RFQ 36C25624Q1098 Wheelchair Stretcher Transportation.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Non-Emergent Wheelchair and Stretcher Transportation Services for Michael E.

DeBakey VAMC, CBOCs and Affiliated Healthcare Clinics

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25624Q1098

RESPONSE DATE/TIME/ZONE 09-17-2024 00:59 EASTERN TIME, NEW YORK,

USA

ARCHIVE 5 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* V212

NAICS CODE* 485991

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Michael E. DeBakey VA Medica Center

2002 Holcombe Blvd.

Houston Texas

POSTAL CODE 77030

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION 36C25624Q1098 Request for Quote

DESCRIPTION

36C25624Q1098 – Non-Emergent, Wheelchair and Stretcher Transportation Services for Michael E. DeBakey VAMC and its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics

1. This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR Part 13.5, Simplified Acquisition Procedures for Certain Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

2. The CSS number is 36C25624Q1098. It is issued as a Request for Quote (RFQ).

The government anticipates awarding one Firm-Fixed Price contract resulting from this solicitation.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05 (effective: 05/22/2024).

4. This solicitation is issued as set aside 100% for Service-Disabled Veteran Owned Small Businesses (Total SDVOSB Set Aside).

5. The associated North American Industrial Classification System (NAICS) code for this procurement is 485991 - Special Needs Transportation with a small business size standard of $19,000,000.00.

6. The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 77030 has a requirement for Non- Emergent, Wheelchair and Stretcher Transportation Services for Michael E.

DeBakey VAMC, its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics. This acquisition is for a single award, Firm Fixed Price (FFP) contract not to exceed (NTE) 5 years.

7. A complete description of the requirement and/or applicable government need(s) are as follows: See attached 36C25624Q1098.

Contracting Office:

Department of Veteran Affairs Network Contracting Office (NCO)-16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston, TX 77056

Contract Specialist:

Jeneice Matthews

POC: jeneice.matthews@va.gov

Quote in response to this RFQ are due at 11:59p.m. Central Standard Time, September 17, 2024. Quotes shall be submitted in writing and sent via email to jeneice.matthews@va.gov .

Please insert “36C25624Q1098 Quote” in the subject line of your email. OFFEROR

SHALL COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS

SOLICITATION 36C25624Q1098 TO BE DEEMED ACCEPTABLE:

a) Section B- Contract Administration Data, Contractor contact information.

b) Section B- Price/Cost Schedule, unit price, amount, and grand total. Price Volume.

c) Section C- 852.219-75 VA Notice of Limitation on Subcontracting—Certificate of Compliance for Services and Construction

d) Section E- 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

e) Submit Technical Volume.

EVALUATION: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award, if you are an SDVOSB you shall be certified in the U.S. Small Business Administration (SBA) Veteran Small Business Certification (VetCert) database to receive credit as a SDVOSB at the closing of the solicitation due date and time.

Please contact Jeneice Matthews for questions or other inquiries about this solicitation via email at jeneice.matthews@va.gov by 11:59p.m. Central Standard Time on September 4, 2024. If questions are received, an amendment to this request for quote will be posted with all questions and answers.

mailto:jeneice.matthews@va.gov

36C25624Q1098

3C25624Q1098

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR ADMINISTRATOR: __________________________

CONTRACTOR POC NAME: __________________________

CONTRACTOR POC TELEPHONE NUMBER: _________________________

CONTRACTOR ADDRESS: ___________________________________

EMAIL ADDRESS: ___________________________________________

UEI No. __________________________________________________ CAGE Code: ________________________________________________

TAX ID ____________________________________________________

GSA/FSS, NAC, SEWP Contract No (if applicable) _______________________

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center

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

[x] 52.232-33, Payment by Electronic Funds Transfer—System for Award

Management

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [x] Payment for services provided under the terms of this contract will be made upon receipt and acceptance by the Government.

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

Department of Veteran Affairs Financial Service Center (FSC) e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

5.OFFEROR SHALL COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS

SOLICITATION 36C25624Q1098 TO BE DEEMED ACCEPTABLE:

a) 36C25624Q1098

b) Section B- Contract Administration Data, Contractor contact information.

c) Section B- Price/Cost Schedule, unit price, amount, and grand total. Price Volume.

d) Section C- 852.219-75 VA Notice of Limitation on Subcontracting—Certificate of Compliance for Services and Construction http://www.fsc.va.gov/fsc/einvoice.asp

e) Section E- 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

f) Submit Technical Volume.

6.EVALUATION: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award, all quoters shall be certified in the U.S. Small Business Administration (SBA) Veteran Small Business Certification (VetCert) database to receive credit as a SDVOSB at the closing of the solicitation due date and time.

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

AMENDMENT NO. DATE

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR ADMINISTRATOR: __________________________

CONTRACTOR POC NAME: __________________________

CONTRACTOR POC TELEPHONE NUMBER: _________________________

CONTRACTOR ADDRESS: ___________________________________

EMAIL ADDRESS: ___________________________________________

UEI No. __________________________________________________ CAGE Code: ________________________________________________

TAX ID ____________________________________________________

GSA/FSS, NAC, SEWP Contract No (if applicable) _______________________

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center

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

[x] 52.232-33, Payment by Electronic Funds Transfer—System for Award

Management

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [x] Payment for services provided under the terms of this contract will be made upon receipt and acceptance by the Government.

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

Department of Veteran Affairs Financial Service Center (FSC) e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

5.OFFEROR SHALL COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS

SOLICITATION 36C25624Q1098 TO BE DEEMED ACCEPTABLE:

a) 36C25624Q1098

b) Section B- Contract Administration Data, Contractor contact information.

c) Section B- Price/Cost Schedule, unit price, amount, and grand total. Price Volume.

d) Section C- 852.219-75 VA Notice of Limitation on Subcontracting—Certificate of Compliance for Services and Construction http://www.fsc.va.gov/fsc/einvoice.asp

e) Section E- 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

f) Submit Technical Volume.

6.EVALUATION: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award, all quoters shall be certified in the U.S. Small Business Administration (SBA) Veteran Small Business Certification (VetCert) database to receive credit as a SDVOSB at the closing of the solicitation due date and time.

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

AMENDMENT NO. DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Base Rate Non-Emergent Wheelchair and Stretcher Transportation Services Travel: Houston (30 Mile Threshold)

5,000.00 QY

Contract Period: Base POP Begin: 09-30-2024 POP End: 09-29-2025 *The exact number of trips and mileage is not known; quantities are estimated based on the expected mission requirements of the government during the performance period indicated

0002 Base Rate Per Mile Price for Mileage Outside of Mileage Threshold:

Houston

Contract Period: Base POP Begin: 09-30-2024 POP End: 09-29-2025 *The exact number of trips and mileage is not known; quantities are government during the performance period indicated.

Base Total Amount

1001 Order Period 1 Rate

Non-Emergent Wheelchair and Stretcher Transportation Services Travel: Houston (30 Mile Threshold)

Contract Period: Order 1 POP Begin: 09-30-2025 POP End: 09-29-2026 *The exact number of trips and mileage is not known; quantities are

1002 Order Period 1 Rate

Mileage Outside of Mileage Threshold:

Houston

Contract Period: Order 1 POP Begin: 09-30-2025 POP End: 09-29-2026 *The exact number of trips and mileage is not known; quantities are

Order Period 1 Total Amount

2001 Order Period 2 Rate

Non-Emergent Wheelchair and Stretcher Transportation Services Travel: Houston (30 Mile Threshold)

Contract Period: Order 2 POP Begin: 09-30-2026 POP End: 09-29-2027 *The exact number of trips and mileage is not known; quantities are

2002 Order Period 2 Rate

Mileage Outside of Mileage Threshold:

Houston

Contract Period: Order 2 POP Begin: 09-30-2026 POP End: 09-29-2027 *The exact number of trips and mileage is not known; quantities are

Order Period 2 Total Amount

3001 Order Period 3 Rate

Wheelchair and Stretcher Transportation Services Travel: Houston (30 Mile Threshold)

Contract Period: Order 3 POP Begin: 09-30-2027 POP End: 09-29-2028 *The exact number of trips and mileage is not known; quantities are

3002 Order Period 3 Rate

Mileage Outside of

Mileage Threshold:

Houston

Contract Period: Order 3 POP Begin: 09-30-2027 POP End: 09-29-2028 *The exact number of trips and mileage is not known; quantities are

Order Period 3 Total Amount

4001 Order Period 4 Rate

Wheelchair and Stretcher Transportation Services Travel: Houston (30 Mile Threshold)

5,000.00 QY __________________ __________________

Contract Period: Order 4 POP Begin: 09-30-2028 POP End: 09-29-2029 *The exact number of trips and mileage is not known; quantities are

4002 Order Period 4 Rate

Mileage Outside of Mileage Threshold:

Houston

Contract Period: Order 4 POP Begin: 09-30-2028 POP End: 09-29-2029 *The exact number of trips and mileage is not known; quantities are

Order Period 4 Total Amount

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

SECTION 1 – GENERAL DESCRIPTION

1. INTRODUCTION:

The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, TX 77030 has a requirement for Non-Emergent, Wheelchair and Stretcher Transportation Services for Michael E.

DeBakey VAMC, its associated Community-Based Outpatient Clinics (CBOCs), and Affiliated Healthcare Clinics.

This acquisition is for a single award, Firm Fixed Price (FFP) contract not to exceed (NTE) 5 years.

2. NON-PERSONAL SERVICES:

The Government shall neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign work to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the CO immediately.

3. PERIOD OF PERFORMANCE

The expected period of performance is a base of one (1) year consisting of twelve (12) months, and four (4) additional, one (1) year ordering periods 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.

4. ORDERING PERIODS:

Base Order Period: 12 months (from date of award) Order Period 1: 12 months Order Period 2: 12 months Order Period 3: 12 months Order Period 4: 12 months

5. PLACE OF PERFORMANCE:

The Place of Performance is variable and may occur within the states of Texas, Oklahoma, Arkansas, Louisiana; ambulance services may be required to or from locations including, but not limited to the following:

i. Michael E. DeBakey VAMC to include specific Atrium Clinics, Emergency Department, pavilions, or out-buildings on the Michael E. DeBakey VAMC campus.

ii. The Michael E. DeBakey VAMC address is: 2002 Holcombe Blvd, Houston TX 77030.

iii. Michael E. DeBakey VAMC Community-Based Outpatient Clinics (CBOCs):

CBOC Name Address Beaumont VA Clinic 3420 Veterans Circle, Beaumont, TX 77707

Charles Wilson Department of Veterans Affairs Outpatient Clinic

2206 North John Redditt Dr, Lufkin, TX 75904

Conroe VA Clinic 690 South Loop 336 West, Suite 300, Conroe TX 77304

Galveston County VA Clinic 3828 Avenue N, Galveston, TX 77550

Katy VA Clinic 750 Westgreen Blvd., Westgreen Professional Building, Katy, TX 77450

Kingwood VA Clinic 1485 FM 1960 Bypass Road East, Humble Medical Plaza, Suite 340, Humble, TX, 77338

Lake Jackson VA Clinic 208 South Oak Drive, Suite 700, Lake Jackson, TX, 77566

Richmond VA Clinic 22001 Southwest Freeway, Suite 200, Richmond, TX, 77469

Sugar Land VA Clinic 1327 Lake Pointe Parkway, Suite 515, Sugar Land, TX 77478

Texas City VA Clinic 9300 Emmett F. Lowery Expressway, Suite 206, Texas City, TX 77591

Tomball VA Clinic 1200 West Main St, Tomball, TX 77375

iv. Other VA Medical Centers, Hospitals, or CBOCs within Veterans Integrated Service Network (VISN) 16 including, but not limited to:

Medical Center Name: Address:

Overton Brooks VA Medical Center 510 E Stoner Ave, Shreveport, LA 71101

Alexandria VA Medical Center 2495 Shreveport Hwy, Pineville, LA 71360

South Texas Veterans Healthcare System 7400 Merton Minter, San Antonio, TX 78229

VA North Texas Health Care System 4500 S Lancaster Rd, Dallas, TX, 75216

v. Other Non-VA Medical facilities and Community Care facilities as authorized by the VA.

vi. Veteran’s residence.

vii. Local airports including: George Bush Intercontinental Airport 2800 N Terminal Rd, Houston, TX 77032; William P. Hobby Airport, 7800 Airport Blvd, Houston, TX 77061.

6. BACKGROUND:

The Michael E. DeBakey VAMC main campus is located at 2002 Holcombe Blvd, Houston TX 77030 serving over 130,000 Veteran patients, primarily from the Houston area and its Community-Based Outpatient Clinics (CBOCs). The MEDVAMC has 500 Veteran inpatient beds and sees approximately 8500 -inpatient admissions and 2.2 million outpatient visits a year. Veteran patients served within this facility lives within the following counties and zip codes.

County/Zip Code County/Zip Code County/Zip Code County/Zip Code Harris/77001 Harris/77002 Harris/77003 Harris/77004 Harris/77005 Harris/77006 Harris/77007 Harris/77008 Harris/77009 Harris/77010 Harris/77011 Harris/77012 Harris/77013 Harris/77014 Harris/77015 Harris/77016 Harris/77017 Harris/77018 Harris/77019 Harris/77020 Harris/77021 Harris/77022 Harris/77023 Harris/77024 Harris/77025 Harris/77026 Harris/77027 Harris/77028 Harris/77029 Harris/77030 Harris/77031 Harris/77032 Harris/77033 Harris/77034 Harris/77035 Harris/77036 Harris/77037 Harris/77038 Harris/77039 Harris/77040 Harris/77041 Harris/77042 Harris/77043 Harris/77044 Harris/77045 Harris/77046 Harris/77047 Harris/77048 Harris/77049 Harris/77050 Harris/77051 Harris/77052 Harris/77053 Harris/77054 Harris/77055 Harris/77056 Harris/77057 Harris/77058 Harris/77059 Harris/77060 Harris/77061 Harris/77062 Harris/77063 Harris/77064 Harris/77065 Harris/77066 Harris/77067 Harris/77068 Harris/77069 Harris/77070 Harris/77071 Harris/77072 Harris/77073 Harris/77074 Harris/77075 Harris/77076 Harris/77077 Harris/77078 Harris/77079 Harris/77080 Harris/77081 Harris/77082 Harris/77083 Harris/77084 Harris/77085 Harris/77086 Harris/77087 Harris/77088 Harris/77089 Harris/77090 Harris/77091 Harris/77092 Harris/77093 Harris/77094 Harris/77095 Harris/77096 Harris/77097 Harris/77098 Harris/77099 Harris/77201 Harris/77202 Harris/77203 Harris/77205 Harris/77206 Harris/77207 Harris/77208 Harris/77210 Harris/77213 Harris/77215 Harris/77217 Harris/77218 Harris/77219 Harris/77219 Harris/77220 Harris/77221 Harris/77222 Harris/77223 Harris/77224 Harris/77225 Harris/77226 Harris/77227 Harris/77228 Harris/77229 Harris/77230 Harris/77231 Harris/77233 Harris/77234 Harris/77235 Harris/77236 Harris/77237 Harris/77238 Harris/77240 Harris/77241 Harris/77242 Harris/77243 Harris/77244 Harris/77245 Harris/77248 Harris/77249 Harris/77251 Harris/77252 Harris/77253 Harris/77254 Harris/77255 Harris/77256 Harris/77257 Harris/77258 Harris/77259 Harris/77261 Harris/77262 Harris/77263 Harris/77265 Harris/77266 Harris/77267 Harris/77268 Harris/77269 Harris/77270 Harris/77271 Harris/77272 Harris/77273 Harris/77274 Harris/77275 Harris/77277 Harris/77279 Harris/77280 Harris/77281 Harris/77282 Harris/77284 Harris/77287 Harris/77288 Harris/77289 Harris/77290 Harris/77291 Harris/77292 Harris/77293 Harris/77315 Harris/77325 Harris/77336 Harris/77337 Harris/77338 Harris/77339 Harris/77345 Harris/77346 Harris/77347 Harris/77373 Harris/77375 Harris/77377 Harris/77379 Harris/77383 Harris/77388 Harris/77389 Harris/77391

Harris/77396 Harris/77401 Harris/77402 Harris/77410 Harris/77411 Harris/77413 Harris/77429 Harris/77433 Harris/77447 Harris/77449 Harris/77450 Harris/77491 Harris/77492 Harris/77493 Harris/77501 Harris/77502 Harris/77503 Harris/77504 Harris/77505 Harris/77506 Harris/77507 Harris/77508 Harris/77520 Harris/77521 Harris/77522 Harris/77530 Harris/77532 Harris/77536 Harris/77547 Harris/77562 Harris/77571 Harris/77572 Harris/77586 Harris/77587 Harris/77598 Jefferson/77613 Jefferson/77619 Jefferson/77622 Jefferson/77627 Jefferson/77629 Jefferson/77640 Jefferson/77641 Jefferson/77642 Jefferson/77643 Jefferson/77651 Jefferson/77655 Jefferson/77701 Jefferson/77702 Jefferson/77703 Jefferson/77704 Jefferson/77705 Jefferson/77706 Jefferson/77707 Jefferson/77708 Jefferson/77709 Jefferson/77710 Jefferson/77713 Jefferson/77720 Jefferson/77725 Jefferson/77726 Angelina/75901 Angelina/75902 Angelina/75903 Angelina/75904 Angelina/75915 Angelina/75941 Angelina/75949 Angelina/75969 Angelina/75980 Montgomery/77301 Montgomery/77302 Montgomery/77303 Montgomery/77304 Montgomery/77305 Montgomery/77306 Montgomery/77316 Montgomery/77318 Montgomery/77333 Montgomery/77353 Montgomery/77354 Montgomery/77355 Montgomery/77356 Montgomery/77357 Montgomery/77362 Montgomery/77356 Montgomery/77362 Montgomery/77365 Montgomery/77372 Montgomery/77378 Montgomery/77380 Montgomery/77381 Montgomery/77382 Montgomery/77384 Montgomery/77385 Montgomery/77386 Montgomery/77387 Montgomery/77393 Galveston/77510 Galveston/77517 Galveston/77518 Galveston/77539 Galveston/77546 Galveston/77549 Galveston/77550 Galveston/77551 Galveston/77552 Galveston/77553 Galveston/77554 Galveston/77563 Galveston/77565 Galveston/77568 Galveston/77573 Galveston/77574 Galveston/77590 Galveston/77591 Galveston/77592 Galveston/77617 Galveston/77623 Galveston/77650 Fort Bend/77053 Fort Bend/77406 Fort Bend/77417 Fort Bend/77441 Fort Bend/77444 Fort Bend/77451 Fort Bend/77459 Fort Bend/77461 Fort Bend/77464 Fort Bend/77469 Fort Bend/77471 Fort Bend/77476 Fort Bend/77477 Fort Bend/77478 Fort Bend/77479 Fort Bend/77481 Fort Bend/77487 Fort Bend/77489 Fort Bend/77494 Fort Bend/77496 Fort Bend/77497 Fort Bend/77545 Waller/77423 Waller/77445 Waller/77446 Waller/77466 Waller/77484 Brazoria/77422 Brazoria/77430 Brazoria/77431 Brazoria/77463 Brazoria/77480 Brazoria/77486 Brazoria/77511 Brazoria/77512 Brazoria/77515 Brazoria/77516 Brazoria/77531 Brazoria/77534 Brazoria/77541 Brazoria/77542 Brazoria/77566 Brazoria/77577 Brazoria/77578 Brazoria/77581 Brazoria/77583 Brazoria/77584 Brazoria/77588 Polk/75934 Polk/75939 Polk/75960 Polk/77326 Polk/77332 Polk/77335 Polk/77350 Polk/77351 Polk/77360 Chambers/77514 Chambers/77560 Chambers/77580 Chambers/77597 Chambers/77661 Chambers/77665 Liberty/77327 Liberty77328 Liberty/77368 Liberty/77369 Liberty/77533 Liberty/77535 Liberty/77538 Liberty/77561 Liberty/77564 Liberty/77575 Liberty/77582 San Jacinto/77331 San Jacinto/77359 San Jacinto/77364

San Jacinto/77371

7. DEFINITIONS

7.1 CONTRACT DEFINITIONS/ACRONYMS

7.1.1 Base Rate – is the rate paid for one-way transportation from the MEDVAMC treatment center to a designated drop off point or from a designated pick up point to the MEDVAMC. 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.

7.1.2 Beneficiary – Veteran determined to be eligible for benefits by the Veterans Administration

(VA).

7.1.3 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.

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

7.1.5 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.

7.1.6 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.

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

7.1.8 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 base rate only when dry runs are encountered due to no fault or negligence by the Contractor.

7.1.9 Facility Location: With trips that do not originate or terminate at the MEDVAMC the contractor will calculate mileage from Point A (facility location) to Point B (pick up location) to Point C (drop off location) and deduct 30 miles from the total.

7.1.10 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.

7.1.11 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.

7.1.12 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.

7.1.13 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.

7.1.14 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.

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

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

7.1.17 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.

7.1.18 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.

7.1.19 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.

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

dialysis.

7.1.21 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.

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

8. SCOPE/REQUIREMENTS

a. Types of Ambulance Service

i. The Contractor shall provide Non-Emergent, Wheelchair and Stretcher Transportation Services for Michael E. DeBakey VAMC, its associated CBOCs, and Affiliated Healthcare Clinics on an as-needed basis in accordance with all Federal, state, and local regulations.

ii. Occasionally a Veteran patient will need to be transported with VA personnel and equipment; the contractor shall return VA personnel and equipment to the original place of pick-up.

9. HOURS OF PERFORMANCE AND NOTIFICATION

9.1 Contractor shall provide Veteran patient Non-Emergent, Wheelchair and Stretcher transportation services for eligible Veteran beneficiaries as requested 365 days a year, 24 hours a day, regardless of distance.

9.2 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, 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.

9.3 Electronic Transmissions: The Contractor shall propose an electronic media, for example, facsimile, e-mail, available at all times during the contracting period to communicate requirements such as, but not limited to, Veteran patient incidents, requests for services, special correspondence with the VA.

Use of this communication system will be mutually agreed upon after award but prior to contract performance.

9.4 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

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

10. CONTRACTOR PERSONNEL AND STAFFING QUALIFICATIONS:

Contractor personnel performing services under this contract shall meet the following minimum requirements below (to include but not limited to):

10.1 Be 25 years of age or older.

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

10.3 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.

10.4 Furnish a Criminal Background Check from the Texas Police, Bureau of Criminal Identification that shows no record of felony convictions.

10.5 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.

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

10.7 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.

11. CONTRACTOR PERFORMANCE

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

12. ESCORT

12.1 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.

12.2 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 Veteran patient and shall not be required to return the escort back to point of origin, unless transporting with the beneficiary.

13. SUBSTITUTION OF BENEFICIARY

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.

14. REQUESTS FOR SERVICES

14.1 Prior to performance, the CO shall provide the Contractor with a list of names or position titles and phone numbers of authorized Michael E. DeBakey VAMC point of contact (POC) 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.

14.2 The Contractor shall ensure that requests for services are only received from designated Michael E.

DeBakey VAMC POC on the above stated authorized list of Michael E. DeBakey VAMC POC. Services rendered in response to requests from other than authorized Michael E. DeBakey VAMC POC shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

14.3 The Contractor shall normally transport only one beneficiary per trip, but when specifically requested by an authorized Michael E. DeBakey VAMC POC additional beneficiaries are to be transported. When more than one beneficiary is transported reimbursement for the second Veteran patient mileage will not be charged, however, mileage will only be paid for the longest distance over which a Veteran patient is transported.

14.4 When ordering services, the Michael E. DeBakey 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

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

15. REPORTING REQUIREMENTS (Trip Logs, Trip Tickets, and/or Trip Summary)

When Veteran 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):

a. Date and Time of Service Call

b. Name of Beneficiary Requiring Services

c. Type of Transportation Requested

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

e. Actual Time of Arrival at Pick Up and Delivery Points

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

g. Driver’s name

h. Vehicle Used and relevant identifying information

i. Any other comments regarding the trip.

NOTE: When monthly invoices are submitted for payment the Contractor shall submit trip logs, trip tickets, and/or trip summaries along with their invoice so that appropriate reconciliation and verification can be done by the Michael E. DeBakey VAMC (before payment is made for the services rendered).

16. DRY RUNS

16.1 The Contractor will be entitled to the base rate only when dry runs are encountered due to no fault or negligence of the Contractor, order of services must have been requested by an authorized Michael E.

DeBakey VAMC POC.

16.2 Contractor will receive full compensation of the base rate for a cancelled trip unless notified by Michael E. DeBakey VAMC POC of the cancellation prior to the contractor’s vehicle being dispatched.

16.3 Should the Contractor arrive at the destination before Michael E. DeBakey VAMC POC 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 Veteran patient absence, or Veteran patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in the schedule.

16.4 Contractor must report all dry runs at time of occurrence and verify with Michael E. DeBakey VAMC POC before driver is allowed to depart location. Driver will attempt to contact Michael E. DeBakey VAMC POC for 15 minutes but may leave after waiting 15 minutes if unable to reach Michael E.

DeBakey VAMC POC dispatcher by telephone.

16.5 Contractor will not charge dry run for trips if driver arrives too late (later than 15 minutes) to allow

Veteran patients to keep scheduled clinic appointment.

17. VETERAN PATIENT RIGHTS

17.1 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 telephone (mobile) unless it is an emergency.

Veteran patients may bring a reasonable amount of equipment, such as a folding wheelchair, consumable medical supplies and personal suitcase. When transporting Veteran patients to or from Michael E. DeBakey VAMC, the driver, acting for the Contractor, will ensure that the Veteran patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the Veteran patient as required.

17.2 The Contractor shall immediately notify the VA of any incidents involving injury to Veteran 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.

17.3 The Contractor shall notify the COR and CO, in writing within 24 hours, of any complaints made by the Veteran 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.

17.4 The Contractor shall assist the beneficiary from the departure point to the vehicle and to their destination point. Upon delivery of psychiatric Veteran patient to the Veteran patient ward the Contractor shall obtain from the responsible Michael E. DeBakey VAMC POC 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.

17.5 The COR and Contractor shall report all late pickups to the Michael E. DeBakey VAMC POC.

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 Veteran patient to provide feedback, positive and negative, to the COR and/or the CO.

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

18. SAFETY REQUIREMENTS

18.1 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 Michael E. DeBakey

VAMC.

18.2 Drivers must ensure:

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

b. All laws of the State of Texas are observed while transporting a vehicle with passengers.

c. The vehicle is safe and in excellent operating condition.

18.3 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.

18.4 Drivers must:

a. 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.

b. 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.

c. 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.

d. 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.

e. 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 Veteran patients in stretchers.

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

g. Ensure that no smoking, eating, or drinking occurs in the vehicle as in accordance with current

Occupational, Safety and Health Administration (OSHA) regulations.

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

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

18.6 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.

18.7 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 in writing with a written report within 15 days to be delivered to the COR & CO electronically. The PO# or Contract # for reference in subject title followed by a brief description. Report is preferred to be delivered via email, but regular mail is acceptable if sent to the appropriate party or section:

Mailing address: Michael E. DeBakey VA Medical Center ATTN: Warehouse, Bldg. 100 2002 Holcombe Blvd.

Houston, TX 77030

18.8 Contractor personnel shall ensure proper loading/unloading techniques are followed at all times.

Veteran patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, for example, roll back stops, and the driver must ride the lift with the Veteran patient during loading and unloading. Veteran patients in stretchers shall also be safely secured in vehicles that are used for transporting Veteran patients.

19. INTERFERENCE WITH NORMAL FUNCTIONS

The Contractor's personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the Michael E. DeBakey VAMC, including utility services, fire protection systems, and passage of Veteran patients, Michael E. DeBakey VAMC staff, equipment, 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.

20. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

20.1 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

20.1.1 thru 20.1.4 below. Contractor is encouraged to exceed minimum requirements when establishing and/or formulating their QCP.

20.1.1. 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.

20.1.2. 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.

20.1.3. 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.

20.1.4. 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.

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

2.1 CONTRACTOR VEHICLE REQUIREMENTS:

Contractor vehicles used for the performance of services shall meet the minimum requirements below (to include but not limited to):

2.1.1 Vehicles must be certified by the Texas Department of Public Safety.

2.1.2 Vehicle must have a valid motor vehicle inspection sticker displayed that was issued by the state of Texas 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 Occupational Safety and Health Act (OSHA) and any other Federal, State, and Local regulations.

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…