36C25719Q0616-001.docx

36C25719Q0616

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER

DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED

ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA A

RE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIO

NS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) Victoria G. Rone Contracting Officer 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

549-19-1-4086-0013 36C25719Q0 04/17/2019 Matthew Clements 972-708-0819 -2019 9:00 a.m

CST

36C257 Department of Veterans Affairs

NCO 17 -

VHA RPO

NCO 17 Network Contracting Activity 124 E. Hwy 67 Duncanville TX 75137 X X 485999 $15 Million X Net 30 N/A X 36C257 Department of Veterans Affairs NCO 17 North Texas Healthcare System Dallas, Bonham, and Fort Worth See Addresses Outlined in PWS Dallas TX 75216 36C257

NCO 17

Department of Veterans Affairs

NCO 17 -

VHA RPO

124 E. Hwy 67 Duncanville TX 75137

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791

(512) 460-5540 See CONTINUATION Page

SERVICE CONTRACT FOR SHUTTLE SERVICES FOR THE NORTH TEXAS

HEALTH CARE SYSTEM.

This requirement is a 100% Total Service Disabled Veteran Owned Small Business (SDVOSB) set aside under the authority of 38 U.S.C. 8127(d).

In order to be eligible for award an offeror must be certified/verified in VetBiz (www.vip.vetbiz.gov), and small for the applicable NAICS code at the time of the quote submission and at the time of award. Status as a qualified SDVOSB concern is under the authority of 38 CFR Part 74 in accordance with the VA Acquisition Regulation (VAAR) Part 819. Eligibility determination is performed by the Center for Veterans Enterprise (CVE). Only qualified offerors may submit bids.

Please submit all question by 04/ /2019 at 11:00am CST to

Matthew.clements2@va.gov and Victoria.Rone3@va.gov See CONTINUATION Page 549-3690152-4086-840500-2580 010040500 x X x Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C257 Victoria G. Rone Contract Specialist 36C257 Matthew Clements Department of Veterans Affairs NCO 17 - SAO West NCO 17 Network Contracting Activity 124 E. Hwy 67 Duncanville TX 75137

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

3. INVOICES: Invoices shall be submitted in arrears:

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

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

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

36C25719Q0616

Page 1 of Page 1 of Page 1 of Page 1 of

B.2 PERFORMANCE WORK STATEMENT

OVERVIEW: The contractor shall provide all personnel, vehicles, equipment, supervision, tools to carry out shuttle transportation services.

GENERAL INFORMATION: The purpose of this contract is to a state-of-the-art shuttle service transportation services for Veteran patients, guests, volunteers and/or employees within VA North Texas Health Care System. The mission of the VA is to provide quality care for our Veterans, and this service will help in achieving that. The U.S. Department of Veteran Affairs is planning for multiple shuttle routes for the purpose of shuttling Veteran patients, visitors, volunteers and employees on VA North Texas Health Care Campuses (Dallas, Fort Worth Outpatient Clinic, Bonham).

ANTICIPATED PERIOD OF PERFORMANCE: The Contractor is to provide all personnel, vehicles, equipment, supervision, etc. to provide shuttle transportation services to VA North Texas Health Care System in accordance with the Performance Work Statement, terms, conditions, provisions, specifications, and schedules of this solicitation. The contract period will consist of a base period with four (4) one-year renewable options at the government’s discretion.

SHUTTLE SERVICES AND HOURS OF PERFORMANCE:

1. Route Name: PATRIOT GARAGE SHUTTLE – Dallas VA (RED ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- refer to facility maps

c. Operates 5:30AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle -10 Passengers + 2 Wheelchairs

2. Route Name: LIBERTY PARKING GARAGE – Dallas VA (ORANGE ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- refer to facility maps

c. Operates 5:30AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle- 10 Passengers + 2 Wheelchairs

3. Route Name: FREEDOM PARKING GARAGE – Dallas VA (GREEN ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- refer to facility maps

c. Operate 5:30AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle-10 Passengers + 2 Wheelchairs

4. Route Name: LOT 1 PATRIOT PARKING ZONE – Dallas VA VA (RED ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- Refer to facility maps

c. Operates 5:30AM – 6:00PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle -10 Passengers + 2 Wheelchairs

5. Route Name: FREEDOM PARKING ZONE OVER FLOW SHUTTLE – Dallas VA (GREEN ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- refer to facility maps

c. Operates 6:00AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12-Passenger Shuttle -10 Passengers + 2 Wheelchairs

6. Route Name: LIBERTY LOOP SHUTTLE – Dallas VA (NO Zone Color)

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- refer to facility maps

c. Operates 5:30AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle-10 Passengers + 2 Wheelchairs

7. Route Name: FREEDOM PARKING ZONE SHUTTLE – Dallas VA

(GREEN ZONE)

(Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

1. Passengers: Veteran patients, guests, volunteers and VA Employees

2. Route – refer to facility maps

3. Operates 5:30AM- 6:30PM

4. Monday, Tuesday, Wednesday, Thursday, Friday

5. One 12 Passenger Shuttle -10 Passengers + 2 Wheelchairs

8. Route Name: FORT WORTH OUTPATIENT CLINIC SHUTTLE - FWOPC

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- refer to facility maps

c. Operates 6:30AM – 5:00PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle -10 Passengers + 2 Wheelchairs

9. Route Name: SRMVC FACILITY SHUTTLE - Bonham VA

a. Passengers: Veteran patients, guests, volunteers and VA Employees

b. Route- refer to facility maps

c. Operates 7:30AM – 4:00PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle -10 Passengers + 2 Wheelchairs

ADDRESS FOR SHUTTLE LOCATIONS

A. Dallas VA Medical Center 4500 South Lancaster Road Dallas, Texas 75216

B. Fort Worth VA Outpatient Clinic (FWOPC) 2201 SE Loop 820 Fort Worth, TX 76119

C. Sam Rayburn Memorial Veterans Center (SRMVC) 1201 E. 9th St.

Bonham, TX 75418

FEDERAL HOLIDAYS:

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday. Observance of such days by Government personnel shall not be cause for additional period of performance or entitlement to compensation except as set forth in the contract. If the contractor's personnel work on a holiday, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost. The contractor agrees to continue to provide sufficient personnel to perform round-the-clock requirements of critical tasks already in operation or scheduled and shall be guided by the instructions issued by the contracting officer or his/her duly authorized representative.

HOLIDAY DATE

SPECIAL EVENTS: The Contractor shall be notified in advance of any special events which might cause an increase in the utilization of the shuttles with patients, patrons, or visitors to the Medical Center. Contractors shall be required to adjust the level of needs to accommodate.

PERFORMANCE AND NOTIFICATION:

· Contractor shall provide shuttle services with the required specifications of shuttle utilizing vehicles capable of transporting safely and comfortably. When transporting all passengers, contractor shall be in accordance with VHA Directive 2008-020.

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

· 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

· Thereafter, any personnel changes shall be submitted prior to any changes occur and only after approval of the Contracting Officer.

CONTRACTOR PERSONNEL QUALIFICATIONS:

· Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee.

· Contractor will be required to provide customer service training initially and annually to shuttle drivers, as well as attend VA customer service training when appropriate.

· Contractor personnel will wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean and neat at all times. Undergarment should not be visible through or show outside of outer clothing.

· Critical Core Elements for Clearance of shuttle drivers are to ensure employee, public and patient safety, VA policy requires that all those who drive a vehicle for VA be medically evaluated. The level of evaluation will be based on legal and regulatory requirements (i.e. Commercial Driver License requirements), the size of vehicle, number of passengers, length of time on the road and other applicable job factors. Contractor shall comply with same elements for clearance of shuttle drivers. (VA Handbook 5019/1 Part II Appendix A)

· It is the contractor’s responsibility to foster confidence and trust in patients, visitors, and employees through professional behavior and appearance. All customer service complaints should be handled within 24 hours with a resolution. The contractor must let the COR know what action was taken to address the concern and if it was validated. If the contractor’s behavior becomes an issue in performing customer service or their duties it will handled by contractor immediately for quick resolution to ensure patient satisfaction and job performance is not compromised.

· Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

· Within seven (7) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licenses and any other qualifications required for this contract. The initial documentation shall be provided to the Contracting Officer (CO) prior to the commencement of performing any services under this contract.

· During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract and who have not been approved by the CO.

· Contractor shall be required to meet the following:

· Shuttle driver physical examinations - to assure that operators can drive themselves and passengers safely, react to emergencies and, where appropriate, perform basic life support (BLS).

· Required to wear professional shuttle uniforms that consist of a collared shirt, long pants (No jeans).

· No T-shirts will be allowed as part of the uniform, will require collared shirts.

· The uniforms are required to look professional, neat and clean in appearance and should all match to clearly identify shuttle staff as a shuttle driver.

· Contractor will ensure that staff have closed-toe shoes that are clean and neat in appearance. Shoes should be closed-toe to allow employee to respond to any type emergency.

· All outerwear that the contractors wear for inclement weather will need to match and will be considered a part of the uniform expectations, so staff look professional, easily identified and visible to customers.

· Contractor shall submit uniforms/shoes for approval to COR and Contracting Officer to ensure it meets expectations.

· Contractor shall be required to ensure shuttle drivers do not smoke and clothes are smoke free.

· Hair should be neat and clean and look professional at all times.

· Required to wear their photo ID badges at all times.

· Shuttle drivers will be required to assist patrons with the removal of walkers, canes or personal medical equipment on and off the shuttles if needed.

· Shuttle drivers are required to have knowledge and training of the shuttle lifts to assist handicap patrons on and off the shuttles in a safe and secure manner. Contractor will need to provide evidence of driver training on shuttle lift procedures for safety.

· Shuttle drivers will be required to be familiar with the VA grounds to answer questions pertaining to drop off and pick up locations of the shuttle as well as the different entry point for customers utilizing the VA such as buildings and locations on property.

SHUTTLE TRANSPORTATION DRIVER:

· Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers that comply with VHA Directive 2008-020.

· Driver Verification - All State driver’s licenses must be verified through the Department of Transportation (DOT), National Highway Traffic Safety Administration, National Driver Register, or an equivalent State program.

· The State driver’s licenses and driving records must be reviewed for all new drivers.

· Driving records exhibiting an at-fault accident or moving violation must prompt a review of driver suitability for the transport of patients. Drivers may be limited or prohibited from transporting patients based on driving record or license status.

· Appropriate driver screening is defined as license criteria to operate appropriate vehicles and positive driving history. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law.

· Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation for the services they perform.

· Drivers are required to have a CDL.

· Driver’s licenses and driving records must be verified every 4 years and upon the occasion of a VHA transportation accident.

· All drivers must meet the minimum VA and VHA medical requirements for the operation of vehicles. Medical evaluations of motor vehicle operators and incidental operators must be conducted in accordance with VA Handbook 5019, Part IV, Appendix B.

· All drivers transporting patients shall receive initial basic safe driver training and annual refresher to include defensive driving techniques, use of safety belts, medical center policy, patient safety and emergency response procedures.

· Contractors must receive training on basic first aid, cardiopulmonary resuscitation (CPR), bloodborne pathogens, and the use of personal protective equipment.

· Drivers shall be trained in methods for securing patients including use of wheelchair lifts, restraint systems and other assistive devices during transportation. Driver training may only address the specific equipment of the assigned vehicle.

· Wheelchairs must face forward during transit, when feasible. Wheelchair occupant restraint systems must be integrated by the manufacturer or approved by the manufacturer for use. The use of vehicles with wheelchair lift systems or vehicle retrofit must comply with DOT 49 CFR 571.404.

· Contractor shall develop a Standard Operating Procedure (SOP) for communication on how they handle Motor Vehicle Accidents involving shuttles on VA property.

· Contractor shall immediately drug test a driver following an accident on VA property. The contractor on site supervisor shall be the point of contact for VA Police and Safety to follow up regarding any legal or criminal investigations related to any accident involving the contractor.

· Shuttle drivers will not drive until drug test results and accident investigation are investigated properly and a conclusion has been reached to ensure the safety of our patients, visitors, and staff.

· Prior to the commencement of services under this contract, the Contractor is responsible for providing the CO with verification that drivers shall have the following before they provide any services related to this contract:

a. Health examinations including annual TB skin test verification that it was completed;

b. Either received the Hepatitis B vaccine series, or is immune as a result of acquired infection, or have been offered and refused the vaccinations;

c. Received measles-mumps-rubella (MMR) vaccine. Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three diseases and is required for all persons born after 1956;

d. A negative PPD within the last six months, or if a known reactor, a negative chest X-ray upon hire;

e. A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with varivax (chicken pox);

f. Received training in Universal Precautions and Blood Borne Pathogens, Hazardous Material Management, and Life Safety Management (fire preparedness);

g. Drivers should be in good health and not sick from any respiratory or gastrointestinal illness while transporting patients. Drivers shall not have a fever or flu like symptoms while transporting patients.

h. All drivers transporting shall receive initial basic safe driver training and annual refresher to include defensive driving techniques, use of safety belts, transporting wheelchair patients safely and properly, safety and emergency response procedures. Training for drivers operating patient shuttles from the DOT, National Highway Traffic Safety Administration.

i. All shuttle drivers are required to be trained to perform basic life support (BLS). Divers may need to respond to an emergency at any time on the shuttle bus and should be trained in how to respond.

j. The contractor is required to immediately report any accident that occurs on VA property immediately to VA police and Safety for proper investigation. As well as notify COR of the incident that has occurred and the proper resolution.

CONTRACTOR EQUIPMENT, VEHICLES AND INSPECTION:

· The contractor shall be required to provide the following equipment specifications:

· Shall be required to provide a 12 passenger Shuttle bus = 10 Passengers + 2 Wheelchairs for all shuttle locations.

· Shall be required to provide a replacement shuttle for equipment malfunctions, accidents or replacement of vehicles required for maintenance.

· Please click the link below for comparable specifications https://nwbus.com/inventory/shuttle-buses-for-sale/2016-ford-goshen-10-passenger-2-wheelchair-s29770/

· Wheelchair lift required as shown in comparable specification link.

· Contractor shall be required to provide a vehicle no older than 5 years old. Vehicles shall be in good condition; clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.

· The VA reserves the right to inspect the contractor’s equipment and vehicles as well as record keeping of maintenance quarterly to ensure it is being maintained in good repair.

· The VA will make the decision of when the vehicles should be removed from service and replaced with a new vehicle.

· Contractor shall be required to provide professional signage for each shuttle bus as outlined in the PWS, The VA will have the final decision on all signage being posted on the exterior or interior of the shuttles.

· The VA 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. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained.

· The VA 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 strict intent and meaning of the contract and without additional cost to the VA.

· Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.

· Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.

· Vehicles will be washed /cleaned on the outside and inside regularly to ensure the shuttles stay clean and neat in appearance. Trash will be emptied daily as well as the buses checked regularly to ensure no spills or sanitary issues on the buses that cause odor or health risks.

· The contractor shall not be permitted to borrow equipment from the Medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA.

· The contractor shall provide 12 passenger shuttle buses- 10 ambulatory seats, plus 2 wheelchair spots with wheelchair lift.

· The shuttles are typically the first impression of our Veterans when coming to the facility it is important that these standards of cleanliness be maintained at all times.

· Each vehicle will maintain a first aid kit, spill kit and fire extinguisher at all times. These kits will be provided by contractor and will be inspected by contractor regularly to ensure they are compliant if a need or emergency came up.

CONTRACTOR PERFORMANCE AND NOTIFICATION:

· In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA COR manger and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may result in termination of the contract.

· The Contractor will be notified who will be the COR, prior to commencement of contract.

· Contractor shall provide shuttle services utilizing vehicles capable of transporting safely and comfortably, per the hours stated. When transporting all passengers, contractor shall be in accordance with VHA DIRECTIVE 2008-020. VHA Directive 2008-020

· Electronic Transmissions: The Contractor shall always utilize email to communicate patient incidents, requests for services, special correspondence, etc. to the VA.

· Within seven days after contract award the contractor shall provide its Contractor-Personnel Roster to the COR containing the following employee information: Name, Position, Title, and Work assignment area.

· Thereafter, any personnel changes shall be submitted to the COR to verify the persons’ driver’s licenses, credentials and medical fitness prior to the transportation of patients.

· Contractor shall be provided with the name and contact information of the COR and Transportation Manager prior to commencement of contract.

· Contractor shall be required to wear uniforms that look professional, neat and clean in appearance and should all match to clearly identify them as a shuttle driver. Will require to review/approve uniform to ensure it meets expectations.

· The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by the patients with regards to transportation services and will address/make contact on all complaints timely by COB the day the complaint is made. 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 Contracting Officer.

· Shuttle drivers will be required to assist patrons with the removal of walkers, canes or personal medical equipment on and off the shuttles if needed.

· Shuttle drivers are required to have knowledge and training of the shuttle lifts to assist handicap patrons on and off the shuttles.

· Contractor shall coordinate and work with Valet and Escort contract staff to ensure patients, visitors and staff are handled appropriately regarding service overlap.

· Outpatient escort will transport patients at the main entrances identified. Once the patient is off the shuttle lift, outpatient escort will transport the patient to their outpatient destination.

· No VA staff or other contractors are allowed to operate the contractors shuttle lift, the contractor is required to ensure the patient is loaded and unloaded safely.

· Contractor shall coordinate and work with Valet and outpatient e Escort to ensure there is a positive communication and teamwork to handle the needs of patients riding the shuttle that have escort needs or maybe loading and unloading in the valet area.

· Contractor shall be required to carry out daily huddles before the commencement of the workday with valet and outpatient escort to ensure communication of concerns, process improvement or changes are discussed among the services to ensure positive patient experience and timeliness of service. Contractor is required to provide documentation monthly to COR of daily huddle meetings and topics discussed. Contractor shall communicate to COR any recurring issues or concerns so they can be addressed timely among the services.

CONTRACTOR'S RESPONSIBILITIES AND INSURANCE REQUIREMENTS:

· The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Necessary licenses and permits required. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract.

· The 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 his or her employees' fault or negligence.

· The Contractor shall maintain personal and automobile liability, and property damage insurance, as prescribed by the laws. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR.

SAFETY REQUIREMENTS:

· In order to protect the lives and health of patients, the Contractor shall take such safety precautions as the Contracting Officer, or the COR, may determine to be reasonably necessary.

· The Contracting Officer, or the COR, will notify the Contractor of any safety non-compliance and the action to be taken.

· 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 Contracting Officer may issue an order, stopping all or any part of the work.

· The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor shall promptly complete and submit to the Contracting Officer Technical Representative and the Contracting Officer, an Incident Report with all information felt to be necessary for any full review.

· The contractor is required to immediately report any accident that occurs on VA property immediately to VA police and Safety for proper investigation. As well as notify COR of the incident that has occurred and the proper resolution.

· Contractor must report vehicle accidents and incidents to the Contracting Officer with a formal accident report.

· Accident reports are to be forwarded to the facility Accident Review Board and the Patient Safety Manager.

· Provide cameras on shuttles to monitor accidents and safety concerns such as SmartDrive that features a camera/recording system to capture accidents and behavior issues

· Contractor shall develop a Standard Operating Procedure (SOP) for communication on how they handle Motor Vehicle Accidents involving shuttles on VA property and how they handle all accidents involving contracted staff and shuttles. SOP must be submitted to the COR and Contracting Officer for approval.

· The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by the patients with regards to transportation services and will address/make contact on all complaints timely by COB the day the complaint is made. 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 Contracting Officer.

INTERFERENCE WITH NORMAL FUNCTIONS:

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

CONTRACTOR'S QUALITY CONTROL PROGRAM (QCP):

· The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be forwarded to the CO in the complete RFQ package submitted by the contractor. The QCP is separate from the required Management/Technical Capabilities that will be provided by the contractor. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

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 and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

2. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

3. For methods used for identifying the quality of service performed please reference the Quality Assurance Surveillance Plan (QASP).

4. On-site records of all vehicle maintenance, cleaning and repairs performed on vehicles used in the performance of this contract. Institute methods to identify and prevent vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle.

5. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

6. The methods of identifying and preventing phone/radio/electronic communication breakdowns. Provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle communication.

7. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

8. Providing reports of patient complaints, peak hours, shuttle usage or concerns to COR weekly/monthly reports.

9. Contractor shall be required to ensure that the waiting times for shuttle service is less than 10 minutes.

10. Contractor shall be required to ensure that all patient complaints are handled timely and responded to with in 24 hours. Corrective action should be taken to investigate any customer service issues by staff as well as processes regarding services. A report of these complaints and corrective action should be forwarded to COR.

CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

The Contractor shall furnish all the necessary resources, equipment and supplies to include at a minimum (9) nine vehicles:

· Contractor Vehicles, with appropriate and professional signage on shuttle buses that easily show the shuttle route name visible from front, side and back. (color zones are also required to show for Dallas shuttles) –Shuttle signage must be approved by the VA prior to placement on vehicles.

· Vehicles shall contain at a minimum, the following:

· Side and rear loading doors shall be operational from both inside and outside vehicle.

· Steps shall be treated with non-skid material.

· Vehicle shall have safety belts for all occupants.

· Vehicle shall have heating, air conditioning and adjustable temperature controls.

· ABC rated fire extinguished with fire extinguisher tag showing record of inspections.

· Vehicle shall contain a First Aid Kit with a minimum of the following: band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers.

· Vehicle shall have on board supplies to provide infection control precaution procedures.

· Contractor shall provide a two-way radio or cellular phones that shall be fully operational at all times during contract performance.

· Contractor shall provide GPS software for shuttles (such as Ride Systems, that provide real time GPS tracking of shuttles) Allows Veterans, visitors, employees and volunteers to view real-time pick-up information on phone apps and computers) Showing transparency of pick up times and route information to the consumer in real time. System to capture workload and peak times.

· The VA will have TV Monitors mounted at the main entrance areas to display this software for customers to see the location of the shuttles on the monitors.

· Contractor shall provide real time tracking system for shuttles to capture workload, peak times and stats on waiting times for pickups and drop offs for patient experience. Provide weekly reports showing workload and stats on shuttle usage.

· Contractor shall provide cameras on shuttles to monitor accidents and safety concerns such as SmartDrive that features a camera/recording system to capture accidents and behavior issues.

· Contractor will be allowed to park vehicles in designated areas on site that the VA approves.

B.3 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C.