36C25025R0037.docx

36C25025R0037

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

583-25-1-826-0001

01-16-2025 Roach, Andrea J.

734-222-4362 01-30-2025

10:00 AM

Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105

X

485991 $19 Million

N/A

Department of Veterans Affairs Richard L. Roudebush VA Medical Center 1481 W. 10th Street Attn: Patient Transportation Indianapolis IN 46202 Y Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105

See website at:

https://www.fsc.va.gov/einvoice.asp for instructions & for invoicing website at:

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

See CONTINUATION Page The Contractor shall provide all required labor, material, storage facilities, required minimum of 35 vehicles, equipment, supervision, and software compatible with the VA’s VetRide ordering system for patient paratransit/special needs transportation services, as specified herein, for the Department of Veterans Affairs, VA Indiana Healthcare System (VA IHCS), Richard L. Roudebush VA Medical Center (RLR VAMC) This solicitation will be conducted under FAR Part 12, 15 & 16.

All questions related to this solicitation shall be submitted in writing via email to the Contract Specialist indicated in Box 7 above within 5 calendar days of the solicitation issuance. Submit proposals in writing via email indicated in Section E herein no later than 10:00 AM EST on 01/30/2025. Phone calls are not accepted. The Contractor must sign the 852.219-75 Certification in order to be eligible for award.

Proposals that do not provide all information listed in Section E Instructions for Submission of proposal shall be determined unacceptable and may not be considered for award.

$0.00

See CONTINUATION Page

583-3650160-826-829800-2119 010041086

One(1)

Kristina L. Peart Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. Contractor:

Contractor Name

Contractor Address

Contractor Main Phone

Contractor Primary POC

Contractor Primary POC Title

Contractor Primary POC Phone

Contractor Primary POC Email

SAM ID Number

Tax ID Number

Business Size

National Contract (if applicable)

b. Government:

Network Contracting Office (NCO) 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor, MI 48105

Network Contracting Office (NCO) 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 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.

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

5. Late Proposals Submission: Late submissions shall not be considered.

6. SUBMISSION OF OFFER:

3.) The Price/Cost Schedule, Section B;

4.) Technical Ability – Describe how your firm will meet the SOW;

4.) 52.209-7, Information Regarding Responsibility Matters;

5.) 52.212-3, Representations and Certifications, or valid completion of SAM is acceptable;

6.) 852.219-75, VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (Jan 2023)(Deviation);

7.) Information shall be received by the date and time specified in Block 8 of SF 1449 in order to be considered for award;

8.) Offeror shall submit proof of SAM registration with their offer, Failure to submit proof of registration with offer will result in the offer being not technically unacceptable/non-responsive and will no longer be considered.

9.) Offeror shall submit proof of VetCert registration with their offer, Failure to submit proof of registration with offer will result in the offer being not technically unacceptable/non-responsive and will no longer be considered.

10.) Offerors shall submit a list of vehicles and proof of insurance with their offer. Failure to submit proof of registration with offer will result in the offer being not technically unacceptable/non-responsive and will no longer be considered.

11.) Offerors shall submit a list of all vehicle VINs, documentation of insurance coverage and milage with offer. Failure to submit proof of registration with offer will result in the offer being not technically unacceptable/non-responsive and will no longer be considered.

b. By submission of an offer, the offeror acknowledges the requirement that the prospective awardee shall be registered in the System for Award Management (SAM) database at the time of offer submission and remains current prior to award. Registration in SAM is a requirement to conduct business with the Federal Government. If the prospective awardee is not registered in SAM within the timeframe specified by the Contracting Officer, the successful offeror will be removed from further consideration for award. Offerors can register in SAM at https://www.sam.gov.

c. Offeror must be certified in the SAM representations and certifications in FAR 52.212-3 that the firm meets the small business size standard for the NAICS Code assigned to the procurement.

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

B.2 ELECTRONIC INVOICE SUBMISSION AND INVOICING

VENDOR ELECTRONIC INVOICE SUBMISSION REQUIREMENTS AND METHODS

Email, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – the FSC uses a third-party contractor, Tungsten Network (referred to OB10), to transition vendors from paper to electronic invoice submission. Please go to website: http://www.tungsten-network.com/US/en/veterans-affairs/ to enroll in the program and begin submitting the electronic invoices, free of charge.

1. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI website is: http://www.x12.org

1. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

2. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

2. FSC e-Invoice Contact Information: 1-877-353-9791

2. FSC e-Invoice email: vafsccshd@va.gov

BILLING AND INVOICING

1. In accordance with this contract, all services shall be billed in arrears on a monthly basis.

2. Contractor shall only bill for services rendered and for line items delivered.

3. A proper invoice that is submitted for payment, shall be accepted and certified for payment if:

i. The contractor shall submit invoices and required accompanying documents by the 20th day of the following month that services are rendered. The contractor shall follow the established invoicing and submission requirements set forth in this contract.

ii. Invoice contains in addition to the information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4(g) the following information:

a. Name and Address of the Contractor

b. Invoice Date and Invoice Number

c. Contract Number

d. Contract Order Number

e. Purchase Order Number

f. Date Range of Services Provided

g. Description of Services Provided

h. Line/Sub-Line Item number(s) of services provided

i. Quantity of each Line/Sub-Line Item

j. Unit Rate for each Line/Sub-Line Item

k. Total Cost for each Line/Sub-Line Item

l. Total Invoice Cost

4. The Certifying Official will confirm the information in the submitted invoice to the contract and invoice to ensure it is correct and valid.

i. If the invoice submitted is not a proper invoice, the certifying official shall refuse the invoice with a detailed statement as to why the invoice was refused.

ii. Contractor shall make corrections and resubmit using a separate invoice number, notating the invoice number it is replacing.

B.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

As prescribed in FAR Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts and contracts that exceed $250,000.00 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing.

Each contractor whose contract award is estimated to exceed $250,000.00 requires a CPARs evaluation. A government Focal Point will register your contract within 30 days after award and, at that time, you will receive and email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions you may contact the Customer Support Desk at DSN: 684-1690 or COMM: 207-438-1690.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have 60 days to submit any comments and re-assign the report to the CO.

Failure for the contractor’s representative to respond to the evaluation within those 60 days will result in the governments evaluation being placed on file in the database with a statement that the contractor failed to respond. The Contractor’s representative will be locked out of the evaluation and may no longer send comments.

B.4 PRICE/COST SCHEDULE

Contractor shall provide all necessary labor, management, equipment, deliverables, and support to provide paratransit transportation services in accordance with the Performance Work Statement (PWS).

Estimated Quantities: The Government has provided their best estimate as to the number of items/units that will be required over the base period. The need for services may change due to needs of the medical center. There is no guarantee that the exact number items/units listed in the price schedule will be always needed.

Minimum Guarantee: The minimum guarantee for this contract is $2,000.00 over the life of the contract.

Maximum Contract Value: The maximum value of this contract shall be no more than $23,195,374.58 over the life of the contract.

Billing: While the contract is estimated, the contractor shall bill in arrears monthly. Contractor shall bill by Line-Item numbers equaling the total number for the month. Invoices submitted through Tungsten shall include all requirements of the Billing and Invoicing section of this solicitation and FAR 52.212-4(g) to have payments certified.

For Example: October 2023 invoice will be submitted in November of 2023 listing all the required information as listed in the SOW and 52.212-4(g):

Unit of Measures:

TRP = Trip (one-way, pick-up and drop-off) MI = Mile (mile increments) UN = Unit (15-minute increments) This procurement is intended for a multiple award.

ITEM INFORMATION

Trip within 150 miles of Richard L. Roudebush VA Medical Center Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V226 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Taxicab

Wait time over 15-minutes, once 4-hour time limit has been exceeded.

POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V226 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Taxicab Unit of Measure is by Unit Unit = 15 minute increments

Dry Run/No Show Charge Over 50 Miles

POP Begin: 04-01-2025 POP End: 03-31-2026

Dry Run/No Show Charge

POP Begin: 04-01-2025 POP End: 03-31-2026

Mileage for transports starting at mile 151 from VA.

POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Milage calculation begins after mile 150 of trip and terminates at the destination of the transportation.

Trip within 150 miles of Richard L. Roudebush VA Medical Center Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027

Wait time over 15-minutes, once 4-hour time limit has been exceeded.

POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V226 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Taxicab

Dry Run/No Show Charge Over 50 Miles

POP Begin: 04-01-2026 POP End: 03-31-2027

Dry Run/No Show Charge

POP Begin: 04-01-2026 POP End: 03-31-2027

Mileage for transports starting at mile 151 from VA.

POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Milage calculation begins after mile 150 of trip and terminates at the destination of the transportation.

Trip within 150 miles of Richard L. Roudebush VA Medical Center Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028

Wait time over 15-minutes, once 4-hour time limit has been exceeded.

POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V226 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Taxicab

Dry Run/No Show Charge Over 50 Miles

POP Begin: 04-01-2027 POP End: 03-31-2028

Dry Run/No Show Charge

POP Begin: 04-01-2027 POP End: 03-31-2028

Mileage for transports starting at mile 151 from VA.

POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Milage calculation begins after mile 150 of trip and terminates at the destination of the transportation.

Trip within 150 miles of Richard L. Roudebush VA Medical Center Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029

Wait time over 15-minutes, once 4-hour time limit has been exceeded.

POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V226 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Taxicab

Dry Run/No Show Charge Over 50 Miles

POP Begin: 04-01-2028 POP End: 03-31-2029

Dry Run/No Show Charge

POP Begin: 04-01-2028 POP End: 03-31-2029

Mileage for transports starting at mile 151 from VA.

POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Milage calculation begins after mile 150 of trip and terminates at the destination of the transportation.

Page 1 of Page 1 of

Base Year

Option Year One (1)

Option Year Two (2)

Option Year Three (3)

Option Year Four (4)

Aggregate Total (Base + Options, if exercised)

B.5 PERFORMANCE WORK STATEMENT (PWS)

PARATRANSIT/SPECIAL NEEDS TRANSPORTATION SERVICES

A. OVERVIEW

The Contractor shall provide all required labor, material, storage facilities, required minimum of 35 vehicles, equipment, supervision, and software compatible with the VA’s VetRide ordering system for patient paratransit/special needs transportation services, as specified herein, for the Department of Veterans Affairs, VA Indiana Healthcare System (VA IHCS), Richard L. Roudebush VA Medical Center (RLR VAMC), 1481 West 10th Street, Indianapolis, IN 46202-2803. All paratransit/special needs transportation services shall be in accordance with the terms and conditions of this PWS.

B. RESPONSIBILITY OF RLR VAMC

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

C. RESPONSIBILITY OF THE CONTRACTOR

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

1. GENERAL REQUIREMENTS

RLR VAMC requires paratransit/special needs transportation services to transport VA beneficiaries including physically or mentally handicapped individuals in wheelchairs and aged and infirm persons, their attendants, and personal belongings between points in Indiana. The contractor shall provide all labor, material, storage facilities, the required minimum of 35 vehicles, equipment, supervision, and software compatible with the VA’s VetRide ordering system necessary to transport RLR VAMC beneficiaries by Wheelchair Van method.

2. GENERAL DESCRIPTION OF SERVICES

The services of this contract shall be utilized primarily for trips starting at a Veteran’s location (residence, nursing home, and other medical facilities) with the trip terminating at RLR VAMC, the Community Based Outpatient Clinics (CBOCs), and medical appointments at non-VA provided locations such as local hospitals and clinics. Some trips shall start at RLR VAMC and end at the Veterans’ residence, nursing home, or other medical facilities. Trips shall start at a Veteran’s location and end at other medical facilities, i.e., IU Medical Center, Riley Hospital, Methodist Hospital, and any other medical facilities in and around the Indianapolis Metropolitan area.

In order that beneficiaries can receive the best possible treatment, it is essential that the COR be notified via email, telephone, or other written correspondence to arrive within three (3) business days by the Contractor of those instances in which the Contractor knows that they shall be unable to provide the required service at any specific time. This notice shall enable the RLR VAMC to secure the service elsewhere to meet the requirements.

RLR VAMC requires transportation services 24 hours a day, 7 days a week (24/7) to include all federal holidays. Federal holidays can be found at the following link: Federal Holidays (opm.gov)

3. STANDARDS AND REQUIREMENTS FOR VEHICLES AND EQUIPMENT

Based on current usage, RLR VAMC requires at minimum 35 wheelchair van-accessible vehicles, with five (5) in reserve for high volume times, which shall be necessary for the period of 5:00 am to 8:00 pm Monday through Friday, Local Time, excluding federal holidays. For all other times, RLR VAMC requires a minimum of five (5) vehicles on Saturdays and one (1) on Sundays. The contractor shall coordinate with the COR the number of vehicles necessary to perform services in accordance with the minimum performance standards.

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

a. Audio/video recording devices in vehicles for recording of transports with Veteran patients in the vehicle. All recordings shall be maintained for a period of 30 days. Recordings shall be provided to the COR or CO within 24 hours of request. The recording device shall be locked or password-protected to avoid tampering.

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

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

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

e. Safety requirements for seat belts and handling of motorized or electric wheelchairs. The contractor shall furnish shoulder/chest harnesses for double amputee patients when applicable.

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

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

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

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

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

k. The heater (s) shall be of sufficient capacity to maintain the patient’s warmth during winter months. All vehicles shall be air-conditioned. Heater and air conditioner blowers shall be operational.

l. Vehicles shall not exceed 150,000 miles and/or 5 years old whichever comes first.

m. Vehicles shall be equipped with onboard oxygen securing mounts that fit VA provided tank; RLR VAMC Emergency Department (ED) will provide refills of the oxygen on an as-needed basis.

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

4. STANDARDS FOR MAINTENANCE

All contractor vehicles shall have a log book that includes items such as proof of insurance, registration, the prior seven (7) days of daily vehicle maintenance/inspection sheets, and any annual certifications required.

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

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

The contractor shall correct any deficiency that might interfere with the safe operation of the vehicle before the vehicle is placed in service. The contractor shall maintain a record of services and repairs for each vehicle. The contractor shall provide this record upon request to the COR.

The contractor shall ensure vehicle windows and lights are always kept clean.

The contractor shall keep the interior of vehicles clean and in good repair.

Wheelchair lifts shall be maintained in conformance with operation/maintenance manual instructions provided by the lift manufacturer. Lifts shall be inspected for serviceability annually by a third-party contractor who is able to provide operational certification of the Lift. Each vehicle shall have annual lift certification documents with the vehicle maintenance log. When a vehicle is serviced, the mechanic or service facility shall inspect, repair, or service the lift in accordance with the manufacturer’s instructions. All service records shall be maintained by the contractor for the duration of the contract and be made available to the COR upon request.

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

5. STANDARDS FOR DRIVER QUALIFICATIONS

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

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

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

Each driver shall:

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

b. Be at least 18 years of age and have not less than 1 year of experience as a licensed driver; and

c. License of drivers shall be submitted within three (3) days of award.

For the past three (3) years:

a. Have not had a driver’s license canceled or suspended under Indiana Statutes, (or other state Equal)

b. Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance as required by Indiana Statutes, (or other state Equal)

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

d. Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance under Indiana Statutes (or other state Equal)

e. Have a record clear of criminal convictions of crimes or anticipatory crimes against persons, and crimes or anticipatory crimes reasonably related to providing special transportation services.

6. STANDARDS FOR DRIVER TRAINING

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

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

a. Discussion of characteristics of the aging process and major disabling conditions

b. Discussion of common assistance devices used by elderly and handicapped persons

c. Discussion of attitudes toward elderly and handicapped persons, which includes the participation of handicapped and elderly persons

d. Instruction in methods of handling wheelchairs

e. Instruction in moving, lifting, and transferring passengers

f. Guidelines for transporting handicapped persons

g. Instruction in the operation of lifts, ramps, and securing wheelchairs

h. Instruction in handling and securing those wheelchairs equipped with Oxygen Each employee shall be instructed in fire extinguisher, radio dispatch, vehicle ramp operations, wheelchair lift, and securement devices; and shall know what to do and whom to call in a medical emergency or accident.

Each employee shall complete four (4) hours of training in first aid and upon request provide the American Red Cross First Aid Certificate or equivalent certificate.

Each employee shall complete a refresher first aid course every year and provide the American Red Cross First Aid Certificate or equivalent certificate upon request.

Each employee shall complete 4 hours of classroom instruction in defensive driving and abuse-prevention training annually.

The Contractor shall have on file satisfactory evidence of the above training, evidence that the instructor is qualified to teach the above, and the certificates for instructor and trainee/driver for First Aid available for review and inspection by the RLR VAMC COR, and inspection team, and CO upon request.

A record of each employee as to character and physical capability of performing the duties of a driver and attendant shall be maintained and made available for inspection upon request.

RLR VAMC reserves the right to restrict any Contractor employee from performing services under this contract who does not meet the required qualifications for the services they are required to perform, who violates Federal regulations, or who are identified as a potential threat to the security, safety, health and/or operational mission of the RLR VAMC 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.

The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. During the contract period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall ensure the employee meets contract requirements as stated and upon request by the RLR VAMC provide required evidence of training, certifications, licensing, and any other qualifications to the designated COR. In addition, the Contractor shall provide an updated list of key personnel to the COR and CO. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

Contractor personnel performing services to the Government shall always conduct themselves in a professional manner, maintain personal hygiene, maintain a clean, neat appearance, and be identified by a badge or license. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment, supplies, vehicle fuel, name tags, and/or badges for the performance of services under this contract. Employee identifications shall be always available and visible; all employees shall be dressed in company-branded uniforms. Contractor personnel shall not smoke in vehicles while transporting RLR VAMC patients.

Note: The contractor shall have on file and made available to the RLR VAMC upon request all requirements listed in “Driver Qualifications” and “Driver Training Requirements” for all employees providing services on the RLR VAMC contract.

7. STANDARDS FOR PASSENGER TRANSPORTATION

a. The contractor shall utilize an industry-standard dispatching software, and receive trips through the VetRide system’s “Third Party Portal” for all scheduled trips ordered by the VA. Each shall be processed in VetRide with the appropriate status (completed, no-show, canceled, etc.)

b. It is understood that the number of passengers to be transported on a trip shall be based on the passenger size of the vehicle and authorization by RLR VAMC. Double wheelchair occupancy vehicles are recommended.

c. Drivers and passengers shall always use seat belts/securement devices. Veterans with lower extremity amputations shall have additional restraint(s).

d. There shall be no smoking by the driver, attendants, or passenger(s).

e. All patients shall always be attended to by a responsible party. Assistance in maneuvering stairs and other barriers shall be provided by the driver and attendant. When a patient is delivered to or departing from a destination (such as a clinic or other appointment), a responsible party at the destination must be informed of the patient’s arrival by the driver or attendant. “Responsible party” is defined as any driver, professional staff at the medical center, nursing home, clinic, or patients concerned others. In most cases, RLR VAMC patients shall require some assistance, due to either physical and/or mental limitations.

f. The contractor shall provide “through-the-door service” for all patients to and from their designated appointments. “Through the door service” means delivering Veterans to their first appointment location. Patients are to be picked up either on the ward, in their homes, in their clinic, or at other stated areas and taken to their stated destination or appointment. On the return trip, the Contractor shall return the patient to either the ward, inside his/her home, or to other stated areas. The contractor shall ensure these patients are “handed off” to a responsible party at the point of origination or destination.

g. Patients not being delivered to their home (i.e., nursing home, etc.) shall be escorted to the check-in and shall not leave the patient until a person from that facility's staff acknowledges and checks in the patient.

h. Wheelchair patients shall be seated facing forward in the vehicle.

i. If an RLR VAMC beneficiary being transported declines to be properly belted or removes the securement devices himself/herself, the driver shall notify the COR of this fact prior to departure or upon arrival at the destination. The Contractor is not required to transport any RLR VAMC beneficiary who refuses to be properly secured while being transported.

j. In the best interest of the patient, allow one (1) relative or concerned other to accompany the patient at no additional cost to the Government.

k. Prior to contract performance, the COR shall provide the Contractor with a list of names (or position titles) and phone numbers of authorized Government personnel who shall request services. This list shall be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

l. The contractor shall notify the COR of any unusual events, including accidents, sentinel events, safety problems, and patients un-belting themselves, that occur and involve any RLR VAMC beneficiary being transported under this contract. This notification shall be made within 1 hour by telephone and a written report of the event shall be delivered to the COR within 24 hours. Failure to comply with this requirement shall be grounds for default.

m. When transporting patients using motorized wheelchairs or electric carts, patients shall be transferred to a manually operated wheelchair, which can be secured, before being loaded in the vehicle. Patients using any 3-wheeled chair or cart shall be transferred to a manually operated wheelchair, which can be secured, before being loaded in the vehicle or be transferred to a vehicle seat. The motorized wheelchair or electric cart shall be loaded separately and must be secured to the vehicle during transport.

n. The contractor’s vehicle shall use the RLR VAMC Ambulance Area Entrance. If waiting time is necessary, the vehicle shall park in appropriate designated general parking lot areas.

o. If or when the patient’s medical records are transported, the contractor shall ensure that Privacy Act guidelines are followed.

p. Patients shall be entitled to transport one (1) certified trained service animal. No pets are to be transported at any time.

q. Additional restraints are required to be used for any Veteran who has a lower extremity amputation and cannot safely be held by a standard lap/shoulder belt.

r. Each vehicle shall be equipped with a mounting device for a portable oxygen tank and the tank shall be maintained in a full state to ensure passenger oxygen needs are met during transport. Refilled oxygen canisters shall be provided to the Contractor on demand for each vehicle on a 1 for 1 basis. It is the Contractor’s responsibility to match the VA-provided canister at contract inception as to provide a like turn-in for a VA-provided canister.

s. Contractor employees and patients shall not smoke, carry illegal drugs or alcohol, or carry/concealed firearms while operating or being transported.

t. At drop-off, the driver shall not depart the patient’s residence until confirming the rider has access to the residence or a neighbor’s residence. A return trip to RLR VAMC might be required to ensure patient safety.

u. At the completion of every trip, the vehicle shall be checked for lost belongings. The contractor shall return any items found to the veteran.

v. All transports are to be scheduled to have the veteran at the destination no less than ten (10) minutes prior to the scheduled appointment.

8. Sentinel Events & Safety Events/Problems A Sentinel Event is a patient safety event (not primarily related to the natural course of the patient’s illness or underlying condition) that reaches a patient and results in any of the following: death, falls, permanent harm, severe temporary harm, suicide, vehicle fire/smoke, abduction of a patient, sexual abuse/assault, physical assault, and/or homicide of a patient.

The Contractor shall provide the following emergent patient safety reports, within the designated business days of the action listed below:

Sentinel Events/Safety Events – The Contractor is required to inform the CO and COR or designee within one (1) hour of a sentinel event (as defined by Joint Commission) that occurs during the performance of this contract that involves a patient. The following shall be submitted within the timeframe above and as listed below:

a. Critical Information Report (CIR) as applicable to be reported within one (1) hour or as soon as possible:

1. Any injury to a Veteran in transit or Contractor employee on VA property.

2. Any vehicle accident with a Veteran involved or any accident on VA property.

3. Any pick-up that results in a verbal or physical altercation with a Veteran under any circumstance.

4. Any transport where a Veteran requires medical care.

5. Any transport where a Veteran makes suicidal comments.

6. Same day or within the next business days a report shall be provided for:

i. Any break in covered services

ii. Any pick-up that results in a missed appointment

iii. Any transport where the Veteran requires assistance past contracted duties (i.e., home conditions, etc.)

iv. Any situation that the Contractor thinks shall be elevated.

v. Any Contractor personnel being fired for misconduct such as drug use, larceny, assault, etc.

b. Sentinel Events require the Contractor to perform Root Cause Analysis (RCA) and submit a report to the COR or designee within 14 business days after submission of the sentinel event notification. This report shall include a plan of correction. The Contractor shall provide status on the plan of correction in required monthly documentation of performance for at least 12 months of implementation of corrective actions.

9. ORDERS

A schedule shall be provided to the Contractor at least one (1) business day prior. All requests for service shall be made by telephone, email, or through VetRide by the COR and/or designated RLR VAMC personnel.

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

These transport drivers shall always be present within 10 minutes of the designated patient pick-up time. If the Contractor fails to furnish service within forty-five (45) minutes after receiving a request on an order, (unless prevented from doing so by conditions of the weather - see paragraph (d) below), RLR VAMC reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which shall result therefrom. RLR VAMC shall be the sole judge in determining when to order service from another source. (See “Quality Assurance” below.) The Contractor shall utilize industry-standard dispatching software for all required trips by the VA.

In the case of inclement weather, the decision as to whether an RLR VAMC beneficiary shall be transported shall be made mutually by the COR or designee and the Contractor.

The contractor shall notify each rider 24-48 hours prior to each trip of their expected pick-up time, confirm the address, and maintain a call log for these occurrences. Address, phone, or other changes shall be sent to the ordering party to assist in maintaining the most up-to-date trip information. The contractor shall report wrong contract information including, phone numbers and addresses, to the COR or designee.

10. CONFORMITY TO REGULATIONS

The Contractor and his/her operators shall conform to all regulations, Federal, State, and local, governing the performance of contracted services.