36C25024R0170.docx

36C25024R0170

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

36C25024R0170 -0 -2024 Morgan Stein 734-222-7168 -2024

3:00PM

EDT

36C250 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105 X X 485991 $19 Million N/A X 36C553 Department of Veterans Affair John D. Dingell VA Medical Cent3er 4646 John R ST Detroit MI 48102 Y Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

Department of Veterans Affairs Financial Management System PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Contractor to provide non-emergent patient transportation for the John D. Dingell VA Medical Center, Detroit, MI, in accordance with the Performance Work Statement and the Price/Cost Schedule.

Technical questions must be submitted to in writing NLT /1 /2024 at 3:00PM EDT. All questions must be emailed to morgan.stein @va.g o v with "Technical Questions 36C25024R0170" on the subject line.

This solicitation is intended to be awarded as a three-year indefinite delivery-indefinite quantity contract.

See CONTINUATION Page X X Christopher D. Gundy Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: CONTRACTOR: Company Name____________________________

b. GOVERNMENT: Contract Specialist 36C250 Morgan Stein Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

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.

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

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

B.2 PERFORMANCE WORK STATEMENT

A. OVERVIEW

1. The Contractor shall enter into an Indefinite-Delivery Indefinite Quantity Contract (IDIQ) with the John D. Dingell VA Medical Center (JDDVAMC), Detroit, Michigan to furnish all materials, labor and equipment necessary to provide non-emergent patient transportation for ambulatory and non-ambulatory patients of the JDDVAMC, including patients utilizing wheelchairs and/or scooters. The IDIQ term shall be three years. This is a firm-fixed price IDIQ. The contractor shall comply with all applicable state and federal travel regulations.

Patients shall be transported to and from the JDDVAMC and the CBOC’s located in Pontiac and Yale, Michigan, as well as other regional VA Medical Centers in Saginaw, Ann Arbor and Iron Mountain, Michigan; Cleveland, OH; Chicago, Illinois and Milwaukee, Wisconsin. The estimated quantities are for one-way trips.

2. Ordering (Authorization) Process. All non-emergent Non-VA care shall be pre-authorized by VA. A VA representative will contact your office to coordinate the Veteran’s appointment date, time, and additional pertinent information. A list of authorized VA personnel will be provided to the Contractor within 15 calendar days after award.

B. BACKGROUND

1. Introduction. The JDDVAMC has a large population of ambulatory and non-ambulatory patients eligible for and in need of transportation to and from their residences to medical appointments. The Contractor shall be capable of providing non-emergent transportation of ambulatory and non-ambulatory patients of the JDDVAMC 24 hours a day, 7 days a week, 365 days a year to and from their residences for medical appointments at the JDDVAMC and its affiliated Community Based Outpatient Clinics in Yale and Pontiac, Michigan as well as other regional VA Medical Centers in Saginaw, Ann Arbor and Iron Mountain, Michigan; Cleveland, OH; Chicago, Illinois and Milwaukee, Wisconsin. The vast majority of the trips will be to and from the JDDVAMC and within daytime hours. The Contractor, at times, will only receive one day or same day notice of each trip but must be capable of providing timely transportation of patients. The Contractor shall be capable of providing a heavy estimated number of daily trips as represented in the attached Schedule of Services and shall provide an on-site patient transportation coordinator at the JDDVAMC.

2. VA Detroit Medical Center and Outpatient Clinics:

(a) John D Dingell VA Medical Center, 4646 John R ST, Detroit, MI 48201

(b) Pontiac VA Clinic, 44200 Woodward Ave, Suite 212, Pontiac, MI 48341

(c) Downriver VA Clinic, 1640 Fort ST, Suite D, Trenton, MI 48183

(d) Piquette Street VA Clinic, 301 Piquette Street, Community Resource & Referral Center (CRRC), Detroit, MI 48202

(e) Yale VA Clinic, 7470 Brockway Road, Yale, MI 48097

C. REQUIREMENTS

1. VEHICLE REQUIREMENTS

(a) The vehicles and equipment with which the Contractor renders the above services shall meet all State of Michigan requirements for insurance, registration, and equipment. In addition:

(1) Contractor shall only use vehicles that have emergency communication equipment which shall be isolated from the engine battery. Cellular phones and two-way radios are acceptable communication equipment. Such communication equipment shall be furnished by the contractor. Drivers shall not use cell phones for personal use while transporting VA patients.

(2) Contractor shall only use vehicles that have a United States Department of Transportation approved system for wheelchair securement devices and a tool designed for cutting securement straps in case of emergency. Contractor shall only use vehicles that meet the United State Department of Transportation safety requirements for seat belts, tie downs and handling of motorized or electric wheelchair. Contractor shall use vehicles that have a shoulder/chest harness for double amputee patients when applicable.

(3) Contractor shall provide high top vehicles with interior of sufficient height to ensure that an individual of 6 feet in height has adequate head clearance. The majority of the patients are in wheelchairs and regular van ceilings shall not accommodate the needs of these patients.

(4) Contractor shall only use Vehicles that are three years old or less.

(5) The contractor shall only use vehicles equipped with child safety locks.

(6) Contractor shall only use vehicles with Global Positioning System (GPS) with a tracking device.

(7) Contractor shall only use vehicles equipped with a minimum five passenger capacity.

(8) Contractor shall only use vehicles with wheelchair lift and scooter transport capability. The ramp or lift shall have a slip-proof surface. The use of vehicles with wheelchair lift systems or vehicle retrofit shall comply with DOT 49 CFR 571.404, Platform Lift Installations in Motor Vehicles.

(9) Contractor shall only use vehicles with basic first aid kits. Furthermore, all items such as first aid kits, flashlights, warning triangles, ice scrapers, and blankets, shall be secured and stored below the level of seat backs.

(10) Vehicles shall be equipped with dry chemical fire extinguishers which shall be securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and bear a tag indicating date of service. Fire extinguishers shall be inspected and maintained in accordance with National Fire Protection Association (NFPA) Standard 10 and secured to the vehicle body.

(11) Contractor shall only use vehicles equipped with cardiopulmonary resuscitation equipment. Furthermore, Contractor shall only use vehicles equipped with the ability to secure oxygen tanks.

(12) Vehicles shall be handicapped accessible and meet all applicable Federal and State Motor Vehicle Safety Standards.

(13) Under no circumstance shall patient comfort be compromised. Contractor shall use vehicles equipped with functioning heat and air conditioning of sufficient capacity to insure the comfort of the patient.

(14) Vehicles’ odometers shall be calibrated and maintained in conformance with the vehicle’s manufacturer’s standards.

(b) The Contractor shall submit with their proposal a list of all vehicles that shall be used in performing transportation services under this IDIQ and copies of the individual maintenance file for each vehicle on the list (See paragraph (2)(f) below). The list of vehicles is to include the make, model and year. This information shall also be available to the Contracting Officer and /or COR during the IDIQ period and shall be provided within 1 business day of the Contractor’s receipt of the request.

(c) The government reserves the right to inspect any vehicle at any given time. VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with IDIQ specifications, and State laws, rules, regulations and guidelines governing transport vehicles. VA Travel staff, Police, and Security, as inspectors, shall be allowed to accompany a scheduled patient transport if deemed necessary. VA inspections shall in no way constitute an endorsement by VA that the contractor's vehicles and equipment are properly maintained. VA reserves the right to restrict the Contractor’s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with IDIQ requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the IDIQ. Therefore, the services shall be rendered as requested by VA.

(d) A random inspection of contracted vehicles may be conducted by the government between after IDIQ award. Inspection will be coordinated with the Contractor and conducted at the Contractor’s facility.

2. VEHICLE MAINTENANCE REQUIREMENTS

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

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

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

(d) Contractor shall keep windows and lights clean. Contractor shall keep the interior of vehicles clean and in good repair.

(e) Contractor shall ensure that Wheelchair lifts are maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. When a vehicle is serviced, contractor shall ensure that the mechanic or service facility inspects, repairs, and services the lift in accordance with the manufacturer’s instructions.

(f) Contractor shall maintain information on preventive maintenance and/or repairs on each vehicle in an individual vehicle file. Each file shall be maintained in chronological order, with the latest service action on top. Copies of these maintenance files shall be provided to the COR and/or Contracting Officer on a quarterly basis, and at any other time requested during the IDIQ period. When requested, copies of files shall be provided within 1 business day of the Contractor’s receipt of the request.

3. DRIVER REQUIREMENTS

(a) Furnish qualified personnel as required by IDIQ specifications to accomplish all services under this IDIQ. During the IDIQ period of performance, if the Contractor proposes to add or replace personnel to perform IDIQ services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize additional or replacement personnel to perform IDIQ services who do not meet the qualifications under the terms and conditions of this IDIQ.

(b) Ensure a record of each employee as to character and physical capabilities of performing the duties of a driver shall be maintained and made available for inspection upon request. Any physical, mental or emotional concerns or any serious defects or diseases would need to be considered when assigning drivers to be responsible for transporting dependent and vulnerable patients.

(c) Ensure all drivers have attained legal age (the age of 21) and shall maintain neat, clean and professional appearance. The Contractor shall ensure drivers shall have not less than one year of experience as a licensed driver; and be licensed in accordance with the State of Michigan. The Contractor shall ensure drivers have a current, valid, Michigan Chauffeur's license.

(d) Ensure each driver shall be able to perform a vehicle safety inspection and that each driver shall be able to assist a patient into and out of the vehicle and operate a wheelchair lift or ramp.

(e) Ensure each driver shall be able to communicate with the patients using common courtesy. Contractor personnel, performing services under this IDIQ, shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall ensure drivers shall communicate in a respectful manner (no swearing, jargon, or slang), speak clearly, maintain eye contact, and modify communication to accommodate hearing, visual and/or cognitive impairments of patients.

(f) Within 30 calendar days of award, the Contractor shall provide licensure, training, driving record, health records, and any other requested information for all drivers to be used on this IDIQ. This information shall also be available to the Contracting Officer and /or COR during the IDIQ period and shall be provided within 3 business days of the Contractor’s receipt of the request.

(g) VA reserves the right to restrict any Contractor employee from performing services as a driver or attendant under this IDIQ who does not meet the required qualifications for the services they are required to perform, who violates Federal regulations, or who is identified as a potential threat to the security, safety, health and/or operational mission of the VA and its’ veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.

(h) The Contractor shall ensure drivers get out of their vehicle and physically escort patients to and from vehicles during both pick up and drop off points.

4. DRIVER TRAINING REQUIREMENTS

(a) Contractor employees performing under this IDIQ must have successfully completed a certified basic First Aid Class.

(b) Must have successfully completed a minimum of eight (8) hours training in the techniques of transporting and assisting elderly and physically handicapped and mentally challenged patients which shall include instruction in the following elements:

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

(2) Instruction in common assistance devices used by elderly and handicapped patients;

(3) Instruction in attitudes toward elderly, handicapped or mentally challenged patients which includes the participation of elderly, handicapped or mentally challenged patients;

(4) Instruction in methods of handling wheelchairs;

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

(6) Instruction in guidelines for transporting handicapped patients; and

(7) Instruction in the operation of lifts, ramps and wheelchair securement devices.

(c) Each employee shall be instructed in fire extinguisher, radio dispatch, and vehicle ramp operations, wheelchair lift and securement devices; and shall know what to do and whom to call in a medical emergency or accident.

(d) Must complete four (4) hours of training in first aid (or show evidence of possessing American Red Cross First Aid Certificate).

(e) Must complete four (4) hours of classroom instruction in defensive driving and abuse-prevention training.

(f) Must successfully complete a refresher certified first aid course every two (2) years.

(g) Contractor shall ensure that all contractor employees with access to VA sensitive information complete VA privacy and information security training.

(h) All contracted personnel working on this contract must complete TMS 20939 Privacy training on an annual basis.

(i) The Contractor shall maintain a file demonstrating satisfactory evidence of above training, and evidence that the instructor is qualified to teach the above. One of the requirements above is completion of basic, certified First Aid class so the first aid certificate requirement would already be met.

5. START-UP REQUIREMENTS

(a) Contractor shall be fully staffed, fully equipped, and ready to perform in full compliance with all IDIQ requirements within 30 days of IDIQ award. The contractor shall submit within 5 days of IDIQ award specific information on vehicles and drivers.

6. PATIENT PICK-UP REQUIREMENTS–SCHEDULED TRIPS

(a) Most patients requiring transportation will reside in the Greater Detroit Metropolitan Area. The addresses of patients will vary daily. The list of patients will be faxed to the Contractor by 4:30 p.m., on the day before pick-up by the authorized individuals in the travel department at the VAMC Detroit. The Contractor shall call the veteran by telephone prior to pick up to confirm the veteran's availability. If the contractor is unable to confirm the veteran's availability for pick up, driver shall not go to the veteran’s home and no charges will be billed to the VA. Also, if the Veteran confirms availability over the phone, but then refuses transportation after the contractor has arrived at the Veteran’s residence, the contractor shall immediately notify VA's Travel Unit. Providing that the driver and vehicle are in compliance with all IDIQ requirements, this situation will be considered a “dry run” due to patient refusal. The contractor shall bill for a verified "dry run" at the applicable rate specified in the schedule. The contractor shall clearly identify any and all billing for “dry runs” on the invoice. When either wheelchair, scooter, or ambulatory patient transportation service under the terms of this IDIQ are required, but due to unforeseen circumstances outside the control of the contractor the patient is not available for pick-up, the Contractor will be paid the applicable rate specified in the schedule.

(b) Contractor/Drivers shall follow the below instructions:

(1) Contractor shall call the next patient/passenger before departing from their current location.

(i) If the patient/care giver/spouse/family member/etc. answers, the Contractor shall confirm the patient’s name and address. The Contractor shall also provide them with the estimated time of arrival (ETA).

(ii) If the patient/care giver/spouse/family member/etc. does not answer and is connected to an answering machine or voicemail:

(A) the Contractor shall leave a message for the patient to contact the VA Travel Office, AND

(B) The Contractor/driver shall immediately call their Dispatcher and inform them of the situation, AND

(C) The Contractor/ Dispatcher shall contact the VA Travel Office/AOD for further instructions.

(iii) If the patient/passenger declines a ride or requests something other than what is detailed on the pick-up list:

(A) Contractor/Driver shall immediately call their Dispatcher and inform them of the situation. The Dispatcher shall contact the VA Travel Office/AOD for further instructions

(c) Contractor/Dispatcher:

(1) Contractor/dispatcher shall, upon receiving the details of a potential “Dry Run” from a driver, contact the VA Travel Office/AOD and follow instructions below:

(i) Between the hours of 8:00 a.m. and 4:00 p.m., call the Travel Office at: 313-576-4307

(ii) If there is no answer, make another call. If no answer, please do the following:

(A) Call Ken Hill at (313) 576-1000 extension 63633. If no answer do the following:

(B) To page Mr. Hill, dial (313) 576-1000 extension 61135 - this will bring you to the paging system – Input 63633.

(C) If Mr. Hill is non-responsive, call Eleanor Shaw at (313) 576-1000 extension 61318. If no answer do the following:

(D) To page Mr. Matanzas, dial (313) 576-1000 extension 65393 - this will bring you to the paging system – Input 65393.

(iii) Between the hours of 4:00 p.m. and 8:00 a.m., call the AOD at: 313-576-4351

(A) If there is no answer, call again.

(iv) Once the Contractor’s Dispatcher has received a determination of whether or not they should proceed, the Contractor’s Dispatcher shall immediately call their driver to let them know what action they should take.

(d) Service Animals

(1) Drivers shall permit and accommodate the patient’s service animal on each trip. The ADA (Americans with Disabilities Act) defines a service animal as any guide dog, signal dog, or other animal individually trained to provide assistance to an individual with a disability. If they meet this definition, animals are considered service animals under the ADA regardless of whether they have been licensed or certified by a state or local government.

(2) Service animals perform some of the functions and tasks that the individual with a disability cannot perform for him or herself. Guide dogs are one type of service animal, used by some individuals who are blind. This is the type of service animal with which most people are familiar. But there are service animals that assist persons with other kinds of disabilities in their day-to-day activities. Some examples include:

(i) Alerting persons with hearing impairments to sounds.

(ii) Pulling wheelchairs or carrying and picking up things for persons with mobility impairments.

(iii) Assisting persons with mobility impairments with balance.

(3) A service animal is not a pet.

(4) Some, but not all, service animals wear special collars and harnesses. Some, but not all, are licensed or certified and have identification papers. If drivers are not certain that an animal is a service animal, they may ask the patient if it is a service animal required because of a disability. However, a patient may not be carrying documentation of his or her medical condition or disability. Therefore, such documentation generally may not be required as a condition for providing transportation to a patient accompanied by a service animal. Although a number of states have programs to certify service animals, drivers shall not insist on proof of state certification before permitting the service animal to accompany the patient. (see http://www.ada.gov/qasrvc.htm)

7. RETURN TRIPS

(a) Many of the patients that are transported to an appointment will need transportation from the Medical Center or Clinic back to their residence after their appointment. Each return transportation trip will be ordered by the Travel Clerk or Administrative Officer of the Day as a one way trip. Although return trips will be ordered the day the transportation is needed, the schedule of patients sent to the contractor will give the contractor a rough approximation of the return trips that may be necessary the following day. When the patient is being picked up from the VAMC Detroit and/or the Community Based Outpatient Clinics (CBOC) located in Pontiac and Yale, Michigan, or other regional VA Medical Centers, the Contractor shall pick up the patient within 30 minutes of a call from the Travel Clerk or the Administrative Officer of the Day.

(b) The Contractor shall use the following procedure during normal business hours:

(1) Only passenger/patients who have “checked in” with the Contractor’s on-site coordinator after their appointment will be scheduled for a return ride.

(2) Any passenger/patients who check in but are not available or not in the designated waiting area at the time of departure, will be a “Dry Run”. A travel ticket will be created indicating a No Show/Dry Run.

(3) If the patient does not check in, the trip is considered a cancellation.

(4) The Contractor shall use the following procedure after normal business hours:

(i) The Contractor shall pick up the patient within 30 minutes of a call from the Administrative Officer of the Day (AOD).

(ii) At the end of the day, the Contractor shall provide the AOD with a list of passenger/patients who checked in after their appointment but left without informing the Contractor.

(5) Passenger/patients who are admitted to the hospital will not be designated as a “Dry Run”.

8. ADD ON TRIPS

(a) The Contractor shall provide same day “add-on” transportation trips (trips that are not pre-scheduled and are not return trips) when ordered by the VA. These “add-on” trips may be required during and/or after normal work hours. To order these add-on trips, the government will both phone in and fax to the Contractor the patient’s name, pick-up location, and time and location of the appointment. The Contractor shall transport these patients ensuring that they arrive at the appointment location between 15 and 30 minutes prior to the appointment time. If the Contractor is not able to honor these orders, they shall inform the VAMC of their inability to honor this type of order within 15 minutes of receiving the order. Many of these patients will need transportation back to their residence after their appointment. Such trips shall be considered return trips as specified in paragraph 7(a) above.

9. DAYS OF TRANSPORTATION

(a) The Contractor shall provide the service Monday through Sunday in accordance with IDIQ specifications and pricing schedule excluding National Holidays for all patients, except hemodialysis patients.

10. NATIONAL HOLIDAYS

(a) The Government observes the following National Holidays:

Christmas Day

(b) The Government also observes any day specifically declared by the President of the United States to be a Federal holiday.

(c) The Contractor shall provide transportation to Hemodialysis patients on Monday through Sundays and National Holidays except Thanksgiving and Christmas.

11. SPECIAL PATIENT REQUIREMENTS

(a) Some patients will require special assistance with a wheelchair or scooter. Drivers shall assist wheelchair and scooter patients from his/her door to the vehicle. Patients cannot be transported while strapped into their scooter. If the scooter cannot fit on the vehicle, the scooter will remain at the patient’s home and the Contractor shall transport the patient by wheelchair.

(b) If a patient has been identified as being "confused/demented" or is at risk of becoming lost, as stipulated on the VA's travel request, the driver shall ensure that the patient is escorted to his/her destination. The VAMC will inform the driver on the travel list of the patient’s mental status or condition prior to departure. When transporting a patient to his/her domicile or residence the contractor shall escort patient to the entrance and ensure that a relative or family designated representative assumes responsibility for the patient. The driver shall annotate on the trip ticket the identity and or name of the responsible person at the residence. When transporting the patient to the Detroit VAMC, the driver shall be responsible for escorting at risk patients to the Travel Office of the JDDVAMC located in the Yellow Section, Room C1822 during normal business hours (7:30am – 4:00pm). After 4:00 pm for at risk patients, the driver shall escort patients to the admitting area located in the Yellow Section/Building, Room C1900 of the JDDVAMC. When transporting confused/demented or at risk patients to the CBOC’s, drivers shall escort the patients to the reception window for check in.

(c) Driver shall not refuse transport to Veterans if able to maintain infection control precautions as outlined by the CDC.

12. PATIENT TRANSPORTATION LIMITATIONS

(a) Except as specifically requested or approved by VA, no one other than the driver and the beneficiary shall ride in a vehicle. Upon VA request, Contractor shall transport designated individuals with the veteran at no additional cost. Such designated individuals may include a beneficiary’s wife, husband, significant other, designated caregiver or the police. In addition, the Contractor may seek approval to transport more than one patient on a single trip on a case by case basis. If approval is granted by the VA to transport more than one patient at a time, the Contractor shall ensure that both patients are comfortable and shall ensure that both patients arrive at their designated appointment location 15 to 30 minutes prior to the appointment time. Contractor shall not transport VA patients with other non-VA customers of the Contractor. The Contractor shall allow an alert or sightseeing dog to accompany a Veteran as needed.

13. WAIT TIME

(a) When time is lost at either end or both ends of a trip due to circumstances beyond the Contractor’s control, the Contractor may request reimbursement for waiting time. If the pickup is other than at the VA Medical Center, the Contractor shall call the Travel Clerk on duty as soon as they anticipate a delay may develop for which the Contractor expects to claim reimbursement. This call is for the purpose of verifying the Contractor’s arrival time at the pickup point and to alert the VA Travel Office of a delay in the patient boarding the vehicle. The VA Travel Clerk will call the veteran to verify the potential delay prior to authorizing wait time. This call is not necessary if the Contractor anticipates no delay for which they shall claim reimbursement.

(b) When waiting time is verified and authorized, the government will reimburse the Contractor at the applicable rate specified in the schedule, for each quarter hour after the 15 minute waiting period included in the base rate. Waiting time can include time spent waiting both on and off VA premises and either at pick up or drop off when authorized by appropriate VAMC personnel.

(c) All waiting time charges shall be authorized and supported by:

(1) Notification to the Travel Clerk that the driver (vehicle) is in a waiting status. At this point, information concerning reason for wait shall be provided, AND

(2) Documentation to accompany the travel voucher shall be provided.

14. DRIVER RESPONSIBILITIES

(a) All drivers shall be required to report to the Travel Clerk on duty (while they are still on the premises of the JDDVAMC) any time a pick-up, delivery or departure is made to and from the Detroit VAMC. The delivery and departure area for all patients will be specified by the Travel Clerk at the time the order is placed for services. The driver shall have the travel voucher time and date stamped by the Travel Clerk when picking up a patient for transportation from the VA and when dropping off or delivering a patient at the VA. The driver shall turn in the travel voucher to the travel office when dropping off the patient at the VA.

(b) When a driver arrives at the Detroit VAMC to transport a patient, the Travel Clerk for the Administrative Officer will contact the inpatient or outpatient area to determine if the patient is ready. Driver shall be required to assist patients to and from the vehicle as necessary. All travel vouchers shall be filled out on the day of service and shall be signed by authorized VA personnel. During normal work hours the travel clerk will be the individual authorized to sign the travel voucher. For, afterhours, weekends and holidays, the Administrative Officer of the Day (AOD), in admitting, will be the individual authorized to sign travel voucher. If, during non-administrative hours, the AOD is not in the admitting area, a special place will be identified for the Contractor’s drivers to leave the vouchers for signature.

(c) The Contractor shall deliver wheelchair patients as well as those who need to be escorted (such as those who are demented, Alzheimer's or similar) to the yellow section, Travel room C1822 of the JDDVAMC for checking in and shall have their travel vouchers signed. The vouchers shall be signed by the Travel Clerk or the AOD for add-ons, scheduled patients and for no-shows / dry runs. The Contractor shall inform the travel section of ambulatory patients that have arrived and have vouchers signed. Vouchers shall be submitted timely and will be signed off as expeditiously as possible. Travel section will ensure vouchers match patient pickups and drop offs. If there are any discrepancies they will be handled as expeditiously as possible. During non-administrative hours and when the AOD is not in the admitting area, a special place will be identified for the contractor's drivers to leave the vouchers for signature. This will eliminate the Contractor waiting until the next business day to obtain a signature or the driver waiting for the return of the AOD.

(d) When wheelchair, scooter or ambulatory transportation service under this BPA involves the pick-up of a patient scheduled to arrive by air, train or bus and the driver finds such patient does not arrive on schedule, the driver shall contact the Travel Clerk and inquire as to the status of the arrival. If appropriate, waiting time may be authorized for the time spent in waiting in accordance with the applicable rate in the schedule. If the Contractor reported as scheduled and no patient is transported, the Contractor will be reimbursed at the dry run rate. It is very rare that there is a dry run to an airport, train station or to the bus station.

15. OTHER PERFORMANCE REQUIREMENTS

(a) The Contractor shall be responsible for furnishing all vehicles, personnel, equipment (to include regular and bariatric wheelchairs), supplies, vehicle fuel, and uniforms for performance of services under this BPA. The Contractor’s employee identifications shall be worn in clear view above the waist at all times. Contractor Employees will be fingerprinted and will be given badges by the VA. Badges shall be worn in clear view above the waist at all times.

(b) The Contractor shall ensure drivers and patients use seat belts/securement devices at all times.

(c) The Contractor shall ensure there shall be no smoking by the driver, attendants, or patient(s).

(d) The Contractor shall ensure patients shall be seated facing forward in vehicle during transit, when feasible. Wheelchair occupant restraint systems shall be integrated by the vehicle manufacturer or approved by the vehicle manufacturer for use.

(e) VA-owned wheelchairs may not be removed from VA grounds. In addition to wheelchairs, the Contractor shall also be required to transport VA patients with their three-wheeled electric “amigo” carts. However, unless the Contractor has approved restraining devices that allow the patient to ride on the cart, these patients will have to transfer to the standard passenger bench seat and wear the safety belt required for riding in that seat. The driver shall secure the cart to keep it from moving and becoming a hazard during transit. If the patient refuses to transfer to the passenger bench seat and/or refuses to wear the appropriate safety belt, the Contractor shall not transport the patient.

(f) If a patient being transported declines to be properly belted or removes the securement devices himself/herself, the driver shall immediately notify the VA travel office (or AOD if after hours) of this fact prior to departure or upon arrival at destination. The Contractor is not required to transport any patient who refuses to be properly secured while being transported.

(g) The Contractor shall ensure, pursuant to VHA Directive 2008-020, that personal protective equipment (gloves) and spill kits are provided to drivers to ensure they are adequately prepared to address biological fluids.

(h) The Contractor shall ensure, pursuant to VHA Directive 2008-020, that the transfer of clinical specimens with patient passengers shall comply with DOT and OSHA regulations:

(1) Clinical staff giving specimens to drivers transporting patients must ensure compliance with the specimen identification, packing, and labeling requirements of OSHA 29 CFR 1910.1030, Blood borne Pathogens and Material of Trade (MOT) exception for Class 6, Division 6.2 substances of DOT 49 CFR 173.134.

(2) The Contractor shall ensure all specimen packages shall be packed in a container, by the driver, secured to the vehicle body to prevent movement during driving and returned to patient once arrived at destination.

(3) The Contractor shall ensure the driver is responsible for asking about specimens, for securing specimens during transportation, and for ensuring the patient or the responsible VA employee or caregiver has the specimen at the end of the trip.

16. REPORTING ACCIDENTS OR PATIENT INJURIES

(a) The Contractor shall be responsible for reporting, in writing, all accidents, slips, falls, and mishaps to the travel section during normal business hours and to the Administrative Officer of the Day located in admitting after normal business hours, and on weekends. All written reports shall be provided within 24 hours of incident. A verbal report shall be provided immediately to the VA Travel Department.

(b) Any injury or accident to a patient shall be reported immediately by the Contractor to the COR and/or the Travel Clerk. The Contractor shall submit an injury report with copies forwarded to the COR for inclusion into the patient's administrative chart. Upon notification of an accident, the Detroit VAMC will follow up with a call to the patient to determine if the patient needs to be seen by a physician. If off the premises and patient requests, or is in obvious need of immediate medical help, the driver is to call 911. If on the premises, and the patient requests, or is in obvious need of immediate medical help, the Contractor shall immediately contact the admitting staff. The Contractor shall ensure that patient falls, whether due to incumbent weather, medical conditions, while on a stretcher or in a wheelchair, even while transiting from the Contractor's vehicle to/from this facility, shall be reported immediately and the necessary documentation shall be provided by the Contractor within 24 hours of the incident.

17. REPORTING COMPLAINTS

(a) All complaints that the government receives from patients regarding Contractor’s performance will be documented on a Report of Contact form by the COR and/or Travel Clerk and will be reported to the Contractor for investigation. The Contractor’s supervisory official shall provide the COR and/or the Travel Clerk written results of the investigation and actions taken to resolve the matter. Examples of complaints may include but not limited to:

(1) Any allegation of inappropriate behavior including allegations that Contractor personnel used, profanity, made inappropriate comments, or failed to exhibit caring, compassionate professional customer service in accordance with the VA’s mission, vision and values will be documented by the COR and the Travel Clerk and reported to the Contractor. The investigation's results shall be forwarded to the COR within five (5) working days of the initial submission or notification of the incident occurring.

(2) Any complaints filed by patients against Contractor personnel that allege Sexual Harassment, EEO violations or any violations of Federal Laws, rules and regulations as well as the JDDVAMC’s policy concerning smoking will be reported to the Contractor's supervisory official upon notification. The results of the investigation will be maintained in the strictest confidentiality as applicable under the Privacy Act of 1974.

(b) The government will provide all reported customer service complaints to the Contractor in writing within 24 hours of the government receiving the complaint.

(c) Contractor shall report any misconduct exhibited by the patient to the COR and/or Travel Clerk in writing within 24 hours. The VA travel clerk will provide a written response within 72 hours upon receipt of incident to the Contracting Officer.

18. VEHICLE SECURITY

(a) While on the VA grounds, the Contractor shall secure vehicles when left unattended. If vehicle must be left unattended with the motor running, a second set of keys shall be necessary, so that the vehicle can be securely locked. The driver shall carry the second set of keys.

(b) The Contractor shall be authorized to park in designated parking areas located in the lower level of the Blue Parking Deck structure (Canfield) of the Detroit VAMC and/or other designated areas stipulated by the VAMC’s Protection & Support Service. The Contractor shall not park their vehicles in the designated parking area for anything other than picking up patients. Overnight or storage of the Contractor’s vehicles in this area is not permitted and will result in a violation.

(c) Contractor shall be required to follow all medical centers’ policies regarding parking.

19. PRICING

(a) The price for transportation shall be calculated as follows:

(b) For all one-way trips ordered under this solicitation, the Contractor shall receive the Base Rate. Furthermore, the Base Rate shall constitute full compensation for one-way trips that do not exceed twenty miles. The Base Rate price includes all costs associated with pick-up and drop off costs associated with 15 minutes of waiting time at pick up and 15 minutes of waiting time at drop off, and all costs associated with traveling 20 miles or less.

(c) For one way trips that exceed 20 miles, the Contractor shall receive the Base Rate plus the mileage rate for each mile traveled in excess of 20 miles. The Mileage Rage is applicable only for the mileage in excess of 20 miles.

(d) One Way: One way, as used in this IDIQ, references the point from patient pick up to the point of passenger's designated delivery (drop off).

(e) Contractor shall ensure that the patient arrives for their appointment at the Detroit VAMC a minimum of 15 minutes prior to their designated appointment time, but no earlier than 30 minutes prior to their appointment.

(f) When more than one patient is transported, the Contractor shall bill the Base Rate for each patient transported. If the trip exceeds 20 miles, the Contractor shall calculate mileage and bill based on the longest distance involved in transporting only one patient.

20. MILEAGE CALCULATION

(a) The Contractor shall use BINGMAPS.com to verify mileage however, the odometer stop-and-start readings for each trip will be the official mileage.

(b) Beneficiary Travel Dashboard: The Beneficiary Travel (BT) Dashboard is the VA standard for determining distances for purposes of BT mileage reimbursement. In most cases the Dashboard provides the appropriate and most direct route by distance to the VA or VA authorized facility of care. However, in some situations the Dashboard has been designating routes that are impassable or inappropriate for the Veteran’s medical condition. The following provides guidance as to circumstances where the initial Dashboard route can be determined unusable and how the Dashboard can establish an alternate route.

(1) Route Exceptions and Procedures for Determining Alternate Route

(i) Circumstances That Make Closest Distance Route Inappropriate:

(A) Road closed due to weather conditions

(B) Road closed due to construction

(C) Roads not accessible to general public such as through a military base, restricted area etc. Portions of trip over roads, trails, paths not accessible by car.

(D) Clinical determination by Veteran’s VA provider that condition precludes travel by closest distance route (e.g. Veteran cannot travel over “rough roads.”).

(2) Determination of Alternate Route

(i) When it is determined that one of the above conditions has occurred an alternate route with associated mileage can be established using the Dashboard as outlined by the following procedure (alternate online tools, e.g., Map Quest, Rand McNally etc. or other methodologies shall NOT be used).

(3) Documentation of Alternate Route

(i) Local procedures shall be established to:

(A) Delegate in writing authority to establish an alternate route

(B) Maintain record of approved alternate route on the approved claim and the reason for the alternative route for audit purposes

(4) Dashboard Alternate Route Determination…