36C24820Q0760.docx

36C24820Q0760

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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

673-202-095-1327

05-18-2020 Cyrouse Himid Houshyani 813-631-2816 06-01-2020

2:30 PM EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

X

Y 621610 $15 Million

N/A

36C673 Department of Veterans Affairs James A. Haley Veterans Hospital (90C) 13000 Bruce B. Downs Blvd

Tampa FL 33612 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Tampa FL 33637

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page The Contractor shall provide Surgery Companion Care Services in Support of the beneficiaries of the James A. Haley VA Medical center.

Reference page 5 thru 8 for Section B.2, Price Schedule and page XXX thru XXX for page 8 thru 40 for section B.3., Performance Work Statement.

Period of Performance (POP): One (1) base year and four (4)

- one (1) year option periods.

Please direct all questions concerning the Request for Quote (RFQ) and related documents to Cyrouse Himid Houshyani, Contracting Officer, at cyrouse.houshyani@va.gov no later than 2:00PM on May 25, 2020.

This RFQ is a set aside for Service Disabled Veteran Owned Small Business (SDVOSB). At the time of quoters response to the RFQ, Offeror must represent that it is a SDVOSB, verified for eligibility in the Veterans Information Page (VIP) data base at https://www.vip.vetbiz.va.gov/.

Wage Determination No.:2015-4572 Revision No.:11 Dated:

12-23-2019 is applicable to this procurement.

See CONTINUATION Page x

Cyrouse Himid Houshyani

NC0815L2-65122

Contents

SECTION A - CONTINUATION OF SF 1449 BLOCKS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters shall be handled by the following individuals:

a. CONTRACTOR:

Title:

Address:

Telephone:

Facsimile:

E-mail: Federal Taxpayer Identification Number

Dun and Bradstreet Number

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor should be mailed to the following address:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

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

B.2 PRICE SCHGEDULE

The Contractor shall provide Surgery Companion Care Services in support of eligible beneficiaries of the James A. Haley VA Medical center (hereinafter referred to as JAHVAH). All services shall be performed during transportation to and from the Department of Veteran Affairs facilities to include but not limited to Home Health Aide or Certified Nursing Assistant (CNA) services at the beneficiary’s home. The Contractor(s) care shall cover the range of surgery companion care services as would be provided by a licensed community home health care organization.

Place of Performance: James A. Haley VA Hospital, 13000 Bruce B. Downs Blvd, Tampa FL 33612. The service operates patient pick-up and drop-off to/from the patient’s place of residence, the JAHVH, outpatient pharmacy, and prosthetics to include in-home patient care if required.

Period of Performance: One (1) base year with four (4) – one (1) year options.

Minimum and Maximum Garanteed: This solicitation includes a guaranteed minimum of 40 Hours; 300 Miles of services. When all Contract Line Item Numbers (CLIN) are added for the base year of the contract. The maximum amount to be ordered for this solicitation for the base, and all option periods, if exercised by the Government, is 14,000 Hours;75,000 Miles of services. If the maximum aggregate amount of services are reached prior to the end date of the final period of performance, no further task orders will be issued on the contract.

Task Order Procedures: In lieu of issuing an individual task order whenever there is a need for service, one (1) task order will be issued to fund the base period and modify increases or decreases of funding as necessary. Task Order will be obligated with a Not to Exceed (NTE) amount and Contractor shall not exceed estimated quantities or dollar threshold without the express or written consent of the Contracting Officer. Adjustment made without approval will be considered an Unauthorized Commitment; violation under Federal Acquisition Regulation, FAR 1.602-3. Should the Government choose to exercise any option periods; an individual task order will be issued for each option period at the time of exercising the option. The task order will contain date of order, order number, contract line item number, description, estimated quantity, unit cost, performance schedule, place of performance, accounting and appropriations data, and method of payment.

Pricing Instructions: Quoters must fill out the cells in the following columns in the Price Schedule for each CLIN: Unit Price, Estimated Total Price and Estimated Grand Total for pricing and evaluation purposes. Throughout the life of the contract the VA will pay the awarded fixed rate. The Offeror shall complete the price schedule below. No CLINS shall be left blank. The award of this contract for the base year and all option years one (1) through four (4) shall not exceed $395,532.00 in the aggregate amount.

The offeror is instructed to include all other than price and cost information supporting the proposed price as directed in Instructions to Offerors addendum to 52.212-1.

The Contractor shall propose a minimum of 10 key personnel be available for scheduling to meet the requirements of the contract.

BASE YEAR: June 16, 2020 to June 15, 2021

BASE YEAR

ESTIMATED TOTAL FOR BASE YEAR

ESTIMATED TOTAL FOR OPTION YEAR 1

OPTION YEAR 2: June 16, 2022 to June 15, 2023

ESTIMATED TOTAL FOR OPTION YEAR 2

OPTION YEAR 3: June 16, 2023 to June 15, 2024

ESTIMATED TOTAL FOR OPTION YEAR 3

OPTION YEAR 4: June 16, 2024 to June 15, 2025

ESTIMATED TOTAL FOR OPTION YEAR 4

Total for base performance period and all option years: $_________________________

B.3 PERFORMANCE WORK STATEMENT

Surgery Companion Care Services

1. GENERAL:

1.1. Services Provided: The contractor shall provide Surgery Companion Care Services in accordance with the terms and conditions contained herein to beneficiaries of the Department of Veterans Affairs (VA), James A. Haley Veterans’ Hospital. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2. Place of Performance: Contractor shall furnish services at the James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd., Tampa, FL 33612. The contractor shall also furnish services to/from patients’ place of residence, outpatient pharmacy, prosthetics department and at the patients’ residence if required.

1.3. Authority: Title 38 United States Code (U.S.C.) 8153, Health Care Resources (HCR) sharing Authority, FAR Parts 12 – Acquisition of Commercial Items in conjunction with FAR Part 13 Simplified Acquisition Procedures, and FAR Part 37 – Service Contracting

1.4. Policy/Handbooks - The contractor shall be subject to the following policies, including any subsequent updates during the period of performance:

1.4.1. VA Directive 1663: Health Care Resources Contracting - Buying http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347

1.4.2. VHA Directive 2006-041 “Veterans’ Health Care Service Standards” (expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443

1.4.3. VHA Handbook 1100.18 Reporting And Responding To State Licensing Boards - http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.4.4. Privacy Act of 1974 (5 U.S.C. 552a) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.4.5. Joint Commission - http://www.jointcommission.org/standards/

1.4.6. HHS OIG Website – http://oig.hhs.gov/exclusions/index.asp

1.4.7. American Journal for Infection Control - AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf

1.5. Definitions/Acronyms: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.5.1. ASU: Ambulatory Surgery Unit

1.5.2. BLS: Basic Life Support

1.5.3. Business Like: Exhibiting qualities believed to be advantageous in business

1.5.4. CDC: Centers for Disease Control and Prevention

1.5.5. CDR: Contract Discrepancy Report

1.5.6. CMP: Civil Monetary Penalty

1.5.7. CMS: Centers for Medicare and Medicaid Services

1.5.8. CNA Certified nursing assistant

1.5.9. CO: Contracting Officer – The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

1.5.10. COR: Contracting Officer’s Representative – A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.5.11. COS: Chief of Staff

1.5.12. CPARS: Contractor Performance Assessment Reporting System

1.5.13. DEA: Drug Enforcement Agency

1.5.14. ED: Emergency Department

1.5.15. Estimated Quantities: The quantities or dollar threshold listed in the Price Schedule, effective for the periods stated are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the VA’s requirements do not result in orders in the quantities or dollar amount described, that fact shall not constitute the bases for an equitable price adjustment.

1.5.16. HHS: Department of Health and Human Services

1.5.17. HIPAA: Health Insurance Portability and Accountability Act

1.5.18. HR: Human Resources

1.5.19. ISO: Information Security Officer

1.5.22. Mileage Rate: The rate for each mile traveled

1.5.23. OSHA: Occupational Safety and Health Administration

1.5.24. OIT: Office of Information and Technology

1.5.25. OPM: Office of Personnel Management

1.5.26. OR: Operating Room

1.5.27. PIV: Personal Identity Verification

1.5.28. POP: Period of Performance

1.5.29. PWS: Performance Work Statement

1.5.30. QASP: Quality Assurance Surveillance Plan

1.5.31. VAMC: Veterans Affairs Medical Center

2. QUALIFICATIONS:

2.1.1. License - All licenses held by the personnel working on this contract shall be full and unrestricted licenses to the services covered by this contract issued by the State of Florida. Contract personnel shall submit evidence of current, full and unrestricted licenses, registration, certification, and/or other relevant credentials for verification prior to appointment and throughout the employment process, as requested by the COR. Contractor is responsible for keeping the COR informed of anything that would adversely affect or otherwise limit their clinical privileges. Failure to meet this requirement shall result in termination of the contract.

2.1.2. Board Certification – The contractor’s employees and any subcontractors shall have all licenses, permits, and certifications as required by law.

2.1.3. Technical Proficiency - Contract personnel (s) shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide, if requested, verifiable evidence of all educational and training experiences including any gaps in educational history for all contract personnel(s) and contract personnel (s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior.

2.1.4. Continuing Medical Education (CME)/ Certified Education Unit (CEU) Requirements: Contractor shall provide the COR copies of current CMEs as required or requested by the VAMC. Contract personnel (s) registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. Contractor shall report CME hours to the credentialing office if requested. Failure to provide shall result in loss of privileges for contract personnel (s).

2.1.5. Training: Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the Contractor’s and must be kept current. At no time shall any of the training requirements lapse.

2.1.6. Completion for Cyber Security and Patient Privacy Training Courses

2.1.7. Basic Life Support (BLS) certification issued by the America Heart Association or similar agency is required to be kept by any contractor who shall have contact with a veteran. There is to be no lapse of certification at any time.

2.1.8. Motor vehicle license

2.1.9. Standard Personnel Testing: Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR. Tests shall be current within the past year.

2.1.9.1. Tuberculosis Testing: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel (s). A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

2.1.9.2. Rubella Testing: Contractor shall provide proof of immunization for all contract personnel (s) for measles, mumps, rubella or an acceptable rubella titer. If the titer is under the lab threshold a rubella immunization shall be administered with follow-up documentation to the COR.

2.1.9.3. OSHA regulation concerning occupational exposure to bloodborne pathogens: Contractor shall provide generic self-study training for all contract personnel (s); provide their own Hepatitis B vaccination series at no cost to the VA if they elect to receive it; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control-AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.1.9.4. Evidence of a Hepatitis B Titer

2.1.9.5. Evidence of a Hepatitis C Titer

2.1.9.6. Varicella Titer if the contracted employee has not had Chicken Pox

2.1.10. National Provider Identification (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the Centers for Medicare and Medicaid Services (CMS) National Plan and Provider Enumeration System (NPPES) be provided to the Contracting Officer with the proposal.

2.1.11. Conflict of Interest: The Contractor and all contract personnel (s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.1.12. Citizenship Related Requirements:

2.1.12.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals;

2.1.12.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

2.1.12.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

2.1.12.4. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

2.1.12.5. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFQ using the subject attachment in Section D of the solicitation document.

2.1.13. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site referenced above to ensure that the proposed contract physician (s) are not listed. Contractor shall note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, shall be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and shall also be subject to damages for the amount claimed for each item or service. CMP’s shall also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.1.13.1. By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.

2.2. Clinical/Professional Performance: The qualifications of Contractor personnel are subject to review by VA Medical Center COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Handbook 1100.19. Clinical/Professional performance monitoring and review of all clinical personnel covered by this contract for quality purposes will be provided by the VAMC COS and/or the Chief of the Service or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

2.3. Non Personal Healthcare Services: The parties agree that the Contractor and all contract personnel (s) shall not be considered VA employees for any purpose.

2.4. Indemnification: The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees.

2.5. Prohibition Against Self-Referral: Contractor’s employees are prohibited from referring VA patients to contractor’s or their own practice(s).

2.6. Inherent Government Functions: Contractor and Contract personnel (s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.7. No Employee status: The Contractor shall be responsible for protecting Contract personnel (s) furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

2.7.1. Workers’ compensation

2.7.2. Professional liability insurance

2.7.3. Automobile Insurance

2.7.4. Health examinations to include: Standard Personnel testing as listed in 2.1.8 (above)

2.7.5. Income tax withholding, and

2.7.6. Social security payments

2.8. Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract personnel (s). When a Contractor or contract personnel (s) has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s (or contract provider (s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.9. Key Personnel:

2.9.1. The Contractor shall be available to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations and additional coverage as required. In the event a scheduled provider is unable to complete an assigned shift, the contractor shall provide replacement provider coverage within one (1) hour and notify the Contracting Office Representative (COR) at the James A. Haley Veterans Hospital immediately of the schedule change.

2.9.2. Contractor shall provide the names of all the contracted employee(s) who may be assigned to the performance of this contract along with their title.

2.9.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patients or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any contract personnel (s), s/he may request, without cause, immediate replacement of said contract personnel (s).

2.9.4. The CO and COR will deal with issues raised concerning Contract personnel (s) conduct. The final arbiter on questions of acceptability is the CO.

2.9.5. Contingency Plan: Because continuity of care is an essential part of VAMC’s medical services, The Contractor shall have a contingency plan in place to be utilized if the contract personnel (s) leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

2.9.6. Note: Evidence of completion of required licensure, credentials, required training, current competencies and background investigations must be validated for all contractor personnel referred to perform services under this contract prior to providing direct patient care.

2.10 Scheduling

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.

2.11.1 Short Scheduled Trip. Refers to trips that have been scheduled in advanced

2.11.2 Long Distance Trip. Refers to trips in excess of 40 miles from the JAHVH. For long distance trips the Contractor may require 24 hours’ notice.

2.11.3 Unscheduled Trip. Refers to those trips required on an as needed basis and advance notice is not given.

2.11.4 Urgent Services. Refers to unscheduled services requiring immediate action, which will be requested by VA staff. Emergent cases will be telephoned to the Contractor immediately

2.11.5 Routine Services. Trips scheduled two (2) or more business days prior to travel. Should the Beneficiary, caregiver, or significant others contact the contractor directly to schedule routine trips, the Contractor shall also immediately contact the VA to verify the beneficiary’s authorization prior to negotiating pickup time and place. This also includes the form and method of communication VA authorization and eligibility status.

2.11.6 Waiting Grace Period. The waiting grace period is fifteen minutes prior to charges commence.

2.11.7 Geographic Region Covered. The service will primarily be in the geographic areas assigned to the James A Haley VA Hospital catchment area located in the counties of Hillsborough, Pasco, Hernando and Polk. On rare cases, trips may extend beyond this general area. For those rare cases, scheduling will be coordinated with the contractor on a case-by-case basis.

2.12 Requests for Services

2.12.1 Prior to performance, the COR shall provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur.

2.12.2 The Contractor shall ensure that requests for services are received from authorized medical center personnel or from clients pre-approved by authorized VA staff. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

2.12.3 The Contractor shall normally transport only one beneficiary per trip when authorized by VA personnel.

2.12.4 The Contractor shall account for services through the use of a “trip ticket”. The trip ticket shall indicate the date and time of service call, name of beneficiary requiring services, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. Copies of trip tickets are to be provided monthly, along with the monthly invoices sent for payment.

2.12.5 All patient transportation requests shall be placed against schedule, and shall be verified against invoices and trip ticket. When ordering services, the VA medical facility will provide the following information:

2.13 Contractor Personnel Requirements

2.13.1 The Contractor’s conduct shall be in business-like manner at all times while on VA premises. The Contractor shall furnish an identifying badge with name, function, and a photograph of the employee. The Contractor personnel shall wear an appropriate clothing or uniform. The Contractor shall meet the qualifications as specified in the contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

2.13.2 Within seven (7) days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract as listed under number 2 (qualification) above.

2.13.3 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 Representative (COR). At no time, shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract.

2.13.5 Drivers shall have all standard personnel testing as listed in 2.1.5 prior to providing any services related to this contract.

2.14 Contractor Equipment, Vehicles and Inspection

2.14.1 The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained. It is the contractor’s responsibility to ensure that the vehicles comply with all applicable rules, regulations and guidelines.

2.14.2 The VA reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA.

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

2.14.4 Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract. Vehicles shall be strictly non-smoking.

2.15 The contractor shall not be permitted to borrow medical equipment from the Medical facilities.

2.16 Contractor is responsible for a system that provides drivers with directions and necessary guidance. Contractor shall have means of communication which are fully operational and available at all times during contract performance. Maps and or directional type devices shall be used.

2.17 The VA reserves the right to have an escort, such as a relative, or care provided of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary.

2.18 Dry Runs

2.18.1 The Contractor shall be entitled to the applicable mileage rate from veterans’ residence to VA only when dry runs are encountered due to no fault or negligence of the Contractor, order of services must have been requested by authorized Medical Center personnel.

2.18.2 The Contractor shall report all dry runs at time of occurrence and verify with VA staff before driver is allowed to depart location.

2.18.3 The Contractor shall not charge dry run for trips if driver arrives later then the scheduled arrival time. In the event of an emergency the contractor shall notify the Ambulatory Surgery Unit at (813) 972-2000 x4591 as soon as it is determined that the veteran will not arrive on time.

2.19 Rates

2.19.1 The contract shall only have a single rate regardless of the time of day for the trip. The price schedule does not have a separate rate for day and nighttime trips.

2.19.2 The mileage distance is defined as to/from the James A. Haley VA Hospital, 13000 Bruce B. Downs Blvd, Tampa, FL 33612

2.20 Patient Rights

2.20.1 The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients, nor shall the vehicles be smoked in at any time prior to transporting the veterans.

2.20.2 The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. In the event of an incident, the Contractor shall promptly complete and submit to the Contracting Officer, an Incident Report with all information felt to be necessary for any full review.

2.20.3 The Contractor shall notify the COR and Contracting Officer, in writing within 24 hours, of any complaints made by the patients with regards to transportation services. The Contractor shall provide recommendations for improved services along with the patient complaints for the VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

2.20.4 Smoke Free Zone: In accordance with (IAW) VHA Directive 1085 (please include hyperlink), all contractors providing good and services shall be aware that there shall be no smoking on VA campus effective October 1, 2019.

2.21 Safety Requirements

2.21.1 In order 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.

2.21.2 The COR, or designated representative, will notify the Contractor of any safety non-compliance and the action to be taken.

2.21.3 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 (CO) may issue an order, stopping all or any part of the work.

2.22 Interference with Normal Functions: The Contractor shall be 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 shall be brought to the attention of the COR.

2.23 Contractor’s Quality Control Program (QCP): The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. An electronic copy of the QCP w shall be submitted in the offeror’s quote. The QCP will be reviewed and if there are any needed clarifications, the QCP will be returned to Contractor for response. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

2.23.1 An inspection plan covering all services required by this contract. The inspection plan shall specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections shall be accomplished and documented; and the title of the individual(s) who shall perform the inspections.

2.23.2 On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

2.23.3 The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable; organizational functions noting intermediate supervisory responsibilities; and the overall management responsibilities for ensuring total acceptable performance.

2.23.4 On-site records of all vehicle maintenance and repairs performed, on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle shall be incorporated.

2.23.5 On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

2.23.6 A detailed procedure for mechanical breakdown QCP.

2.23.7 On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

3. HOURS OF OPERATION:

3.1.1. VA Business Hours: VA business hours (hours of operation) for surgical patients are 5:00 AM – 9:00 PM local time Monday – Friday, excluding federal holidays.

3.1.2. Work Schedule: Care may be needed up to 24 hours daily.

3.1.3. On-call service is considered part of this contract and shall not be paid separately. Once a patient has been identified and the contractor has agreed to perform the service the service shall be paid per the normal contracted price.

3.2. Federal Holidays:

https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/#url=2018

· New Year’s Day

· Martin Luther King’s Birthday

· President’s Day

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

· Any day specifically declared by the President of the United States to be a national holiday.

4. CONTRACTOR RESPONSIBILITIES:

4.1. Deliverables:

4.1.1. Availability for phone calls beginning at 5:00AM Monday – Friday (for day of surgery patients that show up with no driver). Timely response to voicemail messages within 15 minutes of the original call, either accepting or declining service availability. If the contractor has no availability, the service may be subcontracted by the primary contractor if the same requirements of the contract are met.

4.1.2. Available to coordinate future planned transportation and 24 hour in home care if necessary prior to the day of surgery Monday-Friday from 7:00 AM – 4:00 PM.

4.1.3. Transport veteran, any reasonable medical/personal equipment, and a family member to the JAHVH for surgery from the veteran’s residence. The contractor shall arrive at the veteran’s residence no later than 15 minutes prior to the time deemed necessary to leave the veteran’s residence and arrive at the JAHVH no later than the scheduled arrival time. In the event of an emergency the contractor shall notify the Ambulatory Surgery Unit at (813) 972-2000 x4591 as soon as it is determined that the veteran will not arrive on time.

4.1.4. The contractor shall be responsible for physically escorting the veteran, any applicable equipment and family member to the JAHVH Ambulatory Surgery Unit (ASU) to the designated check in location. The contractor shall wait with the veteran until their care has been taken over by a member of the JAHVH staff. The contractor must arrive at the ASU check in location no later than the assigned arrival time

4.1.5. Personnel are required to wait on site until patient discharge.

4.1.6. The contractor shall be responsible for physically coming into the JAHVH ASU designated discharge location to sign the patient out, accepting responsibility for the Veteran as the medical proxy for the remainder of contracted time. The contractor must arrive within 15 minutes of the anticipated discharge time. Personnel shall be required to wait on site if there is a delay in the patient discharge.

4.1.7. The contractor shall sign hospital discharge paperwork, including but not limited to understanding discharge orders for diet, restrictions, medication administration orders (time, quantity), side effects to look for (fevers, redness, worsening pain), and post-op surgical site care orders.

4.1.8. The contractor shall be responsible for physically escorting the patient to the designated location of the transport vehicle and assisting with transfer from the wheelchair to the vehicle. Upon arrival to the designated location, the contractor shall physical assist with transfer from the vehicle to the patient’s home.

4.1.9. The contractor shall stop at the JAHVH outpatient pharmacy (offsite), if required, to pick up medication prescribed after discharge from the Ambulatory Surgery unit.