36C25024Q7572.docx

36C25024Q7572

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

757-24-2-826-0020 36C25024Q7572 02-09-2024 Robert Bolcavage None 02-23-2024

PM

EST

Department of Veterans Affairs Cincinnati VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 X X 485991 $19 Million N/A X 36C250 Department of Veterans Affairs Chalmers P. Wylie VAACare 420 N. James Road Columbus OH 43219 36C250 Network Contracting Office (NCO) 10 Department of Veterans Affairs 3140 Governors 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 Services for the Columbus Veterans Affairs Ambulatory Care Center (VAACC) in accordance with the terms and conditions established herein.

This solicitation shall be conducted in accordance with FAR Subpart 13.5 and is anticipated to result in the award 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.

The anticipated performance periods are as follows:

- Base Year: 1-June-2024 to 31-May-2025

- Option Year One: 1-June-2025 to 31-May-2026

- Option Year Two: 1-June-2026 to 31-May-2027

- Option Year Three: 1-June-2027 to 31-May-2028

- Option Year Four: 1-June-2028 to 31-May-2029 See CONTINUATION Page See Task Orders X X John M. Ryan

VA-VHA-SAOC-2018-12C2305A

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250

Department of Veterans Affairs Cincinnati 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:

36C25024Q7572

Page 1 of Page 1 of B.2 PERFORMANCE WORK STATEMENT (PWS) dated 2 February 2024

PERFORMANCE WORK STATEMENT (PWS)

Wheelchair/Ambulette Transportation Service for Columbus VA Ambulatory Care Center

2 February 2024

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide wheelchair transportation service for Columbus VA Ambulatory Care Center (VAACC) 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 furnish the necessary personnel (drivers) and vehicles required to provide wheelchair transportation services to the Department of Veterans Affairs beneficiaries at the Veterans Affairs Ambulatory Care Center (VAACC) Columbus in accordance with, but not limited to certifications, licenses, and training required by Federal, State or City law/guidelines. This requirement is needed for the VAACC Columbus and all its affiliated locations: Community Based out-patient Clinics (Coshocton County, OH; Delaware County, OH; Franklin County, OH; Knox County, OH; Licking County, OH; Madison County, OH; Marion County, OH; Morrow County, OH; Muskingum County, OH; and Union County, OH). Trips are not restricted to these counties only. The majority of the trips will be needed between the hours of 7am and 7pm 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

Department of Veterans Affairs Chalmers P. Wylie Ambulatory Care Center 420 North James Road Columbus, Ohio 43219

1.2 PERIOD OF PEFORMANCE. The performance period is summarized as follows:

· Base Period: 1 June 2024 to 31 May 2025

· Option Year 1: 1 June 2025 to 31 May 2026

· Option Year 2: 1 June 2026 to 31 May 2027

· Option Year 3: 1 June 2027 to 31 May 2028

· Option Year 4: 1 June 2028 to 31 May 2029

1.3 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 Cincinnati VA Medical Center vice versa

1.3.1 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 objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. 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:

1.3.1.1 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.

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

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

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

1.3.1.5 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).

1.3.1.6 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 (HIPPA), Privacy Training for each employee performing services under this contract.

1.3.1.7 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.

1.3.1.8 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.

1.3.1.9 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.

1.3.2 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):

1.3.3 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:

Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.3.4 Hours of Operation. The contractor shall be available to provide service 24-hours per days, 7 days a week, 365 days per year. The majority of services under this contract are anticipated to be performed Monday through Friday from 7:00 AM-EST to 7:00 PM-EST but limited service may be required at any time (to include weekends and holidays). Limited services may be required at any time, to include weekends and Federal 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 at all times 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.

1.3.5 Place of Performance. 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 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.

1.3.6 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 a task order for the entire period of performance. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7 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.

1.4.12.1 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.

1.4.12.2 Key Control: Not Applicable.

1.4.12.3 Lock Combinations: Not Applicable.

1.3.8 Special Qualifications. See requirements below.

1.3.9 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.

1.3.10 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 with regard to 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.

1.3.11 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.

1.3.11.1 Personnel Roster. Within one (1) week of the start of the period of performance, 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

1.3.12 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.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

· ADMINISTRATIVE CONTRACTING OFFICER (AOD). 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.

· 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.

· 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 on Page.5

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

· BUSINESS HOURS/DAYS. Business hours/days are defined as the time of 7:00AM to 7:00 PM, Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Juneteenth, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off Business hours/days are defined as the time of 4:31PM to 6:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays.

· 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.

· CONTRACTING OFFICER. A person with authority to enter into, 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 as long as 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.

· 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.

· 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, MoICU 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.

· JOINT COMMISSION ON ACCREDITATION OF HEALTHCARE ORGANIZATIONS (JCAHO) A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

· 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. 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.

· 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, MoICU 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 an end 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. Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract.

· 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.

· 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.

· WAITING GRACE PERIOD. The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for all transportation services shall include a fifteen (15) minute waiting grace period at origin and destination.

2.2. ACRONYMS:

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1.Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: 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 furnish all material, supplies and equipment required to perform work under this contract. 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 the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be inclusive of consumables used in transport.

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 Ambulatory Care 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 a one-way trip 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 be 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. The 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.

5.2.2.1. VA will FAX or email a transportation request to the Contractor for next day transportation requirements by 3:30 pm daily. The VA transportation office will maintain a log for all trips on the request. Confirmation of receipt of the transportation request will be made by 4:00 each day. Orders, requests, or changes will only be made by the travel Clerk, AOD, or authorized party specified by the Chief, Health Administrative Service. 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 VAMC Cincinnati. The Contractor will be notified of such changes as they occur.

5.2.3 Allocation of Trips assigned. In the situation where more than one contractor is awarded a contract to provide wheelchair transportation service, Trips will be assigned to each company in the most advantageous way to the benefit of the government. Current trips count will be distributed at a 50/50 split to allow even distribution across vendors and enable more dedication to the mission. This will be assessed and will be distributed appropriately

5.2.4 Cancellations | Patient Transport Requests. The contractor shall NOT charge or invoice the Government 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.

5.2.4 Wait Time | Patient Transport Requests. Wait time is defined as the amount of time spent waiting for scheduled transport. In no instance shall a beneficiary wait longer than thirty (30) minutes after scheduled transport time or receipt of a patient transport request for an unscheduled transport. When the contractor is required by the government to wait longer than 15 minutes, the contractor shall receive authorization to invoice in wait time increments of 15-minute only with written authorization of the government representative(s) specified by the contracting officer in accordance with the following terms and conditions:

5.2.4.1 For time lost in waiting after the first 15 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 SERVICES – PRICE SCHEDULE. If the transport is other than at the designated area, the contractor shall call the COR or authorized government representative(s) designated in writing by the COR and/or CO as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This phone 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.

5.2.4.2 In order to keep waiting time at an absolute minimum, the contractor shall immediately notify the authorized government representative(s) designated in writing by the COR and/or CO when all vehicles are in service. All wait time charges shall be supported by notification to the authorized government representative(s) designated in writing by the COR and/or CO that the driver (vehicle) is in a waiting status. At this point, information concerning the reason for the wait time shall be provided.

5.2.4.3 For unscheduled trips, wait time 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.

5.2.4.4 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 COR or authorized government representative(s) designated in writing by the COR and/or CO during business hours and after hours. This phone 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 COR or authorized government representative(s) designated in writing by the COR and/or CO when waiting beyond the grace period, shall result in non-payment for waiting time.

5.2.5 Same Day | Patient Transport Requests. During the course of the day, it may become necessary to add beneficiaries to the request for patient transport list. When this occurs, the VA will either email encrypted, fax and/or call the contractor to request patient transport. The authorized government representative(s) designated in writing by the COR and/or CO will maintain a log for all same day trips (including weekend and holidays) which will include the beneficiaries name, location/destination, time of the request for patient transport, appointment time and requested transport time. The contractor will immediately confirm the request and confirm the time the beneficiary is to be transported.

5.2.6 Emergency Patient Transport Requests. Transportation services may be procured without referral to the contractor should the VA determine that immediate transportation is essential to prevent the loss of life or serious bodily harm. In these extremely rare cases, the contractor shall not invoice for services that they did not perform as specified in accordance with Federal Law.

5.2.7 Communications Systems. The contractor shall maintain communication systems as required by Federal, State, Local and Department of Veterans Affairs which shall include the following:

5.2.6.1 The contractor shall have the ability to correspond via encrypted email capability for all patient related correspondence.

5.2.6.2 The contractor shall maintain sufficient telephone capacity to ensure immediate local/toll free communication access between the VA Medical Center and the contractor’s facility for the purposes conducting business in the performance of the contract.

5.2.6.3 The contractor shall have telephone coverage to accept calls from authorized government representatives seven (7) days a week, 24 hours a day.

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

5.2.6.5 The contractor shall maintain a back-up fax machine capability in the event of natural or man-made disaster or event which prevents the transmission of patient transport requests via encrypted email.

5.2.6.6 The government point of contact for the daily communications with the contractor for coordinating patient transport during normal business hours and after hours is the COR or authorized government representative(s) designated in writing by the COR and/or CO.

5.2.8. Patient Handoff. Upon delivery of a patient to the VA emergency room or patient ward contractor shall log in the patient on a log sheet at the front desk. Contractor shall follow the same procedure contained herein when removing a patient from any VA unit for transport to other destinations. Contractor shall provide the following information on the log sheet.

· Patient Name

· Last four of patient’s SSN

· Time of delivery or pickup

· Point of origin or destination

· Name of Contractor personnel picking or delivering patient.

5.3 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

5.3.1 Invoicing Procedures. The contractor shall submit invoices on a bi-weekly basis in accordance with the terms and conditions established in this contract to include FAR 52.212-4, FAR 52.247, and VAAR 852.232-72. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in the SCHEDULE OF SERVICES – PRICE SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

· Contract Number

· Contract Task Order Number

· Purchase Order (PO) Number

· Actual quantity of authorized work completed by Contract Line Item (CLIN)

· Number of Trips One-Way (if invoicing for trips)

· Number of Miles (if invoicing for mileage)

· Number of 15-minute increments for wait time (if authorized to invoice for wait time)

· Actual Dates(s), Time(s) and Locations of Patient Transports

· Pick-Up Date

· Pick-Up Time

· Pick-Up Location

· Drop-Off Date

· Drop-Off Time

· Drop-Off Location

· Patient Last Name

· Other information requested by the COR or authorized government representative(s) designated in writing by the COR and/or CO.

5.3.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the SCHEDULE OF SERVICES – PRICE SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

5.3.2.1 All Inclusive Pricing | Fully Burdened. All patient transport rates established in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel or road toll charges.

5.3.2.2 Base Rate (One-Way). The BASE RATE (ONE-WAY) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE is for authorized one-way patient transports with a point-to-point (one-way) travel distance radius of 20 miles or less from the designated VA Ambulatory Care Center. The contractor is NOT authorized to invoice for MILEAGE RATE (ONE-WAY) in addition to the BASE RATE (ONE-WAY) for patient transports with a point-to-point (one-way) travel distance radius of 20 miles or less from the designated VA Medical Center. For patient transports with a point-to-point (one-way) travel distance radius which exceeds 20 miles from the designated VA Ambulatory Care Center, the BASE RATE (ONE-WAY) plus MILEAGE RATE (ONE-WAY) may be authorized. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips.

5.3.2.3 Mileage Rate (One-Way). The MILEAGE RATE (ONE-WAY) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall only be authorized for patient transports which exceed the BASE RATE (ONE-WAY) travel distance radius of 20 miles from the designated VA Ambulatory Care Center. The contractor shall ensure that all invoices submitted with a point-to-point (one-way) travel distance radius which exceeds 20 miles from the designated VA Ambulatory Care Center include the MILEAGE RATE (ONE-WAY) plus BASE RATE (ONE-WAY) which shall be calculated based on the total travel distance (one-way) minus 20 miles. The MILEAGE RATE (ONE-WAY) is not authorized for any patient transport that does not have a VA approved passenger onboard. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips.

5.3.2.3.1 Payment for mileage travel beyond the radius defined for VAACC Columbus shall be limited to the distance, according to Rand McNally’s Trip Maker, over which the beneficiary is transported. Access for Rand McNally’s Trip Maker is located at: http://www.randmcnally.com. Reimbursement for mileage outside the contract Mileage Thresholds of coverage, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point and the specified destination.