36C24819R0207-0001001.pdf

36C24819R0207

B.2 PRICE/COST SCHEDULE

Guaranteed Minimum Order Amount per Awardee: $100,000.00 Maximum Single Task Order Amount per Awardee: $3,000,000.00 Maximum Contract Value for Base Period and All Option Periods: $20,000,000.00

BASE YEAR

LINE

ITEM

DESCRIPTION

ESTIMATED

QUANTITY

UNIT UNIT

PRICE

TOTAL

PRICE

0001 Wheelchair/Scooter Patient

0001AA Loaded passenger mileage rate, for trips more than 30 miles in length Within the Catchment Area

300,000 Miles

0001BB Loaded Passenger mileage rate, for trips Outside the Catchment Area. (Est.

100 Trips)

10,000 Miles

0002 Stretcher Patient 0002AA Loaded passenger mileage rate, for trips more than 30 miles in length within the Catchment Area

1,000 Miles

0002BB Loaded passenger mileage rate, for trips Outside the Catchment Area (Est.

100 Trips)

10,000 Miles

0003 Contractor Attendant Mileage rate for wheelchair and ambulatory patient’s trips requiring a contractor attendant.

1,000 Miles

0004 Waiting time To begin 15 minutes after designated pickup time. Not-to-exceed $30 per pickup.

3,600 Minutes $1.00

0005 Local Trips Loaded passenger trips less than 30 miles in length

0005AA Wheelchair 9,500 EA 0005BB Stretcher 200 EA 0006 Cancelled Trips

0006AA 0-50 miles 60 EA

0006BB Over 50 miles 60 EA

0006CC Station Error 100 One- Way

Mileage (100)

TOTAL PRICE

BASE YEAR

OPTION YEAR ONE

LINE

UNIT UNIT

PRICE

TOTAL

PRICE

1001 Wheelchair/Scooter Patient

1001AA Loaded passenger mileage rate, for trips more than 30 miles in length Within the Catchment Area

300,000 Miles

1001BB Loaded Passenger mileage rate, for trips Outside the Catchment Area.

(Est. 100 Trips)

10,000 Miles

1002 Stretcher Patient 1002AA Loaded passenger mileage rate, for trips more than 30 miles in length within the Catchment Area

1,000 Miles

1002BB Loaded passenger mileage rate, for trips Outside the Catchment Area (Est.

100 Trips)

10,000 Miles

1003 Contractor Attendant Mileage rate for wheelchair and ambulatory patient’s trips requiring a contractor attendant.

1,000 Miles

1004 Waiting time To begin 15 minutes after designated pickup time. Not-to-exceed $30 per pickup.

3,600 Minutes $1.00

1005 Local Trips

1005AA Wheelchair 9,500 EA 1005BB Stretcher 200 EA 1006 Cancelled Trips

1006AA 0-50 miles 60 EA

1006BB Over 50 miles 60 EA

1006CC Station Error 100 One-

OPTION YEAR ONE

OPTION YEAR TWO

LINE

UNIT UNIT

PRICE

TOTAL

PRICE

2001 Wheelchair/Scooter Patient

2001AA Loaded passenger mileage rate, for trips more than 30 miles in length Within the Catchment Area

300,000 Miles

2001BB Loaded Passenger mileage rate, for trips Outside the Catchment Area. (Est.

100 Trips)

10,000 Miles

2002 Stretcher Patient 2002AA Loaded passenger mileage rate, for trips more than 30 miles in length within the Catchment Area

1,000 Miles

2002BB Loaded passenger mileage rate, for trips Outside the Catchment Area (Est.

100 Trips)

10,000 Miles

2003 Contractor Attendant Mileage rate for wheelchair and ambulatory patient’s trips requiring a contractor attendant.

1,000 Miles

2004 Waiting time To begin 15 minutes after designated pickup time. Not-to-exceed $30 per pickup.

3,600 Minutes $1.00

2005 Local Trips

2005AA Wheelchair 9,500 EA 2005BB Stretcher 200 EA 2006 Cancelled Trips

2006AA 0-50 miles 60 EA

2006BB Over 50 miles 60 EA

2006CC Station Error 100 One-

OPTION YEAR TWO

OPTION YEAR THREE

LINE

UNIT UNIT

PRICE

TOTAL

PRICE

3001 Wheelchair/Scooter Patient

3001AA Loaded passenger mileage rate, for trips more than 30 miles in length Within the Catchment Area

300,000 Miles

3001BB Loaded Passenger mileage rate, for trips Outside the Catchment Area. (Est.

100 Trips)

10,000 Miles

3002 Stretcher Patient 3002AA Loaded passenger mileage rate, for trips more than 30 miles in length within the Catchment Area

1,000 Miles

3002BB Loaded passenger mileage rate, for trips Outside the Catchment Area (Est.

100 Trips)

10,000 Miles

3003 Contractor Attendant Mileage rate for wheelchair and ambulatory patient’s trips requiring a contractor attendant.

1,000 Miles

3004 Waiting time To begin 15 minutes after designated pickup time. Not-to-exceed $30 per pickup.

3,600 Minutes $1.00

3005 Local Trips

3005AA Wheelchair 9,500 EA 3005BB Stretcher 200 EA 3006 Cancelled Trips

3006AA 0-50 miles 60 EA

3006BB Over 50 miles 60 EA

3006CC Station Error 100 One-

OPTION YEAR THREE

OPTION YEAR FOUR

LINE

UNIT UNIT

PRICE

TOTAL

PRICE

4001 Wheelchair/Scooter Patient

4001AA Loaded passenger mileage rate, for trips more than 30 miles in length Within the Catchment Area

300,000 Miles

4001BB Loaded Passenger mileage rate, for trips Outside the Catchment Area. (Est.

100 Trips)

10,000 Miles

4002 Stretcher Patient 4002AA Loaded passenger mileage rate, for trips more than 30 miles in length within the Catchment Area

1,000 Miles

4002BB Loaded passenger mileage rate, for trips Outside the Catchment Area (Est.

100 Trips)

10,000 Miles

4003 Contractor Attendant Mileage rate for wheelchair and ambulatory patient’s trips requiring a contractor attendant.

1,000 Miles

4004 Waiting time To begin 15 minutes after designated pickup time. Not-to-exceed $30 per pickup.

3,600 Minutes $1.00

4005 Local Trips

4005AA Wheelchair 9,500 EA 4005BB Stretcher 200 EA 4006 Cancelled Trips

4006AA 0-50 miles 60 EA

4006BB Over 50 miles 60 EA

4006CC Station Error 100 One-

OPTION YEAR FOUR

TOTAL CONTRACT PRICE

B.3 PERFORMANCE WORK STATEMENT

1. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

The contractor shall provide all Non-Emergency, Special Mode Transportation (SMT) services as identified within the performance work statement (PWS) for beneficiaries of North Florida/South Georgia Veteran Health System, 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 SMT service as identified in the Price and Cost Schedule and the PWS in accordance with all terms, conditions, and provisions stated herein. The contract term shall cover a One (1) year Base Period, plus four (4) additional option years;

the one (1) year option years are subject to be exercised at the Government’s discretion. The contractor’s responsibility shall cover non-emergency transportation services with NF/SG Veterans Healthcare System catchment area which consists of thirteen counties: Alachua, Duval, Sumter, Marion, Putnam, St. Johns, Columbia, Leon, Taylor, Jackson, Ware, Lowndes, and Camden. The successful vendor is required to continuously be compliant with the requirement 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 under this PWS; however, their physical addresses may change during the life of the contract, and this list may expand in conjunction with the Mission Act:

Malcom Randall VA Medical Center, 1601 SW Archer Rd, Gainesville, FL 32608-1197 Lake City VA Medical Center, 619 S. Marion Ave., Lake City, FL 32025-5808 Jacksonville OPC (Additional Jacksonville Locations), 1536 N Jefferson St, Jacksonville, FL 32209 Sergeant Ernest I “Boot” Thomas HCC, 2181 East Orange Ave., Tallahassee, FL 32311 The Villages OPC, 8900 SE 165th Mulberry Ln, The Villages, FL 32162 Marianna CBOC, 4970 Highway 90, Marianna, FL 32446 Ocala CBOC (Ocala West Campus), 1515 E. Silver Springs Blvd., Ocala, FL 34470 Palatka CBOC, 400 North State Road 19, Suite 48, Palatka, FL 32177 Perry CBOC, 1224 North Peacock Ave., Perry, FL 32347 St. Augustine CBOC (Interim Location) 195 SouthPark Blvd., St. Augustine, FL 32086 St. Mary’s CBOC, 205 Lake Shore Point, St. Mary’s, GA 31558 Valdosta CBOC, 2841 N. Patterson St, Valdosta, GA 31602 Waycross CBOC, 515B City Boulevard, Waycross, GA 31501

2. CONTRACT DEFINITIONS/ACRONYMS AND TERMS

a) Catchment Area – defined as all areas located within the list of thirteen counties shown above.

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 special mode transportation based on a medical impairment or special need (to include but not limited to: blindness, mental health deficiency, amputees, etc.)

c) 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.

d) Wheelchair Patient- A non-emergency VA beneficiary confined to a wheelchair, using a wheelchair 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.

e) 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, medical technician or VA employee that may accompany the patient in addition to the driver.

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

g) 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 shall 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 shall be updated for each option when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips as shown in the Price and Cost Schedule for the medical facility.

h) Cancellation - A cancellation 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. Attendant fees for cancellation/no shows will be begin at the point of picking up the veteran. A flat rate will be assessed for the attendant for cancellation/no shows.

i) Mileage Rate – Mileage rate for special mode is the rate paid for each mile traveled. This rate applies to one-way transportation only. Reimbursement for mileage shall be at the mileage rate stated in the price/cost 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.

j) 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. Attendant fees for cancellation/no shows will begin at the point of picking up the veteran. No Shows will be treated as Cancellations and will be covered under the Cancelled Trips CLIN for invoicing purposes.

k) 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.

l) 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.

m) Wait Time – Is the time a vehicle is waiting at a medical provider’s facility, to which the transportation provider transported the beneficiary to transport the beneficiary to another destination, during the same trip.

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

o) 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, Se)

p) 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.

q) 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.

r) 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.

s) 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.

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

u) Joint Commission (JC) (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.

v) 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.

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

x) 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.

y) Scheduled Trip(s) – The term "Scheduled Trip" refers to those trips in which the Contractor has been given notice by 6:00 p.m., the prior business day of required services and a specific pick-up time.

z) 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.

aa) Administrative Officer of the Day (AOD) - VA official that works in the admission/ Emergency Department area during evenings and nights and monitors hospital activities during other than normal working hours. This person authorized transports.

bb) Beneficiary Travel Department – Department within the VA that oversees the Beneficiary Travel Program and its entitlements. This includes transportation such as the SMT services.

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

dd) Beneficiary Travel (BT) 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.

ee) 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. 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.

3. JCAHO STANDARDS

a) The Contractor shall perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization (JCAHO) and 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 policies, procedures, and a regulation that governs the Beneficiary Travel Program is Title 38 Code of Federal Regulations (CFR) Section 70.

b) The Contractor shall comply with the provisions of the Privacy Act of 1974.

c) Portability and Accountability Act (HIPAA) of 1996 and VA Directive and Handbook 0710. 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 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.

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

4. PERFORMANCE AND QUALIFICATIONS

a) The Contractor shall provide non-emergency transportation services on an “as needed” basis. Services may be required 24-hours per day/7-day a week, 365 days a year, within the states of Florida and Georgia. 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 adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of North Florida/South Georgia Veterans Health System.

c) The contractor, upon request, shall provide quality data and information related to services for participation in North Florida/South Georgia Veterans Health System 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 employees providing work on this contract are fully trained and competent to perform the required work; they shall also maintain records that document competence/performance level of employees working on this contract. Upon request, the contractor shall provide a current copy of their competency assessment checklist and annual performance evaluation to the Contracting Officers’ Representative (COR) for each contractor employee working on this contract.

d) 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 -followed by a written request via secure Facsimile or email. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, text message or in person.

e) If the contractor’s place of business is located beyond the local telephone call zone of the NF/SG (386, 352, 904 and 850) area code, the contractor shall install and provide to the NF/SG, a toll-free number for accepting the NF/SG calls.

f) The contractor shall, always during the contract period, have on his/her premises a functioning telephone to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). Use of this communication system shall be mutually agreed upon after award but prior to contract performance.

g) Secure/Encrypted Email - The Contractor shall acquire compatible Public Key Infrastructure (PKI) to transmit encrypted email with personally identifiable information and receive similar encrypted email from the VA.

5. ORDERING SERVICE

a) Drivers shall return patients in the order that they are requested. Drivers shall not skip departing patients to cover a longer distance versus a shorter distance. Only with the approval of the Travel Section Supervisor will this be authorized. Repeated instances of skipping may lead to termination of the contract or discontinuance of further order placement. Invoices for payment shall include a copy of the trip ticket and the name of the trip requester to ensure payments.

b) Request(s) for VA Beneficiary/Patient special mode transportation services shall be provided to the Contractor as soon as it is known by the Beneficiary Travel Department, and/or Administrator Officer on Duty (AOD). The authorized VA staff must obtain a written authorization in the form of a Beneficiary Travel consult.

c) Request for services shall be made from authorized personnel by Email or Fax. A list of authorized personnel shall be provided to the contractor. Telephonic requests shall be followed with either email/fax or admission/discharge packets.

d) The Contractor shall ensure that requests for services are received from Beneficiary Travel Department, and/or Administrator Officer on Duty (AOD). Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto may be borne by the Contractor.

e) When transporting patient(s) leaving the medical facility, the Contractor shall be required, if necessary, to transport a maximum of three items (boxes or luggage) of the patient’s personal effects at no additional cost to the VA. Weight and size of these items shall be limited to that which one person can reasonably pick up and load into the vehicle. All patients (including mental health) shall have belongings inventoried and maintained separately while being transported.

f) The Contractor shall submit an invoice summary to account for all requests for services.

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.

g) 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 price schedule.

h) All patient transportation requests shall be placed per the contract line items and pricing as listed in Section B and shall be verified against invoices and trip tickets. When ordering services, the VA medical facility shall provide the following information:

1. VA authorization number

2. Mode of transportation required;

3. Required date and time of arrival;

4. Name of beneficiary;

5. Pick-up and delivery point;

6. Type of equipment required;

7. Last four of the patient's Social Security Number;

8. Any special instructions.

9. Patients may be transported to or from any designated location within the defined

Catchment Area, encompassing the state of Florida and Georgia, to include county to county transports and within the county. 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,) 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.

i) When transporting a patient leaving the hospital, the Contractor shall be required, if necessary, to transport a maximum of three (3) items (boxes or luggage) 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, shall ensure that the patient's luggage, medical records, medications and prosthetic devices are properly accounted for and delivered with the patient, as required.

j) When transporting patients to a VA or Community nursing home and/or 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).

k) The contractor shall provide and respond to all special mode transportation calls in accordance with all Federal, State, and Local regulations governing dispatch of special mode/handicap transportation vehicles and medical care of on-board patients, to include measures to ensure timely arrival at the designated healthcare facility.

6. RESPONSE TIME

a) The Contractor’s vehicles must respond within one hour after notification for unscheduled trips and 30 minutes for scheduled trips. Response time will be calculated from the Contractor’s receipt of the telephonic/fax or email request for service. The Contractor is responsible for finding any replacement vehicles as necessary. Payment will be made in accordance with the applicable CLIN pricing.

b) For return trips from scheduled outpatient visits, the Contractor shall ensure Veterans and other beneficiaries do not wait more than one hour after notification for unscheduled return trips and 30 minutes for scheduled return trips, no matter where patient lives.

c) Patient pickups shall be completed within one hour after notification for unscheduled trips and 30 minutes for scheduled trips.

d) Repeated failure to meet required response timeframes may result in termination of the contract, or discontinuance of further orders.

e) Response time will be calculated from the Contractor’s receipt of the telephonic/fax or email request for service.

f) Contractor should acknowledge and inform the facility of the ability to provide the contracted services with the established response time for the specific request. If for any reason, they are unable to provide the service, they must notify the facility authorized requestor of their inability to provide the service.

g) The contractor shall miss no more than three patient pickups per 100. The COR will review the circumstances of each incident to determine who is at fault. A Letter of Concern shall be issued after every four missed pickups per 100 for which they are at fault, and the contractor shall provide a plan to prevent further instances.

h) Failure of the contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for cause [see FAR Clause 52.212-4(m), Termination for Cause].

7. PATIENTS RIGHTS

a) The Contractor shall be courteous to VA Beneficiaries/Patients and any Authorized Escort, Family Member passenger or Significant Other passenger and “SMOKING IS NOT PERMITTED” in the Contractors’ Vehicles.

b) Drivers must be courteous and considerate of all patients they are transporting. Any substantiated mistreatment of patients in the performance of this contract may be cause for immediate termination of the contract, or discontinuance of further ordering of services from the Contractor. 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.

c) The Contractor shall report any patient incident initially on a signed incident report within twenty-four hours of the incident to the Beneficiary Travel Department or AOD. An assessment of the incident and a signed contractor response to the incident to include training and process changes shall be submitted to the Supervisor within five days from the date of the incident. A signed final analysis to include education, training, and process changes to prevent future incidents shall be submitted within thirty days to the Travel Department Supervisor.

d) The Contractor shall not employ any persons for work on this contract if such employee is considered by the VA contracting officer to be a potential threat to the health, safety, security or operations of the VA. 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.

e) The Contractor shall display a visible means of a medium that allows the patient to provide feedback, positive and negative to the Contractor (comment cards). Contractor shall provide a quarterly report of patient feedback to the Contracting Officer Representative (COR).

8. PATIENT ESCORT/CAREGIVER

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

b) The North Florida/South Georgia Veterans Health System 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 deemed necessary to the patient’s welfare by medical staff.

c) Contractor is required to return VA attendant to the point of origin. Reimbursement shall be limited to mileage rates as stated in the Price Schedule. The furnishing of the VA attendant does not relieve the Contractor from furnishing a qualified attendant in accordance with this contract.

d) 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. When completing a stretcher transport the vendor is responsible for ensuring that a stretcher is included with this run, with no extra charge to the VA. The VA shall provide pertinent medical information and inform Contractor of special needs required for 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.

9. RATES

a) The web-based application at www.bing.com/maps, using the shortest time driving option, shall determine trip mileage. For all one-way trips ordered under this contract, the Contractor shall receive Special Mode Transportation base rate quoted. The Special Mode Transportation rate, as defined in section B.2 Price/Cost Schedule, shall constitute full compensation for one-way trips as defined herein.

b) The same rates shall apply 24 hours per day. Payment for mileage traveled shall be limited to “one way only”, the distance over which the patient is transported. Such mileage costs shall be paid in addition to the pick-up charge per trip for any trip.

Allowable charges for mileage outside the contract Catchment Area (Florida/Georgia) shall not exceed +5% of the web-based application at www.bing.com.maps using the shortest time driving option shall determine trip mileage.

10. WAIT TIMES/TOLLS/NO SHOWS

a) “Waiting time” is billable for special trips approved by the COR or authorized personnel.

This will be approved prior to trip. If vendor invoiced wait time is not pre-approved, payment will be denied.

b) If the pickup is other than NF/SG Veterans Health System locations, 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 his arrival at the pickup point and is not necessary if the contractor anticipates no delay for the claimed pick-up point and is not necessary if the contractor anticipated no delay for which he/she shall claim reimbursement.

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

d) If the VA decides that 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 the trip. For orders that are cancelled while the Contractor is already in route before being notified, the Contractor shall be entitled to receive reimbursement in price schedule.

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

2. If the Contractor arrives at the destination 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, or patient refusal, the Contractor shall receive 100% of the pick-up charge for a one-way trip, as provided in the schedule. Contractor will not; however, be entitled to mileage reimbursement.

11. CONTRACTOR PERFORMANCE

a) 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. The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the SMT transportation dispatch.

b) The VA reserves the right to substitute the beneficiary requiring services 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 such changes occur.

c) 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 shall not be transported. The Transportation Clerk should be notified promptly and 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.

d) Contractor employee shall ensure proper loading/unloading techniques are followed always. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. NO patient shall be allowed to ride a motorized cart (scooter) on to the vehicle lift at ANY time. The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

e) The Contractor shall provide an attendant upon request of the VA. The Contractor shall provide an attendant for all mental health transfers. The Contractor shall invoice for attendants at the rates specified in the pricing section. An attendant is defined as a Contractor employee other than the driver on a given trip that meets qualifications needed for medical transport. The VA shall put the Contractor on notice with medical condition and special needs to determine the training and qualifications that the attendant needed. Contractor is responsible to ensure that proper staffing is used when transporting bariatric or special need (i.e. ventilated patient’s) in a timely matter. The Contractor shall ensure that each person employed is trained, qualified and certified to perform the duties required, including CPR certification and appropriate training for handling dementia patients, or other mental health problems.

f) Random spot checks of service will be performed by NF/SG Contracting Officer (CO), Contracting Officer Representative (COR), or their delegate at least once Quarterly.

12. IDENTIFICATION BADGES

Contractor employees shall be clearly identified by a company uniform and badge with name, function, and name of the Contractor and a photograph of the employee. Contractor personnel shall wear an appropriate and professional uniform. Contractor employees shall conduct themselves in a professional manner always while on VA premises and or other affiliated healthcare facilities.

13. CONTRACTOR QUALIFICATIONS

a) The Contractor shall meet all requirements of Federal, State, and City codes regarding operation of this type of business for the entire area to be covered by this service. The contractor shall ensure that drivers hold current Cardiopulmonary Resuscitation (CPR) certifications. The Contractor shall maintain licensure/certification with the state of Florida throughout the life of the contract. In the event the license/certification lapses or expires, this could be cause for termination of the contract or discontinuance of further ordering of services from the Contractor.

b) The contractor shall maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service for the entire coverage area. Documentation shall be made available to the VA immediately upon request by the Contracting Officer for the duration of this contract and applies to any sub-contractors employed by the contractor.

c) The contractor must submit a letter in duplicate, fully describing the make of vehicle(s), model and year which he agrees to furnish under this offer including the location and telephone numbers of the establishment where calls are received, and vehicles are immediately available for dispatch. This letter must contain information as the metering devices or methods the offeror proposes to use in determining mileage. The Contracting Officer shall be notified in writing of any vehicle equipment adds/subtracts after award of contract.

d) Within fourteen (14) days after receipt of award, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. These individuals must complete a VA issued security check within thirty (30) days from the Government’s receipt of the list of names.

The background check will be conducted by the Gainesville VAMC Human Resource Department and will include the Contractor’s employees to have their fingerprints captured. Within fourteen (14) business days after contract award, the Contractor shall provide the following employee information: Name, Position, and Title and Work assignment area. The initial documentation shall be provided to the Contracting Officer.

Thereafter, any personnel changes will be submitted within two (2) business days after the changes occur.

e) Drug Testing Policy - The Contractor shall have internal policies and procedures for identifying and preventing employee drug and alcohol abuse. Copies of these policies and procedures shall be provided to the COR upon request.

f) The Contractor shall ensure the following personnel requirements are met:

1. Ensure and certify personnel performing the services required under this contract are properly licensed and fully trained in the use of the vehicle and equipment that shall be used in carrying out contracted services.

2. Each vehicle shall be operated with proper personnel for adequate patient care.

g) Records and certifications shall be maintained by the contractor and shall be available to VA for inspection upon request.

i) All contractor personnel shall have continuous training to maintain their appropriate levels of competency, including HIPPA, infectious and CPR training to ensure that they know how to deal with Veterans in various health situations.

j) Drivers shall have a valid operator's license valid in the State of Florida for the operation of services they perform, and, shall be in reasonably good health, with a record of current immunizations/vaccinations present in their employee file.

k) The Contractors’ drivers/attendants must have a record of current/recurrent training completed in their employee file, for:

Blood Borne Pathogens and Hazardous Materials Training Familiarization with the various Alert/Emergency Code Names used by the VA Medical Center Basic First Aid and CPR The Privacy Act of 1974 The Health Insurance Portability and Accountability Act (HIPAA) of 1996 Handling and Disposal of Bio-Hazardous Waste

l) During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer.

At no time, will the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of the contract.

m) Drivers shall be trained in the correct use of securing patients, to include patents confined to wheel chairs and stretchers. Drivers are prohibited from transporting Veterans in scooters. Failure to adhere shall result in contract termination.

14. VEHICLE AND INSURANCE

a) Contractor shall provide VIN numbers of all vehicles that shall be used for patient transport. Additionally, the contractor shall submit all additions/deletions to the list. This report shall be submitted to the Contracting Officer and Contracting Officer Representative in a timely manner. Vehicles provided for service shall meet the following criteria:

Equipment shall be clean to meet customer expectations.

All internal and external lights shall function properly.

All vehicles shall contain functioning air conditioning and heating systems.

All equipment in the patient area shall be adequately secured.

All vehicles shall contain seatbelts, rear view and side view mirrors.

A no smoking policy shall be applied with visible signage posted.

Vehicles shall be inspected for cleanliness prior to each pick-up and be kept clean and in good mechanical and body condition.

All vehicles shall contain functioning, primary and back-up, two-way communication between the transport vehicle and the contractor’s dispatch location.

Vehicles shall display appropriate company logo or insignia.

Vehicles shall prominently display a sign to indicate “NO TIPPING ALLOWED”.

b) The Contractor shall obtain all necessary licenses and/or permits required to perform this work. He shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract and be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence.

c) The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of Florida. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days’ prior written notice to the Contracting Officer. The following minimum insurance coverage shall apply to this contract:

1. Worker’s Compensation and Employer’s Liability Insurance in accordance with the Office of Workers’ Compensation Programs (OWCP): Contractors are required to comply with applicable Federal and State worker’s compensation and occupational disease statutes. If occupational diseases are not commensurable under those statues, they are covered under the employer’s liability section of the insurance policy, except when contract operations are so commingled with a Contractor’s commercial operations that it would not be practical to require this coverage. The Contractor must hold Employer’s liability coverage of at least a minimum of $100,000.

2. General Liability: Covers liability exposures, such as lawsuits, and property or personal injury on the premises of a business): at least a minimum of $500,000 per occurrence.

3. Automobile Liability: at least a minimum $200,000 per person, at least a minimum $500,000 per occurrence for bodily injury and at least a minimum $20,000 per occurrence for property damage. The Contractor shall provide proof of liability insurance, as listed above, prior to commencement of work.

d) The VA reserves the right to inspect the Contractor Team equipment and vehicles or require documentation of compliance with contract specifications. VA inspections of Contractor equipment shall not constitute a warranty that the Contractor’s vehicles and equipment are properly maintained.

e) Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.

f) Vehicles shall be clean (no blood, saliva, urine, any patient discharges) and maintained in good repair in accordance with manufacturer's instructions and specifications, always during the performance of this contract.

g) Unless established by a separate written agreement between the Contractor and the VA Medical Center, the Contractor shall not be permitted to borrow medical equipment from the Medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA. At no time, shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

h) The VA reserves the right to restrict the Contractor's use of equipment and vehicles which need repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the Government.

i) Each stretcher vehicle shall be equipped with the following

1. A crash table side or center mounting style litter fastener of the quick release type.

2. At least two (2) strap-type restraining devices per stretcher, cot and litter to prevent longitudinal and transverse dislodgment of the patient during transit.

3. Air conditioning and heating system.

4. An inside rear-vision mirror which shall enable the driver to view the entire passenger compartment, at the level at which the passengers ride, in addition to the rear vision mirrors.

5. Floor covering material that can be easily maintained in a safe, sanitary, and odor free manner that shall extend the full length and width of the patient compartment.

6. A fully operational fire extinguisher, in an easily accessible location as a minimum.

7. A minimum of 5 feet in height, measured from the finished floor to the finished ceiling, for the patient compartment.

8. Operable two-way radio communications capability with the services base station.

j) To protect the lives and health of patients, the Contractor shall take such safety precautions as the Contracting Officer, or his designate, may determine to be reasonably necessary. The Contracting Officer, or his designate, shall notify the Contractor of any safety non-compliance and the action to be taken.

k) The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work.

l) The Contractor personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the Contracting Officer.

m) Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not be limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by State of Florida law, and, their motor vehicle drivers/operators’ license history and driving skills.

n) Contractor attests that assigned personnel have fulfilled all testing and…