36C24820R0003-024.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-5 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 58

546-20-2-475-0040

36C24820R0003 02/11/2020

Duwane B. Snyder 305-575-3544 03/03/2020

1:00 PM ET

36C248

Department of Veterans Affairs

Network Contracting Office 8

1201 NW 16th Street

Miami FL 33125

X 100

X

Y

485991

$16.5 Million

N/A

X

36C546

Department of Veterans Affairs

Miami VA Healthcare System

Bruce W. Carter VA Medical Center

1201 NW 16th Street

Miami FL 33125

36C546

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

Miami VA Healthcare System

Contractor shall submit invoices via:

Tungsten Network https://www.tungsten-network.com

Special Mode Transportation Services for the

Miami VA Healthcare System

Enter pricing in B.2 Price Schedule on pages 5-9

Submit all questions by email to duwane.snyder@va.gov no later than Wednesday February 19, 2020 at 1:00 PM ET.

The Government reserves the right to not respond to questions submitted after this time.

Submit written proposals by email to duwane.snyder@va.gov no later than Tuesday March 3, 2020 at 1:00 PM ET.

X X

X 1

36C24820R0003

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL ITEMS

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

C.3 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION

SYSTEMS (JUN 2016)

C.4 52.216-18 ORDERING (OCT 1995)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)34

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

SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.12 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018) (DEVIATION)

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (MAY 2019)

C.14 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

D.2 PAST PERFORMANCE SURVEY

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.2 GENERAL INSTRUCTIONS TO OFFERORS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (JUL 2016)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.204–24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2019)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.12 BASIS FOR AWARD

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Dian E. Williams, Contracting Officer

Department of Veterans Affairs

Network Contracting Office 8

Bruce W. Carter, Miami VA Healthcare System

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly 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.

Contractor shall submit invoices via:

Tungsten Network https://www.tungsten-network.com

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE SCHEDULE

ITEM INFORMATION

Minimum and Maximum Contract Amounts:

During the contract period of performance, the minimum contract value is $100,000.00. The maximum single Task Order is $4,000,000.00. The cumulative amount of all task orders shall not exceed

$25,000,000.00 for the entire life of the contract.

The first task order will be issued against the contract at the time of award with a task order value that meets or exceeds the contract minimum. While the government anticipates at least one task order will be issued against this IDIQ contract each contract year, it has no obligation to issue task orders to the contractor beyond the minimum amount specified above.

Base Year

CLIN Description of Service Est.

Quantity

Unit Unit Price Amount

Wheelchair/Scooter Patient. Loaded each passenger pickup.

30,000

EA

Stretcher Patient. Loaded each passenger pickup.

1,500

Authorized mileage each trip.

550,000

MI

Contractor Attendant. Rate for wheelchair and ambulatory patient trips requiring a contractor attendant.

No show - Wheelchair/Scooter Patient.

3,000

No show - Stretcher Patient.

Estimated

Total

Option Year One

CLIN Description of Service Est.

Option Year 2

CLIN Description of Service Est.

Option Year 3

CLIN Description of Service Est.

Option Year 4

CLIN Description of Service Est.

Estimated Contract

B.3 PERFORMANCE WORK STATEMENT

Non-Emergency Special Mode Transportation

Bruce W. Carter, Miami VAHS

1. INTRODUCTION

The Government requires non-emergency Special Mode Transportation (SMT) services in support of the

Bruce W. Carter, Miami VA Healthcare System (MVAHS) for qualified and pre-approved Beneficiary

Travel (BT) beneficiaries.

2. DESCRIPTION OF OBJECTIVE

The Contractor shall provide all labor, equipment, tools, material, supervision, vehicles and other items and services necessary to perform the SMT services as defined in this Performance Work Statement.

3. APPLICABLE DOCUMENTS

The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

FAR Federal Acquisition Regulation

VAAR Veterans Administration Acquisition Regulation

38 USC §111 United States Code Veterans’ Benefits

CFR Part 70 Pensions, Bonuses, and Veterans’ Relief.

VHA Directive 1601B.05 Beneficiary Travel

MIA HSPM 136-02-16 Special Mode Transportation (SMT)

4. CONTRACT DEFINITIONS AND TERMS

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

4.2. 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 public transportation or hired transportation but have been determined as needing transportation assistance for medical reasons. A VA clinician determines if the patient requires SMT transportation based on a medical impairment or special need (to include but not limited to blindness, mental health deficiency, amputees, etc.)

4.3. 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 of VA employee to accompany the patient.

4.4. Pickup/Base Rate – This rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action, with employees (included in Section Contract Documents, Exhibits, or

Attachments) during all phases of the trip made on behalf of the Government. The Base Rate will constitute full compensation for one-way trips as shown in the Price and Cost Schedule for the medical facility.

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

4.6. Beneficiary Travel (BT) Personnel – An individual designated and who is authorized to commit and obligate the government to provide Beneficiary Travel benefits.

4.7. Beneficiary Travel Section – Section within the VA that oversees the Beneficiary Travel Program and its entitlements. This includes transportation such as the SMT transportation services, Mileage reimbursement, Veterans Transportation Services (VTS) ambulance services, lodging, among others.

4.8. Beneficiary Travel Section Supervisor - Individual who manages the employees working within the Beneficiary Travel Section.

4.9. Business Hours/Days - Business hours/days are defined as the time of 8:30AM to 4:30PM, Monday through Friday, except Federal holidays.

Federal Holiday Date

New Year’s Day January 01

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 04

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

Off Business hours/days are defined as the time of 4:31PM to 8:29AM, Monday through Friday, all day Saturday and Sunday and Federal holidays. If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the

President of the United States of America.

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

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

4.12. Contracting Officer Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the CO. 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 CO.

4.13. 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.

4.14. 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. (Public Law 101-336, July 26, 1990 – Americans With

Disabilities Act)

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

4.16. Caregiver - A caregiver is defined as an individual, not employed by the Contractor, who provides direct care to the patient being transported via SMT.

4.17. 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.

4.18. 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.

4.19. Mileage Rate – Mileage rate is the rate paid for each mile traveled to or from a medical facility.

This rate applies to one-way transportation only. Reimbursement for mileage shall be at the mileage rate stated in the schedule and shall be based upon the miles from the pick-up point and the specified destination.

Distances areas of coverage shall be calculated using current https://www.mapquest.com.

4.20. 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.

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

4.22. 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.

4.23. Cancelled 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.

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

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

Contractors continuous performance.

4.26. 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.

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

4.28. Special Mode Transportation (SMT)- Ambulance, ambulette, air ambulance, wheelchair bound/wheelchair van, or other mode of transportation specially designed to transport a disabled person.

This would not include a mode of transportation not specifically designed to transport disabled persons, such as a bus, subway, taxi, train, or airplane.

https://www.mapquest.com/

4.29. 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.

4.30. 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.

4.31. 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.

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

4.33. VA facility - Means VA medical center (VAMC), VA Outpatient Clinic (OPC), or VA Community

Based Outpatient Clinic (CBOC).

4.35. VA-authorized healthcare facility: Means a non-VA healthcare facility where VA has approved care for a BT eligible beneficiary at VA expense.

5. SERVICE DESCRIPTION AND REQUIREMENTS

5.1. The Contractor shall provide safe and professional non-emergency Special Mode Transportation services to pre-approved MVAHS BT beneficiaries to-and-from VA and non-VA authorized healthcare facilities within, but not limited to, the MVAHS tri-county catchment areas of Miami-Dade County, Broward

County, and Monroe County.

5.2. The contractor shall provide non-emergency SMT services on an “as needed” basis for scheduled and unscheduled transportation tasks. Services may be required 24-hours per day, 7-days per week, including holidays.

5.3. The Contractor shall provide all manpower, equipment, vehicles, fuel, materials, supply, and supervision necessary to perform all transportation tasks.

5.4. The contractor shall adhere to the Department of Veterans Affairs regulations, policies, and procedures of the Bruce W. Carter, MVAHS.

5.5. The contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance

Portability and Accountability Act (HIPPA) of 1996. The contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established Business Associate Agreement (BAA). By entering into this contract, the contractor certifies its compliance with HIPPA laws as it pertains to general patient information.

5.6. Requests for services will be made in writing, telephone, or via email. If contractor fails to provide service within reasonable time, as indicated in the Acceptable Quality Levels (AQL), after receiving a request or any order, the MVAHS reserves the right to obtain the service from another source and to charge the contractor with any excess cost it may incur. The MVAHS will be the sole judge determining when to order services from another source. If all required contracted vehicles are already in use by the MVAHS and the VA requires additional service, the contractor shall be contacted first to provide the service. If the contractor, after notification, is not able to provide additional service, the MVAHS will contact another source and to charge the Contractor with any excess cost above the contracted rate which may result.

5.7. The contractor shall ensure that requests for services are received from authorized Veterans

Transportation Program (VTP) personnel or other designated administrative personnel only. Services accepted and rendered in response to requests from other than authorized personnel will be responsibility of the contractor and any cost related thereto may be borne by the contractor.

5.8. Billing and Invoicing: The contractor shall submit an invoice summary to the Bruce W. Carter, MVAHS, Veterans Transportation Program office for all requests of services rendered and charged between the 1st through the 15th, and between the 16th through the 31st day of each calendar month. The summary invoices will include:

• The contractor’s name

• Contract number

• Invoice number

• Date of invoice

• Contract charge rates

• Itemized service charges

• Each service charge shall include:

o Name and full address of the beneficiary o Number of miles driven o Date and type of service o Identify whether the trip is from or to the Miami VAHS o Total charge for each trip o Total amount due for all charges o Any other information pertinent to the service task charge

5.9. When transporting beneficiaries, the contractor shall be required if necessary, to transport a maximum of three (3) items (boxes or luggage) of the beneficiaries’ personal effects at no additional cost to the VA. Beneficiaries may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies, and prosthetic devices. The driver, acting for the contractor, shall ensure that the beneficiary’s luggage, equipment, supplies, documentation, and any other personal property are accounted for and delivered with the beneficiary.

5.10. Proper hand-off of beneficiaries: The contractor shall ensure all beneficiaries with special needs, special instructions, or identified as high-risk missing patient (HRMP) are in full custody at all times and properly handed off to a family member, caregiver, or qualified staff member when delivered to his/her destination.

5.11. The contractor shall respond within 30 minutes after receiving a request or order. If the contractor fails to provide service within the required response time, the MVAHS VTP office reserves the right to obtain the service from another source and to charge the contractor with any excess cost associated.

5.12. Smoking will not be permitted in any of the contractor’s vehicles.

5.13. The contractor shall not employ any persons for work on this contract if such employee is considered by the MVAHS Contracting Officer (CO) or COR to be a potential threat to the health, safety, security, or operations of the VA, its facilities, or its staff.

5.14. Contractor’s employees shall understand, speak, read, and write the English Language. No employee of the contractor can be a federal employee nor can they have any conflict of interest either real or perceived.

5.15. The MVAHS reserves the right to have an escort or caregiver, such as a relative, or care provider of the beneficiary, or MVAHS staff member, to accompany the beneficiary when the MVAHS determines that such a companion is in the best interest of the beneficiary. There will be no additional charge to the

VA when escorts are authorized to travel with beneficiary.

5.16. The contractor shall only supply an escort for the beneficiary upon authorization by the COR.

5.17. The contractor shall utilize the web-based application MapQuest for calculation and determination of the shortest time driving option to determine the mileage total for each trip.

5.18. The SMT base rate plus mileage distance driven will constitute full compensation for one-way trips as define herein. Payment for mileage traveled will be limited to the shortest distance over which the patient is transported. Such mileage costs will be paid in addition to the applicable SMT base rate for any trip.

There will be no additional cost for ‘waiting time.’ Waiting time shall not exceed 15 minutes. The same rates will apply 24 hours per day, 7 days per week, and 365 days per year.

5.19. Transportation operational costs such as ferry, bridge, or road toll charges are the contractor’s responsibility.

5.20. Cancelations/no-show: The contractor shall be authorized to the applicable base rate when tasked service trips are cancelled or no-shows due to no fault or negligence of the contractor. It is considered a no-show if the contractor’s wait time exceeds 15 minutes.

5.21. Vehicles:

5.21.1. Each vehicle and its equipment and its supplies shall be of quality, model, and condition which ensures each patient high quality transportation service. Each vehicle shall be in excellent mechanical condition; the interior and exterior of each vehicle must be well maintained in a state of cleanliness. Each vehicle shall be equipped with such safety items as required by Federal, State, and local authorities in the area in which they operate, and any other items required by the authorities. In addition, the vehicles must have a minimum of:

• Air conditioning and Heater in good operating condition capable of maintaining a comfortable temperature throughout the vehicle interior.

• Safety restraining equipment to ensure wheelchairs do not move during transport.

• Adequate first aid supplies.

• Fire extinguisher.

• Appropriate road emergency equipment.

• GPS tracker.

5.21.2. Vehicles shall be equipped with safe and approved lifting devices to load and unload passengers under all physical circumstances to enable easy and safe loading and unloading of beneficiaries bound to wheelchairs or any kind of mobility device.

5.21.3. Vehicles shall have the capabilities of transporting patients on specialized wheelchairs and scooters both manual and electrically propelled with three and four wheels.

5.21.4. Vehicles shall be able to accommodate all patients regardless of their weight or size and shall have seats available for beneficiaries’ accompanying patient. All vehicles shall have enough room in the vehicle to accommodate the transport of beneficiaries in wheelchairs and their medical equipment, devices and a minimum of two pieces of luggage.

5.22. Inspections: During the effective period of the contract, the VA reserves the right to thoroughly inspect and investigate the legitimacy of the contractor and its business establishment, facilities, business reputation, and other licensure and qualifications submitted by the contractor to ensure proper and legitimate representation provided by the contractor.

5.23. Safety Requirements: In order to protect the lives and health of beneficiaries, the contractor shall take such safety precautions as the CO or COR may determine to be reasonably necessary. The CO or COR will notify the contractor of any safety non-compliance and the action to be taken. 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 CO may issue an order stopping all or any part of the service and discontinuance of further order placements.

5.24. Drug and Alcohol Policy: The contractor shall ensure all drivers and staff performing this contract comply with the established VA Drug-free workplace program policy. The contractor shall be expected to conduct random alcohol and drug tests on all drivers. Random alcohol and drug tests shall be conducted at least once a year on each employee performing under the resulting contract. Drivers shall also be subject to drug and alcohol testing when reasons exist to suspect the use of illegal drugs and/or alcohol while on duty that impairs judgment, performance, operation of vehicles and the safety of beneficiaries. Upon request, the contractor shall be expected to provide evidence or copy of the results of employees’ drug and alcohol testing.

5.25. Video or audio recordings of rides under this contract is strictly prohibited unless independently authorized by the Contracting Officer.

6. PERFORMANCE LOCATION AND HOURS

6.1. Special Mode Transportation (SMT) services shall be provided for the Bruce W. Carter, Miami VA

Medical Center, located at 1201 NW 16th St, Miami, Florida, 33125 and VA-authorized healthcare facilities.

6.2. Special Mode Transportation services shall be provided, but not limited to, to-and-from the

MVAHS tri-county catchment areas of Monroe County, Miami-Dade County, and Broward County.

6.3. Special Mode Transportation services shall be provided twenty-four (24) hours a day, seven (7) days a week, three hundred and sixty-five (365/366) days a year, including government holidays.

7. DELIVERABLES

Itemized invoices received by the Government per 4.8 above.

8. JOINT COMMISSION STANDARDS

8.1. The Contractor shall perform required services in accordance with the standards of the JC 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 regulations and the policies, procedures, and regulations of Medical

Staff bylaws of the MVAHS. The regulation that governs the Beneficiary Travel Program are U.S.C. 111 and Title 38 Code of Federal Regulations (CFR) Section 70.

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

8.3. 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 into this contract, the Contractor certifies they comply with HIPAA as it pertains to general patient information, HIV, drug and alcohol abuse, and sickle cell anemia.

9. PERFORMANCE AND QUALIFICATIONS

9.1. The performance period is one (1) Base years plus four (4) additional option years. The government reserves the right not to exercise an option to this contract.

9.2. The contractor shall provide SMT services, 24 hour a day/7days a week, 365/366 days a year, within the state of Florida, subject to the response timelines and other requirements as further detailed below and contained on the Florida State Department of Health website www.floridahealth.gov.

9.3. The contractor shall provide all manpower, equipment, vehicles, fuel, materials and supplies and supervision necessary to perform all tasks.

9.4. The Contractor shall provide duty and non-duty hours (to include weekend and holidays) contact information.

9.5. The Contractor shall perform required services in accordance with the current Department of

Veteran Affairs policies, procedures, and regulations of the MVAHS. The regulations that govern the

Beneficiary Travel Program under Title 38 United States Code, Section 111 (§§ 70.1 – 70.50).

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

9.7. The Contractor shall provide a minimum of a toll-free telephone and/or a locally dialed telephone number for accepting VA calls. Requests for service shall be submitted verbally or in writing from an authorized VA staff member. Examples include: telephone, facsimile, e-mail, text message or in person.

9.8. 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.

9.9. Secured/Encrypted Email - The Contractor shall acquire an encrypted email system to transmit encrypted email with personally identifiable information and receive similar encrypted email from the VA.

10. ORDERING SERVICE

10.1. Request for SMT services that are for scheduled appointments, will be provided to the Contractor by the Beneficiary Travel Section via fax, e-mail, or printed appointment voucher/list for a specific date. The appointment voucher/list will be provided to the contractor by close of business (COB) of the previous business day and include the following information:

10.1.1. Scheduled appointment time

10.1.2. Name of VA Beneficiary

10.1.3. Last four of the patient's Social Security Number

10.1.4. Mode of transportation required- wheelchair (WC)/Stretcher (ST)

10.1.5. Pick-up and delivery address

10.1.6. Any special instructions

http://www.floridahealth.gov/

10.2. Same day SMT requests (add-ons) for VA Beneficiary/Patient SMT transportation services shall be provided to the Contractor as soon as it is known by the Beneficiary Travel Department and/or AOD.

Beneficiary Travel shall fax, e-mail, or print/write voucher with appointment of the VA beneficiary including same information as subsection 10.1 of this document.

10.3 If the contractor fails to provide the requested transportation service within the established response time (response time shall be calculated from the Contractor’s receipt of the task request for service) as indicated in the acceptable quality levels (AQL’s), normally 30 minutes after receiving a request or any order, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result in accordance with paragraph 5.6 of this PWS.

10.4. The Contractor shall ensure that the request for services are received from an authorized VA staff member and for Veterans/Beneficiaries that have been pre-approved for SMT by the VA. The VA will provide to the Contractor the Position Title of authorized VA Staff. Services rendered in response to a request from other than authorized VA staff, shall be at the risk of the Contractor and any cost thereof may be borne by the Contractor.

10.5. Beneficiary’s may be transported to or from any location within the state of Florida, to include county to county transports and within county transports. All transports shall be between VA facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics, local hospital) and/or between the home of the VA beneficiary receiving travel services and the VA facility. The VA staff will specify the points of origin and the destination of every trip.

10.6. When transporting VA beneficiaries to a VA or Community Nursing Home and/or Assisted Living

Facility (ALF), upon arrival at the Nursing Home the driver shall give the VA Nursing Home Packet that accompanies the VA beneficiary 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 Section or the

Administrator of the Day (AOD).

The Contractor shall provide and respond to all SMT transportation calls in accordance with all Federal, State, and Local regulations governing dispatch of SMT transportation vehicles and medical care of on-board beneficiaries, to include measures to ensure timely arrival at the designated Veterans Administration facility.

10.7. Contractor shall provide pickup within one hour after notification for unscheduled trips and 30 minutes for scheduled transports.

10.8. For return trips from scheduled outpatient visits, the Contractor shall ensure VA beneficiaries do not wait more than 45 minutes for pick up, regardless of location of pick up.

11. RESPONSE TIME

11.1. Response time will be calculated from the Contractor’s receipt of the SMT request for service.

11.2. Contractor should acknowledge and inform the VA of the ability to provide the contracted services within the established response time for the specific request. If for any reason contractor is unable to provide the service, they must notify the authorized VA Staff member who requested the service of their inability to provide the service at the time they were contacted.

11.3. Contractors allowable response time shall be delivered within the following established timeframes:

11.3.1. Between the regular hours of 7:30a.m. to 4:30p.m., Monday thru Friday (excluding

Government holidays), the contractor’s vehicles should respond within 30 minutes after the initial trip request.

11.3.2. For all other times, the contractor shall respond within forty-five (45) minutes after receiving the initial request.

12. INCIDENT REPORTING

12.1. For any incident involving injury to Veterans/Beneficiaries during transport, the Contractor shall immediately notify the COR or AOD. Initial notification shall be done verbally. The Contractor shall promptly complete and submit a written Incident Report to the CO and COR in within 24 hours.

12.2. The Contractor shall submit a written Incident Report to the COR or AOD of any complaints made by the VA beneficiary or staff regarding transportation services, within 24 hours.

12.3. Drivers must be courteous and considerate of all patients they are transporting. Any substantiated mistreatment of patients in the performance of this contract must be immediately reported to the CO and

COR for further action; Additionally, substantiated reports of mistreatment shall be referred to appropriate law enforcement authorities as applicable. The CO reserves the right to request driver removal from transporting Veterans/Beneficiaries if mistreatment is substantiated.

12.4. The Contractor shall provide a comment card that allows the patient to provide feedback to the

COR.

13. KEY PERSONNEL REPLACEMENT AND SUBSTITUTION

13.1. If the Contracting Officer determines that, suitable and timely replacement of personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming, or the resultant substitution would be so substantial as to impair the successful completion of the contract or the delivery order in accordance with the proposal accepted by the Government at time of contract award, the Contracting Officer may, terminate the contract for cause or for the convenience of the

Government, as appropriate, or at their discretion, if they finds the Contractor at fault for the condition, equitably adjust the contract price downward to compensate the Government for any resultant delay, loss, or damage.

13.2. The Contractor shall replace any absent individual for any period greater than one workday so as to leave a full complement of trained qualified personnel at all times with no disruption of services.

14. CONTRACTOR PERSONNEL AND MANAGEMENT

14.1. Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

14.2. Contractor Badges. Notwithstanding the requirement, if needed, to wear a Government furnished badge, Contractor personnel shall also wear a laminated contractor identification badge at all times when performing services under this Contract, including when on Government directed travel. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

14.3. All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials. They must also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

14.4. Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material and personal information from mishandling, misuse and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

14.5. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

14.6. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.

14.7. Standards of conduct.

14.7.1. Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e.

timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government.

The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel.

14.7.2. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while performing under this contract.

14.7.3. Working Attire and Appearance. Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

14.7.4. The Government reserves the right to review and maintain Contractor personnel qualifications.

Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

14.8. Beneficiary’s Rights:

14.8.1. The contractor shall be courteous to beneficiaries under their care or service. Any substantiated mistreatment of beneficiaries and their families in the performance of this contract may be cause for termination of the contract, or discontinuance of further placement of orders.

15. NON-PERSONAL SERVICE STATEMENT

Contractor employees performing services under this order shall be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management shall ensure that employees properly comply with the performance work standards outlined in the PWS. Contractor employees shall perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in FAR 7.5 and

37.1. The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

16. CONTRACTOR QUALIFICATIONS

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

16.2. The contractor shall maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service. Documentation shall be made available to the Miami VAHS prior to award and immediately upon request by the CO for the duration of this contract and applies to any sub-contractors employed by the contractor.

16.3. The contractor shall furnish a complete list of all vehicles (make, model, year, mileage and license plate number) equipment and vehicle maintenance schedule prior to award, any changes and upon request by the COR or CO. The COR or CO will be notified in writing of any vehicle equipment adds/subtracts after award of contract.

16.4. Offers will be considered from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this contract. Successful offeror will meet all applicable Federal, State licensure/certification requirements regarding operations of this type of service.

16.5. Within fourteen (14) days after receipt of award notification, the Contractor shall provide the COR with a list of all employees authorized to provide SMT transportation 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 Miami VAHS and will involve

Contractor employees having their fingerprints captured. Within fourteen (14) business days after contract award the Contractor shall provide the following employee information:

• Name

• Position

• Title and work assignment area

16.6. Thereafter, any personnel changes will be submitted to the CO or COR, within two (2) business days after the changes occur.

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

16.8. Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises and/or at other affiliated healthcare facilities. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel shall wear a uniform that is professional and appropriate to the work environment. Clothing must be clean, neat and in good repair. Clothing that is torn, stained, wrinkled, revealing or frayed is not appropriate.

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

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

• Blood Borne Pathogens

• Familiarization with the various Alert/Emergency Code Names used by the VA Medical Center

• The Privacy Act of 1974

• The Health Insurance Portability and Accountability Act (HIPAA) of 1996

• Handling and Disposal of Bio-Hazardous Waste.

16.9.2. All contractor personnel shall have continuous training to maintain their appropriate levels of competency, including HIPAA, Infectious Control, CPR and de-escalation training to ensure they know how to deal with Veterans/Beneficiaries in various health situations.

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

17. PERSONNEL QUALIFICATIONS

17.1. License: The contractor shall maintain documentation demonstrating that they meet all requirements of Federal, State,…