P09 Final Performance Work Statement Rev 07-23-2021.pdf

PEFORMANCE WORK STATEMENT

I. INTRODUCTION

The Government requires Non-emergent Special Mode Transportation (SMT) services in support of the James

A. Haley VA Healthcare System (JAHVHS) for qualified and pre-approved Beneficiary Travel (BT) beneficiaries.

II. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT:

The contractor will provide all requested Special Mode Transportation Service, as identified within this performance work statement (PWS) for beneficiaries of the James A. Haley Veterans Hospital (JAHVH), 13000 Bruce B

Downs Blvd, Tampa, Florida 33612, and, its associated healthcare facilities which consists of four counties:

Hillsborough, Citrus, Pasco, & Polk. The Contractor will provide all emergency vehicles, personnel, management, supplies, transportation, fuel, equipment, reports, and anything else necessary to successfully furnish Special Mode

Transportation Service as identified in the Price and Cost Schedule and the PWS in accordance with all terms, conditions, and provisions stated herein. The contract term shall cover a one-year Base Period with four (4) one (1) year Option

Periods; the 1-year option periods are subject to be exercised at the Government’s discretion. The contractor’s responsibility will cover/encompass a percentage of the Special Mode transportation services within James A. Haley

Veterans Hospital (JAHVH) coverage area (Florida). Performance are required to continuously be compliant with the requirements contained herein, and meet or exceed the standards of, but not limited to, the Joint Commission and Florida

State Department of Health Regulations.

III. 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)

IV. CONTRACT DEFINITIONS/ACRONYMS 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 an ambulance, wheelchair, or stretcher van, who can utilize normal forms of transportation such as taxi or hired car but have been determined as needing transportation assistance for medical reasons. A VA clinician determines if the patient requires special mode transportation based on a medical impairment or special need (to include but not limited to blindness, mental health deficiency, amputees, etc.).

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

Cost Schedule for the medical facility.

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

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

Contracting Officer.

4.7 Beneficiary Travel Department – Department within the VA that oversees the Beneficiary Travel Program and its entitlements. This includes transportation such as the special mode transportation services.

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

Beneficiary Travel Department.

4.9 Business Hours/Days – Business hours/days are defined as the time of 7:30AM to 4:30PM, Monday through

Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off Business hours/days are defined as the time of 4:31PM to 7:29AM, Monday through Friday, all day Saturday and Sunday and Federal holidays. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies.

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

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

4.12 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 will be responsible for assuring that his/her subcontractors comply with the provisions of this contract.

4.13 Dry Run – A dry run is defined as a request for service by authorized Medical Center personnel whereby the

Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs.

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

4.15 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.

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

http://www.bing.com/maps

4.17 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.

4.18 No-Patient Transport – The Contractor will 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.

4.19 Quality Assurance Surveillance Plan – An organized written document used for quality assurance surveillance.

The document contains specific methods for performing surveillance of the Contractors continuous performance.

4.20 Quality Control – Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

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

4.22 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.

4.23 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.

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

V. JCAHO STANDARDS

5.1 The Contractor shall perform required services in accordance with the standards of the Joint Commission on the

Accreditation of Healthcare Organization 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 James A. Haley Veterans Hospital. The regulation that governs the Beneficiary Travel Program is

Title 38 Code of Federal Regulations (CFR) Section 70.

5.2 The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance.

5.3 Portability and Accountability Act (HIPAA) of 1996, as well as all 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.

VI. PERFORMANCE AND QUALIFICATIONS

6.1 The Contractor will provide special mode transportation services, 24 hour/7 days a week, within the state of

Florida, subject to the response time lines and other requirements as further detailed below and contained on the Florida

State Department of Health website www.health.gov.

6.2 The Contractor will perform required services in accordance with the standards of the Joint Commission on the

Accreditation of Healthcare Organization 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 will adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of Medical Staff bylaws of the James A. Haley Veterans Hospital. The regulation that governs the Beneficiary Travel Program is Title 38

Code of Federal Regulations (CFR) Section 70.

6.3 The contractor, upon request, will provide quality data and information related to services for participation in

JAHVH Performance Improvement Programs when requested to do so. Upon request the contractor will also provide documentation of the competency of staff that will be providing the contracted services. The Contractor will ensure

Contractor employees providing work on this contract are fully trained and completely competent to perform the required work; they will also maintain records that document competence/performance level of employees working on this contract. Upon request, the contractor will provide a current copy of their competency assessment checklist and annual performance evaluation to the Contracting Officers’ Representative (COR) for each contractor employee working on this contract.

6.4 The Contractor will comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and

Accountability Act (HIPAA) of 1996, as well as all VA Directive and Handbook 0710. The Contractor will 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.

6.5 The Contractor will provide a minimum of a toll-free telephone and/or a locally dialed telephone number for accepting VA calls. It is estimated that 90% of all requests for Beneficiary/Patient Transportation Services will be placed initially by telephone - followed by a written request via secure Facsimile or email. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, text message or in person.

6.6 If the contractor’s place of business is located beyond the local telephone call zone of the JAHVH (813) area code, the contractor will install and provide to the JAHVH, a toll-free number for accepting the JAHVH calls. It is estimated that 90% of daily contacts regarding questions and/or problems are initially addressed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request).

6.7 The contractor will, at all times during the contract period, have on his/her premises a functioning fax machine, email and telephone to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). Each contractor will indicate if there is e-mail, fax and telephone availability for their company to complete communications with the VA (use of this communication system will be mutually agreed upon).

6.8 Electronic Transmissions – The Contractor will propose an electronic media (e.g. facsimile, e-mail), available at all times during the Contract period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

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

VII. ORDERING SERVICE

7.1 Request(s) for VA Beneficiary/Patient special mode transportation services will be provided to the Contractor as soon as it is known by the Beneficiary Travel Department (section) Supervisor of Transition Unit and/or AOD.

7.2 Request for services will be made in writing, email or telephonically. If the contractor fails to provide non-emergency medical transportation service within a reasonable time, normally 45 minutes after receiving a request or any order, the James A Haley VA Medical Center reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result. The James A Haley VA Medical Center will be the sole judge in determining when to order service from another source. If all required contracted vehicles are already in use by the James

A Haley VA Medical Center and the VA requires additional service, the Contractor will be contacted first to provide service. If the contractor is not able to provide additional service, the VA will contact another source at the VA's expense.

The VA reserves the right to use station vehicles/drivers prior to using those of the Contractor.

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

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

7.5 The Contractor will submit an invoice summary that includes the contract number, invoice date, invoice number, dates of service, total amount due and billable rates per the price and cost schedule. This is located in Section B of the

Contract.

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

VA authorization number

Mode of transportation required.

Required date and time of arrival;

Name of beneficiary.

Pick-up and delivery point;

Type of equipment required.

Last four of the patient's Social Security Number;

Any special instructions.

7.7 Patients may be transported to or from any designated location within the defined service area, encompassing the state of Florida, to include county to county transports and within county transports for wheelchair and stretcher. All transports will be between VA facilities or between the VA facility and a facility that provides care under VA auspices

(i.e. Contract Nursing Home, Community Outpatient Clinics,) and/or between the home of the beneficiary receiving travel services and the VA facility. The VA staff will specify the points of origin and the destination of every trip.

7.8 When transporting patient(s) leaving the hospital, the Contractor will be required, if necessary, to transport a maximum of three (3) items (boxes or luggage) of the patient’s personal effects at no additional cost to the VA. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and a personal suitcase. When transporting patients to or from Medical facilities, the driver, acting for the Contractor, will ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient, as required.

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

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

7.11 The contractor will maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver quarterly.

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

7.12 The Contractor’s vehicles must respond within 45 minutes after receiving a request or order. If the Contractor fails to furnish service within the required response times, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost that may result, which will be deducted from the contactor’s monthly invoice. The VA will be the sole judge in determining when to order a transport service from another source.

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

7.13 For return trips from scheduled outpatient visits, the Contractor will ensure Veterans and other beneficiaries do not wait more than 45 minutes for pick up, no matter where patient lives.

VIII. PATIENTS RIGHTS

8.1 The Contractor will be courteous to VA Beneficiaries/Patients and any Authorized Escort, Family Member passenger or Significant Other passenger and “SMOKING WILL NOT BE PERMITTED” in the Contractors’ Vehicle.

8.2 The Contractor will immediately notify the VA of any incidents involving injury to VA patients during transport.

The Contractor will promptly complete and submit to the Contracting Officer, an Incident Report with all information felt to be necessary for any full review. The Contractor will notify the COR, in writing or verbal, within 24 hours, of any complaints made by the patients or staff with regards to transportation services.

8.3 Drivers must be courteous and considerate of all patients they are transporting. Any substantiated mistreatment of patients in the performance of this contract may be cause for immediate termination of the contract, or discontinuance of further ordering of services from the Contractor. Substantiated reports of mistreatment may be referred to appropriate law enforcement authorities as applicable. The VA reserves the right to request driver removal from transporting VA patients if mistreatment is substantiated.

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

8.5 Drivers will return patients in the order that they are called in. Drivers will not skip departing patients to cover a longer distance versus a shorter distance. Only with the approval of the Supervisor of Transition Unit will this be authorized. Repeated instances of skipping may lead to termination of the contract or discontinuance of further order placement.

8.6 The Contracting Officer may request an investigation by the Contractor and a Plan of Correction. Repeated problems may warrant a Cure Notice issued by the Contracting Officer and/or Termination for Cause. The Contractor may provide recommendations for improved services along with the patient complaints for the VA's review. No recommendation will be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

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

Contractor's employees will 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.

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

8.9 For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it will be considered to include both masculine and feminine gender.

IX. PATIENT ESCORT

9.1 An authorized official of the James A Haley Hospital Medical Center may, in the best interest of the beneficiary, allow a relative to accompany him/her. The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There will be no additional charge to the VA when escorts are authorized to travel with beneficiary. Contractor will only be required to transport escort with patient and will not be required to return the escort back to point of origin (unless the escort is a

VA attendant).

9.2 James A Haley VA Medical Center reserves the right to send an authorized official (registered nurse, Licensed

Practical Nurse, Nursing Assistant, or Physician) to attend the patient in a transfer from our facility when in the opinion or our medical staff such as trained attendant is necessary to the patient's welfare.

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

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

X. RATES

10.1 The web-based application at www.bing.com/maps, using the shortest time driving option, will determine trip mileage. For all one-way trips ordered under this Contract, the Contractor will receive Special Mode Transportation base rate quoted. The Special Mode Transportation Base Rate will constitute full compensation for one-way trips as defined herein.

10.2 The same rates will apply 24 hours per day. Payment for mileage traveled will be limited to “one way only”, the distance over which the patient is transported. Such mileage costs will be paid in addition to the applicable special mode rate per trip for any trip. Allowable charges for mileage outside the contract service area (Florida) will not exceed +5% of the web-based application at www.bing.com.maps using the shortest time driving option will determine trip mileage.

XI. WAIT TIMES/TOLLS/DRY RUNS/NO SHOWS

11.1 If the pickup is other than that at the James A Haley VA Medical Center, the contractor will call the Beneficiary

Travel Office, during normal working hours, or the AOD, after-hours, as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival at the pickup point and is not necessary if the contractor anticipates no delay for which he/will claim pickup point and is not necessary if the contractor anticipated no delay for which he/she will claim reimbursement.

11.2 Transportation services listed in this Performance Work Statement do not include ferry, bridge, or road toll charges. Any legitimate toll charges will be limited to ONE WAY ONLY and will be listed separately on the Contractor

Team’s invoices. Documentation in the form of a receipt will be provided to support expenditure claimed.Payment for mileage traveled to or from the point of care shall be limited to the VA’s calculated trip mileage according to the accepted

VA method. The accepted VA method for calculated trip mileage is currently Bing Maps. The Government will notify the contractor if the accepted method changes. See the schedule of services for Not to Exceed (NTE) amounts for mileage.

Flat rate trip charge is inclusive of tolls, parking and airport.

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

11.4 Contractor will not charge dry run or no shows for trips if driver arrives late in excess of 15 minutes to allow patients to keep scheduled clinic appointment. Driver will take the most direct route from pick up location to destination unless legitimately unavoidable.

11.5 Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, the VA may notify the Contractor to cancel such order. For orders that are cancelled while the Contractor is already enroute before being notified, the Contractor will be entitled to receive reimbursement based upon the following criteria:

11.6

Distance variables Unit Price

0-10 miles $25.00

11-50 miles $50.00

>51 miles $75.00

Commented [SC1]: I removed a statement and added a new statement.

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

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

c) Contractor must report all dry runs or no shows at time of occurrence and verify with VA staff before driver is allowed to depart location.

XII. CONTRACTOR PERFORMANCE

12.1 In the event, the Contractor is unable to perform services or have services performed as required, the Contractor will immediately notify the Beneficiary Travel Department Transportation Clerks (813) 972-2000, extension 6208 or email at VHATAMBTRAVEL@va.gov and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor will indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours.

Payment of re-procurement costs will not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be re-procured

12.2 The Contractor will be given “First-Right-of-Refusal” to travel to distant locations to pick-up “in-bound” VA

Beneficiaries/Patients, on a “Request by Request” Basis. Or, for the Contractor to contact and sub-contract with another

(appropriate) Patient Transportation (level of care) Provider to fulfill the Request pending for a VA Beneficiary/Patient

Transport, under the Supervision of the Contractor and at its’ Contract Rates (and, the Contractor then being responsible for payment to the sub-contract provider; and for obtaining all of the paperwork from the sub-contractor for the VA).

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

12.4 The VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or no-shows. There will be no additional charge to the VA when such changes occur.

12.5 The contractor employee will determine upon arrival at the Beneficiary/Patient pick-up point, if the condition of the Beneficiary/Patient scheduled for pick-up is different than what was stated on the travel request, the contractor will immediately notify the VA Travel Section and/or Administrative Officer of the Day (AOD) for further instruction in

Patient Transport mode. If a Beneficiary/Patient being transported declines to be properly seat-belted he/she should not be transported. The Transportation Clerk should be notified promptly who may discuss such safety requirement with the

Beneficiary/Patient via Telephone and/or in person. If the patient removes the securing devices during the trip, the transportation office should be notified of this upon contractor employee’s arrival at destination. The Contractor is not required to transport any Beneficiary/Patient who refuses to be properly secured while being transported.

12.6 Contractor employee will ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs will be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat. NO patient will be allowed to ride a motorized cart (scooter) on to the vehicle lift at ANY time. The contractor will ensure that drivers receive appropriate safety training on loading/unloading techniques and such training will be documented and made available to the COR or designee annually and/or prior to contract submission or renewal.

Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m)

XIII. BADGES

13.1. PIV Badges are required to be worn at all times. Contractors are required to notify the Contracting Officer

Representative (COR) if a badge gets lost or stolen. Badges are required to be turned in upon completion of the performance period unless working on multiple contracts or within multiple facilities.

XIV. CONTRACTOR QUALIFICATIONS

14.1. The Contractor will meet all requirements of Federal, State, and City code regarding operation of this type of business. The contractor will ensure that drivers hold current Cardiopulmonary Resuscitation (CPR) certifications. The

Contractor will maintain licensure/certification/Certificate of Public Convenience Necessity (COPCN) with the state of

Florida, and Hillsborough County, as applicable, throughout the life of the contract. In the event the license/certification/COPCN lapses or expires, this could be cause for termination of the contract or discontinuance of further ordering of services from the Contractor.

14.2. Contractors must have established the relevant experience with providing special mode transportation services and are financially responsible and capable of providing the services. The contractor will maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service. Documentation will be made available to the VA immediately upon request by the Contracting Officer for the duration of this contract and applies to any sub-contractors employed by the contractor.

14.3. The successful offer or must submit a letter in duplicate, prior to award, fully describing the make of vehicle(s), model and year which he agrees to furnish under this offer including the location and telephone numbers of the establishment where calls are received and vehicles are immediately available for dispatch. This letter must contain information as the metering devices or methods the offeror proposes to use in determining mileage. The Contracting

Officer will be notified in writing of any vehicle equipment adds/subtracts after award of contract.

14.4. 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 and Hillsborough County licensure/certification/Certificate of Public Convenience Necessity (COPCN) requirements regarding operations of this type of service.

14.5. Upon request of the Government, the offeror must be able to show evidence of his/her reliability, ability and experience by furnishing (1) a list of personnel who will perform under the contract showing the length and type of experience of such personnel, and (2) the names and addresses of other concerns and/or Government agencies for which this type of services were rendered by the offeror.

14.6. Within fourteen (14) days after receipt of award notification, the Contractor will provide evidence of required training, certifications, licensing, and any other qualifications of any personnel performing services under this contract.

The initial documentation will be provided to the Contracting Officer.

14.7. Within fourteen (14) days after receipt of award notification, the Contractor will provide the COR with a list of all employees authorized to provide special mode 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 James A. Haley VA Hospital Human Resource Department and will include the Contractor’s employees to have their fingerprints captured. Within fourteen (14) business days after contract award the Contractor will provide the following employee information:

Name

Position

Title and Work assignment area

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

14.8. Drug Testing Policy – The Contractor will have internal policies and procedures for identifying and preventing employee drug and alcohol abuse.

14.9. Contractor employees will conduct themselves in a business-like manner at all times while on VA premises and or at other affiliated healthcare facilities. Contractor will furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel will wear an appropriate and professional uniform.

14.10. Contractor personnel performing contract services will 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. The appearance of Contractor drivers and attendants will adhere to the latest updated edition of

Section 6, “Rules of The Hillsborough County Public Transportation Commission”.

14.11. Contractor employees will conduct themselves in a professional manner at all times while on VA premises.

Contractor employees will be clearly identified by a company uniform and badge/logo. Contractor vehicles will also be clearly marked with the company badge/log. The veteran beneficiary receiving the transportation services will have the

VA authorization number associated with the trip request and can confirm that the contractor employees are authorized and proper to transport.

14.12. The Contractor will ensure the following personnel (Emergency Medical Technicians, Paramedic, Non-

Emergency Attendant/Drivers) requirements are met:

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

2) The Contactor will ensure minimum staffing requirement as mandated by the State of Florida are met. Each vehicle will be operated with sufficient personnel for adequate patient care, at least one of whom will be an

Emergency Medical Technician (EMT).

3) A record of each employee as to character, physical capabilities, and qualifications performing the duties of an ambulance driver or attendant will be maintained at the Contractor’s establishment and made available for inspection upon request for the Contracting Officer or COR. A roster of Special Mode Drivers and Non-emergency Attendant Drivers (EMTs and LPNs if used to provide these services) will be furnished to the

Contracting Officer or COR and will contain the following information:

Name

Paramedic or EMT license number

Date of initial training

Date of refresher training

4) Record of each employee as to character and physical capabilities of performing the duties of a medical patient transport driver/attendant must be maintained and made available for inspection upon request.

14.13. The contracting entity will ensure that all services provided by Contracted individuals who are LIPs (Licensed

Independent Practitioner) will be within the scope of his or her privileges.

14.14. Emergency Medical Technicians providing emergency services on this contract will meet the following training requirements:

1) Have completed training in accordance with the standard published by the US Department of Health and

Human Services (PL 93-154) and follow Florida Statutes (401.2701) requiring a minimum of 110 hours, with at least 20 hours of supervised clinical supervision, including 10 hours in a hospital emergency department.

EMTs will also meet ongoing recertification requirements standards determined by the State of Florida.

2) Evidence of the “equivalent” training program successfully completed by the EMT will be submitted to the

Contracting Officer or COR.

3) The EMT will be certified, licensed, or otherwise officially recognized by the local, state or regional government or public entity where the emergency ambulance service is operated or by which it is governed.

Current and updated certifications of EMTs providing service under this contract will be submitted to the

Contracting Officer or COR.

14.15. The Contractor shall provide an attendant upon request of the VA. An attendant is defined as a Contractor employee other than the driver on a given trip that meets qualifications needed for medical transport. The VA will put the

Contractor on notice with medical diagnosis, medical condition, and special needs to determine the training and qualifications of the attendant needed. The Contractor shall ensure that each person employed is trained, qualified, and certified to perform the duties required, including CPR certification.

14.16. Evidence of the “equivalent” training program successfully completed by the driver with a copy of State of

Florida Certification Certificate will be submitted to the Contracting Officer or COR. The COR will submit a copy of this document to the Chief, Health Information Management Systems.

14.17. Drivers will have a valid operator's license in accordance with State of Florida for the operation of services they perform, and, will be in reasonably good health, with a record of current immunizations/vaccinations present in their employee file. Drivers providing service under this contract will have a valid ambulance personnel license with a driver designation as required by Federal, State, and local law.

14.18. Contractor will ensure each special mode driver who operates a permitted vehicle meets qualifications listed in

Section 401.281, F.S. and will be responsible for assuring that its drivers are knowledgeable and competent in emergency vehicle operations thoroughly familiar with the vehicles assigned.

14.19. Special mode drivers will complete at least a 16-hour course of instruction on driving an authorized emergency vehicle, as defined by Section 316.003 (1) F.S., which will include at a minimum, classroom and behind-the-wheel training.

Commented [C2]: This section is removed from the PWS.

Commented [C3]: This section is removed from the PWS.

14.20. Attendant/driver will have successfully completed standard and advanced first aid courses including use of cardiopulmonary resuscitation techniques (CPR) of the American Red Cross, U.S. Bureau of Mines or equivalent; be able to safely use all associated equipment, such as a wheelchair lifts, and fire extinguishers; and been fully briefed and trained in passenger assistance techniques. Proof in the form of a current certificate that first aid training has been successfully completed will be available upon request.

14.21. All contractor employees will be enrolled periodically in “refresher” continuing education or advanced training programs as approved and required by the State of Florida, Department of Health Bureau of Emergency Medical

Services. Such refresher training will be submitted to the Contracting Officer or COR upon request for verification of compliance. In no instance may this continuing education training be less frequent than every two years.

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

Blood Borne Pathogens and Hazardous Materials Training.

Life Safety Management - Fire preparedness procedures.

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

Basic First Aid and CPR.

Proper operation of safety features of a Wheelchair and Patient Transport Stretcher and the various vehicle devices, including any lift mechanism and any locking/securing devices for such Patient and/or their Wheelchair and Transport Stretcher.

The Privacy Act of 1974.

The Health Insurance Portability and Accountability Act

(HIPAA) of 1996.

Handling and Disposal of Bio-Hazardous Waste.

14.23. During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor will submit the required evidence of training, certifications, licensing, and any other qualifications to the Contracting Officer. At no time will the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract.

XV. VEHICLE AND INSURANCE

15.1. The Contractor will obtain all necessary licenses and/or permits required to perform this work. She/he will take all precautions necessary to protect persons and property

15.2. from injury or damage during the performance of this contract. She/he will be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence.

15.3. The Contractor will maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of Florida and in accordance with VAAR 852.237-7. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer.

15.4. Insurance: The following minimum insurance coverage will apply to this contract:

1) Worker’s Compensation and Employer’s Liability Insurance in accordance with the Office of Workers’

Compensation Programs (OWCP). Contractors are required to comply with applicable Federal and State worker’s compensation and occupational disease statutes. If occupational diseases are not commensurable under those statues, they are covered under the employer’s liability section of the insurance policy, except when contract operations are so commingled with a Contractor’s commercial operations that it would not be practical to require this coverage. The

Contractor must hold Employer’s liability coverage of at least a minimum of $100,000.

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

3) Automobile Liability: at least a minimum $200,000 per person, at least a minimum $500,000 per occurrence for bodily injury and at least a minimum $20,000 per occurrence for property damage. The

Contractor will provide proof of liability insurance, as listed above, prior to commencement of work.

15.5. The VA reserves the right to inspect the Contractor Team equipment and vehicles or require documentation of compliance with contract specifications, and 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.

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

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

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

15.9. Unless established by a separate written agreement between the Contractor and the VA Medical Center, the

Contractor will not be permitted to borrow medical equipment from the Medical facilities. Contractor will at no time and under any circumstances exchange equipment with VA. At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

15.10. The Government reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract…