PWS Intent Sole Source Bridge.pdf

DRAFT - MARKET RESEARCH ONLY

C.W. Bill Young VA Medical Center | Special Mode Transportation Bridge

DRAFT PERFORMANCE WORK STATEMENT

Non-Emergent Special Mode Wheelchair and Stretcher Transportation Services

C.W. Bill Young VA Medical Center - Bay Pines, Florida

For Market Research / Notice of Intent to Sole Source

1. PURPOSE AND SCOPE

The purpose of this Performance Work Statement (PWS) is to describe the requirements for continued Non- Emergent Special Mode Wheelchair and Stretcher Transportation Services for eligible beneficiaries of the C.W.

Bill Young VA Medical Center (CWBYVAMC). The contractor shall furnish all personnel, vehicles, equipment, dispatch capability, supervision, administrative support, and other resources necessary to safely perform the required transportation services.

Transportation generally consists of one-way trips from a pre-designated pickup point, such as a beneficiary residence, to a pre-designated healthcare location, and return transportation when ordered. Services may include special arrangements such as bariatric or high-back wheelchairs, caregiver/escort transport, service animals, and other authorized accommodations necessary to meet beneficiary transportation needs.

VA beneficiaries, third-party insurers, Medicare, and Medicaid shall not be billed for services performed under this requirement.

2. PERIOD OF PERFORMANCE

The anticipated bridge period of performance is September 1, 2026 through March 1, 2027. The required start date is September 1, 2026.

3. PLACE OF PERFORMANCE

The primary place of performance is the C.W. Bill Young VA Medical Center, 10000 Bay Pines Blvd., Bay Pines, Florida 33744, and the Bay Pines VA Healthcare System service area. Transportation may be required between beneficiary residences, VA facilities, Community Based Outpatient Clinics (CBOCs), authorized Community Care facilities, and other VA medical facilities when specialized care or treatment is not available locally.

The primary service area includes Pinellas, Lee, Charlotte, Sarasota, Manatee, Highlands, and Collier Counties.

Occasional transportation may be required outside the primary service area, including other VA medical facilities within Veterans Integrated Service Network (VISN) 8.

Associated VA locations include, but are not limited to:

• C.W. Bill Young VA Medical Center - Bay Pines, FL

• Bradenton VA Clinic - Bradenton, FL

• Naples VA Clinic - Naples, FL

• Port Charlotte VA Outpatient Clinic - Port Charlotte, FL

• Sarasota VA Clinic - Sarasota, FL

• Sebring VA Clinic - Sebring, FL

• Cape Coral VA Clinic - Cape Coral, FL

4. HOURS OF OPERATION

Services are required 24 hours per day, seven days per week, 365 days per year, including observed Federal holidays. The contractor shall maintain 24/7 telephone and dispatch coverage and shall provide a backup telephone number that is accessible at all times.

5. GENERAL PERFORMANCE REQUIREMENTS

The VA will provide appointment and scheduled pickup information for each transport request. The contractor shall manage departure times, schedules, manifests, special instructions, and transportation operations to ensure beneficiaries arrive at the designated location in time for medical care.

• Beneficiaries shall be picked up within 15 minutes before or after the scheduled pickup time.

• Beneficiaries generally shall be delivered approximately 15 minutes before the scheduled medical appointment.

• Same-day and will-call requests shall be serviced promptly and no later than 60 minutes after the contractor is notified that the beneficiary is ready.

• Only one patient shall be transported on one trip. One attendant, caregiver, or escort age 18 or older may accompany the beneficiary at no additional charge.

• The contractor shall be responsible for beneficiary safety and welfare during transport and for properly securing wheelchairs, mobility devices, and occupants.

• The contractor shall maintain immediate communication between its dispatch operation and all vehicles providing service.

6. VETRIDE AND ORDER MANAGEMENT

Transportation requests will be transmitted through the VA VetRide system. In the event of a VetRide outage, requests may be communicated by telephone with written email or fax confirmation. The contractor shall maintain the personnel and technical capability necessary to receive, accept, schedule, manage, complete, and invoice trips through VetRide.

The contractor shall monitor the VetRide Third Party Portal during business hours, maintain individual VetRide accounts for applicable dispatch personnel and drivers, and timely update trip status. The contractor shall participate in daily schedule reconciliation with the CWBYVAMC transportation office as required.

7. VEHICLE REQUIREMENTS

All vehicles used in performance shall comply with applicable Federal, State, local, and VA safety requirements and shall be suitable for the type of transportation ordered. Vehicles used to transport beneficiaries shall not exceed six years beyond the vehicle manufacture year.

At a minimum, vehicles shall:

• Be clean, safe, mechanically sound, and equipped with operational heating and air conditioning.

• Have functioning doors, windows, speedometer, odometer, horn, seat belts, and required safety equipment.

• Have an operable two-way radio and/or cellular communication system allowing continuous contact with dispatch.

• For wheelchair transportation, contain compliant wheelchair tie-downs, occupant restraints, and effective securing devices.

• Have a backup method for lift or ramp operation in the event of power failure.

• Be equipped with a GPS system capable of supporting route, mileage, stop, and vehicle activity information.

8. VEHICLE INSPECTION AND READINESS

The contractor shall maintain preventive maintenance and internal inspection records for all vehicles used under the requirement. Before a vehicle enters service, the contractor shall provide the VA with the vehicle identification number (VIN), license plate/registration information, applicable insurance documentation, and current maintenance/inspection information.

Vehicles shall be made available for inspection by the Contracting Officer (CO) or Contracting Officer’s Representative (COR) before or during performance when requested. Vehicles determined not to meet applicable requirements may be removed from service until deficiencies are corrected.

9. DRIVER AND CONTRACTOR PERSONNEL REQUIREMENTS

The contractor shall provide sufficient qualified drivers, attendants, dispatch personnel, supervisors, and administrative personnel to support continuous performance. Drivers shall possess valid licenses and shall be screened and trained to safely transport wheelchair and stretcher beneficiaries.

• Conduct pre-employment and annual driver-history checks and maintain supporting records.

• Maintain records demonstrating employee suitability and ability to safely perform assigned duties.

• Ensure drivers and applicable personnel receive training in safe beneficiary transportation and required refresher/remedial training.

• Require professional conduct, appropriate attire or uniform, and picture identification.

• Ensure applicable employees can communicate effectively in English and understand written instructions and requirements.

10. INSURANCE

Before performance, the contractor shall provide evidence of insurance meeting the requirements applicable to the transportation services. The long-term PWS identifies bodily injury liability coverage of at least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage, including coverage for incidents occurring while transporting beneficiaries.

11. SERVICE DISRUPTION AND CONTINUITY OF OPERATIONS

The contractor shall immediately report vehicle breakdowns or other conditions that may cause a service disruption to the COR or Administration Officer on Duty (AOD), as applicable. When a breakdown occurs, the contractor shall provide a backup vehicle to minimize delays or inconvenience to beneficiaries.

The contractor shall maintain a contingency plan for service disruption and an emergency/disaster preparedness plan supporting continuity of wheelchair and stretcher transportation services. Medical incidents, vehicle accidents, and safety incidents occurring during transportation shall be reported promptly and documented as required by VA.

12. PERFORMANCE STANDARDS

Required Service Performance Standard

Schedule Reconciliation Confirm future service requests in VetRide and participate in required daily reconciliation.

Pickup/Drop-off Timeliness Pickup within 15 minutes before or after scheduled pickup time; timely delivery for scheduled care.

Will-Call Arrive no later than 60 minutes after notification that the beneficiary is ready.

Trip Completion Complete trip status and required supporting information in VetRide on the day of service.

Service Continuity Provide backup resources and promptly report disruptions, breakdowns, and safety issues.

13. SECURITY, PRIVACY, AND VA INFORMATION

Contractor personnel and subcontractor personnel shall comply with applicable Federal laws, regulations, VA directives, handbooks, and contract requirements concerning information security and privacy. Because protected health information (PHI) may be accessed or used in performance, a Business Associate Agreement (BAA) may be required. Applicable personnel shall complete required VA privacy, information security, Rules of Behavior, and other required training before access to VA information or information systems is granted.

Contractor personnel requiring access to VA information or systems shall be subject to applicable background investigation and access requirements. The contractor shall protect VA information and promptly report suspected security or privacy incidents in accordance with applicable VA requirements.

14. INVOICING

Trips shall be completed in VetRide before invoices are generated. Invoices are subject to VA review and reconciliation against VetRide data, trip documentation, medical records, and travel logs, as applicable.

Unauthorized or unsupported charges may be suspended pending supporting documentation.

15. QUALITY CONTROL

The contractor shall maintain a quality control program sufficient to ensure that transportation services are provided in accordance with the PWS. The program shall address inspection of services, identification and prevention of deficiencies, corrective actions, vehicle maintenance records, and management oversight.

16. SERVICE CONTRACT LABOR STANDARDS

The contractor shall comply with applicable Service Contract Labor Standards requirements and the applicable Department of Labor wage determinations for the locations of performance.

17. ESTIMATED SIX-MONTH WORKLOAD

The following estimated quantities are provided for planning and market research purposes for the anticipated September 1, 2026 through February 28, 2027 bridge period. Quantities are estimates and do not represent guaranteed minimums or maximums.

CLIN Service Estimated Quantity 0001 Wheelchair/Scooter/Ambulatory -

>10 mi., Pinellas 6,500 trips

0002 Stretcher - >10 mi., Pinellas 450 trips 0003 Mileage - >10 mi., Pinellas 18,000 miles 0004 Wheelchair/Scooter/Ambulatory -

<10 mi., Pinellas 4,200 trips

0005 Stretcher - <10 mi., Pinellas 360 trips 0006 Dry Run/No Show - <10 mi., All

Counties

0007 Dry Run/No Show - >10 mi., All Counties

0008 Wait Time 3,000 minutes 0009 Wheelchair/Scooter/Ambulatory -

>10 mi., Outside Pinellas 4,500 trips

0010 Stretcher - >10 mi., Outside Pinellas

300 trips

0011 Mileage - >10 mi., Outside Pinellas

48,000 miles

0012 Wheelchair/Scooter/Ambulatory - <10 mi., Outside Pinellas

4,500 trips

0013 Stretcher - <10 mi., Outside Pinellas

450 trips

0014 Contractor-Furnished Attendant 60 hours

18. MARKET RESEARCH NOTICE

This draft PWS is provided solely to support market research associated with the Notice of Intent to Sole Source. It is not a solicitation, request for proposal, request for quotation, or promise to award a contract. The Government may revise the requirements before any resulting acquisition action.