36C25519Q0382-003.docx

36C25519Q0382

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

36C25519Q0382 06-12-2019

NOVELLO, FRANK

913-946-1962 07-12-2019

2:00 PM 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

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 See CONTINUATION Page Assisted Wheelchair Van Transportation Services

1. Contractor to provide all vehicles, labor, scheduling, supervision, and training necessary to perform assisted wheelchair van transportation per the Statement of Work, clauses and provisions of this solicitation, and the resulting contract.

2. It is anticipated the government will award a Firm-Fixed Price, Indefinite-Delivery, Indefinite Quantity contract with an Economic Price Adjustment (EPA). The EPA will only be adjusted on a yearly basis at time of excising an option period.

3. The contract will be for a base year and four (4) option years. The base and all option years combined will be the basis for award.

4. Electronic offer submittal is authorized. Please see instructions to offerors for details.

See CONTINUATION Page X X X

2(TWO)

Frank Novello Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

(a). CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

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

(c). INVOICES: Invoices shall be submitted in arrears:

month. Invoice must specify Contract Line Item Number (CLIN), quantity furnished, and date furnished.

(d). 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:

(e). GOVERNMENT INVOICE ADDRESS: Invoices will be provided in accordance with the requirements listed in FAR 52.212-4, Commercial Items – Terms and Conditions, (MAY 2014), (g) Invoice; and VAAR 852.232-72 Electronic Submission of Payment Request (NOV 2012); electronically to:

(f). REFERENCE NUMBERS: Please reference both the Task Order number (to be assigned) and the Obligation Number (to be assigned) on all correspondence and invoices. If contract option years are exercised, new obligation numbers will be issued and identified on the contract modification document.

(g). AUTHORIZATIONS:

(1). The Contracting Officer (CO) named in Section (a) above is responsible for the overall administration of this contract. Only the CO has the authority to make changes which affect:

(A). Contract prices, (B). Quality, (C). Quantities, or (D). Delivery terms and conditions.

(2). Contracting Officer Representatives (COR) and Alternate Contracting Officer’s Representatives (Alt-COR) may be assigned to this contract. The COR and Alt-COR shall be provided specific written delegated authority by the CO, a copy of which will be provided to the Contractor.

(h). CHANGES TO THE CONTRACT: No individual or activity has authority to ADD, DELETE, CHANGE, OR MODIFY this contract of issued orders except by the CO or by written authority specifically delegated by the CO.

(i). CONTRACT TIME PERIOD:

36C25519Q0382 (1). It is anticipated that the contract will be for a base year and four (4) option years, which will be exercised at the discretion of the Government. The estimated contract Base year period of performance shall commence on or about October 1, 2019 and expire September 30, 2020.

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B.2 SUPPLIES OR SERVICES AND PRICES/COSTS:

Contractor shall furnish assisted wheelchair van transportation for eligible beneficiaries of the VA Medical Center, St. Louis, Missouri (herein after referred to as VAMC). The VAMC St. Louis has two divisions located as follows: John Cochran Division (JC), 915 North Grand Blvd., St. Louis, MO 63106 and Jefferson Barracks Division (JB), #1 Jefferson Barracks Drive, St. Louis, MO 63125. Services shall be provided in accordance with all terms, conditions, provisions and the schedule of this solicitation. The primary intent of this contract is for prearranged non-emergency transportation.

BASE YEAR:

n/a

24,000

Miles

1,200

Trips n/a

nter

Barnes-Jewish Hospital

Hour

Job

Trip

OPTION YEAR I:

n/a

Barnes-Jewish Hospital

OPTION YEAR II:

n/a

Barnes-Jewish Hospital

OPTION YEAR III:

n/a

Barnes-Jewish Hospital

OPTION YEAR IV:

n/a

Barnes-Jewish Hospital

B.3 DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Contractor shall provide assisted wheelchair van transportation services for beneficiaries of the VA Medical Center, St. Louis, MO. The Government intends to award a Requirements type contract, Fixed Price with Economic Price Adjustment.

Definition(s): Addresses:

John Cochran (JC) 915 North Grand St Louis, Missouri 63106

Jefferson Barracks (JB) 1 Jefferson Barracks Drive St. Louis, Missouri 63125

St. Clair Community Based Clinic (CBOC) 1190 Fortune Blvd Shiloh, IL 62269

St. Louis CBOC 6854 Parker Road Florissant, MO 63033

St. Charles CBOC 844 Waterbury Drive O’Fallon, MO 63368

Washington Avenue Annex 2727 Washington Ave.

St. Louis, MO 63101

Manchester Avenue Annex 4974 Manchester Avenue St. Louis, MO 63101

Women’s Clinic 3615 Olive St.

St. Louis, MO 63108 St. Louis University Hospital 3635 Vista Ave St. Louis, MO 63110

Barnes-Jewish Hospital One Barnes-Jewish Hospital Plaza St. Louis, MO 63110

Missouri (MO) Veterans Home 10600 Lewis and Clark Blvd. St. Louis, MO 63136

St. Joseph Hills Infirmary 400 Eagle Point Landing Drive Eureka, MO 63025

Missouri (MO) Veterans Home 620 North Jefferson Street St. James, MO 65559

John J. Pershing VA Medical Center 1500 North Westwood Blvd.

Poplar Bluff, MO 63901

VA Medical Center 2401 West Main Street Marion, IL 62959

CONTRACT DEFINITIONS/ACRONYMS

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 that acts as the administrator during all hours that are other than 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 for one (1) beneficiary 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 O ffic er’s Repr esentative (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 wheelchair van transportation services is the rate paid for each mile traveled beyond the specified Mileage Threshold. This rate applies to loaded, one-way transportation, as well as no load trips outside of the City limits of St. Louis, MO. 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 the St. Louis, MO using the latest version of Microsoft Streets and Trips computer software. For all one-way trips and no loads within the City Limits of St. Louis, MO, 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 and no loads in excess of the flat rate outside the city limits of the St. Louis, MO. In no event shall the Contractor receive reimbursement for mileage charge for any mileage inside the city limits of the St. Louis, MO. Mileage charges are only applicable outside the city limit radius of St. Louis, MO.

No service or no load charge – A no service mileage rate is applicable 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 provides 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 the 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.

Excess Waiting/Waiting Grace Period – Excess 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 will be charged in fifteen (15) minute increments. 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.

Special Mode Transportation - Special mode transportation as it pertains to this contract is considered a wheelchair van. A special modified, privately-owned vehicle, with special adaptive equipment and/or capable of transporting disabled persons is not a special mode of transportation for these purposes. The wheelchair van contract transportation services will transport patients who have been:

a. determined by a VA-clinician as having a medical condition that requires special mode wheelchair transport, and,

b. determined as administratively beneficiary travel eligible by the VA Mobility Manager or designee.

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 without prior approval. 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:

REQUIRED SUBMISSIONS: The successful offeror shall submit the following information to the Contracting Officer prior to contract award and prior to exercise of any option to this contract:

(1) A letter fully describing the make of vehicle(s), model, year, and ID number vehicle(s) which the offeror intends 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.

(2) 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.

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

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

(5) The offeror shall submit the completed General Inspection Checklist of each vehicle. The inspections must be completed by a certified mechanic at any State (Missouri) 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.

(6) Certificate of Insurance as described in statement of work, paragraph O.4.

A.3. MILEAGE: To determine what is considered reasonable mileage, VA will utilize the latest version of Microsoft Streets and Trips 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 FACILITES/VEHICLES: The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any offer, 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 wheelchair van service 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. 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 John Cochran Division can be obtained through the wheelchair ramp and door access located at the Ambassador’s Suite on the south side of the building (facing Enright Ave.) near the Emergency Room entrance. Access to the Jefferson Barracks Division shall be obtained through the wheelchair entrance at the main entrance to each building.

B.2. Transportation, as defined in this contract, shall include the driver escorting wheelchair patients from inside the Residence, Medical Center, or Nursing Home facility, to the vehicle, transporting the patient to delivery point and escorting the patient from the vehicle to the destination. The wheelchair patient shall be delivered to an authorized care giver or medical staff at the specified area and under no circumstances shall a patient be left unattended at any point. Wheelchair patients shall be escorted individually to and from the vehicle and under no circumstances shall a patient be permitted to push or attend to another patient. Hereafter, for the purpose of clarification, wherever the description “patient(s)” is used in this solicitation, it shall be considered to include wheelchair patient.

B.3. If a patient being transported declines to be properly belted or removes the securing devices himself, 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 patient who refuses to be properly secured while being transported.

B.4. 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.5. 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 (314) 289-6610. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD).

B.6. Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the Travel Clerk, John Cochran Division, at (314) 652-4100, extension 56415, 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 (314) 289-6412. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor.

B.7. 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 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 (FAR 52.212-4(m).

B.8. 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.9. 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.10. 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:

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.1. 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 included with offeror’s technical proposal. During contract performance documentation must be made available to the Contracting Officer upon request.

C.2. 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). Copies shall be included with offeror’s technical proposal. During contract performance documentation must be made available to the Contracting Officer upon request.

C.3. 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, university hospital, private residence, nursing homes, etc. It is the driver’s responsibility to assess the special assistance needs of each patient, for which transportation has been requested, and to obtain approval from the Travel Clerk as to whether an attendant will be authorized for the specific trip. Failure to comply with this provision may result in the driver or attendant being prohibited from performing any aspect of service prescribed by the contract. The Contracting Officer 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 and will be based upon documented evidence.

C.4. All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Rehabilitation Medicine Service at the Jefferson Barracks Division, 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, JB Division 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, JB Division. Failure to comply with this provision may be grounds for termination (FAR 52.212-4(m).

C.5. 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 Missouri. Copies to be included with offeror’s technical proposal for all drivers performing under this contract. During contract performance documentation must be made available upon request of the Contracting Officer.

C.7 The COR, or designee, may authorize a VA employee or family member other than the driver to accompany a patient at no additional charge incurred by the Government. This is an exception to CLIN 0015,1015,2015,3015 and 4015.

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. 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 (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 Section, John Cochran Division, 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 (314) 652-4100, extension 56415, 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 (314) 289-6412.

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 Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor. Also see Paragraph B.9. Restrictions.

E.4 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.5 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.6 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.7 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. It is imperative that the Contractor 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 their scheduled appointment. For trips outside the Mileage Threshold, the contractor must notify the VA in time for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor’s call.

E.8 WAITING TIME: The VA Medical Center will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate of one-fourth the hourly rate indicated in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour from the time the driver reports to the designated person. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer’s Technical Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver’s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor will claim reimbursement.

E.9 Rates are to include vehicle and the services of a qualified driver. If the Contractor is required to provide an attendant (in addition to the driver), the Contractor will be notified at the time service is requested by the Travel Clerk or AOD. Contractor will only be reimbursed for the services of an attendant identified as CLIN 0015 of the schedule, when authorized by the Travel Clerk or AOD in advance.

E.10 Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations listed in the schedule identified as CLIN ***3 through CLIN **12; or payment shall be made for trips not listed in the schedule of items based on the base rate (per trip) plus the mileage rate annotated as CLIN ***1 and ***2. Mileage will be computed from pickup point to destination. Payments for trips in which the patient is transported are limited to “one way only” or to “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 the schedule of items, CLIN **16.

E.11 If the Contracting Officer, COR, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below, paragraph G, for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, as applicable plus the charge for an additional patient as annotated by CLIN **14, in the schedule.

E.12 If the Contracting Officer, COR, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to separate destinations, (see below, paragraph G, for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, as applicable plus the charge for an additional patient as annotated by CLIN **14, plus the additional mileage traveled, CLIN ***2, after dropping off the initial patient. 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.

F. PATIENT PRIVACY AND CONFIDENTIALITY: Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract.

G. NUMBER OF PATIENTS: It is understood and agreed that only one patient will be transported on a trip unless specifically authorized by the Contracting Officer, COR, Travel Clerk, or AOD (the list of names to be provided after contract award). When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in paragraphs E.9, E10, E11 and E12.

H. VEHICLES: FAILURE BY THE SUCCESSFUL BIDDER TO MAINTAIN COMPLIANCE WITH ANY OF THE PROVISIONS PRECRIBED IN THIS SECTION FOR VEHICLES USED IN PERFORMANCE MAY BE CONSIDERED GROUNDS FOR TERMINATION (FAR 52.212-4(M) OF THE CONTRACT.

H.1 Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal, 49 CFR Parts 27, 37 and 38, Transportation for Individuals with Disabilities (most current volume), State and Local laws, ordinances, codes, rules or regulations and must have a minimum of the following:

H.2 The wheelchair van transport vehicle shall be of model and make to insure safe and comfortable transportation of wheelchair bound patients. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Locks 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. Seatbelts and shoulder harnesses shall be maintained in each vehicle in order to seat belt each passenger while in his/her wheelchair. Additional transfer belts will be used at all times when loading and unloading passengers in wheelchairs. 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 included in offeror’s technical proposal. Wheelchair vans must be designed so that patients are restrained by a seat belt at all times the vehicle is in motion.

H.3 Each vehicle shall contain a minimum of 1 (one) 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.

H.4 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 patient is considered by be 5’10” to 6’.

H.5 All wheelchair vans shall be equipped to allow for direct communication, at all times, between the drivers and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication.

H.6. All wheelchair vans shall be equipped with a wheelchair lift or lowered floor ramp.

a. The wheelchair van with vehicle lift shall meet specifications as designated by 49 CFR Parts 27, 37, and 38. The wheelchair lift shall be equipped with the following:

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

(2) The lift controls will be located in such a position that the operator can work the controls while keeping one hand on the wheelchair at all times.

(3) The lift shall operate in such a manner that when going up or down it will remain parallel with the ground.

(4) The lift shall be located as to receive the wheelchair and patient from the rear or passenger side of the vehicle.

(5) The lift shall have slip-proof surface.

(6) The lift shall have a minimum design load of 600 lbs.

(7) The lift must be a minimum of 28 inches.

b. All lowered floor ramp wheelchair vans shall be equipped with the following:

(1) Height at floor to ceiling at center of van must be 58 ¾”.

(2) Must have lowered floor from firewall to rear axle.

(3) ) Must have manual swing ramp with 30” usable width.

(4) Must have multiple wheelchair locations

(5) Must have ADA compliant interlock

(6) Must have ADA ramp and door entrance lighting

(7) Must have emergency rear hatch release

Use of the lowered floor ramp wheelchair van versus the raised roof wheelchair van will be determined by the contractor based on the individual needs of the VA patient.

H.7 All wheelchair vans shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service of this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s well being. Each vehicle shall contain a minimum of two (2) sanitary blankets. Failure to comply with the provision may be grounds for termination (FAR 52.212-4(m).

H.8. All wheelchair vans shall be equipped with secured fire extinguishers, first aid kits, and two

(2) flashlights that are readily available and operable for use in event of an emergency.

H.9. Each vehicle shall be equipped with flashing warning lights activated by the opening of loading doors and a properly functioning audible back up signal.

H.10. Wheelchair vans…