36C26023Q0247.docx

36C26023Q0247

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

36C26023Q0247 02-10-2023 Andrew O'Neal Andrew O'Neal 02-27-2023 16:00

PST

36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver

WA

98661 X 485991 $16.5 Million Net 30 Days N/A X 36C692 Department of Veterans Affairs White City VA Medical Center Business Office 8495 Crater Lake Hwy.

White City

OR

97503 36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver

WA

98661

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 Contractor shall provide wheelchair transportation services in accordance with the Statement of Work at the VA White City / Southern Oregon Rehabilitation Center & Clinic The Government intends to award a single award Indefinite Delivery Indefinite Quantity (IDIQ) five-year contract.

Individual bulk funded task orders will be issued by the NCO 20 Contracting Office.

Period of Performance (POP): 05/01/2023 thru 04/30/2028 Quoter's must submit all required documents stated in Quotation Submission Checklist in Section E.XX, to be eligible for award.

This is a FAR Part 13 Comparative Evaluation procurement.

X X X Ross Byrne Contracting Officer 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 36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

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:

B.2 ORDERING PROCEDURES

An initial Task Order for Services will be issued by the VA Contracting Officer at the beginning of the contract’s period of performance. The Task Order will be emailed to the Contractor. The VA anticipates funding one Task Order per 12-months. If the value of a particular Task Order needs to be increased or decreased, a modification will be done to the Task Order by a VA Contracting Officer. Task Orders will be bulk funded so that funds are already available when the VA requires products/services. Do not exceed the amount bulk funded without first receiving a modification. VA’s requests for services will be in accordance with the Statement of Work.

B.3 MINIMUM / MAXIMUM

MINIMUM AND MAXIMUM in accordance with FAR 16.504(a)(4)(ii): The guaranteed minimum contract quantity is $1,723.00. The maximum quantity shall not exceed $515,470.40. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Non-personal Services; Contractor shall provide strecher/gurney transport trips within the 50 mile threshold Contract Period: Base POP Begin: 05-01-2023 POP End: 04-30-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V226 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Taxicab

Stretcher/gurney mileage within the 50 mileage threshold

POP Begin: 05-01-2023 POP End: 04-30-2024

Non-personal Services; Contractor shall provide Stretcher/Gurney transport services beyond the 50 mile threshold.

POP Begin: 05-01-2023 POP End: 04-30-2024

Stretcher/gurney mileage beyond the 50 mileage threshold

POP Begin: 05-01-2023 POP End: 04-30-2024

Services, Non-personal; Contractor shall provide Wheelchair transport trips within the 50 mile threshold.

POP Begin: 05-01-2023 POP End: 04-30-2024

Wheelchair mileage within the 50 mile threshold

POP Begin: 05-01-2023 POP End: 04-30-2024

Services, Non-personal; Contractor shall provide Wheelchair transport services beyond the 50 mile threshold.

POP Begin: 05-01-2023 POP End: 04-30-2024

Wheelchair mileage beyond the 50 mile threshold

POP Begin: 05-01-2023 POP End: 04-30-2024

Additional Contractor transport aide when authorized by VA Program Office for wheelchair or stretcher/gurney transport svcs.

POP Begin: 05-01-2023 POP End: 04-30-2024

Oxygen, E-Cylinder

POP Begin: 05-01-2023 POP End: 04-30-2024

Wait Time for Reclining Wheelchair or Gurney transport (15 Minute increments each)

POP Begin: 05-01-2023 POP End: 04-30-2024

Non-personal Services; Contractor shall provide strecher/gurney transport trips within the 50 mile threshold Contract Period: Option 1 POP Begin: 05-01-2024 POP End: 04-30-2025

Stretcher/gurney mileage within the 50 mileage threshold

POP Begin: 05-01-2024 POP End: 04-30-2025

Non-personal Services; Contractor shall provide Stretcher/Gurney transport services beyond the 50 mile threshold.

POP Begin: 05-01-2024 POP End: 04-30-2025

Stretcher/gurney mileage beyond the 50 mileage threshold

POP Begin: 05-01-2024 POP End: 04-30-2025

Services, Non-personal; Contractor shall provide Wheelchair transport trips within the 50 mile threshold.

POP Begin: 05-01-2024 POP End: 04-30-2025

Wheelchair mileage within the 50 mile threshold

POP Begin: 05-01-2024 POP End: 04-30-2025

Services, Non-personal; Contractor shall provide Wheelchair transport services beyond the 50 mile threshold.

POP Begin: 05-01-2024 POP End: 04-30-2025

Wheelchair mileage beyond the 50 mile threshold

POP Begin: 05-01-2024 POP End: 04-30-2025

Additional Contractor transport aide when authorized by VA Program Office for wheelchair or stretcher/gurney transport svcs.

POP Begin: 05-01-2024 POP End: 04-30-2025

Oxygen, E-Cylinder

POP Begin: 05-01-2024 POP End: 04-30-2025

Wait Time for Reclining Wheelchair or Gurney transport (15 Minute increments each)

POP Begin: 05-01-2024 POP End: 04-30-2025

Non-personal Services; Contractor shall provide strecher/gurney transport trips within the 50 mile threshold

POP Begin: 05-01-2025 POP End: 04-30-2026

Stretcher/gurney mileage within the 50 mileage threshold

POP Begin: 05-01-2025 POP End: 04-30-2026

Non-personal Services; Contractor shall provide Stretcher/Gurney transport services beyond the 50 mile threshold.

POP Begin: 05-01-2025 POP End: 04-30-2026

Stretcher/gurney mileage beyond the 50 mileage threshold

POP Begin: 05-01-2025 POP End: 04-30-2026

Services, Non-personal; Contractor shall provide Wheelchair transport trips within the 50 mile threshold.

POP Begin: 05-01-2025 POP End: 04-30-2026

Wheelchair mileage within the 50 mile threshold

POP Begin: 05-01-2025 POP End: 04-30-2026

Services, Non-personal; Contractor shall provide Wheelchair transport services beyond the 50 mile threshold.

POP Begin: 05-01-2025 POP End: 04-30-2026

Wheelchair mileage beyond the 50 mile threshold

POP Begin: 05-01-2025 POP End: 04-30-2026

Additional Contractor transport aide when authorized by VA Program Office for wheelchair or stretcher/gurney transport svcs.

POP Begin: 05-01-2025 POP End: 04-30-2026

Oxygen, E-Cylinder

POP Begin: 05-01-2025 POP End: 04-30-2026

Wait Time for Reclining Wheelchair or Gurney transport (15 Minute increments each)

POP Begin: 05-01-2025 POP End: 04-30-2026

Non-personal Services; Contractor shall provide strecher/gurney transport trips within the 50 mile threshold

POP Begin: 05-01-2026 POP End: 04-30-2027

Stretcher/gurney mileage within the 50 mileage threshold

POP Begin: 05-01-2026 POP End: 04-30-2027

Non-personal Services; Contractor shall provide Stretcher/Gurney transport services beyond the 50 mile threshold.

POP Begin: 05-01-2026 POP End: 04-30-2027

Stretcher/gurney mileage beyond the 50 mileage threshold

POP Begin: 05-01-2026 POP End: 04-30-2027

Services, Non-personal; Contractor shall provide Wheelchair transport trips within the 50 mile threshold.

POP Begin: 05-01-2026 POP End: 04-30-2027

Wheelchair mileage within the 50 mile threshold

POP Begin: 05-01-2026 POP End: 04-30-2027

Services, Non-personal; Contractor shall provide Wheelchair transport services beyond the 50 mile threshold.

POP Begin: 05-01-2026 POP End: 04-30-2027

Wheelchair mileage beyond the 50 mile threshold

POP Begin: 05-01-2026 POP End: 04-30-2027

Additional Contractor transport aide when authorized by VA Program Office for wheelchair or stretcher/gurney transport svcs.

POP Begin: 05-01-2026 POP End: 04-30-2027

Oxygen, E-Cylinder

POP Begin: 05-01-2026 POP End: 04-30-2027

Wait Time for Reclining Wheelchair or Gurney transport (15 Minute increments each)

POP Begin: 05-01-2026 POP End: 04-30-2027

Non-personal Services; Contractor shall provide strecher/gurney transport trips within the 50 mile threshold

POP Begin: 05-01-2027 POP End: 04-30-2028

Stretcher/gurney mileage within the 50 mileage threshold

POP Begin: 05-01-2027 POP End: 04-30-2028

Non-personal Services; Contractor shall provide Stretcher/Gurney transport services beyond the 50 mile threshold.

POP Begin: 05-01-2027 POP End: 04-30-2028

Stretcher/gurney mileage beyond the 50 mileage threshold

POP Begin: 05-01-2027 POP End: 04-30-2028

Services, Non-personal; Contractor shall provide Wheelchair transport trips within the 50 mile threshold.

POP Begin: 05-01-2027 POP End: 04-30-2028

Wheelchair mileage within the 50 mile threshold

POP Begin: 05-01-2027 POP End: 04-30-2028

Services, Non-personal; Contractor shall provide Wheelchair transport services beyond the 50 mile threshold.

POP Begin: 05-01-2027 POP End: 04-30-2028

Wheelchair mileage beyond the 50 mile threshold

POP Begin: 05-01-2027 POP End: 04-30-2028

Additional Contractor transport aide when authorized by VA Program Office for wheelchair or stretcher/gurney transport svcs.

POP Begin: 05-01-2027 POP End: 04-30-2028

Oxygen, E-Cylinder

POP Begin: 05-01-2027 POP End: 04-30-2028

Wait Time for Reclining Wheelchair or Gurney transport (15 Minute increments each)

POP Begin: 05-01-2027 POP End: 04-30-2028

36C26023Q0247

Page 1 of Page 1 of

B.5 STATEMENT OF WORK

1. GENERAL:

a. The VA Southern Oregon Rehabilitation Center & Clinics (SORCC) has a requirement for non-emergency transportation service for beneficiaries of SORCC that are confined to a wheelchair, gurney, stretcher or otherwise physically unable to safely utilize mass public transportation, taxicab, or automobile. The services covered by this contract shall include non-emergency transportation primarily to Josephine County, Oregon, Jackson County, Oregon, Klamath County Oregon, Lake County Oregon. A limited number of trips will require contractor services to additional Oregon counties and locations.

b. This is a non-personal/non-emergent services contract to provide ground wheelchair and gurney/stretcher transportation. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

c. The contractor shall furnish the necessary personnel (drivers) and equipment (vehicles, materials, and supplies) to provide wheelchair and stretcher/gurney van transport service for the beneficiaries of the Department of Veterans Affairs.

d. The government reserves the right to increase or decrease the actual requirements through a contract modification. Wheelchair van transport defined to include, but not limited to, the transport of manual wheelchairs, electric wheelchairs, power chairs, power scooters, hover rounds scooters, or other forms of mobility chairs that requires lifting capabilities to access the transport vehicle; to include beneficiaries who are able to ambulate but depends on the use of a walker, a granny walker, or a folding wheelchair as primary means of transport.

e. All vehicles used to transport VA beneficiaries must be equipped with wheelchair lifts, lap and shoulder restraints, and adequate clearance near the doorway and inside the vehicle to accommodate most types of wheelchairs. Vehicles and equipment must be always clean and in good working condition. All vehicles and equipment are subject to inspection at any time during the life of this contract. Any vehicle that does not meet the requirements of this contract cannot be utilized in the performance of this contract.

f. The contractor shall be required to secure and maintain a for-hire licensing from the State of Oregon. Private non-profit handicapped transport companies exclusively serving the handicapped and elderly must be certified.

g. The contractor shall ensure that each driver performing services under this contract maintain a valid Oregon State driver’s license and complete driver’s safety training, defensive driving training, or its equivalent in accordance with VHA directive 1695. Drivers and attendants alike must be trained and familiar with fire and safety equipment (fire extinguishers etc.) and have successfully completed advanced First Aid courses and cardiopulmonary resuscitation (CPR) with the American Red Cross or equivalent. All personnel performing under this contract shall be familiar working with persons who are bound to a wheelchair or stretcher/gurney, disabled, elderly and/or handicapped. All documentation and proof of training shall be provided to the Contracting Officer Representative (COR). Proof in the form of a current or un-expired certificate that such training has been successfully completed must be available upon request.

h. Hours of Operation: The vendor shall be required to furnish wheelchair van vehicles as requested during weekday hours. Transports will be between the hours of 6:00 am through 6:00 pm (PT), Monday through Friday. There will not be weekend and/or holiday transports.

i. Performance Period: See price schedule for POP dates.

j. Type of Contract: The government will award a Firm Fixed Price Indefinite Delivery Indefinite Quantity contract.

2. DEFINITIONS:

a. Beneficiary: Veterans and other members determined to be eligible for benefits by the VA.

b. CO / Contracting Officer: The person executing this contract on behalf of the Government and the only person authorized to make changes to the contract.

c. COR / Contracting Officer’s Representative: Person or persons authorized to act for the Contracting Officer within the limits of his / her authority.

d. Dry Run: A dry run is defined as a request for service by authorized Medical Center personnel whereby the contractor arrives at the designated pick-up point and no Veteran is transported due to a change in the Medical Center's needs, Veteran refuses pick-up, Veteran not home or Veteran not medically/mentally suitable for transport. The contractor will be entitled to the applicable base rate only (no mileage) when dry runs are encountered due to no fault or negligence of the contractor.

e. Federal Holidays: New Year’s Day, Martin Luther King Jr. Birthday, President Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day. *Any day determined by the President of the United States to be a Federal Holiday.

f. Mileage Rate: Mileage rate for Wheelchair Van services is the rate paid for each mile traveled during a wheelchair van trip.

g. Mileage Threshold: The normal maximum mileage from VA SORCC to any location is fifty (50) miles.

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

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

j. Quality Assurance Surveillance Plan: An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the contractor's continuous performance.

k. Quality Control: Those actions taken by the contractor to control the production of goods or services so they will meet the requirements of a contract.

l. Scheduled Trip(s): The term "Scheduled Trip" as used in this contract refers to those trips in which the contractor has been given advance notice (advance notice is defined as a notice given by 4:00 p.m. the prior business day) of required services and a specific pick-up time.

m. Trip: A trip is defined as one way transportation from the originating point to the destination by which a beneficiary will be transported.

n. Travel Clerk/Travel Section: Persons assigned to request transportation services.

o. Unscheduled Trips(s): The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given.

p. VA SORCC / VA Southern Oregon Rehabilitation Center & Clinics: 8495 Crater Lake Highway, White City, Oregon 97503.

q. VA Beneficiaries: Disabled veterans confined to a wheelchair or physically unable to use mass public transportation where services are preauthorized.

r. Vehicle(s): The term "Vehicle(s)" as used in this contract refers to all modes of transportation provided under the requirements of this contract unless a specific mode of transportation is identified.

s. Waiting: Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel for the contractor to wait at designated pick-up and/or delivery points in performing contract services.

3. PERFORMANCE:

a. The contractor shall instruct its personnel on the terms and conditions of this contract and shall be responsible for maintaining satisfactory work performance, conduct, and appearance by his/her employees.

b. Contractor personnel performing services to the VA shall always conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms, and be identified by having the company name, and employee name affixed to the uniform. The contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Department. Smoking within the vehicles by the contractor or Veteran is not permitted.

c. The VA SORCC reserves the right to refuse any contractor’s personnel from performing work under this contract that for any reason is considered by the VA SORCC to be incompetent or otherwise objectionable.

d. The contractor and assigned personnel shall be expected to exercise a higher degree of patience and consideration with all VA beneficiaries while performing duties under this contract. The use of abusive language, physical or verbal altercations or any other physical or vocal disturbance directed towards a beneficiary is strictly prohibited.

e. When transporting Veterans to or from medical facilities, the driver, acting for the contractor, shall ensure the Veteran's luggage, medical records, medications, prosthetic devices and/or other medically required equipment is properly accounted for and delivered with the Veteran as required.

f. The contractor and assigned personnel shall use the necessary precautions to protect VA beneficiaries and their property from injury or damage during transport. All major and minor incidents, traffic accidents, unscheduled traffic stops, or any other mishap shall be reported to the COR, the Chief of the Business Office, or the Mobility Manager immediately.

g. The contractor shall be required to have communication capabilities during transport. All costs associated with communicative devices shall be the responsibility of the contractor.

h. The contractor shall maintain personal liability coverage while performing under this contract. Any personal injuries that occur to the contractor or their employees during the performance of contract duties shall be the sole responsibility of the contractor. Property damage that is caused by the fault or negligence of the contractor or its employees shall also be the sole responsibility of the contractor.

4. CONTRACTOR EQUIPMENT, VEHICLES, AND INSPECTION:

a. The VA reserves the right to inspect contractor's equipment and vehicles. All documentation of compliance regarding contractual specifications, State laws, rules, regulations, and guidelines governing transport vehicles may be reviewed at any time by the Chief of the Business Office or Mobility Manger. VA inspections of contractor facilities shall in no way constitute a warranty by the VA 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 which need repair or if unclean, unsafe, damaged (interior or exterior body), and 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 without additional cost to the VA.

b. Wheelchair/gurney/stretcher vans shall meet all current applicable Federal, State, and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Appropriate licensing by the State of Oregon is required. Any Veteran that weighs in excess of 300 pounds will require 3 additional personnel to safely move/transport the veteran. For Veterans weighing in excess of 600 pounds, pre-approval must be granted by the Chief of the Business Office or Mobility Manager to ensure proper safety protocols are established.

c. The vehicles shall be of model and make to ensure safe and comfortable transportation of Veterans (ample headroom must be available for Veterans transported in standard wheelchairs). Any type or style offering complete Veteran safety within the vehicle will be acceptable. Those considered lacking in this essential requirement will not be used for Veteran transport under this contract. Any replacement will be at the contractor's expense. Each vehicle will be equipped with two-way radio communication, blue-tooth, or cellular phone in case of an emergency. Hands-free devices must be utilized if required by state and local laws. Federal regulations prohibit texting while driving.

d. Each vehicle and all accessories and systems must be clean and shall be examined according to the suggested schedule of the manufacturer, or at least semi-annually, whichever occurs earlier. All preventive maintenance must be documented and recorded; documentation of maintenance shall be provided upon request by the COR. Vehicles must be designed so that Veterans are restrained by a federally approved safety seat belt (Velcro seat belts are always not acceptable) while the vehicle is in motion. All vehicles must be equipped with wheelchair and wheelchair ramp.

e. Each vehicle must be equipped with general use first aid kit.

f. Responsibilities for Veteran safety will include the availability and appropriate use of Veteran restraining safety devices in each transport vehicle. The contractor staff will adequately restrain the Veteran through every phase of travel and during each movement to prevent injury to the Veteran. The need for additional staff to manage the Veteran in transport will be established before initiating the transport.

g. All vehicles must remain locked when not attended by contractor employees to avoid unauthorized entrance. Vehicles (when not attended) may not remain running due to exhaust fumes. At no time shall the contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

h. The contractor shall not be permitted to borrow medical equipment or supplies from the VA medical facilities. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the schedule shall be inclusive of consumables used in transport.

i. The contractor must submit a letter, in duplicate, fully describing make and model of vehicle and the vehicle manufactured year prior to the beginning of the contract. The contractor will provide the location and telephone numbers of the established location where calls are received, and vehicles are dispatched. This letter must contain information as to the metering devices or methods the contractor proposes to use in determining mileage. The Contracting Officer will be notified, in writing, of any equipment added or deleted after award of contract.

j. The VA SORCC COR will be provided a formal written report regarding all vehicles utilized by the contractor under the scope of this contract. The report will identify the various vehicle levels, their staffing criteria, medications carried, equipment and procedures.

5. CONTRACTOR PERSONAL QUALIFICATIONS:

a. All contractor personnel performing contract services shall meet the qualifications as 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. Contractor personnel shall always meet these qualifications while performing contract services. A record of each employee’s name, level, and certification to perform the duties of a van driver or attendant must be maintained and made available for inspection upon request.

b. Prices quoted in the Schedule include the service of a qualified driver. All attendants/van drivers on duty must be qualified to administer oxygen and may submit invoices for oxygen costs associated for providing additional oxygen. The Contractor shall carry an E-cylinder of oxygen with a minimum run time of 2 hours.

c. During the contract 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 COR. At no time shall the contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

6. CONTRACTOR NOTIFICATION:

a. The contractor shall be responsible for providing all vehicles and manpower necessary to meet all wheelchair or stretcher/gurney van transport requirements of this contract. The contractor may utilize another company as a subcontractor (certified to be within all requirements of this contract) to complete these transportation requests. All bills/invoices for this subcontractor service will be paid directly to the contractor at the contract rate, and the contractor shall reimburse the subcontractor at their agreed to rate. In the event the contractor or subcontractor cannot perform services as required, the contractor shall immediately notify the Chief of the Business office or Mobility Manager (SORCC Contact) and provide a justification for non-performance.

b. Escort: The VA reserves the right to utilize an escort, such as a relative, care provider of the beneficiary, or a VA staff employee. An escort will be utilized when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with a beneficiary. The contractor shall only be required to transport an escort with Veteran and shall not be required to return the escort back to point of origin. The escort must ride in a passenger seat so the proper seat belt restraints can be utilized. At no time will the escort or other personnel, except a physician, nurse or respiratory therapist treating the Veteran, be allowed in the Veteran compartment of the Wheelchair Van while the vehicle is in-route.

c. Substitution of Beneficiary: The VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur.

7. NUMBER OF VETERANS:

a. The contractor shall transport no more than two (2) beneficiaries per trip under wheelchair van or gurney/stretcher services unless specifically authorized by appropriate medical facility personnel. If more than one (1) beneficiary is transported at once, the contractor will ensure all safety protocols are met and secure all beneficiaries in accordance with state and federal safety standards prior to vehicle movement.

8. HOURS OF OPERATION AND RESPONSE TIME:

a. Authorized Points of Contact: All transportation correspondence shall be directed to the Chief of the Business Office (541-826-2111, extension 8134), the Mobility Manager (541-826-2111, extension 3171) or designated representative.

b. If the point of pick up is within a 20-mile radius of SORCC, the contractor shall arrive at the point of pick up no later than 35 minutes from the time of request.

c. If the point of pick up is outside a 20-mile radius of SORCC, the contractor shall be in route to the pick-up location within 35 minutes from the time of request.

d. Should the time for pick-up, stated herein, be physically impossible due to location or other events beyond control of the contractor, the contractor shall contact the VA Chief of the Business Office or Mobility Manager and inform them of the situation and provide an adjusted/revised pickup time.

e. Response Time Compliance Rate: The contractor shall ensure timely responses to scheduled and unscheduled orders for transport service. The contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver during the contract year.

f. The Veteran will be delivered to and picked up from the assigned appointment location. (For example, the Medical Center nursing station on wards or units, clinics, private home, or community nursing home.) All Veterans will be checked in and out with the appropriate administrative staff. Veterans must be checked in by their appointment time and picked up in a timely fashion after their scheduled appointment.

g. Electronic Transmissions: The contractor shall, always during the contract period, have on his/her premises a functioning fax machine and telephone to communicate requirements with the VA (i.e., Veteran incidents, requests for service, special correspondence, etc.). Each contractor shall indicate if there is e-mail availability for their company to complete communications with the VA (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner).

h. Unscheduled trips: The contractor shall provide wheelchair/gurney/stretcher transportation service within sixty (60) minutes after receiving the service request from the individuals designated by the Chief of the Business Office, Mobility Manager or designated representative. This requirement does not apply for unscheduled trips outside the normal radius of 50 miles.

i. Routinely scheduled trips: The contractor shall arrive at the pickup point five (5) minutes prior to the scheduled time to allow VA beneficiaries adequate time to board the vehicle. Routinely scheduled trips shall be consistent, within reason, with no deviations without prior approval from the individuals annotated in part 8a.

9. WAITING TIME:

a. The contractor shall wait for all VA beneficiaries for all transports on both or ends of the trip as specified by individuals designated by to the SORCC travel section. In cases where the beneficiary fails to show, the contractor will be authorized payment equal to the one (1) dispatch charge. If the contractor is notified of cancellation prior to departing its home station, no charge to the VA shall be assessed.

b. For unscheduled trips, waiting charges shall commence 15 minutes from the time the contractor arrives at the designated pick-up. For scheduled trips, waiting charges shall commence fifteen minutes from the scheduled pick-up time or from the time the contractor arrives at the designated pick-up point, whichever is later. Waiting time of 15 minutes will be included for all transports regardless of type and location.

c. If the designated pick-up and/or delivery points are at other than VA Medical facilities and waiting beyond the required 15-minute staging period is anticipated, the contractor shall notify the Chief of the Business Office or Mobility Manager. This call is only for the purpose of verifying the contractor's time of arrival at pick-up and/or delivery points and is not necessary if the contractor does not anticipate a delay for which waiting charges will be claimed. The contractor's failure to notify the above mentioned individuals when waiting beyond the staging period, may result in non-payment for waiting time.

d. Under no circumstance shall a patient within a 20-mile highway radius of the SORCC wait for transportation service for more than forty-five (45) minutes without corrective action being initiated. If the contractor fails to dispatch a vehicle for the requested service within forty-five (45) minutes after receiving a request or order, the VA reserves the right to obtain the service from another source and will charge the contractor for costs incurred, and more than the awarded contract price may be charged against the contractor. Alternative transportation will be initiated by the VA at the time of need and the contractor will be notified after the fact. In addition, if the VA initiates an alternate transportation call and the successful contractor and alternate come at the same time, a dry run payment will be issued to the alternate for responding. The dry run fee will be equivalent to the fee paid to the contractor as shown in the Section B.2 Pricing Schedule. This dry run fee will be deducted from the contractor's invoice.

e. Trips will be scheduled by the contractor, so Veterans are not held at any point to meet another vehicle for the purposes of carpooling unless authorized by the VA.

f. When transportation is contracted from a distant location and a partner or subcontracted company is involved for the purposes of efficiency, a Veteran may be transferred from one vehicle to another so long as the transfer complies with all applicable state and local regulations. Transfer will not be authorized when a medical emergency exists unless that emergency requires the use of higher-level medical care.

10. ORDERING PROCEDURES:

a. Orders for transportation services will be requested by individuals designated by the Chief of Business Office (or designated individual) telephonically, electronically or via facsimile and will specify both the originating and destination points. Transportation needs are subject to change depending on the needs of SORCC beneficiaries.

b. The VA reserves the right to establish a routine schedule for an extended period or pre-schedule transport trips with a minimum of twenty-four (24) hours advance notice.

c. The contractor shall accompany and assist the beneficiary to and from the building and door of the pick-up and destination points.

d. The contractor shall utilize the shortest possible routes when transporting VA beneficiaries to and from the required locations to ensure the total miles traveled will result in the most economical charge to the Government. The use of alternate routes may be authorized in the event of unusual circumstances or reasons beyond the contractor’s control such as severe weather conditions, road construction or hazardous road conditions. Mileage submitted for utilizing alternate routes will be authorized on a case–by-case basis by designated personnel assigned to the Veteran Transportation Office.

e. The contractor shall have available for the review of the COR, the daily logs that include the names of each VA beneficiary, date, transportation with or without additional attendant, mileage, pick up and destination points, applicable wait times, applicable wheelchair lift assistance, additional passengers etc. for each trip. The daily logs shall be maintained on a spreadsheet. The VA reserves the right to verify information submitted for accuracy. Mileage is subject to verification by latest edition of MapQuest, https://www.mapquest.com, Bing Maps, https://www.bing.com/maps, or other commercially recognized sites.

f. Prior to performance, the Contracting Officer shall provide the contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from contractor regarding contract performance. This list will be updated and submitted to the contractor as changes occur. The contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the contractor.

g. Authorized Medical Center Personnel: Authorized personnel will be full time staff employed by the VA SORCC. The Chief of Business Office, Mobility Manager or designated representative shall call directly from government telephones from within the facility. Requests for service may also be in writing by facsimile, mail, e-mail, in-person, or through the Beneficiary Travel Self Service System (BTSSS) from an authorized representative of the VA.

h. Request for Services – Routine Orders: Routine Orders are defined to be those orders that are place by the end of the prior workday to allow the contractor scheduling time. Attempts will be made to have the orders placed by 4:00 PM the proceeding day if possible. Requests for services will be made in writing, by fax, telephone, or through the Beneficiary Travel Self Service System, (SORCC’s). The Chief of Business Office, Mobility Manager or designated representative will fax or email the contractor the following day’s routine orders.

i. Information that will be provided is as follows:

i. Mode of transportation required

ii. Required date and time of pick-up

iii. Name of beneficiary

iv. Pick-up and delivery point

v. Type and number of additional medical care specialists required

vi. Type of equipment required

j. Dispatcher: Requests for Transportation services shall be made to the contractor personnel identified. The following information will be supplied by the contractor:

i. Company name

ii. Address

iii. Normal business hours contact person(s)

iv. Normal business hours phone number

v. After hours contact person(s)

vi. After hours phone number

11. INVOICING PROCEDURES:

a. Review link for electronic invoicing procedures:

http://www.tungsten-network.com/uk/en/veterans-affairs/

b. Invoices shall include the following information:

i. Date of service

ii. Time of service

iii. Name of Veteran

iv. Pickup location and zip code

v. Destination location and zip code

vi. Number of miles traveled outside the "Mileage Threshold of 50 Miles"

vii. Charges for "waiting time"

viii. Purchase order obligation number

c. Invoices shall be submitted no later than fifteen (15) calendar days following the end of the month of services and are to include all contract services furnished for the preceding month. Invoices shall specify the patient’s full name, date of birth, 4-digit patient identifier, date of service, time of pick-up, pick-up and delivery point, trip number and separate charges (i.e., waiting time, etc.) per trip for which payment is requested. Separate charges must be itemized.

d. Invoices will be reviewed and reconciled with trip tickets and travel logs. Unauthorized charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by VA personnel. A final determination will be made within 30 days after notifying the contractor of charges being suspended.

e. All invoices rendered by the contractor to VA SORCC for contract services furnished in accordance with this contract shall be in full. Neither the beneficiary nor any other party shall be required to bear the burden of additional payments, surcharges, tip, or other gratuity.

f. Authorized invoices shall be faxed to Department of Veterans Affairs, Financial Services Center (512) 460-5540 or entered through the OB-10 electronic claims system

g. Payments for Mileage outside Contract Mileage Threshold Areas of Coverage:

i. Long Distance Mileage: Payment for mileage outside the contract Mileage Thresholds of coverage (50 miles from VA SORCC), shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement but would be expected to be incorporated into the mileage rate as part of the administrative costs (or costs of doing business). Distances beyond the contract Mileage Threshold areas of coverage shall be calculated using common online mapping programs or software, or other commercially acceptable program. Allowable charges for mileage outside the contract Mileage Threshold areas of coverage, shall not exceed 5% of the mileage indicated.

ii. Should the VA decide that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the contractor to cancel the order. For orders that are cancelled while the contractor is already in route to the designated pick-up, the contractor shall be entitled to receive 50% of the base rate for the trip, as provided in Schedule of Supplies or Services and Prices/Costs. This charge shall not include any mileage charge.

iii. Should the contractor arrive at the destination before VA cancels the order, or if the contractor is unable to perform a scheduled pick-up for reasons beyond the contractor's control, (e.g., incorrect address, Veteran absence, Veteran refusal) then the contractor shall receive 100% of base rate for a one-way trip as and applicable mileage if outside contract Mileage Threshold areas of coverage.

iv. The contractor must ensure that wheelchair van unit transports are scheduled so that the total distance traveled shall result in the most economical charge to the Government. Mileage route calculated using BING Maps or Map Quest – most economical and time efficient travel routes available.

12. VETERANS’ RIGHTS:

a. The contractor shall be courteous to VA beneficiaries and shall not smoke while transporting Veterans. Veterans may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies, and personal suitcase. This may include a Veteran's 3-wheeled scooter. Veteran belongings will not include household furnishings.

b. Each Veteran will be provided with safe and comfortable…