36C25019Q0228-001.docx

Richard L. Roudebush VA Medical Center Patient Transportation 36C25019Q0228

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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

583-19-2-826-0013 36C25019Q0228 03-01 -2019 Jared Tritle 317-988-1529 03-22 -2019

12:00 PM 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 Veteran Affairs Veterans Health Indiana Indianapolis VA Medical Center 1481 West Tenth Street Indianapolis IN 46202 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis IN 46240

Department of Veterans Affairs Financial Management System P O Box 149971 Austin TX 78714-9971 512-242-7300 N/A X See CONTINUATION Page Contractor shall provide patient paratransit services in accordance with the attached Performance Work Statement, Price/Cost Schedule, and the Terms and Conditions set forth in Section D.

Interested Offerors shall submit a quote in accordance with the directions set forth in Section E no later than the date and time list in Block 8 (or as otherwise amended). The Government will make an award decision using best value methodology, in accordance with FAR 12 & 13, as authorized by FAR 13.5.

Questions are due no later than ten (10) business days after the release of this solicitation.

See CONTINUATION Page 583-3690160-826-829800-2119 010041086 X Jared Tritle Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A.)

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

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with FAR 52.232-33- Payment by Electronic Funds Transfer- System for Award Management.

3. INVOICES: Invoices shall be submitted in arrears monthly. Invoices shall be submitted via the following link: www.fsc.va.gov/fsc/vendors.htm. Please note that the Financial Services Center is no longer accepting physical invoices. They must be submitted electronically via the link listed above.

4. INSTRUCTIONS: Offerors must complete and return all information prior to the time specified in block 8 of SF 1449 in order to be considered for award. The required information is as follows:

SF1449 Block 17a The Pricing Schedule (Section B) Refer to Section E.1 & Section E.2 for further details

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

AMENDMENT NO. DATE

System for Award Management: Federal Acquisition Regulation 52.212-4(t)(1) 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/.

SUBMISSION: The offeror’s quote(s) as well as any questions shall be submitted by the date and time indicated in the solicitation to the Government point of contact listed in 1(b).

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 $250,000, 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 Sea 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 $250,000 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 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

Paragraph 4 is not applicable.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

Paragraph 5 is not applicable.

6. SECURITY INCIDENT INVESTIGATION

a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/ subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/ subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

7. LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

8. SECURITY CONTROLS COMPLIANCE TESTING

Paragraph 8 is not applicable.

9. TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

(End of Clause)

B.4 PRICE/COST SCHEDULE INFORMATION

1) Ordering Ordering officers (OOs) will be authorized to place orders against this contract. The Contracting Officer (CO) will furnish the Contractor with the names of individuals authorized as OOs, by separate memorandum upon issuance of the contract. When OOs are added after award, the CO will furnish the Contractor with the names of individuals authorized as OOs, by memorandum upon OO appointment. OOs are responsible for issuing and administering orders placed under this contract. OOs have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the CO responsible for this contract. The Contractor shall accept orders against this contract only from the CO and/or authorized OOs. Fulfilling orders from persons other than the CO or OO may result in loss or delay in payment for supplies/services provided under such orders.

A schedule shall be provided to the contractor at least one (1) business day prior. However, request for services shall be made by telephone or in writing by facsimile machine by an OO or Contracting Officer Representative (COR) and/or designated VHI personnel. The contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the VHI (i.e., requests for service, patient incidents, special correspondence, and any other items of communication that may need to be relayed to the contractor).

Contractor shall notify the OO who placed the order or the COR at least eight (8) hours in advance of need when Contractor believes he/she shall be unable to meet the number of scheduled trips required. It is the responsibility of the Contractor to coordinate with the Veteran, the estimated pick up time in order to ensure the Veteran arrives at VHI at least 15 min and no more than 1 hour before the set appointment time that is provided to the contractor by VHI.

2) RATES

Definitions Standard Trip- A trip in which the point of origination or the point of destination is the VHI Medical Center or facility located within 20-mile radius using 1481 West 10th Street, Indianapolis, IN 46202-2803 as the center.

Non-standard Trip- A trip in which the point of origination or the point of destination are neither the VHI Medical Center or facility located within 20-mile radius using 1481 West 10th Street, Indianapolis, IN 46202-2803 as the center.

Point of origination- The address from which the Contractor takes on a VHI-designated beneficiary for transport. For all trips originating at VHI, the address to be used is 1481 West 10th Street, Indianapolis, IN 46202-2803. For all other points of origination other than the VHI, the Contractor shall use the address provided by the Government at time of order.

Point of destination- The address at which the Contractor drops off a VHI-designated beneficiary after transport. For all trips terminating at VHI, the address to be used is 1481 West 10th Street, Indianapolis, IN 46202-2803. For all other points of destination other than the VHI, the Contractor shall use the address provided by the Government at time of order.

Standard Trips For all transportation types (i.e., ambulatory, non-ambulatory), the Contractor shall charge a “trip charge”. For trips beyond 20 miles, the Contractor shall charge for each additional loaded mile beyond 20 miles, starting at mile 21, at the per loaded mile rate defined in the schedule. The Contractor shall round up to the nearest 10th of a mile when calculating the per mileage charge.

EXAMPLE SITUATIONS:

a) Contractor picks up patient from VA Medical Center in Fort Wayne, IN located at 2121 Lake Avenue, Fort Wayne, IN 46805 and transports them to Indianapolis VA Domiciliary located at 9045 East 59th Street, Indianapolis, IN 46216. Because the Domiciliary is located within 20 miles of VHI, this is classified as a Standard Trip. Trip from Fort Wayne VA to Domiciliary is 112 miles. Contractor charges trip charge plus loaded mile rate for 92 miles (112mi-20mi).

b) Contractor picks up patient from VHI and transports them to VA Domiciliary located at 9045 East 59th Street, Indianapolis, IN 46216. Because point of origination and point of destination are within the 20 mile radius of VHI, Contractor only charges a trip charge.

c) Contractor picks up patient from Coumadin Clinic located at 2669 Cold Springs Road, Indianapolis, IN 46222 and takes them to the Martinsville Community Based Outpatient Mental Health Clinic located at 2200 John R Wooden Drive, Martinsville, IN 46151. Because the Coumadin Clinic is located within 20 miles of VHI, this is classified as a Standard Trip. Trip from Coumadin Clinic to Martinsville Clinic is 32 miles. Contractor charges trip charge plus loaded mile rate for 12 miles (32mi-20mi).

Non-Standard Trips

For all transportation types (i.e., ambulatory, non-ambulatory), the Contractor shall charge a “trip charge” for the first loaded 20 miles. For the portion the trip beyond 20 loaded miles, the Contractor shall charge for each additional loaded mile beyond 20 miles, starting at mile 21, at the per loaded mile rate defined in the schedule. The Contractor shall also charge the unloaded rate for the longest leg of the trip while unloaded using VHI as the point of origination. The Contractor shall round up to the nearest 10th of a mile when calculating the per mileage charge.

EXAMPLE SITUATIONS:

a) Contractor picks up patient from Martinsville Community Based Outpatient Mental Health Clinic located at 2200 John R Wooden Drive, Martinsville, IN 46151 and transports them to Bloomington Community Based Outpatient Mental Health Clinic located at 455 South Landmark Avenue, Bloomington, IN 47403. Because neither point of origination or point of destination are within 20 miles of VHI, this is a non-standard trip. Trip from Martinsville Community Based Outpatient Mental Health Clinic to Bloomington Community Based Outpatient Mental Health Clinic is 23 miles. Contractor shall invoice a trip charge for the first 20 loaded miles, and an additional 3 miles (23mi-20mi) at the per loaded mile rate. Contractor shall also charge unloaded trip mileage for 52 miles, as the trip from Bloomington to VHI is the longest unloaded leg of the trip (versus 30 miles from Martinsville to VHI).

b) Contractor picks up patient from patient’s home located at 123 Main Street, Columbus, IN 47203 and transports them to Columbus Regional Hospital located at 2400 17th Street, Columbus, IN 47201, waits one (1) hour, and then transports patient back to their home. Because neither point of origination or point of destination are within 20 miles of VHI, this is a non-standard trip. Trip from patient’s home to Columbus Regional Hospital is 7 miles. Contractor shall invoice a trip charge (as both legs of trip between home and hospital total 14 miles), one hour wait time, and unloaded trip mileage for 46 miles for trip from VHI to patient’s home.

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

B.5 PRICE/COST SCHEDULE

Base Period: June 1, 2019 – May 31, 2020

Ambulatory Patient Transport

Non-Ambulatory Patient Transport

Miscellaneous

Base Year Subtotal

Option Year One (1): June 1, 2020 – May 31, 2021

Ambulatory Patient Transport

Non-Ambulatory Patient Transport

Miscellaneous

Opt Year Subtotal

Option Year Two (2): June 1, 2021 – May 31, 2022

Ambulatory Patient Transport

Non-Ambulatory Patient Transport

Miscellaneous

Opt Year Subtotal

Option Year Three (3): June 1, 2022 – May 31, 2023

Ambulatory Patient Transport

Non-Ambulatory Patient Transport

Miscellaneous

Opt Year Subtotal

Option Year Four (4): June 1, 2023 – May 31, 2024

Ambulatory Patient Transport

Non-Ambulatory Patient Transport

Miscellaneous

Opt Year Subtotal

Estimated Grand Total (Including Base Year and all Options, if exercised)

Base Year

Option Year One (1)

Option Year Two (2)

Option Year Three (3)

Option Year Four (4)

Estimated Contract Total:

Richard L. Roudebush VA Medical Center Patient Transportation 36C25019Q0228

*Indicates for Non-standard trips only.

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Richard L. Roudebush VA Medical Center Patient Transportation 36C25018D0018

B.6 PERFORMANCE WORK STATEMENT

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PATIENT PARATRANSIT SERVICES

OVERVIEW

The contractor shall provide all required labor, material, equipment and supervision of contractor personnel for patient paratransit service, as specified herein, for the Department of Veterans Affairs, Veterans Health Indiana (VHI), Indianapolis VA Medical Center, 1481 West 10th Street, Indianapolis, IN 46202-2803. All transportation service shall be in accordance with the terms and conditions of this contract. The performance period will be one (1) year with four (4) one year option periods to be exercised at the Government’s discretion.

RESPONSIBILITY OF VETERANS HEALTH INDIANA (VHI)

VHI is responsible for managing the selection of service as required, implementing the required services and overall monitoring the performance of the Contractor. It is the policy of VHI to provide transportation to eligible Veterans incident to receiving health care in accordance with current beneficiary travel regulations and established procedures. The use of Government Owned Vehicles (GOVs) is considered first when arranging for beneficiary travel prior to obtaining contract transportation. Determining factors are medical needs, scheduling conflicts, and time constraints. The VHI shall pay the cost of specialized modes of transportation when a VHI Physician determines it is medically required and the veteran or other person is unable to defray the cost.

RESPONSIBILITY OF THE CONTRACTOR

The Contractor shall transact business, thereunder, with the Contracting Officer (CO) and/or the Contracting Officer’s Representative (COR) and in no case, shall deal directly with or solicit from beneficiaries of the VHI.

General Requirements VHI requires paratransit services to transport VA beneficiaries including physically or mentally handicapped individuals in wheelchairs and aged and infirm persons, their attendants and personal belongings between points in Indiana. Contractor shall provide all labor, materials, equipment, and supervision of contractor personnel to transport VHI beneficiaries.

General Description of Services The services of this contract shall be utilized primarily for trips starting at a veteran’s location (residence, nursing home, and other medical facilities) with the trip terminating at VHI. Some trips shall start at VHI and end at the veterans’ residence, nursing home, or other medical facilities. Trips shall start at a veteran’s location and end at other medical facilities, i.e. IU Medical Center, Riley Hospital, Methodist Hospital, and any other medical facilities in and around the Indianapolis Metropolitan area.

In order that beneficiaries can receive the best possible treatment, it is essential that the COR be notified via email, telephone, or other written correspondence to arrive within five (5) business days by the Contractor of those instances in which the Contractor knows that they shall be unable to provide the required service at any specific time. This notice shall enable the VHI to secure the service elsewhere to meet the requirements.

VHI requires transportation services 24 hours a day, 7 days a week to include all federal holidays (New Year's Day, Martin Luther King Jr.'s Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day). Based on current usage, VHI anticipates Eight (8) wheelchair van accessible vehicles, with two (2) in reserve for high volume times, will be necessary for the period of 5:00 am to 8:00 pm Monday through Friday, excluding federal holidays. For all other times, VHI anticipates four (4) vehicles will be sufficient on Saturdays and one (1) on Sundays. However, the quantity of vehicles necessary to perform services in accordance with the performance standards is to be determined by the Contractor.

STANDARDS FOR VEHICLES AND EQUIPMENT

The vehicles and equipment with which the Contractor renders the required services must meet all Federal and State of Indiana requirements for insurance, registration, and equipment as follows:

· Audio/video recording devices in vehicles for recording of transports with veteran patients in the vehicle. All recordings shall be maintained for a period of 30 days. Recordings shall be provided to the COR or Contracting Officer upon request. Recording device shall be locked or password protected to avoid tampering.

· Global Positioning Satellite (GPS) location tracking system to track vehicles’ real-time location while vehicles are being used to provide services under this contract.

· Approved system for wheelchair securement devices and a tool designed for cutting securement straps in case of emergency.

· Vehicles shall accommodate a 31” wheelchair. Based on the estimated number of “oversize” patient trips, the Contractor shall provide sufficient number of vehicles to accommodate a 36” wheelchair.

· Safety requirements for seat belts and handling of motorized or electric wheelchair. Contractor must furnish shoulder/chest harness for double amputee patients when applicable.

· Vehicles which provide safe entry and egress for wheelchair bound and ambulatory patients. A fixed seat position or a fixed secure floor or sidewall wheelchair lock must be provided for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs.

· Provide vehicles with interior of sufficient height to ensure that an individual of 6' has adequate head clearance. VHI employees responsible for requesting service shall indicate at time of ordering if such a vehicle is required.

· The ramp or lift shall have a slip-proof surface.

· All additional items such as first aid kits, flashlights, warning triangles, ice scrapers, blankets, and any like cargo shall be secured and stored below the level of seat backs.

· Dry chemical fire extinguishers shall be securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and bear a tag indicating the dates of all inspections.

· Heater(s) shall be of sufficient capacity to maintain patient’s warmth during winter months. All vehicles are to be air conditioned. Heater and air conditioner blowers shall be operational.

VHI reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transport vehicles. VHI inspections of contractor facilities shall in no way constitute a warranty by VHI that the contractor's vehicles and equipment are properly maintained. VHI reserves the right to restrict the Contractor’s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract.

STANDARDS FOR MAINTENANCE

Contractor shall maintain all vehicles in a clean and orderly condition, free from debris and any accumulations which shall constitute an accident, injury, or fire hazard.

Contractor shall maintain vehicles in accordance with manufacturer’s recommended maintenance schedule or an improved schedule based on actual vehicle operating conditions.

Contractor shall correct a deficiency that might interfere with safe operation of vehicle before vehicle is placed in service.

Contractor shall ensure vehicle windows and lights are kept clean at all times.

Contractor shall keep interior of vehicles clean and in good repair.

Wheelchair lifts shall be maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. When a vehicle is serviced, the mechanic or service facility shall inspect, repair, or service the lift in accordance with the manufacturer’s instructions.

Contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top.

STANDARDS FOR DRIVER QUALIFICATIONS

In general, no driver shall operate a special transportation service vehicle when that driver has a current medical condition which interferes with the ability to drive safely. This includes vision, hearing, mental capacity, and any other condition that may restrict the driver’s ability to operate a transport service vehicle.

It is the contractor’s responsibility to ensure that all employees servicing the VHI contract obtain a physician’s statement or the statement of a nurse practitioner certified by the American Nurses’ Association (or other professional nursing certifying organization having authority to certify registered nurses in advanced nursing practice) that the driver has no current medical condition that interferes with the driver’s ability to drive safely. It shall be obtained before driving a special transportation service vehicle and kept on file. It shall be made available to the VHI upon request.

Each driver shall be able to perform a vehicle safety inspection. Each driver and attendant, when a vehicle is staffed by both a driver and an attendant must be able to assist a passenger into and out of the vehicle and operate a wheelchair lift or ramp.

Each driver shall:

Possess a driver’s license which is valid for the class of vehicle driven and if required under Indiana Statutes (or other state Equal), evidence of a special transportation service vehicle permit or endorsement issued by the commissioner of public safety.

Be at least 18 years of age and have not less than one year of experience as a licensed driver; and For the past three (3) years:

STANDARDS FOR DRIVER TRAINING

Contractor employees performing services for VHI beneficiaries under this contract shall obtain and maintain necessary licenses from the State of Indiana for for-hire transportation, including any special requirements for paratransit.

Driver shall have successfully completed training in the techniques of transporting and assisting elderly and physically handicapped passengers which shall include instruction in the following elements:

(1) Discussion of characteristics of the aging process and major disabling conditions;

(2) Discussion of common assistance devices used by elderly and handicapped persons;

(3) Discussion of attitudes toward elderly and handicapped persons, which includes the participation of handicapped and elderly persons;

(4) Instruction in methods of handling wheelchairs;

(5) Instruction in moving, lifting and transferring passengers;

(6) Guidelines for transporting handicapped persons;

(7) Instruction in the operation of lifts, ramps and…