D.5 36C25024Q5382 Re-Issue 17 Nov 2023.pdf

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. 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

539-24-1-101-0961

36C25024Q5382 11-17-2023

None None 12-04-2023

1:00 PM EST

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

X 100

X

485991

200 Employees

N/A

X

36C250

Department of Veterans Affairs Chalmers P. Wylie VA Ambulatory Care

420 North James Road Columbus OH 43219-1934

36C250

Network Contracting Office (NCO) 10 Department of Veterans Affairs 3140 Governors Place Blvd. Suite 210

Kettering OH 45409-1337

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 Columbus Veterans Affairs Ambulatory Care Center (VAACC)

This solicitation shall be conducted in accordance with FAR 13.5 and is anticipated to result in the award of a of an Indefinite-Delivery type contract as defined in FAR Subpart 16.5. The performance of services under this contract shall only be authorized though the award of funded task order(s) by the cognizant government contracting.

Period of Performance

- Base - 2/1/2024 to 1/31/2025

- OY1 - 2/1/2025 to 1/31/2026

- OY2 - 2/1/2026 to 1/31/2027

- OY3 - 2/1/2027 to 1/31/2028

- OY4 - 2/1/2028 to 1/31/2029

Questions due: COB 11/22/2023 to robert.bolcavage@va.gov

See CONTINUATION Page

See Task Orders

X X

X 1

John M. Ryan

VA-VHA-SAOC-2018-12C2305A

36C25024Q5382

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT (PWS) dated 22 June 2023

B.5 INFORMATION SECURITY IN ACCORDANCE WITH VA HANDBOOK 6500.6

Appendix B

DEPARTMENT OF VETERANS AFFAIRS VA HANDBOOK 6500

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 40

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.9 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.10 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.11 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.12 852.216-75 ECONOMIC PRICE ADJUSTMENT—FUEL SURCHARGE (NOV

2021)

C.13 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.14 VAAR 852.219-74 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED

VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

C.15 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.16 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.17 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.18 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 53

C.19 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, Columbus VAACC, AND

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

E.9 INSTRUCTIONS TO OFFEROR’S – EVALUATION OF QUOTES

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

Cincinnati VA Medical Center 1200 Vine St Cincinnati, OH 45220

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Bi-Monthly

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:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3,124.00 Trp __________________ __________________ WHEELCHAIR TRANSPORT \F\ BASE RATE (One-Way): The BASE

RATE is for \F\ authorized one-way trips with point-to-point travel distance of 20 miles or less from VAMC Chillicothe. The BASE RATE may also be authorized for one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way) as established under the MILEAGE RATE (One-Way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to-Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips Min: 500 Trips Max: 5000 Trips

Contract Period: Base POP Begin: 02-01-2024 POP End: 01-31-2025

LOCAL STOCK NUMBER: CLIN1

31,240.00 MI __________________ __________________

WHEELCHAIR TRANSPORT \F\ MILEAGE RATE (One-Way): The

MILEAGE RATE is for \F\ authorized one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way). - Invoicing Procedures \F\ Point-to-Point (Outside Ross County): The \F\ contractor shall ensure that all invoices submitted for point-to-point travel outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Point-to-Point (Inside/Outside Ross County): \F\ The contractor shall ensure that all invoices submitted for point-to-point travel inside/outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to- Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips.

Contract Period: Base

POP Begin: 02-01-2024

LOCAL STOCK NUMBER: CLIN2

4.00 EA __________________ __________________

WHEELCHAIR TRANSPORT \F\ WAIT TIME RATE (15-minute

Increments): The WAIT \F\ TIME RATE is authorized if approved by the COR or other individual designated by the Contracting Officer which shall be invoiced in increments of 15-minutes.

Contract Period: Base

POP Begin: 02-01-2024

LOCAL STOCK NUMBER: CLIN3

RATE is for \F\ authorized one-way trips with point-to-point travel distance of 20 miles or less from VAMC Chillicothe. The BASE RATE may also be authorized for one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way) as established under the MILEAGE RATE (One-Way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to-Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips

Contract Period: Option 1

POP Begin: 02-01-2025 POP End: 01-31-2026

MILEAGE RATE is for \F\ authorized one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way). - Invoicing Procedures \F\ Point-to-Point (Outside Ross County): The \F\ contractor shall ensure that all invoices submitted for point-to-point travel outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Point-to-Point (Inside/Outside Ross County): \F\ The contractor shall ensure that all invoices submitted for point-to-point travel inside/outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to- Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips.

Contract Period: Option 1

POP Begin: 02-01-2025

Increments): The WAIT \F\ TIME RATE is authorized if approved by the COR or other individual designated by the Contracting Officer which shall

Contract Period: Option 1

POP Begin: 02-01-2025

RATE is for \F\ authorized one-way trips with point-to-point travel distance of 20 miles or less from VAMC Chillicothe. The BASE RATE may also be authorized for one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way) as established under the MILEAGE RATE (One-Way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to-Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips

Contract Period: Option 2

POP Begin: 02-01-2026 POP End: 01-31-2027

MILEAGE RATE is for \F\ authorized one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way). - Invoicing Procedures \F\ Point-to-Point (Outside Ross County): The \F\ contractor shall ensure that all invoices submitted for point-to-point travel outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Point-to-Point (Inside/Outside Ross County): \F\ The contractor shall ensure that all invoices submitted for point-to-point travel inside/outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to- Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips.

Contract Period: Option 2

POP Begin: 02-01-2026

Increments): The WAIT \F\ TIME RATE is authorized if approved by the COR or other individual designated by the Contracting Officer which shall

Contract Period: Option 2

POP Begin: 02-01-2026

RATE is for \F\ authorized one-way trips with point-to-point travel distance of 20 miles or less from VAMC Chillicothe. The BASE RATE may also be authorized for one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way) as established under the MILEAGE RATE (One-Way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to-Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips

Contract Period: Option 3

POP Begin: 02-01-2027 POP End: 01-31-2028

MILEAGE RATE is for \F\ authorized one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way). - Invoicing Procedures \F\ Point-to-Point (Outside Ross County): The \F\ contractor shall ensure that all invoices submitted for point-to-point travel outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Point-to-Point (Inside/Outside Ross County): \F\ The contractor shall ensure that all invoices submitted for point-to-point travel inside/outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to- Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips.

Contract Period: Option 3

POP Begin: 02-01-2027

Increments): The WAIT \F\ TIME RATE is authorized if approved by the COR or other individual designated by the Contracting Officer which shall be invoiced in increments of 15-minutes.

Contract Period: Option 3

POP Begin: 02-01-2027

RATE is for \F\ authorized one-way trips with point-to-point travel distance of 20 miles or less from VAMC Chillicothe. The BASE RATE may also be authorized for one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way) as established under the MILEAGE RATE (One-Way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to-Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips

Contract Period: Option 4

POP Begin: 02-01-2028 POP End: 01-31-2029

MILEAGE RATE is for \F\ authorized one-way trips with point-to-point travel outside ROSS county (one-way) or point-to point travel inside/outside ROSS county (one-way). - Invoicing Procedures \F\ Point-to-Point (Outside Ross County): The \F\ contractor shall ensure that all invoices submitted for point-to-point travel outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Point-to-Point (Inside/Outside Ross County): \F\ The contractor shall ensure that all invoices submitted for point-to-point travel inside/outside ROSS county (one-way) include the MILEAGE RATE (one-way) as established herein plus the BASE RATE (one-way) as established under the BASE RATE (one-way) contract line item number (CLIN). - Invoicing Procedures \F\ Travel Distance Calculation Methodology \F\ (Point-to- Point One-Way): The contractor shall utilize BING maps to calculate the travel distance for all point-to-point trips.

Contract Period: Option 4

POP Begin: 02-01-2028

Increments): The WAIT \F\ TIME RATE is authorized if approved by the COR or other individual designated by the Contracting Officer which shall be invoiced in increments of 15-minutes.

Contract Period: Option 4

POP Begin: 02-01-2028

GRAND TOTAL

B.3 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY

DELIVERY

DATE

3,124.00

31,240.00

4.00

B.4 PERFORMANCE WORK STATEMENT (PWS) dated 22 June 2023

PERFORMANCE WORK STATEMENT (PWS)

Wheelchair/Ambulette Transportation Service (Non-Personal) for Columbus VAMC

14 November 2023

PURPOSE: The Contractor shall furnish the necessary personnel (drivers) and vehicles required to provide wheelchair transportation services to the Department of Veterans Affairs beneficiaries at the Chillicothe VA Medical Center, 17273 State Route 104, Chillicothe, OH 45601. This requirement is needed for the VAMC Chillicothe. The majority of the trips will be needed between the hours of 7am and pm Monday through Friday, but limited services may be needed at any time (including weekends and holidays at the same rates).

OVERVIEW: The contractor shall perform services under this contract in strict adherence to all current laws and regulations applicable to the state of Ohio unless supplemented to exceed those requirements as specified herein. All certification, equipment, staffing and recordkeeping should be in compliance with the rules of the Ohio Medical Transportation Board and appropriate parts of Ohio Administrative Code for this service. The majority of the trips will be needed between the hours of 0700-EST to 1900-EST Monday through Friday, but limited services may be needed at any time (including weekends and holidays at the same rates). This contract will be for 24-hour service, 7 days per week.

1. CONTRACT DEFINITIONS/ACRONYMS:

a. Administrative Contracting Officer (ACO) – An individual designated by the Contracting Officer for each Medical facility, which is authorized to commit and obligate the government through the file of the contract, with consent from the Contracting Officer.

b. Administrative Officer of the Day (AOD) – VA official that works in the admissions area during evenings and nights, and monitors hospital activities during other than normal working hours.

This person acts as hospital administrator during off-hours.

c. Base Rate – Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included under attachments), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations will be updated each option year, when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” as shown below.

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

e. Business Hours/Days – Business hours/days are defined as the time 0800-EST to 1630-EST Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off business hours/days are defined as the time of 1631-EST to 1959-EST, Monday through Friday, all day Saturday and Sunday and Federal holidays.

f. Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team.

g. Contracting Officer’s Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities include:

providing technical guidance, overseeing technical aspects of the contract, and is a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

h. Contractor – The term “contractor” as used herein refers to both the prime contractor and his employees.

i. 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.

j. 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.

k. Mileage Rate – Mileage rate for wheelchair van services is the rate paid for each mile traveled beyond the specified Mileage Threshold for each applicable medical facility. This rate applies to one-way transportation only. In no event shall the contractor receive this rate for miles traveled within the specified Mileage Threshold.

l. Quality Assurance – Those actions taken by the Government to assure services meet the requirements of this contract.

m. Quality Assurance Evaluator(s) – Government personnel responsible for surveillance of contractor performance.

n. Quality Assurance Surveillance Plan – An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor’s continuous performance.

o. Quality Control – Those actions taken by the contractor to control the production of goods or services so they will meet the requirements of a contract.

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

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

r. 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.

s. Veterans Transportation Department (VTD) – This department is under Patient Business Service (PBS) and coordinates Veteran transportation and eligibility issues. This section works under the authority of the Contracting Officer and is responsible for placing orders for service and certification of invoices under the terms and conditions of this contract.

t. Veterans Transportation Manager (VTM) – The manager/supervisor of the VA section under PBS that is responsible for coordinating Veteran transportation and eligibility issues.

u. 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.

v. Waiting Grace Period – The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for wheelchair van services shall include a fifteen (15) minute waiting grace period at origin and destination.

2. REQUIREMENTS:

a. Wheelchair Van Vehicle Requirements: All vehicles used to provide services on this contract shall, at a minimum, meet the following requirements:

a. Have functioning mechanisms which ensure that all access doors are capable of being opened from both inside and outside the vehicle, and remain closed and secure during travel.

b. Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

c. Be equipped with operational air conditioning and heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 79 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning system has been repaired.

d. Have exterior free of grime, oil or other substances and free from cracks, breaks, dents and damaged paint that noticeably detract from the overall appearance of the vehicle.

e. Be equipped with hubcaps or wheel covers.

f. Have all body molding in place, or if removed, holes shall be filled and painted.

g. Have passenger compartment that shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges and vermin or insects.

h. Have unobstructed vision on all sides.

i. Be equipped with an operable two-way radio and/or cellular telephone communication system that provides for contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute. A two-way radio that shall be fully operational at all times during contract performance.

j. GPS system installed and operational at all times during contract performance.

k. Meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

l. Have windows and doors that can be opened and closed in accordance with manufacturer standards.

m. Not have leaks of any kind.

n. Be equipped with a functioning horn.

o. Have operable seat belts on all seats for all occupants.

p. Have fully charged, certified and non-expired fire extinguisher. Vehicle shall contain four (4) emergency flares and warning lights, and one (1) five (5) pound ABC rated fire extinguisher with fire extinguisher tag showing record of inspections.

q. Vehicle shall contain a First Aid Kit with band aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers. Vehicle shall have two (2) blankets. Vehicle shall have on board supplies to provide infection control precaution procedures.

r. Steps shall be treated with non-skid material.

s. Vehicles shall have clamp cleats, belts, and/or wheelchair tie-down straps and devices to firmly anchor wheelchairs to prevent movement in any direction and will secure both wheelchair and wheelchair beneficiaries.

t. Loading platform shall be integral to the vehicle and made of at least thirteen (13) gauge steel.

Platforms shall have raised edges, be counter balanced, self-adjusting to curbs and sidewalks, and self storing. When not in use platform shall be securely stored so as not to block the vision of the driver or inconvenience the patient.

u. Have a backup for all lift capacity. The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty lift if the power to the lift fails.

v. A fixed seat position or a fixed secured floor or sidewall wheelchair lock must be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs. Driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

w. Vehicles shall be designated non-smoking.

2.2 Vehicle Inspections:

a. The VA Medical Centers at each location will inspect all vehicles that are to be utilized in the performance of this contract. These inspections will be conducted at the beginning of the contract and before each initial use of an added vehicle.

b. The contractor shall not use any vehicles for this contract that has not passed all applicable Federal, State and local rules, regulations, statues and procedures and industry standards for vehicle inspections.

c. The contractor shall contact the COR to coordinate the date, time, and location for inspections.

d. The contractor shall provide the COR with a list of all vehicles used to provide services under this contract, including vehicle license numbers, Vehicle Identification Number (VIN), safety inspection records and insurance certificates prior to initiating service. An updated list shall be provided to the COR quarterly.

e. All vehicles shall be made available for inspection at any reasonable time during the performance of this contract when requested by the Contracting Officer, COR or designee. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall be removed from service immediately.

That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies. The Government reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement may be cause for disallowance of compensation for services rendered in the violating vehicle.

f. The contractor shall not be permitted to borrow medical equipment from the Medical facilities.

The contractor shall provide all medications (including Naloxone) required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Schedule shall be inclusive of consumables used in transport.

2.3 DRIVERS /PERSONNEL QUALIFICATIONS

a. The contractor shall provide the Veterans Transportation Department (VTD) an updated list of drivers by the fourth day of each month when additions or deletions have been made during the previous month. The contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points on their driver’s license, none of which were assessed for “Reckless Driving.” VAMC Chillicothe reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section. Contractor shall provide a copy of the state driver’s license as supporting documentation.

b. The contractor shall maintain a record of each employee as to the character, background and security check, current driving records and physical capabilities of performing the duties of a wheelchair vehicle driver. The contractor shall make these records available for inspection upon request by the Contracting Officer or the Contracting Officer’s Technical Representative (COTR).

At no time shall contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

c. The contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer. Wheelchair Van Drivers shall have a valid operator’s or chauffeur’s license in accordance with Federal, State and Local government requirements for their place of operation, for the services they perform. All drivers must have a current CPR certification and have successfully completed the Standard and Advanced First Aid Course of the American Red Cross or U.S. Bureaus of Mines or equivalent and be capable of providing necessary medical assistance to the attending medical care specialist.

d. Drivers shall not transport the beneficiaries of VAMC Chillicothe if they appear to be ill or under the influence of drugs or alcohol. Drivers shall not transport anyone who insists on smoking during the transport; this includes drivers and attendants as well. Drivers shall display professional manners at all times. Rude or obscene behavior or language shall not be accepted.

e. Drivers shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for and ID shall be worn in clear view above the waist. Drivers shall secure all beneficiaries and passengers with approved security devices prior to transport.

f. The contractor shall demonstrate to VAMC Chillicothe that their attendants are adequately trained in the safe and proper transport of beneficiaries.

g. Each driver shall:

a) Be at least 18 years of age and have not less than one-year experience as a licensed driver;

and

i) For the past three years:

Have not had a driver’s license canceled or suspended under Ohio Statutes (or other state equal);

Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance as required by Ohio Statutes (or other state equal);

Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven;

Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance under Ohio Statutes (or other state equal); and Have a record clear of criminal convictions of crimes or pending criminal indictments against persons, and crimes or anticipatory crimes reasonably related to providing special transportation services. This must be documented by a formal background check.

h. The contractor shall ensure that all employees are fluent in the English language to ensure that our value Veteran patients receive the quality of service they have earned for their dedicated service to the nation.

b. DRIVERS' CONDUCT: The following acts are not permissible by drivers that provide services under this contract or while on VA premises.

a. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor’s prescriptions which do not impair driver’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

b. Gambling in any form.

c. Smoking and other uses of tobacco while on duty. Both Beneficiaries and contractor are prohibited from smoking in vehicles. The smell and residual smoke may cause other beneficiaries who shall be riding in the vehicle to become ill.

d. Carrying of pistols, firearms or concealed weapons.

e. Resorting to physical violence to settle a dispute with a fellow employee, beneficiaries, or the general public while on duty.

f. Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior.

g. Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward beneficiaries or other employees.

h. Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

i. Engaging beneficiaries in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

j. Soliciting or accepting tips from beneficiaries, companions, or others at any time.

k. Drivers who accumulate three (3) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract.

l. Playing loud music originating from any device in vehicles while transporting VA patients.

m. Texting or using a cell phone while operating the vehicle.

c. COMMUNICATION SYSTEM: The contractor’s communication system shall consist of the following:

a. The contractor shall maintain sufficient telephone capacity to ensure immediate local/toll free communication access between VAMC Chillicothe and the Contractor’s facility for the purposes conducting business in the performance of the contract.

b. The contractor shall have telephone coverage to accept calls from VAMC Chillicothe seven (7) days a week, 24 hours a day.

c. The contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times.

d. The VAMCs point of contact for the daily communications with the contractor for coordinating patient transport during normal business hours is the Veterans Transportation Department. The after hours, weekends and holidays point of contact is the AOD.

e. The contractor will utilize Virtu Pro secure encryption for all emails.

d. GLOBAL POSITIONING SYSTEM (GPS): All vehicles shall be equipped with a GPS system which has the following capabilities:

Line Mapping – step by step directions Summary - gives you a daily report on the driver’s activity for the day Stop – indicates where, when, and for how long the vehicle stopped Speeding – gives you the speed the vehicle is going from point to point Mileage – gives you the daily travel mileage from point to point daily Detailed – specific information on a vehicle Ignition – indicates when the vehicle starts up Landmark Stop – gives you point by point directions with major landmarks Engine idle – tells you that the vehicle has stopped and is on/running Maintenance – lets you know when it is time for an oil change/tune up State Mileage – indicates long distance trips’ mileage and tracking

e. CERTIFICATION OF INSURANCE COVERAGE: Before award of the contract, the contractor shall furnish to the Contracting Officer a Certificate of Insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term “shall endeavor” is not acceptable as issued by Insurance Carrier

1. PATIENT TRANSPORT REQUESTS: All patient transport requests will be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices and contractors request for service log submitted. When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the VA Medical facility will provide the contractor with the following type of information:

Mode of transportation required;

Required date and time of arrival;

Name of beneficiary Pick-up and delivery point;

Type and number of additional medical care specialists required;

Type of equipment required;

Patient’s Date of Birth; and Any other special instructions.

a. PLACING PATIENT TRANSPORT REQUESTS: VA will FAX or email a transportation request to the contractor for next day transportation requirements by 4:30 pm daily. The VAMC Veterans Transportation Department (VTD) will maintain a log for all trips on the request. By 4:00 p.m. each day, the contractor will confirm by email the receipt of the VAMC transportation request. Orders, requests, or changes will only be made by the VTD, AOD, or authorized party specified by the Veterans Transportation Manager or PBS. Changes will be made by telephone, fax or email and will be confirmed immediately upon receipt. A list of authorized ordering personnel will be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of either VAMC Chillicothe. The contractor will be notified of such changes as they occur.

b. SAME DAY TRANSPORTATION REQUEST: During the course of the day, it may become necessary to add beneficiaries to the Contractor’s list. When this occurs, the VA will fax, telephone or email the request to the contractor. The Veterans Transportation Department will maintain a log for all same day trips (including weekend and holidays) which will include the beneficiaries name, location/destination, time of call, appointment time and requested transport time. The contractor will immediately confirm the request and confirm the time the beneficiary is to be transported.

2. TRANSPORT AND DELIVERY:

a. The contractor shall be on time for its scheduled transports. Beneficiaries will be transported, within 15 minutes of the scheduled transport time. The contractor will transport and deliver beneficiary to the specific pick up/drop off transit point where the beneficiary’s treatment is being provided. This includes transports at any location (i.e.

clinic or ward area at either of the VA Medical Center locations, the Chillicothe VA Nursing Homes or Community Living Centers (CLC), CBOC locations, private residences or requested non-VA locations). In no instance will the contractor drop beneficiaries off in the hall or entrance of the VA. Adherence to schedules is of utmost importance. If the Veteran is not at the location, unable or refuses to be transported the contractor shall be reimbursed for a one-way trip after VA has authorized contractor to leave without the beneficiary.

b. All drivers will report to the assigned appointment locations as specified by the Veterans Transportation Department, Veterans Transportation Supervisor or AOD and sign the log for that trip.

3. CANCELLATIONS:

The contractor shall not charge for scheduled trips cancelled sixty (60) minutes prior to transport time. For trips scheduled for the same day, there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

4. WAITING TIME:

a. Wait time is defined as the amount of time spent waiting after a scheduled transport time.

b. In no instance is a beneficiary to wait longer than thirty (30) minutes after scheduled transport time or receipt of a transport order for an unscheduled transport. When a beneficiary shall wait longer than 30 minutes, the contractor shall be charged for each quarter hour or fraction thereof in excess of 30 minutes at the rate quoted in the proposal for wait time. If rescheduling of an appointment is necessary due to failure by the contractor to transport within the 30 minutes, neither the Chillicothe VAMC will authorize pay for the round trip transport.

c. For time lost in waiting after the first 30 minutes at either end or both ends of the trip due to causes beyond control, the contractor shall be reimbursed at the rate specified in the schedule of supplies and services. If the transport is other than at the designated area, the contractor shall call the Veterans Transportation Department or Medical Administrative Officer (AOD) on duty as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the transport point and is not necessary if the contractor anticipates no delay for which he shall claim reimbursement.

d. In order to keep waiting time at an absolute minimum, the contractor shall immediately notify the Veterans Transportation Department or AOD on duty when all vehicles are in service. All wait time charges shall be supported by Notification to the Veterans Transportation Department or AOD that the driver (vehicle) is in a waiting status. At this point, information concerning reason for wait shall be provided.

e. For unscheduled trips, waiting charges shall commence 15 minutes from the time the contractor actually arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence fifteen minutes from the scheduled pick-up time or from the time the contractor actually arrives at the designated pick-up point, whichever is later.

f. If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 15-minute grace period is anticipated, the contractor shall notify the Veterans Transportation Department during business hours and the AOD after hours. This call is only for the purpose of verifying the contractor’s time of arrival at pick-up and or delivery points and is not necessary if the contractor does not anticipate a delay for which waiting charges will be claimed. The contractor’s failure to notify the Veterans Transportation Department (during business hours) and AOD (after hours) when waiting beyond the grace period, shall result in non-payment for waiting time.

5. SERVICE DISRUPTION:

a. The contractor shall be responsible for providing all vehicles and manpower. The contractor will be authorized to utilize another Wheelchair Service Company, as a subcontractor (certified to be within all requirements of this contract) to complete these transportation requests. All bills for this subcontractor service will be paid directly to the contractor at the contract rate, and the contractor shall reimburse the sub-contractor at their agreed to rate. In the event, the contractor is unable to perform services or have services performed as required, the contractor shall immediately notify the VA Veterans Transportation Department or AOD and provide a justification for non-performance. The VA reserves the right to re-procure services which cannot be performed by the contractor, in accordance with the terms, conditions, and schedule of this contract. The contractor shall indemnify the VA for excess re-procurement cost, which may result from the contractor’s inability to perform the required service. Payment of re-procurement costs shall not relieve the contractor from any other provision in this contract covering inspection, acceptance and deductions from payment. The VA will be the sole judge in determining when services will be re-procured. The failure of the contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for “cause” (see FAR clause 52.212-4(m).

b. Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the Wheelchair

Van contractor. However, in these extremely rare cases, no charge shall be levied against the contractor

c. The contractor shall immediately report any and all vehicle breakdowns or other problems that may cause service disruptions to the Veterans Transportation Department or AOD. When breakdowns occur, the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the beneficiaries. When conditions, neither foreseeable and/or controllable by the contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Veterans Transportation Department or AOD.

d. The contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the beneficiary, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the Veterans Transportation Department and COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the Veterans Transportation Department, AOD (for after hours) and COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

6. NUMBER OF BENEFICIARIES:

a. The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest o the beneficiary. The VA will also be the sole judge in determining when an escort is required.