36C25626Q0508-Non-emergent Wheelchair Services.docx

SUBJECT*

Non-Emergent Wheelchair Transportation (VA-26-00049394)

GENERAL INFORMATION

SET-ASIDE

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

POINT OF CONTACT*

Oney Kelly Oney.kelly@va.gov

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

SOURCES SOUGHT NOTICE ONLY

This SOURCE SOUGHT NOTICE is for the purpose of Market Research. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The Network Contracting Office (NCO) 16 is seeking Service Disabled Veteran Owned Small Businesses, Small Businesses or other than small business for market research purposes, capable of providing Non-Emergent Wheelchair Transportation Services to our Veterans for the Michael E DeBakey Medical Center (MEDVAMC), all surrounding Community Base Outpatient Centers and other medical centers as per the draft performance work statement below.

See DRAFT Performance Work Statement for detailed services.

The NAICS code is 485991 Special Needs Transportation, and the Size Standard is $19Million. Responses must be received by no later than 17:00 p.m. Central Time, Thursday, March 19, 2026. Responses shall be emailed to Oney.kelly@va.gov. Responses shall include Capabilities Statements, SAM’s UEI number and whether the requirement is on GSA/FSS schedule or Open Market. Facsimile or Telephonic responses will not be accepted.

Note: All interested parties are reminded to be registered, active and verified in the following to be considered for Award.

· SAM: https://sam.gov/SAM/

· VETBIZ: https://www.vip.vetbiz.va.gov/

· Vet 4212 (Veteran owned small Business are reminded of Reporting Requirements) https://www.dol.gov/agencies/vets/progams/vets4212

B.3 PERFORMANCE WORK STATEMENT

SECTION 1 - GENERAL DESCRIPTION (DRAFT PWS)

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 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 (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; wheelchair 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):

Beaumont, TX 77707

Charles Wilson Department of Veterans Affairs Outpatient Clinic 2206 North John Redditt Dr, Lufkin, TX 75904

Suite 300, Conroe TX 77304

Galveston, TX 77550

Westgreen Professional Building, Katy, TX 77450

Richmond, TX, 77469

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

San Antonio, TX 78229

Dallas, TX, 75216

Page 1 of

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.

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 Page 1 of

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

7.1.4 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.

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

7.1.6 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.

7.1.7 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.

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

7.1.9 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.

7.1.10 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.

7.1.11 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.

7.1.12 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.

7.1.13 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.

7.1.14 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.

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

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

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

7.1.18 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.

7.1.19 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.

7.1.20 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.

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

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

7.1.23 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 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 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 Page 1 of

16.4 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.

16.5 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.

16.6 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 vehicles used are 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.

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 wheelchairs 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 and, therefore, mandates that all such vehicles are required to have a first aid kit on board. The first aid kit should contain, at a minimum, the following:

a. Plastic Strips¾" X 3" Adhesive Tape ½" X 5 yds

b. Gauze Bandage 1"

c. Gauze Bandage 2"

d. Non-adherent Pads 2" X 3"

e. Oval Eye Pads 2" X 3" Cold Pack

f. Bagged Pair of Latex Gloves Butterfly Bandages Med

g. Fabric Strips¾" X 3" Triangular Bandage Ammonia Inhalants

h. First Aid Cream 7/8 oz. Tube

i. Antiseptic Wipes

j. Scissors

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

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

2.1.22 Wheelchair Vehicle Requirements

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

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

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

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

2.1.24 VetRide or VA-Approved Transportation Software Utilization:

The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed:

a) Receive and respond to electronic trip requests.

b) Receive, use, and ensure the use of the Vendor pass by the driver.

c) Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.

d) All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission.

i. The contractor's invoice must be on the HCFA 1500 to include:

ii. Contract Number

iii. Date of Service (to include Box 24 A-J)

iv. Authorization number(s)

v. Pick-up and drop-off location of the patient

vi. Base Rate

vii. Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported.

viii. Date of Birth and Sex

ix. Diagnosis Codes or Nature of Illness or Injury

x. Documentation of circumstances when billing for waiting time

xi. Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

xii. VA authorizing official's name

xiii. Healthcare Procedure Coding System/National Level II (HCPCS)

e) Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will bemade. A final determination will be made within 30 days after notifying the Contractor of the charges, which are being suspended.

2.1.24.1 A transportation request is defined as one incidence of a request for one-way service (Wheelchair). No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. (Michael E. DeBakey VAMC) Travel Program Staff will be available to assist with account setup and training for the Contractor's Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests.

2.1.24.2 (Michael E. DeBakey VAMC) Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

2.1.24.3 The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. (Michael E. DeBakey VAMC) Travel Program Staff/or authorized VA employees may place a "hold" on payment of this order until it has been reconciled.

2.1.25 MISCELLANEOUS

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

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

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

SECTION 2-A

2-A 1 CONTRACTOR INSURANCE REQUIREMENTS:Contractor personnel providing services under this contract shall have the appropriate amounts of insurance coverage as required by law (state, city, local) for their vehicles, equipment, and persons (which includes adhering to the insurance coverages that are stipulated in the clauses and provisions of the solicitation and contract for this procurement). It shall be the responsibility of the contractor to obtain the required amounts of insurance as necessary for the work to be erformed.

SECTION 2-B

2-B 1 CONTRACTOR VEHICLE LICENSE PLATE REQUIREMENTS:

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

SECTION 3

3 LOCAL LICENSE & PERMIT REQUIREMENTS:

Depending on the location, some cities in Texas may require a special license and/or permit to operate a medical transportation service. For these ordinances contractors must apply for and be granted the appropriate non-emergency medical transportation permit in order to be eligible to perform work on this contract. It shall be the responsibility of the contractor to familiarize themselves with local license and permit requirements and to adhere to such requirements if and/or when applicable (throughout the duration of the contract).

SECTION 4

4 MODIFICATIONS

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

END OF PERFORMANCE WORK STATEMENT