36C25026Q0502.docx

SUBJECT*

Paratransit Service – Battle Creek, MI

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor, MI 46805

POINT OF CONTACT*

Contract Specialist Andrea J. Roach Andrea.Roach2@va.gov No Phone Calls Accepted.

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Battle Creek VA Medical Center

5500 Armstrong Rd.

Battle Creek MI

COUNTRY

DESCRIPTION

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued in accordance with Federal Acquisition Regulation (FAR) 10 Market Research, to conduct market research. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation or guarantee to issue a solicitation in the future. This Sources Sought Notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this Sources Sought Notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future modification.

The North American Industry Classification System (NAICS) Code is 485991 – Special Needs Transportation

Size Standard in Millions of dollars – $19 Million

Product Service Code is V226 – Transportation/Travel/Relocation – Travel/Lodging/Recruitment: Taxicab Purpose and Objectives This Sources Sought Notice is issued by VISN 10, Network Contracting Office (NCO) 10 located in Ann Arbor, MI for the purpose of collecting information about Paratransit Services for the Department of Veterans Affairs Battle Creek VA Medical Center.

The VA is seeking a contractor to provide for this requirement for a base year, with four one-year options to extend services.

A draft copy of the SOW is attached.

Places of Performance:

Department of Veterans Affairs Battle Creek VA Medical Center 5500 Armstrong Road Battle Creek, MI 49037

Responses:

Please submit your response in accordance with the following instructions:

a) Responses shall be no more than 10 pages in length.

a. Responses are due by 4/30/2026 at 12:00 PM EST.

b) Responses shall be submitted via email.

a. Emails cannot exceed 10mb

b. Subject line of the Email shall include this Sources Sought Notice Number – Firm Name –Generator Testing and Maintenance Services.

c. If your response contains proprietary information you will place “Proprietary Information” in front of the Sources Sought Notice Number.

d. No marketing materials are allowed as part of this Sources Sought Notice. The Government will not review any other information or attachments included in your submission that is not listed herein or exceeds the 10-page limitation.

c) Contractors Federal Supply Schedule Contract that carries the desired services

a. If you do not have a Federal Supply Schedule contract, you shall state “open market”

b. Provide the Schedule

c. Provide expiration date of your Contract

d. Provide your GSA/FSS/SAC Contract Number

e. Provide the SIN for dosimetry badge monitoring services

f. If any of the items are not on your GSA/FSS contract you will mark which items are open market.

d) Contractor Point of Contact to include:

a. Name

b. Title

c. Phone

d. Email

e) Company Information to include:

a. Name

b. Address

c. DUNs Number

d. Tax ID Number

e. Business Size

f. Provide information as to what the dosimetry badge monitoring services are provided by your company.

g. Provide how your company invoices for services in the commercial marketplace.

f) Business Size/Type: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), 8(a), Hub Zone Small Business, Women Owned Small Business (WOSB), Small Disadvantaged Business (SDB), Small Business, or Large Business.

a. All prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete annual Representations and Certifications in SAM prior to any offer. SAM is located at http://www.sam.gov and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is no cost to use SAM.

b. FOR SDVOSB/VOSB ONLY: Please note that if responding as an SDVOSB or VOSB, your company must be registered and verified in the VA’s Vendor Information Pages (VIP) database, which is available at: https://access.va.gov/accessva/?cspSelectFor=vems

c. Please include a copy of your VetBiz certification with your response.

g) Contractor shall include 3 past contracts for the same or similar services. Contractor shall include at minimum:

a. Name of Company

b. Company POC

c. Company POC phone

d. Company POC email

e. Dollar amount of contract

f. Contract number

g. Period of Performance

h. Description of services provided

h) Contractor shall include any relevant comments about the attachments, if applicable.

i) Contractor shall provide a public price list/contract price list for the services described herein.

j) Contractor shall provide a detailed response to include your firm’s ability, capability, and responsibility to deliver the services presented in this Sources Sought Notice.

k) Contractor shall provide if they plan to sub-contract all or part of the work, and to what firm to include the subs duns number and business size.

Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within the discretion of the Government Sources Sought Notice Sources Sought Notice

Sources Sought Notice

B.7 PERFORMANCE WORK STATEMENT (PWS)

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide wheelchair and common carrier transportation service for Battle Creek VA Medical Center (VAMC) in Michigan.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide wheelchair van and car for hire (taxi) transportation services for eligible beneficiaries, SMT Veterans, Veterans with Visual Impairments, and their attendants, escorts, and caregivers for Battle Creek VAMC as established in this Performance Work Statement (PWS). The contractor shall adhere to all applicable Federal, State and Local laws, rules, regulations and procedures as required to perform services under this contract. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein.

The contractor shall provide or subcontract at contract rates all requests for transport received from the Battle Creek VA Medical Center, and its Community Based Outpatient Clinics to transportation requirements both locally and from outlying areas. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS in support of the following primary operating location: Department of Veterans Affairs, Battle Creek VA Medical Center, 5500 Armstrong Rd, Battle Creek, MI 49037. Veterans served within this facility live within the following counties.

Counties

1.2 PERIOD OF PEFORMANCE. The performance period is from date of award to the last date of each option year if exercised.

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an ongoing quality assurance and /or quality improvement program designed to measure objectively and systematically, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, COR or individual(s) designated by the COR and/or CO in writing. The contractor’s quality control program shall include the following:

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

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

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

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

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

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

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

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

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

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

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following: New Year’s Day, Birthday of Martin Luther King, Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

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

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

1.3.6 Type of Contract and Task Orders. The government intends to award a single-award indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. The base and option periods (if any) specified in the SCHEDULE OF SERVICES - PRICE SCHEDULE shall be exercised at the discretion of the government through the issuance of a task order for the entire period of performance. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

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

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

1.4.12.2 Key Control: Not Applicable.

1.4.12.3 Lock Combinations: Not Applicable.

1.3.8 Special Qualifications. See requirements below.

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

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

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

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

· Full Name

· Position and Title

· Assigned Responsibilities

· Qualifications and Professional Certifications

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

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

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

· ADMINISTRATIVE OFFICER of the DAY (AOD): The secondary (off tour) source for requests, contacts, and signatures for transport

· ADD-ON TRIP: Initial request for same-day transportation that was not previously scheduled.

· AMBULATORY: Persons able to walk on his/her own.

· BASE AREA: The first 30 loaded miles driven.

· BASE RATE: Rate paid for any trip 30 miles or less.

· BATTLE CREEK VA MEDICAL CENTER (BC VAMC): The main hospital and all CBOCs as detailed in the “Places of Performance”.

· BENEFICIARY: Veterans family members and caregivers determined to be eligible by the VA for benefits.

· BTO: Beneficiary Travel Office.

· CBOC: Community based outpatient clinic. The BC VAMC has 5 primary CBOC’s:

· Wyoming Health Care Center: 5838 Metro Way SW, Wyoming, Mi 49519

· Benton Harbor: 1275 Mall Drive, Benton Harbor, MI 49022

· Lansing: 5656 South Cedar St, Lansing, MI 48911Muskegon: 5000 Hakes Drive Muskegon, MI 49441

· CAR FOR HIRE (TAXI): A vehicle hired to transport ambulatory patients or patients not requiring a wheelchair van to and from their medical appointments.

· COMMON CARRIER: Transportation services provided to an eligible beneficiary for the purpose of meeting their medical appointments.

· CONTRACTING OFFICER (CO): The person executing this contract on behalf of the Government (Only the Contracting Officer is authorized to make commitments to issue changes that shall affect the price, quantity, and quality or delivery terms of this contract).

· CONTRACTING OFFICER'S REPRESENTATIVE (COR): The COR is an employee of the VA designated to perform specified contract administration activities but is not given authority to enter into contractual agreements or modifications.

· CONTRACTOR: A person/business and all authorized representatives thereof contracted to furnish supplies or services in accordance with the contract, at a specified price/rate.

· DAYTIME TOUR: BC VAMC hours of operation during the day. Everything else is considered “off-tour”.

· DRY RUNS: When Contractor arrives at passenger pick-up location, but due to circumstances that are both outside the control of the Contractor and unforeseeable, the passenger is not transported anywhere. (Ex. Veteran confirms availability for pick-up over the phone, but then refuses transportation after the Contractor has arrived at the Veteran’s residence.)

· MILEAGE RATE: rate paid per mile for mileage over the base area/base rate. A Contractor may charge the base rate for each authorized one-way trip plus any mileage charges over the 30-mile base area.

· MOBILITY MANAGER: A Supervisory Mobility Transportation Specialist assigned to manage the Veterans Transportation Program (VTP) component of the BC VAMC Veterans Transportation Service (VTS).

· NORMAL BUSINESS HOURS: are between 7:01 am to 6:00 pm. After hours begin at 6:01 pm and end at 7:00 am.

· ONE WAY: references the point from passenger pick up to point of passenger's designated delivery (drop off). All trips are to be billed “One way”.

· Safe/safely/safe transportation/safely transported: Not exposed to harm or risk. Not likely to be harmed. Unhurt.

· SPECIAL PASSENGER REQUIREMENTS: a person identified as being with limited mobility or needing minimal assistance. This assistance shall be stipulated on the travel request from the BTO at the time of request.

· STRETCHER/BARODA CHAIR: The Contractor shall have available a stretcher chair to transport beneficiaries who cannot be in an upright position due to the inability to put pressure on their lower extremities.

· TIMELY: See the definition of “TOO EARLY” and “TOO LATE”. Timely shall include the period of time between these definitions.

· TRAVEL TRIP (TRIP): identifies one-way travel from point of origin to destination.

· TOO EARLY: passenger(s) arriving at appointment location more than 30 minutes before scheduled appointment.

· TOO LATE: passenger(s) arriving 15 minutes or more past their scheduled appointment.

· VETERANS TRANSPORTATION SERVICE (VTS): The primary department to initiate requests for transport.

· WILL CALL RETURN: The term commonly used between the Contractor and the BC VAMC to describe the return transportation of a previously scheduled passenger. Since the duration of patient appointments are difficult to predict, BC VAMC will contact the Contractor when a passenger is ready for return transportation.

· NOTE: All times reflect Eastern Standard Time (EST).

2.2. ACRONYMS:

ACOR - Alternate Contracting Officer's Representative CBOC - Community Based Outpatient Clinic CFR - Code of Federal Regulations CLC - Community Living Centers CO - Contracting Officer CONUS - Continental United States (excludes Alaska and Hawaii) COR - Contracting Officer’s Representative COTR - Contracting Officer's Technical Representative COTS - Commercial-Off-the-Shelf FAR - Federal Acquisition Regulation HIPAA - Health Insurance Portability and Accountability Act of 1996 NHCU - Nursing Home Care Unit NTE - Not to Exceed OCI - Organizational Conflict of Interest OCONUS - Outside Continental United States (includes Alaska and Hawaii) ODC - Other Direct Costs PBS - Patient Business Services PCOR - Primary Contracting Officers Representative PIPO - Phase In/Phase Out POC - Point of Contact PRS - Performance Requirements Summary PWS - Performance Work Statement QA - Quality Assurance QAP - Quality Assurance Plan QASP - Quality Assurance Surveillance Plan QC - Quality Control QCP - Quality Control Program TE - Technical Exhibit VAAR - Veteran’s Administration Acquisition Regulation VAPS - VA Police System VISTA - Veteran’s Health Information Systems and Technology Architecture VSC - VHA Service Center VAACC - Veteran’s Administration Ambulatory Care Clinic VAMC - Veteran’s Administration Medical Center VHA - Veteran’s Health Administration VHA PM - Veteran’s Health Administration Procurement Manual

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

4.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow medical equipment from the medical facilities. The contractor shall provide all medications (including Naloxone) required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be inclusive of consumables used in transport.

5. REQUIREMENTS:

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

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

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

5.2 PATIENT TRANSPORT REQUESTS. A patient transportation request (or travel consult) is a government issued request for the contractor to transport a patient in accordance with the terms and conditions established in this contract. Specific requirements are summarized as follows:

5.2.1 VetRide or VA-Approved Transportation Software Utilization: The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract. Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed:

a) Receive and respond to electronic trip requests

b) Receive, use, and ensure the use of the Vendor pass by the driver.

c) Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.

5.2.2 Scheduled Patient Transport Requests. The government will normally have the manifest inputted into VetRide or VA-Approved Transportation software by 1530-EST each business day all scheduled patient transport requests for the next business day. By 1600-EST each day, the contractor shall confirm via VetRide or VA-approved Transportation software the receipt of all patient transport requests for the next business day. Requests or changes will only be made by the authorized government representative(s) designated in writing by the COR and/or CO. Changes will be made by VetRide or VA-Approved Transportation software, encrypted email, telephone, or fax which shall be confirmed immediately upon receipt by the contractor. A log for all trips will be maintained by the authorized government representative(s) designated in writing by the COR and/or CO. A list of VA personnel authorized to place patient transport requests will be made available upon award of the contract. VA employees may be added or deleted from the list during the term of the contract at the discretion of the COR and/or CO in writing. The contractor will be notified of such changes as they occur. The contractor shall provide or subcontract at contract rates all requests for transport received from the Battle Creek VA Medical Center, and its Community Based Outpatient Clinics to transportation requirements both locally and from outlying areas When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the VA Medical facility will provide the contractor with the following type of information:

· Mode of transportation required;

· Required date and time of arrival;

· Name of beneficiary;

· Pick-up and delivery point;

· Type and number of additional medical care specialists required;

· Type of equipment required;

· Patient’s Date of Birth; and

· Any other special instructions.

5.2.3 Cancellations | Patient Transport Requests. The contractor shall NOT charge or invoice the Government for scheduled trips cancelled sixty (60) minutes prior to transport time. For trips scheduled for the same day, there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

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

5.2.4.1 For time lost in waiting after the first 15 minutes at either end, or both ends of the trip due to causes beyond control, the contractor shall be reimbursed at the rate specified in the SCHEDULE OF SERVICES – PRICE SCHEDULE. If the transport is other than at the designated area, the contractor shall call the COR or authorized government representative(s) designated in writing by the COR and/or CO as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This phone call is only for the purpose of verifying his arrival time at the transport point and is not necessary if the contractor anticipates no delay for which he shall claim reimbursement.

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

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

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

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

5.2.6 Passenger Pick-Up Requirements – Scheduled Trips

5.2.6.1 The Contractor shall call the Veteran by telephone prior to pick up to confirm the Veteran's availability. If the passenger/caregiver/spouse/family member/etc. answers, the Contractor shall confirm the passenger’s name and address. The Contractor shall also provide them with the estimated time of arrival (ETA).

5.2.6.2 If the Contractor is unable to confirm that the Veteran is available for pick up, they shall go to the Veteran’s home at the scheduled time unless otherwise directed by VTS.

5.2.6.3 If the Contractor/Driver is connected to an answering machine or voicemail, the Contractor shall leave a message for the passenger to contact the VTS.

5.2.6.4 Contractor/Driver shall call their Dispatcher and inform them of the situation at which time the Contractor/Dispatcher shall contact the VTS/AOD for further instructions.

5.2.6.5 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 VTS/AOD.

5.2.6.6 If the passenger is not available for pick-up, due to unforeseen circumstances outside the control of the Contractor, the Contractor will be paid the “dry-run” rate specified in the schedule.

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

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

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

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

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

5.2.7.5 The contractor shall maintain a back-up fax machine capability in the event of natural or man-made disaster or event which prevents the transmission of patient transport requests via VetRide or VA-Approved Transportation software.

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

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

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

· All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission.

· The contractor’s invoice must be on the HCFA 1500 to include:

· Contract Number

· Date of Service (to include Box 24 A-J)

· Authorization number(s)

· Pick-up and drop-off location of the patient

· Base Rate

· Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported

· Date of Birth and Sex

· Diagnosis Codes or Nature of Illness or Injury

· Documentation of circumstances when billing for waiting time

· Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Wait time, mileage over 30 miles etc.

· VA authorizing official’s name

· Healthcare Procedure Coding System/National Level II (HCPCS)

· Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges, which are being suspended.

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

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

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

5.3.2.2 The price for transportation shall be calculated as follows:

Base Rate (includes authorized rates defined below) Add: Mileage Rate (loaded miles traveled, more than 30 miles) Add: Authorized waiting time

= Rate per trip

· For all one-way trips ordered under this contract, the Contractor will receive the Base Rate. The Base Rate shall constitute full compensation for one-way trips that do not exceed a thirty (30) mile radius of the designated pick-up point. The Base Rate price includes all costs associated with traveling and 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.

· For one-way trips exceeding a 30-mile radius of the designated pick-up point, Contractor shall receive the Base Rate plus a mileage rate for each mile traveled beyond the 30-mile radius.

· When more than one patient is transported (not to include caregiver), Contractor may bill the Base Rate for each patient transported. If the trip exceeds beyond the 30-mile radius of the designated pick-up point, Contractor may bill the Base Rate for each patient transported (not to include caregiver), plus calculated mileage only for the longest distance involved in transporting during this trip.

5.3.2.3 MILEAGE CALCULATION

· The Contractor shall use bing.com/maps at http://www.bing.com/maps/ to calculate mileage. Certain circumstances may dictate that the closest distance route is inappropriate. Route exceptions and procedures for determining alternate route shall be as follows:

· Road closed due to weather conditions;

· Road closed due to construction;

· 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; OR

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

· When it is determined that one of the above conditions has occurred, the only authorized alternate route associated mileage will be determined by Bing Maps (alternate tools, i.e., Map Quest, Rand McNally etc… are NOT authorized).

· Documentation and rationale for using an alternate route shall be approved in writing with signature of the VTS or AOD.

· The Contractor shall maintain record of approved alternate route on the approved claim and the reason for the alternative route for audit purposes.

5.3.2.5 Round Trips | Not Authorized. The contractor is NOT authorized to submit any invoices that include round trip pricing. The contractor shall ensure that all round trips are invoiced as two (2) separate one-way trips as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE.

5.3.2.6 Cancellations Before Arrival at Destination. Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the contractor to cancel the order. For orders that are cancelled while the contractor is already in route to the designated pick-up, the contractor shall be entitled to receive 50% of the base rate for the trip. This charge shall not include any mileage charge.

5.3.2.7 Cancellations After Arrival at Destination. Should the contractor arrive at the destination before VA cancels the order, or if the contractor is unable to perform a scheduled pick-up for reasons beyond the contractor’s control, i.e., incorrect address, or patient absence, or patient refusal, then the contractor shall receive 100% of base rate for a one-way trip, and applicable mileage if outside contract Mileage Threshold areas of coverage.

5.3.2.8 No Long-Distance Phone Charges Authorized. Requests for patient transports (or travel consults) may be in writing or orally from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, encrypted e-mail, or in person (by giving a written or verbal request). If the contractor’s place of business is located beyond the local telephone call zone of the VA Medical Center, the contractor ensure that a toll-free number is available at all times for accepting the VA phone calls and faxes.

5.3.2.9 No Hotel Charges Authorized. Reimbursement for contractor employees that stay in a hotel will not be authorized.

5.3.3.0 No Toll Charges. Although there are currently no toll charges in the state of Michigan, it is agreed and understood that the prices quoted in the SCHEDULE OF SERVICES – PRICE SCHEDULE do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to Two Way only and shall be listed separately on the contractor’s invoice.

5.3.3 Mandatory Reports | Itemized Report. An itemized report with trip summary shall be submitted by the first workday of each week for the trips approved for the prior week. Summary shall have beneficiary’s name, date of birth and total charge for each trip. A week is considered from Monday thru Sunday. When the end of the month falls on a day other than Sunday, a report shall be submitted for the period of Monday thru the last day of the month. The next report shall be for the first day of the new month thru Sunday.

5.3.4 Mandatory Reports | Ad Hoc Reports and Data Calls. The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the COR or CO.

5.4 VEHICLE REQUIREMENTS. All vehicles used to provide services on this contract shall comply with all Federal, State, Local and Department of Veterans Affairs requirements which shall meet the following minimum requirements:

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

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

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

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

5.4.5 Shall be equipped with hubcaps or wheel covers;

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

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

5.4.8 Have unobstructed vision on all sides;

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

5.4.10 Have windows and doors that can be opened and closed in accordance with manufacturer standards;

5.4.11 Not have leaks of any kind;

5.4.12 Be equipped with a functioning horn;

5.4.13 Have operable seat belts on all seats for all occupants;

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

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

5.4.16 Steps shall be treated with non-skid material;

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

5.4.18…