36C24818Q0140-001.docx

36C24818Q0140

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

36C24818Q0140 11-14-2017

KURT KRAMER

407-646-4230 11-22-2017 3:00 pm (EST) 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 13800 Veterans Way Lakemont Bldg., Room 210 Orlando FL 32827-7401 X 621910 $15 Million X N/A X 00675 Department of Veterans Affairs Orlando VA Medical Center 13800 Veterans Way Orlando FL 32827-7401 36C248

NCO 8

Orlando Services Team 13800 Veterans Way Lakemont Bldg., Room 210 Orlando FL 32827-7401

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 Non-emergency Basic Life Support (BLS) & Advanced Life Support (ALS) Ambulance Transportation Service, in accordance with the Performance Work Statement (PWS).

X Kurt Kramer Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449, block 18A.)

Network Contracting Office 8 (NCO 8) Orlando – Services Team 13800 Veterans Way Lakemont Bldg., Room 210 Orlando, FL 32827-7403

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

3. INVOICES/PAYMENT: Invoices shall be submitted electronically by the tenth (10th) day of the following month services were performed in accordance with:

a. 852.232-72 Electronic Submission of Payment Requests (NOV 2012)

b. Upon acceptance of services.

c. Payments shall be made in arrears upon receipt of a properly prepared invoice.

d. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Corporation e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to Tungsten Network VA.Registration@tungsten-network.com or calling 1-877-752-0900 option 2 for Enrollment.

e. Contractor shall submit an electronic invoice to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx after their itemized report has been reviewed and approved by the Contracting Officer’s Representative (COR). For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

f. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info listed in paragraph 5 of the PWS). Invoices shall also include any payment discount terms.

g. For questions regarding invoice receipt or payment, please call VAFSC directly at 1-877-353-9791 or email vafsccshd@va.gov

h. VA’s Electronic Invoice (e-Invoice) system uses a third-party contractor (Tungsten Network) for submission of electronic invoices. Go to this website to begin submitting electronic invoices, free of charge: http://www.tungsten-network.com/customer-campaigns/veteransaffairs-us/

4. GOVERNMENT INVOICE ADDRESS: (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@ob10.com <http://VA.Registration@ob10.com/>

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov <http://va.gov/>

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

OFFER REQUIREMENTS & INSTRUCTIONS:

See Section E.1. 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS (JAN 2017) and Section E.2 GENERAL INSTRUCTIONS TO OFFERORS.

EVALUATION/BASIS OF AWARD:

This is a commercial item acquisition that will be conducted under the authority of FAR 13.5 – Simplified Procedures for Certain Commercial Items. The Government will evaluate the following: Technical Capability and Price. Following receipt of quotes, the Government will perform an evaluation using a comparative analysis of the products/services quoted. The Government will compare quotes to one another to select the product/service that best benefits the government by fulfilling the requirement. The evaluation of Government requirements outlined in this request for quote will determine suitability.

The Government anticipates selecting the quote that represents the best benefit to the government and the price can be determined reasonable. Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote.

Once the Government determines there is/are a contractor(s) that can provide a product/service that meet the requirements of this request for quote, the government reserves the right to communicate with only those contractors quoting the best-suited product/service to address any remaining issues.

CONTRACT ADMINISTRATION

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under 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 commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

B.2 SCHEDULE OF SERVICES AND PRICE

ORDERING PERIOD 1: December 1, 2017 through February 28, 2018

QTY

(A0428), in accordance with the PWS.

(A0426), in accordance with the PWS.

(A0433), in accordance with the PWS.

· The guaranteed minimum award amount for this contract is $500.00.

· The maximum aggregate value of orders that can be placed under this contract is $150,000.00.

· The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount.

B.3 PERFORMANCE WORK STATEMENT (PWS)

The contractor shall provide all requested Non-Emergency, Advance Life Support (ALS) and Basic Life Support (BLS) ambulance services as identified within this performance work statement (PWS) for beneficiaries of the Orlando VA Medical Center (OVAMC), and, its associated healthcare facilities. The Contractor shall provide all transport vehicles, personnel, management, supplies, transportation, fuel, equipment, reports, and anything else necessary to successfully furnish Non-Emergency Ground Ambulance Medical Transportation Service as identified in the Schedule of Services and Pricing and the PWS in accordance with all terms, conditions, and provisions stated herein.

The contract term shall cover a 3-month period. The contractor’s responsibility shall cover non-emergency transportation services by ambulance within the OVAMC catchment area, which consists of the following three counties: Orange, Seminole, Osceola. ALS/BLS transportation may be required to be provided to Veterans that live in the adjacent counties that border the three identified counties identified under the OVAMC catchment area.

The successful vendor is required to continuously be compliant with the requirements contained herein, and meet or exceed the standards of, but not limited to, the Joint Commission and Florida State Department of Health Regulations. The following facilities shall be covered; however, their physical addresses may change during the life of the contract:

· Orlando VA Medical Center, (Lake Nona campus) 13800 Veterans Way, Orlando, FL 32827

· Orlando VA Medical Center, (Lake Baldwin campus) 5201 Raymond St., Orlando, FL., 32803

· Kissimmee Community Based Outpatient Clinic (CBOC) 2285 N. Central Ave., Kissimmee, FL., 34741

· Crossroads CBOC, 925 S. Semoran Blvd., Winter Park, FL., 32792

1. CONTRACT DEFINITIONS/ACRONYMS & TERMS

A. Administrative Officer of the Day (AOD) - VA official that works in the admissions area during evenings and nights and monitors hospital activities during other than normal working hours. This person acts as the hospital administrator during off-hours.

B. Ambulatory Patient – A non-emergency VA beneficiary who does not require the use of a handicap ambulance, wheelchair, or stretcher van, who can utilize normal forms of transportation such as taxi or hired car but have been determined as needing transportation assistance for medical reasons. A VA clinician determines if the patient requires based on a medical impairment or special need (to include but not limited to: blindness, mental health deficiency, amputees, etc.)

C. Attendant/Escort – A medical attendant may be required to assist with transportation, when deemed necessary by a VA physician. An escort is a non-medical attendant which can be a caregiver, family member, or VA employee to accompany the patient.

D. Base Rate – Base Rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action, with employees (included in Section Contract Documents, Exhibits, or Attachments) during all phases of the trip made on behalf of the Government. The attached Service Contract Act wage determination will be updated for each option when/if new revisions are issued. The Base Rate will constitute full compensation for one-way trips as shown in the Schedule of Services and Pricing for the medical facility.

E. Beneficiary – Veterans and other members determined to be eligible for benefits by the VA.

F. Beneficiary Travel Department Personnel – An individual designated by the Contracting Officer for the medical facility, who is authorized to commit and obligate the government through the life of the contract, with consent from the Contracting Officer.

G. Beneficiary Travel Department – Department within the VA that oversees the Beneficiary Travel Program and its entitlements. This includes transportation such as the ALS/BLS services.

H. Beneficiary Travel Department Supervisor - Individual who manages the employees working within the Beneficiary Travel Department.

I. Business Hours/Days - Business hours/days are defined as the time of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off Business hours/days are defined as the time of 4:31PM to 7:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies.

J. Cognitive Impairment - A cognitive impairment affects a person’s ability to reason, understand, and learn.

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

L. Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and serves as a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

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

N. Disability – The term “disability” means, with respect to an individual means:

1. A physical or a mental impairment that substantially limits one or more of the major life activities of such individual;

2. A record of such impairment

3. Being regarded as having such impairment. (P.L. 101-336, July 1990)

O. Dry Run - A dry run is defined as a request for service by authorized Medical Center personnel whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs.

P. Durable Medical Equipment (DME) - Medical equipment that is ordered by a doctor for use in the home, such as walkers and wheelchairs.

Q. Escort/Caregiver - An escort/caregiver is defined as an individual, not employed by the Contractor, who provides direct care to the patient being transported via Special Mode.

R. The Joint Commission (TJC) (Formerly Joint Commission on Accreditation of Healthcare Organizations) – A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

S. Hearing Impairment - Hearing impairments range from a mild hearing loss to total deafness. Those who are hard of hearing often use their residual hearing and lip read when communicating face-to-face. People who are deaf may use American Sign Language or lip-read, and may speak for themselves or use a sign-language interpreter.

T. Mileage Rate – Mileage rate for ambulance is the rate paid for each mile traveled for medical facility. This rate applies to one-way transportation only. Reimbursement for mileage shall be at the mileage rate stated in the schedule, and shall be based upon the miles from the pick-up point and the specified destination. Distances areas of coverage shall be calculated using current www.bing.com/maps.

U. Mobility Impairment - Mobility impairment refers to the inability of a person to use one or more of his/her extremities, or a lack of strength to walk, grasp, or lift objects. The use of a wheelchair, crutches, or a walker may be utilized to aid in mobility.

V. Multiple Riders - Multiple riders is defined as, more than one patient transported simultaneously in one vehicle at any given point during a trip.

W. No Show - is defined when the beneficiary receiving services is not present at the time of transport or declines to go with the contracted service.

X. No-Patient Transport – The Contractor shall not assess charges on scheduled pick-ups that are cancelled in advance by the VA and/or the patient cancels due to being unable to arrive for scheduled appointment in time.

Y. Non-Ambulatory Patient – A non-emergency VA beneficiary who requires the use of an ambulance, wheelchair, or stretcher van, who cannot utilize normal forms of transportation such as taxi or hired car and has been determined as needing transportation assistance for medical reasons. A VA clinician determines if the patient requires ALS/BLS based on a medical impairment or special need.

Z. Quality Assurance Surveillance Plan (QASP) – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

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

AB. Routine Services – Trips scheduled in advance by the VA, typically one day prior to travel. Beneficiary, caregiver, or significant others cannot contact the Contractor directly to schedule routine trips.

AC. Scheduled Trip(s) – The term "Scheduled Trip" refers to those trips in which the Contractor has been given advanced notice (notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time.

AD. Speech Impairment - Speech impairments range from problems with articulation or voice strength to complete voiceless. People with speech impairments may have difficulty in projection, articulation and fluency. Some people with speech impairments may use assistive devices or an interpreter to communicate.

AE. Stretcher Patient – A non-emergency patient whose severe mobility impairment requires him or her to remain in a lying position, unable to sit in an upright position for prolonged periods of time. A VA clinician determines the patient’s need for stretcher transport.

AF. Visual Impairment - A visual impairment affects a person’s ability to see, and includes: (1) inability to see images clearly and distinctly; (2) loss of visual field; (3) inability to detect small changes in brightness; (4) color blindness; and (5) sensitivity to light. A cane or sight dog may be used to assist with mobility, and/or Braille may be used to read.

AG. Wheelchair Patient- A non-emergency VA beneficiary confined to a wheelchair or scooter, using a wheelchair or scooter for mobility or with mobility impairments, whose handicap prevents use of normal modes of transportation such as car, van, or taxi. A VA clinician determines the patient needs wheelchair transport.

AH. Ambulance service, basic life support, non-emergency transport (BLS) - Basic Life Support (BLS) means transportation by ground ambulance vehicle and medically necessary supplies and services, plus the provision of BLS ambulance services. The ambulance must be staffed by an individual who is qualified in accordance with State of Florida and local laws as an emergency medical technician-basic (EMT-Basic).

AI. Ambulance service, advanced life support, non-emergency transport, level 1 (ALS) - Advanced life support, level 1, (ALS1) means transportation by ground ambulance, medically necessary supplies and services and an ALS assessment by ALS personnel or the provision of at least one ALS intervention. Advanced life support assessment is an assessment performed by an ALS crew as part of an emergency response that was necessary because the patient's reported condition at the time of dispatch was such that only an ALS crew was qualified to perform the assessment. An ALS assessment does not necessarily result in a determination that the patient requires an ALS level of service. Advanced life support intervention means a procedure that is, in accordance with the State of Florida and local laws, beyond the scope of authority of an emergency medical technician-basic (EMT-Basic). Advanced life support personnel means an individual trained to the level of paramedic. The EMT-Paramedic is defined as possessing the qualifications of the EMT Basic and, in accordance with State of Florida and local laws, as having enhanced skills that includes being able to administer additional interventions and medications. Advanced Life Support, Level 2 (ALS2) - The Advanced Life Support, Level 2 category is: Whereby the patient, during transport, is given three or more different administrations of medications by intravenous push/bolus or by continuous infusion excluding crystalloid, hypotonic, isotonic, and hypertonic solutions (Dextrose, Normal Saline, Ringer's Lactate), or Ground transportation, medically necessary supplies and services, and the provision of at least one of the following ALS procedures: Manual defibrillation/cardioversion Endotracheal intubation (The monitoring and maintenance of an endotracheal tube that was previously inserted prior to the transport also qualifies as an ALS2 procedure.);

· Central venous line

· Cardiac pacing

· Chest decompression

· Surgical airway or Intraosseous line

2. PERFORMANCE & QUALIFICATIONS

A. The Contractor shall provide non-emergency and emergency ambulance transportation services, 24 hour a day/7 days a week, 365 days a year, within the state of Florida, subject to the response time lines and other requirements as further detailed below and contained on the Florida State Department of Health website www.health.gov. The contractor shall provide all manpower, equipment, vehicles, fuel, materials and supplies, and supervision necessary to perform all tasks. Vehicles shall have appropriate fuel capacity to complete the transport without stopping for refueling, unless making a transport beyond the capability of the fuel tank of the vehicle.

B. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract. In addition, services shall be performed in accordance with the established principles and ethics of the medical profession established by the American Medical Association (AMA) and American College of Emergency Physicians (ACEP). The Contractor shall adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of the Orlando VA Medical Center. The regulation that governs the Beneficiary Travel Program is Title 38 Code of Federal Regulations (CFR) Section 70 and VHA Handbook 1601B.05, Beneficiary Travel.

C. The contractor, upon request, shall provide quality data and information related to services for participation in OVAMC Performance Improvement Programs when requested to do so. Upon request the contractor shall also provide documentation of the competency of staff that shall be providing the contracted services. The Contractor shall ensure Contractor employees providing work on this contract are fully qualified and licensed with the State of Florida to perform the required work; they shall also maintain records that document the employee’s certifications and competency assessment checklist. Upon request, the contractor shall make available for inspection at contractor’s headquarters a current copy of their competency assessment checklist and annual performance evaluation for each contractor employee working on this contract.

D. The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and Accountability Act (HIPAA) of 1996, and VA Handbook 0710 Personnel Security and Suitability Program. The Contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established Business Associate Agreement (BAA). By entering into this contract, the Contractor certifies they comply with HIPAA as it pertains to general patient information, HIV, drug and alcohol abuse, and sickle cell anemia.

E. The Contractor shall provide a minimum of a toll-free telephone and/or a locally dialed telephone number for accepting VA calls. It is estimated that 90% of all requests for Beneficiary/Patient Transportation Services shall be placed initially by telephone. Requests for service may also be submitted via email from an authorized representative of the VA.

The contractor shall, at all times during the contract period, have on his/her premises a functioning telephone and designated email address to communicate requirements with the VA (i.e., requests for service, patient incidents, special correspondence, etc.).

Secure/Encrypted Email - The Contractor shall have the ability to transmit encrypted email with personally identifiable information and receive similar encrypted email from the VA.

3. ORDERING OF SERVICES & RESPONSE TIME

A. Request(s) for VA Beneficiary/Patient ALS/BLS services shall be provided to the Contractor as soon as it is known by the Beneficiary Travel Department and/or AOD.

B. Request for services shall be made either in writing via email or telephonically.

1. Response time will be calculated from the Contractor’s receipt of the telephonic or email request for service.

a. The Contractor shall acknowledge and confirm, to the OVAMC, Contractor’s ability to provide services within the established response time. If the Contractor is unable to provide the service, the Contractor, immediately upon contact, shall notify the OVAMC’s authorized requestor of their inability to provide the service at the time that the VA contacts the Contractor for transportations services.

2. Contractors shall deliver services within the established response timeframes:

· ALS (Urgent): Fifteen (15) minutes or sooner.

· BLS (Non-emergent): Thirty (30) minutes or sooner.

· For scheduled non-emergent transportation, response time must be within 15 minutes before the scheduled pick-up time.

Note: If the Contractor fails to provide the service within the established response timeframes, the government reserves the right to obtain the service from another source. The VA will be the sole authority in determining when to order a transport services from another source and may charge the contractor with any excess cost which may result, and could be deduced from their monthly invoice. Repeated failure to meet required response timeframes may result in termination of the contract.

C. If all required contracted vehicles are already in use by the OVAMC and the VA requires additional service, the Contractor shall be contacted first to provide service. If the contractor is not able to provide additional service, the VA shall contact another source at the VA's expense.

D. The VA will provide contractor with a list of VA staff authorize to request services. This VA staff contact listing will be provided during the post-award conference. Services rendered in response to a request from other than authorized personnel shall be the risk of the Contractor and any cost thereof may be borne by the Contractor.

E. The Contractor shall submit an invoice summary to account for all services performed. The summary shall indicate the date and time of service call, name of beneficiary requiring services, type of transportation requested, designated pick-up and delivery points and actual time of arrival at the pick-up and delivery points. Copies of invoice summary shall be provided along with the invoices sent for payment.

The Contractor shall submit an invoice summary that includes the contract number, invoice date, invoice number, dates of service, total amount due and billable rates per the contract’s Schedule of Services and Pricing.

All patient transportation requests placed against the contract’s Schedule of Services and Pricing shall be verified against invoices and trip tickets. When ordering services, the VA medical facility will provide the following information:

· VA authorization number

· Mode of transportation required;

· Required date and time of arrival;

· Name of beneficiary;

· Pick-up and delivery point;

· Type of equipment required;

· Last four of the patient's Social Security Number

· Any special instructions

F. Patients may be transported to or from any designated location in which the contractor holds a Certificate of Public Convenience Necessity (COPCN) within the state of Florida, to include county to county transports and within county transports. All transports shall be between VA facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics, local hospital) and/or between the home of the beneficiary receiving travel services and the VA facility. The VA staff shall specify the points of origin and the destination of every trip.

G. When transporting patient(s) leaving the hospital, the Contractor shall be required, if necessary, to transport a maximum of three (3) items (boxes or luggage / not to exceed an aggregate weight of 40 lbs) of the patient’s personal effects at no additional cost to the VA. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and a personal suitcase. When transporting patients to or from medical facilities, the driver, acting for the Contractor, will ensure that the patient's luggage, medical records, medications and prosthetic devices are properly accounted for and delivered with the patient, as required.

H. When transporting patients to a VA or Community nursing home and/or Assisted Living Facility (ALF), upon arrival at the nursing home the driver shall give the VA Nursing Home Packet that accompanies the patient to the responsible nursing home staff member. If there are any discrepancies between the address listed on the Nursing Home Packet and the address listed in the trip request, the driver shall clarify the correct destination address with the Beneficiary Travel Department or the Administrator of the Day (AOD).

I. The contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver quarterly. Failure of the contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract, see FAR 52.212-4(l) Termination for the Government’s convenience and 52.212-4(m) Termination for cause.

J. For return trips from scheduled outpatient visits, the Contractor shall ensure Veterans and other beneficiaries do not wait more than 45 minutes for pick up, no matter where patient lives. If the Contractor fails to furnish service within the required timeframe, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost that may result, which will be deducted from the contactor’s monthly invoice. The VA will be the sole authority in determining when to order a transport service from another source.

4. INVOICE PROCEDURES

A. Invoices for payment will include a copy of the trip ticket and the VA authorization number to ensure payments. Invoices shall be submitted to the COR via email monthly for review prior to submission to Financial Service Center (FSC) in Austin, Texas. Each invoice will include:

· Authorization number

· The contract number

· Purchase order number

· Patient's name

· Patient's last four Social Security Number

· Date of Service

· Origination/Destination of Trip

· Mileage charged, if applicable

· Total number of miles traveled

· Total cost, in accordance with Schedule of Services and Pricing

B. The OVAMC reserves the right to reject payment for additional supplies and/or equipment used in the performance of this contract unless specifically ordered, required for patient care, or a common item not customarily furnished.

5. PATIENTS RIGHTS

A. The Contractor shall be courteous and considerate to all patients, escorts, family member passenger(s) or significant other passenger(s). SMOKING SHALL NOT BE PERMITTED in the Contractors’ vehicle.

B. The Contractor shall immediately notify the Beneficiary Travel Department, COR, or the AOD any incidents involving injury to VA patients or property during transport. The Contractor shall promptly complete and submit an Incident Report with all the information necessary to conduct a full review.

The VA will investigate and the COR will provide the results to the Contractor. The Contractor will be afforded an opportunity to provide a written response to the VA within ten (10) calendar days. The response shall include any corrective action and/or adopted measures to be implemented by the Contractor to prevent reoccurrence.

C. The Contractor shall notify the COR within 24 hours, in writing, any complaints made by the patients or staff with regards to transportation services. Any substantiated mistreatment of patients in the performance of this contract may be cause for immediate termination of the contract.

Substantiated reports of mistreatment may be referred to appropriate law enforcement authorities, as applicable. The VA reserves the right to request driver removal from transporting VA patients if mistreatment is substantiated.

D. Drivers will return patients in the order that they are called in. Drivers will not skip departing patients to cover a longer distance versus a shorter distance. Only with the approval of the Supervisor of Transition Unit will this be authorized.

E. The Contracting Officer may request an investigation to address complaints or performance concerns. The Contractor shall cooperate fully and provide all relevant information, documentation, and circumstances surrounding any incident. The Contractor shall provide a written response to the Contracting Officer’s inquiries within the timeframe allotted. The Contractor may propose recommendations for improved services for the VA's review.

F. The Contractor shall not employ any persons for work on this contract if such employee is considered by the Government to be a potential threat to the health, safety, security, or operations of the VA its facilities or its staff. Contractor's employees shall understand, speak, read, and write the English language. No employee of the contractor can be a Federal employee nor can they have any conflict of interest either real or perceived.

G. The Contractor shall display a visible means of a medium (comment card with the Contractor’s address pre-printed) that allows the patient to provide feedback, positive and negative to the Contractor. Contractor shall provide a quarterly report of patient feedback to the COR.

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

6. PATIENT ESCORT/CAREGIVER

A. The VA reserves the right to have an escort, such as a relative, care provider, or VA staff accompany the beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole authority in determining when an escort is required. There will be no additional charge to the VA for escorts authorized to travel with beneficiaries. The Contractor shall only be required to transport the escort with the patient and will not be required to return the escort back to point of origin (unless the escort is a VA attendant).

B. OVAMC reserves the right to send an authorized official (registered nurse, Licensed Practical Nurse, Nursing Assistant, or Physician) to attend the patient in a transfer from our facility when, in the opinion of our medical staff, such as trained attendant is necessary to the patient's welfare. The Contractor is required to return VA attendant to the point of origin. Reimbursement shall be limited to mileage rates as stated in the Schedule of Services and Pricing. The furnishing of the VA attendant does not relieve the Contractor from furnishing a qualified attendant in accordance with this contract.

C. The Contractor shall provide an attendant upon request of the VA. An attendant is defined as a Contractor employee, other than the driver on a given trip, that meets the qualifications needed for medical transport. The VA shall provide the Contractor with the medical diagnosis, medical condition, and special needs of the patient to determine the specific training and qualifications of the attendant needed. The Contractor shall ensure that each person employed is trained, qualified, and certified to perform the duties required, including CPR certification.

7. MULTIPLE RIDERS Multiple riders is defined as, more than one patient transported simultaneously in one vehicle at any given point during a trip.

A. When more than one patient is transported on a trip, payment will be made at the single patient loaded mileage rate (from the pick up to the final destination), or single patient pickup charge, as applicable. VA maintains the right to require multiple patient transports.

B. When more than one patient is transported simultaneously from the same point of pick up to the same destination, the contractor shall receive payment based on the single patient loaded mileage rate from the initial pick-up point to the final drop-off point, plus pick-up charges for both patients. Total mileage billed for multiple riders shall equal the actual vehicle mileage rate. In other words, mileage cannot be “double-billed” when both patients are on-board.

C. When more than one patient is picked up from different locations, but transported simultaneously to the same destination, the contractor shall receive payment based on the pickup charges, plus the single patient loaded mileage rate of the first pick-up to the final ultimate destination.

D. When more than one patient is picked up from the same pick-up point to different destination, the contractor shall receive payment based on the pick-up charges, plus total mileage. In other words, mileage cannot be “double-billed” when both patients are on-board.

E. The Contractor shall note the number of riders on all trip tickets.

F. Non-VA patients shall not be allowed on a VA trip, except for escorts/caregivers.

8. MILEAGE RATES

A. The web-based application at www.bing.com/maps, using the shortest time driving option, will determine trip mileage. For all one-way trips, the Contractor shall receive the ALS or BLS base rate, plus mileage.

B. Payment for mileage traveled will be limited to the “one way” distance which the patient is transported. Such mileage costs will be paid in addition to the applicable ALS/BLS rate per trip for any trip. Allowable charges for mileage outside the contract service area (Florida) will not exceed +5% of the web-based application at www.bing.com.maps using the shortest time driving option will determine trip mileage.

9. WAIT TIMES/TOLLS/DRY RUNS/NO SHOWS/CANCELLATIONS

A. “Waiting time” is billable for special trips approved by the COR or authorized personnel. This will be approved prior to trip. Wait time is billable in 15 minute increments. If vendor invoices for wait time that is not approved, payment will be denied.

B. If the pickup is other than that at the OVAMC, the contractor shall call the Beneficiary Travel Office, during normal working hours, or the AOD, after-hours, as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for verifying arrival time at the pickup point and is not necessary if the contractor anticipates no delay.

C. Transportation services listed in this Performance Work Statement includes ferry, bridge, or road toll charges.

D. The Contractor shall be entitled to the applicable base rate when dry runs or no shows are encountered due to no fault or negligence of the Contractor. Order of services must have been requested by authorized VA Medical Center personnel.

E. Contractor shall not charge dry run or no shows for trips if driver arrives too late to allow patients to keep scheduled clinic appointment. Driver shall take the most direct route from pick up location to destination unless legitimately unavoidable.

F. Should the VA determine a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, the VA may notify the Contractor to cancel such order. For cancelled orders while the Contractor is en route before being notified, the Contractor shall be entitled to receive reimbursement based upon the distance that would have been travelled one way using following criteria:

1. This charge shall not be allowed if authorized VA personnel cancelled the trip within two (2) hours of the scheduled pickup time.

2. Should the Contractor arrive at the origin before the VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor control, e.g., patient absence, patient refusal, the Contractor shall receive 100% of the cost for a one-way trip as provided in the schedule. The Contractor shall not be entitled to mileage reimbursement.

3. Contractor must report all dry runs or no shows at time of occurrence and verify with VA staff before driver can depart location.

10. CONTRACTOR PERFORMANCE

A. In the event the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the Beneficiary Travel Department Transportation Clerks (contact information will be provided to contractor prior to start of contract) and provide a justification for non-performance. The VA shall re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs will not relieve the Contractor from any other provision in this contract. The VA will be the sole authority in determining when services will be re-procured.

B. The Contractor shall be given “First-Right-of-Refusal” to travel to distant locations to pick-up “in-bound” VA Beneficiaries/Patients, on a “Request by Request” basis or, for the Contractor to contact and sub-contract with another (appropriate) Patient Transportation (level of care) Provider to fulfill the “Request by Request” for a VA Beneficiary/Patient Transport, under the Supervision of the Contractor and in accordance with pricing at its’ Contract Rates (and, the Contractor then being responsible for payment to the sub-contract provider; and for obtaining all of the paperwork from the sub-contractor for the VA).

C. At the time of the request, the Contractor shall acknowledge their ability to provide the service within the requested response time. If the Contractor cannot provide the services for any reason, they must notify the VA personnel requesting the service of their inability to provide the service. (All companies utilized as subcontractors are subject to the approval of the VA and the Contractor must provide a list of such subcontractors to the VA). In the case when a subcontractor is utilized, they must meet all response times and all other requirements of this contract. The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the ALS/BLS transportation dispatch.

D. The VA reserves the right to substitute the beneficiary requiring service at any time during the performance of this contract, to prevent delays, cancellations, or no-shows. There shall be no additional charge to the VA when contractor is notified of such changes at least one hour prior to scheduled pick up. If the VA requests a service and the beneficiary requires a different type of service upon contractor’s arrival, the contractor must notify the VA, along with providing a run sheet documenting the service provided. The VA will be charged a no-patient transport by the contractor when such changes occur.

E. The contractor employee shall determine upon arrival at the Beneficiary/Patient pick-up point, if the condition of the Beneficiary/Patient scheduled for pick-up is different than what was stated on the travel request, the contractor shall immediately notify the VA Travel Section and/or Administrative Officer of the Day (AOD) for further instruction in Patient Transport mode. If a Beneficiary/Patient being transported declines to be properly seat-belted he/she should not be transported. The Transportation Clerk should be notified promptly who may discuss such safety requirement with the Beneficiary/Patient via Telephone and/or in person. If the patient removes the securing devices during the trip, the transportation office should be notified of this upon contractor employee’s arrival at destination. The Contractor is not required to transport any Beneficiary/Patient who refuses to be properly secured while being transported.

11. BADGES

A. Employee Identification badges are required to be worn at all times by contractor employee.

12. CONTRACTOR QUALIFICATIONS

A. The Contractor shall meet all requirements of Federal, State, and City code regarding operation of this type of business. The Contractor shall maintain licensure/certification/ COPCN with the state of Florida and applicable counties, as applicable, throughout the life of the contract.