36C25018Q9651-001.docx

36C25018Q9651

PAGE 1 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 SIGN 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. SIGNATURE 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

515-19-1-051-0002 36C25018Q9651 08-17-2018

FRYMIER, LISA

317-988-1530 08-31-2018

15:00 EDT

Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis IN 46240 X X 485991 $15 Million X N/A X Department of Veterans Affairs Battle Creek VA Medical Center (VAMC) 5500 Armstrong Road Michigan IN 49037 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis IN 46240

Please submit all invoices in accordance with VAAR Part 852.232-72.

http://www.fsc.va.gov/einvoice.asp

See CONTINUATION Page Contractor shall provide assisted patient wheelchair accessible van transportation services for eligible beneficiaries in accordance to the statement of work (SOW) for the period of October 1, 2018 through September 30, 2019; with four (4) option years, exercisable at the Government’s discretion.

This acquisition will be conducted using the procedures in accordance with FAR Part 12 & 13, as authorized by FAR 13.5.

The award shall be based on the best overall value to the government using price, past performance, and technical (as specified in Section E of this Solicitation).

Questions are due no later than 3pm (ET) August 24, 2018.

See CONTINUATION Page 515-3690160-051-829800-2120 010041089 X X one( 1) Lisa Frymier Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: ___________________________

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

[ X ] 52.23233, Payment by Electronic Funds Transfer – System for Award Management

3. INVOICES: Invoices shall be submitted in arrears:

c. Other [ X ] Monthly

Payments shall be made MONTHLY in arrears upon receipt of properly prepared invoices.

Please note that the Financial Services Center is no longer accepting physical invoices. They must be submitted electronically through the electronic invoicing system: http://www.fsc.va.gov/einvoice.asp

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

5. DUNS NUMBER: Please provide the Dun and Bradstreet Number assigned to your firm in the space provided below.

DUNS# ________________

6. Offeror shall ensure that their quotation includes the following as well as any specific documents mentioned in Section E, Instruction to Offerors:

· A completed Cost/Price Schedule (section B)

· Offeror’s Certifications and Representations through the System for Award Management (SAM)

· Offeror shall complete 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

System for Award Management: Federal Acquisition Regulation requires contractor registration in the System for Award Management (SAM) database prior to the award of a contract. Offerors and Contractors may obtain information on registration and annual confirmation requirements via the internet at https://www.sam.gov/portal/public/SAM/.

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM (CPARS) As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $150,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

Each contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the contractor's registered representative.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor's performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor's designated representative for comment. The contractor representative will have sixty days to submit any comments and re-assign the report to the VA contracting officer.

Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those sixty days, will result in the Government's evaluation being placed on file in the database with a statement that the contractor failed to respond.

B.3 STATEMENT OF WORK

SUPPLIES OR SERVICES AND PRICES/COSTS:

Contractor shall furnish assisted patient wheelchair oversized-accessible van transportation services for eligible beneficiaries of the Veterans Affairs Medical Center, Battle Creek, Michigan (herein after referred to as Battle Creek VAMC). For the period of one (1) year beginning October 1, 2018 through September 30, 2019 with four (4) one-year option periods to be exercised at the discretion of the Government. The Battle Creek VAMC is located at: 5500 Armstrong Road, Battle Creek, MI 49037.

Services shall be provided in accordance with all terms, conditions, provisions and the schedule of this statement of work. The primary intent of this contract is for prearranged non-emergency patient transportation to begin on October 1, 2018.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT:

Contractor shall provide assisted patient wheelchair transportation services for beneficiaries (which includes escorts to patients being transported) of the Battle Creek VAMC in full force beginning October 1, 2018. Hereafter, for the purpose of clarification, wherever the description “patient(s)” is used, it shall be considered to include special need or wheelchair patients.

ACKNOWLEDGED TRANSPORTATION ADDRESSES:

DEFINITION(S):

Contracting Officer (CO): The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contracting Officer’s Representative (COR): Is responsible to furnish technical guidance and advice or generally monitor the work performed under the contract. Representatives shall not be authorized to make any commitments or changes, which shall affect the price, quantity, and quality or delivery terms. (A Contracting Officer shall authorize all changes to a contract.)

Administrative Officer of the Day (AOD): VA employee that acts as the administrator during all hours that are other than normal working hours. Normal working hours are 8:00 a.m. to 4:30p.m. Monday through Friday, excluding holidays.

Trip Charge/Base Rate: “Trip Charge” is defined as the rate paid for all trips within 30 mile driving distance from the point of origination to the point of destination. For trips beyond 30 miles, the contractor shall charge for each additional mile beyond 30 miles, starting at mile 31, at the per mile rate defined in the schedule. The Contractor shall round up to the nearest 10th of a mile when calculating the per mileage charge.

Point of origination is defined as the address from which the Contractor takes on a VA designated beneficiary for transport. For all trips originating at the Battle Creek VAMC, the address to be used is 5500 Armstrong Rd, Battle Creek, MI 49037. For all other points of origination other than Battle Creek VAMC, the Contractor shall use the address provided by the Government at time of order.

Point of destination is defined as the address at which the Contractor drops off a VA designated beneficiary after transport. For all trips terminating at the Battle Creek VAMC, the address to be used is 5500 Armstrong Rd, Battle Creek, MI 49037. For all other points of destination other than Battle Creek VAMC, the Contractor shall use the address provided by the Government at time of order.

Rates are all inclusive for vehicle, qualified driver, maintenance, insurance, fuel, and all other costs necessary to operate transport vehicles.

No Load/Patient Trip Refusal: In the instance of a VA requested trip not resulting in a patient being transported at no fault of the contractor (i.e.: patient refuses transport), shall be charged at the rates defined in the price schedule, as if the patient was transported.

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

Gender: For the purposes 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.

MILEAGE:

To determine what is considered reasonable mileage, VA shall utilize the latest version of Microsoft Streets and Trips computer software, quickest route computations. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA shall not be paid. Contractor shall ensure that pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charges to the Government. Local mile threshold is set at a 30-mile radius from the Battle Creek VAMC, 5500 Armstrong Rd, Battle Creek, MI 49037.

Mileage Rate: Mileage rate for wheelchair van transportation services is the rate paid for each mile traveled beyond the specified 30-mile radius. This rate applies to loaded, one-way transportation, as well as no load trips outside of the 30-mile radius of Battle Creek MI. In no event shall the Contractor receive this rate for miles traveled within the specified mileage threshold.

Mileage Threshold: The mileage threshold is defined as within the 30 miles radius of the Battle Creek VAMC, 5500 Armstrong Rd, Battle Creek, MI 49037 using the latest version of Microsoft Streets and Trips computer software. For all one-way trips within a 30-mile radius of Battle Creek VAMC, the contractor shall receive the “Local Transportation” rate awarded for that trip. The Contractor shall also receive the mileage charge awarded for any one-way trips in excess of the Local Transportation rate outside the 30-mile radius of the Battle Creek VAMC, identified in the price schedule as “Long-Distance Transportation”. In no event shall the Contractor receive reimbursement at the Long-Distance Transportation rate for any mileage within the 30-mile radius of the Battle Creek VAMC. Long-Distance Transportation Mileage charges are only applicable outside the 30 miles radius of Battle Creek VAMC.

Payment for trips, performed under the contract shall be based on the flat rate (per trip) described as “Local Transportation” within the 30-mile radius; or payment shall be made for destinations out-side the mileage threshold based on the trip rate (per trip) plus the mileage rate annotated as long-distance. Mileage shall be computed from point of origination to point of destination. Payments for trips in which the patient is transported are limited to “one-way only” or to “patient loaded” miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to the schedule of items.

If the CO, COR, VTS Office, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below, paragraph for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, as applicable plus the charge for an additional patient as annotated in the schedule.

If the CO, COR, VTS Office, or AOD, authorizes the Contractor to transport more than one patient on a trip to separate destinations, (see below, paragraph for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, as applicable plus the charge for an additional patient as annotated in schedule, plus the additional mileage traveled if exceeding the mileage threshold, after dropping off the initial patient. The Contractor shall ensure that pick-ups and drop-offs are made so that the total distance traveled shall result in the most economical charge to the Government.

Special Mode Transportation: Special mode transportation as it pertains to this contract is considered a wheelchair accessible van. A special modified, privately-owned vehicle, with special adaptive equipment and/or capable of transporting disabled persons is not a special mode of transportation for these purposes. The wheelchair van contract transportation services shall transport patients who have been:

a. determined by a VA-clinician as having a medical condition that requires special mode wheelchair transport, and,

b. determined as administratively beneficiary travel eligible by the VA Mobility Manager or designee.

WAITING:

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.

Excess Waiting/Waiting Grace Period: Excess 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. Waiting shall be charged in fifteen (15) minute increments. For time lost in waiting at either end or both ends of a trip due to causes beyond the Contractors control, the Contractor shall be reimbursed at the rate of one-fourth the hourly rate, as specified in the Schedule, for each quarter hour or fraction thereof in excess of one-quarter hour from the time they report to the designated person. If the pick-up is other than at the Battle Creek VAMC, the Contractor shall call the COR and/or alternate if there is a half hour or more in delay in picking up a patient for which they expect to claim reimbursement. Authorization by Battle Creek VAMC COR or Designee is required in order to receive reimbursement.

REQUIREMENTS:

Contractor shall be regularly established in the business called for, who are financially responsible, and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract.

Subcontracting of services shall not be authorized for the transportation of wheelchair patients without prior approval. Contractor shall meet all requirements of Federal, State, or City codes regarding operations of this type of service.

Contractor shall submit documentation fully describing the following information:

(a) Required Submissions: to the Contracting Officer prior to exercise of any option to this contract:

a. describing all the make of vehicle(s), model, year, and ID number vehicle(s) which the contractor intends to furnish under this contract. The Contractor shall notify the Contracting Officer in writing of any vehicle(s) added, removed, or altered after award of contract.

b. include location and telephone number of contractor’s establishment where calls shall be received and vehicle(s) shall be available for dispatch.

c. information as to the metering device or method contractor proposes to use in determining mileage.

d. a copy of the current annual safety inspections, required by the State of Michigan, for each vehicle.

e. completed General Inspection Checklist of each vehicle. The inspections shall be completed by a certified mechanic at any State of (Michigan) licensed inspection facility. The contractor shall furnish proof of compliance to the Contracting Officer (CO) prior to award of contract. State vehicle inspection requirements shall not be accepted as sole certification of vehicle safety.

f. Certificate of Insurance, valid prior to operations start on October 1, 2018.

i. Before commencing work under the contract, the Contractor shall furnish the COR and CO with a certification from his/her insurance company indicating that the coverage outlined in this contract have been obtained and that it shall not be changed or canceled during the term of the contract.

INSPECTION OF CONTRACTOR FACILITES/VEHICLES:

The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, to administratively determined the essentials necessary to ensure acceptable standards of performance.

The Government shall inspect any element any time, and especially upon receipt of a complaint about the condition of the vehicle or its equipment, the driver or attendant, or service provided. Said vehicles and maintenance records of vehicles shall be inspected by Battle Creek VAMC inspection team. This inspection shall be made prior to award and at any time during the term of any resulting contract(s).

The CO shall be notified in writing via email or other written correspondence, to arrive within 2 business days, of any vehicle equipment added/changed/deleted after award of contract.

PASSENGER TRANSPORTION:

Contractor shall provide passenger and wheelchair “special need” van transportation service 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. The majority of requests for service shall be between the hours of 6:00a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the method of contacting the Contractor on a twenty-four (24) hour per day basis.

Transportation, as defined in this contract, shall include the driver escorting passenger and wheelchair “special need” patients from inside the Residence, Medical Center, or Nursing Home facility, to the vehicle; transporting the patient to delivery point and escorting the patient from the vehicle to the destination in a courteous manner. Hereafter, for the purpose of clarification, wherever the description “patient(s)” is used in this solicitation, it shall be considered to include wheelchair “special need” patient. The patient shall be delivered to an authorized care giver or medical staff at the specified area and under no circumstances shall a patient be left unattended at any point. Patients shall be escorted individually to and from the vehicle and under no circumstances shall a patient be permitted to push or attend to another patient.

If a patient being transported declines to be properly belted or removes the securing devices him/herself, the driver shall notify the COR or designee of this fact prior to departure or upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported.

Contractor shall provide courteous and well-mannered “through the door” service for all patients to and from their designated appointments. Patients 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 patients 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. When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination shall be informed of the patient’s arrival by the Contractor’s driver or authorized attendant. Authorized attendants shall be pre-approved by the Transportation Coordinator, to be reimbursed in accordance with the schedule.

The Contractor’s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient’s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall immediately call 911 for assistance and notify the dispatcher of the situation. Drivers shall have the capability to notify 911 through either dispatch or cell phone.

Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the VTS Office, Battle Creek VAMC, at (269) 966-5600, extensions x30790, x35721, or x35722), during the hours of 6:00 a.m. to 4:30 p.m. During irregular tour of duty (4:30 p.m. to 8:00 a.m.), the driver shall contact the Administrative Officer of the Day (AOD) at (269) 966-5600, extensions x33894 or x35157. VA shall provide a list of individuals (other than the COR or designee) authorized to contact the Contractor. Drivers shall notify the COR or designee, of any unusual events, including but not limited to accidents and/or safety problems that occur, which involve any VA patient 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 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. Failure to comply with provisions may be grounds for termination.

When there is a need to transport medical records with the patient, the Contractor’s driver shall ensure that the locked carrying pouch containing the records is secure and delivered with the patient to the destination.

RESTRICTIONS:

The Contractor may not carry non-VA contract beneficiaries or private-pay patients with VA 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 VTS Office, unless extraordinary, urgent need situations arise. All such events shall be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract. While transporting VA patients under this contract, only authorized drivers or attendants, or patient’s family member or representative shall be allowed in the vehicle.

DRIVERS AND AUTHORIZED ATTENDANTS:

All 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 Contracting Officer; 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) shall be maintained and made available to the Contracting Officer upon request. Failure to comply with this provision may be grounds for termination.

All 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). During contract performance documentation shall be made available to the Contracting Officer upon request.

All Contractor’s drivers and attendants shall have passed the American Red Cross or American Heart Association Adult CPR course and have on file a current certificate (renewed annually). During contract performance documentation shall be made available to the Contracting Officer upon request.

All Contractor’s drivers and attendants shall have the physical capabilities to provide special assistance to the patients when transporting patients to the medical center, university hospital, private residence, nursing homes, etc. It is the driver’s responsibility to assess the special assistance needs of each patient, for which transportation has been requested, and to obtain approval from the Transportation Coordinator as to whether an attendant shall be authorized for the specific trip. Failure to comply with this provision may result in the driver or attendant being prohibited from performing any aspect of service prescribed by the contract. The CO reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. This determination shall be at the sole discretion of the CO and shall be based upon documented evidence.

All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Rehabilitation Medicine Service at the Battle Creek VAMC, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients. A driver or attendant demonstrating an inability to perform patient handling procedures shall be required to obtain additional training. If the Contractor is unable to secure training in the private sector, Rehabilitation Medicine Service, Battle Creek VAMC may provide the training at a cost of $50 per hour per physical therapist, paid for by the contractor. It is estimated to be a one- (1) hour training program. Proof of such training shall be made available to the Contracting Officer, and re-testing shall be scheduled through Rehabilitation Medicine Service, Battle Creek VAMC. Failure to comply with this provision may be grounds for termination.

All 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 Michigan. During contract performance documentation shall be made available upon request of the CO.

The COR, or designee, may authorize a VA employee or family member other than the driver to accompany a patient at no additional charge incurred by the Government.

CONTRACTOR CONDUCT:

The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor’s employees, and Contractor’s representatives shall treat each patient with respect, concern and a professional approach to Patient’s dignity as an individual and as a patient. All communication both verbal and non-verbal by the Contractor’s personnel, with and in the presence of the patient, shall be conducted in a professional manner. Failure to comply with this provision may be grounds for termination.

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 Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor’s personnel while said persons are at or on the grounds of the medical center. Failure to comply with this provision may be grounds for termination.

ORDERS:

Requests for services shall be recorded on the daily travel log and furnished to the Contractor by facsimile and/or telephone, by the VTS Office, Battle Creek VAMC, no later than 4:00p.m. prior to the day the transportation is required. 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 patients name and social security number, date and time of each trip, mileage and/or tolls, and/or any authorized additional charges. The printed report shall be provided to the COR for verification on the invoice for each billing cycle; reports shall be protected and handled in a secure manner due to patients Protected Health Information (PHI). The Contractor shall contact VTS Office with any questions, requests for clarification, or the need for additional information at (269) 966-5600, extension 30790 and 36194, during the hours of 7:30 a.m. to 4:30 p.m. During irregular tour of duty (4:30 p.m. to 8:00 a.m.), the Contractor shall contact the AOD at (269)966-5600 extensions x33894 or x35157.

In the event that a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified. Any transportation service performed by the contractor, without a request from the VA, shall be the responsibility of the contractor.

Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall perform all scheduled trip requirements before performing add-on trips that may conflict. In case of inclement weather, the decision as to if a VA Patient shall be transported shall be made mutually by the Contracting Officer, VTS, and the Contractor.

Contractor shall notify VTS, upon the Transportation Coordinator’s or (AOD’s) request, of the estimated time of arrival for any vehicle en route to pick-up a VA Patient or any VA loaded vehicle in route to a specific destination. It is imperative that the Contractor 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 Patient 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. Contractor shall return any and all VA equipment.

WAITING TIME:

The VA Medical Center 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 patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. 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 (or quarter) the hourly rate indicated in the schedule.

If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for verifying 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.

Rates are to include vehicle and the services of a qualified driver. If the Contractor is required to provide an attendant (in addition to the driver), the Contractor shall be notified at the time service is requested by VTS or AOD. Contractor shall only be reimbursed for the services of an attendant, when authorized by VTS or AOD in advance.

PATIENT PRIVACY AND CONFIDENTIALITY:

Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract.

NUMBER OF PATIENTS:

It is understood and agreed that only one patient shall be transported on a trip unless specifically authorized by the CO, COR, Travel Clerk, or AOD (the list of names to be provided after contract award). When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, charges shall be made in accordance with the terms listed in this SOW.

VEHICLES:

Failure by the contractor to maintain compliance with any of the provisions prescribed in this section for vehicles used in performance may be considered grounds for termination of the contract.

Each vehicle shall be equipped always when transporting a patient in the performance of this contract with equipment as required by Federal, 49 CFR Parts 27, 37 and 38, Transportation for Individuals with Disabilities (most current volume), State and Local laws, ordinances, codes, rules or regulations and shall have a minimum of the following:

The wheelchair van transport vehicle shall be of model and make to insure safe and comfortable transportation of wheelchair bound patients. Tie downs for wheelchair are to consist of a leverage lock with a safety catch requiring physical unlatching. Locks shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that shall prevent any motion of the wheelchair within the vehicle shall be acceptable. Those considered lacking in this essential shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Seatbelts and shoulder harnesses shall be maintained in each vehicle to seat belt each passenger while in his/her wheelchair. Additional transfer belts shall be used always when loading and unloading passengers in wheelchairs. Each vehicle and all accessories and systems shall be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented. Wheelchair vans shall be designed so that patients are restrained by a seat belt always the vehicle is in motion.

Each vehicle shall contain a minimum of 1 (one) wheelchair in the event a prospective passenger does not own or have access to one for transportation purposes. At no time shall a patient be transported in a moving vehicle while seated on a motorized cart. Patients who are scheduled to be transported and are on a cart shall sit in a standard wheelchair or vehicle seat and the cart shall be secured in the vehicle.

The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the State of Michigan. All vans shall be equipped with raised roofs to accommodate wheelchair patients. Raised roofs shall be of reinforced steel or have reinforcing steel beam. Clearance shall accommodate an average patient sitting in a standard wheelchair without tilting the chair, i.e., average height of patient is considered by be 5’10” to 6’.

All wheelchair vans shall be equipped to allow for direct communication, always, between the drivers and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to VTS Office to comply with the provision for direct communication.

All wheelchair vans shall be equipped with a wheelchair lift or lowered floor ramp.

The wheelchair van with vehicle lift shall meet specifications as designated by 49 CFR Parts 27, 37, and 38. The wheelchair lift shall be equipped with the following:

· A safety bar or wheel catch secured to the outside perimeter of the lift to prevent the wheelchair from rolling off

· The lift controls shall be in such a position that the operator can work the controls while keeping one hand on the wheelchair at all times

· The lift shall operate in such a manner that when going up or down it shall remain parallel with the ground

· The lift shall be located as to receive the wheelchair and patient from the rear or passenger side of the vehicle

· The lift shall have slip-proof surface

· The lift shall have a minimum design load of 1000lbs

· The lift shall be a minimum of 331/2 inches

All lowered floor ramp wheelchair vans shall be equipped with the following:

· Height at floor to ceiling at center of van shall be 58 ¾”

· Shall have lowered floor from firewall to rear axle

· Shall have manual swing ramp with 30” usable width

· Shall have multiple wheelchair locations

· Shall have ADA compliant interlock

· Shall have ADA ramp and door entrance lighting

· Shall have emergency rear hatch release

Use of the lowered floor ramp wheelchair van versus the raised roof wheelchair van shall be determined by the contractor based on the individual needs of the VA patient.

All wheelchair vans shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service of this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s wellbeing. Each vehicle shall contain a minimum of two (2) sanitary blankets. Failure to comply with the provision may be grounds for termination.

All wheelchair vans shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency.

Each vehicle shall be equipped with flashing warning lights activated by the opening of loading doors and a properly functioning audible back up signal.

Wheelchair vans shall be well maintained in a clean and orderly condition.

Wheelchair vans shall be free from physical damage; odor, debris and accumulation (which may constitute an accident or fire hazard).

All wheelchair vans shall be smoke free and provide the proper ventilation for the patient.

All wheelchair vans shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs.

The Contracting Officer reserves the right to prohibit specific vehicles from being used to perform wheelchair patient transportation. This determination shall be at the sole discretion of the Contracting Officer and shall be based on documented evidence.

PERFORMANCE STANDARD:

Contractor shall maintain a 99% satisfaction rate per 100 trips to be considered as providing acceptable performance.

Acceptable performance is considered as having no more than one (1) valid complaint per 100 trips. Validity of complaint is to be determined by the COR. Valid complaints in excess of 1% per quarter may be grounds for termination. Performance tracking shall be monitored by the COR on a quarterly basis.

MANTOUX TESTING:

Contractor shall provide evidence of negative Purified Protein Derivative (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. Contractor shall provide medical evidence that employee is disease free for those employees having a positive PPD.

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

The Mantoux testing requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason. In no circumstance shall an employee be allowed to begin duty without prior submission of the required testing certification.

HEPATITIS B VACCINATION:

The employer 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. The Contractor shall bear all costs associated with vaccinations. Hepatitis B Vaccine Declination (Mandatory) shall be submitted to the CO 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.

JOINT COMMISSION FOR ACCREDITATION OF HEALTH CARE ORGANIZATIONS (JCAHO) COMPETENCY REQUIREMENTS: The contractor shall be responsible to ensure that his/her employees coming to the work site shall receive the information required to perform their duties.

Contractor shall attend a pre-work orientation meeting prior to the commencement of work onsite. The VA shall schedule this meeting and it shall include discussion of the following topics: Fire and Safety, Infection Control and Disaster procedures.

Contractor shall be responsible to ensure his/her employees who are providing work on this contract are fully trained and completely competent to perform the required work.

INFECTION CONTROL COMPLIANCE:

Contractor shall provide written certification of training to employees used in performance of this contract and contractor compliance with the Blood Borne Pathogens Standards. 29 CFR Part 1910.1030 (can be obtain at https://www.osha.gov/pls/oshaweb/owadisp.show_document?p_id=10051&p_table=STANDARDS).

Certification shall be received by the CO prior to employee being assigned for duty. The infection control compliance requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason. In no circumstance shall an employee be allowed to begin duty without prior submission of the required training certification.

29 CFR part 1910.1030 is OSHA’s standard requiring employers to:

· Develop written exposure-control plans;

· Train all employees on occupational risks;

· Maintain records on employee training;

· Use warning labels;

· Implement proper work methods including “Universal Precautions”, (i.e. proper care and disposal of personal protective equipment such as the use and disposal of latex gloves);

· Offer Hepatitis B Vaccine (HBV) to employees;

· Provide medical evaluations following employee’s exposure incident; and,

· Supply personal protective clothing and equipment (i.e., gloves and goggles)

CONTRACT SECURITY:

Business associates shall follow VHA privacy policies and practices. All contractors and business associates shall receive privacy training annually. For contractor and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirement of HHS Standards for Privacy of Individually Identifiable Health information as determined by VHA. For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required. This privacy training agreement is required to be signed by the contractor and enclosed and identified in section D.

Any violation of HIPAA shall be reported to the CO in writing within twenty-four (24) hours of the Contractor’s discovery of an occurrence. Included in the report shall be a description of the occurrence, patient names (if known), location, date and time. A copy of any filed police report shall be provided by the Contractor to the Contracting Officer within twenty-four (24) hours of completion.

WAGE RATES:

Wage Determination(s) as listed in this solicitation in Section D are applicable to any resulting contract.