36C25518Q0255-001.docx

36C25518Q0255

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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

36C25518Q0255 02-28-2018 Juszczak, Janie janie.juszczak@va.gov 913-946-1966 03-23-2018 12:00pm CST 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 X X 485991 $15 Million X N/A X Department of Veteran Affairs Network Contracting Office (NCO) 15 3450 S. 4th Street Trafficway Leavenworth, KS 66048

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

36C255 Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX 877-353-9791 512-460-5429 This is a request for quote to provide assisted wheelchair van or litter/stretcher vehicle services for the Eastern Kansas Healthcare VAMC located at Colmery O'Neal Topeka, KS and the Dwight D. Eisenhower Leavenworth, KS VAMC's in accordance with the Performance Work Statement.

The government intends to award a firm fixed price contract as a result of this solicitation for one (1) base year and up to four 4) one year options that may be exercised at the contracting officer's discretion.

This solicitation is set aside for 100% Service Disabled Veteran Owned Small Business (SDVOSB) participation.

All questions are due NLT March 09, 2018 at 12:00pm. All questions will be sent via e-mail to janie.juszczak@va.gov.

See price schedule and performance work statement for more detail.

X X Janie Juszczak Contracting Officer Table of Contents

B.3 SCHEDULE OF SERVICES AND PRICE…………………………………………………...6

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C255 Juszczak, Janie Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes . Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SCHEDULE OF SERVICES AND PRICE

Base Period: TOPEKA, KS: April 1, 2018 through March 31, 2019

Taxi Transportation Services-Topeka, KS

Beyond city limits of Topeka, KS

Wheelchair Van Services

Litter Transportation Services

BASE YEAR TOPEKA, KS TOTAL ____________________

Base Period: LEAVENWORTH, KS: April 1, 2018 through March 31, 2019

Taxi Transportation Services- Leavenworth, KS

Beyond city limits of Leavenworth, KS

Wheelchair Van Services

Litter Transportation Services

BASE YEAR LEAVENWORTH, KS TOTAL _______________

BASE YEAR TOTAL COMBINED ______________________

Option Year I: TOPEKA, KS: April 1, 2019 through March 31, 2020

Taxi Transportation Services

Beyond city limits of Topeka, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR I TOPEKA, KS TOTAL ________________

Option Year I: LEAVENWORTH, KS: April 1, 2019 through March 31, 2020

Taxi Transportation Services

Beyond city limits of Leavenworth, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR 1 LEAVENWORTH, KS TOTAL _______________

OPTION YEAR I COMBINED TOTAL ________________________

Option Year II: TOPEKA, KS: April 1, 2020 through March 31, 2021

Taxi Transportation Services

Beyond city limits of Topeka, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR II TOPEKA, KS TOTAL ___________________

Option Year II: April 1, 2020 through March 31, 2021

Taxi Transportation Services

Beyond city limits of Leavenworth, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR II LEAVENWORTH, KS TOTAL ________________

OPTION YEAR II COMBINED TOTAL ______________________

Option Year III: April 1, 2021 through March 31, 2022

Taxi Transportation Services

Beyond city limits of Topeka, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR III TOPEKA, KS TOTAL ___________________

Option Year III: April 1, 2021 through March 31, 2022

Taxi Transportation Services

Beyond city limits of Leavenworth, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR III LEAVENWORTH, KS TOTAL ____________

OPTION YEAR III TOTAL COMBINED _____________________

Option Year IV: TOPEKA, KS: April 1, 2022 through March 31, 2023

Taxi Transportation Services

Beyond city limits of Topeka, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR IV TOPEKA, KS TOTAL ___________________

Option Year IV: LEAVENWORTH, KS: April 1, 2022 through March 31, 2023

Taxi Transportation Services

Beyond city limits of Leavenworth, KS

Wheelchair Van Services

Litter Transportation Services

OPTION YEAR IV LEAVENWORTH, KS TOTAL ______________

OPTION YEAR IV COMBINED TOTAL ____________________

36C25518Q0255

BASE YEAR + OPTION YEARS COMBINED TOTAL _____________________

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B.4 Performance Work Statement

1. Contractor shall furnish assisted medical transportation services for Taxi (ambulatory patients), Wheelchair Van and Litter (non-ambulatory patients) for eligible beneficiaries of the Department of Veterans Affairs, VA Eastern Kansas Healthcare System (Colmery-O’Neil VA Medical Center, Topeka, KS and Dwight D. Eisenhower VA Medical Center, Leavenworth, KS). The Colmary-O’Neil VA Medical Center is located at 2200 Southwest Gage Blvd, Topeka, KS 66622 (hereinafter referred to as VAMC Topeka and the Dwight D. Eisenhower VA Medical Center is located at 4101 South 4th Street Trafficway, Leavenworth, KS 66048 (hereinafter referred to as VAMC Leavenworth). Contractor shall furnish services in accordance with all terms, conditions, provisions and the schedule of this solicitation. This contract shall be for one (1) base year with four (4) option year renewals. The primary intent of this contract is for prearranged non-emergency transportation services.

2. The Government reserves the right to make a multiple award based on mode of transportation (wheelchair van or litter transportation). For Example: Contractor #1 may be awarded wheelchair van transportation services; and Contractor #2 may be awarded litter transportation services, or any combination thereof. Multiple awards will not be made on the same mode of transportation.

3. SERVICES

Contractor shall provide special mode transportation (taxi, wheelchair van or litter/stretcher vehicle) service for the beneficiaries of the VA Eastern Kansas Healthcare System. The Government intends to award a Requirements type contract(s), Firm Fixed Price with Economic Price Adjustment.

Addresses:

Counties:

Definition(s):

Add on service – Service not pre-scheduled but provided to the contractor daily requiring a 45 minute response time or better. These are services which are needed after the scheduling deadline provided by hospital staff (i.e. emergency room runs, clinic add on appointments, transfers to or from other facilities, etc. An add-on form will be completed by the driver and submitted to COR or designee (staff who requested the add-on) for signature/concurrence.

Administrative Officer of the Day (AOD) – VA employee who acts as the administrator during all hours that are not normal working hours. Normal working hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding holidays.

Base Rate – Base rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under the contract action, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included herein), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations will be updated each option year when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips which do not exceed the “Mileage threshold”.

Beneficiary – Veterans and other members determined to be eligible for benefits by the VA.

Contracting Officer – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR) – A person delegated by the Contracting Officer to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under the contract.

Gender – For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender.

Mileage Rate – Mileage rate for medical transportation services is the rate paid for each mile traveled beyond the specified Mileage Threshold. This rate applies to loaded, one-way transportation only. In no event shall the Contractor receive this rate for miles traveled within the specified mileage threshold.

Mileage Threshold – The mileage threshold is defined as within the city limits of Topeka, KS or Leavenworth, KS. For all one-way trips within the city limits of Topeka, KS or Leavenworth, KS, the contractor will receive the flat rate awarded for that trip. The Contractor will also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the city limits of the Topeka, KS or Leavenworth, KS. In no event shall the Contractor receive reimbursement for mileage charge for any mileage within the city limits of Topeka, KS or Leavenworth, KS. Mileage charges are only applicable outside the city limits of Topeka, KS or Leavenworth, KS.

No service or no load charge – When a driver is dispatched to pick up a patient and for various possible reasons, the run is not completed, at no fault of the driver. A no service form will be completed by the driver and submitted to COR or designee (staff who approved the no-service) for signature/concurrence. When the VAMC travel office provide reasonable notification a no load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 30 minutes of the pickup time for trips within city limits and prior to driver departure for trips beyond city limits.

Prorated trips – Any trip in which more than one veteran is transported by a single driver, allowing only the mileage to be claimed to the farthest destination of the run.

Remote trip – A trip that has a pick-up and drop-off outside of the city limits of Topeka, KS or Leavenworth, KS. Base Rate plus mileage starting from the ordering VA will be used to calculate cost for these trips.

Waiting – Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the Contractor to wait at designated pick-up and/or delivery points in performing contract services.

Waiting Grace Period – The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for medical transportation services shall include a fifteen (15) minute waiting grace period at origin and destination.

A. QUALIFICATIONS:

A.1 Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Subcontracting of services shall not be authorized for the transportation of wheelchair patients and litter patients without prior approval of the VA. Successful offeror shall meet all requirements of Federal, State, or City codes regarding operations of this type of service.

A.2 Offerors must submit with proposal a letter fully describing the following information:

(NOTE: In addition to submitting these documents as part of the proposal, the successful offeror shall also submit the following information to the Contracting Officer prior to contract award and prior to exercise of any option to this contract in order to confirm this important information)

1. A letter fully describing the make of vehicle(s), model, year, and ID number vehicle(s) which the offeror agrees to furnish under this proposal. The Contractor shall notify the Contracting Officer in writing of any vehicle(s) added, removed, or altered after award of contract.

1. The letter shall include location and telephone number of offeror’s establishment where calls will be received and vehicle(s) will be available for dispatch.

1. The letter shall also contain certain information as to the metering device or method offeror proposed to use in determining mileage.

1. The offeror shall submit a copy of the current annual safety inspections, required by the State of Missouri, for each vehicle.

1. The offeror shall submit the completed General Inspection Checklist of each vehicle. The inspections must be completed by a certified mechanic at any State (Kansas) licensed inspection facility. The offeror shall furnish proof of compliance to the Contracting Officer prior to award of contract. State vehicle inspection requirements shall not be accepted as sole certification of vehicle safety.

1. Certificate of Insurance as described in statement of work, paragraph O.2.

A.3. MILEAGE: To determine what is considered reasonable mileage, VA will utilize the latest version of BING map computer software, quickest route computations. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the Government.

A.4 INSPECTION OF CONTRACTOR FACILITIES/VEHICLES: The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to ensure acceptable standards of performance.

B. PASSENGER TRANSPORTION:

B.1. Contractor shall provide safe, timely and reliable medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. Beneficiary safety is of the utmost concern during the transportation process. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the method of contacting the Contractor on a twenty-four (24) hour per day basis. Access into the Leavenworth Division can be obtained through the wheelchair ramp and door access located at the emergency entrance 24 hours a day, as well as the wheelchair ramps of the other buildings. Access to the Topeka Division shall be obtained through the wheelchair entrance at the emergency entrance to building 1 and the wheelchair ramps of each of the other buildings 24 hours a day.

B.2 If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported.

B.3. Contractor shall provide “through the door” service for all patients to and from their designated appointments. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All patients shall be attended by an authorized responsible party at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient’s arrival by the Contractor’s driver or authorized attendant. Authorized attendants must be pre-approved by the Travel Clerk, to be reimbursed in accordance with the schedule.

B.4. The Contractor’s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient’s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the VA Medical Center Emergency Room staff, at (913)682-2000 x52900 in Leavenworth and (785)350-3111 x54347 in Topeka. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD).

B.5. Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the Travel Clerk, Leavenworth Division, at (913) 682-2000 extension 54150, during the hours of 8:00 a.m. to 4:30 p.m. During irregular tour of duty (4:30 p.m. to 8:00 a.m.), the driver shall contact the Administrative Officer of the Day (AOD) at (913) 682-2000 extension 52409, or in Topeka the driver shall contact the Travel Clerk, at (785) 350-3111 extension 54373, during the hours of 8:00 a.m. to 4:30 p.m. During irregular tour of duty (4:30 p.m. to 8:00 a.m.), the driver shall contact the Administrative Officer of the Day (AOD) at (785) 350-3111 at extension 54347. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor.

B.6. Drivers shall notify the COR or designee, of any unusual events, including but not limited to accidents and/or safety problems that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds for default.

B.7. When there is a need to transport medical records with the patient; the Contractor’s driver will assure that the locked carrying pouch containing the records is secure and delivered with the patient to the destination.

B.8. RESTRICTIONS: The Contractor may not carry non-VA contract beneficiaries or private-pay patients with VA Beneficiaries under this contract. No beneficiary en-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise. All such events must be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract.

B.9. While transporting VA patients under this contract, only authorized drivers or attendants, or patient’s family member or representative shall be allowed in the vehicle.

C. DRIVERS AND AUTHORIZED ATTENDANTS:

C.1. All Contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor’s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Failure to comply with this provision may be grounds for Termination (FAR 52.212-4(m).

C.2 All Contractor’s drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request.

C.3 All Contractor’s drivers and attendants shall have passed the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request.

C.4 All Contractor’s drivers and attendants shall have oxygen dispensing training

C.5 All Contractor’s drivers and attendants shall have IV pump training.

C.6 Contractor staff shall perform such duties that require the use of the above training and certification; i.e. transferring patients, helping transfer patients, oxygen dispensing, IV pump monitoring, etc., as needed.

C.7 All Contractor’s drivers and attendants shall have the physical capabilities to provide special assistance to the patients when transporting patients to the medical center, private residence, nursing homes, etc. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. This determination will be at the sole discretion of the Contracting Officer/COR and will be based upon documented evidence.

C.8. Beneficiary safety is a crucial aspect of this requirement. All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Rehabilitation Medicine Service at the VA Eastern Kansas Health Care System, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients. A driver or attendant demonstrating an inability to perform patient handling procedures will be required to obtain additional training. If the Contractor is unable to secure training in the private sector, Rehabilitation Medicine Service, VA Eastern Kansas Health Care may provide the training at a cost of $50 per hour per physical therapist. It is estimated to be a one- (1) hour training program. Proof of such training will be made available to the Contracting Officer, and re-testing will be scheduled through Rehabilitation Medicine Service, VA Eastern Kansas Health Care System. Failure to comply with this provision may be grounds for Termination (FAR 52.212-4(m).

C9. Contractor’s drivers and attendants shall notify the Contracting Officer or designee, of any unusual events, including but not limited to accidents, safety problems, and patients unbolting themselves, that occur, which involve any VA Patient being transported under this contract. The Contracting Officer shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the Contracting Officer, a written report of the event shall be delivered to the Contracting Officer or designee by close of business the next working day. Failure to comply with this provision may be grounds for Termination (FAR 52.212-4(m).

C.10. All Contractor’s drivers shall maintain a valid operator or chauffeur’s license, required to operate the type of vehicle necessary to perform the service, as required by the State of Kansas. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract.

D. CONTRACTOR CONDUCT:

D.1. The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor’s employees, and Contractor’s representatives shall treat each patient with respect, concern and a professional approach to Patient’s dignity as an individual and as a patient. All communication both verbal and non-verbal by the Contractor’s personnel, with and in the presence of the patient, shall be conducted in a professional manner. Failure to comply with this provision may be grounds for Termination (FAR 52.212-4(m).

D.2. The Contractor’s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor’s personnel while said persons are at or on the grounds of the medical center. Failure to comply with this provision may be grounds for Termination (FAR 52.212-4(m).

E. ORDERS:

E.1. Requests for services will be recorded on the daily travel log and furnished to the Contractor by facsimile and/or telephone, by the Travel Sections, VA Eastern Kansas Health Care System, no later than 4:00 p.m. prior to the day the transportation is required. The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patients name and social security number, date and time of each trip, mileage and/or tolls, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact Travel Section with any questions, requests for clarification, or the need for additional information at (913) 682-2000 extension 4150 in Leavenworth during the hours of 8:00 a.m. to 4:30 p.m. During irregular tour of duty (4:30 p.m. to 8:00 a.m.), the Contractor shall contact the AOD at (913) 682-2000 extension 2409, or Topeka travel section at (785) 350-3111 extension 4373 during the hours of 8:00 a.m. to 4:30 p.m. During irregular tour of duty (4:30 p.m. to 8:00 a.m.), the Contractor shall contact the AOD at (785) 350-3111 extension 4347.

E.2. In the event that a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified.

E.3. Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish wheelchair van service within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result there from. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The VA will be the sole judge in determining when to order service from another source.

E.4. Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall perform all scheduled trip requirements before performing add-on trips that may conflict.

E.5. In case of inclement weather, the decision as to whether or not a VA Patient will be transported will be made mutually by the Contracting Officer, the COR, and the Contractor.

E.6. The Contractor shall notify Travel, upon the Travel Clerk or (AOD’s) request, of the estimated time of arrival for any vehicle en-route to pick-up a VA Patient or any VA loaded vehicle in route to a specific destination. The Contractor shall also notify Travel, by telephone, at least one-hour in advance, in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain there scheduled appointment.