PPG 1 of 63 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. UEI: EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C25526Q0014

Murphy, Michael / michael.murphy7@va.gov 913-946-1970 03-24-2026

3:00 PM CST

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

Leavenworth KS 66048

X 100

X

485991

$19 Million

N/A

X

Kansas City VA Medical Center

36C255

Department of Veterans Affairs Network Contracting Office (NCO) 15

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

1. Special Mode Transportation,(Ambulatory Non-Emergent) Hired Car and Wheelchair Transportation Services for Beneficiaries of the Kansas City VAMC.

2. This is an Indefinite Delivery, Indefinite Quantity (IDIQ) five-year contract. Individual bulk funded task orders will be issued to authorize funding of services not to exceed twelve (12) month periods.

Questions are due NLT 3-19-2026 3:00 PM CST Responses will be published as an amendment to this RFQ.

This RFQ is a 100% SDVOSB set-aside.

All responses shall contain the following in the subject line of all emails, "36C25526Q0014 Assist Trans Services"

See CONTINUATION Page

X X

X one(1)

Michael P. Murphy Contracting Officer

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

CL-120 SUPPLEMENTAL INSURANCE REQUIREMENTS

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

E.2 ADDITIONAL INSTRUCTIONS TO OFFERORS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) . 62

E.4 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C255

Michael P. Murphy

Department of Veterans Affairs

Network Contracting Office (NCO) 15

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly 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 Veteran Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

Ordering Period I Start Period 5-1-2026 to 4-30-2027

ITEM

NUMBER

DESCRIPTION

OF SERVICES

EST.

QUANTITY UNIT UNIT PRICE

EST.

AMOUNT

0001 Base Rate wheelchair trips within 40-mile driving distance of the VAMC. One-way only is considered a trip.

Price per trip.

12,000.00 TRP

0002 Base Rate COT trips within 40-mile driving distance of the VAMC. One-way only is considered a trip.

Price per trip.

1,750.00 TRP

0003 Miles for Wheelchair trips in excess of the base 40-mile driving distance of the VAMC. Price per mile.

77,200.00 MILES

0004 Miles for COT trips in excess of the base 40-mile driving distance of the VAMC. Price per mile.

30,000.00 MILES

0005 Trips cancelled at the door or short notice (defined as <45 min prior to pick- up). Price per trip.

440.00 TRP

0006 Waiting time per hour (must be approved in advance). Price per 15-minute increment.

1,000.00 HR

Est. Total Cost for Ordering Period : ______________________________________________

Ordering Period II Start Period 5-1-2027 to 4-30-2028

ITEM

NUMBER

DESCRIPTIO

N

OF

SERVICES

EST.

QUANTITY UNIT UNIT PRICE AMOUNT

1001 Base Rate wheelchair trips within 40-mile driving distance of the VAMC. One-way only is considered a trip.

1002 Base Rate COT trips within 40-mile driving distance of the VAMC. One-way only is considered a trip. Price per trip.

1,750.00 TRP

1003 Miles for Wheelchair trips in excess of the base 40-mile driving distance of the VAMC. Price

1004 Miles for COT trips base 40-mile driving distance of the VAMC. Price

1005 Trips cancelled at notice (defined as <45 min prior to pick- up). Price per trip.

440.00 TRP

1006 Waiting time per hour (must be approved in advance). Price per 15-minute

Est. Total Cost for Ordering Period: ______________________________________________

Ordering Period III Start Period 5-1-2028 to 4-30-2029

ITEM

NUMBE

R

DESCRIPTION

OF SERVICES

EST.

QUANTITY UNIT UNIT PRICE AMOUNT

2001 Base Rate wheelchair trips within 40-mile driving distance of the VAMC. One-way only is considered a trip.

2002 Base Rate COT trips within 40-mile driving distance of the VAMC. One-way only is considered a trip.

Price per trip.

1,750.00 TRP

2003 Miles for Wheelchair trips in excess of the base 40-mile driving distance of the VAMC. Price per

2004 Miles for COT trips base 40-mile driving distance of the VAMC. Price

2005 Trips cancelled at the door or short notice (defined as <45 min prior to pick- up). Price per trip.

440.00 TRP

2006 Waiting time per hour (must be approved in advance). Price per 15-minute

Ordering Period IV Start Period 5-1-2029 to4-30-2030

ITEM

NUMBE

R

DESCRIPTION

OF SERVICES

EST.

QUANTITY UNIT UNIT PRICE AMOUNT

3001 Base Rate wheelchair trips within 40-mile driving distance of the VAMC. One-way only is considered a trip.

3002 Base Rate COT trips driving distance of the VAMC. One-way only is considered a trip.

Price per trip.

1,750.00 TRP

3003 Miles for Wheelchair trips in excess of the base 40-mile driving distance of the

VAMC. Price per mile.

3004 Miles for COT trips in excess of the base 40-mile driving distance of the VAMC. Price

3005 Trips cancelled at notice (defined as <45 min prior to pick- up). Price per trip.

440.00 TRP

3006 Waiting time per hour (must be approved in advance). Price per 15-minute

Ordering Period V start period 5-1-2030 to 4-30-2031

ITEM

NUMBE

R

DESCRIPTION

OF SERVICES

EST.

QUANTITY UNIT UNIT PRICE AMOUNT

4001 Base Rate wheelchair trips within 40-mile driving distance of the VAMC. One-way only is considered a trip.

4002 Base Rate COT trips driving distance of the VAMC. One-way only is considered a trip.

1,750.00 TRP

4003 Miles for Wheelchair trips in excess of the base 40-mile driving distance of the VAMC. Price per

4004 Miles for COT trips base 40-mile driving distance of the VAMC. Price

4005 Trips cancelled at notice (defined as <45 min prior to pick- up). Price per trip.

440.00 TRP

4006 Waiting time per hour (must be approved in advance). Price per 15-minute

Est. Total Cost for Ordering Period: ______________________________________

Total Estimated Cost for Contract:_________________________________

B.3 STATEMENT OF WORK

Contractor shall provide assisted transportation (Wheelchair/Cot) service for the beneficiaries of the Department of Veterans Affairs Medical Center, 4801 Linwood Blvd., Kansas City, MO

64128. The Government intends to award a Firm Fixed Price Requirements contract(s) with

Economic Price Adjustment. The fuel price index will be the economic price adjustment mechanism. Adjustment will be made at the beginning of the Ordering Year.

The economic price adjustment for fuel will be based on the U.S. Energy Information Administration (EIA) Midwest Region On-Highway Diesel Fuel Price, published at https://www.eia.gov/petroleum/gasdiesel/. Adjustments will be made annually at the beginning of each ordering period. The adjustment formula is:

New Rate = Base Rate × (Current Fuel Index / Base Fuel Index)

Where: Base Fuel Index = EIA price published on the date of contract award. Current Fuel Index = EIA price published 30 days prior to the start of the new ordering period.

Any increase or decrease in the fuel index will result in a proportional adjustment to the applicable rates.

Definition(s):

Add on service – Service not pre-scheduled but provided to the contractor daily. Contractor is required to have 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.).

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 7:30 a.m. to 4:00 p.m.

Monday through Friday, excluding holidays.

Base Rate – (Flat Rate)

Definition: The base rate is paid for all authorized one-way trips that do not exceed the “mileage threshold.”

Mileage Threshold: The base rate applies to trips within a 40-mile driving distance of the Kansas City VA Medical Center (VAMC). See full definition below.

Application: For any one-way trip that starts and ends within this 40-mile driving distance, only the base rate is paid—no additional mileage charges apply.

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 Technical 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 Threshold – The mileage threshold is defined as a 40-mile driving distance of the

VAMC, Kansas City, MO. For all one-way trips within a 40-mile driving distance of the VA

Medical Center (VAMC) Kansas City, MO, the contractor will receive the flat base rate for that trip. In addition to the base rate, the Contractor will also receive a mileage charge for any trips once outside the 40-mile driving distance. The mileage charge applies from the point where the Contractor exceeds 40 miles driving distance from the VAMC to the point of beneficiary drop off for the appointment. In no event shall the Contractor receive reimbursement for mileage for one-way trips inside the 40-mile driving distance of the VAMC Kansas City. Mileage charges are only applicable for trips that go outside the 40-mile driving distance of the Kansas

City VAMC. Bing maps is used to determine trips in excess of the 40-mile driving distance.

Calculation of Charges:

For all one-way trips, the Contractor will be paid a single flat Base Rate where the total distance from the Kansas City VAMC to the point where the Beneficiary is picked up and continuing to the beneficiary drop off point does not exceed forty (40) mile driving distance . A one-way trip is considered a trip from a single location (e.g. Kansas City VAMC, residence, contract nursing home, other non-VA facility, etc.) to another single location (e.g. Kansas City VAMC, residence, contract nursing home, other non-VA facility, etc.) with no additional stops.

Additional stops are not authorized. If the beneficiary has a return trip following the initial drop off, that would be billed as two one-way trips.

For trips where the total distance from the Kansas City VAMC to the pick-up point through the beneficiary drop off point exceeds the forty (40) mile threshold driving distance , the Contractor will be paid:

The Base Rate, (which covers the initial forty (40) miles of travel), plus A Mileage Rate for each mile traveled beginning at the point forty (40) miles driving distance from the Kansas City VAMC and continuing to the point where the beneficiary is dropped off for his/her medical appointment, No mileage charges will ever be paid for miles traveled within a forty (40) mile driving distance of the Kansas City VAMC.

Only the base rate will be paid on trips that do not go outside the 40-mile driving distance threshold. Mileage charges are payable only for miles outside the forty (40) mile driving distance from the VAMC, and commences at the point when the trip exceeds the forty (40) mile threshold.

Mileage will be calculated based on Bing Maps “Quickest Route”.See Mileage Calculation section below.

Examples (for illustration only):

15-mile trip: Base Rate only; no mileage charges.

35-mile trip: Base Rate only; no mileage charges.

50-mile trip: Base Rate plus Mileage Rate for 10 miles (50 − 40 = 10).

PLEASE NOTE:

How the Two Thresholds Work Together:

Within 40-mile driving distance from VAMC: Only the base rate applies. No mileage charges are allowed.

Beyond 40-mile driving distance threshold: The base rate applies, plus the mileage rate applies for all miles beyond the 40-mile driving distance from the VAMC.

Mileage Rate Application Decision Table

Trip Distance from

VAMC

Base Rate Applies

Mileage Rate Applies Example Calculation

0–40-miles Yes No 15-mile trip: Base rate only

Over 40-mile driving distance

Yes Yes, for miles beyond 40-mile driving distance from

VAMC

50-mile trip: Base rate + 10 x mileage rate (50-40=10 miles × mileage rate)

Decision Flow:

1. Is the trip within 40-miles?

→ Pay base rate only.

2. Is the trip over 40-mile driving distance?

→ Pay base rate plus mileage rate for all miles beyond the 40-mile driving distance.

Mileage Calculation

a. For purposes of this contract, “mileage” means the one-way distance, in miles, between the patient pickup location and the patient drop-off location, unless otherwise expressly authorized in writing by the Contracting Officer. Mileage will be calculated based on the Government-determined route, not the route actually driven.

b. To determine what is considered reasonable mileage via the Government determined route, the Government will utilize Bing Maps (internet version) using the “quickest route” function.

The quickest route, as defined by Bing Maps, will be the sole basis for mileage computations under this contract, unless the Government specifically directs an alternate route in writing.

c. All mileage for pricing, invoicing, and payment will be calculated using Bing Maps.

References in this solicitation or contract to any other commercial mapping products (including, but not limited to, MapQuest, Google Maps, Apple Maps, or similar products) are hereby deleted and of no effect.

d. If Bing Maps provides more than one “quickest route,” the Government, in its sole discretion, will select one route for contract administration purposes, and that selection will be binding for billing and payment for the trip at issue. The Government’s selection will be based on reasonableness and consistency with contract requirements.

e. In the event of a discrepancy between mileage claimed by the Contractor and mileage calculated by the Government using Bing Maps, the Government’s Bing Maps calculation will control for purposes of payment, unless the Contractor demonstrates that: (1) Bing Maps was unavailable at the time of calculation; or (2) an obvious mapping error exists (such as an incorrect address or software error). Any request for reconsideration of mileage must be submitted in writing within three (3) calendar days of the Government’s notice of the adjusted amount.

f. The Contractor is responsible for using the same Bing Maps “quickest route” methodology when estimating and proposing prices under this contract. The Government will not pay additional compensation for differences between the Contractor’s internal routing software and the mileage determined in accordance with this clause.

Summary Statement

In case of any ambiguity, the Government’s intent is that the Base Rate covers all trips that stay within the (40) mile driving distance of the VAMC, and that the Mileage Rate, when applicable, is payable only for miles outside the forty (40) mile driving distance from the

Kansas City VAMC on trips whose total distance exceeds the forty (40) mile driving distance threshold.

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 or no-load charge will apply unless reasonable notice is given by Beneficiary Travel to cancel the trip. Upon notification of cancellation, the driver will immediately contact the contractor’s dispatch, at which time the contractor’s dispatch enters the no service/no load charge into the VetRide system. VetRide generates and sends an email report of the no service/no load charge to

Beneficiary Travel. Beneficiary Travel can also view the charge in the VetRide system once it is entered by the contractor’s dispatch. Beneficiary Travel will verify the no service/no load charge and either approve it or return it to the contractor justifying the disapproval of the no service/no load charge.

When the VAMC travel office provides reasonable advance notification to the Contractor of a cancelation, a no-load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 45 minutes of the pickup time for trips within 40-mile driving distance and prior to driver departure for trips beyond 40-mile driving distance.

No-Load Charge Application Table

Scenario No-Load Charge Paid?

Notes

Trip canceled by VA ≥45 min before pickup (within 40 miles)

No Reasonable notification provided

Trip canceled by VA before driver departs (for trip beyond 40 miles)

No Reasonable notification provided

Trip canceled <45 min before pickup (within 40 miles)

Yes No-load charge applies

Patient not found or refuses transport (no fault of driver)

Yes No-load charge applies; complete no-service form

Trip canceled due to driver fault

No No-load charge does not apply

Prorated trips – If there is more than one veteran being transported during the same trip, only the mileage for the farthest destination of the run will be charged.

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 a 15-minute timeframe at the designated pickup time and after arrival at the destination. During this period, no waiting charges will apply. It serves two purposes:

1. Allowing the beneficiary to get into the vehicle at the pickup point.

2. Allowing the beneficiary to exit the vehicle upon arrival at their destination, such as delays while medical staff assist the beneficiary.

This grace period applies at:

The original pickup point of the trip.

The drop-off point at the destination.

The pickup time at the conclusion of the beneficiary's medical appointment before the trip home.

Any waiting time that exceeds the 15-minute grace period either before or after the appointment, at either the pickup or drop-off point, will incur additional charges. In such cases, the Contractor will inform beneficiary travel before charging for each additional 15-minute increment. The base rate for medical transportation includes this 15-minute waiting grace period at both 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. The Contractor will submit a request for subcontractor approval to the CO and COR 30 days prior to the subcontractor transporting patients. The request must include documentation verifying the subcontractor meets all requirements required of the contractor in the contract. 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 exercising any option to this contract:

Please Note: All certifications, inspections, and training records must be updated annually and submitted to the Contracting Officer prior to expiration. Failure to provide current documentation may result in suspension of services or contract termination.

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

(2) The letter shall include location and telephone number of offeror’s establishment where calls will be received, and vehicles(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 complete 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.

Certificate of Insurance as described in statement of work, paragraph N.

A.4 INSPECTION OF CONTRACTOR FACILITIES/VEHICLES:

a. The Government reserves the right, at its sole discretion, to inspect the Contractor’s facilities, vehicles, and related operations, and to audit contract-related records at any time during the term of this contract, with or without advance notice. Inspections and audits may be conducted at the Contractor’s principal place of business, satellite locations, vehicle storage or dispatch locations, and any other site where contract-related work, records, or vehicles are maintained.

b. The Contractor shall provide the Government, its authorized representatives, and oversight authorities (e.g., VA safety, infection control, or compliance officials) reasonable access to:

All vehicles used in performance of this contract, including interior and exterior condition, safety equipment, lifts/ramps, restraints, and any onboard medical or safety supplies

Facilities where vehicles are housed, maintained, cleaned, or dispatched Contract-related records, including but not limited to trip logs, dispatch logs, training and competency records, driver and attendant licensure, background checks, maintenance and inspection records, safety and incident reports, and insurance documentation

c. Upon request, the Contractor shall make all requested contract-related records available to the Government within two (2) business days. Records may be provided electronically or in hard copy, as directed by the Contracting Officer or authorized representative. If a record is not immediately available, the Contractor shall notify the Government in writing within one (1) business day, explain the reason, and propose a date (not to exceed an additional three (3) business days) by which the record will be produced.

d. If any inspection or audit identifies deficiencies in safety, cleanliness, maintenance, driver/attendant qualifications, recordkeeping, or other contract requirements, the Government may require the Contractor to submit a written corrective action plan within a time frame specified by the Contracting Officer. The plan shall identify the deficiency, root cause, and specific corrective measures with implementation dates.

e. Failure to provide required access; failure to produce requested records within the time frames specified; failure to correct identified deficiencies; or repeated or material findings that impact patient safety, compliance, or contract performance may result in remedies up to and including suspension of specific drivers or vehicles from use under this contract, temporary suspension of services, withholding of payment, or termination of the contract for cause or default, as determined by the Contracting Officer.

f. The rights described in this clause are in addition to, and do not limit, any other inspection, audit, or oversights available to the Government under applicable law, regulation, or other provisions of this contract.

B. PASSENGER TRANSPORTATION:

B.1 Contractor provides 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. 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 to the VAMC, Kansas City, MO shall be obtained through wheelchair ramps and the door accesses located to the left and right of the emergency room during normal working hours and at the emergency entrance during off tours.

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. The contractor must document patient refusals in writing and submit the documentation to the COR within 24 hours.

B.3 Contractor drivers will ensure proper loading/unloading techniques are always followed.

Patients in wheelchairs will be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver will ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transport to a vehicle seat. NO patient will be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. The contractor will ensure that drivers receive appropriate safety training on loading/unloading techniques, and such training shall be documented and made available to COR or designee annually and/or prior to contract submission or renewal.

B.4 Contractor shall provide “through the door” assisted 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 always attended by an authorized responsible party.

Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle. 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.

B.5 The Contractor’s driver or authorized attendant shall continuously observe the patient, to the extent practicable, during transport for signs of distress, changes in mental status, or other indications of a significant change in condition. Observation includes monitoring for, but is not limited to, sudden onset or worsening of shortness of breath, rapid or labored respirations, chest pain, altered level of consciousness, acute confusion, seizure activity, uncontrolled bleeding, or any other symptom that appears emergent or markedly different from the patient’s status at pickup.

Upon any indication of a significant change in the patient’s condition, the driver or authorized attendant shall immediately stop the vehicle in a safe location (if necessary for patient safety) and promptly communicate the situation to the VA Medical Center Emergency Room staff in Kansas City at (816) 861-4700, Ext. 57310 or 57689. The driver or attendant shall follow the instructions provided by VA clinical personnel, including direction to call local emergency medical services (911) if so instructed.

Diversion from the originally designated destination (e.g., to the VA Emergency Room or another facility) shall only be authorized by the VA travel clerk, VA Emergency Room staff, or the Administrative Officer of the Day (AOD). The Contractor shall not independently alter the destination except to address an immediate and obvious threat to life or safety, in which case the driver or attendant shall notify the VA Emergency Room and AOD as soon as practicable.

All diversions from the original destination, and all significant patient condition changes encountered during transport, shall be reported to the COR or designee no later than one (1) hour after the event, followed by a written incident report submitted by the Contractor within one (1) business day. The incident report shall include the date and time, patient identifier, origin and intended destination, description of the condition change, actions taken by the driver or attendant, parties contacted (including times), and the final disposition of the patient.

B.6 Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the COR, or designee, at the Kansas City VA, from 7:30 a.m. to 4:00 p.m.

During irregular tour of duty (4:00 p.m. to 7:30 a.m.), weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at the admissions desk. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor.

B.7 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 (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.8 When there is a need to transport medical records with the patient, the Contractor’s driver will ensure 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-emergency 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. The number of riders in any vehicle shall not exceed the number of approved safety restraints available 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 default.

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 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.6 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.7 All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the COR or designee at the VA Medical Center, Kansas City, MO, 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.

Failure to comply with this provision may be grounds for default.

C.8 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. Contractor shall provide, at the request of the Contracting Officer, with a copy of the valid license of all drivers performing under this contract.

C.9 The COR, or designee, may authorize an attendant other than the driver to accompany a patient with no additional charges incurred to the Government.

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 default.

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 default.

E. ORDERS:

E.1 Requests for services will be recorded on the daily travel manifest and furnished to the

Contractor via facsimile, electronically (e-mail) and/or telephone, by the Travel Section, VA

Medical Center, Kansas City, MO, no later than 4:00 p.m. prior to the day the transportation is required. The following information shall be provided by the VA to the contractor:

Patient name (first and last name)

Social Security Number

Pick up point (include address, telephone , city, state, bldg and/or room number if applicable)

Destination

Time of pick up

Support required or items to accompany (oxygen, IV heplocks, escort, other items)

Additional information as needed (whether there are papers, medications or other items to be transported with the patient and location of those items), including any specific physician instructions

If 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, the additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified.

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.

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 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 Kansas City

VA travel section during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD.

E.2 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 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. In instances of add-on trips that are over 100 miles driving distance from the pickup point to the drop off location, the COR will allow some flexibility in the 45-minute response time up to 24 hours’ notice. The VA will be the sole judge in determining when to order service from another source.

E.3 Contractor shall give higher priority in transporting VA Patients that have scheduled trips.

Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination on time.

E.4 In case of inclement weather, the decision as to whether a VA Patient will be transported will be made mutually by the COR or designee, and the Contractor. If mutual agreement cannot be attained, the COR has the final authority to make decisions regarding transportation during inclement weather.

E.5 The Contractor shall notify Travel, upon the Travel Clerk’s(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 en-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 trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. For trips outside the Mileage Threshold that the contractor is unable to timely provide the requested transportation, the contractor must notify the VA in time for the VA to coordinate with another company to travel to the destination to pick up the Beneficiary and transport them in time for the patient to maintain their scheduled appointment. The contractor will be responsible for charges incurred by the VA utilizing another company.

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.6 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 to reduce the lost time to the driver. Waiting time will not apply to the driver’s 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. Fifteen minutes is routine and is considered the Grace Period under the contract. 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 more than the 15-minute grace period from the time the driver reports to the designated person for initial pickup or from the time the driver arrives at the drop off location.

Waiting time must be approved in advance by the COR or designee. Waiting time must be communicated (via email or phone call) by the Contractor to the Beneficiary Travel Office or

COR at the time of pick-up. 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 due to delays. 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.

Waiting time must be pre-approved by the COR or designee. The contractor must notify the

Beneficiary Travel Office or COR in real time (by phone or email) at the time of pick-up if waiting time is anticipated. For pickups outside the VA Medical Center, the contractor shall call or email the COR as soon as the driver expects to claim reimbursement. Documentation of this communication must be included with the invoice.

E.7 Payment for trips performed under the contract shall be based on the base rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold, subject to its

40-mile reduction as explained above). 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 requirements.

E.8 There is a limited exception to compensation for loaded miles when a patient is picked up from a remote location and dropped off at a remote location. “Remote location” is defined as outside the 40-mile driving distance of the VAMC, Kansas City, MO.

For remote location trips, the Government will authorize payment of round-trip mileage (to and from the patient destination) in addition to the Base Rate, when such payment is specifically approved in writing by the COR or Contracting Officer. Any such exception will be documented in the order or in a written modification. In all other cases, mileage will be paid in accordance with the standard mileage rules described in the SOW.

For Example: Patient is picked up from home in city outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment (also outside mileage threshold). Contractor incurs wait time while patient completes his/her appointment and mileage to transport patient back home. In this scenario contractor will be compensated for mileage incurred from VAMC Kansas City to pickup point (i.e. patient’s home), mileage to drop off location (i.e., CBOC), wait time (if pre-approved by the VA), and mileage to transport patient back to home from the appointment location. Rates will be in accordance with current contract rates for mileage and wait time.

E.9. 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 within the mileage threshold, (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.

F. 10 When more than 1 (one) patient is transported outside the Mileage Threshold, in a single vehicle, the longest distance transported will be claimed for mileage calculation purposes, in addition to the base rate. Trip mileage shall be determined in accordance with the current Bing

Maps internet version, using Quickest Route. 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 40-mile driving distance in a single vehicle, a base rate will be charged for only one patient.

G. PATIENT PRIVACY AND CONFIDENTIALITY: Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract. Awarded contractor shall be required to sign Business Associate Agreement (BAA) as mandated by the

Health Insurance Portability and Accountability Act of 1996 (HIPAA). See Attachment A for sample Business Associate Agreement.

H. NUMBER OF PATIENTS: It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle.

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 paragraph E. Orders.

I. 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 DEFAULT OF THE CONTRACT.

H.1 Each vehicle shall be always equipped 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 and regulations and must have a minimum of the following:

a. The ambulance transport vehicle shall be of model and make to ensure safe and comfortable transportation of wheelchair bound patients. Each vehicle shall be so configured as to hold a minimum of three (3) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of 4-point restraints for all wheelchair positions. All positions shall be seated facing the front-on-front mounted seats or rear on rear mounted seats of the vehicle. No patients may be transported on side mounted seats. Tie downs for wheelchairs 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.