36C25023R0306.docx

36C25023R0306

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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.

UEI:

EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

541-23-3-509-0046 541-23-3-509-0099 36C25023R0306 05-1 -2023 Robert J. Bolcavage III

(937) 268-6511 ext 2333 05- -2023 12:00

EDT

36C552 Department of Veterans Affairs Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 X X 485991 $16.5 Million N/A X 36C250 Department of Veterans Affairs Cleveland VA Medical Center 10701 East Blvd Cleveland OH 44106 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor's Place Blvd. Suite 210 Kettering OH 45409-1337

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page The contractor shall provide all required labor, material, supplies, equipment and supervision of contractor personnel necessary to perform Wheelchair Transportation Service for Cleveland Veterans Affairs Medical Center (VAMC) and surrounding Clinics identified in PWS.

This solicitation shall be conducted in accordance with FAR 15 and is anticipated to result in the award of a FP with EPA contract for a base plus two option years.

A "Plug and Play" Excel Document with fuel cost formula will be required with proposal. See example Attachment D.5 All questions regarding this RFP must be submitted to robert.bolcvage@va.gov by May 2023 at 12:00 PM EST See CONTINUATION Page X X X John M. Ryan

VA-VHA-SAOC-2018-12C2305A

Table of Contents

Page 1 of

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:

b. GOVERNMENT: Contracting Officer 36C250

Department of Veterans Affairs Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

B.2 PRICE/COST SCHEDULE

The guaranteed minimum only applies to the Federal government Fiscal Year in which the contract is awarded. The guaranteed minimum for the fiscal year in which this contract is awarded is $5,000.00. The maximum total value of the contract, inclusive of the base year and all options exercised, shall not exceed $30,000,000.00.

ITEM INFORMATION

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 0002.

Area to include the following: Wade Park.

Contract Period: Base POP Begin: 07-01-2023 POP End: 06-30-2024

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Mileage area to include the following: Wade Park Contract Period: Base

WAIT TIME RATE | 15-minute Increments: This rate shall only be authorized for patient transports which exceed the “wait time grace period”. Must be designed in writing by the COR and/or CO as specified in this PWS.

Contract Period: Base

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 0005.

Area to include Youngstown, East Liverpool, Warren, Mansfield, and New Philadelphia Contract Period: Base

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Mileage area to include Youngstown, East Liverpool, Warren, Mansfield, and New Philadelphia Contract Period: Base

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 0007.

Area to include CBOC Akron, Canton, Ravenna, Sandusky, Lorain, Parma and Lake Contract Period: Base

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Mileage area to include CBOC Akron, Canton, Ravenna, Sandusky, Lorain, Parma and Lake Contract Period: Base

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 1002.

Contract Period: Option 1 POP Begin: 07-01-2024 POP End: 06-30-2025

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Contract Period: Option 1

WAIT TIME RATE | 15-minute Increments: This rate shall only be authorized for patient transports which exceed the “wait time grace period”. Must be designed in writing by the COR and/or CO as specified in this PWS.

Contract Period: Option 1

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 0005.

Contract Period: Option 1

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Contract Period: Option 1

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 0007.

Contract Period: Option 1

POP End: 06-30--2025

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Contract Period: Option 1

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 1002.

Contract Period: Option 2 POP Begin: 07-01-2025 POP End: 06-30-2026

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Contract Period: Option 2

WAIT TIME RATE | 15-minute Increments: This rate shall only be authorized for patient transports which exceed the “wait time grace period”. Must be designed in writing by the COR and/or CO as specified in this PWS.

Contract Period: Option 2

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 0005.

Contract Period: Option 2

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Contract Period: Option 2

BASE RATE | Wheelchair Transport ROUND Trip Rate: The BASE RATE (ROUND TRIP) is for authorized patient transports from the patient's residence to a VA authorized appointment and return. The contractor is authorized to invoice for MILEAGE RATE as specified in CLIN 0007.

Contract Period: Option 2

MILEAGE RATE | Wheelchair Transport Mileage Rate: The MILEAGE RATE (ROUND TRIP) shall only be authorized for patient transports to/from the designated VA Medical Center as specified in the PWS. The contractor shall ensure that all invoices submitted with total distance traveled from the patient's residence to a VA authorized appointment and return. The MILEAGE RATE is not authorized for any patient transport that does not have a VA approved passenger onboard.

Contract Period: Option 2

B.3 DELIVERY SCHEDULE

18,744.00

1,049,664.00

1.00

2,076.00

47,748.00

3,864.00

142,968.00

18,744.00

1,049,664.00

1.00

2,076.00

47,748.00

3,864.00

142,968.00

18,744.00

1,049,664.00

1.00

2,076.00

47,748.00

3,864.00

142,968.00

Page 1 of

B.4 INFORMATION SECURITY IN ACCORDANCE WITH VA HANDBOOK 6500.6 Appendix B

March 10, 2015

VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE

APPENDIX B

NOTE: This clause will undergo official rule making by the Office of Acquisitions and Logistics. The below language will be submitted for public review through the Federal Register. The final wording of the clause may be changed from what is outlined below based on public review and comment. Once approved, the final language in the clause can be obtained from the Office of Acquisitions and Logistics Programs and Policy.

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

(END OF CLAUSE)

B.5 PERFORMANCE WORK STATEMENT (PWS)

PERFORMANCE WORK STATEMENT (PWS)

Wheelchair Transportation Service (Non-Personal) for Cleveland VA Medical Center and surrounding Community-Base Outpatient Clinics

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide wheelchair transportation service for beneficiaries including physically or mentally handicapped individuals in wheelchairs and aged and infirm persons, their attendants, and personal belongings between points in Ohio. It is important to note that wheelchair transportation service is otherwise known as ambulette transportation service in the state of Ohio in accordance with the Ohio Administrative Code (OAC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

1.1 SCOPE SUMMARY. The Contractor shall provide wheelchair transportation service for Cleveland VA & surrounding CBOCs established in this Performance Work Statement (PWS). The contractor shall adhere to Ohio Administrative Code (OAC), State Board of Emergency Medical, Fire, and Transportation Services (EMFTS) and all applicable Federal, State and Local laws, rules, regulations, and procedures as required to perform services under this contract. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS in support of the following primary operating location:

Cleveland VA Medical Center (Wade Park Campus)

10701 East Blvd, Cleveland, OH 44106

Akron Community Based Outpatient Clinic

55 W Waterloo Rd, Akron, OH 44319

Canton Community Based Outpatient Clinic

733 Market Ave S, Canton, OH 44702

Ravenna Community Based Outpatient Clinic

6751 N Chestnut St, Ravenna, OH 44266

New Philadelphia Community Based Outpatient Clinic

1260 Monroe St NW #1A, New Philadelphia, OH 44663

Mansfield Community Based Outpatient Clinic

1025 S Trimble Rd, Mansfield, OH 44906

Lake County VA Facility

35000 Kaiser Court Willoughby, OH 44094

Sandusky Community Based Outpatient Clinic

1912 Hayes Ave, Sandusky, OH 44870

Lorain Community Based Outpatient Clinic

5255 N. Abbe Rd, Sheffield Village, OH 44035

Parma Community Based Outpatient Clinic

8787 Brookpark Rd, Parma, OH 44129

East Liverpool Community Based Outpatient Clinic

15655 OH-170 East Liverpool, OH 43920

Warren Community Based Outpatient Clinic

1460 Tod Ave NW Warren, OH 44485

Youngstown Community Based Outpatient Clinic

1815 Belmont Ave Youngstown, OH 44504

1.2 GENERAL REQUIREMENTS

The services of this contract will be utilized for trips starting at a Veteran’s location (residence, nursing home, and other medical facilities) with the trip terminating at the Cleveland VA Medical Center Wade Park, at CBOCs, or vice versa.

1.2.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to measure, assess, and improve performance to enhance patient care and all patient care services objectively and systematically. The contractor’s quality control program is how the contractor assures that all work complies with the requirement of the contract. The contractor shall furnish copies of these records if requested by the Contracting Officer, COR or individual(s) designated by the COR and/or CO in writing. The contractor’s quality control program shall include the following:

1.2.1.1 An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections.

1.2.1.2 The methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable.

1.2.1.3 The on-site records of all inspections conducted by the contractor and corrective action taken.

1.2.1.4 The on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract.

1.2.1.5 The on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns to include a detailed procedure for alternative transportation of patients in the event of mechanical breakdown of any vehicle(s).

1.2.1.6 The on-site records identifying the character, security and background checks, current driving records, physical capabilities, certifications, and ongoing training of each employee performing services under this contract. This will include training in the safe and proper transport of beneficiaries and the necessary healthcare training, i.e., Health Insurance Portability and Accountability Act (HIPAA), Privacy Training for each employee performing services under this contract.

1.2.1.7 The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

1.2.1.8 A log to account for all requests for service. The log shall indicate the date and time of service call, name of beneficiary requiring services, any required Medicare/Medicaid forms with Doctor’s signatures, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed.

1.2.1.9 The on-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

1.2.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.2.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

Independence Day

1.2.4 Hours of Operation. The contractor shall be available to provide service 24-hours per days, 7 days a week, 365 days per year. Most services under this contract are anticipated to be performed Monday through Sunday from 0500-EST to 2100-EST but limited service may be required at any time (to include weekends and holidays). Which shall be performed at the rates established in the SCHEDULE OF SERVICES – PRICE SCHEDULE. The contractor shall provide services in accordance with the terms and conditions of this contract. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.2.5 Place of Performance. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and through the door delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations and transportation across state lines as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS.

1.2.6 Type of Contract and Task Orders. The government intends to award a single-award indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. The base and option periods (if any) specified in the Schedule of Services – Price Schedule shall be exercised at the discretion of the government through the issuance of task orders.

1.2.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform services in support of this VA medical facility in the state of Ohio.

1.2.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.2.7.2 IT Security: The C&A requirements do not apply, and that a Security Accreditation Package is not required.

1.2.8 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor’s performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.2.9 Contracting Officer’s Representative (COR). The (COR) if designated will be identified by separate letter issued by the cognizant government Contracting Officer. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor’s performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.2.10 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available 7 days a week, 24 hours per day, 365 days per year.

1.2.10.1 Personnel Roster. Within one (1) day of contract award, the contractor shall provide a list of all personnel that will perform services under this contract to the Contracting Officer (CO) that the CO shall forwarded to the requiring activity for review/action as appropriate. Thereafter, any changes to the personnel roster of the contractor shall be submitted to the CO within 24 hours of any change in staff. All personnel roster submissions shall include the following information:

· Full Name

· Position and Title

· Assigned Responsibilities

· Qualifications and Professional Certifications

· Other information as requested by the COR and/or Contracting Officer

1.2.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

· BASE RATE. The base rate is defined as the rate paid for transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized trips requested under this contract with employees receiving at a minimum the Department of Labor Service Contract Act (SCA) wage rates for the CUYAHOGA COUNTY, as specified by the contracting officer for this requirement, during all phases of the trip made on behalf of the Government. Service Contract Act (SCA) wage rate determinations will be updated each option period, when/if new revisions are issued. The base rate shall constitute full compensation for trips.

· BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

· COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for VAMC nursing homes.

· CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

· CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

· CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

· CONTRACTING OFFICER’S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

· CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR). A government official or officials that work under the authority of the government Contracting Officer responsible for placing patient transport requests for authorized work within the scope and in accordance with the terms and conditions of this contract as specified in the COTR designation letter.

· A Cancel-On-Site (COS) charge is a payment on behalf of the Medical Center to the awarded Contractor for an attempted transport that results in a patient not showing up for pick up. A COS Rate is the same charge as the Base Rate.

· DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

· DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

· DRY RUN. A dry run is defined as a request for service by authorized Medical Center personnel, whereby the contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs. The contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the contractor.

· EMERGENCY MEDICAL, FIRE, AND TRANSPORTATION SERVICES (EMFTS) CERTIFICATE: The certificate required by the state of Ohio to perform medical transportation services (air medical, ambulance, MICU and ambulettes). In accordance with Chapter 119 of the Ohio Revised Code, the state of Ohio has adopted rules regulating medical transportation services and vehicles.

· KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

· MILEAGE RATE. Mileage rate for service is the rate paid for each mile traveled beyond the specified mileage threshold for each applicable medical facility.

· NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

· OHIO MEDICAL TRANSPORTATION BOARD (OMTB): The former state board prior to EMFTS responsible for the licensing of Ohio’s medical transportation services (air medical, ambulance, MICU and ambulettes). In accordance with Chapter 119 of the Ohio Revised Code, the state of Ohio has adopted rules regulating medical transportation services and vehicles.

· PATIENT BUSINESS SERVICES. An administrative department which processes patients’ medical records, appointments, etc.

· PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

· QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

· QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

· QUALITY ASSURANCE EVALUATOR(S). Government personnel responsible for surveillance of contractor performance.

· QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

· QUALITY CONTROL PLAN (QCP): The QCP is the contractor’s management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

· SAME DAY TRIP(S). A trip or trips requested the same day as specified herein for patient transport on an as need basis with little notice. The price for a same day trip shall be that same as a price for a prescheduled trip as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE.

· SCHEDULED TRIPS(S). The term “Scheduled Trip” as used on this contract refers to those trips in which the contractor has been given advanced notice (advanced notice is defined as a notice given by 3:30p.m. the prior business day) of required services and a specific pick-up time.

· SUBCONTRACTOR(S). A subcontractor is one who enters a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e., logbooks, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

· THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety, and treatment of patients in a health care facility and environment.

· UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

· 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.

· VEHICLE(S). The term “vehicle(s)” as used in this contract refers to all modes of transportation provided under the requirements of this contract unless a specific mode of transportation is identified.

· BENEFICIARY TRAVEL (BT) DEPARTMENT. This department is within Patient Business Service (PBS) and coordinates Veteran transportation. This department is responsible for placing orders for service and certification of invoices under the terms and conditions of this contract.

· MOBILITY MANAGER(MM). The manager/supervisor of the VA section under PBS that is responsible for coordinating Veteran transportation.

· 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.

2.2. ACRONYMS:

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: Not Applicable

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall NOT be permitted to borrow medical equipment from the medical facilities. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the Schedule of Services – Price Schedule shall be inclusive of consumables used in transport.

4.3. The solicitation and subsequent contract include FAR 52.222-41, Service Contract Labor Standards (SCLS). The Offeror and resultant contract awardee, by signing the offer and contract is acknowledging they have reviewed and clause ans will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

VA reminds contractor of the Department of Labor Regulations which implement the SCLS and which read at 29 CFR 4.155:

Employee coverage does not depend of form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that be alleged to exist between the contractor or subcontractor and such persons. In other words, any person, except those discussed in 4.156 below who perform work called for by a contract or portion of a contract immaterial in determining coverage under the Act and all such persons performing the work of service employees must be compensated in accordance with the Act’s requirements.

5. REQUIREMENTS:

5.1 RESPONSE TIMES. The contractor shall be on time for all scheduled and unscheduled patient transports. All Veteran patient beneficiaries shall be transported within 15 minutes of the scheduled transport time. The contractor shall transport and deliver beneficiary to the specific pick up/drop off transit point designated by the authorized government representative(s) to include but not limited to any VA Medical Center location (i.e., clinic or ward area), VAMC Nursing Homes, Community Living Centers (CLC), Community Based Outpatient Clinics (CBOCs), private residences or other requested non-VA locations. Under no circumstances shall the contractor drop beneficiaries off in the hall or entrance of any facility. Adherence to schedules is of utmost importance. If the Veteran patient is not at the location, unable to be transported, or refuses to be transported, the contractor shall be reimbursed for the Cancel on Site (COS) at the trip base rate determined for that location and only after VA has authorized contractor to leave without the beneficiary:

5.1.1. All drivers will report to the assigned appointment locations specified by the authorized government representative(s) designated in writing by the COR and/or CO and sign the log for that trip.

5.1.2 Performance Requirements Standards. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements Summary (PRS) section of this PWS.

5.2 PATIENT TRANSPORT REQUESTS. A patient transportation request (or travel consult) is a government issued request for the contractor to transport a patient in accordance with the terms and conditions established in this contract. All patient transports under this contract shall be executed by issuance of a patient transport request issued in writing with encrypted email by the authorized government representative(s) designated in writing by the COR and/or CO. Any patient transport request issued verbally by any authorized government representative should immediately be followed by a written request utilizing an encrypted email format and type authorized by the government. Specific requirements are summarized as follows:

5.2.1 Encrypted Email | Patient Transport Correspondence. The contractor shall utilize encrypted email in the software format and type required by the government for all patient related correspondence required to perform services under this contract (i.e. travel requests, travel consults, etc.). Encrypted e-mail technology provides VA a secure method of exchanging information with community providers. This requirement for encrypted email is critical to ensuring compliance with Health Insurance Portability and Accountability Act (HIPAA) and the Privacy Act of 1974.

5.2.2 Scheduled Patient Transport Requests.