36C24919R0069-001.docx

36C24919R0069 – TENNESSEE VALLEY HEALTHCARE SYSTEM – NON-EMERGENT TRANSPORTATION SERVICES

OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL

BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SI

GN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGN

ATURE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR

LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

626-19-4-732-0013 36C24919R0069 04-17-2019 Stephen A. Clabough 615-225-6479 05-13-2019 90C Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway Suite 400 Murfreesboro TN 37129 X X 485991 $15 Million X N/A X Department of Veterans Affairs

VAMC

VA TN Valley HCS Nashville Campus 1310 24th Avenue South Nashville TN 37212 90C Department of Veterans Affairs Network Contracting Office - 9 1639 Medical Center Parkway Suite 400 Murfreesboro TN 37129

90C FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135 See CONTINUATION Page The contractor shall furnish all labor, materials, insurance and equipment to provide safe and comfortable non-emergent transportation services on an as-needed basis to beneficiaries of the Tennessee Valley Healthcare System (TVHS) located in Na shville, TN, Murfreesboro, TN, and the TVHS’ Community Based Outpatient Clinics (CBOC) referenced within the embedded Performance Work Statement (PWS).

See CONTINUATION Page 626-3690160-732-829800-2119 010058600 X X X Thomas N. Allman Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

U.S. Department of Veterans Affairs Mission Statement:

To fulfill President Lincoln's promise “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are America’s Veterans.

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: ______________________________________ (Contractor’s Name) ______________________________________ (Address)

E-MAIL ADDRESS ______________________________________

DUNS NUMBER NO. ______________________________________

b. GOVERNMENT:

Thomas N. Allman Contracting Officer Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129 615-225-3434 Thomas.Allman@va.gov

Stephen A. Clabough Contract Specialist Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129 61522-6479 Stephen.Clabough@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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

The contractor shall provide all equipment, vehicles, and personnel required to provide the services below and in accordance with the Performance Work Statement below.

The contract’s maximum amount is $15,000,000.00.

The contract’s minimum guaranteed amount is $2,500.00.

All prices and rates below shall be for loaded (patient onboard) miles only. With the exception noted in paragraph 13, No service or no-load charge, of section (b) within the performance work statement (PWS), the government shall not pay for unloaded (no patient onboard) services or mileage.

Ordering Period: The contract will have five ordering periods as listed in the price schedule below. Task orders may only be placed by NCO 9 contracting officers."

ITEM INFORMATION

ORDERING PERIOD 1: June 1, 2019 through September 30, 2019

Trips made within a 11-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 11 to 20-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 21 to 30-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 31 to 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Rate per mile beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 0004).

Waiting time in excess of 15 minutes. Invoiced in nearest 1/4-hour increments.

Additional non-beneficiary passenger. Flat rate per additional passenger.

-No-load charge within 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge beyond 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge, rate per mile, beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 0009).

ORDERING PERIOD 2: October 1, 2019 through September 30, 2020

Trips made within a 11-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 11 to 20-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 21 to 30-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 31 to 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Rate per mile beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 1004).

Waiting time in excess of 15 minutes. Invoiced in nearest 1/4-hour increments.

Additional non-beneficiary passenger. Flat rate per additional passenger.

No-load charge within 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge beyond 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge, rate per mile, beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 1009).

ORDERING PERIOD 3: October 1, 2020 through September 30, 2021

Trips made within a 11-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 11 to 20-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 21 to 30-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 31 to 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Rate per mile beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 2004).

Waiting time in excess of 15 minutes. Invoiced in nearest 1/4-hour increments.

Additional non-beneficiary passenger. Flat rate per additional passenger.

No-load charge within 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge beyond 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge, rate per mile, beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 2009).

ORDERING PERIOD 4: October 1, 2021 through September 30, 2022

Trips made within a 11-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 11 to 20-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 21 to 30-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 31 to 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Rate per mile beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 3004).

Waiting time in excess of 15 minutes. Invoiced in nearest 1/4-hour increments.

Additional non-beneficiary passenger. Flat rate per additional passenger.

No-load charge within 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge beyond 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge, rate per mile, beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 3009).

ORDERING PERIOD 5: October 1, 2022 through September 30, 2023

Trips made within a 11-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 11 to 20-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 21 to 30-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Trips made between a 31 to 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One-way trip to or from pickup point.

Rate per mile beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 4004).

Waiting time in excess of 15 minutes. Invoiced in nearest 1/4-hour increments.

Additional non-beneficiary passenger. Flat rate per additional passenger.

No-load charge within 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge beyond 40-mile radius of the Alvin C. York or Nashville VAMC, whichever is closer. Price per trip.

No-load charge, rate per mile, beyond 40-mile radius of the Alvin C. York or Nashville VAMCs, whichever is closer. One way only (in addition to CLIN 4009).

B.3 PERFORMANCE WORK STATEMENT (PWS)

(a) GENERAL INFORMATION

(1) Title of Project: Tennessee Valley Healthcare System’s (TVHS) Non-Emergent Transportation Services

(2) Scope of Work: The contractor shall furnish all management, supervision, labor, materials, equipment, specified supplies, and resources necessary to provide non-emergency transportation for wheelchair, and other beneficiaries. The primary intent of this contract is for furnishing prearranged ground non-emergent transportation services for beneficiaries of the TVHS, with on-call services as needed. The TVHS requires contractor services to transport VA beneficiaries from the beneficiaries’ place of origin to the beneficiaries’ place of termination. The mode of travel is based on what is most economical and consistent with the beneficiary’s needs. The contractor shall provide primarily wheelchair van services and other overland transportation for eligible beneficiaries when VA transportation assets are unavailable.

The VA experiences seasonal and demand changes that the contractor must respond to and accommodate. The actual trips, less cancelations, will vary and reduce the projected pickups. The trips include non-emergent walker, wheelchair, scooter, and non-ambulatory beneficiaries of the TVHS. The transportation service shall primarily be conducted in the middle Tennessee area. The contractor shall provide transports throughout Middle Tennessee, which will include trips to rural/remote areas of the region (example trips to and from the state of Kentucky), and short mileage trips in middle Tennessee and Chattanooga area. The contractor must be able to transport all beneficiaries regardless of size or weight. As mobility devices continue to be upgraded and improved (to accommodate increased weight and size) the contractor shall remain abreast of these changes and upgrades and have vehicles and staff to meet the transportation needs of the beneficiaries.

(3) Background: The TVHS currently contracts for vehicle and wheelchair services. Contractors respond to scheduled and non-scheduled requests for travel to and from each medical center and their associated outpatient clinics. Currently, two VA Medical Centers (VAMC) and thirteen Community Based Outpatient Clinics (CBOC) require transportation of VA beneficiaries and all facilities may order transportation.

The two medical centers and thirteen CBOCs that encompass the TVHS are as follows:

a. Nashville VA Medical Center

i. 1310 24th Avenue South, Nashville, Tennessee 37212

b. Alvin C. York VA Medical Center (Murfreesboro, TN)

i. 3400 Lebanon Pike, Murfreesboro, TN 37129

c. Bowling Green VA Clinic

i. 600 US 31 West Bypass, Suite 12, Bowling Green, KY 42101

d. Chattanooga Community Based Outpatient Clinic

i. 6098 Debra Road, Chattanooga, TN 37411

e. Clarksville VA Clinic

i. 1832 Memorial Drive, Clarksville, TN 37043

f. Cookeville VA Clinic

i. 851 S. Willow Avenue, Suite 108, Cookeville, TN 38501

g. Athens VA Clinic

i. 1320 Decatur Pike, Athens, TN 37303

h. Harriman Outpatient Clinic

i. 2305 North Gateway Ave., Suite 2, Harriman, TN 37748

i. Dover VA Clinic

i. 1225 Spring Street, Dover, TN 37058

j. Hopkinsville VA Clinic

i. 1002 South Virginia Street, Hopkinsville, KY 42240

k. McMinnville VA Clinic

i. 1014 S. Chancery Street, McMinnville, TN 37110

l. Maury County VA Clinic

i. 833 Nashville Highway, Columbia, TN 38401

m. Tullahoma VA Clinic

i. 225 Von Karman Road, Arnold Air Force Base, TN 37389

(b) CONTRACT DEFINITIONS/ACRONYMS

(1) Add on service – Service not pre-scheduled but provided to the contractor daily requiring a 45-minute response time or better. These are services which are needed after the scheduling deadline provided by hospital staff (i.e. emergency room runs, clinic add on appointments, transfers to or from other facilities, etc.).

(2) Administrative Officer of the Day (AOD) – VA employee who acts as the administrator during all hours that are not normal working hours. Normal working hours are 8:00 AM local time (LT) to 4:30 PM LT Monday through Friday, excluding holidays.

(3) 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. The base rate shall be 0-11 miles, 11-20 miles, 21-30 miles, or 31-40 miles from the Nashville VAMC or Alvin C. York VAMC, whichever is closer. The applicable base rate shall be paid for all authorized one-way trips ordered under the contract action, including remote trips, with applicable contractor personnel receiving at minimum the Department of Labor Service Contract Labor Standards wage rates (included herein), during all phases of the trip made on behalf of the TVHS. Attached Service Contract Labor Standards wage rate determinations shall be updated each ordering period when/if new revisions are issued. The base rate shall constitute full compensation for one-way trips which do not exceed the “mileage threshold.”

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

(5) Business Hours/Days – Business hours/days are defined as the time of 8:00 AM local time to 4:30 PM local time, 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 4:31 PM local time to 7:59 AM local time Monday through Friday, all day Saturday and Sunday and Federal holidays.

(6) Contracting Officer (CO) – VA official with the authority to enter, administer, terminate contracts, and makes related determinations and findings.

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

(8) Contractor – The term “contractor” as used herein refers to both the prime contractor and his personnel, and any subcontractors and their personnel. The contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract.

(9) Gender – For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender.

(10) Joint Commission on Accreditation of Healthcare Organizations (JCAHO) – A national organization dedicated to improving the care, safety and treatment of beneficiaries in a health care facility and environment.

(11) Mileage Rate – Mileage rate for transportation services is the rate paid for each mile traveled beyond the specified mileage threshold. This rate applies to loaded, one-way transportation as well as no-load trips outside the 40-mile radius of the Nashville VAMC or Alvin C. York VAMC, whichever is closer to the drop off or pick up location, as applicable. In no event shall the contractor receive this rate for miles traveled within the specified mileage threshold except for Remote Trips.

(12) Mileage Threshold – The mileage threshold is defined as a 40-mile radius of the Nashville VAMC or Alvin C. York VAMC, whichever is closer to the drop off or pick up location, as applicable, using the latest version of Google Maps. For all one-way trips and no-loads within a 40-mile radius of the two medical centers, whichever is closer, the contractor shall receive the flat rate awarded for that trip. The contractor shall receive the mileage charge awarded for any one-way trips and no-loads in excess of the flat rate outside the 40-mile radius of the two medical centers, whichever is closer to the drop off or pick up location. In no event shall the contractor receive reimbursement for mileage charge for any mileage inside the 40-mile radius of the Nashville VAMC or Alvin C. York VAMC. Mileage charges are only applicable outside the 40-mile radius of the Nashville VAMC or the Alvin C. York VAMC.

(13) No service or no-load charge – A no service mileage rate is applicable when a driver is dispatched to pick up a beneficiary and for various possible reasons, the run is not completed, at no fault of the driver. A no service form shall be completed by the driver and submitted to the COR or designee (staff who approved the no-service) for signature/concurrence. When the VAMC travel office provides reasonable notification, a no-load charge shall not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 30 minutes of the pickup time for trips within a 40-mile radius or prior to driver departure for trips beyond the 40-mile radius.

(14) Remote Trip – A trip that has a pick-up and drop-off outside of the mileage threshold. Base Rate plus mileage starting from the Nashville VAMC or Alvin C. York VAMC shall be used to calculate cost for these trips.

(15) Prorated trips – Any trip in which more than one beneficiary is transported by a single driver, allowing only the mileage to be claimed to the farthest destination of the run.

(16) Scheduled Trip(s) – The term “Scheduled Trip” as used in this contract refers to those trips in which the contractor has been given advance notice (advance notice is defined as notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time.

(17) Waiting – Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the contractor to wait at designated pick-up and/or delivery points in performing contract services.

(18) Waiting/Waiting Grace Period – Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the contractor to wait at designated pickup and/or delivery points in performing contract services. Waiting shall be charged in fifteen (15) minute increments. Waiting Grace Period – The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for medical transportation services shall include a fifteen (15) minute waiting grace period at origin and destination.

(19) Unscheduled Trip(s) – The term “Unscheduled Trip” as used in this contract refers to those trips required on an as needed basis and advanced notice is not given.

(c) SCOPE OF WORK: Contractor shall be incorporated as a commercial business entity that provides non-emergent transportation services for beneficiaries of the THVS. Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to furnish non-emergent transportation services as identified in the Schedule. The contractor shall furnish a full range of non-ambulatory transportation services as specified in this PWS.

(d) NUMBER OF BENEFICIARYS: Only one beneficiary (including VA and NonVA beneficiaries) shall be transported on a trip unless specifically authorized by the COR or designee. When approved by the COR, or designee, and more than one beneficiary is being transported on a trip, reimbursement shall be made at the rate not exceeding the cost of transporting a single beneficiary. However, the longest distance over which a beneficiary is transported may be claimed when transported in a single vehicle concurrently. The contractor shall ensure that the pickups and destinations are scheduled so that the total distance traveled shall result in the most economical charge to the government.

(e) ADDITIONAL PASSENGERS: The CO, COR, designee or other representative of the government retains the right to send an authorized government official (i.e. Registered Nurse, Licensed Practical Nurse, Nursing Assistant, or Physician) to attend the beneficiary in a transfer from our facility when in the opinion of VA’s medical staff such a trained attendant is necessary to the beneficiary's welfare. The furnishing of a VA authorized official does not relieve the contractor from furnishing a qualified attendant in accordance with other provisions or clauses required herein. The COR or designee retains the right to allow a relative to accompany the beneficiary within the transportation provided by the contractor. However, beneficiary family members or others may not ride with a beneficiary unless the COR or designee has given prior authorization. Contractor shall be reimbursed the applicable rate, based on the Price Schedule, for trips performed, plus mileage if necessary, that necessitates the return of a government official to the originating site.

(f) MILEAGE: To determine what is considered reasonable mileage and whether the Nashville VAMC or Alvin C. York VAMC is closer for pick up or drop off purposes, the VA shall utilize Google Maps (https://www.google.com/maps). Mileage is computed for out of town runs beginning or ending at the Mileage Threshold. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA shall not be paid. Mileage beyond +/- 5% of the route, replicated in Google Maps, shall be considered not reasonable. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charges to the government. If the mileage for any given trip is not a whole number (i.e. 12 miles compared to 12.6 miles) the mileage shall be rounded down if the tenth of a mile is below .5 (i.e. 12.4999) and it shall be rounded up if the tenth of a mile is equal to or greater than .5 (i.e. 12.50).

(g) PASSENGER TRANSPORTATION:

(1) The Contractor shall provide non-emergent transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. Most requests for service shall be between the hours of 6:00 AM local time and 6:00 PM local time, Monday through Friday. The contractor shall maintain a communication system that will allow the VA contact and schedule services on a twenty-four (24) hour per day basis. The contractor shall deliver and pick-up beneficiaries at designated locations. These locations shall be identified when telephone contact is made by designated VA personnel.

(2) If a beneficiary being transported declines to be properly belted, he/she shall not be transported. The COR or designee shall be notified promptly. If the beneficiary removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported.

(3) Contractor drivers shall ensure proper loading/unloading techniques are followed at all times. Beneficiaries 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 beneficiary during loading/unloading. Beneficiaries in motorized scooters MUST transfer to a vehicle seat. No beneficiary shall be allowed to ride a motorized cart (scooter) on 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 Federal Acquisition Regulation (FAR) 52.212-4 (m).

(4) Contractor shall provide “through the door” assisted service for all beneficiaries to and from their designated appointments. Beneficiaries shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All beneficiaries shall be attended by an authorized responsible party at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle. When the beneficiary is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the beneficiary’s arrival by the contractor’s driver or authorized attendant.

(5) The contractor’s driver (or authorized attendant) shall observe the beneficiary during transport. Any indication of a meaningful change in the beneficiary’s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately during Normal Business hours to the travel clerk 615-225-2904. After Normal Business hours condition should be communicated to the AOD Nashville (615-873-7002 or 615-873-7010) or ACY (615-225-4716 or 615-225-4715. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD). If the beneficiary’s condition becomes an emergency, contractor is authorized to divert to the nearest facility with an Emergency Room. All diversions from destination shall be reported to the COR or designee.

(6) Should the contractor’s driver encounter any problems with transporting of beneficiaries, the driver shall contact the COR, or designee, from 8:00 AM local time to 4:30 PM local time. During an irregular tour of duty, 4:30 PM local time to 8:00 AM local time, weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at Nashville (615-873-7002 or 615-873-7010) or ACY (615-225-4716 or 615-225-4715. VA shall provide a list of individuals, other than the COR or designee, authorized to contact the contractor.

(7) Within 24 hours of any incident applicable to this paragraph, the contractor’s driver(s) shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, beneficiaries unbolting themselves and other such incidents that occur which involve any VA beneficiary being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or CO, a written report of the incident(s) shall be delivered to the COR or his/her designee by close of business the next working day.

(8) The contractor’s driver(s) shall ensure that beneficiary medication, prosthetics, and medical records are transported with the beneficiary, when requested in the travel order. When there is a need to transport medical records with the beneficiary, the contractor’s driver shall assure that the locked carrying pouch containing the records is secure and delivered with the beneficiary to the destination.

(9) Restriction. The contractor may not transport non-VA contract beneficiaries or private-pay beneficiaries with TVHS Beneficiaries under this contract. No beneficiary en-route, in any transport, shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office unless extraordinary urgent need situations arise. All such events must be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any beneficiary transport, under this contract.

(10) While transporting TVHS beneficiaries under this contract, only authorized drivers or attendants, or beneficiary family member or representative shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle.

(11) Beneficiary privacy and confidentiality. The contractor shall maintain the confidentiality of all beneficiary information and records associated with the performance of this contract. The contractor shall be required to sign a Business Associate Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

(12) Number of beneficiaries. It is understood and agreed that no vehicle shall transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one beneficiary is transported on a trip, whether it is to the same destination or to separate destinations, payment shall be made in accordance with the terms listed in paragraph (k), Orders.

(13) The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required. The contractor shall immediately notify the VA Travel Section and COR and provide justification for non-performance and initiate the contingency/backup plan.

(h) RESPONSE TIME. The contractor shall be responsible for providing all vehicles and manpower, necessary to meet all transport requirements of this contract.

(i) WAITING TIME: The TVHS shall make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle to reduce the lost time to the driver. Waiting time shall not apply to the reasonable amount of time required for escorting the beneficiary to the vehicle, loading and securing beneficiary in vehicle, or unloading and delivering the beneficiary to the authorized care giver or specified destination area. Fifteen minutes is routine. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the contractor shall be reimbursed at the rate of one-fourth the hourly rate indicated in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the COR or designee as soon as the driver expects to claim reimbursement. The call is only to verify the driver’s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the contractor shall claim reimbursement.

(j) RATES:

(1) Rates proposed in the schedule shall apply for the 24-hour day, 365-day year. Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the beneficiary is transported are limited to “one way only,” “beneficiary loaded” miles. Payments for authorized trips in which the beneficiary declines to be transported (through no fault of the contractor) or in which the beneficiary cannot be found, shall be made per “no-load” trips.

(2) The only exception to compensation for loaded miles is when beneficiary is picked up from a remote location and dropped off at a remote location. For Example: Beneficiary is picked up from home outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment (also outside mileage threshold). Contractor incurs wait time while beneficiary completes his/her appointment and mileage to transport beneficiary back home. In this scenario contractor shall be compensated for mileage incurred from the Nashville VAMC or Alvin C. York pickup point (i.e. beneficiary’s home), mileage to drop off location (i.e., CBOC), wait time (if pre-approved by the VA), and mileage to transport beneficiary back to home. Rates shall be in accordance with current contract rates for mileage and wait time. “Remote location” is defined as outside the Mileage Threshold.

(3) If the COR or designee, Travel Clerk, or AOD, authorizes the contractor to transport more than one beneficiary on a trip to the same destination, (see section (g) (12) for restrictions on the number of beneficiaries per vehicle), payment shall be made for the initial beneficiary per the schedule of items, plus the rider charge for an additional beneficiary as agreed upon in the contract.

(4) When more than one beneficiary is transported outside the Mileage Threshold, in a single vehicle, the longest distance transported may be claimed in addition to the base rate for one beneficiary plus the established rider rates for the remaining beneficiaries. Trip mileage shall be determined in accordance with the current Google Maps version. The contractor shall ensure that pickups and drop-offs are made so that the total distance traveled shall result in the most economical charge to the government. When more than one beneficiary is transported within the 0-10, 10-20, 20-30, or 30-40-mile radius in a single vehicle to close destinations, a base rate may be charged for one beneficiary and rate for additional beneficiary for the remaining beneficiaries. Other charges: It is understood that the prices listed in the Price Schedule shall be inclusive of all ferry, bridge, tunnel or road toll charges. The contractor shall not bill the VA for any such separate charges. If the contractor’s place of business is located beyond the telephone call zone of the Nashville VAMC where long distance rates become applicable, the contractor agrees to accept collect telephone orders for service as part of the basic rates.

(k) ORDERS:

(1) Requests for services shall be recorded on the daily travel manifest and furnished to the contractor via facsimile, electronically (e-mail) and/or telephone, by the Travel Section, no later than 4:00 PM local time prior to the day the transportation is required. The following information shall be provided by the VA to the contractor:

(2) The TVHS shall provide the following information to the contractor:

i. First and last name of beneficiary.

ii. Last 4 numbers of beneficiary’s social security number.

iii. Pickup point (including address, city and state, phone number, building and/or room number if applicable).

iv. Destination (including address, city and state, phone number, if applicable, building and/or room number if applicable).

v. Time of pickup.

vi. Support required or items to accompany.

vii. Additional information as needed (whether there are papers, medications or other items to be transported with the beneficiary and location of those items).

viii. Including any specific physician instructions.

(3) If a beneficiary misses his/her scheduled appointment due to pick up delay, the TVHS shall reschedule the trip. If additional charges are incurred by the TVHS for the rescheduled trip said additional charges shall be the responsibility of the contractor. The TVHS shall notify the contractor when these cases are identified.

(4) Any transportation service performed by the contractor, without a request from the TVHS, shall be the responsibility of the contractor.

(5) The contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the beneficiary’s name and last 4 numbers of beneficiary’s social security number, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The contractor shall contact the Travel Section with any questions, requests for clarification, or the need for additional information at the Travel Section during the hours of 8:00 AM local time to 4:30 PM local time. During irregular tour of duty, 4:30 PM local time to 8:00 AM local time, the contractor shall contact the AOD.

(6) Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log shall be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the TVHS reserves the right to obtain the services from another source and to charge the contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The VA shall be the sole judge in determining when to order service from another source.

(7) Contractor shall give higher priority in transporting VA beneficiaries that have scheduled trips. Contractor shall ensure add-on trips shall not conflict with scheduled transports arriving at their destination timely.

(8) In case of inclement weather, the decision as to whether a VA Beneficiary shall be transported shall be made mutually by the COR or designee and the contractor.

(9) The contractor shall notify Travel, upon the Travel Clerk or (AOD’s) request, of the estimated time of arrival for any vehicle en route to pick-up a VA Beneficiary or any VA loaded vehicle en route to a specific destination. The contractor shall also notify Travel, by telephone, at least one-hour in advance if the contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Beneficiary to maintain their scheduled appointment. For trips outside the Mileage Threshold, the contractor must notify the VA in time for another company to travel to the destination and return in time for the beneficiary to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the contractor’s call.

(10) The contractor shall transport beneficiaries authorized for transport by the VA, which shall include bariatric beneficiary’s that may require more than one person to lift.

(l) ORDERING PROCEDURES:

(1) Confirmation that the contractor can meet the requirements of the order shall be provided by the contractor within 30 minutes of receiving the order (if it is not confirmed at the time the request is placed). If the contractor does not confirm within the 30-minute time frame, TVHS is permitted to follow the procedures outline within paragraph (3) of this section, 1) Ordering Procedures.

(2) If the contractor is unable to provide the service at the location or within the time required, the contractor can subcontract with another company for furnishing the required services.

i. The subcontractor must be licensed and meet all requirements of this contract.

ii. If a subcontractor is to be utilized, the TVHS shall be notified within 30 minutes of the request the name of the subcontractor responsible for transporting the beneficiary on the contractor’s behalf.

iii. The contractor is responsible for paying to the subcontractor those amounts agreed to between the contractor and the subcontractor for providing the subcontractor’s services.

iv. The TVHS will not be invoiced by, nor shall the TVHS directly pay, the subcontractor for any services provided by the subcontractor.

v. The contractor shall not charge the TVHS for any difference between the contract price for the services and the sub-contracted amount paid by the contractor.

vi. The contractor shall not charge the TVHS more than the contract price for the services.

(3) In the event the contractor is unable to perform services or have services performed as required, the contractor shall immediately notify the TVHS Travel Section or the AOD, after business hours, and provide a justification for non-performance. The TVHS reserves the right to re-procure services that cannot be performed by the contractor, in accordance with the terms, conditions and schedule of this contract. Payment of re-procurement costs shall not relieve the contractor from any other provision in this contract covering inspection, acceptance and deductions from payment. The TVHS shall be the sole judge in determining when services shall be re-procured.

(4) All service requests shall be provided within the time stated in the service request/order.

(M) INCIDENT/ACCIDENT REPORTING PROCEDURES: In all cases where an incident or accident occurs while a VA beneficiary is in the contractor’s care, the TVHS shall be contacted immediately. In cases where immediate emergency medical treatment is deemed necessary, notifications shall be required upon arrival at the nearest facility capable of providing the required emergency medical treatment. In all cases, beneficiaries must be cleared by this facility’s emergency room physician. Clearance must be documented. Contact can be made with the travel office during business hours and with the Administrative Officer of the Day during off tours. Written reports are required by 10:00 AM local time. the first working day following the incident/accident.

(N) SUPPLIES: All charges incurred in the use of supplies and/or equipment needed to provide the services specified are to be included in the unit prices quoted. This shall include items as required by Kentucky and Tennessee state regulations.