36C25620Q0256-000.docx

36C25620Q0256 Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice V122 Non-Emergency, Special Needs, Ground Transportation Services For Wheelchair and Stretcher Patients Southeast Louisiana Veterans Healthcare System New Orleans, Baton Rouge, & Associated Facilities 39531 36C25620Q0256 03-06-2020 N

SDVOSBC

485991 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531 C.Robert Oravetz / Contract Specialist Department of Veterans Affairs Network Contracting Office 16 Gulf Coast Veterans Health Care System 400 Veterans Avenue BLDG T102 Biloxi, MS 39531 Department of Veterans Affairs Southeast Louisiana Veterans Health Care System New Orleans, Baton Rouge, & associcated facilities 2400 Canal Street New Orleans, LA 70112 70112

USA

christopher.oravetz@va.gov christopher.oravetz@va.gov This is a combined synopsis/solicitation for commercial items, prepared in accordance with the format in Federal Acquisition Regulation (FAR 12.6) as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

Solicitation number 36C25620Q0256 is issued as a Request for Quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-06.

The Southeast Louisiana Veterans Health Care System is seeking a contractor that can provide the following services to eligible beneficiaries: Non-Emergency, Special Needs, Ground Transportation Services (For Wheelchair and Stretcher Patients). Services include all vehicles, personnel, management, supplies, transportation, equipment and reports. The areas of coverage are New Orleans, LA, Baton Rouge, LA, and surrounding areas as specified in the Performance Work Statement.

All work shall be completed in accordance with the Performance Work Statement (PWS) entitled, “Non-Emergency, Special Needs, Ground Transportation Services (For Wheelchair and Stretcher Patients)” dated 01/22/2020. The Performance Work Statement contained within this solicitation is a non-negotiable document. Offers/quotes shall not include edits, revisions, additions, deletions, alterations, or track change comments to the Performance Work Statement.

The associated North American Industry Classification (NAICS Code) for this requirement is 485991 – Special Needs Transportation. The associated size standard is $16.5 million.

This solicitation is set aside 100 % for Service-Disabled Veterans Owned Small Businesses (100% SDVOSB set aside).

When preparing offers in response to this solicitation offerors shall refer to FAR 52.212-1 (Instructions to Offerors – Commercial Items) and Addendum to FAR 52.212-1 (Instructions to Offerors-Commercial Items). These sections contain specific instructions, guidance, format, and exact requirements for what constitutes a complete and responsive offer/quote. As specified in these sections an incomplete and/or non-responsive offer shall not be considered for a contract award by the contracting officer.

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

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8. OFFER DUE DATE/LOCAL

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9. ISSUED BY

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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

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16. ADMINISTERED BY

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17a. CONTRACTOR/OFFEROR

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18a. PAYMENT WILL BE MADE BY

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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

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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

629-20-1-159-0003 36C25620Q0256 02-12-2020 C. Robert Oravetz / Contract Specialist 228-523-5454 03-06-2020

1:00 P.M. CST

36C256 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG T102 Biloxi MS 39531 X X 485991 $16.5 Million N/A X 36C256 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG T102 Biloxi MS 39531 36C256 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714 8972 1-866-372-1141 vafsccshd@va.gov See CONTINUATION Page Contractor shall provide Non-Emergency, Special Needs, Ground Transportation Services (For Wheelchair and Stretcher Patients) for Southeast Louisiana Veterans Healthcare System and associated facilities.

Contractor shall refer to the Performance Work Statement, the Schedule of Services (Price/Cost Schedule), and all other requirements and conditions that are contained within this solicitation that pertain to the execution of services and the completion of tasks/deliverables.

Contractor shall refer to FAR 52.212-1 and 52.212-2 when submitting offers/quotes in response to this solicitation.

Solicitation is set aside 100% for Service Disabled Veteran Owned Small Businesses IAW VAAR 804.1103-70.

See FAR 52.212-1 for solicitation close date and time.

See CONTINUATION Page 29-3600160-159-829800-2113 010041089 X X X Windell Lance Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

Wage Determination 2015-5189 REV 15 12-23-2019 Wage Determination 2015-5177 REV 15 12-23-2019 Quality Assurance Surveillance Plan (QASP) VA119 Report of Contact Form Solicitation Questions Request Form

A.2 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: Unknown until contract award

b. GOVERNMENT: Contracting Officer 36C256 Windell L. Lance Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG T102 Biloxi MS 39531

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714 8972 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE AND ITEM INFORMATION YR=YEAR (Trips Per Year)

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

BASE YEAR

Start: 04/01/2020 End: 03/31/2021

*TRIPS PER YEAR

See Section 1.1.11 in PWS

BASE YEAR

Start: 04/01/2020 End: 03/31/2021

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

BASE YEAR

Start: 04/01/2020 End: 03/31/2021

See Section 1.1.11 in PWS

BASE YEAR

Start: 04/01/2020 End: 03/31/2021

SUBTOTAL – BASE YEAR

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

OPTION YEAR ONE

Start: 04/01/2021 End: 03/31/2022

See Section 1.1.11 in PWS

OPTION YEAR ONE

Start: 04/01/2021 End: 03/31/2022

Base Rate (60 Mile Threshold).

See Section 1.1.11 in PWS

OPTION YEAR ONE

Start: 04/01/2021 End: 03/31/2022

See Section 1.1.11 in PWS

OPTION YEAR ONE

Start: 04/01/2021 End: 03/31/2022

SUBTOTAL – OPTION YEAR ONE

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

OPTION YEAR TWO

Start: 04/01/2022 End: 03/31/2023

See Section 1.1.11 in PWS

OPTION YEAR TWO

Start: 04/01/2022 End: 03/31/2023

Base Rate (60 Mile Threshold).

See Section 1.1.11 in PWS

OPTION YEAR TWO

Start: 04/01/2022 End: 03/31/2023

See Section 1.1.11 in PWS

OPTION YEAR TWO

Start: 04/01/2022 End: 03/31/2023

SUBTOTAL – OPTION YEAR TWO

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

OPTION YEAR THREE

Start: 04/01/2023 End: 03/31/2024

See Section 1.1.11 in PWS

OPTION YEAR THREE

Start: 04/01/2023 End: 03/31/2024

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

OPTION YEAR THREE

Start: 04/01/2023 End: 03/31/2024

See Section 1.1.11 in PWS

OPTION YEAR THREE

Start: 04/01/2023 End: 03/31/2024

SUBTOTAL – OPTION YEAR THREE

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

OPTION YEAR FOUR

Start: 04/01/2024 End: 03/31/2025

See Section 1.1.11 in PWS

OPTION YEAR FOUR

Start: 04/01/2024 End: 03/31/2025

Base Rate (60 Mile Threshold) See Section 1.1.11 in PWS

OPTION YEAR FOUR

Start: 04/01/2024 End: 03/31/2025

See Section 1.1.11 in PWS

OPTION YEAR FOUR

Start: 04/01/2024 End: 03/31/2025

SUBTOTAL – OPTION YEAR FOUR

GRAND TOTAL ALL CLINS / ALL YEARS (BASE YEAR AND OPTION YEARS 1, 2, 3, & 4)

From Performance Work Statement:

1.1.11 Mileage Reimbursement – Reimbursement for mileage outside the contract Mileage Thresholds of coverage, shall be at the mileage rate stated in the schedule, and shall be based upon the miles from the pick-up point and the specified destination. Distances beyond the contract Mileage Threshold areas of coverage shall be calculated using current Bing Mileage Guide. Allowable charges for mileage outside the contract Mileage Threshold areas of coverage, shall not exceed +5% of the current Bing Standard Mileage Guide.

New Orleans: With trips that do not originate or terminate at the Southeast Louisiana Veterans Health Care System (New Orleans VAMC) the contractor will calculate mileage from Point A (New Orleans VAMC) to Point B (pick up location) to Point C (drop off location) and deduct 60 miles from the total.

Baton Rouge: With trips that do not originate or terminate at the Southeast Louisiana Veterans Health Care System (Baton Rouge CBOC) the contractor will calculate mileage from Point A (Baton Rouge CBOC) to Point B (pick up location) to Point C (drop off location) and deduct 60 miles from the total.

For the purposes of the award of this Contract, The Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

B.2 PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS) Non-Emergency, Special Needs, Ground Transportation Services (For Wheelchair and Stretcher Patients) Southeast Louisiana Veterans Health Care System (SLVHCS) New Orleans, LA, Baton Rouge, LA, and surrounding areas 01/22/2020

INTRODUCTION:

The Contractor shall provide all ground transportation services, as identified within this Performance Work Statement. This will include all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to provide ground transportation services for beneficiaries of the Southeast Louisiana Veterans Health Care System, New Orleans VA Medical Center (VAMC), located at 2400 Canal Street, New Orleans, LA 70119 and associated facilities.

In addition to providing services for New Orleans, LA VA Medical Center (VAMC), the contractor shall provide services for associated facilities (of the Southeast Louisiana Veterans Health Care System). The associated facilities consist of the following treatment facilities, Community-Based Outpatient Clinic (CBOC’s), and other locations (to include but not limited to):

PERFORMANCE PERIOD: The expected period of performance is a base year consisting of twelve (12) months and four (4) option years that are each twelve (12) months in length. Performance of services will begin thirty (30) calendar days following contract award unless an alternate date is mutually established between the government and the contract awardee.

SECTION 1 - DEFINITIONS

1.1 CONTRACT DEFINITIONS/ACRONYMS

1.1.1 Base Rate – is the rate paid for one-way transportation from the Southeast Louisiana Veterans Healthcare System (SLVHCS) treatment center to a designated drop off point or from a designated pick up point to the Southeast Louisiana Veterans Healthcare System (SLVHCS). This rate will be paid for all authorized one-way trips ordered under this contract action during all phases of the trip made on behalf of the Government. The Base Rate shall constitute full compensation for one-way trips which do not exceed the "Mileage Threshold”- for each identified Medical facility.

1.1.2 Beneficiary – Veteran determined to be eligible for benefits by the Veterans Administration (VA).

1.1.3 Beneficiary Trip Scheduling – VA will contact the Contractor by 3:30 PM (CST) on the day prior to schedule transportation appointments. At the time of a trip request, the VA will negotiate pickup/delivery time and place, and contractor shall provide a reference number for billing, or resolution of any questions. The form and method of communication from VA to the Contractor shall be determined after direct discussion between the parties.

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

1.1.5 Contracting Officer Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the CO. Responsibilities includes certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and overseeing the vehicle inspection team. All administrative functions remain with the CO.

1.1.6 Contractor – The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that their subcontractors comply with the terms and conditions of this contract.

1.1.7 Discharge services – Trips requiring transport upon beneficiary discharge from facility. Travel coordinator will advise the Contractor as to any travel and/or time restrictions.

1.1.8 Dry Run – A dry run is a request for service by authorized Medical Center personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center's needs and verified by VA staff. The Contractor will be entitled to the applicable rate only when dry runs are encountered due to no fault or negligence by the Contractor.

1.1.9 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.

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

1.1.11 Mileage Reimbursement – Reimbursement for mileage outside the contract Mileage Thresholds of coverage, shall be at the mileage rate stated in the schedule, and shall be based upon the miles from the pick-up point and the specified destination. Distances beyond the contract Mileage Threshold areas of coverage shall be calculated using current Bing Mileage Guide. Allowable charges for mileage outside the contract Mileage Threshold areas of coverage, shall not exceed +5% of the current Bing Standard Mileage Guide.

New Orleans: With trips that do not originate or terminate at the Southeast Louisiana Veterans Health Care System (New Orleans VAMC) the contractor will calculate mileage from Point A (New Orleans VAMC) to Point B (pick up location) to Point C (drop off location) and deduct 60 miles from the total.

Baton Rouge: With trips that do not originate or terminate at the Southeast Louisiana Veterans Health Care System (Baton Rouge CBOC) the contractor will calculate mileage from Point A (Baton Rouge CBOC) to Point B (pick up location) to Point C (drop off location) and deduct 60 miles from the total.

1.1.12 Mileage Threshold – Charges for travel within the medical facilities threshold shall be inclusive with the base rate. One-Way mileage for travel beyond the mileage threshold shall be claimed under the facility applicable mileage rate.

1.1.13 Non-Emergency, Special Needs, Ground Transportation – consists of providing non-emergency transportation (wheelchair and stretcher) to VA eligible beneficiaries to and from authorized VA medical facilities, VA CBOC’s, and/or other VA medical treatment or care locations.

1.1.14 Quality Assurance – Those actions taken by the Government to assure services meet the requirements of this contract.

1.1.15 Quality Assurance Evaluator(s) Government personnel responsible for surveillance of contractor performance.

1.1.16 Quality Assurance Surveillance Plan — An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance.

1.1.17 Quality Control — Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

1.1.18 For return trips from scheduled outpatient visits, clients should not have to wait more than 30 minutes for pick up, no matter where patient lives.

1.1.19 Short Scheduled Trip(s) — Trip(s) that have been scheduled in advanced, repeated trips e.g. dialysis.

1.1.20 Vehicle(s) — The term -Vehicle(s) refers to all modes of transportation provided (wheelchair and stretcher) under the requirements of this contract, unless a specific mode of transportation is identified.

1.1.21 Waiting Grace Period —The base rate for transportation services shall include a fifteen (15) minute waiting grace period at origin and destination.

1.2 HOURS OF PERFORMANCE AND NOTIFICATION

1.2.1 Contractor shall provide ground patient transportation services for eligible veteran beneficiaries as requested 365 days a year, 24 hours a day, regardless of distance.

1.2.2 The Contractor shall provide a toll-free number for accepting VA calls. It is estimated that 90% of all requests for services will be placed by telephone. Requests for service may also be in writing or oral from the Contracting Officer Representative (COR) or other authorized designee and may be completed by telephone, facsimile, mail, e-mail, or in person. At the earliest available date after contract award the government will provide point of contact names and contact information (for each respective treatment facility, Community-Based Outpatient Clinic (CBOC), and/or other location) for execution of services. This includes Administrative Officer of the Day (AOD) and/or other individuals who are responsible for handling requests for services that occur after normal business hours.

1.2.3 Electronic Transmissions: The Contractor shall propose an electronic media, (e.g. facsimile, e-mail), available at all times during the contracting period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

1.2.4 Contractor Personnel Roster: Within seven (7) days after contract award the contractor shall provide the following employee information:

1. Name

2. Position

3. Title, and

4. Work assignment area

1.2.5 Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur.

1.3 CONTRACTOR PERSONNEL AND STAFFING QUALIFICATIONS: Personnel performing services under this contract shall meet the following minimum requirements below (to include but not limited to):

1.3.1 Be 25 years of age or older.

1.3.2 Hold a valid Louisiana Driver/Operator’s License (Class D or higher) from the Office of Motor Vehicles.

1.3.3 Provide an official driving record from the Office of Public Safety with no more than two driving violations and no Driving While Intoxicated (DWI) violations within the past three (3) years.

1.3.4 Furnish a Criminal Background Check from the Louisiana State Police, Bureau of Criminal Identification that shows no record of felony convictions.

1.3.5 Proof of successful completion of a National Safety Council (or its equivalent) approved Defensive Driving Course with Defensive Driving Course completion certificate that is not older than one (1) year old.

1.3.6 Successful completion of a certified First Aid Course with First Aid Course completion certificate not older than two (2) years old.

1.3.7 Successful completion of a course of instruction in cardiopulmonary resuscitation by either the American Heart Association (Heartsaver Level or equivalent) or the American Red Cross (Adult CPR or equivalent) with course completion certificate that is not older than two (2) years old.

1.4 CONTRACTOR PERFORMANCE

1.4.1 In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA Travel Section Contracting Officer Representative (COR) and CO and provide a justification for non-performance.

1.5 ESCORT

1.5.1 The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary, or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary.

1.5.2 The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin, unless transporting with the beneficiary.

1.6 SUBSTITUTION OF BENEFICIARY

1.8.1 The VA reserves the right for substitution of the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur.

1.7 REQUESTS FOR SERVICES

1.7.1 Prior to performance, the CO shall provide the Contractor with a list of names or position titles and phone numbers of authorized VAMC personnel who may request services and receive calls from the Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur.

1.7.2 The Contractor shall ensure that requests for services are only received from VAMC individuals on the above stated authorized list of VAMC personnel. 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.

1.7.3. The Contractor shall normally transport only one beneficiary per trip, but when specially requested by authorized VA personnel additional beneficiaries are to be transported. When more than one beneficiary is transported reimbursement for the second patient mileage will not be charged, however, mileage will only be paid for the longest distance over which a patient is transported.

1.7.4 When ordering services, the VAMC will provide the following information:

1. Required date and time of arrival;

2. Name of beneficiary;

3. Pick-up and delivery point;

4. Type of equipment necessary ;

5. Any other special instructions;

6. Response Time – Appearance at patient location within one hour of receiving request for transport, or no later than two hours of receiving the request

1.7.5 VA will not be responsible for payment of any fines/citations incurred by the contractor during contract performance.

1.8 Reporting Requirements (Trip Logs, Trip Tickets, and/or Trip Summary) When patients are transported trip logs, trip tickets, and/or a trip summary shall be maintained by the contractor to document the specific transportation services that were provided by the contractor for beneficiaries. Trip logs, trip tickets, and/or trip summaries shall contain the following information (to include but not limited to):

· Date and Time of Service Call

· Name of Beneficiary Requiring Services

· Type of Transportation Requested

· Pick Up and Delivery Points (i.e. Embarkation & Disembarkation Locations)

· Actual Time of Arrival at Pick Up and Delivery Points

· Actual Waiting Time at Pick Up and Delivery Points (if waiting charges are claimed)

· Driver’s name

· Vehicle Used and relevant identifying information

· Any other comments regarding the trip.

*When monthly invoices are submitted for payment the contractor will be required to submit trip logs, trip tickets, and/or trip summaries along with their invoice so that appropriate reconciliation and verification can be done by the facility (before payment is made for the services rendered).

1.9 DRY RUNS

1.9.1 The Contractor will be entitled to the applicable rate only when dry runs are encountered due to no fault or negligence of the Contractor, order of services must have been requested by authorized VAMC personnel.

1.9.2 Contractor will receive full compensation for a cancelled trip unless notified by VA personnel of the cancellation prior to the contractor’s vehicle being dispatched.

1.9.3 Should the Contractor arrive at the destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, e.g., incorrect address, or patient absence, or patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in the schedule, and applicable mileage if outside contract Mileage Threshold areas of coverage.

1.9.4 Contractor must report all dry runs at time of occurrence and verify with VA staff before driver is allowed to depart location. Driver will attempt to contact VA for 15 minutes but may leave after waiting 15 minutes if unable to reach VA dispatcher by phone.

1.9.5 Contractor will not charge dry run for trips if driver arrives too late to allow patients to keep scheduled clinic appointment.

1.10 PATIENT RIGHTS

1.10.1 The Contractor shall be courteous to VA beneficiaries and all vehicles shall be non-smoking at all times. The Contractor shall not text or talk on the phone unless it is an emergency. Patients may bring a reasonable amount of equipment, such as a folding wheelchair, consumable medical supplies and personal suitcase. When transporting patients to or from VAMC, the driver, acting for the Contractor, will ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.

1.10.2 The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor shall promptly complete and submit to the CO and COR a VA Incident Report of Contact, VA Form 119, with all information necessary for a full review. VA will provide this form to vendor after award.

1.10.3 The Contractor shall notify the COR and CO, in writing within 24 hours, of any complaints made by the patients with regards to transportation services. 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.

1.10.4 The Contractor shall assist the beneficiary from the departure point to the vehicle and to their destination point. Upon delivery of psychiatric patient to the patient ward the Contractor shall obtain from the responsible staff for the beneficiary a signed receipt, the receipt shall be retained by the Contractor. If the beneficiary is to be picked up for a return trip, a trip number shall be left with the staff member identifying the beneficiary's trip number to be used when calling for pickup.

1.10.5 The COR and Contractor shall report all late pickups to the CO. Late pickups will be verified by using copies of the trip tickets as documentation. Additionally, each vehicle shall be equipped with a visible means of a medium (comment card with government address pre-printed) that allows the patient to provide feedback, positive and negative, to the COR and/or the CO.

1.10.6 Driver will take the most direct route from pick up location to destination unless legitimately unavoidable.

1.11 SAFETY REQUIREMENTS

1.11.1 In order to protect the lives and health of patients, the Contractor shall take such safety precautions as the CO, or his designate, may determine to be reasonably necessary. Drivers shall project responsible, professional and courteous behavior. Drivers must exercise the utmost safety in caring for recipients while transporting them and guard against becoming insensitive to their physical and emotional condition(s). Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the employees' fault or negligence. Exercising a high quality of care and concern in the provision of services reflects positively on the Non-Emergency Medical Transportation (NEMT) Program for SLVHCS.

1.11.2 Drivers must ensure:

• The equipment and vehicle used is kept clean and serviceable at all times.

• All laws of the State of Louisiana are observed while transporting a vehicle with passengers.

• The vehicle is safe and in excellent operating condition.

A vehicle must not be driven unless the driver determines that the following parts and accessories are in good working order: vehicle brakes, parking brakes, steering mechanism, lighting devices and reflectors, tires, horn, windshield wipers and rear-view mirrors.

1.11.3 Drivers must:

· Not consume or be under the influence of intoxicating liquor, narcotic drugs or amphetamines within four hours of going on duty or while operating a motor vehicle.

· Assure that any vehicle they drive with “for hire,” “handicapped” or “public” license plates comes to a complete stop as required by state law. This includes all railroad crossings.

· Exercise extreme caution in the operation of a vehicle when hazardous conditions such as those caused by snow, ice, sleet, fog, mist, rain, dust or smoke adversely affect visibility or traction. Speed must be reduced when such conditions exist. If conditions become sufficiently dangerous, the operation of the vehicle must be discontinued or operated to the nearest point at which the safety of the passengers is assured.

· Use turn signals not less than 100 feet in advance of and during the turning movement of the vehicle. Turn signals must be flashed to indicate the direction of vehicle movement in traffic lanes.

· Have been instructed in the proper procedures required to move recipients into and out of the vehicle equipped to transport non-ambulatory, wheelchair recipients and patients in stretchers.

· Ensure all passengers are wearing seatbelts or are otherwise secured.

· Ensure that no smoking, eating, or drinking occurs in the vehicle as in accordance with current Occupational, Safety and Health Administration (OSHA) regulations.

· Always turn the engine off when fueling a motor vehicle, and never fuel the vehicle where there is smoke or an open flame.

1.11.4 The CO, or his designate, will notify the Contractor of any safety non-compliance and the action to be taken.

1.11.5 The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the CO may issue an order, stopping all or any part of the work.

1.11.6 In the event of any incident/accident involving a beneficiary, or while transporting a beneficiary, during contract performance, the contractor shall immediately inform the COR verbally, and then follow up with a written report within 15 days to be delivered to the COR & CO. Report is preferred to be delivered via email, but regular mail are acceptable if sent to the appropriate party or section: Mailing address: 2400 Canal Street, New Orleans, LA 70119.

1.11.7 Contractor employees shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in stretchers shall also be safely secured in vehicles that are used for transporting these patients.

1.12 INTERFERENCE WITH NORMAL FUNCTIONS

1.12.1 The Contractor's personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the CO and COR.

1.13 CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

1.13.1 The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. The QCP shall be submitted as part of the contractor’s offer in response to the solicitation. The Contractor's QCP shall include the following and/or be incorporated during actual performance of the contract. The minimum requirements of the QCP are listed in section 1.13.1.1 thru 1.13.1.4 below. Contractors are encouraged to exceed minimum requirements when establishing and/or formulating their QCP.

1.13.1.1 An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, or the title of the individual(s) who will perform the inspections.

1.13.1.2 Contractor shall maintain maintenance records for each vehicle and a copy shall be kept in the vehicle at all times. The Government reserves the right to review these records.

1.13.1.3 The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

1.13.1.4 The methods of identifying and preventing communication breakdowns which includes an action plan for how to deal with communication issues or problems that could negatively impact service delivery and/or patients.

1.14 MODIFICATIONS

1.14.1 In accordance with FAR 52.212-4( Paragraph C), only the Contracting Officer may authorize any changes to the contract. Changes in the terms and conditions of this contract may be made only by written agreement of the parties. Changes made by other parties are not enforceable, will not be reimbursable, and represent an unenforceable obligation and/or an unauthorized commitment.

SECTION 2 – CONTRACTOR VEHICLE, INSURANCE, AND LICENSE PLATE REQUIREMENTS

2.1 CONTRACTOR VEHICLE REQUIREMENTS: Contractor vehicles used for the performance of services must be the minimum requirements below (to include but not limited to):

2.1.1 Vehicles must be certified by the Louisiana Department of Health and Hospitals.

2.1.2 Vehicle must have a valid motor vehicle inspection sticker displayed that was issued by the state of Louisiana or one of its municipalities.

2.1.3 Signage: Vehicles used for transport of patients under this contract shall contain, display, and be affixed with the appropriate signage (in the correct size, color, dimensions, locations, with all required information) that indicates the vehicle is designated for use as a Non-Emergency Medical Transportation (NEMT) vehicle. **It is the responsibility of the contractor to familiarize themselves with and to adhere to the proper signage requirements as required by law as such requirements may differ from parish from parish, from city to city, and from locality to locality.

2.1.4 Fire extinguisher in working order, non-expired, and not older than 1 year old.

2.1.5 No Smoking and Fasten Seatbelt signs displayed in areas readily visible by passengers.

2.1.6 Body and Damage – No appreciable body or paint damage or missing pieces.

2.1.7 Tires – Tread in accordance with RS32 – No exposed wire, bubbles, or appreciable sidewall damage. Vehicle has spare tire with tools to change tire.

2.1.8 Lights – All lights in working order which includes headlights (high and low beams), turn signals, hazard flashers, back-up lights, brake lights, license plate lights, and parking lights.

2.1.9 Mirrors – Must have left-hand outside rear view mirror and inside rear-view mirror and a right- hand outside rear-view mirror.

2.1.10 Windshield and all glass windows–Windshield in driver’s view has no stars or cracks and all window glass in intact.

2.1.11 Wipers/Washers – Wipers and washers are functioning properly.

2.1.12 Windows/Doors – All windows and doors must function as intended.

2.1.13 Air Conditioning and Heating-air conditioning and heating is in working order at all times.

2.1.14 Seats Belts-all seat belts are in working conditions for all occupants in vehicle

2.1.15 Horn-horn is in working order

2.1.16 Back up alarm: Vehicle must have alarm system that indicates vehicle is backing up; back up lights with a built-in alarm constitute a backup alarm system.

2.1.17 Interior Compartment: Interior compartment is free from tears, holes, large stains, or offensive odors. Everything in the passenger compartment must be secure. No sharp edges, points, or other hazards are allowed in the patient compartment.

2.1.18 Infection Control Kit: Vehicles must have an infection control kit with face mask (safety glasses or full-face shield), non-latex gloves, contamination waste bag, impervious to liquid gown, and disposable shoe covers.

2.1.19 Pocket CPR Face Mask in plastic case with one-way valve.

2.1.20 First Aid Kit: Vehicles must contain a first aid kit that at a minimum meets OSHA and local requirements (city and/or parish).

2.1.20.1 First Aid Requirements: The Occupational Safety and Health Administration of the United States Department of Labor has ruled that patient transportation services are subject to its jurisdiction and, therefore, mandates that all such vehicles are required to have a first aid kit on board. The first aid kit should contain, at a minimum, the following:

· Plastic Strips ¾” X 3” Adhesive Tape ½’’ X 5 yds

· Gauze Bandage 1’’

· Gauze Bandage 2”

· Non-adherent Pads 2” X 3”

· Oval Eye Pads 2” X 3” Cold Pack

· Bagged Pair of Latex Gloves Butterfly Bandages Med

· Fabric Strips ¾” X 3” Triangular Bandage Ammonia Inhalants

· First Aid Cream 7/8 oz. Tube

· Antiseptic Wipes

· Scissors

· HIV Protection Kit (Includes rubber gloves and an impervious gown or coveralls)*

* 29 CFR 1910 OSHA mandates blood borne pathogen protection for all patient transportation services. In order to be in compliance with this section, vehicles must carry an HIV protection kit that includes rubber gloves and an impervious gown or coveralls.

2.1.21 Communication System – Personnel performing services shall utilize a communication system that facilitates appropriate and effective communication between all parties involved in the execution of services. (Drivers must be able to contact dispatchers, dispatchers must be able to contact drivers, and facility point of contacts must be able to contact contractual service providers or representatives when needed). The type of communication system that is used will not be mandated or selected by the government unless serious or perpetual communication break downs occur during the performance periods of the contract.

2.1.22 Wheelchair and Stretcher Vehicle Requirements

· Lift (Manual or Hydraulic) operates properly and in working order with no leaks, and /or problems with wiring.

· Ramp with Toe Cleats of proper width (28” wide)

· Wheelchair and Stretcher Restraints (lock, well, and tiedown system or ratchet system). Either system must be bolted to the bottom of the vehicle, in accordance with the manufacturer’s recommendation. If locks are used, they must have pins, and both rear wheels of the wheelchair must be secure. Vehicle has locking mechanisms in place to safely secure patients in stretchers during transport.

2.1.23 During performance of services a Ground Positioning System (GPS) or other equivalent navigation system must be utilized which provides drivers with directions and guidance in all vehicles so that patients are transported to their destination using the shortest and/or the most effective route that is possible.

2.1.24 MISCELLANEOUS

**The government reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. Government inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained.

** The government reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the contract and without additional cost to the VA.

** Throughout the performance periods of the contract it shall be the contractor’s responsibility to ensure that vehicles meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.

SECTION 2-A

2-A 1 CONTRACTOR INSURANCE REQUIREMENTS:

Personnel providing services under this contract shall have the appropriate amounts of insurance coverage as required by law (state, city, local) for their vehicles, equipment, and persons (which includes adhering to the insurance coverages that are stipulated in the clauses and provisions of the solicitation and contract for this procurement). It shall be the responsibility of the contractor to obtain the required amounts of insurance as necessary for the work to be performed.

SECTION 2-B

2-B 1 CONTRACTOR VEHICLE LICENSE PLATE REQUIREMENTS:

Personnel providing services under this contract shall have the appropriate registration and license plates for the vehicles that will be used to perform work and execute services for the duration of the contract. Prospective contractors who wish to perform services for this procurement should contact The Louisiana Office of Motor Vehicles to determine if a For Hire, Public, Handicapped, or other license plate may be required. During all performance periods of the contract it shall be the contractor’s responsibility to be in compliance with the requirements in this section.

SECTION 3

3 LOCAL LICENSE & PERMIT…