36C25622Q0053 0002.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 40

11/03/2021

Not Applicable

Not Applicable

None

00502

ALEXANDRIA VA HEALTH CARE SYSTEM

NETWORK CONTRACTING OFFICE 16

ALEXANDRIA VA HEALTH CARE SYSTEM

PO BOX 69004

ALEXANDRIA LA 71306-9004

00502

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 16

ALEXANDRIA VA HEALTH CARE SYSTEM

2495 SHREVEPORT HIGHWAY

PINEVILLE LA 71360-4004

To all Offerors/Bidders

36C25622Q0053

11-03-2021

X

X X

See CONTINUATION Page

Not Applicable

X

THE PURPOSE OF THIS AMENDMENT IS TO PROVIDE A RESPONSE TO THE REQUEST FOR INFORMATION (RFI) AND VENDOR QUESTIONS. THE

CHANGES ARE AS FOLLOW:

A. Attachment one (1) is the response to RFI and vendor questions.

B. Attachment two (2) is the revised statement of work based on the response to RFI and vendor questions.

C. All other terms and conditions remain unchanged.

CONTINUATION PAGE

ATTACHMENT 1

RESPONSE TO REQUEST FOR INFORMATION (RFI) AND VENDOR

QUESTIONS

1. Page 28, Item N.1.1 the RFP states the VA will fax or email the next day’s transportation schedule to the contractor. Is it possible for the VA to provide the list in a spreadsheet format or similar file?

The schedule will be e-mailed or faxed to the contractor. The format in which the schedule is provided will be discussed and determined with the successful awardee after the contract award.

2. Please clarify the response requirement for transportation requests. On page 28, item

N.1.2 (same day request) it states response within 60 minutes and on page 31, item

T.1.6d 45 minutes is noted.

The response time is within 60 minutes.

Page 31, item T.1.6d is hereby changed to read 60 minutes.

3. Please clarify if the price schedule should be presented as a separate document from the technical proposal.

Yes…the price schedule should be presented as a separate document from the technical proposal.

4. If you can elaborate on the below Number of Patients requirement with regards to transporting and billing options. Below it seems confusing on how the awardee will have to bill the VA when transporting more than one patient at a time.

a. G.1 NUMBER OF PATIENTS: Only one patient shall be transported on a trip unless authorized and requested by the SLVHCS. If Contractor transports more than one patient without approval, payment for second patient shall not be made. If transport of more than one beneficiary in a single vehicle is approved by SLVHCS, reimbursement for each patient will be made at 70% of the base rate established in the Schedule of Prices.

For any travel beyond the Mileage Threshold area, mileage will be paid for the single beneficiary with the longest distance.

The contractor shall transport only one patient per trip. All other information related to transporting more than one patient per trip is hereby removed.

Paragraph G.1 NUMBER OF PATIENTS is hereby revised to read, “The contractor shall transport only patient per trip.”

T.1.5 NUMBER OF PATIENTS

It is understood and agreed that no more than one (1) patient will be transported on a trip unless specifically authorized by the Department of Veterans Affairs. When more than one patient is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient; however, when travel beyond the city limits is involved, the longest distance over which a patient is transported may be claimed when more than one patient is transported in a single vehicle concurrently. Contractor must ensure that the pick-ups and drop offs are scheduled so that the total distance traveled will result in the most economical charge to the government.

The contractor shall transport only one patient per trip. All other information related to transporting more than one patient per trip is hereby removed.

Paragraph T.1.5 NUMBER OF PATIENTS is hereby revised to read, “It is understood and agreed that only one (1) patient will be transported on a trip.”

2. As per T.1.6 Order Section D. The contractor will be only required to provide 3 Wheelchair vehicles at one time. Currently how many wheelchair vehicles are being provided to the VA?

Correction to T.1.6 Order Section D. The contractor will be required to provide “15” Wheelchair vehicles at one time.

3. Is this a new contract, if not who is the current incumbent and can you provide the previous award number under the current contract?

The current incumbent: Navarre Corporation, 7649 GULF BLVD, Navarre, FL 32566 The previous award number: 36C25620C0089

5. On page 82, Number 2 states " Evidence of capability of performing wheelchair transport service. Offeror shall provide written proof of licensed as wheelchair service by the state of Louisiana Department of Health and Hospitals, Bureau of Medical Services to provide Emergency Medical Services". What Emergency Medical Services are you expecting the drivers to be able to provide? Are wheelchair drivers expected to have their EMS license?

The question is referring to CPR certification

6. On page 83, Number 5 states " Contactor must provide a copy of the Louisiana background criminal check. State background reports must be provided with the proposal". Who is this referring to? Drivers? Shaker Logistics personnel? The business?

This is referring to the Drivers.

ATTACHMENT 2 – REVISED STATEMENT OF WORK

(REVISED) STATEMENT OF WORK FOR 24 HOURS WHEELCHAIR VAN

SERVICES FOR THE SOUTHEAST LOUISIANNA VETRANS HEALTH CARE

SYSTEM TO INCLUDE ALL OUTPATIENT CLINICS IN THE SOUTHEAST

LOUISIANA CATCHMENT AREA

VETERANS HEALTH CARE FACILITES/COMMUNITY HOSPITALS

A.1. PURPOSE: 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 Wheelchair van for beneficiaries of the Southeast Louisiana Veterans Health Care

System, 2400 Canal Street, New Orleans, LA 70119 and associated facilities. The Contractor will provide Wheelchair Van Services 24 hour, 7days a week service for the Southeast Louisiana

Veterans Healthcare System’s for beneficiaries of the VA. Contractor shall transport patients to or from any pickup point, to or from any floor, ward, nursing home, patient’s home, medical center facility, appointment area office or personal belonging that the transporting patients leaving the healthcare facility has (e.g. walkers, shower chairs, wheelchairs, suitcase, luggage, boxes) . Contractor shall use contractor-owned, wheelchairs, liens or any other items required in transporting patient(s) from one place to another.

This is a Facility to Facility transportation alternative for patients that cannot be transported by any other means. Contractor to furnish Wheelchair Van transport, and related services to beneficiaries of the Southeast Louisiana Veterans Health Care System located in New Orleans, Louisiana in accordance with the terms, conditions, provision and the schedule as ordered during the period of December 1, 2021 through September 30, 2026, both dates inclusive. A contract resulting from this solicitation will be awarded for a base year with up to four (4) one-year extension options. Award of the option year(s) is at the sole discretion of the SLVHCS.

A.1.1 DEFINITIONS:

1.1.1 Base Rate – is the rate paid for one-way transportation from the Southeast Louisiana

Veterans Healthcare System (SLVHCS) 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.

1.1.10 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. 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 40 miles from the total. These trips will be billed and referred to as “exceptions”.

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.

Base Period (Ten Months)

Base Period: December 1, 2021-September 30,2022

Furnish 24-hour Wheelchair Van and related services to beneficiaries of the New Orleans

SLVHCS in accordance with all terms, conditions, provisions and the schedule as ordered.

Reimbursement of Transport is defined as a One-way Trip.

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

Estimated

QUANTITY UNIT

UNIT

PRICE AMOUNT

0001 WHEELCHAIR VAN

TANSPORT: Base Rate

(40 Mile Threshold)

11,700 Per

Trip

0002 Per Mile Price for

Mileage Outside of

Mileage Threshold

120,000 Per

Mile

GRAND

TOTAL

1st Option Period (Twelve Months Following Base Year)

Base Period: October 1, 2022-September 30, 2023

DESCRIPTION OF

SUPPLIES/SERVICES

Estimated

QUANTITY UNIT

UNIT

PRICE AMOUNT

1001 WHEELCHAIR VAN

TANSPORT: Base Rate

(40 Mile Threshold)

1002 Per Mile Price for

Mileage Threshold

2nd Option Period (Twelve Months Following Option Year One)

Base Period: October 1, 2023-September 30, 2024

DESCRIPTION OF

SUPPLIES/SERVICES

Estimated

QUANTITY UNIT

UNIT

PRICE AMOUNT

2001 WHEELCHAIR VAN

TANSPORT: Base Rate

(40 Mile Threshold)

2002 Per Mile Price for

Mileage Threshold

120,000

3rd Option Period (Twelve Months Following Option Year Two)

Base Period: October 1, 2024-September 30, 2025

DESCRIPTION OF

SUPPLIES/SERVICES

Estimated

QUANTITY UNIT

UNIT

PRICE AMOUNT

3001 WHEELCHAIR VAN

TANSPORT: Base Rate

(40 Mile Threshold)

3002 Per Mile Price for

Mileage Threshold

4th Option Period (Twelve Months Following Option Year Three)

Base Period: October 1, 2025-September 30, 2026

Furnish 24-hour Wheelchair Van Service and related services to beneficiaries of the New

Orleans SLVHCS in accordance with all terms, conditions, provisions and the schedule as ordered.

DESCRIPTION OF

SUPPLIES/SERVICES

Estimated

QUANTITY UNIT

UNIT

PRICE AMOUNT

4001 WHEELCHAIR VAN

TANSPORT: Base Rate

(40 Mile Threshold)

4002 Per Mile Price for

Mileage Threshold

120,000 Per

Mile

GRAND

Total Base Period/ Plus All Option Years for 24-hour Wheelchair: $ ______________

B.1.1 DELIVERY SCHEDULE

Delivery Schedule: 24-hour Wheelchair Van Service for the Southeast

Louisiana Veterans Healthcare System: New Orleans, LA

BASE PERIOD OF PERFORMANCE PLUS FOUR (4) OPTION YEARS

December 1, 2021 thru September 30, 2022 BASE PERIOD

October 1, 2022 thru September 30, 2023 OPTION YEAR ONE (1)

October 1, 2023 thru September 30, 2024 OPTION YEAR TWO (2)

October 1, 2024 thru September 30, 2025 OPTION YEAR THREE (3)

October 1, 2025 thru September 30, 2026 OPTION YEAR FOUR (4)

B.2 Schedule of Services and Costs

Base Period: December 1, 2021 thru September 30, 2022

B.2.1 This is a Facility to Facility transportation alternative for patients that cannot be transported by any other means. Contractor to furnish Wheelchair Van, and related services to beneficiaries of the Southeast Louisiana Veterans Health Care System located in New Orleans, Louisiana in accordance with the terms, conditions, provision and the schedule as ordered during the period of December 1, 2021 through September 30, 2022, both dates inclusive. A contract resulting from this solicitation will be awarded for a base year with up to four (4) one-year extension options. Award of the option year(s) is at the sole discretion of the SLVHCS.

The contractor is required to perform the estimated requirements shown below.

Unless stipulated in the chart below for pre-designated rates for specific facility to facility transports, the facility shall pay the contractor the rate of $__________ per transport plus

$________ per mile.

Delivery Schedule: Facility to Facility transportation Wheelchair Service at the Southeast Louisiana Veterans Healthcare System: New Orleans, LA

B.3 GENERAL DESCRIPTION FOR 24 HOUR AND FACILITY TO FACILITY

WHEELCHAIR SERVICES:

The Contractor shall furnish the necessary personnel, materials, services and facilities to provide wheelchair van transport services for veterans enrolled at the SLVHCS New Orleans Outpatient

Clinic, 2400 Canal Street New Orleans, LA, and the community base outpatient clinics.

The majority of the patients will be in the Greater New Orleans metropolitan area. The service area will cover a 100-mile radius from the New Orleans clinic. It will include patients from rural areas who need to be delivered or returned from care with VA-authorized providers in the

Greater New Orleans Metropolitan area. It will include transports to affiliated VA facilities located in Alexandria, LA; Shreveport, LA; Biloxi, MS; Houston, TX; Jackson, MS;

Fayetteville, AR.

Transport services need to be available 24-hours a day, 7 days a week. Most service requests will occur Monday through Friday between 6:00 AM and 8:00 PM.

The Contractor shall furnish Facility to Facility transportation alternative for patients that cannot be transported by any other means. Contractor to furnish Wheelchair Van, and related services to beneficiaries of the Southeast Louisiana Veterans Health Care System located in New Orleans, Louisiana in accordance with the terms, conditions, provision and the schedule as ordered by the contract.

B.4 GENERAL REQUIREMENTS:

B.4.1 Licenses: The contractor shall be licensed as Wheelchair service by the State of Louisiana

Department of Health and Hospitals, Bureau of Medical Services to provide Emergency Medical

Services. The contractor shall maintain licensure/certification with the State of Louisiana and

Orleans Parish, as applicable, throughout the life of the contract. In the event the license/certification lapses or expires, this could be cause for termination of the contract or discontinuance of further ordering from the contractor.

The contractor shall maintain documentation demonstrating they meet all requirements of

Federal, State, and County or City codes regarding operation of this type of service.

Documentation shall be made available to the VA immediately upon request for the duration of this contract. The contractor shall demonstrate compliance with the Commission on

Accreditation of Ambulance Services (CAAS). Information on CAAS can be obtained from http://www.caas.org.

The contractor shall provide the following:

Contractor shall identify all employees by name and provide training documentation with date.

Contractor shall provide a listing of all vehicles with VIN, documentation of insurance coverage, and a statement that all have been fully maintained and are currently safe to operate. Any personnel or vehicle changes shall be submitted within two (2) business days after changes occur. All changes should be submitted to the Southeast Louisiana VA Health Care System, Health Administration Service, Attn: Travel Office, P.O. Box 61011, New Orleans, Louisiana

70161.

B.5 Resources: Bids will be considered only from bidders who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish services in the volume required for all items under this contract. By signing this bid, bidder is certifying that he/she meets all requirements of Federal, State, and Local codes regarding operation of this type for service and shall upon request provide proper supporting documentation.

The right is reserved to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any bidder and to reject any bid, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. If any equipment is added after inspection, after award of contract, it shall be inspected and approved by the Contracting Officer before being placed in use under this contract.

Prior to award of the contract, the contractor shall provide a letter that fully describes the vehicles which he/she agrees to furnish under the contracts. The contractor’s vehicles must http://www.caas.org/ meet all state of Louisiana and City of New Orleans requirements for vehicles which transport people.

The Contractor shall have enough vehicles and personnel to meet the requirement of this contract. It is estimated that a minimum of 10 vehicles are needed to meet VA requirements of this contract. However, with the possibility of service requests spiking, more vehicles may be necessary. The government estimates the average number of trips per day to be 15.

B.6 Use of Subcontractors and Re-Procurement:

The Contractor shall be responsible for providing all vehicles and manpower, necessary to meet all transport requirement of this contract. In an emergency evacuation, if necessary, the Contractor will be authorized to utilize another Wheelchair Service company, as a subcontractor (certified to be within all applicable laws and regulations) to complete the transportation requests. All bills for this subcontractor service will be paid directly to the Contractor at the contract rate and the Contractor shall reimburse the subcontractor.

In the event the Contractor is unable to perform service or have service performed as required, the Contractor shall immediately notify the SLVHCS Travel Office and provide a justification for non-performance. The VA reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this contract. The Contractor shall indemnify the VA for excess re-procurement costs which result from the contractor’s inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contra t covering inspection, acceptance, and deductions from payment. The VA will be the sole judge in determining when service will be re-procured.

B.7 Indemnification and Insurance:

852.237-71 INDEMNIFICATION AND INSURANCE (APR 1984)

a. INDEMNIFICATION: The contractor expressly agrees to indemnify and save the

Government its officers, agents, servants, and employees harmless from and against all claims, loss, damage, injury, and liability, with the performance of work under this agreement. Further, it is agreed that any negligence or alleged negligence of the Government, its officers, agents, servants employees, shall not be a bar to a claim for indemnification unless the act or omission of the Government, its officers, agents, servants and employees is the sole component and producing cause for such claims, loss, damage, injury, and liability. At the option of the contractor, and subject to the approval by the contracting officer of the sources, insurance coverage may be employed as guaranty of indemnification.

b. INSURANCE: Satisfactory insurance coverage is a condition precedent to award of a contract. In general, a successful bidder must present satisfactory evidence of full compliance with State law requirements for the service contemplated, where as general liability and automobile liability of comprehensive type, shall in the absence of higher statutory minimums, be required in the amounts per vehicle used of not less than $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. State approved sources of insurance coverage ordinarily will be deemed acceptable to the Department of Veterans Affairs installation, subject to timely certifications by such sources of the types and limits of the coverage afforded by the sources to the bidder.

B. 7.1 Evidence of Insurance Coverage: Before award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of Insurance (see FAR Clause 52.228-5) containing an endorsement to the effect that cancellation, or any material change in, the policy which adversely affects the interest of the government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term

“will endeavor” is not acceptable as issued by Insurance Carrier.

The contractor shall obtain and hold in-force Liability Insurance coverage for each vehicle providing service under the contract. Copies of insurance coverage shall be sent to the

Contracting Officer. Policy renewal statements shall be sent to the Contracting Officer throughout the term of the contract, including option periods. The contract may be terminated for Default due to a lack of insurance.

B.8 Joint Commission: The contractor shall perform required services in accordance with the standards of the Joint Commission (www.jointcommission.org), established principles and ethics of the medical profession established by the American Medical Association (AMA) and

American College of Emergency Physicians (ACEP).

The contractor shall be responsible for ensuring contractor employees providing work on this contract are fully trained and completely competent to perform the required work; they shall also be required to maintain records that document competence/performance level of employees working on this contract. Upon request the contractor shall provide a current copy of the competency assessment checklist and annual performance evaluation to the Contracting Officer’s

Representative (COR) for each contractor employee working on this contract.

B.9 Infection Control: Contractor employees shall receive ongoing training on universal precautions and infection control as appropriate to their duties. Contractor drivers and attendants shall always use universal precautionary measures for the prevention and control of the spread of infectious agents. Training is required and must be completed at the contractor’s expense.

B.10 Health Information Portability and Accountability Act (HIPAA): The contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and

Accountability Act (HIPAA) of 1996, as well as all applicable VHA regulations.

(www.hipaa.org). Appropriate administrative and medical information will be provided to the

Contractor for patient transport. If the medical record is transported with the patient, it may be used as a source of information if the situation warrants. In all other instances, all documents will remain intact and secured. The contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established business agreement.

B.11 Patient Rights: Each patient will be treated with the utmost respect and concern with a professional approach to his/her dignity as an individual and patient. Any substantiated mistreatment of patients may be cause for termination of the contract, or discontinuance of http://www.hipaa.org/ further placement of orders. The VA reserves the right to request driver removal from transporting VA patients if mistreatment is substantiated.

B.12 Vehicles: The vehicle fleet and its equipment shall be of the quality, model, and condition to assure the patient high quality medical transportation and/or emergency first aid, if needed, and shall meet the minimum standards for maintenance, equipment, and staffing of all vehicles operated. Contractor shall have record of preventive maintenance of all vehicles being used for service to the SLVHCS. Contractor shall provide a list of vehicles that will be used in supplying the requirements for this contract. This list shall include the mode of transportation that the vehicle is providing, bumper number and Vehicle Identification Number.

B.12.1 Each vehicle shall be equipped in accordance with the Federal Specification for

Wheelchairs, KKK-A-1822E and with such safety items as required by Federal State and Local authorities in the area in which the vehicles are operated. In the future if any additional items are required by Federal, State and Local authorities in the area in which the vehicles are operated, then these services shall be added to each vehicle. Proof of compliance with Federal, State and

Local authorities shall be provided upon request by the COTR. Each Wheelchair shall be equipped with not less than the following equipment at no additional charge to the Government.

• Emergency safety kit

• Shall have one Wheelchair which can serve patient in excess of 300 lbs.

• Shall have adequate straps to secure the patient safely to Wheelchair and adequate means of securing Wheelchair within the vehicle.

• Shall have adequate supply of sanitary sheets, pillows, pillowcases, blankets, urinals and emesis basins.

• Shall have standard first aid kit.

• Shall have oxygen and oxygen breathing apparatus in good operating condition.

Oxygen masks must be of the disposable type or be thoroughly sterilized after each use and kept sterile.

• Shall have fire extinguisher equipment

• Shall have a two-way radio or cell phone.

• Shall have adequate heating and air-conditioning equipment.

• Written emergency procedures

• Appropriate road emergency warning equipment

• Protective clothing required for the protection of contractor employees where patient care is expected, such as gowns, gloves, masks.

B.12.2 Vehicle Inspection: Vehicles and maintenance records shall be made available to the

SLVHCS for bi-annual inspections or whenever the SLVHCS feels such inspections are needed.

The COTR will notify the Contractor when inspections are required. These inspections will be scheduled in a manner that will not disrupt contract performance.

C.1 PERSONNEL:

C.1.2 Attendants: There shall be a Driver on board each time a patient is transported. The

Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of an Wheelchair Van driver or attendant and this shall be made available for inspection upon request by the Contracting Officer or the

Contracting Officer’s Representative (COR).

• Drivers or attendants shall not be allowed to transport the SLVHCS beneficiaries if they appear to be ill or under the influence of drugs or alcohol.

• Drivers and attendant shall always display professional manners. Rude or obscene behavior or language will not be accepted.

• Drivers and attendants will not smoke in the Wheelchair or in the presence of

SLVHCS beneficiaries.

• Drivers and attendants shall wear appropriate attire with a picture identification

(ID) badge that clearly identifies the company they work for.

• Drivers or attendants shall secure all patients and passengers with approved security devices prior to transport.

• Drivers or attendants will obey SLVHCS rules and regulations when on SLVHCS property.

• Contractor shall demonstrate to the SLVHCS that their attendants are adequately trained in the safe and proper transport of beneficiaries.

D.1 PERSONNEL SECURITY:

Contractor must provide a copy of the Louisiana background criminal check. State background reports must be provided with the proposal. Copies of all VA background criminal checks and investigations must be provided to the Contracting Officer within 30 days after ward of the contract. Performance of the contract cannot begin until these documents have been received by the Contracting Officer. The contractor is to ensure that individuals do not appear on the current Office of Inspector General’s

Exclusionary List (http://epls.gov).

E.1 SERVICE DISRUPTION:

The Contractor shall immediately report to the COR all vehicle breakdowns or other problems, which may cause service disruptions. When a breakdown occurs, the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Travel Office or AOD.

F.1 INCIDENT/ACCIDENT REPORTING: Contractor will be responsible for reporting, in writing, all accidents, slips, falls and mishaps to Travel Office. All reports must be reported within 24-hours of incident. In the case of a motor vehicle accident the written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable

Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COTR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

http://epls.gov/

G.1 NUMBER OF PATIENTS: The contractor shall transport only one patient per trip.

H.1 CONTRACT MONITORING PROCEDURES: Record-Keeping Monitoring System:

The COR is the VAMC official responsible for verification of actual services performed by the

Contractor. The COR and the Contractor shall establish and maintain a record keeping system to verify contract performance. The Contracting Officer or designee will be allowed access to the

Contractor’s records, employee logs of trips and contractor procedures for calculating all charges. Failure of contractor to follow procedure may result in nonpayment or delay of payment. As requested by the COR, the contractor shall meet (conference calls are acceptable) with the COTR to discuss contract performance, process improvement ideas, and the status of any contract issues.

Any incident of contractor non-compliance as evidenced by the monitoring procedures shall be reported immediately by the COR to the Contracting Officer.

A summary evaluation of contractor performance, based upon the compliance or noncompliance of contract requirements as evidenced under the monitoring procedures, shall be forwarded by the monitoring official to the Contracting Officer 90 days prior to exercising any option.

The COR will furnish a statement in writing to the Contracting Officer 120 days prior to close out of the contract to include summary of contractor actions and a statement that all requirements of the contract were fulfilled as agreed.

I.1 RATES: Rate is base rate plus any applicable mileage plus any applicable wait time. Base rate will be the rate paid for one-way transportation from a designated pickup point to the

Mileage Threshold point. The Mileage Threshold is a point 40 miles from the point of pickup.

The Contractor shall be paid for any mileage in excess of the 40-mileage threshold. Payment for mileage travel beyond the 40 mile radius shall be limited to the distance over which the patient is transported, according to Rand McNally’s Trip Maker (http://www.randmcnally.com). Mileage will be rounded to the nearest mile. Allowable charges for mileage outside the Mileage

Threshold, shall not exceed +- 5% of the current Rand McNally Standard Mileage guide.

J.1 Long Distance Charges: If the Contractor’s place of business is located beyond the local telephone call zone of the SLVHCS, the Contractor agrees to provide toll-free telephone access to the Contractor’s dispatch office, which will be available 24-hours a day.

J.1.2 Toll Charges: It is agreed and understood that the prices quoted in the Schedule of Prices include any ferry, bridge, tunnel, road toll or parking charges.

K.1 Flat Rate is defined as the rate paid for one-way transportation from a designated pickup point to the destination point, no additional millage will be added to this rate.

http://www.randmcnally.com/

L.1 INVOICE PROCEDURES:

1. Invoices shall be submitted no later than thirty (30) calendar days following the end of the month of services and are to include all contract services furnished for the preceding month. Invoices shall specify the patient name, last 4 of the social security number, full name of the person ordering the service, date of service, pick-up and delivery point, trip number and separate charges (i.e. toll fee, waiting time, medications, etc.) per trip for which payment is requested. Separate charges must be itemized.

2. Invoices will be reviewed and reconciled with trip tickets and travel logs.

Unauthorized charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized

VA personnel. A final determination will be made within 30 days after notifying the

Contractor of charges being suspended.

3. In accordance with VA accounting procedures and in order to provide an audit trail for questions and concerns pertaining to payment, the Contractor shall be furnished, in advance, a series of numbers corresponding to the month in which service is rendered. This number is to be referenced on all invoices as applicable.

4. All invoicing rendered by the Contractor to the SLVHCS for contract services furnished in accordance with this contract shall be in full. NEITHER THE

BENEFICIARY NOR ANY OTHER PARTY SHALL BE REQUIRED TO

BEAR THE BURDEN OF ADDITIONAL PAYMENTS, SURCHARGES, TIPS

OR OTHER GRATUTITY.

Invoices shall be sent to:

Department of Veterans Affairs

Financial Services Center

PO Box 149971

Austin, TX 78714-8971

NOTE: This is the payment office.

Ensure that original invoices are sent here for payment.

Southeast Louisiana Veterans Health Care

System (HAS 136)

2400 Canal Street

New Orleans, LA 70119

NOTE: Copies sent here for verification

M.1 Business Associate Agreement

The contractor is subject to the provisions of a Business Associate Agreement for use or disclosure of protected health information. The contractor must review, sign, and return

Attachment B to the Contracting Officer within 5 business days of contract award.

Specific Requirements for: 24 HOUR WHEELCHAIR SERVICES

M.1.1 VA Protected Information or Sensitive Data: The contractor shall protect, secure, and safeguard to the maximum extent practicable all patient identifiable information and VA protected information. The confidentiality and integrity of this information must be maintained.

All VA protected information stored on a computer or electronic storage media must be encrypted using VA-approved protection mechanisms. Equipment must be housed and protected to reduce the risks from environmental threats and hazards, and the opportunities for unauthorized access, use, or removal. Portable computers that have VA protected information on their storage device(s) must be secured under lock and key when not in immediate vicinity of responsible individual. This includes external hard drives and other storage devices. These devices must be encrypted per VA.

Data and system backups that include VA information have the same confidentiality classification as the originals. Therefore, these materials must be protected with the same or equally effective physical security as that provided to the source computer, its media, and information contained therein.

If the contractor needs to transmit patient identifiable, sensitive, confidential, or other VA private data using internet or electronic mail, the data must be encrypted. For those contractors that have access to Microsoft Outlook or Microsoft Outlook Express, the SLVHCS VAMC will aid in obtaining a Public Key Infrastructure Key (PKI) Partner Certificate for encryption purposes.

Public Key Infrastructure (PKI) is the only VA approved solution for Microsoft Outlook Email.

If Outlook is not available, the contractor must not transmit any of the afore-mentioned data over the internet to any VA facility. Without Outlook and without PKI encryption, the only accepted means of transmitting sensitive data to the VA facility is (1) via regular mail to a properly identified recipient; (2) to a secure fax machine within the facility with a properly identified recipient; or (3) hand delivered to the proper recipient.

N.1 ORDERS

1.When ordering services (whether by telephone, fax, mail, e-mail and/or in person), the

SLVHCS will provide the contractor with the following type of information:

1. Mode of transportation required;

2. Required date and time of arrival;

3. Name of beneficiary;

4. Pick-up and delivery point;

5. Type and number of additional medical care specialist required;

6. Type of equipment required;

7. Last four of the patient’s Social Security Number;

8. Any other special instructions;

9. Name of person placing the order

Orders, changes and cancellation of transports shall only be made by authorized personnel from the SLVHCS Travel Office or by the Administrative Officer of the Day (AOD).

Upon award of the contract, a list of names and/or position titles with phone numbers of authorized VA ordering personnel will be furnished to the Contractor; this list of VA authorized ordering personnel will be updated as changes occur.

If a patient, family member, or someone acting on behalf of the patient contacts the Contractor for transport, the Contractor will refer them to Travel Office or Administrative Officer of the

Day.

The VA reserves the right to substitute beneficiaries to prevent ‘unloaded trips’, delays and cancellations. There shall be no additional charge to the VA when such changes occur.

If on arrival, the Contractor finds that the patient needs a different level of care, the Contractor will notify the SLVHCS Travel Office.

The VA will be the sole judge in determining priorities for transporting beneficiaries when there are scheduling conflicts.

The contractor shall be responsible for providing all routing directions prior to arrival at the pick-up location.

The contractor will not be required to furnish more than two (3) wheelchair vans vehicles at one time.

If a transport service is performed by the Contractor without a request from VA and it is later determined that the patient is eligible for such services at VA expense, the contractor will be paid at the rate specified in the Schedule of Prices.

N.1.1 Scheduled (Next Day) Transportation: VA will fax or e-mail the next day’s transportation requests to the Contractor’s dispatch office between 5:00 and 6 pm daily. The information will include required services and specific pickup times. Contractor shall promptly confirm receipt of the fax or e-mail request by responding to the e-mail or sending confirmation by fax, or by calling the Travel Office. For pre-scheduled pickups, the Contractor shall be required to furnish transport services within fifteen (15) minutes of the pre-arranged time. If the contractor fails to furnish services within the time specified, a penalty of twice the wait-time rate, to be computed in quarter hour increments, will be assessed on the monthly bill. If contractor is more than 30 minutes late for a pick-up the Government reserves the right to procure the services from another provider and charge the vendor any excess expense or charge the contractor for wait time as specified in the contract.

N.1.2 Unscheduled (Same Day) Transportation Request: For unscheduled trips which are added during the day, the VA will telephone/fax transport information to the Contractor’s dispatch office. The Contractor shall respond to all calls for Wheelchair transport service by being on-site at the designated point of pick-up within 60 minutes of notification. Should the time period for pick-up, be physically impossible due to location of beneficiary, the contractor shall contact the

VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of patient. If the contractor fails to furnish the requested service within sixty minutes

(60) after receiving a VA request, the Department of Veterans Affairs reserves the right to obtain the service from another source and to charge the contractor with any excess cost which may result there from. The Department of Veterans Affairs will be the sole judge in determining when to order service from another company.

O.1 Cancellations:

There shall be no charge to the SLVHCS for cancellations made by SLVCHS prior to the vehicle being dispatched.

If the trip is cancelled by the SLVHCS while the Contractor is end route to the designated pick-up point, the Contractor will be paid 50% of the base rate for the trip as provided in the Schedule of Supplies/Services and any applicable mileage. Should a Flat Rate trip be cancelled, the contractor will receive 50% of the base rate and any mileage which would have applied from the

New Orleans VA Outpatient Clinic to the point of pickup.

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 Schedule of Supplies/Services, and any mileage which would have applied if the trip had been completed. Should a Flat Rate trip be cancelled, the contractor will receive the base rate plus mileage which would have applied from the New

Orleans VA Outpatient Clinic to the point of pickup.

P.1 Patient Safety: If the patient refuses to be secured in the Wheelchair, the contractor shall notify the SLVHCS Travel staff.

Q.1 Pick-up and Delivery: All services will be ‘through the door’, i.e. patients shall not be left at the front door of the clinic or residence, nor shall the Contractor expect to pick up the patient at the front door of the clinic or residence.

During the transport, VA beneficiaries shall not be asked to sign any documents which would indicate that they could be billed for the transport services.

Upon arriving at a community nursing home, the driver shall deliver the SMS (Standard Medical

Sheet) with the patient. When transporting a patient to a local hospital, upon arrival at the hospital, the driver shall give the hospital the copy of the medical information accompanying the patient and a copy of the /Wheelchair run sheet listing history of present illness, vital signs, and medical actions or medications provided during transport.

When patients are transported to the airport, the attendants shall remain with the patient until they have safely boarded the aircraft or been transferred to air evac personnel. If a SLVHCS attendant accompanies the patient, the Contractor may leave after delivering patient and escort to the airport.

The contractor shall only be responsible to transport belongings that are clean, contained in appropriate packaging, the size and weight of which one person can reasonably handle.

R.1 Restrictions: The contractor may not carry non-VA contract of private-pay patients with

VA beneficiaries under this contract. No beneficiary end route shall be transferred to another vehicle at a location other than the destination address supplies by the Travel office, unless extraordinary, urgent need situations arise; all such events must be reported to the travel Office.

Drivers shall not make emergency stops for any reasons during any patient transport under this contract. Failure to comply with provisions may be grounds for default.

S.1 WAITING TIME:

Wait time is defined as the amount of time the Contractor spends waiting after arriving at a scheduled pick up or post-delivery time or after the actual arrival of the Wheelchair, whichever is latest. Wait time is due to causes beyond the contractor’s control such as patient not ready or change in pick up point. After a 15-minute grace period, the contractor shall be reimbursed at the waiting time rate specified in the Schedule of Supplies and Services. The Contractor shall call the Travel Office or Medical Administrative Officer (AOD) as soon as the Contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the pick-up point and is not necessary if the

Contractor anticipates no delay for which he shall claim reimbursement. All wait time charges shall be approved by the Travel Office.

If any performance standard is missed within a billing period, the COR will notify the vendor and advise them of the deductions.

T. Specific Requirements for: FACILITY TO FACILITY WHEELCHAIR SERVICES

T.1 SPECIAL CONDITIONS

T.1.1 QUALIFICATIONS

a. Bids will be considered only from bidders who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish services in the volume required for all items under this contract. By signing this bid, bidder is certifying that he/she meets all requirements of Federal, State, and Local codes regarding operation of this type for service and shall upon request provide proper supporting documentation.

b. Prior to award of the contract, the contractor must provide a letter that fully describes the vehicles which he/she agrees to furnish under the contract; the location and telephone number(s) of his/her establishment where calls are received and vehicles are available for dispatch; and information as to the metering devices.

c. The right is reserved to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any bidder and to reject any bid, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. If any equipment is added after inspection, after award of contract, it shall be inspected and approved by the Contracting Officer before being placed in use under this contract.

T.1.4 VEHICLES

a. For Wheelchair Van Service: All Wheel Chair vehicles to be used by the Contractor in the performance of this contract must comply with Section 19a-179 (Attachment 1) of the State of

Louisiana’s Department of Health Services’ OEMS Emergency Medical Services Regulations.

1. Vehicles shall be made available for inspection when it is requested by the VA.

2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. The VA will not validate or make reimbursement for parking violations of the contractor under any conditions.

3. The contractor shall not have any vehicle waiting at the…