D.1 36C25026Q2655 RFQ 7.30.2026 Re-issue.docx

36C25026Q2655

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

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

655-26-4-921-0481

07-30-2026 Re-issue Robert Bolcavage None 09-10-2026 13:00

EDT

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

X

485991 $19 Million

N/A

36C250

Aleda E. Lutz VA Medical Center

1500 Weiss Street Saginaw, MI 48602 36C250 Network Contracting Office (NCO) 10 Department of Veterans Affairs

3140 Governors Place Blvd. Suite 210

Financial Services Center Invoices To Be Submitted Electronically https://www.ob10.com/us/en/veterans-affairs// Invoice Setup Info Phone 877 353 9791 512 460 5429

See CONTINUATION Page The Contractor shall provide all required labor, material, storage facilities, sufficient number of 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, Aleda E. Lutz VA Medical Center.

All questions related to this RFQ shall be submitted via email to Contracting Officer NLT 1:00 PM EST on 7/28/2026 Question period for this RFQ has passed.

Offers that do not provide all information or requested documentation by RFQ response date shall be determined unacceptable and will not be considered for award.

See page 71-72

This RFQ is subject to the Availability of Funds.

FAR 52.232-18 applies.

$0.00

See CONTINUATION Page

Robert Bolcavage

VA-VHA-RPOC-2024-0084

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Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT:

Contracting Officer 36C250 Department of Veterans Affairs Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210

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:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Bi-Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

B.2 PRICE/COST SCHEDULE

The maximum total amount, or ceiling amount, for all orders issued against this contract shall not exceed $8,999,999.00.

The Minimum trip guarantee total is 2500 trips during the base period.

BASE RATE for Transport ONE-WAY Trip Rate (Ambulatory Patient): The BASE RATE \F\ (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS.

Contract Period: Base POP Begin: 02-01-2027 POP End: 01-31-2028

PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V226 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Taxicab

MILEAGE RATE for Transport Mileage Rate (Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

as specified in the PWS.

Contract Period: Base POP Begin: 02-01-2027 POP End: 01-31-2028

BASE RATE for Transport ONE-WAY Trip Rate (Non-Ambulatory Patient): The BASE RATE for (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS.

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

MILEAGE RATE for Transport Mileage Rate (Non-Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

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

BASE RATE for Transport ONE-WAY Trip Rate (Reclining Positioning): The BASE RATE \F\ (ONE-WAY) travel as specified in the PWS. Patients will be transported in a position of comfort while adhering to PWS 4.4.1.1.

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

MILEAGE RATE for Transport Mileage Rate (Reclining Positioning): The MILEAGE RATE for (ONE-WAY) as specified in the PWS.

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

WAIT TIME RATE for 15-minute Increments: This rate shall only be authorized for patient transports which exceed the "wait time grace period" upon approval by the COR or authorized government representative designated in writing by the COR and/or CO as specified in this PWS.

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

BASE RATE for Transport ONE-WAY Trip Rate (Ambulatory Patient): The BASE RATE \F\ (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS.

Contract Period: Ordering Period 1 POP Begin: 02-01-2028 POP End: 01-31-2029

MILEAGE RATE for Transport Mileage Rate (Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

Contract Period: Ordering Period 1 POP Begin: : 02-01-2028 POP End: 01-31-2029

BASE RATE for Transport ONE-WAY Trip Rate (Non-Ambulatory Patient): The BASE RATE for (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS

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

MILEAGE RATE for Transport Mileage Rate (Non-Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

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

BASE RATE for Transport ONE-WAY Trip Rate (Reclining Positioning): The BASE RATE \F\ (ONE-WAY) travel as specified in the PWS. Patients will be transported in a position of comfort while adhering to PWS 4.4.1.1.

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

MILEAGE RATE for Transport Mileage Rate (Reclining Positioning): The MILEAGE RATE for (ONE-WAY) as specified in the PWS.

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

WAIT TIME RATE for 15-minute Increments: This rate shall only be authorized for patient transports which exceed the "wait time grace period" upon approval by the COR or authorized government representative designated in writing by the COR and/or CO as specified in this PWS.

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

BASE RATE for Transport ONE-WAY Trip Rate (Ambulatory Patient): The BASE RATE \F\ (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS.

Contract Period: Ordering Period 2 POP Begin: : 02-01-2029 POP End: 01-31-2030

MILEAGE RATE for Transport Mileage Rate (Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

Contract Period: Ordering Period 2 POP Begin: 02-01-2029 POP End: 01-31-2030

BASE RATE for Transport ONE-WAY Trip Rate (Non-Ambulatory Patient): The BASE RATE for (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS

POP Begin: 02-01-2029 POP End: 01-31-2030

MILEAGE RATE for Transport Mileage Rate (Non-Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

POP Begin: 02-01-2029 POP End: 01-31-2030

BASE RATE for Transport ONE-WAY Trip Rate (Reclining Positioning): The BASE RATE \F\ (ONE-WAY) travel as specified in the PWS. Patients will be transported in a position of comfort while adhering to PWS 4.4.1.1.

POP Begin: 02-01-2029 POP End: 01-31-2030

MILEAGE RATE for Transport Mileage Rate (Reclining Positioning): The MILEAGE RATE for (ONE-WAY) as specified in the PWS.

Contract Period: Ordering Period 2 POP Begin: 02-01-2029 POP End: 01-31-2030

WAIT TIME RATE for 15-minute Increments: This rate shall only be authorized for patient transports which exceed the "wait time grace period" upon approval by the COR or authorized government representative designated in writing by the COR and/or CO as specified in this PWS.

POP Begin: 02-01-2029 POP End: 01-31-2030

BASE RATE for Transport ONE-WAY Trip Rate (Ambulatory Patient): The BASE RATE \F\ (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS.

Contract Period: Ordering Period 3 POP Begin: 02-01-2030 POP End: 01-31-2031

MILEAGE RATE for Transport Mileage Rate (Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

Contract Period: Ordering Period 3 POP Begin: 02-01-2030 POP End: 01-31-2031

BASE RATE for Transport ONE-WAY Trip Rate (Non-Ambulatory Patient): The BASE RATE for (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS

POP Begin: 02-01-2030 POP End: 01-31-2031

MILEAGE RATE for Transport Mileage Rate (Non-Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

POP Begin: 02-01-2030 POP End: 01-31-2031

BASE RATE for Transport ONE-WAY Trip Rate (Reclining Positioning): The BASE RATE \F\ (ONE-WAY) travel as specified in the PWS. Patients will be transported in a position of comfort while adhering to PWS 4.4.1.1.

Patients will be transported in a position of comfort while adhering to PWS 4.4.1.1.

Contract Period: Ordering Period 3 POP Begin: 02-01-2030 POP End: 01-31-2031

MILEAGE RATE for Transport Mileage Rate (Reclining Positioning): The MILEAGE RATE for (ONE-WAY) as specified in the PWS.

POP Begin: 02-01-2030 POP End: 01-31-2031

WAIT TIME RATE for 15-minute Increments: This rate shall only be authorized for patient transports which exceed the "wait time grace period" upon approval by the COR or authorized government representative designated in writing by the COR and/or CO as specified in this PWS.

POP Begin: 02-01-2030 POP End: 01-31-2031

BASE RATE for Transport ONE-WAY Trip Rate (Ambulatory Patient): The BASE RATE \F\ (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS.

Contract Period: Ordering Period 4 POP Begin: 02-01-2031 POP End: 01-31-2032

MILEAGE RATE for Transport Mileage Rate (Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

Contract Period: Ordering Period 4 POP Begin: 02-01-2031 POP End: 01-31-2032

BASE RATE for Transport ONE-WAY Trip Rate (Non-Ambulatory Patient): The BASE RATE for (ONE-WAY) is for authorized one-way patient transports with a point-to-point (one-way) travel as specified in the PWS.

POP Begin: 02-01-2031 POP End: 01-31-2032

MILEAGE RATE for Transport Mileage Rate (Non-Ambulatory Patient): The MILEAGE RATE for (ONE-WAY) travel as specified in the PWS.

POP Begin: 02-01-2031 POP End: 01-31-2032

BASE RATE for Transport ONE-WAY Trip Rate (Reclining Positioning): The BASE RATE \F\ (ONE-WAY) travel as specified in the PWS. Patients will be transported in a position of comfort while adhering to PWS 4.4.1.1.

POP Begin: 02-01-2031 POP End: 01-31-2032

MILEAGE RATE for Transport Mileage Rate (Reclining Positioning): The MILEAGE RATE for (ONE-WAY) as specified in the PWS.

POP Begin: 02-01-2031 POP End: 01-31-2032

WAIT TIME RATE for 15-minute Increments: This rate shall only be authorized for patient transports which exceed the "wait time grace period" upon approval by the COR or authorized government representative designated in writing by the COR and/or CO as specified in this PWS.

POP Begin: 02-01-2031 POP End: 01-31-2032

GRAND TOTAL

Base Period: (CLINS 0001 through 0007) Total $____________________

Ordering Period 1: (CLINS 1001 through 1007) Total $____________________

Ordering Period 2: (CLINS 2001 through 2007) Total $____________________

Ordering Period 3: (CLINS 3001 through 3007) Total $____________________

Ordering Period 4: (CLINS 4001 through 4007) Total $____________________

B.3 PERFORMANCE WORK STATEMENT (PWS)

Performance Work Statement (PWS) Non-Emergent Medical Transportation VISN 10/Station 655 NAICS 485991

1. Purpose: The Saginaw VA Medical Center (hereafter Saginaw VAMC), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergency wheelchair and ambulatory transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Wheelchair and Ambulatory services. The contactor shall make these transport services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

2. Background: The Saginaw VAMC main campus is located at 1500 Weiss St., Saginaw, MI 48602, serving over 40,000 veterans, primarily from the Saginaw area and its Community-Based Outpatient Clinics. The hospital has 41 inpatient beds and sees approximately 331-inpatient admissions and 471,624-outpatient visits a year. Veterans served within this facility live within the following counties and zip codes.

3. Acronyms CO – Contracting Officer COR – Contracting Officer’s Representative CPR – Cardiopulmonary Resuscitation DOL – Department of Labor EMT – Emergency Medical Technician IAW – In Accordance With OO – Ordering Officer PWS – Performance Work Statement QASP – Quality Assurance Surveillance Plan QC – Quality Control Plan TB – Tuberculosis TJC – The Joint Commission VTS – Veteran Transportation Service

4. Scope/Requirements

4.1. Types of Transport Service

4.1.1. The contractor shall provide non-emergent wheelchair or ambulatory transportation in accordance with all federal, state, and local regulations.

4.1.2. Occasionally a veteran will need to be transported with VA staff and equipment; the contractor shall return VA Staff and equipment to the original place of pick-up.

4.2. Transport of Miscellaneous Items with the Patient

The Contractor may also be required to transport patient luggage, medical records, medication, and comfort items from pickup points to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types. When patients are transported to the Saginaw VAMC, destination is deemed to be the Urgent Care, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff.

4.3. Contractor Personnel: Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract.

4.3.1. Emergency Medical Technicians (EMTs), Critical Care Transport Paramedics (CCTPs) & Other Personnel

4.3.1.1. EMTs, CCTPs and other medical personnel (as applicable) shall at all times meet the qualifications specified in this contract as well as all applicable federal, state, and local government laws, regulations, and standards. EMTs, CCTPs and other medical personnel (as applicable) shall be certified, licensed, or otherwise officially recognized by the local, state, or regional government or public entity where the emergency service is operated or by which it is governed.

4.3.1.2. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing, and any other qualifications to the Contracting Officer’s Representative (COR) for review.

4.3.1.3. All transport vehicle drivers shall have a valid driver’s license in accordance with state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver’s license to the COR.

4.3.1.4. CCTPs shall have met all state requirements for the tier in which they are performing services in (I, II, III). Proof in the form of a current certificate for the successful completion of such must be provided to the COR upon request.

4.3.1.5. Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same investigative requirements as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Checks (SAC). Fingerprinting for contract personnel will be conducted at Saginaw VAMC. Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by Saginaw VAMC. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees.

4.3.1.6. EMTs, CCTPs, and other contractor personnel as applicable must pass the Contractor’s background check and must not have been convicted of (or have any pending charges for) a felony for the past five years. Personnel (and Contractor) must report any new or additional charges or convictions if they arise during the course of performance under this contract so VA can review them and determine whether the employee in question needs to be discharged of his or her duties until the matter is adjudicated.

4.3.2. Tuberculosis Exposure Control Policy

4.3.2.1. The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include TB decontamination.

4.3.2.2. The contractor shall have its personnel tested for TB in accordance with state guidelines and provide written confirmation to the COR that all personnel (current employees and any new hires) performing services under this contract are current in their TB test by at the start of each Ordering Period.

4.4. Contractor Equipment, Vehicles, and Inspection

4.4.1. Transport vehicles shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards.

4.4.1.1. Transport vehicles shall utilize WC19-compliant chairs when transporting a patient in a position of comfort other than sitting straight up. This includes reclining and tilt positions.

4.4.2. The VA reserves the right to inspect the contractor’s equipment and vehicles or require documentation of compliance with state laws, rules, regulations, and guidelines governing medical transport vehicles. VA inspections of contractor equipment do not constitute a warranty or guarantee that the contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the contractor’s use of equipment and vehicles in the performance of this contract which are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA.

4.4.3. Vehicles shall be clean and maintained in good repair in accordance with manufacturer’s instructions.

4.4.4. The contractor shall not borrow or exchange supplies, equipment, and/or medications with the VA. Equipment attached to or in use by the patient at time of pick-up may remain with the patient during transport to ensure continuity of care. Medical Control Authorities are responsible for maintaining and supplying medication during patient transport. All VA equipment and unused medications must be returned to VA during patient drop-off or as promptly as feasible within 24 hours.

4.4.5. The contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.

4.4.5.1. The contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients.

4.4.5.2. Each driver shall possess a driver’s license that is valid for the class of vehicle driven. Evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

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

· For the past three years:

· Have not had a driver’s license canceled or suspended.

· Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance.

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

· Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance.

4.4.5.3. The contractor personnel will ensure that the patient is secured within the transport vehicle and that the wheelchair is secure in the back of the vehicle before it moves.

· As per VHA Directive 1695(1), drivers are prohibited from transporting any passenger while the passenger is seated in or on a motorized scooter. Passengers with scooters must only be transported in a regular passenger seat or in a wheelchair which can be safely strapped and locked down, and which provides for a seat belt for the passenger.

4.4.5.4. Transport vehicle drivers shall have a valid driver’s license, in accordance with Federal, State, and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and shall have successfully completed the standard and advanced first aid course and be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic.

4.4.5.5. Emergency Medical Technician (EMT) and Paramedic Qualifications: EMT’s and Paramedic’s providing services under this contract shall have the following qualifications, in additions to those required by Federal, State, and Local Government:

· Have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 150 hours or equivalent including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154, Federal Register 39:24304. (1974).

· Shall be certified, licensed, or otherwise officially recognized by the local, state or regional government or public entity where the transportation service is operated or by which it is governed.

4.4.6. Requirement for GPS Units

4.4.6.1. The Contractor shall ensure that each Non-Emergency Medical Transport (NEMT) vehicle is equipped with a Global Positioning System (GPS) unit. The GPS units shall meet the following specifications and functionalities to ensure efficient, safe, and timely transport services for Veterans.

4.4.6.2. GPS Unit Specifications:

· The GPS units installed in each transport vehicle shall:

· Be commercially available and suitable for use in vehicle navigation.

· Provide real-time tracking and route optimization.

· Include features such as turn-by-turn directions, traffic updates, and rerouting capabilities.

· Be capable of storing and reporting the vehicle’s travel history for a minimum of 30 days.

· Include geofencing capabilities to alert dispatch when a vehicle deviates from an assigned route.

4.4.6.3. Installation and Maintenance

The Contractor is responsible for:

· The installation of GPS units in all designated NEMT vehicles prior to the commencement of service.

· Ensuring GPS units are operational and properly maintained throughout the period of performance.

· Periodic testing and calibration of the GPS units to ensure accuracy and reliability.

· Prompt repair or replacement of any malfunctioning or damaged GPS units within 24 hours of detection or notification.

4.4.6.4. Data Access and Reporting

The Contractor shall provide:

· Real-time access to GPS data for VA dispatchers and Contracting Officer's Representatives (COR) through a secure, web-based portal.

· Monthly reports detailing vehicle routes, travel times, and any deviations from planned routes, submitted in a format specified by the VA.

· Immediate notification to the VA of any GPS unit malfunctions or instances where a vehicle was unable to be actively tracked during transport.

4.4.6.5. User Training

The Contractor shall provide comprehensive training to all vehicle operators and relevant personnel on the use of GPS units. This training shall include:

· Basic operation and troubleshooting of the GPS units.

· Procedures for reporting issues with GPS functionality.

· Best practices for ensuring the security and privacy of GPS data.

4.4.6.6. Security and Privacy Compliance

The Contractor must ensure that all GPS data is handled in compliance with VA data security and privacy regulations. This includes:

· Encrypting GPS data during transmission and storage.

· Implementing access controls to restrict GPS data access only to authorized personnel.

· Ensuring that any third-party GPS service providers used comply with VA security and privacy requirements.

4.4.6.7. Quality Assurance

The Contractor shall implement a quality assurance plan to monitor the performance and reliability of the GPS units. This plan shall include:

· Regular audits of GPS data accuracy.

· Customer feedback mechanisms to capture and address any issues related to GPS functionality.

· Continual improvement processes to enhance GPS performance and user satisfaction.

4.4.6.8. By adhering to these requirements, the Contractor will ensure that all NEMT vehicles are equipped with reliable GPS units, enhancing the safety and efficiency of transport services provided to Veterans.

4.5. Transportation Request

4.5.1 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.

The contractor agrees to switch exclusively to VetRide when required, if not applicable at the time of award, and to appropriately accommodate the effective dates as notified in writing by the Contracting Officer.

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.

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

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

ii. Contract Number

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

iv. Authorization number(s)

v. Pick-up and drop-off location of the patient

vi. Base Rate

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

viii. Date of Birth and Sex

ix. Diagnosis Codes or Nature of Illness or Injury

x. Documentation of circumstances when billing for waiting time

xi. Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

xii. VA authorizing official’s name

xiii. Healthcare Procedure Coding System/National Level II (HCPCS)

e) 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.

4.5.1.1. A transportation request is defined as one incidence of a request for one-way service (Wheelchair or Ambulatory). No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. Saginaw VAMC Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests.

4.5.1.1.1. Saginaw VAMC Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

4.5.1.1.2. The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. Saginaw VAMC Travel Program Staff/or authorized VA employees may place a “hold” on payment of this order until it has been reconciled.

4.5.1.2. Only the following VA staff are authorized to place, cancel, or make changes to transportation requests:

Contracting Officer’s Representative (COR)

The CO will furnish the contractor with the names of individuals delegated OO authority by separate letter upon issuance of the contract or agreement. When COs appoint OOs after award, the CO will furnish the contractor with an updated list of individual OOs authorized to place orders against the contract or agreement. OOs may not negotiate contract terms and conditions, determine price reasonableness, or determine best value. OOs are responsible for issuing and administering orders placed under the contract or agreement identified in the appointment letter. OOs do not have the authority to any of the terms and conditions in the contract or agreement. The CO must approve any changes in or deviations from the terms and conditions of the contract or agreement in writing prior to placing orders invoking those terms and conditions. The contractor must accept orders against the contract or agreement only from the CO or authorized OOs and fulfilling orders from persons other than the CO or OO may result in an unauthorized commitment. Orders will be placed via Electronic Data Interchange (EDI) if possible. If the vendor cannot set up EDI, specific ordering procedures will be modified into the contract after award. Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests.

4.5.1.2.1. All patient pick-up(s) and drop-off(s) shall be authorized via “orders” which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information:

· Mode of transportation required,

· Required time of arrival

· Name of the beneficiary,

· Pick-up and delivery point,

· Type and number of additional medical care specialists required,

· Type of equipment required,

· Last four of the patient's Social Security Number, and

· Any other special instructions

4.5.1.3. For ALL Transports – an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response.

4.5.1.4. The type of transportation service (Wheelchair or Ambulatory) required will be discussed and determined by VA clinical personnel and the contractor. The contractor shall transport the patient per its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale.

4.5.1.5. The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient’s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost.

4.5.1.6. The contractor shall have sufficient vehicles and personnel to provide services for up to fifteen (15) simultaneous transportation requests. Transports required may be for any mix of Ambulatory or Non-Ambulatory patients. If Saginaw VAMC requires transportation services exceeding fifteen (15) simultaneous transportation requests, the vendor will be offered to provide the services if they have sufficient vehicles/personnel available; but may decline these additional orders if sufficient vehicles/personnel are unavailable.

4.5.1.7. The number of transports under normal operating conditions will typically range from 10-25 transports each weekday and significantly less or none on weekends and holidays. The number of actual transports may vary throughout the life of the contract.

4.5.1.8. The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

4.5.1.9. Response Times*

4.5.1.9.1. Orders that are scheduled by 5pm local time the day before the required services are defined as scheduled in advance. With the exceptions found below, the contractor shall arrive on time for all orders scheduled in advance.

4.5.1.9.2. For all add-ons (not scheduled in advance) transportation requests, with pick up at Saginaw VAMC: The contractor will be allotted up to a sixty (60) minute response time from time of order placement for transportation requests that are not previously scheduled in advance.

4.5.1.9.3. For transportation requests which do not have a pick-up at Saginaw VAMC:

a. The contractor may be required, if requested by the VA, to dispatch a transport vehicle on short notice for transportation request not scheduled in advance; for these transportation requests the contractor shall dispatch the transport vehicle within thirty (30) minutes of receiving the order.

b. Pick-up appointment times shall be agreed upon by the VA and contractor at time of order placement and be reasonable based upon travel distance, speed limits, and weather conditions.

c. The contractor’s patient pick-up time cannot be more than 15 minutes prior to the schedule pickup time nor 15 minutes later than the scheduled pickup time for transportation requests scheduled in advance.

* The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur.

4.5.2. Cancellations

4.5.2.1. For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government.

4.5.2.1.1. A “no show” is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for the type of service requested (Wheelchair or Ambulatory) and the one-way mileage (Wheelchair or Ambulatory) accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation.

4.5.2.2. For transportation requests OUT of Saginaw VAMC ONLY – The contractor will immediately dispatch a vehicle upon receipt of the order (including transportation requests in which the final destination may change prior to pick up due to the critical condition of the patient). When the contractor is notified of a cancellation prior to arrival at the Saginaw VAMC campus, there shall be no charge to the Government.

4.6. Pick-Up/Drop-Off/Reporting Procedures

4.6.1. Transport personnel shall pick-up and deliver patients at specified locations (e.g., front door of Emergency Entrance). These locations will be specified by VA staff when an order is placed and communicated to the transporting personnel.

4.6.2. When applicable, transport personnel shall report to the Veteran Transportation Service (VTS) Dispatcher or Administrative Officer of the Day (AOD) to (1) announce his/her arrival to pick-up and transfer the patient and (2) obtain report of pertinent information regarding the patient’s condition from the primary nurse/physician.

4.6.3. When delivering a patient, transport personnel shall give report to the appropriate VA healthcare staff and provide a copy of the run sheet which will be retained by the facility for inclusion to the patient’s medical record.

4.6.4. In cases where transport personnel must divert to a local emergency department while performing a VA authorized transport, the contractor’s dispatcher shall notify the VA Beneficiary Travel Department or Administrative Officer of the Day of the patient’s location and status as soon as this information becomes available.

4.7. Patient Welfare

4.7.1. The contractor shall be responsible for the patient’s welfare during transport. The contractor shall be held responsible for patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor’s expense.

4.7.2. The VA requires the contractor to exercise extreme caution and care in the handling of patients.

4.7.3. If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify the Contracting Officer’s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported. In the event that the beneficiary refuses to be properly secured, they shall be returned back into the building which they came from.

4.8. Incident Reporting

4.8.1. The contractor shall notify the COR, Requestor, Program Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the COR, Program Manager, or Beneficiary Travel Department, by the close of business of the next working day.

4.8.2. The COR will monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions in a timely manner. The contractor shall promptly inform the COR of any complaints received directly from patients. If warranted, the VA may conduct incident investigations and require written response from the contractor within 48 hours of request.

4.9. Invoicing

4.9.1. Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.

4.9.2. When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile.