36C25924Q0044.docx

36C25924Q0044

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.

UEI:

EFT:

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C259-23-AP-5202

36C25924Q0044 11-14-2023 Alejandra Sierra\alejandra.sierra@va.gov 303-712-5715 11-21-2023

8AM

MST

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village

CO

80111 X 621910 $22.5 Million N/A X Department of Veterans Affairs Rocky Mountain Regional VAMC 1700 N Wheeling St Aurora

CO

80045 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village

CO

80111

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin

TX

78714-9971 See CONTINUATION Page Contractor shall provide Ambulance Service for the for the Rocky Mountain Regional VAMC in accordance with the

SOW.

This requirement is Full and Open.

See CONTINUATION Page 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:

b. GOVERNMENT: Contracting Officer 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

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.

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

36C25924Q0044

Page 1 of Page 1 of

STATEMENT OF WORK

1. GENERAL:

A. Contractor shall furnish all labor, materials, insurance, licenses and equipment to provide safe and comfortable ambulance litter/stretcher transportation on an as-needed basis to beneficiaries of the Rocky Mountain Regional VA Medical Center (RMR) throughout the Denver Metro area and our outlying Community Based Outpatient Clinics (CBOCs) in Colorado. The vendor selected shall be ready to start on the day of award as a fully capable entity with all equipment required up and ready, with trained and certified personnel prepared to respond as directed by RMR as what is expected. Services to be provided seven (7) days a week, as detailed further below, including holidays, to and from locations (i.e. clinics, ward locations, inpatient floors, ICU, patient homes, hospitals, pre-approved fee basis appointments) designated by the Rocky Mountain Regional VA Medical Center (RMR), RMR Beneficiary Travel Office, in accordance with all terms, conditions, provisions and schedules set forth in this solicitation. Contractor shall assist the patient as needed to access the vehicle for transportation. This may include but is not limited to bed to stretcher or stretcher to bed transfer when necessary.

B. All healthcare facilities under the jurisdiction of Rocky Mountain Regional VA Medical Center (1700 N, Wheeling St. Aurora, CO 80045) are included in this solicitation. As contracts expire and are awarded the CBOC’s include but are not limited to the following:

Alamosa Outpatient Clinic, 622 Del Sol Drive, Alamosa, CO 81101 Burlington Outpatient Clinic, 1177 Rose Avenue, Burlington, CO 80807 Colorado Springs Outpatient Clinic, 3141 Centennial Blvd. Colorado Springs, CO. 80907 Garden of the Gods VA Clinic, 1365 Garden of Gods Road, Colorado Springs, CO 80097 Union Boulevard VA Clinic, 3920 N. Union Blvd, Colorado Springs, CO 80907 Denver Outpatient Clinic (Replacement clinic, pending site selection 2023) Rocky Mountain Regional VA Medical, 1700 N, Wheeling St., Aurora CO. 80045 Aurora Outpatient Clinic, 13701 E Mississippi Ave, Gateway Medical Bldg. #200, Aurora, CO 80012 (relocating late 2024/early 2025 21825 E, Quincy Ave, Aurora CO. 80108) Jewell Outpatient Clinic, 14400 E Jewell Ave, Aurora, CO 80012 Space Center VA Clinic, (location pending, July 2023) La Junta Outpatient Clinic, 1100 Carson Ave., Suite 104, La Junta, CO 81050 Lakewood Outpatient Clinic, 155 Van Gordon Street, Suite 395, Lakewood, CO 80225 Lamar Outpatient Clinic, 1401 South Main St. Suite B, Lamar, CO 81052 Pueblo Outpatient Clinic, 4776 Eagleridge Circle, Pueblo, CO 81008 Salida Outpatient Clinic, 920 Rush Drive, Salida, CO 81201

C. There is POTENTIAL for either a single or multiple awards to be made on this contract. Awarded Contractor(s) must be able to meet the timeliness response requirements to and from the awarded location(s), with the majority of ambulance runs at the CBOCs being scheduled non-emergent transports from the residence or unscheduled emergent transports to RMR or a local community hospital when medically indicated. Failure to be able to commence operations at contract commencement because of vehicle or personnel limitations will be grounds for default. This is a multiple award solicitation culminating in an Indefinite Delivery/Indefinite Quantity (IDIQ) Contract.

Ambulance Zones:

Zone 1: 0 to 30 miles from RMR or any of its treating facilities.

Zone 2: Greater than 30 miles from any RMR treatment facility.

Note: The outlying CBOCs require VA patients to be retrieved from their residence and transported to the local CBOC, Community care facilities and possibly for further transfer to one of the RMR Medical Centers for further treatment as necessary and required. Offerors are expected to comply with all state rules and regulations and have proper licensing to conduct such transportation.

Handicap Accessible Vehicle Zones:

Zone 1: 0 to 20 miles from RMR or any of its treating facilities.

Zone 2: Greater than 20 miles from any RMR treatment facility.

Note: The outlying CBOCs require VA patients to be retrieved from their residence and transported to the local CBOC and possibly for further transfer to one of the Rocky Mountain Medical Centers for further treatment as necessary and required. Offerors are expected to comply with all state rules and regulations and have proper licensing to conduct such transportation.

D. Scheduled transportation, for the purpose of this contract, is defined as transportation arranged with the Contractor on the day prior to the date transportation is needed. Scheduled transportation requests will be either called in or electronic request to the Contractor utilizing VetRide/VA-Approved Transportation Software.

(1) The contractor agrees to utilize the VetRide Third Party Portal and Vendor Pass with every passenger transported under this contract

(2) Department of Veteran Affairs will provide the software and access to the VetRide Third Party Portal for the vendor/contractor in this contract.

(3) The Contractor will utilize the VetRide Third Party Portal fully as instructed:

a) Receive and respond to electronic trip requests

b) Receive, use, and ensure the use of the Vendor pass by the dispatcher and aircrew

c) Submit claims via the electronic HCFA 1500 in the VetRide Third-Party Portal

E. Emergent unscheduled transportation, for the purpose of this contract, is defined as a medical emergency that requires ambulance transportation immediately, therefore being unable to be scheduled with the Contractor the day prior to transportation. Emergent unscheduled transportation shall be available at the pick-up location within 20 minutes from the time transport is requested. When calling in the run, the Travel Clerk or Administrator on Duty (AOD) will specifically state that the request is an emergent unscheduled transportation request. Under no circumstances shall the Contractor fail to meet the emergent unscheduled transportation timeliness requirement.

F. Non-emergent unscheduled transportation, for the purpose of this contract, is defined as a non-emergent transportation request that was arranged without providing the Contractor with prior day notice. Non-emergent unscheduled transportation shall be at the pick-up location within 1 hour from the time the transport is called in, providing place of pick-up is within local mileage limits of either of the RMR or its CBOCs. For pick up locations outside the local mileage limits from either the RMR or its CBOCs, transportation must dispatch to the pick-up location 30 minutes. If patient is to be picked up at or delivered to a CBOC, transportation must arrive during business hours of 8:00 a.m. to 4:30 p.m.

G. The Local Mileage Limits (LML), for the purpose of this contract, is defined as mileage within a 30-mile radius in any direction for ambulances and a 20-mile radius for handicap access vehicles, of any RMR treatment facility as the pick-up or destination point, the LML is defined as mileage within a 30 or 20-mile radius respectively in any direction of that VA CBOC. Any trip within the appropriate mile radius will be paid the applicable per trip rate. Any trip exceeding the mile radius will be paid the applicable per trip rate plus the mileage rate for any miles to the destination that exceeds the LML. The contractor will not be paid for the mileage traveled within the mile LML. Mileage will be based on the latest edition of readily available online commercial mileage calculator Bing (www.bing.com) for online driving directions. No payment will be made for the contractor’s mileage to the pick-up location or return to dispatch station (without VA patient being transported).

H. Contractor shall provide a dispatcher/supervisor who has no driving duties at all duty times. All materials and equipment required by the dispatcher to conduct the business of the contract will be provided by the Contractor. The dispatcher must be able to contact and communicate at all times with all staff engaged in patient transport.

I. Requests for service will be made electronic or by telephone by the Contracting Officer's Representative (COR) or designee. Designees include but are not limited to; VTS Mobility Manager, Chief/Deputy Chief Health Administration Service, Access Center Chief and staff, Administrative Officer of the Day (AOD) and RMR Travel Clerks. Contractor will be provided with patient's pick-up and delivery points, appointment time and location, and vehicle requirements.

J. To the extent possible, transportation requests will be scheduled; however, Contractor must be able to accept requests for same day service if the minimum number of required vehicles for the awarded area are not yet being utilized and shall schedule them in a manner that meets the arrival time needs. On scheduled transports, the Contractor shall arrive at the pick-up point on time and shall deliver the patient on-time for appointments.

K. Contractor’s performance shall be in conformance with the contract and all applicable Federal, State and Local laws to include Department of Transportation 49 CFR Parts 27, 37, 38, 571, Transportation for Individuals with Disabilities, Americans with Disabilities Act (ADA) of 1990, Title III and VA standards. All regulations of the State Public Service Commission (PSC) (of which Contractor's facility is located) governing the control, operation of, and licensing of the transportation provider are incorporated herein by reference. All records submitted to and/or compiled by the PSC regarding inspections, safety, records and manifests, etc. may be reviewed prior to awarding a contract and on request throughout the contract term.

L. Contractor shall provide ambulance service under this contract as set forth. This requirement is defined as in use or in route exclusively for RMR treatment facilities. Advanced life support services are defined as those life support transportation services which utilize ambulances, paramedics, equipment, and facilities subject to the rules of the Colorado Department of Public Health and Environment, and the Public Health division of each city and/or county in which services are provided. Staff must have appropriate certifications (ACLS, RRT and recent working experience in ICU or ER), which shall be equipped as noted. Basic life support services are defined as those life support transportation services which utilize ambulances, Emergency Medical Technician - Basic, or ACLS-prepared RN, equipment, and facilities subject to the rules of the Colorado Department of Public Health and Environment, and the Public Health division of each city and/or county in which services are provided which shall be equipped as noted. Wheelchair accessible service vehicles are defined as those vehicles capable of transporting patients with disabilities that affect their mobility.

2. AMBULANCE SPECIFICATIONS:

A. Ten (10) vehicles shall be required for services within the RMR area between the hours of 6:00 am and 8:00 pm, Monday through Friday to include all Federal Holidays. Five (5) vehicles shall be required for services within the RMR area between the hours of 8:00 pm and 6:00 am, Monday through Friday to include all Federal Holidays and twenty-four (24) hours per day on weekends, to include all holidays. Ten (10) vehicles shall be required for services at locations defined to be outside the RMR service area between the hours of 6:00 am and 6:00 pm, Monday through Friday to include all Federal Holidays. Four (4) vehicles shall be required for services at locations defined to be outside the RMR service area between the hours of 6:00 pm and 6:00 am, Monday through Friday to include all Federal Holidays and twenty-four (24) hours per day on weekends, to include all holidays. This vehicle requirement is defined as ambulances in use or in route exclusively for Rocky Mountain Regional patients.

B. After the minimum number of ambulances has been provided at one time, the Contractor has an option to provide additional vehicles at the contract rate. If the Contractor is unable to provide additional transportation, RMR will contact a third party to obtain these services. The Contractor shall not be liable for any costs associated with the third-party provider unless the Contractor failed to provide the minimum required vehicles in the time required. The contractor shall not subcontract any RMR patient transports.

C. Each ambulance shall have patient compartment facilities, oxygen and suction systems and environmental climatic supplies as required by Federal Specification for Ambulances, KKK-A-1822F dated August 01, 2007. All ambulances shall meet the standards of KKK-A-1822F dated August 1, 2007.

D. Contractor shall ensure that all stretchers receive a quarterly safety inspection (See attached Ambulance Checklist) of all working parts including belts and straps. Contractor shall maintain records of safety inspections and shall provide copies of documentation, when requested by VA, to the RMR COR for vehicles used in transporting RMR patients.

E. Ambulance proposed to be furnished under this contract shall meet the specification enumerated in KKK-A-1822F dated August 01, 2007, including but not limited to the following for adults:

(1) IV supplies, including pumps – when required

(2) Monitors, defibrillators, mounting brackets

(3) First aid kit with band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape scissors, eye pads, ammonia inhalants, sterile gloves, etc.

(4) Two-way radio or portable phone

(5) Face masks/nasal cannulae

(6) Splints

(7) Blood tubes

(8) Oxygen. Expected to be needed on 25% of orders.

F. The ambulance (emergency medical care vehicles) under the terms of this contract shall be licensed and meet the minimum vehicle requirements for basic life support as mandated by the Colorado Department of Public Health and Department of Transportation pertaining to ambulance service.

G. Federal specifications are mandatory as minimal requirements for such vehicles, but chassis or compartment modifications are permissible when they clearly exceed the minimal specifications.

H. Each ambulance used to provide services under this contract shall be a Type I, Type II or Type III ambulance.

I. The contractor shall only provide stretchers that have at least three functioning safety belts. RMR reserves the right to refuse services from the contractor if the stretcher does not meet this minimum specification. RMR will not incur any cost associated with the contractor providing inadequate or faulty equipment. All vehicles used in this contract shall:

(1) Have functioning mechanisms, which ensure that all access doors are capable of being opened from the inside and remain closed and secure during travel.

(2) Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

(3) Be equipped with operational air conditioning/heating systems. If the air conditioning system becomes inoperable or is unable to maintain temperatures between 68-79 degrees Fahrenheit in the patient compartment, the vehicle must be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning/heating system has been repaired.

(4) Have exterior free of grime, oil, or other substances and free from cracks, breaks, dents and damaged paint that noticeably detracts from the overall appearance of the vehicle.

(5) Be equipped with hubcaps or wheel covers and have all vehicle body molding in place, or if removed, holes must be filled and painted.

(6) Have passenger compartment that shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges and vermin or insects.

(7) Have unobstructed vision on all sides.

(8) Be equipped with an operable two-way mobile radio and/or cellular telephone communication system, which affords contact with the vehicle during all hours of operation.

Beepers are not an acceptable substitute.

(9) Meet all safety and mechanical standards established by State and Federal statutes and regulations.

(10) Have windows and doors, which can be opened and closed in accordance with manufacturer standards.

(11) Not have leaks of any kind.

(12) Be equipped with a functioning horn.

(13) Have operable seat belts on all seats.

(14) Have fully charged, certified and non-expired fire extinguisher.

(15) The Contractor shall provide the COR with a list of all vehicles to provide services under this contract, including vehicle identification numbers, and insurance certificates prior to initiating service. An updated list shall be provided upon request by the RMR COR.

(16) Violations to the above stipulations will result in payment for services rendered to be withheld by RMR until an updated list is provided. All vehicles shall be made available for inspection at any time when ordered by the COR, at the VA's discretion. Any vehicle found not in conformity with the above standards or any vehicle receiving two or more complaints within a five-day period concerning cleanliness or other deficiencies shall be removed from service immediately until subsequent inspections verify correction of deficiencies. The VA reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement may be cause for disallowance of compensation for services rendered in the violating vehicle.

3. MISCELLANEOUS AMBULANCE SPECIFICATIONS:

The Department of Veterans Affairs (VA) will not be responsible for providing items that normally would be used or required for comfort, safety, or necessity of the patients being transported. These items include but are not limited to wrist restraints, disposable gloves, large pampers, linens, blankets, bedpans, urinals, emesis basins, pillows, and all other items normally stocked in ambulances.

4. ATTENDANTS:

A. A record of each employee as to character, mental, and physical capabilities of performing the duties of an ambulance driver or attendant must be maintained and made available for inspection upon request. An additional record of each employee showing that the employee performing transportation service for or coming in contact with patients of RMR is screened and found to be free of any infectious or communicable diseases on an annual basis. Qualifications of the attendants shall be submitted to the Contracting Officer prior to award. The COR reserves the right to obtain copies of all qualification records for RMR local files. New driver records should be made available to the Contracting Officer and/or COR prior to commencement of the individual transporting VA patients.

B. Contractor may allow, upon authorization from an authorized official of RMR, a VA clinician, relative, or other appropriate person to accompany the veteran at no extra charge.

C. Only employees of the Contractor, who meet the qualifications of Item 5 Emergency Medical Technician (EMT) and Item 6 Paramedics below shall be allowed to accompany the attendant/driver on trips provided for the RMR.

D. For airport trips, attendant shall remain with the patient until patient safely boards aircraft. It is estimated that 8 trips per quarter will be to an airport.

E. Psychiatric patient transports require one medical attendant, not the driver, to be fully dedicated to patient care during the transport.

5. EMERGENCY MEDICAL TECHNICIAN (EMT):

Contractor Emergency Medical Technicians (EMTs) who perform emergency services on ambulances servicing the Denver VAMC and CBOCs shall have the qualifications:

(1) EMTs must have completed training in accordance with the standards published by the Colorado Department of Public Health, Department of Health and Human Services.

(2) The “equivalent” training program successfully completed by the EMT must be submitted to the Contracting Officer for appropriate action/review with the bid proposal.

(3) The EMT must be certified, licensed, or otherwise officially recognized by the Local, State, or Regional Government or public entity where the emergency ambulance service is operated, or by which it is governed. Certificate shall be submitted with proposal.

(4) The EMT must be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the Local or State government entity in which the service is rendered to veterans, but in no instance shall this be less frequently than every two years. Such “refresher” training must be equivalent of that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer when updated periodically as required by the governmental entity.

6. PARAMEDICS:

Paramedics providing emergency services on ambulances servicing the Denver VAMC and CBOCs shall have the following qualifications:

(1) Complete training in accordance with the standards published by the Colorado Department of Public Health to be licensed in the state of Colorado.

(2) The paramedic must be certified, licensed, or otherwise officially recognized by the Local, State, or Regional Government or public entity where the emergency ambulance service is operated, or by which it is governed. Proof of such certification must be submitted to the Contracting Officer

(3) The paramedic must be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans, but in no instance shall this be less frequently than every three years. Such “refresher” training must be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer for appropriate action / review as required by governmental entity

7. NUMBER OF PATIENTS:

It is understood and agreed that only one (1) patient will be transported on a trip unless specifically authorized by the VA. If more than one (1) patient is authorized by the RMR ordering official and is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. However, when travel beyond the local mileage limits is involved, the longest distance over which a patient is transported may be claimed when more than one patient is transported in a single ambulance concurrently. Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the government.

8. ORDERS:

A. Personnel authorized to order service will make unscheduled requests for service via telephone. Scheduled runs will be electronic and/or phoned in the day before the scheduled pick-up date.

B. Orders, requests, or changes will only be made by an authorized party specified by the COR (Contracting Officer’s Representative) who is the VTS Mobility Manager or designee, Beneficiary Travel Office, RMR.

C. Contractor will be provided with patient’s pick-up and delivery points, appointment time and location, and vehicle requirements. Under no circumstances shall orders or changes be accepted by any other party. In addition, Contractor shall make no deviation and shall provide direction to its staff during transport to specified locations.

D. A list of authorized ordering personnel will be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of the RMR. The Contractor will be notified of such changes in writing as they occur.

E. Verification and acknowledgment of the upcoming day’s scheduled orders shall be made by Contractor between the hours of 8:30 a.m. and 9:30 a.m., Monday through Friday, excluding holidays, on the day the service is to be performed. Verification is to be made with the Travel Clerk. Travel Office shall be notified of any delays or cancellations.

9. REPORTING (PICK-UP, DELIVERY, DEPARTURE):

All drivers are required to report to the Access Center or AOD on duty any time a pick-up, delivery, or departure is made at the medical center main campus. Drivers shall assist patients to/from vehicle as necessary.

10. RATES:

A. For all one-way trips (within the local mileage limits) under the contract, the Contractor will receive the flat rate awarded for any trip within the local mileage limit. The Contractor shall also receive the mileage charge awarded for any one-way trip in excess of the flat rate outside the local mileage limit. In no event shall the Contractor receive reimbursement for the mileage charge for any mileage inside the local mileage limit of the RMR or CBOCs.

B. Payment for mileage travel beyond the local mileage limit will be limited to the distance, over which the patient is transported, using the shortest route and street address to street address. No mileage will be charged for any period of time when the patient is not being transported unless charging one way for a “dry run” as discussed below.

C. The Government will deduct from the Contractor's compensation for late pick-ups according to the following chart:

Minutes Late Deduction 30 to 60 25% of trip value* More than 60 50% of trip value*

*Trip value is the total of the basic trip plus any additional mileage (if applicable) for the scheduled trip.

D. The Government shall not pay for inbound services when the patient misses his/her appointment and/or must be rescheduled due to unexcused Contractor delay.

E. The Government reserves the right to cancel any patient pick-up due to late response time at any time after the specified or latest pick-up time ordered. Government may either reschedule the pick-up for another time or employ the services of another source, contracted or non-contracted, for same day service. Contractor will be responsible for all additional costs incurred by the Government if another source is utilized.

F. The Government reserves the right to cancel, change or substitute any patient pick-up.

11. DRY RUNS:

A. For the purposes of this contract, dry runs are defined as trips made by the Contractor when the VA beneficiary is not available for pick-up.

B. The Contractor will be reimbursed one way at the full contract amount for dry runs. This charge will not be allowed if the trip is canceled by authorized VA personnel within one (1) hour before the scheduled pick-up time.

12. WAITING TIME:

A. For time lost in waiting on either end or both ends of a trip due to causes beyond the Contractor’s control such as but not limited to severe storms, flooding, hazardous road and travel conditions, the Contractor will be reimbursed at the rate of one-fourth the hourly rate quoted in their bid for each quarter-hour or fraction thereof in excess of one quarter-hour from the time reported to the Access Center or AOD.

B. The Contractor shall call the Access Center, Travel Office or AOD on duty as soon as it is anticipated that a delay may develop for which they expect to claim reimbursement. This call is only for the purpose of verifying their arrival time at the pick-up point and is not necessary if the Contractor anticipates no time delay for which they will claim reimbursement. Only VA ordering officials may authorize waiting time. Unauthorized waiting time will not be reimbursed.

C. All waiting time charges must be supported by notification to the Access Center, Travel Office or AOD that the vehicle is in a waiting status. At this point, information concerning reason for wait must be provided, and documentation must accompany the invoice.

13. RESPONSE TIME:

A. If Contractor fails to furnish ambulance service within the specified delivery time for the order; the RMR reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result, there-from. Contractor shall provide signed written documentation with an explanation when contract services are unavailable. RMR will issue Bill of Collections for any excess costs incurred when service must be obtained from another source. Failure to pay as charged within timeframes specified in the Bill of Collections will result in cost deduction from the next month’s invoice.

B. RMR will be the sole judge in determining when to order service from another source. However, the Contractor will not be required to furnish more ambulances at any given time than are contractually required for the awarded service area(s). When all contract vehicles are in use and the VA requires additional vehicles, the Contractor will be contacted first and has the option to provide additional vehicles at the contract price if an agreed upon time of pick-up can be found. In the event the patient is not picked up or delivered as scheduled or agreed to, RMR will be allowed a late credit equal to the rate charged by Contractor in Item 10C.

14. SCHEDULED PICK-UPS:

Adherence to schedules is of the utmost importance. Contractor must pick-up the customer as near to the scheduled pick-up time as possible. If Contractor arrives earlier than the scheduled pickup, the driver must wait at the pick-up location until fifteen (15) minutes past the scheduled pick-up time before calling the dispatcher for instructions.

15. TOLL CHARGES:

A. It is agreed to and understood that the prices quoted in the schedules do not include any ferry, bridge, tunnel, or road charge. Any such legitimate toll charges incurred shall be limited to one way only and shall be listed separately on Contractor’s invoices.

B. The Contractor is responsible for all expenses incurred from the services provided under this contract to include ferry, bridge, tunnel and toll road charges subject to reimbursement when invoiced as per Paragraph A above. Contractor shall be responsible for all county, city, local or state fees imposed on the Contractor during performance of this contract.

16. LINENS/MEDICAL EQUIPMENT:

A. Contractor shall furnish all linen required for patient transport at no additional cost to the government. Linen shall not be exchanged with linen belonging to the RMR or its CBOCs.

B. Medical equipment, such as IV pumps, shall routinely be furnished by the Contractor. However, if RMR agrees that its equipment (such as IV pump) can be used by the Contractor to expedite the patient's transfer, the Contractor shall return the equipment to RMR as soon as possible and at no expense to RMR. The Contractor shall not leave RMR's equipment at another facility.

17. PATIENT TRANSPORTATION:

A. The Contractor will check in with the Access Center or AOD upon arrival and departure at RMR. Patients receiving treatment in the outpatient clinics will be dropped off and picked up in their respective clinic areas. Patients being transported to RMR for inpatient treatment will be presented to Admissions where further instruction on where the patient is to be taken will be provided. Patients will not be left at the Emergency Department, Admissions desk, or with the AOD.

B. Contractor shall not release the patient from his/her custody, unless custody is released to charge nurse on duty at the facility to which the patient is being transported, to a designated point of contact at the patient’s residence when ordered, or to the patient’s residence if patient lives alone, or if patient is to be moved. Contractor shall take every reasonable measure to assure the well-being of the patient at their destination and verify that the patient has all their personal belongings. In the event personal items are not delivered with the patient, contractor shall bring them to the patient immediately when found aboard the vehicle or requested by RMR.

18. MEDICAL REPORT

When a patient is delivered to a medical facility, the patient shall be delivered to personnel as explained above and a full medical report shall be made to the facility medical staff receiving the patient. Report shall be made about any changes in patient status during transport, whether Contractor’s oxygen, monitor or infusion pump was used, whether an IV was started, or any medical intervention was provided in route.

19. EMERGENCIES:

The contractor shall notify Access Center (or AOD during non-administrative hours) as soon as reasonably possible in the event of any patient emergency and patient transport to a community hospital vice the trip destination. Note instructions in paragraph 26, special requirements.

20. TRAINING PROGRAM:

The Contractor shall provide documentation of training on transporting and assisting disabled passengers for all personnel who will be assigned to perform any transportation for VA patients under this contract. Training should be in place covering Blood borne Pathogens, Age-Related Personal interactions and communication, and Body Mechanics. Copies of this documentation of training shall be submitted to and held by the VA Contracting Officer.

21. DRIVER LIST:

Contractor shall provide the VA Contracting Officer a complete list of all drivers, utilized for this contract upon award of the contract. Updates must be submitted upon request by the VA Contracting Officer.

22. DRIVER QUALIFICATIONS:

A. A record of each employee as to character, qualifications, and physical capabilities of performing the duties of ambulance care driver or attendant must be maintained and made available for inspection upon request. The Contracting Officer reserves the right to request qualifications prior to award.

B. All drivers of said contractor SHALL possess a safe driving record and a valid state driver’s license. The Contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points on their driver’s license, none of which were assessed for “Reckless Driving” or “Driving Under the Influence (DUI).” Contractor shall provide copies of driver licenses to the VA Contracting Officer or COR who may independently verify the driving record of drivers at any time. RMR reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section.

23. DRIVER DUTIES:

Contractor will ensure that its drivers shall:

(1) Perform their duties with due regard for the safety, comfort, and convenience of customers and their property.

(2) Comply with all applicable Federal and State laws, regulations, and licensing requirements, including drug testing.

(3) Have and maintain a current Driver's License, valid in the State in which Contractor's facility is located, with less than five current points, none of which were assessed for "Reckless Driving” or “DUI."

(4) Contact the Contractor's dispatcher before leaving the designated location without picking up the customer(s) and when encountering problems such as customer(s) not being ready, incorrect addresses, or medical emergencies.

(5) Drivers shall be required to dress in a professional manner at all times when transporting VA patients and display approved name tag stating the driver's name and Contractor's company name.

(6) No passengers other than the patient and/or their attendant shall be allowed in the vehicle during transport without approval by an authorized official of the RMR.

(7) Ensure smoking, eating and/or drinking in vehicles is not permitted by passengers or drivers.

(8) Ensure that no playing of audio/visual equipment in vehicles shall be allowed without the approval of all customers aboard.

(9) Ensure its personnel comply with 49 CFR (Code of Federal Regulations) Parts 40, 653 and 654 on Substance Abuse Prevention, which are respectively incorporated herein by reference and thus made part of this contract.

24. DRIVER CONDUCT:

A. The following acts are not permissible by drivers, which provide services under this contract or while on VA premises:

(1) Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding doctors' prescriptions which do not impair driver's driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics, or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability).

(2) Gambling in any form.

(3) Smoking and other uses of tobacco while on duty.

(4) Carrying of pistols, firearms, or concealed weapons.

(5) Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

(6) Using unsanitary, offensive, or insensitive practices or behavior.

(7) Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward customers or other employees.

(8) Stopping for personal business while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Patient must be attended at all times by at least one contract staff member.

(9) Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

(10) Soliciting or accepting tips from customers, companions, or others at any time.

(11) Use of loud music.

25. COMMUNICATION SYSTEM:

Contractor's Communication System shall consist of:

(1) Telephone, secured/encrypted email, electronic or Facsimile System.

(2) Contractor shall make available sufficient telephone capacity to ensure immediate communication access between the RMR Travel Offices and the Contractor's facility for the purposes of canceling trip requests as well as handling other emergencies.

(3) The Contractor must be able to be contacted at all times when patient transporters are on duty for the RMR.

(4) The Contractor Administration must have telephone coverage to accept calls from RMR COR during all federal regular business days from 8 am to 4:30 pm.

(5) Contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times in the event of an emergency or to be able to be contacted in the event a change in the order is needed while transporting a VA patient.

26. SPECIAL SPECIFICATIONS:

A. When conditions, not foreseeable and/or controllable by the Contractor occur, such as but not limited to severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Access Center or AOD. The COR will make a determination as to whether such delays in service will be excused.

B. Contractor shall immediately report all medical incidents and accidents, which occur while transporting VA beneficiaries including those where there is no apparent injury to the patient. This notification shall be made within one (1) hour by telephone and followed up with a written report from the driver documenting the facts of the incident/accident provided to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. If the Contractor's place of business is located beyond the local telephone call zone of the VA Medical Center, the Contractor shall accept telephone orders for service on a collect basis or provide a 1-800 number. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

C. The Contractor may have to complete additional written reports as required by RMR to track patient safety issues or incidents. Failure to comply with this provision may be grounds for default.

D. Regardless of the medical center's diversion status, if authorized RMR staff pre-authorizes transport (i.e., from CBOC to RMR), the Contractor shall bring the patient to the medical center as expected and ordered. Diversion status applies only to unauthorized trips. If the ambulance diverts the patient to a closer non-VA emergency room due to a patient's change in medical condition, the Contractor shall notify the Access Center or AOD immediately and report the patient's condition, reason for medical diversion, and the patient's location.

27. ADDITIONAL REQUIREMENT

A. Contractor shall transport patient luggage, medical records, medications, prosthetic devices, wheelchairs, litters, nutritional supplements, and comfort items from pick-up points to destination as needed by the patient or RMR during the trip or as required by the ordering official.

B. Contractor shall resolve patient complaints of damage to personal material. Contractor shall be responsible for repair replacement of patient personal property damaged while in the custody of the contractor until delivery and turnover of patient.

C. Some patients will require that their scooters or oversized wheelchairs are transported. In the event the patient and their required equipment cannot be transported in the same ambulance due to space limitation, the contractor shall provide non-medical transportation for the item. This will be needed in 1% of the patient movements and additional transportation must be pre-approved by an authorized VA official. Cost of this additional vehicle should not exceed one half the cost of the ambulance transporting the patient.

D. Transportation of significant others/caregivers will be arranged in advance with approval from the COR or an ordering official.

28. HANDICAP ACCESSIBLE VEHICLE SPECIFICATIONS:

A. Vehicles will be requested on a by-needed basis. RMR authorized personnel will call a dedicated vendor dispatch point of contact and request pick-up location, drop-off location and pick-up time. Four (4) vehicles shall be required for services within the RMR service area between the hours of 6:00 am and 8:00 pm, Monday through Friday to include all Federal Holidays. Three (3) vehicles shall be required for services within the RMR service area between the hours of 8:00 pm and 6:00 am, Monday through Friday to include all Federal Holidays and twenty-four (24) hours per day on weekends, to include all holidays. Two (4) vehicles shall be required for services at locations defined to be outside the RMR service area between the hours of 6:00 am and 6:00 pm, Monday through Friday to include all Federal Holidays. Two (2) vehicles shall be required for services at locations defined to be outside the RMR service area between the hours of 6:00 pm and 6:00 am, Monday through Friday to include all Federal Holidays and twenty-four (24) hours per day on weekends, to include all holidays. This vehicle requirement is defined as vehicles in use or in route exclusively for RMR patients.

B. After the minimum number of vehicles has been provided at one time, the Contractor has an option to provide additional vehicles at the contract rate. If the Contractor is unable to provide additional transportation, RMR will contact a third party to obtain these services. The Contractor shall not be liable for any costs associated with the third-party provider unless the Contractor failed to provide the minimum required vehicles in the time required. The contractor shall not subcontract any RMR patient transports.

C. Unscheduled transportation, for the purpose of this contract, is defined as a transportation needs that were unable to be scheduled with the Contractor the day prior to transportation. Unscheduled transportation shall be available at the pick-up location within 30 minutes from the time transport is requested. When calling in the run, the Travel Clerk or Administrator on Duty (AOD) will specifically state that the request is an unscheduled transportation request.

D. The handicap accessible vehicles under the terms of this contract shall be licensed and meet the minimum vehicle requirements as mandated by the Colorado Department of…