36C25220R0023.docx

36C25220R0023

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

36C25220R0023 06-10-2020 Maureen Falaschi 414-844-4800 X 44853 06-30-2020 10:00 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 X X 485991 $16.5 Million N/A X 36C252 Milwaukee Area to include the Clement J.

Zablocki VAMC and associated CBOCs.

Also includes other VA and non-VA facilities in accordance with the PWS

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 Provide 24 hour / 7 days a week wheelchair van and sedan transportation services to eligible beneficiaries.

See Performance Work Statement See CONTINUATION Page X X Maureen Falaschi

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

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

DUNS NUMBER NO. ______________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

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 (OCT 2018)

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

a. 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

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 2018)

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: https://authentication.tungsten-network.com/login 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@Tungsten-Network.com

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

* FSC e-invoice email: vafsccshd@va.gov

5. INVOICES cont:

a. Payments shall be made in arrears upon receipt of a properly prepared invoice

b. 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. In order 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.

c. Contractor shall submit electronic invoices weekly for services performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

d. 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). Invoices shall also include any payment discount terms.

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

ACQUISITION OF COMMERCIAL ITEMS:

This Request for Proposal (RFP) solicitation is issued under the authority of FAR Part 15.101-1 Tradeoff Source Selection Process. See 52.212-2 Evaluation – Commercial Items 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.

For detailed instructions on submittal requirements, please see FAR 52.212-1 Instructions to Offerors – Commercial Items.

QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any questions to this solicitation must be submitted in a written form via e-mail to the Contracting Officer, Maureen.Falaschi@va.gov no later than June 17th at 2:00pm local time. No other form of communication will be accepted. Questions will be addressed via solicitation amendment and posted to Contract Opportunities.

SPECIAL NOTES:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment 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 Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

SITE VISIT:

It is encouraged that all potential offerors attend the scheduled site visit for this solicitation to fully understand the nature of the work (pickup and drop-off areas, etc.). Failure to do so shall in no way relieve the successful offeror from performing the work in accordance with the PWS.

RAMP-UP

The contract will include a 60-day ramp-up period, gradually ordering more transports under contract over the first 2 months with comprehensive services starting no later than October 1, 2020.

**The rest of this page left intentionally blank**

PRICE SCHEDULE

Contractor must provide firm-fixed unit pricing and total pricing for all line items listed in the following Price Schedule for all ordering periods.

The total maximum amount of services acquired under this contract shall not exceed $35,000,000.00. The Contractor shall notify the Contracting Officer when they have invoiced for 80% of the contract ceiling amount.

The guaranteed minimum is $100,000.00 and will be met in the initial fiscal year of the contract award.

CLINs ending in 001 and 002: An order is a one-way trip for loaded (patient onboard) services. This base rate includes the first 16 miles of the transport. The base rate shall include fifteen (15) minutes of wait time per order.

CLINs ending in 003 and 004: when an order requires a one-way trip for loaded services in excess of 16 miles, an additional charge shall be incurred for the mileage over 16 miles. The rate for each of these CLINs shall be the rate per mile (paid in addition to the base rate) for all miles exceeding 16 on each trip.

CLINs ending in 006: paid only when wait time per order exceeds the initial fifteen (15) minute period included in the base rate and shall be quoted for each additional 15-minute increment.

CLINs ending in 007: paid only when the trip for patient pick-up exceeds 75 miles (unloaded) in accordance with PWS Section 9.4. This flat rate is inclusive of all associated costs.

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

The quantities in the Est. Qty. column are estimated quantities only and shall be considered nonbinding. The Contractor shall track the aggregate quantity of services performed under each line item for each ordering period and provide to the COR quarterly, or more frequently if requested.

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.

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. The Contracting Officer will update this list throughout the life of the contract as Ordering Officers change. 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.

**NOTE** The estimated quantities in the Price Schedule below are under normal operating conditions. The estimated # of transports throughout the period of the COVID-19 Safe at Home was approximately 75% less than normal operating conditions.

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

QUANTITY

Wheelchair Van Base Rate: One-way trips (inclusive of first 16 miles) Ordering Period 1 POP Begin: August 1, 2020 POP End: September 30, 2020

Sedan Base Rate: One-way trips (inclusive of first 16 miles)

Wheelchair Van Mileage Rate: One-way mileage rate (in excess of 16 miles)

Sedan Mileage Rate: One-way mileage rate (in excess of 16 miles)

Attendant Fee (for trips requiring an attendant)

Waiting Time per quarter hour (15 min) beyond initial quarter hour

Flat Fee: When unloaded miles for patient pickup exceed 75 miles. Inclusive of all associated costs.

ESTIMATED ORDERING PERIOD 1 TOTAL: $_____________

Wheelchair Van Base Rate: One-way trips (inclusive of first 16 miles) Ordering Period 2 POP Begin: October 1, 2020 POP End: September 30, 2021

Sedan Base Rate: One-way trips (inclusive of first 16 miles)

Wheelchair Van Mileage Rate: One-way mileage rate (in excess of 16 miles)

Sedan Mileage Rate: One-way mileage rate (in excess of 16 miles)

Attendant Fee (for trips requiring an attendant)

Waiting Time per quarter hour (15 min) beyond initial quarter hour

Flat Fee: When unloaded miles for patient pickup exceed 75 miles. Inclusive of all associated costs.

ESTIMATED ORDERING PERIOD 2 TOTAL: $_____________

Wheelchair Van Base Rate: One-way trips (inclusive of first 16 miles) Ordering Period 3 POP Begin: October 1, 2021 POP End: September 30, 2022

Sedan Base Rate: One-way trips (inclusive of first 16 miles)

Wheelchair Van Mileage Rate: One-way mileage rate (in excess of 16 miles)

Sedan Mileage Rate: One-way mileage rate (in excess of 16 miles)

Attendant Fee (for trips requiring an attendant)

Waiting Time per quarter hour (15 min) beyond initial quarter hour

Flat Fee: When unloaded miles for patient pickup exceed 75 miles. Inclusive of all associated costs.

ESTIMATED ORDERING PERIOD 3 TOTAL: $_____________

Wheelchair Van Base Rate: One-way trips (inclusive of first 16 miles) Ordering Period 4 POP Begin: October 1, 2022 POP End: September 30, 2023

Sedan Base Rate: One-way trips (inclusive of first 16 miles)

Wheelchair Van Mileage Rate: One-way mileage rate (in excess of 16 miles)

Sedan Mileage Rate: One-way mileage rate (in excess of 16 miles)

Attendant Fee (for trips requiring an attendant)

Waiting Time per quarter hour (15 min) beyond initial quarter hour

Flat Fee: When unloaded miles for patient pickup exceed 75 miles. Inclusive of all associated costs.

ESTIMATED ORDERING PERIOD 4 TOTAL: $_____________

Wheelchair Van Base Rate: One-way trips (inclusive of first 16 miles) Ordering Period 5 POP Begin: October 1, 2023 POP End: September 30, 2024

Sedan Base Rate: One-way trips (inclusive of first 16 miles)

Wheelchair Van Mileage Rate: One-way mileage rate (in excess of 16 miles)

Sedan Mileage Rate: One-way mileage rate (in excess of 16 miles)

Attendant Fee (for trips requiring an attendant)

Waiting Time per quarter hour (15 min) beyond initial quarter hour

Flat Fee: When unloaded miles for patient pickup exceed 75 miles. Inclusive of all associated costs.

ESTIMATED ORDERING PERIOD 5 TOTAL: $_____________

Wheelchair Van Base Rate: One-way trips (inclusive of first 16 miles) Ordering Period 6

POP End: July 31, 2025

Sedan Base Rate: One-way trips (inclusive of first 16 miles)

POP Begin: October 1, 2024

Wheelchair Van Mileage Rate: One-way mileage rate (in excess of 16 miles)

Sedan Mileage Rate: One-way mileage rate (in excess of 16 miles)

Attendant Fee (for trips requiring an attendant)

Waiting Time per quarter hour (15 min) beyond initial quarter hour

Flat Fee: When unloaded miles for patient pickup exceed 75 miles. Inclusive of all associated costs.

ESTIMATED ORDERING PERIOD 6 TOTAL: $_____________

36C25220R0023

B.4 PERFORMANCE WORK STATEMENT (PWS)

1 PURPOSE: To provide contract transportation services to Veteran beneficiaries, as determined eligible by the Department of Veterans Affairs (VA). The Contractor shall furnish the necessary personnel and equipment to provide for twenty-four (24) hour Seven (7) day a week wheelchair van and sedan transportation services to these Veterans residing in eastern, southeastern, northeastern, south central, north central and central Wisconsin. Transports may periodically be required in all of Wisconsin, the Upper Peninsula of Michigan, eastern Minnesota, and northern Illinois. Transportation destinations may include VA and non-VA medical facilities, Veteran domiciles, and other locations. Approximately 82% of the transports will occur within a 20-mile radius of the Clement J. Zablocki VA Medical Center.

The primary VA Medical facilities under this contract include:

Milo C. Huemphner (Green Bay) CBOC 2851 University Ave.

Green Bay, WI 54311

Service will be from pick-up location to the drop-off location as directed by the VA. The VA intends to award a single award IDIQ contract for a five-year ordering period. Actual trip quantities may vary.

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

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

2.1.3 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.

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

2.1.5 Be equipped with hubcaps or wheel covers.

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

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

2.1.8 Have unobstructed vision on all sides.

2.1.9 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.

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

2.1.11 Not have leaks of any kind.

2.1.12 Be equipped with a functioning horn.

2.1.13 Have operable seat belts on all seats.

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

2.1.15 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.

2.1.16 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.

2.1.17 A fixed seat position or a fixed secured floor or sidewall wheelchair lock shall be approved for each ambulatory or wheelchair bound 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.

2.1.18 The Contractor shall provide the VA with a list of all vehicles used to provide services under this contract, including vehicle license numbers, vehicle identification number, insurance certificates, and the current odometer reading for all vehicles prior to initiating service. An updated list shall be provided to the VA monthly.

2.1.19 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 VA. 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. The VA 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.

2.1.20 The Contractor shall assign each vehicle a number that will be displayed on placard(s) inside and on the outside of the vehicles. These placard(s) must be easily visible to any passengers transported. The Contractor shall provide a list of all assigned vehicle numbers by Vehicle Identification Number (VIN) and license plate number to the VA within 30 days of award of the contract.

2.1.21 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 may not be removed from the medical center without approval from the VAMC Mobility Manager or Administrative Officer of the Day (AOD) and must be promptly returned after conclusion of approved use.

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. Because of specialized care for Spinal Cord Injury patients, their motorized wheelchairs will need to accompany these patients 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 VA 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 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.

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 one (1) on-site representative, but no more than two (2) representatives, to be located at the Milwaukee VAMC capable to receive daily transportation manifests and be on hand to coordinate and ensure the timely service of transportation orders to/from all facilities. The Contractor personnel may have access to documents printed by VAMC employees on a VAMC network printer. The VA will not furnish any equipment or supplies. No Contractor IT systems will be connected to the VAMC 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 VA 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 have not passed inspection based on criteria in section 2.1.

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

2.3.5 At the VA’s discretion, the VA shall inspect vehicles periodically to ensure vehicles meet VA standards for patient transportation. If/when periodic inspections occur, they shall be conducted at random by the VA and may be conducted at a Government or a Contractor facility. If conducted at a Government facility 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 a Government facility, 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 the Government facility 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. 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 in accordance with section 4.1.2. 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 VA patients shall be subject to inspection. The Contractor shall not be entitled to compensation for inspections occurring at the Contractor’s facility.

2.4 DRIVERS' DUTIES

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

2.4.2 Patients are to be picked up or dropped off on the ward, inside the clinic, at the front door of their homes, or at other stated areas; they shall be taken to their stated destination or medical 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 a medical facility, 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 professional staff at a medical facility. When a patient is delivered to their home, the patient’s concerned other shall be informed of their arrival by the driver or attendant when possible.

2.4.5 When a veteran is picked up at a public transportation area (i.e. Airport, train station) the VA shall provide the Contractor with the arrival information and the driver / attendant shall meet the veteran in the terminal and provide assistance to the veteran and load their luggage to the vehicle.

2.4.6 If a patient is identified as “Companion Required” it means the patient is medically incapable of being left unattended under any circumstances. If this patient has no escort of their own, the driver will escort the patient to the waiting area of the medical appointment location and ensure clinic staff is aware of the patient’s arrival and status of “Companion Required” prior to leaving the patient. The driver shall notify the VA Police immediately in the event that contact is lost with a patient classified as such.

2.5 ATTENDANT’S DUTIES

2.5.1 Attendants shall be provided by the Contractor 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 QUALIFICATIONS FOR DRIVERS AND ATTENDANTS

2.6.1 The Contractor shall provide the VA 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.” The VA 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.

2.6.2 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 VA. Records shall include the steps taken for corrective action.

2.6.3 Contractor shall conduct drug testing in accordance with Department of Transportation (DOT) standards 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 for a minimum of 10% of their employees and provide these results to the VA upon request.

2.6.4 Drivers or dispatcher shall immediately contact the VAMC Transport Office for approval, prior to transporting a VA 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 will not be accepted.

2.6.5 Drivers shall wear clean and unsoiled uniforms of the Contractor with a VA Contractor 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.

2.6.6 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 commercial driver’s license and a corresponding valid Federal medical card (FEDMED) may furnish a copy of that card instead of furnishing the physician’s statement of health.

2.6.7 Each driver must be at least 19 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.

2.6.8 Each driver 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. Drivers (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 driver needs to be discharged of his or her duties until the matter is adjudicated.

2.6.9 Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same level of investigation 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 Check (SAC). Fingerprinting for contract personnel will be conducted at the Milwaukee 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 the Milwaukee VAMC. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees.

2.6.10 Drivers must be able to speak fluent English.

2.6.11 Drivers must comply with all local, state, and federal regulations and licensing requirements.

2.7 CONTRACTOR EMPLOYEE CONDUCT: The following acts are not permissible by Contractor employees 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, vaping 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 Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees.

2.7.7 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.

2.7.8 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.

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

2.7.10 Any Contractor personnel who accumulates three (3) investigated and substantiated complaints in a 12-month period may be prohibited from providing any further services or duties may be adjusted under this contract.

2.7.11 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 Drivers and attendants 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.

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.

2.8.7 Contractor must have on file satisfactory evidence of Prevention of Sexual Harassment training for all employees providing services under this contract.

2.9 COMMUNICATION SYSTEM

2.9.1 The Contractor shall maintain sufficient telephone capacity to ensure immediate communication access between the VA 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 and facsimile coverage to accept calls and faxes from the VA 7 days a week / 24 hours a day to ensure there is immediate access and communication between the VA personnel and Contractor. The expected call volume during normal operations is typically 100-150 calls per day (Mon – Fri) and significantly less on weekends and holidays. Other means of communication may be implemented upon mutual agreement.

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 VA 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 Record the vehicle speed while in motion for the duration of the trip.

2.10.1.6 Data must be exportable to the Government for the purpose of trip mileage and wait time verification and must accompany invoices. Data must be kept on file and readily available upon request for a duration of 6 months after date of transport.

2.11 CERTIFICATION OF INSURANCE COVERAGE

2.11.1 Within ten (10) days after award of the contract, the Contractor shall furnish to the CO 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 CO. 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 one (1) on-site representative (no more than 2 on-site representatives) at the VAMC to coordinate and monitor trips for a minimum of eight hours a day, five days a week (Monday through Friday) to assist with ride coordination and dispatching. Hours may be at the discretion of the Contractor, subject to change at the discretion of the VA.

2.12.2 The Contractor’s on-site coordinator will not be required to 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 VA locations where patients receive care and all personnel who come in contact with VA patients must sign and submit to the VA the Health Care Personnel Influenza Vaccination Form (or equivalent) 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 VA locations where patients receive care or when expected to come into contact with VA patients to include during 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.

2.15 COVID-19 OR OTHER SIMILAR INFECTIOUS DISEASES

2.15.1 Contractor shall not refuse transports of COVID-19 positive or other similarly infected patients.

2.15.2 Contractor shall abide by all additional procedures and precautions that may be implemented by the VA based on VA-issued guidance and/or CDC recommendations. These procedures are subject to change throughout the life of the contract and will be incorporated via attachment (See S02 VA Guidance for COVID-19 and Other Similarly Infectious Diseases).

2.15.3 Contractor shall have written policy of steps they will take to prevent the spread of COVID-19 or other similarly infectious diseases by their employees and/or vehicles. This policy shall, at a minimum, include procedures of screening drivers before each shift, deliberate decontamination of their vehicles and all other preventative precautions taken by Contractor employees.

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 requests as deemed necessary by the VA (typically for bariatric patients, but an attendant may be requested by the VA when deemed necessary for any transport).

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 CO and Ordering Officers are authorized to place and cancel transportation requests or make changes to transportation requests. Non-authorized VA employees, patients, and private agencies (e.g. nursing homes) are not authorized to place transportation requests. Should the Contractor provide transportation scheduled by anyone not authorized to do so, the VA will not be responsible for payment for that trip.

3.1.1.2.2 For each order, the Contractor will be given the patient’s name, phone number, medical facility 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.).

3.1.1.2.3 Contractor will be expected to calculate the actual veteran patient pick up time after being provided with the Veterans medical appointment time and location. These calculations may account for weather, traffic, distance and other factors, however, the guidelines in paragraph 4 in reference to drop off times must be adhered to.

3.1.1.2.4 Contractor will be responsible for contacting all Veterans they are scheduled to transport the day prior. This contact will serve as a reminder for the Veteran that they have an appointment, inform the Veteran of the pick-up time, and verify the Veteran’s pick-up address, mobility status and phone number. The Contractor will immediately notify the VAMC Transport Office should any information be incorrect or if the Veteran states they do not require transportation for any reason.

3.1.1.3 At such time the VAMC begins using the VETRIDE, a web-based portal, Contractors must have the capability to receive orders, update ride status, input trip costs and other required data through this portal. No additional software is required by the Contractor.