36C25219R0027.docx

36C25219R0027

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

578-19-1-126-0012 36C25219R0027 Maureen Hoesly 414-844-4853 02-19-2019 12:00pm CST 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 X X 485991 $15 Million X N/A X Department of Veterans Affairs Edward Hines Jr.

VA Hospital 5000 S. 5th Ave.

Hines IL 60141 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Twenty-four (24) hour / 7 days per week wheelchair van and sedan transportation services.

SOLICITATION NOTICE OF TIERED EVALUATIONS INCLUDING

LARGE BUSINESS CONCERNS, SEE PAGE 4.

See CONTINUATION Page X X X Maureen Hoesly

SECTION B - CONTINUATION OF SF 1449 BLOCKS

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

DUNS NUMBER NO. ______________________________________

b. GOVERNMENT: MAUREEN HOESLY

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

a. FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM – SYSTEM FOR AWARD

3. INVOICES: Invoices shall be submitted in arrears in accordance with:

a. 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)

b. SUBMITTED WEEKLY

c. See Section 9 of PWS

d. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. To submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-752-0900 option 2 for enrollment.

e. Contractor shall submit an electronic invoice to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx after their itemized report has been reviewed and approved by the Contracting Officer’s Representative (COR). For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

f. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info listed in Section 9 of the PWS). Invoices shall also include any payment discount terms.

g. For questions regarding invoice receipt or payment, please call VAFSC directly at 1-877-353-9791 or email vafsccshd@va.gov

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@ob10.com <http://VA.Registration@ob10.com/>

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov <http://va.gov/>

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

OFFER REQUIREMENTS & INSTRUCTIONS:

See Section E.1. 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS (OCT 2018) and Section E.2 GENERAL INSTRUCTIONS TO OFFERORS.

EVALUATION/BASIS OF AWARD:

This is a commercial item acquisition that will be conducted under the authority of FAR 15.101-1 – Tradeoff Source Selection Process. See 52.212-2 Evaluation – Commercial Items (Section E.11) for a description of the factors in addition to price that the Government will use to evaluate offers. Prospective contractors must furnish the information listed herein with their proposals to ensure they receive full consideration.

This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127.

TIERED EVALUATIONS INCLUDING LARGE BUSINESS CONCERNS: All proposals under this solicitation will be subject to a tiered evaluation that include the following tiers: (1) SDVOSB concerns, (2) VOSB concerns, (3) small business concerns, with HUBZone small business concerns and 8(a) participants having priority; and (4) full and open competition (unrestricted), which includes large businesses (other than small business concerns). If award cannot be made in any of these tiers, the solicitation will be cancelled and the requirement resolicited.

For detailed instructions on tiered evaluations, please see FAR 52.212-2 Evaluation – Commercial Items.

CONTRACT ADMINISTRATION:

The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. The contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments (orders/transportation requests are excluded) or issue changes that will affect price, quantity or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment will be made in the task order price to cover any increase in cost incurred thereof.

PRICE SCHEDULE

Contractor must provide firm-fixed unit pricing for all of the line items listed on Attachment A – Price Schedule and must complete all years (Years 1-5) in the 5-year ordering period.

CLINs ending in 001 and 002: An order is a one-way trip to/from the respective VA facility. Orders within a 30 mile radius of any facility are paid on a flat rate basis. The flat rate shall include fifteen (15) minutes of wait time per order. Facilities include the main hospital at Hines, IL and associated Community Based Outreach Clinics (CBOCs) and are listed at section B.4, paragraph 18.

CLINs ending in 003 and 004: when an order requires a one-way trip in excess of 30 miles, an additional charge shall be incurred for the mileage over 30 miles. The rate for each of these CLINs shall be the rate per mile (paid in addition to the flat rate) for all miles exceeding 30 on each trip. The total for CLINs 0003 and 0004 shall not exceed 175,000 miles each per ordering year.

CLINs ending in 006 is paid only when wait time per order exceeds the initial fifteen (15) minute period included in the flat rate and shall be quoted for each additional 15 minute increment. The total for CLIN 0006 shall not exceed $20,000.00 per ordering year.

Transportation services listed shall include any bridge, tunnel or road toll charges. Contractor shall not bill the VA for any such separate charges.

All prices and rates shall be for loaded (patient onboard) services and mileage only. But for exceptions indicated in Section B.4, PWS Paragraph 4.1 Cancellations below, the Government shall not pay for unloaded (no patient) services or mileage.

The quantities in the Est. Qty. column are estimated quantities only and shall be considered nonbinding.

The guaranteed minimum is $500,000.00 and will be met in the initial fiscal year of the contract award.

The total maximum amount of services acquired under this contract shall not exceed $35,000,000.00.

Orders shall be placed in accordance with PWS Section 3. The default method of payment shall be electronic funds transfer submitted into Tungsten, unless the Ordering Officer specifies otherwise.

The VA will conduct an annual economic price adjustment to CLINs ending in 003 and 004. See VAAR Clause 852.216-72 PROPORTIONAL ECONOMIC PRICE ADJUSTMENT OF CONTRACT PRICE(S) BASED ON A PRICE INDEX (MAR 2018) for more information.

36C25219R0027 Ordering officers will be authorized to place orders against this contract. The Contracting Officer will furnish the Contractor with the names of individuals authorized as ordering officers, by separate memorandum upon issuance of the contract. When ordering officers are added after award, the Contracting Officer will furnish the Contractor with the names of individuals authorized as ordering officers, by memorandum upon ordering officer appointment. Ordering officers are responsible for issuing and administering orders placed under this contract. Ordering officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders.

B.4 PERFORMANCE WORK STATEMENT (PWS)

1. PURPOSE: The Contractor shall furnish the necessary personnel and equipment to provide for twenty-four (24) hour 7 day a week wheelchair van and sedan transportation services to the beneficiaries of the Edward Hines Jr. VA Hospital (VAH) in Hines, IL and associate Community-Based Outpatient Clinics (CBOC). Service will be from Veteran’s residence, Midway or O’Hare airports, or Amtrak Union Station to a designated VA facility or back, between VA facilities and non-VA facilities providing care at VA expense. Vehicles transporting patients shall not carry any person not directed on manifest sent to the contractor by a VA employee of the patient beneficiary office. The VA intends to award a single IDIQ contract for a five-year ordering period. Actual trip quantities may vary. Contractor shall dedicate at least 25 wheelchair capable passenger vans and 20 sedans and 45 corresponding drivers for use on this contract.

2. REQUIREMENTS:

2.1 VEHICLE REQUIREMENTS: The contractor must meet all safety and mechanical standards established by Local, State and Federal statutes and regulations. Vehicles used to provide services under this contract shall meet requirements including, but not limited to the following. An inspection checklist shall be completed for each vehicle daily and must address at least the following items. This checklist for the applicable service date shall be kept in the vehicle. After the day is over, the checklist shall be retained by the Contractor to be made available to the Government upon request.

2.1.1 Have passed the Illinois Department of Transportation safety inspection.

2.1.2 Have functioning mechanisms which ensure that all access doors are capable of being opened from the inside and remain closed and secure during travel.

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

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

2.1.5 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.

2.1.6 Be equipped with hubcaps or wheel covers.

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

2.1.8 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.

2.1.9 Have unobstructed vision on all sides.

2.1.10 Be equipped with an operable two-way radio and/or cellular telephone communication system, which afford contact with the vehicle during all hours of operation. Beepers/pagers are not an acceptable substitute.

2.1.11 Have windows and doors, which can be opened and closed in accordance with manufacturer standards.

2.1.12 Not have leaks of any kind.

2.1.13 Be equipped with a functioning horn.

2.1.14 Have operable seat belts on all seats.

2.1.15 Have fully charged, certified and non-expired fire extinguisher.

2.1.16 Wheelchair vehicles shall be equipped with lifts or ramps, with a minimum lift capacity of 800 pounds, and shall have wheelchair tie down straps and effective securing devices to secure both wheelchair and wheelchair occupants.

2.1.17 Have a backup for all lift capacity. The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty/occupied lift if the power to the lift fails.

2.1.18 A fixed seat position or a fixed secured floor or sidewall wheelchair lock shall be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs. Driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

2.1.19 The Contractor shall provide the Contracting Officer’s Representative (COR) and the Alternate COR with a list of all vehicles used to provide Services under this contract, including vehicle license numbers, insurance certificates, and the current odometer reading for all vehicles prior to initiating service. An updated list shall be provided to the COR/Alternate COR monthly.

2.1.20 All vehicles shall be made available for inspection at any reasonable time (in accordance with paragraph 2.3.5) during the performance of this contract when requested by the Contracting Officer (CO) or COR. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall be removed from service immediately. That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies. Hines VAH reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement may be cause for disallowance of compensation for services rendered in the violating vehicle.

2.1.21 The Contractor shall assign each vehicle a number that will be displayed on placard(s) within the vehicles. These placard(s) must be easily visible to any passengers transported in the vehicle. The Contractor shall provide a list of all assigned vehicle numbers by Vehicle Identification Number (VIN) to the COR/Alternate COR within 30 days of award of the contract.

2.1.22 All vehicles shall be serviced with sufficient fuel to complete patient transport without stopping to refuel during patient transport. For patient trips in excess of 150 miles refueling the vehicle is permitted as necessary.

2.2 OTHER REQUIREMENTS:

2.2.1 The contractor shall supply a wheelchair for transporting patients. VA owned wheelchairs marked as VA Property may not be removed from the medical center without approval from the Mobility Manager, the Beneficiary Travel Supervisor, or Administrative Officer of the Day (AOD).

2.2.2 Due to weight or size, some patients may be defined as “bariatric” patients and require the use of oversized wheelchairs and/or high-back wheelchairs (supplied by the VA or the patient). Because of specialized care for Spinal Cord Injury patients, their motorized wheelchairs will need to accompany these patients in the vehicle so that the wheelchair may be adjusted to changing pressure points.

2.2.3 If a patient being transported declines to be properly belted or removes the securement devices himself/herself, the driver shall immediately notify the Contracting Officer’s Representative of this fact prior to departure or upon arrival at destination. The Contractor shall not transport any patient who refuses to be properly secured while being transported.

2.2.4 Patients using motorized electric carts (supplied by the patient) shall be secured in accordance with Federal and State regulations for transport or transfer to a manually operated wheelchair before being loaded in the vehicle. The motorized cart will be loaded separately and must be secured to the vehicle during transport.

2.2.5 Some patients may have to transfer to the standard passenger bench seat and wear the safety belt required for riding in that seat. The driver will secure the cart to keep it from moving and becoming a hazard during transit. If the patient refuses to transfer to the passenger bench seat and/or refuses to wear the appropriate safety belt, the contractor shall not transport the patient. This will be treated as a “No Load” situation, per section 4.1(2). A patient may remain in their chair if properly secured in the chair.

2.2.6 If or when patient’s medical records are transported, Contractor shall ensure that Privacy Act of 1974 guidelines are followed.

2.2.7 Contractor shall provide personal protective equipment (gloves) and spill kits to drivers to ensure they are adequately prepared to address biological fluids.

2.2.8 Contractor shall provide no more than two (2) personnel to be located at the Hines facility capable to receive daily transportation manifests and be on hand to coordinate and ensure the timely service of transportation orders to/from all facilities. Contractor personnel will have access to documents printed by VA employees on a VA network printer, but no contractor IT systems will be connected to the VA network.

2.3 VEHICLE INSPECTIONS:

2.3.1 The Contractor shall follow an approved inspection plan that specifies the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the company or title of the individual(s) who shall perform such inspections. Inspection reports shall be made available upon request.

2.3.2 The Hines VAH shall inspect all vehicles that are to be utilized in the performance of this contract. These inspections shall be conducted at the beginning of the contract and before each initial use of a vehicle.

2.3.3 Contractor shall not use any vehicles for this contract that do not pass inspection based on criteria in section 2.1.

2.3.4 Contractor shall contact the COR to coordinate the date, time, and location for inspections.

2.3.5 The Hines VAH shall inspect vehicles periodically to insure vehicles meet VA standards for patient transportation. If/when periodic inspections occur, they shall be conducted at random by the Contracting Officer’s Representative (COR) and may be conducted at a Government or a Contractor facility. If conducted at a Government facility, the inspection location shall be the VA Medical Center at Hines IL (VAMC Hines), and vehicle(s) designated to be inspected will be those instructed to arrive early for a previously scheduled transportation order. If/when an inspection is to be conducted at VAMC Hines, the contractor shall have no less than two (2) hours notice for each vehicle to be inspected. During the two (2) hour period, the contractor shall have one (1) hour to get the respective vehicle to VAMC Hines one (1) hour earlier than the scheduled patient pick up time during which time the inspection shall occur. The contractor shall not be entitled to extra compensation for arriving to the facility early nor for inspection time. The charge shall be the same as it is to meet the existing transportation order. If a vehicle is instructed to be at a facility for an inspection without a corresponding transportation order, the Government will consider this a “No Load” order and compensate the contractor for an order for a one-way trip at the Flat Rate. If/when an inspection is conducted at the contractor’s facility, the contractor shall have an hour notice and all vehicles performing services against the contract that are not currently transporting VAMC Hines patients, shall be subject to inspection at the discretion of the COR.

2.4 DRIVERS' DUTIES

2.4.1 The driver shall provide “through the door service” for patients to and from their designated appointments.

2.4.2 Patients are to be picked up or dropped off on the ward, in their homes, in their clinic, or at other stated areas and taken to their stated destination or appointment.

2.4.3 Assistance in maneuvering stairs and other barriers must be provided by the driver and/or attendant as necessary.

2.4.4 When a patient is delivered to or departing from a destination (i.e., a clinic or other appointment), a responsible party at the destination must be informed of the patient’s arrival by the driver or attendant. “Responsible party” is defined as any driver, professional staff at medical center, nursing home or clinic, or patient’s concerned other.

2.4.5 When a veteran is picked up at an airport or train station, the VA shall provide the contractor with the flight number or train number and the driver / attendant shall meet the veteran in the terminal and provide assistance for the veteran and their luggage to the vehicle.

2.5 ATTENDANT’S DUTIES

2.5.1 Attendants shall be provided upon request.

2.5.2 Attendants shall assist the driver with the transportation of patients as required. Such assistance may include informing responsible parties at the destination of the patient’s arrival, meeting the patient at the pickup location, escorting the patient to and from the vehicle to the pickup location and destination, and assisting the patient with entering and exiting the vehicle.

2.6 PERSONNEL QUALIFCIATIONS FOR DRIVERS AND ATTENDANTS

2.6.1 The Contractor shall not replace any personnel without first notifying the VA, providing all necessary information to the VA regarding the new person, and obtaining VA approval to use the new driver.

2.6.2 The Contractor shall provide the COR/Alternate COR an updated list of personnel by the fourth day of each month when additions or deletions have been made during the previous month. The Contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points assessed against their driver’s license, none of which were assessed for “Reckless Driving.” VAMC Hines reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section. Contractor shall provide a readable copy of the state driver’s license as supporting documentation.

2.6.3 The Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of a wheelchair, sedan vehicle driver and attendants, as well as complaints made against any contractor personnel. The Contractor shall make these records available for inspection upon request by the Contracting Officer or the COR.

2.6.4 Contractor shall conduct drug testing of all personnel and submit the results to the VA prior to the driver performing duties under this contract. Contractor shall likewise conduct random drug testing annually, and provide these results to the VA upon request.

2.6.5 Drivers or dispatcher shall immediately contact the Beneficiary Travel Office for approval, prior to transporting a Hines VAH beneficiary if they appear to be under the influence of drugs or alcohol, or in possession of illegal drugs. Drivers shall not transport anyone who insists on smoking during the transport, this includes drivers and attendants as well. All Contractor personnel shall display professional manners at all times. Rude or obscene behavior or language shall not be accepted.

2.6.6 Drivers shall wear clean and unsoiled uniforms of the contractor with a picture identification (ID) badge that clearly identifies the company they work for. Uniform shall consist of a collared shirt (i.e. polo shirt), slacks or shorts, and closed-toe shoes. Uniforms shall not include baseball caps or high-heeled shoes.

2.6.7 Reserved.

2.6.8 Prior to performing services under this contract and every two years thereafter, each driver shall obtain a physician’s statement or the statement of a nurse practitioner certified by the American Nurses’ Association (or other professional nursing certifying organization having authority to certify registered nurses in advanced nursing practice) that the driver has no current medical condition that interferes with the driver’s ability to drive safely. It must be obtained before driving a special transportation service vehicle. Drivers for facilities that are licensed by the Department of Health or the Department of Human Services and required by either of those departments to provide a physician’s or nurse practitioner’s statement of health on a regular basis may substitute that form or statement for the form required in this part. A driver who has a driver’s license containing a valid school bus endorsement issued under Illinois Statutes, (or other state equal) or the rules of the commissioner of public safety, or a current United States Department of Transportation health card, may furnish a copy of that endorsement or card instead of furnishing the physician’s statement of health.

2.6.9 Each driver must be at least 18 years of age and have not less than three years of experience as a licensed driver. Each driver’s record for the past three years shall have no convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and each driver’s driving and criminal records shall have no conviction for driving under the influence of alcohol or a controlled substance, for alcohol-related driving, or driver's license revocations.

2.6.10 Each driver must also have a record clear of criminal convictions of crimes or anticipatory crimes against persons, and crimes or anticipatory crimes (to include warrants and pending court cases) reasonably related to providing special transportation services.

2.6.11 All contractor employees performing services under this contract or who will have access to VA sensitive information under this contract are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Check. Annually thereafter, the contractor shall provide background check information for all drivers and attendants.

2.6.12 Drivers must be able to speak fluent English.

2.7 DRIVERS' CONDUCT: The following acts are not permissible by drivers that provide services under this contract or while on VA premises.

2.7.1 Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor’s prescriptions which do not impair driver’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

2.7.2 Gambling while on duty in any form.

2.7.3 Smoking and other uses of tobacco while on duty. Both Patients and Contractor are prohibited from smoking in vehicles at any time. The smell and residual smoke may cause other patients who shall be riding in the vehicle to become ill.

2.7.4 Carrying of pistols, firearms or concealed weapons.

2.7.5 Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

2.7.6 Spitting is prohibited.

2.7.7 Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees.

2.7.8 Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

2.7.9 Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system or cell phone (as per paragraph 2.1.10).

2.7.10 Soliciting or accepting money for any reason (including tips) from customers, companions or others at any time.

2.7.11 Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract.

2.7.12 Communication via radio and/or cell phone, etc., from within any vehicle performing to meet the terms and conditions of this contract shall be in accordance with all applicable laws and regulations, policy, and, in all cases, must be conducted in a manner that does not jeopardize the safety of any person being transported.

2.8 DRIVER & ATTENDANT TRAINING REQUIREMENTS: Contractor personnel shall complete all required training before providing services under this contract.

2.8.1 Each employee shall complete four (4) hours of training in first aid (or show evidence of possessing American Red Cross First Aid Certificate), and shall successfully complete a refresher first aid course every two (2) years.

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

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

2.8.2.2 Discussion of common assistance devices used by elderly and handicapped patients.

2.8.2.3 Discussion of attitudes toward elderly, handicapped or mentally challenged patients which includes the participation of elderly, handicapped or mentally challenged patients.

2.8.2.4 Instruction in methods of handling wheelchairs.

2.8.2.5 Instruction in moving, lifting and transferring patients.

2.8.2.6 Guidelines for transporting handicapped patients.

2.8.2.7 Instruction in the operation of lifts, ramps and wheelchair securement devices.

2.8.3 Each employee shall be instructed in the use of a fire extinguisher, radio dispatch, and vehicle ramp operations, wheelchair lift and securement devices; and shall call 911 in a medical emergency or accident.

2.8.4 Each employee shall complete four (4) hours of classroom instruction in defensive driving and two (2) hours of abuse-prevention training.

2.8.5 The Contractor must have on file satisfactory evidence of above training, evidence that the instructor is qualified to teach the above, and the certificates for instructor and trainee/driver for First Aid available for review and inspection by the VA Contracting Officer and inspection team.

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

2.9 COMMUNICATION SYSTEM

2.9.1 The Contractor shall maintain sufficient telephone capacity to ensure immediate communication access between Hines VAH and the Contractor’s facility for the purposes of conducting business in the performance of the contract.

2.9.2 The Contractor shall have telephone coverage to accept calls from Hines VAH seven (7) days a week/24 hours a day/365 days a year, and assign at least two Operation Managers and two Dispatchers to ensure there is immediate access and communication between Hines VAH personnel and contractor 24 hours a day 7 Days a week..

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

2.9.4 The contractor shall provide the COR/Alternate COR with the name and phone number of the person to contact in case of any issues or concerns with contract performance.

2.10 GLOBAL POSITIONING SYSTEM (GPS)

2.10.1 All Vehicles shall be equipped with a GPS tracking system or other system that has the following capabilities:

2.10.1.1 Line Mapping – step by step directions.

2.10.1.2 Landmark Stop – gives you point by point directions with major landmarks.

2.10.1.3 Mileage – gives you the daily travel mileage from point to point daily.

2.10.1.4 Wait/Idle Time Tracking – gives you the time a vehicle spent waiting at a pickup location.

2.10.1.5 Data must be exportable to the Government for the purpose of trip mileage and wait time verification and must accompany invoices..

2.11 CERTIFICATION OF INSURANCE COVERAGE

2.11.1 Within ten (10) days after award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of Insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury and$20,000 per occurrence for property damage and an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term “shall endeavor” is not acceptable as issued by Insurance Carrier. At no point shall the contractor be operating with less than the above insurance.

2.12 ON SITE CONTRACTOR PERSONNEL

2.12.1 The contractor shall provide an on-site coordinator at the Hines VAH to coordinate and monitor trips, eight hours a day, five days a week (Monday through Friday, 9:30 a.m. to 6:00 p.m.) in the Dispatcher Office. Hours may be subject to change at the discretion of the Hines VAH.

2.12.2 The contractor’s on-site coordinator will not work weekends and holidays. The contractor shall dispatch from their site on weekends and holidays.

2.13 COMMERCIAL SCHEDULING AND TRACKING SOFTWARE

2.14 SEASONAL INFLUENZA PREVENTION PROGRAM

2.14.1 Before the start of contract performance, and by November 30 of each year thereafter, all Contractor personnel providing services in VHA locations where patients receive care and all personnel who come in contact with VA patients must sign and submit to the COR the Health Care Personnel Influenza Vaccination Form to indicate whether they have been vaccinated for influenza, provide necessary documentation if they have been vaccinated, and acknowledge that they have read, understood, and agree to comply with the requirement that in the absence of vaccination they will be expected to wear a face mask throughout the influenza season when in VHA locations where patients receive care or when expected to come into contact with VA patients including transport.

2.14.2 Influenza vaccine is any FDA approved, commercially available product recommended by the Centers of Disease Control and Prevention (CDC) for the prevention of influenza in a particular season. A face mask is a surgical mask worn over the nose and mouth. Fitted N95 respirators or other respirators are not required.

3 TRANSPORTATION REQUEST

3.1 TRANSPORTATION REQUEST

3.1.1 A transportation request is defined as one incidence for wheelchair transportation or sedan services by the VA to the contractor and shall be one-way only. At the discretion of the VA, more than one patient may be transported per trip.

3.1.1.1 The contractor may be required to provide an attendant for some transportation request as deemed necessary by the VA.

3.1.1.2 Transportation requests will be made via telephone, facsimile, in person, or other arrangements deemed tenable by both the VA and contractor.

3.1.1.2.1 Only the Contracting Officer and Ordering Officers are authorized to place transportation requests or make changes to transportation requests. Non-authorized VA employees and private agencies (e.g. nursing homes) are not authorized to place transportation requests.

3.1.1.2.2 For each order, the contractor will be given the patient’s name, pick-up appointment time, pickup address, attendant and or caregiver/escort information (if applicable), drop-off address, and any other applicable details (e.g. specific clinic, ward, room number, etc.).

3.1.2 VA Ordering Officers shall provide written, telephonic, facsimile, in person or other transportation requests to the Contractor for next day transportation requirements with the final manifests submitted by 7:00pm.

3.1.2.1 Telephonic transportation requests will be confirmed in writing upon receipt of the order.

3.1.2.2 The VA transportation office shall maintain a transportation order manifest for all transportation requests. Confirmation of receipt of the transportation order shall be made by 7:30 pm each day.

3.1.2.3 The government anticipates the majority of the transportation services will be required between the hours of 6:30 a.m. and 7:00 p.m., Monday through Friday.

3.1.2.4 Scheduled trips are those which the contractor has been given advance notice defined as notice given by 7:00 p.m. the day prior to pick up for required services and a specific pick up time.

3.1.2.5 Changes shall be made by telephone, fax or email and shall be confirmed within 30 minutes of the change being requested.

3.1.2.6 Patients waiting for return transportation [departing from a respective facility to the veteran’s drop off point (residence, etc.)] shall be picked up no later than one hour of notification.

3.2 SAME DAY TRANSPORTATION REQUEST: During the course of the day it may become necessary to add patients to the Contractor’s list. When this occurs the VA shall fax, telephone or email the order to the contractor. The Contractor shall maintain on-hand vehicles/drivers to meet surge capacity of up to two of these “ad hoc” requests daily. When requested, the “on hand” vehicles shall be immediately dispatched to the VA patient pick up location(s). The Veteran Transportation Office shall maintain a log for all same day trips (including weekend and holidays) which shall include the patients name, location/destination, time of call and requested pick up time. The contractor shall immediately (within 15 minutes) confirm the request and confirm the time the patient being to be picked up.

4. PICK UP AND DELIVERY: The appointment and arrival times determines when the Veteran is picked up. Pick-up times are determined by the VA Beneficiary Travel Office at the time the order is placed. For pickups, the contractor can arrive up to 15 minutes before a scheduled pick up time to 15 minutes after the scheduled pick up time and still be considered on-time. Patients must be dropped off at the scheduled drop off locations (as designated by the facility) no earlier than 90 minutes before and no later than 30 minutes prior to the scheduled appointment. Contractor must notify Veteran Transportation Office if the patient is running late to an appointment. If the Veteran is not at the location, unable or refuses to be transported the contractor shall notify the Veteran Transportation Office and shall be reimbursed for a one-way trip after VA has authorized Contractor to leave without the patient.

During regular business hours (Monday through Friday 7:30am – 4:30pm), all drivers shall report to the Veteran Transportation Office/Dispatch Office at the time a patient is delivered to, or picked up at the Hines VAH for the purpose of logging the patient in or out. After hours and weekends, all drivers shall report to the Administrative Officer of the Day (AOD) at the time a patient is delivered to, or picked up at the Hines VAH for the purpose of logging the patient in or out. Drivers must document the arrival or departure of patients being transported, by filling out the log in/out sheets provided by the Government, including:

a. Patient’s name

b. Date and time of pick up/delivery

c. Vehicle Identification Number

d. Name of driver

e. Contractor’s name

Drivers will document arrival and departure information for non-VA facilities with their dispatcher and contractor shall provide this information to the COR/Alternate COR within 48 hours of request.

4.1 CANCELLATIONS:

The Government reserves the right to cancel any patient pick-up due to late contractor response time (late defined as 30 minutes) after the specified pick-up time at no additional cost to the Government. Government may either reschedule the pick-up for another time or employ the services of another firm, contracted or non-contracted, for same day service. Contractor will be responsible for all additional costs incurred by the Government if another firm is utilized.

(1) The contractor shall not charge for scheduled trips cancelled at least sixty (60) minutes prior to pick up time. In the event that cancellation is made at least 60 minutes prior, but due to the long distance associated with the pickup, the vehicle has already been dispatched, the cancellation will be treated as a “No Load” per paragraph (2) below. For trips scheduled for the same day there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

(2) The contractor will report details concerning all “No Loads” incidents to Veteran Transportation staff or Administrative Officers on Duty (AOD) prior to leaving the pick-up point for verification by VA. A “No Load” is defined as a trip without passengers when the for no passengers situation occurs due to no fault of the contractor (Veteran patient no show, etc.) Anytime that the contractor anticipates or determines a No Load situation exists, the contractor must immediately call the Veteran Transportation Office. This call is only for the purpose of verifying his/her arrival at the pickup point. If contractor vehicle is no loaded at a VA facility (e.g., patient will not be ready for transport for an hour or more) the one-way trip rate will apply. If no loaded elsewhere, other than the VAMC (e.g., patient refuses transport, refuses to transfer to bench seat or wear seat belt, or patient medically/mentally unsuitable for transport), mileage will be computed from Contractor’s place of performance (dispatching address) to pick-up site. All charges for a “No Load” must be approved by the COR or their designee.

4.2 SERVICE DISRUPTION: The Contractor shall immediately report any and all vehicle breakdowns or other problems that may cause service disruptions to the COR/Alternate COR. When breakdowns occur the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Veteran Transportation Office.

Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COR/Alternate COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR/Alternate COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

Driver will not detour or stop for personal trips requested by patients (i.e., store, pick-up laundry, etc.).

5. NUMBER OF PATIENTS: At the discretion of the VA, more than one patient may be transported per trip. Generally, up to two patients may be transported on one trip, however no more than the number authorized by the State in which operating. With proper approval, the VA shall allow the Contractor to charge for two trips when more than one patient is transported. The Contractor shall ensure that pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the Government. One family member or caregiver who is at least 18 years of age will be permitted to accompany the patient at no charge.

6. RATES:

6.1 TRIP CHARGES:

For all one-way trips within a 30 -mile radius of the point of care, the Contractor shall receive the flat rate awarded for that trip. The Contractor shall also receive the mileage charge in addition to the flat rate for any one-way trips outside this 30 -mile radius. In no event, shall the Contractor receive reimbursement for the mileage charge for any mileage under this 30 -mile radius.

Payment for mileage travel beyond the 30 mile radius, to or from the point of care shall be limited to the VA’s calculation according to the VA’s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel. The contractor shall be notified of the Government pre-calculated (authorized) trip mileage for each trip on the manifest provided to the contractor prior to each order (transportation trip) execution in accordance with the chart at paragraph 3.1.2.7. For the purpose of this contract, the 30-mile radius is to or from the patient’s point of care. See the Schedule of Supplies/Services for Not to Exceed amounts for mileage. Flat rate charge is inclusive of tolls, parking, and airport fees.

6.2 WAITING TIME: Rates shall include one quarter hour of waiting time at either end or both ends of a trip. Waiting time will begin at the actual point of pick-up, i.e. on the ward, at the clinic, or at the patient’s residence. Billable waiting time accrues when the contractor has been present at the pick-up location for more than 15 minutes beyond the initial pick-up time.