISCELLANEOUS:

The Department of Veterans Affairs (VA) will not be responsible for providing items that normally would be used or required for the safety, or necessity of the employee or patients being transported.

1. At no time will the Contractor leave shuttles on VA premises unless a pick-up or delivery is in process.

2. Contractor employees shall conduct themselves in a businesslike manner at all times while on VA premises.

3. In case of a disaster, natural or manmade, Contractor will be required to utilize all its resources to assist in the emergency transport of employees or patients either to or from their vehicles to the VA

Medical Center

1.4 PAYMENT:

Payment will be made monthly in arrears 30 days after receipt of the proper invoice.

1.5 SERVICES:

The contractor agrees to provide all services specified in this contract for any person determined eligible by the VA regardless of race, creed, color or national origin of the person for whom such services are requested. In addition, the Contractor warrants that subcontracting will not be resorted to as a means of circumventing this provision.

1.6 COMPLAINTS AGAINST DRIVERS:

Complaints against driver behavior or professionalism will be submitted to VA Medical Center

Charleston (COR) and may result in VA Medical Center Charleston requiring Contractor to remove offending driver(s) from service. Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract.

1.7. CONTRACTING OFFICERS REPRESENTATIVE (COR):

The designated COR for this contract will be disclosed to the awardee of the anticipated contract.

His/her duties will include monitoring the performance of this contract, and he/she will also be authorized to request and accept or reject services performed as to quality and condition. A copy of this designation will be furnished to the Contractor. The COR will be the primary contact for the Contractor at the VA.

Upon award, Contractor will provide a primary point of contact to COR and Contracting Officer for the

COR to coordinate the daily operational issues. Contractor and COR will periodically make site visits to each other’s area of operation in order to gain and maintain a familiarity with each other’s internal operations.

1.8. EMPLOYEE WELFARE:

The Government expects the successful offeror to exercise extreme caution and care when transporting employees. Any abuse of an employee will be grounds for default action or termination of contract. The

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

1.9 UNACCEPTABLE PERFORMANCE:

When Contractor performance does not meet the specifications and requirements of this contract, the

COR or designee will submit written documentation to the Contracting Officer explaining how performance is considered to be unacceptable. This information should be provided to the Contracting

Officer within three (3) business days after each occurrence. The Contractor shall indemnify the

Government when services are not performed within the time frame required under this contract and the

Contracting Officer determines that the failure to perform was within the Contractor’s control and arose from the Contractor’s fault or negligence. The Government’s acceptance of services not performed within the time frame required under this contract does not substitute a change in delivery requirements, nor does it relieve the contractor from any liabilities contained in this contract.

1.10 CONTRACTOR QUALIFICATIONS:

1. Offers will be considered only from Offerors who are financially responsible, and have the necessary equipment and personnel to furnish service in the volume required for all services under this contract.

Successful Offerors shall meet all requirements of federal, state and/or city codes regarding operations of this type of service.

2. Prior to contract performance, Contractor shall submit to the COR the following:

(a) List of all vehicles and identification number(s) (new vehicles must he reported before using)

(Required at the pre-work conference).

(b) Vehicle type and model.

(c) Proof of insurance.

(d) Inspection report of all vehicles

(e) All required business licenses.

(f) Copy of individual valid operator or chauffeur license for drivers. (Required at the pre-work conference)

(g) A recent (within sixty days) copy of each driver’s state driving record obtained from the SC State

Department of Motor Vehicles. (Required at the pre-work conference)

(h) A personnel roster identifying all Contractor personnel who will be performing contract services. In this document, the Contractor shall identify the name, position title, and work assignment area of each employee. (Required at the pre-work conference) Thereafter, all changes shall be submitted within two

(2) business days after changes occur.

(i) Provide evidence of required training, certifications, licensing and any other qualifications for any personnel performing contract services. (Required at the pre-work conference)

1.11 CONTRACTOR PERSONNEL QUALIFICATIONS:

a. All Contractor personnel performing services under this contract shall meet the qualifications specified in this contract as well as any qualifications required by Federal, State, County and local Government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services.

(1) During the contract period of performance, if the Contractor proposes to add on personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing, and any other qualifications to the Contracting Officer. The Contractor shall not use such add-on personnel to perform contract services until qualifications are reviewed and approved by the COR or

Contracting Officer. The Contractor shall not utilize personnel to perform contract services who do not meet the required qualifications for the services they perform.

(2) After Contractor’s personnel, have successfully completed training, the Contractor shall submit evidence of completion to the COR.

b. Contractor is responsible for ensuring that all drivers providing service under this contract have a valid driver’s or chauffeur’s license as required by the state of S.C. The Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of a shuttle driver. This record will be made available for inspection upon request by the Contracting Officer or the Contracting Officer’s Representative (COR).

1.12 PERFORMANCE STANDARDS:

d. The Contractor will meet or exceed all regulatory agency requirements including employee confidentiality and safety standards.

R

Required

Service Task

K Performance

Standard

Acceptable

Quality Levels

Methods of

Surveillance

Incentive

(Positive or

Negative)

Impact on

Contractor payments

Safely transport passengers in a timely manner per the Statement of Work

Drivers conduct themselves in a professional manner in performance of their duties

Vehicles will be provided for transportation at no less than 5 minute pick up intervals during

Peak Times.

Drivers must provide professional and courteous service to all authorized riders

95% rate of being on time.

No more than 5 minor complaints or one Major complaint involving a passenger per month

Monitored by

COR and complaints from riders

COR monitoring and substantiated rider complaints

Drivers may be recognized by the Ralph H.

Johnson VA

Medical Center for consistently providing professional, safe, and timely service.

(Tasks)

2. Reporting Requirements

2.1. REPORTING (PICK-UP. DELIVERY, DEPARTURE):

1. All drivers will be required to report to the COR any time a pick-up, delivery, or departure is delayed.

2. All records submitted to and/or complied by the Contractor regarding vehicle inspections, safety, maintenance records, or other reports may be reviewed prior to contract award and shall be made available for the COR and the CO periodically throughout the term of the contract.

3. Drivers will maintain a daily log of all stops to include the following information:

a. Location

b. Time of departure and arrival at the next stop.

c. Number of passengers picked up.

d. Number of passengers, if any, which were not able to be picked up due to vehicle capacity.

4. Logs are to be submitted to the COR on a daily basis during the first 60 days of the contract and weekly thereafter.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

0001 Shuttle service contract to provide transportation for patient and employees coming and going from VAMC

Charleston to Folly

Road leased parking lot.

Ralph H. Johnson VA

Medical Center: 109

Bee Street, Charleston, SC 29401

Parking Lot: 41 Folly

Road, Charleston, SC

29412

Contract Period: Base

POP Begin: 06-15-

POP End: 06-14-2019

12.00 MO ________________

1001 Shuttle service contract to provide transportation for patient and employees coming and going from VAMC

Charleston to Folly

Road leased parking lot.

Ralph H. Johnson VA

Medical Center: 109

Bee Street, Charleston, SC 29401

Parking Lot: 41 Folly

Road, Charleston, SC

29412

Contract Period:

Option 1

POP Begin: 06-15-

POP End: 06-14-2020

12.00 MO ________________

2001 Shuttle service contract to provide transportation for patient and employees coming and going from VAMC

Charleston to Folly

Road leased parking lot.

Ralph H. Johnson VA

Medical Center: 109

Bee Street, Charleston, SC 29401

Parking Lot: 41 Folly

Road, Charleston, SC

29412

Contract Period:

Option 2

POP Begin: 06-15-

POP End: 06-14-2021

3001 Shuttle service contract to provide transportation for patient and employees coming and going from VAMC

Charleston to Folly

Road leased parking lot.

Ralph H. Johnson VA

Medical Center: 109

Bee Street, Charleston, SC 29401

Parking Lot: 41 Folly

Road, Charleston, SC

29412

Contract Period:

Option 3

POP Begin: 06-15-

POP End: 06-14-2022

4001 Shuttle service contract to provide transportation for patient and employees coming and going from VAMC

12.00 MO ________________

Charleston to Folly

Road leased parking lot.

Ralph H. Johnson VA

Medical Center: 109

Bee Street, Charleston, SC 29401

Parking Lot: 41 Folly

Road, Charleston, SC

29412

Contract Period:

Option 4

POP Begin: 06-15-

POP End: 06-14-2023

GRAND TOTAL ________________

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS (JAN 2017)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any

Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the

Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR

52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds

Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other

Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by

EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act

(31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the

Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor…