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589-18-3-5106-0020 CO SPECIAL MODE TRANSPORTATION

66048 36C25518Q0446 06-15-2018 N 485991 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 janie.juszczak@va.gov HARRY S. TRUMAN VA Medical Center 800 Hospital Drive Columbia 65201 janie.juszczak@va.gov Janie.juszczak@va.gov This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide all required labor, material, equipment and supervision of contractor personnel for medical transportation services as specified herein, for the Harry S Truman Department of Veterans Affairs Medical Center (Truman VA), located at 800 Hospital Drive, Columbia, MO 65201. All transportation services shall be in accordance with the terms and conditions of this requirement. This contract will be awarded for a period of performance of one year with four options years.

NAICS Code: 485991 (Special Needs Transportation) $15 Million.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. This contract shall include a base year and four one-year options. The North American Classification System (NAICS) code for this acquisition is 485991 (Special Needs Transportation), the Product and Service Code is V999 (Other Transportation, Travel and Relocation Services.) The small business size standard is $15 Million. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail: to janie.juszczak@va.gov. All information submissions should be received no later than 3:00 pm CST on May 11, 2018. PHONE CALLS WILL NOT BE ACCEPTED. Services are required in accordance with the attached statement of work (SOW). Please note this is not a request for proposal, but is only seeking information to determine availability for a set-aside. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published. It is expected that a solicitation will be issued via GSA ebuy and/or fbo.gov.

STATEMENT OF WORK

The Contractor shall provide all required labor, material, equipment and supervision of contractor personnel for medical transportation services as specified herein, for the Harry S Truman Department of Veterans Affairs Medical Center (Truman VA), located at 800 Hospital Drive, Columbia, MO 65201. All transportation services shall be in accordance with the terms and conditions of this requirement. This contract will be awarded for a period of performance of one year with four options years. Authority for this contract is FAR Part 12 Acquisition of Commercial Items.

RESPONSIBILITY OF HARRY S. TRUMAN MEMORIAL VA MEDICAL CENTER

The VA is responsible for managing the selection of service as required, implementing the required services and overall monitoring of the performance of the Contractor. It is the policy of this Medical Center to provide transportation to eligible Veterans receiving health care in accordance with current beneficiary travel regulations for specialized mode of transportation and established procedures. The VA shall pay the cost of specialized modes of transportation when a VHA health care clinician determines that this mode of transport is clinically required and the Veteran meets the required administrative qualifications.

RESPONSIBILITY OF THE CONTRACTOR

The Contractor shall transact business, hereunder or below, with the Contracting Officer (CO) and/or the Contracting Officer's Representative (COR) and in no case, shall deal directly with or solicit from beneficiaries of the VA.

1. GENERAL REQUIREMENTS:

VA requires medical transportation services to transport beneficiaries including physically or mentally handicapped individuals in wheelchairs and aged and infirm persons, their attendants and some personal belongings between points in Missouri, Kansas, Iowa, Illinois, Kentucky, and Arkansas. Contractor shall provide all labor, materials and equipment necessary to transport VA beneficiaries by Wheelchair Van, Stretcher Van, or in certain circumstances regular cars. The majority of travel will be rural with some urban transportation as well.

2. GENERAL DESCRIPTION:

(a) The services of this contract will be utilized primarily for trips starting at a veteran's location (residence, nursing home, and other medical facilities) with the trip terminating at the Truman VA or Community Based Outpatient Clinics (CBOC). Some trips will start at the Truman VA and end at other medical facilities and vice versa. The company awarded the contract is responsible for bringing all eligible patients to and from the specified location to the specified facility listed on the travel request. In this contract, the main facility will be for the Truman VA Medical Center, with the outlying facilities being the Kirksville, MO CBOC, Waynesville, MO CBOC, Lake of the Ozarks, MO CBOC, Mexico, MO CBOC, St. James, MO CBOC, Jefferson City, MO CBOC, and Sedalia, MO CBOC, Marshfield, MO CBOC and any other additional CBOC's added after the initial contract is awarded. There are also circumstances in which the VA outsources patients to other non-VA facilities to receive medical treatment. The VA is responsible for providing transportation for these veterans who meet the eligibility requirements for travel.

(b) For beneficiaries to receive the best possible treatment, it is essential that the COR or designee be notified as promptly as possible by the Contractor in instances when it is known that the required services cannot be fulfilled by the Contractor or any of its hired subcontractors. This notice will enable the VA to secure the service elsewhere to meet the requirements. The Contractor shall provide 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 the contract. The majority of requests for service will be between the hours of 4:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the Truman VA with a direct method of contacting the dispatcher and the Contractor on a twenty-four (24) hour per day basis. Access to the Truman VA can be obtained through the main entrance 24 hours a day.

If all Contractor vehicles are utilized on service runs for this Medical Center and additional vehicles are needed, it is the Contractor's responsibility to arrange transportation through a subcontractor. If this circumstance were to arise, the Contractor will still bill the VA according to the details of this contract. In addition, the Contractor is required to notify the COR of this inability to provide the service and the Contractor shall pay any difference in costs. Failure to notify the VA may reflect upon the Contractor's ability to perform under this contract and may constitute sufficient cause for termination of the existing contract.

(c) It is preferred that the awarded Contractor bill the Truman VA by utilizing a secured means of Electronic Data Interchange (EDI). When billing, the VA requires that each trip is disclosed with the individual cost, mileage utilized point of pick-up and point of drop-off, along with the date of transport and associated patient identification.

3. VEHICLES AND EQUIPMENT:

(a) Each vehicle shall be equipped always when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFT Parts, 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules and regulations, and must have the minimum of the following:

i) The wheelchair and stretcher van transport vehicle shall be of model and make to ensure safe and comfortable transportation of wheelchair bound patients. Tie downs for wheelchairs and stretcher are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented and records provided upon request by the CO or COR within 24 hours of such request. Wheelchair vans must be designed so that patients are restrained by a seat belt always while the vehicle is in motion.

ii) Each vehicle shall contain a minimum of one (1) wheelchair in the event a prospective passenger does not own or have access to one for transportation purposes. At no time shall a patient be transported in a moving vehicle while seated on a motorized cart. Patients who are scheduled to be transported and are on a cart must sit in a standard wheelchair or vehicle seat and the cart must be secured in the vehicle.

iii) Each vehicle will have an approved system for wheelchair securement devices and a tool designed for cutting securement straps in case of emergency.

iv) The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the State of Missouri. All vans shall be equipped with raised roofs to accommodate wheelchair patients. Raised roofs shall be of reinforced steel or have reinforcing steel beam. Clearance must accommodate an average patient sitting in a standard wheelchair without tilting the chair, i.e., average height of a patient is 5' 10 to 6'.

v) All wheelchair vans shall be equipped with a wheelchair lift. The wheelchair lift shall be equipped with the following:

a. A safety bar or wheel catch secured to the outside perimeter of the lift to prevent the wheelchair from rolling off.

b. The lift controls must be in such a position that the operator can work the controls while keeping one hand on the wheelchair always.

c. The lift shall operate in such a manner that when going up or down it will remain parallel with the ground. d. The lift shall be located to receive the wheelchair and patient from the rear or passenger side of the vehicle.

e. The lift shall a have slip-proof surface.

f. The lift will be able to accommodate bariatric wheelchair/stretcher patients.

vi) Safety requirements for seat belts and handling of motorized or electric wheelchair. Contractor must furnish shoulder/chest harness for double amputee patients when applicable.

(b) Contractor shall provide non-emergency vehicles with safe entry and egress for wheelchair bound and ambulatory patients. A fixed seat position or a fixed secure floor or sidewall wheelchair lock must be provided for each ambulatory or wheelchair restricted passenger being transported, according to the passenger's needs.

(c) All vehicles shall contain additional items such as first aid kits, flashlights, warning triangles, ice scrapers, etc. and shall be safely secured and identified.

(d) All vehicles shall be equipped with a minimum of one (1) 630-liter oxygen tank and working gauges, etc. to dispense oxygen if necessary. Each tank must be maintained in a secure holder that would withstand an impact collision for the safety of the patient and driver.

(e) Dry chemical fire extinguishers shall be securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and bear a tag indicating the dates of all inspections.

(f) Heater(s) are to be of sufficient capacity to maintain patient's warmth during winter months. All vehicles are to be air conditioned. Blowers must be operational. In addition, each vehicle shall contain a minimum of two (2) sanitary blankets. Failure to comply with the provisions may be grounds for default.

(g) VA reserves the right to inspect contractor's equipment and vehicles and require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transport vehicles on an ad hoc basis. VA inspections of Contractor facilities shall in no way constitute a warranty by VA that the Contractor's vehicles and equipment are properly maintained. VA reserves the right to restrict the Contractor's use of equipment and vehicles in need of repair, unclean, unsafe, damaged on the interior or exterior body, and not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor of performing in accordance with the strict intent and meaning of the contract.

(h) All vehicles shall be equipped to allow for direct communications, always, between the drivers and staff of the Truman VA. This equipment may be a mobile telephone, cellular telephone, or radio dispatch which would allow linking to the Truman VA by telephone. Contractor shall provide any telephone numbers or exclusive access codes or devices to the COR or designee to comply with the provision for direct communication.

4. STANDARDS FOR MAINTENANCE

(a) Contractor shall maintain all vehicles in a clean and orderly condition, free from debris and any accumulations which may create an accident, injury, or fire hazard.

(b) Contractor shall maintain vehicles in accordance with manufacturer's recommended maintenance schedule or an improved schedule based on actual vehicle operating conditions.

(c) Contractor shall correct a deficiency that might interfere with safe operation of vehicle before vehicle is placed in service.

(d) Contractor shall ensure vehicle windows and lights are kept clean always.

(e) Contractor shall keep the interior of vehicles clean and in good repair.

(f) Wheelchair lifts shall be maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. When a vehicle is serviced, the mechanic or service facility shall inspect, repair, or service the lift in accordance with the manufacturer's instructions.

(g) Contractor shall maintain (and furnish upon request within 24 hours) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top. A statement from the Contractor indicating compliance of vehicle maintenance files is in place should be submitted at time of offer for evaluation purposes. Requested submission and verification of these documentation requirements will be a quality assurance procedure during the contract period.

5. DRIVER QUALIFICATIONS:

(a) To operate a special transportation service vehicle a driver must have no current medical condition that interferes with the ability to drive safely. A medical condition includes but is not limited to issues with vision, hearing and mental capacity.

(b) It is the Contractor's responsibility to ensure that all employees servicing the Truman VA contract 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 shall be obtained before driving a special transportation service vehicle and kept on file. It shall be made available to the VA upon request.

(c) Each driver shall be able to perform a vehicle safety inspection upon request from the COR. Each driver and attendant, when a vehicle is staffed by both a driver and an attendant must be able to assist a passenger into and out of the vehicle and operate a wheelchair lift or ramp.

(d) Each driver shall:

i) Possess a driver's license that is valid for the class of vehicle driven and if required under Missouri Statutes (or other state Equal), evidence of a special transportation service vehicle permit or endorsement issued by the commissioner of public safety.

ii) Be at least 18 years of age and have not less than one year of experience as a licensed driver; and iii) For the past three years:

a. Have not had a driver's license canceled or suspended under Missouri Statutes, (or other state Equal);

b. Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance as required by Missouri Statutes, (or other state Equal);

c. Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and

d. Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance under Missouri Statutes (or other state Equal).

e. Have a record clear of criminal convictions of crimes or pending criminal indictments against persons, and crimes or anticipatory crimes reasonably related to providing special transportation services. This must be documented by a formal background check.

6. DRIVER TRAINING REQUIREMENTS:

(a) Contractor employees performing services to VA beneficiaries under this contract must meet all requirements of Missouri Department of Transportation for drivers and attendants of special transportation service vehicles, including a basic First Aid Class.

(b) Drivers shall have successfully completed training in the techniques of transporting and assisting elderly and physically handicapped passengers.

(c) Each employee shall be instructed in fire extinguisher, radio dispatch, and vehicle ramp operations, wheelchair lift and securement devices, and shall know what to do and who to call in a medical emergency or accident.

(d) Each employee shall complete four (4) hours of training in first aid (or show evidence of possessing an American Red Cross First Aid Certificate) within the first 30 days of employment.

(e) Each employee shall complete four (4) hours of classroom instruction in defensive driving and abuse prevention training within the first 30 days of employment.

(f) Each employee shall successfully complete a refresher first aid course every two (2) years.

(g) The Contractor must have on file satisfactory evidence of above training, evidence that the instructor is qualified to teach the above, and First Aid certificates for instructor and trainee/driver available for review and inspection by the CO, COR, or designee.

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

(i) The employer shall make available the Hepatitis B vaccine and vaccination series within ten (10) days of employment to all contract employees who have occupational risk and follow-up to all contract employees who have an exposure incident.

a. The Contractor shall bear all costs associated with vaccinations.

b. V A Form 10-5549c, Information about Hepatitis B Vaccine (Recombinant), Consent Form, or VA Form 10-5549d. Hepatitis B Vaccine Declination (Mandatory) shall be submitted to the Contracting Officer within thirty (30) days of waiver, or completion of the first in the series of the Hepatitis B Vaccine, and at completion of the vaccination series. These forms shall be provided to the contractor upon award of the contract.

(j) Contractor must provide evidence of negative Purified Protein Derivative (PPD) test within fourteen (14) calendar days prior to employee beginning service.

a. Contractor must provide medical evidence that employee is disease free for those employees having a positive PPD.

b. Regular annual re-testing program for TB must be established and maintained for all contract employees that may be used in performance of this contract. Contractor must provide evidence of re-tests for each contract employee to the Contracting Officer within ten (10) calendar days of retest.

c. In no circumstance will an employee be allowed to begin duty without prior submission of the required testing certification.

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VA255-13-C-0119

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(k) The contractor shall be responsible to ensure that his/her employees coming to the work site shall receive the information required to perform their duties.

a. Contractor shall attend a pre-work orientation meeting prior to the commencement of work onsite. The

VA shall schedule this meeting and it shall include discussion of the following topics: Fire and Safety, Infection Control and Disaster procedures.

b. Contractor shall be responsible to ensure his/her employees who are providing work on this contract are fully trained and completely competent to perform the required work.

Contractor shall provide written certification of training to employees used in performance of this contract and Contractor compliance with the Blood Borne Pathogens Standards. 29 CFR Part 1910.1030 (copy available on request). Certification must be received by the Contracting Officer prior to employee being assigned for duty.

a. The infection control compliance requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason.

b. In no circumstance will an employee be allowed to begin duty without prior submission of the required training certification.

c. 29 CFR part 1910.1030 is OSHA's standard requiring employers to:

· Develop written exposure-control plans;

ii. Train all employees on occupational risks;

iii. Maintain records on employee training;

iv. Use warning labels;

v. Implement proper work methods including "Universal Precautions", (i.e. proper care and disposal of personal protective equipment such as the use and disposal of latex gloves);

vi. Offer Hepatitis B Vaccine (HBV) to employees;

vii. Provide medical evaluations following employee's exposure incident; and, viii. Supply personal protective clothing and equipment (i.e., gloves and goggles)

(m) VA reserves the right to restrict all Contractor employees from performing services under this contract who do not meet the required qualifications for the services they are required to perform, who violate Federal regulations, or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.

(n) The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. During the contract period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall ensure the employee meets contract requirements as stated and upon request by the VA provide required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

(o) Contractor personnel performing services to the Government shall always conduct themselves in a professional manner, maintain personal hygiene, maintain a clean, neat appearance, and be identified by a badge or license. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment, supplies, vehicle fuel, name tags and/or badges for performance of services under this contract. Employee identifications shall be available always. Contractor personnel shall not smoke in vehicles while transporting VA patients.

(p) Should the Contractor's driver encounter any problems with transporting of patients, the driver shall contact the Transportation Office Assistant at 573-814-6215 between the hours of 8:00 a.m. to 4:30 p.m. If no answer, dial 573-814-6000 and ask the operator to page 5499. During irregular tour of duty (4:30 p.m. to 8:00 a.m.) including weekends, the driver shall contact the Administrative Officer of the Day (AOD) at 573-814-6000 Ext. 53096. If no answer, dial 573-814-6000 and ask the operator to page 5499. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor.

(q) Contractor's driver shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, patients unbolting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (l) 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 Termination for Cause.

(r) All Contractors' 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 Missouri. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract.

(s) All training will be conducted and completed within thirty (30) days from the date of employment unless otherwise noted.

7. PASSENGER TRANSPORTATION:

(a) It is understood that the number of passengers to be transported on a trip will be based on the passenger size of the vehicle and authorization by Truman VA.

(b) Drivers and passengers shall use seat belts/securement devices always.

(c) There shall be no smoking by the driver, attendants, or passenger(s).

(d) Contractor is required to provide "through the door service" for patients to and from their designated appointments. "Through the door service" is defined as patients being picked up either on the ward, in their homes, in their clinic or at other stated areas and taken to their stated destination or appointment. On the return trip the contractor will return the patient to either the ward, inside his/her home, or to other stated areas.

(e) Wheelchair patients are to be seated facing forward in vehicle.

(f) If a VA beneficiary being transported declines to be properly belted or removes the securement devices himself/herself, the driver will notify the COR or designee of this fact prior to departure or upon arrival at destination. The Contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported.

(g) An authorized official of the Truman VA (usually the COR) may, in the best interest of the patient, allow one (l) caregiver, family member, or attendant of the patient at no additional cost to the Government. The caregiver, family member, or attendant is to only be transported home with the beneficiary unless approved by an official of the VA Medical Center. The beneficiary will also be allowed to carry with her or him at least three (3) bags of luggage during her or his transport. Prior to contract performance, the COR shall provide the Contractor with a list of names (or position titles) and phone numbers of authorized Government personnel who may request services. This list will be updated and submitted to the Contractor as changes occur. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

(h) When transporting patients using a motorized wheelchair or electric scooter, patients shall be transferred to a manually operated wheelchair, which can be secured, before being loaded in the vehicle. The contractor shall provide the patient with a wheelchair to be transferred in and the patient will then be transferred to a VA wheelchair once he or she has reached a destination on VA premises. Patients using any wheeled chair or electric scooter must be transferred to a manually operated wheelchair, which can be secured, before being loaded in the vehicle. The motorized wheelchair or electric scooter will be loaded separately and must be secured to the vehicle during transport. Unless approved by the VA Medical Center, at no point should a scooter be transported separately.

(i) At no time shall Contractor's vehicle use the Truman VA Ambulance Entrance unless the drop off or pick up constitute a medical emergency. If waiting time is necessary, vehicle must park in appropriate designated general parking lot areas.

(j) The patient may bring with her or him up to four (4) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

(k) If or when patient's medical records are transported, Contractor will ensure that HIPAA Privacy Act guidelines are followed.

(l) Patients will be entitled to transport one certified trained service animal, if the service animal poses no health risks (i.e. unhealthy hygiene). No pets are to be transported at any time.

(m) Upon delivery or pick-up of a patient, the Contractor shall log in the patient on a trip log sheet at the location designated at the facility. The contractor shall be the owner of this trip log and provide this log to the VA upon request. Contractor shall provide the following information on the log sheet:

i) Patient Name

ii) Last four of the patient's Social Security Number

iii) Time of delivery and/or time of pick-up iv) Point of origin and destination

v) Name of Contractor personnel picking up or delivering patient

8. ORDERS:

(a) When ordering services, the VA shall provide the Contractor with the following type of information:

i) Mode of transportation required,

ii) Required time of arrival and/or within 30-minute timeframe, iii) Name of beneficiary, Pickup and delivery point,

v) Type and number of additional medical care specialists required, vi) Type of equipment required,

vii) Last four of the patient's Social Security Number, and viii) Any other special instructions.

(b) Requests for services will be recorded on the daily travel log and furnished to the Contractor by facsimile and/or telephone, by the Transportation Office, Truman VA, no later than 1 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 the Transportation Office with any questions, requests for clarification, or the need for additional information at 573-814-6215. During the hours of 8:00 a.m. to 4:30 p.m. If no answer, dial 573-814-6000 and ask for the operator to page 5499. During irregular tour of duty (4:30 p.m. to 8:00 a.m.), the Contractor shall contact the AOD at 573-814-6000 Ext. 53096. If no answer, dial 573-814-6000 and ask for the operator to page 5499.

(c) Contractor must notify the COR at least eight (8) hours in advance of need when Contractor believes he/she may be unable to meet the number of scheduled trips required.

(d) A schedule in as far advance as possible shall be provided to the contractor. However, unscheduled requests for services during off business hours (4:31p.m. to 7:59am) will be made by telephone, encrypted email, or in writing by a secured facsimile machine or other secured electronic means by the COR and/or designated Truman VA personnel. It is the responsibility of the Contractor to obtain formal documentation, of all transport requests made during off business hours, to be used to as validation during billing and invoicing of services. The preferred means of documentation is a copy of the provider's consult or request for transport.

(e) The Contractor shall, always during the contract period, have on his/her premises a functioning secured fax machine or secured network to communicate requirements with the VA (i.e., requests for service, patient incidents, special correspondence, etc.).

(f) The contractor shall notify the COR, designee, or Transportation Office on the day of transport, in writing, if they are transporting more than one veteran at a time in one vehicle.

(g) The awarded contractor should establish a system to remind patients that they are scheduled for transportation with the said Contractor, with at least one (1) day notice.

(h) Any requests to upgrade current transport services to services that are not specified in this contract must first be approved by the COR or a designated appointee.

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

(j) 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 services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the Truman VA reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The Truman VA will be the sole judge in determining when to order service from another source.

(k) Contractor shall give higher priority in transporting Truman VA patients that have scheduled trips. Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination timely.

(l) The Contractor shall notify COR or designee, upon the Travel Clerk or AOD's request, of the estimated time of arrival for any vehicle in-route to pick-up a Truman VA Patient or any Truman VA loaded vehicle in-route to a specific destination. The Contractor shall also notify COR or designee, by telephone, at least one hour in advance if the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the Truman VA patient to maintain their scheduled appointment. Contractor shall maintain a list of authorized individuals or companies to contact in the event Travel is not available to receive the Contractor's call. These individuals or companies must be verified and approved by the Truman VA before use.

(m) Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the patient is transported are limited to "one way only", "patient loaded" miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to "no load" trips.

(n) If the COR or designee, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, payment shall be made for the initial patient according to the schedule of items, plus the rider charge for an additional patient as agreed upon in the contract.

(o) When more than 1 (one) patient is transported outside the Mileage Threshold, in a single vehicle, the longest distance transported may be claimed in addition to the base rate for one patient plus the established rider rates for the remaining patients. Trip mileage shall be determined in accordance with the current BINGTM Maps internet version. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government. When more than one patient is transported within the 10-mile radius in a single vehicle to close destinations, a base rate may be charged for one patient and rate for additional beneficiary for the remaining patients.

(p) When the Contractor is required to pick up a patient and take them to a remote location, the contractor will be able to bill deadhead mileage to be determined by the CO.

9. CONFORMITY TO REGULATIONS:

(a) The Contractor and his/her operators shall conform to all Federal, State and local regulations governing the performance of contracted services.

(b) Truman VA facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this no smoking policy may be subject to a $50 federal citation for disregarding posted safety rules and regulations. Furthermore, Contractor may be directed to stop work. Contractor is to notify all his/her employees and/or sub-contractors of this strict enforcement policy.

(c) The Contractor must have the appropriate permits/licenses to perform services in the state of Missouri.

(d) All services provided by the Contractor shall comply with applicable current laws, regulations and standards of the appropriate regulatory body.

10. EVIDENCE OF COVERAGE:

Before commencing work under the contract, the Contractor shall furnish the CO with a certification from his/her insurance company indicating that the coverage outlined in this contract has been obtained and that it may not be changed or canceled during the term of the contract.

11. WAGE RATES:

(a) Wage Determination(s) as listed in this solicitation are applicable to any resulting contract.

(b) The Contractor certifies by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

(c) The Department of Labor has held that Contractors must pay their employees the Service Contract Act wages while they are driving both to and from destinations for the VA. The Occupation Numbers 01060 Dispatcher, Motor Vehicle, 31310, Taxi Driver, and 31290 Shuttle Bus Driver are to be used as the minimum rate to be paid to drivers under Wage Determination Number 05-2309 (Rev-12). See Section D for Wage Determination List.

12. INSPECTIONS:

(a) The Government reserves the right to thoroughly inspect and investigate the establishment, vehicles, driver qualifications/training, facilities, business reputation and other qualifications of any Contractor and to reject any offer, irrespective of price, if it shall be administratively determined lacking any of the essentials necessary to ensure acceptable standards of performance. The Government may inspect Contractor's establishment at least annually, and may inspect any element any time, and especially upon receipt of a complaint about the condition of the vehicle or its equipment, the driver or attendant, or service provided.

(b) Inspection by VA inspection team may be made of said vehicles and maintenance records of vehicles prior to award and at any time during the term of any resulting contract(s). The CO will be notified in writing of any vehicle equipment added, changed or deleted after award of contract.

13. GOVERNMENT CONTRACT QUALITY ASSURANCE:

Defined as those actions taken by the Government to ensure services meet the requirements of the contract.

(a) Scheduled Trips are trips requested in advance by a schedule, telephone, encrypted email, or fax; and are requested before 4:00 pm on the prior day. Scheduled patients are required to be brought to the location of their appointment no more than 45 minutes prior to their scheduled appointment time and no later than 15 minutes prior to their scheduled appointment time. Scheduled patients need to be transported within 30 minutes for their return trips once they have notified the Contractor that they have completed all their appointments. Please review performance requirements in Section 13 (e) for failure disincentives. In the cases of inclement weather and/or traffic, the COR of the contract or the designee needs to be informed of each situation in which the patient will be brought in past her or his appointment time.

(b) Unscheduled Trips are those trips required on an as-needed basis where notice is not given. An unscheduled trip is any trip in which the service is requested for the same day. Response time is within forty-five (45) minutes of notification of need. For example, if a patient is being discharged, the Contractor may be alerted that the patient needs to be picked up immediately. The Contractor would be responsible for providing a vehicle to transport the patient home within 45 minutes of the trip notification. For those patients that are at their place of residence and require transportation to the VA facility as soon as possible, the Contractor would be expected to deploy a vehicle in route to the patient's residence within 45 minutes of notification.

(c) Repetitive failures to be on time will be addressed by Contractor to determine reasons for failure. The Government may require Contractor to address failures through the Government's issuance of Show Cause, Cure Notices, or Default mechanisms to correct failures in a timely manner. Additional rights by the Government to obtain performance may be procuring the requirement from other sources and charging these costs to the Contractor.

(d) When unforeseeable or uncontrollable conditions occur, such as, but not limited to severe storms, flooding, or other hazardous road and travel situations, time and distance qualifications shall be considered secondary to safety precautions. Any delays or exceptions to the required quality of services, due to such substantial difficulties, shall be reported to the Transportation Office during normal business hours. Outside normal business hours, the AOD for the medical center is to be contacted. The CO will decide as to whether any such delays in service will be excused. VA will not be charged for trips canceled due to conditions listed within this paragraph.

(e) The COR and/or designee shall be responsible for verifying contract compliance. Any incidents of Contractor noncompliance, as evidenced by the monitoring procedures in the Performance Requirement Summary, shall be forwarded immediately to the Contracting Officer.

Performance Requirement Summary

Quality Level (AQL) Method of Monitoring Disincentive

Ordering Log 5% deduction from monthly invoice for failure to meet AQL need to be no more than 30 minutes after the Contractor has been notified of completion of the patient appointment.

Response times for unscheduled trips need to be within 45 min.

3) Billing Errors Bills comply with Schedule B of the Contract and agreed upon Mileage Guide.

4) Customer Satisfaction

5) Uniforms/ Name tags

Travel and/or Administrative Officer of the Day Letter sent to contractor for failure to meet AQL

(f) Documentation of services performed shall be reviewed prior to certifying payment. The COR and/or designee shall perform routine audits in conjunction with the Contractor to ensure proper documentation of services. VA shall pay only for services performed and in strict accordance with the schedule of prices/costs shown in the Schedule of Items. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and to allow auditors to verify that services were provided.

14. PATIENT RIGHTS:

(a) The Contractor shall be courteous to VA beneficiaries. Patients may bring a reasonable amount of equipment, such as any wheelchair, electric cart or prosthetic devices, consumable medical supplies, and three (3) personal suitcases during her or his transport.

(b) The Contractor shall immediately notify the VA by telephone of any incidents or accidents involving injury to VA patients during transport. The contractor shall promptly (within 24 hours of the occurrence) complete and submit to the COR, a detailed "Incident Report" with all information necessary to conduct a full review (Who, What, When, Where and How). Accidents must be reported even if there is no apparent injury to the patient(s) being transported. Failure to advise the Government of any incident or accident within the specified time above may be cause for termination of the contract. (c) The Contractor shall notify the COR in writing within 24 hours of any patient complaints about Contractor's service. The Contractor may provide recommendations for improved services along with the patient complaints for the VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the CO.

15. REQUIRED REPORTS AND DOCUMENTS:

(a) Within seven (7) days after contract award, the Contractor shall provide the following:

i) Contractor Personnel Roster. Contractor shall identify all employees by name and position and provide training documentation with date and location of such training.