36C26118Q9532-0001002.pdf

Performance Work Statement

Shuttle Services for Fresno Veterans Affairs Medical Center

R.1 8-28-18

I. Description of Services

a. VA Fresno is requesting a contracted Shuttle Service to transport employees between off-site parking lots and the main facility. Service shall be full charter supplying buses, drivers, covering all ancillary costs, and capable of being adjusted in response to facility needs. Services shall run Monday – Friday, excluding Federal holidays during working hours.

b. Prior to bid, vendor is encouraged to do a comprehensive site visit to fully understand site constraints and access.

c. Vendor to assess timely route based on traffic flow patterns, access, and transport capabilities to maximize efficiency and timeliness of service.

Transport route shall be presented to COR within 10 days of Contract award.

1. Scope of Work The Contractor shall provide all vehicles, drivers, fuel, equipment, insurance as necessary to shuttle Veteran Affairs (VA) passengers between the Fresno VA Medical Center (VACCHCS) located at 2615 E. Clinton Ave., Fresno CA, 93619 and three off-site parking location routes:

a) Route #1 - Central California Blood Bank, 3425 N. First and 3445 N. First St.

Fresno, CA 93726.

b) Route #2 - Midtown Plaza. 3201 E. Shields Ave. Fresno, CA 93726.

c) Route #3 – Masonic Lodge, 3444 E Shields Ave, Fresno, CA 93726.

d) Route #4 – Return Service from VA Hospital to off-site locations.

2. Period of Performance: This service must be on site and operational by October 15, 2018 moving passengers. This service will operate for a period of performance of 4 months.

3. Transportation Route The Contractor will provide drivers knowledgeable of Fresno and surrounding communities to ensure the drivers are capable to meet all scheduled times provided by contract. Shuttle services will pick up passengers from the various locations listed in this Performance Work Statement (PWS) and transport passengers to the VACCHCS Building 1. At the end of the day, shuttle services will return passengers (staff) to the various locations after picking up in front of Bldg. 1.

Contractor will provide signage on each shuttle bus identifying the assigned name of the run.

4. Shuttle Schedule and addresses Shuttle Services are to begin at the prescribed locations at 5 AM , Monday – Friday excluding Federal Holidays.

a) Central California Blood Bank, 3425 N. First and 3445 N. First St. Fresno, CA 93726. ( 500 Parking Stalls )

b) Midtown Plaza. 3201 E. Shields Ave. Fresno, CA 93726. ( 150 Parking Stalls )

c) Masonic Lodge, 3444 E Shields Ave, Fresno, CA 93726. ( 100 Parking Stalls )

d) Veterans Hospital. 2615 E. Clinton Ave. Fresno, CA 93703. Building 1. ( Arrival /

Departure Destination ) Service Times:

On weekdays, Monday through Friday VACCHCS anticipates the need to transport approximately 800 employees total from the three off-site locations. Employee traffic will decrease during off-peak hours and increase during afternoon peak times. Estimated are provided below.

• Morning Peak hours: 5 am – 9 am , 800 Employees

• Off – Peak hours: 9 am – 3 pm , 200 Employees

• Afternoon Peak hours: 3 pm – 7 pm , 800 Employees

• Closing hours: 7 pm – 9 pm , 200 Employees

The Contractor shall provide sufficient shuttle buses to run on alternate routes back and forth to the VACCHCS campus. Shuttles shall run alternately and concurrently to provide pick up times to satisfy the Shuttle Service Route Schedule.

5. Drivers:

Contractor shall provide drivers familiar with the Fresno area to accommodate any changes in route due to traffic, police activity, or city construction. Drivers shall be certified accordingly to the size of shuttle they are operating, insured, and licensed according to CA DMV requirements.

Shuttle Service Route Schedule

Route #1 Central California Blood Bank, 3425 N. First and 3445 N. First St. Fresno, CA 93726

TO

Medical Center: Fresno Veterans Hospital. 2615 E. Clinton Ave. Fresno, CA 93703. Building 1

Five (5) busses running from 5:00 AM to 9:00 AM for approximately 10 trips during morning peak times then return runs from 3 PM to 7 PM for approximately 10 trips. Contractor shall provide transportation buses with occupancy rate from 25 - 50 passengers. Shuttles need to include overhead or under seat storage and air conditioning.

Route #2 Midtown Plaza. 3201 E. Shields Ave. Fresno, CA 93726.

TO

Medical Center: Fresno Veterans Hospital. 2615 E. Clinton Ave. Fresno, CA 93703. Building 1

Three (3) busses running from 5:00 AM to 9:00 AM for approximately 6 trips during morning peak times then return runs from 3 PM to 7 PM for approximately 6 trips. Contractor shall provide transportation buses with occupancy rate from 25 - 50 passengers. Shuttles need to include overhead or under seat storage and air conditioning.

Route #3 Masonic Lodge, 3444 E Shields Ave, Fresno, CA 93726.

TO

Medical Center: Fresno Veterans Hospital. 2615 E. Clinton Ave. Fresno, CA 93703. Building 1

Three (3) busses running from 5:00 AM to 9:00 AM for approximately 6 trips during morning peak times then return runs from 3 PM to 7 PM for approximately 6 trips. Contractor shall provide transportation buses with occupancy rate from 25 - 50 passengers. Shuttles need to include overhead or under seat storage and air conditioning. *Buses servicing location may be the same buses that service Route #2*

Route #4 Medical Center: Fresno Veterans Hospital. 2615 E. Clinton Ave. Fresno, CA 93703. Building 1

TO

a) Central California Blood Bank, 3425 N. First and 3445 N. First St. Fresno, CA 93726.

b) Midtown Plaza. 3201 E. Shields Ave. Fresno, CA 93726.

c) Masonic Lodge, 3444 E Shields Ave, Fresno, CA 93726.

Three (3) busses running from 9:00 AM to 3:00 PM & 7:00 PM – 9:00 PM for approximately 8 trips during off-peak times, serving designated routes to either:

A.) Central California Blood Bank B.) B&C.) Midtown Plaza & Masonic Lodge

Contractor shall provide transportation buses with occupancy rate from 20 - 30 passengers. Shuttles need to include overhead or under seat storage and air conditioning.

6.) Schedule Changes

6.1 Shuttle services and times are mandatory for the alternating AM and PM runs to provide adequate transportation services to those VACCHCS employees using the shuttle transportation. The mid-day shuttle route can be modified due to time constraints and employee usage / demand. Should schedules need to be modified, any modifications must be coordinated with the Contracting Officers Representative (COR) and approved by the Contracting Officer prior to implementation. Any changes to the designated pick-up and drop-off zones, at the VACCHCS and all off-site locations, will be coordinated and identified by the COR.

6.2 The Government reserves the right to add additional routes within the Fresno area or increase/decrease the number of buses on current routes, not to exceed 5% of the total contract value.

6.3 Federal Holidays – Shuttle Services will not operate on Federal Holidays. Holidays are: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. To include any other day specifically declared by the President of the United States to be a national holiday.

6.4 Shuttle Service will not be provided on Weekends.

7.) Traffic Compliance

7.1 While driving vehicles on the VACCHCS campus, contractor must follow all posted speed limits and traffic signs. Failure to do so will result in a traffic citation, issued by VACCHCS Police Service. The Contractor is responsible for any citation received by the contract drivers.

8.) Contractor Personnel Qualifications

8.1 Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises. Contractor personnel will wear an appropriate and professional uniform with company’s name and name of the driver. Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

8.2 Within seven (7) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licenses and any other qualifications required for this contract. The initial documentation shall be provided to the COR.

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

9.) Driver’s Qualifications

9.1 Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law.

9.2 Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation for the services they perform. Drivers shall post their special, temporary or annual driver’s permit in such a manner as to be continually visible and readable at all times by any passenger and in a manner prescribed by the Department of Veterans Affairs.

9.3 The contractor shall not operate or occupy the transport vehicles while under the influence of alcohol, controlled narcotic substances, legal or illegal, or while under the influence of any other inebriating substance that may impair vision, depth perception, mobility and reasonable judgment.

9.4 The Contractor shall be removed from performing services should he/she is identified as a potential threat to the security, safety, health or the operational mission of VACCHCS facilities and its population.

The Contractor shall replace any personnel removed or relieved from the performance of services.

9.5 Contractor Attire and Identification: Contractor shall wear neat, clean and proper attire. Contractor personnel shall be identified by wearing the prime contractor company’s logo and name tag attached to its attire.

9.6 Contract drivers are expected to behave in a courteous manner at all times while interacting with VACCHCS employees and staff. Any confrontations with staff should be immediately documented and reported to the COR.

9.7 The contractor’s personnel shall be kind and courteous to passengers and shall not play loud music or music that is objectionable to the passengers while transporting.

9.8 Drivers shall not use excessively their hands free mobile/cell phone communication devices when driving. Best practice is to pull over and conduct communication in a safe manner.

9.9 Drivers shall not Text Messages while driving. See Federal Acquisition Regulation 52.223-18.

9.10 The Contractor shall immediately notify the VA of any incidents involving injury to passengers during transport. The Contractor shall promptly complete and submit to the COR, an Incident Report with all information felt to be necessary for any full review.

9.11 Customers’ Complaints. The Contractor shall notify the COR in writing within 24 hours of any complaints made by the passengers with regards to transportation services.

9.12 Customer Feedback. The government will provide to the Contractor sufficient comment cards with government address pre-printed to be placed in each vehicle that is readily accessible to customers to provide feedback, positive and/or negative. The COR will provide feedback to the contractor.

Recommendations for improved services along with the passengers’ complaints will be reviewed by the COR. Implementation of recommendations will require written approval from the Contracting Officer. The Contractor shall notify the COR when comment cards are depleted.

10. Contractor Equipment, Vehicles and Inspection

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

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

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

10.4 Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract. All vehicles shall be smoke-free, non-smoking vehicles.

10.5 The Contractor shall ensure proper inspections are performed on all vehicles used in the performance of services.

10.6 The Contractor shall remove any vehicles that are unsafe, in need of repairs, and does not meet the minimum operating specifications for compliance with the contract. The removal of said vehicles from service shall not relieve the Contractor from performance of services.

10.7 Contractor shall ensure all busses on all routes are handicap accessible.

11. Contractor Performance

11.1 The Contractor shall have a contingency/back-up plan in the event, the Contractor is unable to perform services or have services performed as required. The Contractor shall immediately notify the VA Travel/EMS Section and provide a justification for non-performance and institute the contingency and/or back-up plan as quickly as possible.

12. Record Keeping / Administrative Tasks / Deliverables

12.1 Trip Record. The Contractor shall maintain and provide to the COR a record of trips taken each day.

The trip record shall contain the information stated below. Contractor shall provide a copy of their daily trip records to the COR on a monthly basis.

12.2.1 Number of passengers per each pick-up

12.2.2 Deliverables Schedule

12.2.3 Due Quarterly: Equipment and Maintenance logs

12.2.3 Due Monthly: Dispatch response time daily trip records

12.2.4 Due Monthly: Trip tickets with invoice to be turned in by the 7th working day.

12.2.5 Due Weekly: Passengers Safety incident reports

13. Contractor’s Quality Control Program (QCP)

13.1 The contractor shall establish and maintain quality control to ensure all contract requirements are met. An original and one (1) copy of this QCP will be forwarded to the CO along with the requested initial proposal. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

13.2 An inspection plan covering all services is required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

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

13.4 The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

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

13.6 The Contractor shall maintain on-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

13.7 The Contractor shall have methods of identifying and preventing radio communication breakdowns and provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

13.8 The Contractor shall maintain on-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

13.9 The Contractor shall participate in scheduled and/or non-scheduled conference calls with the VA representatives to provide a report of on-going operational issues.

13.10 The Contractor shall have a system that verifies the licenses of individuals operating the vehicles and the driving records of individuals operating the vehicles. The contractor shall make this system available for review by the VA.

13.11 Performance Requirements Summary

Performance Objective Standard Method of Surveillance

1) Provide reliable, safe and on-schedule transports

No more than one non-performance per month.

Random sampling of riders, complaints and observation

2) Submit timely invoices

Invoices should not require major revisions

100% inspection

13. Contractor Furnished Property – Equipment - Supplies

13.1 The Contractor shall provide sufficient vehicles to perform the contract requirements.

13.2 The Contractor shall ensure vehicles contain the following systems, supplies, and equipment. The contractor shall maintain all equipment in accordance with the manufacturer’s specifications and guidelines.

13.2.1 Operating climate control system (heating and air conditioning system);

13.2.2 On board, a standard first aid kit, standard drugstore issue, to contain a minimum of –

a. Adhesive bandages

b. Sponge dressing pads

c. A sting relief pad

d. Patch bandages

e. Band-Aids

f. A Knuckle bandage

g. A fingertip bandage

h. An iodine prep pad

i. Antiseptic towelettes

j. Triple Antibiotic ointment packs

k. Alcohol cleansing pads

l. ½” X 5 yd first aid tape (roll)

m. First-aid guide book

13.2.3 Fire suppression equipment

13.2.4 Appropriate road emergency warning equipment

13.2.5 CB style radio, to provide communication between the dispatcher and the diver, and/or portable telephone dispatching system

13.3 The Contractor shall have written emergency procedures that are: Immediately accessible, concise, and understandable to the persons operating the vehicles.

14. Training

14.1 The contractor shall be responsible for the training of its personnel. Contractor personnel shall be trained and qualified to handle emergencies that may arise during contract performance. The contractor shall maintain and make available for VA inspection, certification of training for all personnel performing under this contract. The contractor’s training program for drivers shall include, at a minimum, the most current instruction in:

14.1.1The organization’s emergency procedures

14.1.2 The handling of accidents

14.1.3 Cardiopulmonary Resuscitation (CPR)

14.1.4 Basic first-aid

14.1.5 Handling of road emergencies

14.1.6 The use of road emergency warning equipment

15. Technical Description of Work

15.1 Response Time: In the event the Contractor is unable to perform services as required, the contractor shall promptly notify the COR or designated representative for nonperformance. The Contractor shall initiate its contingency/back-up plan and provide a follow-up written justification to the COR within 24 hours.

15.2 Response Time Compliance Rate: The contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up during the duration of the contract. A review of response time records will be performed by COR each month to determine compliance with this requirement.

15.3 The contractor shall provide sufficient vehicles to meet all of the VA’s requirements for pick-up and delivery of patients, approved riders and documents, in accordance with the terms, conditions, and schedule of the contract.

15.4 The contractor shall notify the COR, in writing and within 24 hours, of any complaints made by passengers with regards to the transport service. The contractor may provide recommendations for improved services along with the passengers’ complaints for the VA’s review. No recommendations shall be construed as being effective until and unless it is provided in writing by the Contracting Officer.

16. Payments and Invoicing

16.1 Payment shall be made thirty (30) days in arrears, upon receipt of a proper invoice. Invoice should be turned in by the 7th working day to ensure prompt payment. All billing invoices shall include the authorized Purchase Order number, the type of transportation, and the number of trips.

16.2 The Contractor shall submit invoices to the COR prior to submitting it online to DFAS Austin. All invoices shall be emailed, hand delivered or mailed (at no additional cost to the government) to the following address:

Engineering Service Attn: Gerald Lucas, COR 2615 E. Clinton Ave.

Fresno Ca, 93703

17. Phase In & Phase Out Requirements

a. Contractor(s) Phase In: To ensure a smooth changeover from a current contract to a new contractor, a sixty (60) calendar day phase in period is required. The current contractor(s) shall be cooperative to ensure a smooth changeover is accomplished during the phase-in and phase-out periods. The contractor(s) shall ensure that all training requirements for the newly hired employee(s) are completed before contract start date.

b. Contractor(s) Phase-out Requirements: During the phase-out period, the incumbent contractor(s) shall be fully responsible for all work performed under this Performance Work Statement (PWS). A sixty (60) calendar day phase out period is required. The incumbent contractor(s) shall cooperate fully to permit an orderly changeover of workload and to provide current employee information (if requested). The incumbent contractor shall allow the new contractor and government personnel access on a non-interference basis, to observe the day-to-day operations and to become familiar with the work requirements and procedures.