36C24925Q0248.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Phon Phasavath Phon.phasavath@va.gov 615-225-3416

PLACE OF PERFORMANCE

James H Quillen VA Medical Center

Corner of Lamont and Veterans Way

Mountain Home TN

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

1. On behalf of the James H Quillen, Mountain Home VA Medical Center , Network Contracting Office (NCO) 9 is issuing this sources sought notice (SSN) as a means of conducting market research to identify parties having an interest in, and the resources to support, this requirement for a (5) year Blanket Purchase Agreement (BPA) consisting of up to five - ten (5-10) ordering periods. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 485991 – Special Need Transportation.

2. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for bids, proposals, or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred.

3. If your organization has the potential capacity to perform these services, please provide the following information:

a. Organization name, address, point of contact, email address, web site address, and telephone number.

b. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business (SDVOSB), veteran owned small business (VOSB), large business, etc.

c. Business type under NAICS 485991, which contains a size standard of $19.0 Million, Commercial And Government Entity (CAGE) Code and Unique Entity Identification (UEI) Number.

d. Under which NAICS code does your company usually provide the requirements described in the Performance Work Statement (PWS) - Please provide rationale for your answer if different from NAICS 485991.

e. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational, and staff capability.

f. Please provide the following information as an attachment to your response:

i. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes.

ii. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal Identification Number, and state of incorporation for each.

iii. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner?

1. Yes ___No ___ If yes, please identify which companies are considering a Joint Venture and the ownership of each company.

4. Response to this SSN shall not exceed 10 pages and should include all of the fore-mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe Portable Document Format (PDF).

5. The government will evaluate market information to ascertain potential market capacity to:

a. Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements.

b. Implement a successful plan that includes: compliance with program schedules; cost containment; meeting and tracking performance.

c. Provide services under a firm-fixed-price contract.

6. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered at U.S. Small Business Administration (SBA) website https://veterans.certify.sba.gov/ .

7. Based on the responses to this SSN/market research, this requirement may be set-aside for SDVOSBs, VOSBs, small businesses, procured through full and open competition, or sole sourced.

8. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this SSN by 08:00 CDT, April 25, 2025. All responses under this SSN must be emailed to Phon.phasavath@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

9. SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.

10. Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response to this SSN. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization s qualifications to perform the work. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities (FBO). However, responses to this notice shall not be considered adequate responses to a solicitation.

11. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

12. See attached PWS for more details on the requirement.

Interested contractor please state whether they can meet all the requirements in the PWS in your response.

PERFORMANCE WORK STATEMENT (PWS)

(a) GENERAL INFORMATION

(1) Title of Project: James H Quillen Veterans Affairs Medical Center (JHQVAMC) Non-Emergent Transportation Services

(2) Scope of Work: The contractor agrees to furnish 24-hour, seven days per week, including Federal Holidays, non-emergent transportation service for the beneficiaries of the James H. Quillen, Department of Veterans Affairs Medical Center, Mountain Home, TN, and ALL facilities (CBOC’s) under the jurisdiction of Mountain Home Health Care System, Mountain Home, TN 37684 are included. Services to include all labor, materials, insurances, licenses, and equipment to provide Wheelchair Van transport services for JHQVAMC, Mountain Home, TN. The Primary service area (PSA) encompasses the following: Tennessee, Virginia, Kentucky, and North Carolina. On rare occasions transports, may be outside the Primary Service Area such as Nashville TN, Charleston SC.

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 wheelchair, scooter, and non-ambulatory beneficiary of the JHQVAMC. The transportation service will primarily be conducted in the east Tennessee area. The contractor will need to provide transports throughout east Tennessee, which will include trips to rural/remote areas of the region, and short mileage trips in east Tennessee and Johnson City 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 will need to remain abreast of these changes and upgrades and have vehicles and staff to meet the transportation needs of the beneficiaries.

(3) Background: The JHQVAMC currently contracts for vehicle and wheelchair services. Contractors respond to scheduled and non-scheduled requests for travel to and from medical center, their associated outpatient clinics, and primary service areas (counties). Currently, one VA Medical Centers (VAMC), twelve Community Based Outpatient Clinics (CBOC) and 42 Counties require transportation of VA beneficiaries, and all facilities may order transportation.

The one medical center, twelve CBOCs, and forty-two counties that encompass the JHQVAMC are as follows:

a. James H Quillen VA Medical Center

i. Corner of Lamont and Veterans Way

ii. Mountain Home, Tennessee 37684

b. William C Tallent CBOC

i. 8033 Ray Mears Blvd.

ii. Knoxville, TN 37119

c. Knox County VA Clinic

i. 1557 downtown West Blvd

ii. Knoxville, TN 37919

d. Morristown CBOC

i. 925 East Norris Blvd

ii. Morristown, TN 37813

e. Rogersville CBOC

i. 401 Scenic Drive

ii. Rogersville, TN 37857

f. Dannie A Carr CBOC

i. 1124 Blanton Drive, Suite 100

ii. Sevierville, TN 37862

g. Campbell County CBOC

i. 130 Independence Lane

ii. Lafollette, TN 37757

h. Mountain City CBOC

i. 1141 Cold Springs Road

ii. Mountain City, TN 37683

i. Bristol CBOC

i. 2397 Lee Hwy

ii. Bristol, VA 24202

j. Jonesville CBOC

i. 32613 Wilderness Road

ii. Jonesville, VA 24263

k. Marion CBOC

i. 4451 Lee Highway

ii. Marion, VA 24354

l. Norton CBOC

i. 654 Highway 58 East

ii. Norton, VA 24273

m. Vansant CBOC

i. 1941 Lovers Gap Lane

ii. Vansant, VA 24263

n. Tennessee Counties of Anderson, Blount, Campbell, Carter, Claiborne, Cocke, Grainger, Greene, Hamblen, Hancock, Hawkins, Jefferson, Johnson, Knox, Loudon, Monroe, Sevier, Sullivan, Unicoi, Union, and Washington.

o. Virginia Counties of Buchanan, Dickenson, Grayson, Lee, Russell, Scott, Smyth, Washington and Wise

p. North Carolina Counties of Allegany, Ashe, Avery, and Watauga.

q. Kentucky Counties of Harlan, Bell, Letcher, Knox, Leslie, Perry, Hazard, Knott.

(b) CONTRACT DEFINITIONS/ACRONYMS

(1) Add on service – Service not pre-scheduled but provided to the contractor daily requiring a 60-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 08:00 AM local time to 4:00 PM local time 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. Trips within 40 miles of the James H Quillen VA Medical Center will be paid at the applicable base rate. Trip exceeding the 40-mile radius of the James H Quillen VA Medical Center (Remote Trips / Beyond Remote Trip) will be paid at the base rate, plus a per mile charge. The base rate will be paid for all authorized one-way trips ordered under the contract action, 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 JHQVAMC. Attached Service Contract Labor Standards wage rate determinations will 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.” Only loaded passenger miles are authorized to be billed. There will be no charge for mileage to the pick-up point.

(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 4:00 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 4:01 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.

(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) VetRide – (https://www.vetride.va.gov/app/home) is a hosted Veterans Transportation System (VTS) platform created for managing, scheduling, invoicing, and tracking veterans’ trip requests to and from VA authorize medical appointments. The contractor agrees to utilize VetRide Vendor Portal or VA approved Transportation Software with every patient transported under this contract. Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed.

(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 outside the 40-mile radius in any direction of the James H Quillen VAMC as applicable. In no event shall the contractor receive this rate for miles traveled within the specified mileage threshold. Mileage charges are only applicable after the 40-mile radius is exceeded beyond the JHQVAMC. Once the 40 miles radius is exceeded mileage may only be charged from the Pickup location, to the Drop off location of the passenger based on Bing Maps shortest distance.

(12) Mileage Threshold – The mileage threshold is defined as a 40-mile radius of the James H Quillen VAMC to the drop off or pick up location, as applicable, using the latest version of Bing map. For all one-way trips within a 40-mile radius of the JHQVAMC the contractor will receive the flat base rate awarded for that trip. The contractor will also receive the mileage charge awarded for any one-way trips after the 40-mile radius is exceeded beyond the JHQVAMC. In no event shall the contractor receive reimbursement for mileage charge for any mileage inside the 40-mile radius of the JHQVAMC. Mileage charges are only applicable after the 40-mile radius is exceeded beyond the JHQVAMC.

(13) No service– 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 rate charge will be based on the lesser of the actual distance driven to the point of cancellation or the billable miles planned for the cancelled trip. Base rate charge will also apply. Mileage may apply to the address where trip was cancelled, if less than the cost to destination. A no service charge will not exceed the cost of the cancelled trip. A no service form will 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 service charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 60 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. is defined as mileage that exceed the 40 miles radius in any direction, of the James H Quillen VA Medical Center, located at the corner of Lamont and Sidney, Mountain Home, TN. A per mile rate will only be charged after the 40 miles is exceeded beyond the James H Quillen VA Medical Center Mountain Home, TN.

(15) Beyond Remote Trip—is defined as a one-way trip that has no return scheduled outside the 160-mile primary service area farthest location of the JHQVAMC. The mileage threshold of 40 miles radius in any direction, of the James H Quillen VA Medical Center, located at the corner of Lamont and Sidney, Mountain Home, is also applicable. A per mile rate after the 40-mile radius is exceeded will only be charged one way from pick-up to drop-off location.

(16) 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.

(17) 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 4:00 p.m. the prior business day) of required services and a specific pick-up time.

(18) 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.

(19) 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 will 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. However, if the contractor's driver arrives earlier than the specified time, it is not considered wait time for the purposes of payment.

(20) 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 provided non-emergent transportation services for beneficiaries of the JHQVAMC. Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment, and report 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 Non-VA 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 pick-ups 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 driver 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 or family member to the originating site.

(f) MILEAGE:

To determine what is considered reasonable mileage the JHQVAMC will utilize Bing’s/Google Maps, “Quickest Route” calculation. Mileage is computed for remote runs beginning or ending at the Mileage Threshold. Unless specifically approved by Travel Office for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Mileage beyond +/- 5% of the route, replicated in Bing/Google Maps, will be considered not reasonable. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the government.

(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 will 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 will be identified when telephone contact is made through VetRide system or designated VA personnel.

(2) If a beneficiary being transported declines to be properly belted, he/she will not be transported. The COR or designee will 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 always followed. 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. 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 “door to door” assisted service for all beneficiaries to and from their designated appointments. Beneficiaries shall be picked to and from medical center, their associated outpatient clinics, primary service areas, their homes, or at other areas designated by the VA and taken to the authorized destination or appointment. Assistance in maneuvering stairs and other barriers shall be provided by the driver when necessary. These services may need to be provided 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 entrance).

(5) The contractor’s driver 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 423-926-1171x5659. After Normal Business hours condition should be communicated to the AOD JHQVAMC (423-926-1171x7508). 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 call 911, or divert to the nearest facility with an Emergency Room. All diversions from destination will 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 08:00 AM local time to 4:00 PM local time. During an irregular tour of duty, 4:00 PM local time to 7:59 AM local time, weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at JHQVAMC (423-926-1171x7508). VA will provide a list of individuals, other than the COR or designee, authorized to contact the contractor.

(7) 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) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds for Termination for Cause in accordance with FAR 52.212-4 (m).

(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.

(9) Restriction. The contractor may not transport non-VA contract beneficiaries or private-pay beneficiaries with JHQVAMC Beneficiaries under this contract. No beneficiary in 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 JHQVAMC 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) 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 JHQVAMC will 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 will 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 will 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 for the purpose of verifying the driver’s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the contractor will 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 Service” 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 will be compensated for mileage incurred from the 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 will be in accordance with current contract rates for mileage and wait time. “Remote location” is defined as outside the Mileage Threshold.

(3) When more than one beneficiary is transported outside the Mileage Threshold, in a single vehicle, the longest distance mileage 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 Bing Map version. The contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the government. When more than one beneficiary is transported within the 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 James H Quillen 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 will be recorded on the daily travel manifest and furnished to the contractor via VETRIDE, 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 JHQVMC shall provide the following information to the contractor:

(A) Access to VETRIDE for contractor and contractor designee. To receive and accept all trips daily. Also to close all trip in VetRide within a 48 hours of trip completion.

(B) First and last name of beneficiary.

(C) Last 4 numbers of beneficiary’s social security number.

(D) Pick-up point (including address, city and state, phone number, building and/or room number if applicable).

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

(F) Time of appointment (unless for a discharge).

(G) Support required or items to accompany.

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

(I) Including any specific physician instructions.

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

(4) Any transportation service performed by the contractor, without a request from the JHQVAMC Travel Office, will be the responsibility of the contractor.

(5) The contractor shall maintain a record of all trips (scheduled in VetRide, 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 4:00 PM local time. During irregular tour of duty, 4:00 PM local time to 7:59 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 will be made by VETRIDE, 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 60 minutes) after receiving an add-on request for an order, the JHQVAMC 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 60-minute response time. The VA will 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 will not conflict with scheduled transports arriving at their destination timely.

(8) In case of inclement weather, the decision as to whether a VA Beneficiary will be transported will 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 in route to pick-up a VA Beneficiary or any VA loaded vehicle in 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 will be provided by the contractor within 60 minutes of receiving the order (if it is not confirmed at the time the request is placed).

(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.

(A) The subcontractor must be licensed and meet all requirements of this contract.

(B) If a subcontractor is to be utilized, the JHQVAMC will be notified within 60 minutes of the request the name of the subcontractor responsible for transporting the beneficiary on the contractor’s behalf.

(C) 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.

(D) The JHQVAMC will not be invoiced by, nor will the JHQVAMC directly pay, the subcontractor for any services provided by the subcontractor.

(E) The contractor will not charge the JHQVAMC for any difference between the contract price for the services and the sub-contracted amount paid by the contractor.

(F) The contractor will not charge the JHQVAMC 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 JHQVAMC Travel Section or the AOD, after business hours, and provide a justification for non-performance. The JHQVAMC 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 JHQVAMC will be the sole judge in determining when services will be re-procured.

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 JHQVAMC will be contacted immediately. In cases where immediate emergency medical treatment is deemed necessary, notifications will 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 Tennessee, Virginia, Kentucky, and North Carolina state regulations. The COR retains the right to reject payment for additional supplies and/or equipment used in the performance of this contract unless specifically ordered or authorized for beneficiary care and it is not a common item customarily furnished under commercial practices.

o) CONTRACTOR PERSONNEL:

All services provided under the terms of this contract shall meet the minimum staffing requirements as mandated by the State of Tennessee, Virginia, Kentucky and North Carolina or the VA minimum requirements contained in the statement of work, whichever is greater. The VA reserves the right to restrict any contractor personnel. From performance services under this contract who do not meet required qualifications for the service they are required to perform, and who violates Federal regulations or are identified as potential threat to the security, safety, health and/or operational mission of the VA and its’ beneficiary population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.

(1) The VA places the highest priority on the treatment of its beneficiaries. The contractor, contractor’s employees, and contractor’s representatives shall treat each beneficiary with respect, concern, and a professional approach to a beneficiary’s dignity, as an individual and as a beneficiary. All communication both verbal and non-verbal by the contractor’s personnel, with and in the presence of the beneficiary, shall be always conducted in a professional manner.

(2) The contractor’s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA property. All VA Federal Property rules and regulations shall be adhered to by the contractor or contractor’s personnel while said persons are at or on the VA Federal grounds.

(3) All the contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a contractor supplied photo identification badge containing the name of the driver or attendant, and the contractor’s business name, or company uniform, that is acceptable to the COR, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the CO/COR upon request. Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check to the maximum extent permitted by law.

(4) All the contractor’s drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the CO upon request.

(5) All the contractor’s drivers and attendants shall have passed the American Red Cross Adult Cardiopulmonary Resuscitation (CPR) course and have on file a current certificate (renewed annually) to be made available to the CO upon request.

(6) All contractor’s drivers and attendants shall have the physical capabilities to provide special assistance to the beneficiaries when transporting them to the medical center, private residence, nursing homes, etc. The CO/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of beneficiaries should it be determined the driver has engaged in unsafe practices. The contractor shall promptly replace any personnel removed from the performance of services. This determination will be at the sole discretion of the CO/COR and will be based upon documented evidence.

(7) All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate the individual ability to safely load and unload beneficiaries, and the proper techniques and procedures to be followed during transportation of beneficiaries. Submission of driver training and attendance logs shall be furnished prior to the contract start date and annually thereafter.

(8) All the contractor’s drivers shall maintain a valid operator or chauffeur’s license, required to operate the type of vehicle necessary to perform the service, as required by the State of Tennessee, Virginia, Kentucky, and North Carolina. The contractor shall provide, upon request of the CO/COR, a copy of the valid license of all drivers performing under this contract.

(9) Contractor drivers shall not text message while driving and utilize a hands-free device for all phone communications (See FAR 52.223-18).

(10) Drivers shall be trained in the following as well:

(A) Defensive driving/proper vehicle operation ensuring safety.

(B) First aid and CPR/recognition of patient exhibiting medical distress.

(C) Universal Precautions training (location and availability of protective gear, availability of hepatitis injections etc.).

(D) Driver responsibilities (ex. keeping logs of patient's transported).

(E) Customer service training.

(F) Use of seat belts and all adaptive equipment in vehicles in accordance with manufacturer's instructions.

(G) Non-use of drugs and alcohol; maintaining a non-smoking environment in the vehicle.

(H) Proper lifting techniques.

(I) Confidentiality of patients, in accordance with the Privacy Act of 1974.

(11) MANTOUX TESTING: The contractor must provide evidence of negative PPD test within fourteen (14) calendar days prior to employee beginning service. If an earlier PPD test was given over twelve (12) months previously, the current test shall be a 2-step Mantoux test.

(A) Contractor must provide medical evidence that employee is disease free for those employees having a positive PPD.

(B) Regular re-testing program for TB must be established and maintained for all contract employees that may be used in performance of this contract. Contractor must provide evidence of re-tests for each contract employee to the CO/COR within ten (10) calendar days of retest.

(C) The Mantoux testing requirements apply to contractor employees providing services during any absence from duty of scheduled employees for any reason.

(D) In no circumstance, will an employee be allowed to begin duty without prior submission of the required testing certification.

(12) Hepatitis B vaccination. The contractor shall make available the Hepatitis B vaccine and vaccination series within ten (10) days of employment to all contract employees who have occupational risk and follow-up to all contract employees who have an exposure incident.

(A) The contractor shall bear all costs associated with vaccinations.

(B) VA Form 10-5549c, Information about Hepatitis B Vaccine (Recombinant), Consent Form, or VA Form 10-5549d. Hepatitis B Vaccine Declination (Mandatory) (Attachment B) shall be submitted to the CO/COR within thirty (30) days of waiver, or completion of the first in the series of the Hepatitis B Vaccine, and at completion of the vaccination series. These forms shall be provided to the contractor upon award of the contract.

(13) During the period of performance of the contract, if the contractor proposed 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 designated COR. At no time shall the contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

p) VEHICLES:

(1) Each vehicle shall be equipped always when transporting a beneficiary in the performance of this contract with equipment as required by the American with Disabilities Act of 1990 (ADA), 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules, and regulations and must have a minimum of the following:

(A) The wheelchair van transport vehicle shall be of model and make no older than year 2015 to insure safe and comfortable transportation of wheelchair bound beneficiaries. Each vehicle shall be so configured as to hold a minimum of two (2) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of four-point restraints for all wheelchair positions. All positions shall be seated facing the front-on-front mounted seats or rear on rear mounted seats of the vehicle. No beneficiaries may be transported on side mounted seats. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete beneficiary safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential safety feature shall not be used for beneficiary transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented, and records provided upon request by the CO. Wheelchair vans must be designed so that beneficiaries are restrained by a seat belt always when the vehicle is in motion.

(B) At no time shall a beneficiary be transported in a moving vehicle while seated on a motorized cart (scooter). Beneficiaries who are scheduled to be transported and are on a cart must sit in a standard wheelchair or vehicle seat and the cart must be secured in the vehicle.

(C) The wheelchair vans provided under the terms of this contract shall be licensed and…