36C24824Q0896_1.docx

36C24824Q0896

GENERAL INFORMATION

Network Contracting Office 8 (NCO 8) C/O Yolanda Glover yolanda.glover@va.gov

POINT OF CONTACT*

Contract Specialist Yolanda Glover yolanda.glover@va.gov 352-381-5712

PLACE OF PERFORMANCE

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03.

The North Florida/South Georgia Veterans Health System is seeking to procure SMT COVID-19 Patient for the North Florida/South Georgia Veterans Health System. This will be an annual full-service contract for a base year plus four option years. This is an SDVOSB set Aside.

See Section B.2 –Price/Cost Schedule for a description of the services to be performed.

See Section B.3 –Statement of Work for a list of Line Items and enter your pricing accordingly.

The Government will evaluate all quotations using the Comparative Evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. See E.1 – 52.212-1 – Instructions to Quoters and E.4 – 52.212-2 – Evaluation of Quotes for more information.

Any questions or concerns regarding this solicitation should be submitted no later than 04/26/2024 at 4:30 PM EST. Please submit questions in writing via e-mail to the Contract Specialist, Yolanda Glover, at yolanda.glover@va.gov.

All quotations for this solicitation shall be submitted no later than 05/07/2024 at 4:30 PM EST. Please submit all responses to the Contract Specialist, Yolanda Glover, at yolanda.glover@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(c).

*Note* To prepare / complete a Quote, See Offerors Checklist under 52.212-2 Evaluation – Commercial Items.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Table of Contents

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: Contracting Officer 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) C/O Yolanda Glover yolanda.glover@va.gov

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Wheelchair Trips- COVID-19 Patients Contract Period: Base POP Begin: 09-10-2024 POP End: 09-09-2025

Stretcher Trips- COVID-19 Patients (Pricing Includes One Contractor Attendant) Contract Period: Base POP Begin: 09-10-2024 POP End: 09-09-2025

Wheelchair Trips- COVID-19 Patients Contract Period: Option 1 POP Begin: 09-10-2025 POP End: 09-09-2026

Stretcher Trips- COVID-19 Patients

Contract Period: Option 1 POP Begin: 09-10-2025 POP End: 09-09-2026

Wheelchair Trips- COVID-19 Patients Contract Period: Option 2 POP Begin: 09-10-2026 POP End: 09-09-2027

Stretcher Trips- COVID-19 Patients

Contract Period: Option 2 POP Begin: 09-10-2026 POP End: 09-09-2027

Wheelchair Trips- COVID-19 Patients Contract Period: Option 3 POP Begin: 09-10-2027 POP End: 09-09-2028

Stretcher Trips- COVID-19 Patients

Contract Period: Option 3 POP Begin: 09-10-2027 POP End: 09-09-2028

Wheelchair Trips- COVID-19 Patients Contract Period: Option 4 POP Begin: 09-10-2028 POP End: 09-09-2029

Stretcher Trips- COVID-19 Patients

Contract Period: Option 4 POP Begin: 09-10-2028 POP End: 09-09-2029

52.217-8 Option to Extend Services NOTE: The specified rates under this clause will be those rates in effect pursuant to the CLIN under which the contractor is currently providing services. The option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract.

52.217-8 Option to Extend Services NOTE: The specified rates under this clause will be those rates in effect pursuant to the CLIN under which the contractor is currently providing services. The option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract.

B.3 PERFORMANCE WORK STATEMENT

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

The contractor shall provide all Non-Emergency, Special Mode Transportation (SMT) services as identified within the performance work statement (PWS) for the North Florida/South Georgia Veteran Health System, and its associated healthcare facilities, for beneficiaries that have not passed the COVID-19 screening or who have tested Positive. The Contractor shall provide all transport vehicles, personnel, management, supplies, transportation, fuel, equipment, reports, and anything else necessary to successfully furnish Non-Emergency SMT service as identified in the Price and Cost Schedule and the PWS in accordance with all terms, conditions, and provisions stated herein. The contractor’s responsibility shall cover non-emergency transportation services within NF/SG Veterans Healthcare System catchment area which consists of thirteen counties: Alachua, Duval, Sumter, Marion, Putnam, St. Johns, Columbia, Leon, Taylor, Jackson, Ware, Lowndes, and Camden. The contractor is required to continuously be compliant with the requirement contained herein, and meet or exceed the standards of, but not limited to, the Joint Commission and Florida State Department of Health Regulations. The following facilities shall be covered under this PWS; however, their physical addresses may change during the life of the contract, and this list may expand in conjunction with the Mission Act:

• Malcom Randall VA Medical Center, 1601 SW Archer Rd, Gainesville, FL 32608-1197

• Lake City VA Medical Center, 619 S. Marion Ave., Lake City, FL 32025-5808

• Jacksonville OPC (Additional Jacksonville Locations), 1536 N Jefferson St, Jacksonville, FL 32209

• Sergeant Ernest I “Boot” Thomas HCC, 2181 East Orange Ave., Tallahassee, FL 32311

• The Villages OPC, 8900 SE 165th Mulberry Ln, The Villages, FL 32162

• Marianna CBOC, 4970 Highway 90, Marianna, FL 32446

• Ocala CBOC (Ocala West Campus), 1515 E. Silver Springs Blvd., Ocala, FL 34470

• Palatka CBOC, 400 North State Road 19, Suite 48, Palatka, FL 32177

• Perry CBOC, 1224 North Peacock Ave., Perry, FL 32347

• St. Augustine CBOC (Interim Location) 195 SouthPark Blvd., St. Augustine, FL 32086

• St. Mary’s CBOC, 205 Lake Shore Point, St. Mary’s, GA 31558

• Valdosta CBOC, 2841 N. Patterson St, Valdosta, GA 31602

• Waycross CBOC, 515B City Boulevard, Waycross, GA 31501

2. CONTRACT DEFINITIONS/ACRONYMS AND TERMS

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

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

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

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

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

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

g) Cancellation - A cancellation is defined as a request for service by authorized Medical Center personnel whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs. Attendant fees for cancellation/no shows will be begin at the point of picking up the veteran. Contractor shall be reimbursed per the corresponding mileage rate for cancellation/no shows.

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

i) No Show - is defined when the beneficiary receiving services is not present at the time of transport or declines to go with the contracted service. Attendant fees for cancellation/no shows will begin at the point of picking up the veteran. No Shows will be treated as Cancellations for invoicing purposes.

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

k) 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.

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

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

n) Disability – The term “disability means, with respect to an individual means: 1) A physical or a mental impairment that substantially limits one or more of the major life activities of such individual.

2) A record of such impairment

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

o) 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.

p) 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.

q) 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.

r) 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.

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

t) 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.

u) 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.

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

w) 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.

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

y) 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.

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

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

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

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

dd) Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies.

3. JCAHO STANDARDS

a) The Contractor shall perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization (JCAHO) and the established principles and ethics of the medical profession established by the American Medical Association (AMA) and American College of Emergency Physicians (ACEP). The Contractor shall adhere to the Department of Veteran Affairs policies, procedures, and a regulation that governs the Beneficiary Travel Program is Title 38 Code of Federal Regulations (CFR) Section 70.

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

c) Portability and Accountability Act (HIPAA) of 1996 and VA Directive and Handbook 0710. The Contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established business associate agreement (BAA). By entering this contract, the Contractor certifies they comply with HIPAA as it pertains to general patient information, HIV, drug and alcohol abuse, and sickle cell anemia.

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

4. PERFORMANCE AND QUALIFICATIONS

a) The Contractor shall provide non-emergency transportation services for patients that have not passed the COVID-19 screening or who have tested Positive on an “as needed” basis. Services may be required 24-hours per day/7-day a week, 365 days a year, within the states of Florida and Georgia. The contractor shall provide all manpower, equipment, vehicles, fuel, materials and supplies and supervision necessary to perform all tasks. Vehicles shall have appropriate fuel capacity to complete the transport without stopping for refueling, unless making a transport beyond the capability of the fuel tank of the vehicle.

b) The Contractor shall adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of North Florida/South Georgia Veterans Health System.

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

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

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

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

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

5. TRANSPORTING OF COVID-19 PATIENTS

a) Contractor shall provide Special Mode transportation services to Confirmed and/or Suspected COVID-19 Patient throughout the entire NF/SG catchment area.

b) The, contractor shall always be available and prepared to assist with transporting of patients that have not passed the COVID-19 screening or who have tested Positive. Contractor is responsible for providing his/her employees with training and the proper PPE to safely transport their patients.

c) In accordance with CDC guidance and VA protocols, family members and other contacts of patients that have not passed the COVID-19 screening or who have tested Positive shall not ride in the transport vehicle.

d) When transporting patients that display signs and symptoms suggestive of COVID-19, has been classified as a PUI or has tested positive for COVID-19, the following PPE is required for transport:

· Gown

• Respirator (N95)

• Goggles or Face Shield

• Gloves

VTS Donning and Doffing of Personal Protective Equipment Before Transport & After Transport

a) Isolate the vehicle driver from the patient compartment and keep pass-through doors and windows tightly shut.

b) When possible, use vehicles that have isolated driver and patient compartments that can provide separate ventilation to each area. • Close the door/window between these compartments before bringing the patient on board.

• During transport, vehicle ventilation in both compartments should be on non-recirculated mode to maximize air changes that reduce potentially infectious particles in the vehicle.

• If the vehicle has a rear exhaust fan, use it to draw air away from the cab, toward the patient-care area, and out the back end of the vehicle.

c) Contractor is responsible for cleaning/decontaminating transport vehicles after the transports of a Confirmed/Suspected COVID-19 Patient. When completing decontamination of transport vehicle, contractor shall follow the guidelines of the National VTS COVID-19 Standard Operating Procedures, at a minimum.

Cleaning VTS Transport Vehicles after Transporting a PUI or Patient with Confirmed COVID-19

a) The following are general guidelines for cleaning or maintaining VTS transport vehicles and equipment after transporting a PUI:

b) • After transporting the patient, leave the rear doors of the transport vehicle open to allow for enough air change to remove potentially infectious particles. o The time to complete transfer of the patient to the receiving facility and complete all documentation should provide enough air changes.

• When cleaning the vehicle, contractor employees should wear a disposable gown and gloves. A face shield or facemask and goggles should also be worn if splashes or sprays during cleaning are anticipated.

• Use the provided UVC Disinfectant/Decontamination portable unit: o Park vehicle in an area where there is no human pedestrian traffic to prevent UV light exposure to eyes of passersby—but which allows for an electrical extension cord to access the vehicle for the UVC Unit.

o Set UVC Unit on the floor in the center of the vehicle o Startup vehicle and turn the AC/Heat fan on High Setting o Close all doors and windows o Set timer on UVC Unit for 10 minutes o Exit vehicle immediately closing door behind you.

o Once initial UVC Unit operation is complete—Hang UVC unit from the ceiling in the center of the vehicle and set timer for 10 minutes.

o Exit vehicle and close door behind you.

o Once UVC Unit operation is complete: Turn off vehicle AC/Heater fan Turn off vehicle Disconnect from electrical extension cord and place the UVC Unit and extension cord in a safe/secure area where it will not be damaged.

o REPEAT PROCESS AFTER EACH PATIENT TRANSPORT

NOTE: USE OF UVC UNIT DOES NOT REPLACE WIPE DOWN / ENVIRONMENTAL CLEANING AND DISINFECTING!!

• Ensure that environmental cleaning and disinfection procedures are followed consistently and correctly, to include the provision of adequate ventilation when chemicals are in use. Doors should remain open when cleaning the vehicle.

• Routine cleaning and disinfection procedures (e.g., using cleaners and water to pre-clean surfaces prior to applying an EPA-registered, hospital-grade disinfectant to frequently touched surfaces or objects for appropriate contact times as indicated on the product’s label) are appropriate for severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2) in healthcare settings, including those patient-care areas in which aerosol-generating procedures are performed.

• Products with EPA-approved emerging viral pathogens claims are recommended for use against SARS-CoV-2. Refer to List N on the EPA website for EPA-registered disinfectants that have qualified under EPA’s emerging viral pathogens program for use against SARS-CoV-2.

• Clean and disinfect the vehicle in accordance with standard operating procedures. All surfaces that may have come in contact with the patient or materials contaminated during patient care (e.g., stretcher, rails, control panels, windows, floors, walls, work surfaces) should be thoroughly cleaned and disinfected using an EPA-registered hospital grade disinfectant in accordance with the product label.

• Clean and disinfect reusable patient-care equipment before use on another patient, according to manufacturer’s instructions.

• Follow Standard Operating Procedures for the containment and disposal of used PPE and regulated medical waste.

• Follow Standard Operating Procedures for containing and laundering used linen. Avoid shaking the linen.

c) VTS procedures for Doffing of PPE is as follows, Note: Operator will maintain all PPE until after the vehicle is Fully Terminal Clean. Upon the completion of PPE Doffing procedure, the operator will dispose of all contaminated PPE inside a 24-inch Bio-hazard container.

6. ORDERING SERVICE

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

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

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

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

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

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

h) The Contractor shall submit an invoice summary that includes the contract number, invoice date, invoice number, dates of service, total amount due and billable rates per the price schedule.

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

1. VA authorization number

2. Mode of transportation required;

3. Required date and time of arrival;

4. Name of beneficiary;

5. Pick-up and delivery point;

6. Type of equipment required;

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

8. Any special instructions.

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

Area, encompassing the state of Florida and Georgia, to include county to county transports and within the county. All transports shall be between VA facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics,) and/or between the home of the beneficiary receiving travel services and the VA facility. The VA staff shall specify the points of origin and the destination of every trip.

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

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

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

7. RESPONSE TIME

a) The Contractor’s vehicles must respond within two hours after notification for unscheduled trips and 30 minutes for scheduled trips. If the Contractor fails to furnish service within the required response times, the VA reserves the right to obtain the service from another source. The VA shall 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.

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

d) Patient pickups shall be completed within two hours after notification for unscheduled trips and 30 minutes for scheduled trips.

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

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

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

h) The contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver quarterly. Failure of the contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for cause [see FAR Clause 52.212-4(m), Termination for Cause].

8. PATIENTS RIGHTS

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

j) 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.

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

l) The Contractor shall not employ any persons for work on this contract if such employee is considered by the VA contracting officer to be a potential threat to the health, safety, security or operations of the VA. Contractor’s employees shall understand, speak, read, and write the English Language. No employee of the contractor can be a Federal employee, nor can they have any conflict of interest.

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

9. PATIENT ESCORT/CAREGIVER

a) The VA reserves the right to have an escort or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary.

Contractor shall only be required to transport escort with patient and will not be required to return the escort back to point of origin if patient is admitted to hospital (unless the escort is a VA attendant or authorized VA caregiver).

b) The North Florida/South Georgia Veterans Health System reserves the right to send an authorized official (Registered Nurse, Licensed Practical Nurse, Nursing Assistant, or Physician) to attend the patient in a transfer from our facility when deemed necessary to the patient’s welfare by medical staff.

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

d) The Contractor shall provide an attendant upon request of the VA. An attendant is defined as a Contractor employee other than the driver on a given trip that meets the qualifications needed for medical transport. When completing a stretcher transport the vendor is responsible for ensuring that a stretcher is included with this run, with no extra charge to the VA. The VA shall provide pertinent medical information and inform Contractor of special needs required for patient to determine the specific training and qualifications of the attendant needed. The Contractor shall ensure that each person employed is trained, qualified and certified to perform the duties required, including CPR certification.

10. RATES

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

b) The same rates shall apply 24 hours per day. Payment for mileage traveled shall be limited to “one way only”, the distance over which the patient is transported. Allowable charges for mileage outside the contract Catchment Area (Florida/Georgia) shall not exceed +5% of the web-based application at www.bing.com.maps using the shortest time driving option shall determine trip mileage.

11. TOLLS / NO SHOWS

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

b) If the VA decides that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, the VA may notify the Contractor to cancel the trip. For orders that are cancelled while the Contractor is already in route before being notified, the Contractor shall be entitled to receive reimbursement in price schedule. 1. This charge shall not be allowed if authorized VA personnel cancelled the trip (2) hours prior to the scheduled pickup time.

2. If the Contractor arrives at the destination before the VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor control, e.g., patient absence, or patient refusal, the Contractor shall receive 100% of the mileage charge for a one-way trip, as provided in the schedule.

12. CONTRACTOR PERFORMANCE

a) At the time of the request, the Contractor shall acknowledge their ability to provide the service within the requested response time. If the Contractor cannot provide the services for any reason, they must notify the VA personnel requesting the service of their inability to provide the service. The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the SMT transportation dispatch.

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

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

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

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

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

13. IDENTIFICATION BADGES

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

14. CONTRACTOR QUALIFICATIONS

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

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

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

d) Within fourteen (14) days after receipt of award, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. These individuals must complete a VA issued security check within thirty (30) days from the Government’s receipt of the list of names. The background check will be conducted by the Gainesville VAMC Human Resource Department and will include the Contractor’s employees to have their fingerprints captured. Within fourteen (14) business days after contract award, the Contractor shall provide the following employee information: Name, Position, and Title and Work assignment area. The initial documentation shall be provided to the Contracting Officer. Thereafter, any personnel changes will be submitted within two (2) business days after the changes occur.

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

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

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

2. The Contactor shall ensure minimum staffing requirement as mandated by the State of Florida are met. Each vehicle shall be operated with proper personnel for adequate patient care.

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

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

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

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

• Blood Borne Pathogens and Hazardous Materials Training

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

• Basic First Aid and CPR

• The Privacy Act of 1974

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

• Handling and Disposal of Bio-Hazardous Waste

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

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

15. VEHICLE AND INSURANCE

a) Contractor shall provide VIN numbers of all vehicles that shall be used for…