36C26218R0167-001.docx

36C26218R0167

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C26218R0167 02-02-2018 Danielle Carroll 562-766-2240 03-01-2018 00262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach

CA

90815 X X 485991 $15 Million X N/A X Department of Veterans Affairs 4811 Airport Plaza Drive Suite 600 Long Beach

CA

90815 00262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach

CA

90815

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin

TX

78714-9971 This requirement is being procured as a 100% set aside for

SDVOSB.

See enclosed schedule of services and price $0.00 X X X Sandra Fusco Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

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.

Department of Veterans Affairs Financial Services Center P.O. Box 149971

Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 NOTIFICATION TO OFFERORS

1. Under the authority of Part 70 38 U.S.C. III, FAR Part 12, and FAR Part 15, the Veterans Integrated Service Network (VISN) 22, Veteran Administration Long Beach Healthcare System (VALBHS), Veteran Administration Loma Linda Healthcare System (VALLHS), Veteran Administration San Diego Healthcare System, and Veteran Administration Greater Los Angeles Healthcare System (VAGLAHS), requires Contractors to provide wheeled and hired car services to veterans / person whose travel is in connection with treatment or care for a service disconnected disability, on an as needed basis.

2. Offerors shall complete and return all information designated in the enclosed FAR clause 52.212-1, Instructions to Offerors – Commercial Items, and the Addendum to 52.212-1 regarding proposal submission. Failure to do so may preclude the offeror from further consideration.

3. TECHNICAL INQUIRES: Direct all technical inquiries via email only to the contracting officer, Danielle L. Carroll at danielle.carroll4@va.gov no later than January 7th, 2018. Questions will be answered via an amendment to this solicitation and will be posted to www.fbo.gov not later than January 13th, 2017.

4. DUNS NUMBER: Provide the Dun and Bradstreet Number assigned to your firm in the space provided below: (refer to Provision 52.212-1, Instructions to Offerors – Commercial Items):

5. This requirement is set aside 100% for Service Disabled Veteran Owned Small Business (SDVOSB), therefore only SDVOSBs verified in the VA’s Vendor Information Pages (VIP) site at https://www.vip.vetbiz.gov/, at the time of proposal submission will be considered for award.

6. Limitations on Subcontracting. Subcontracting limitations will be measured in terms of the amount spent in subcontracts. Subcontracts with similarly situated SDVOSBs will be excluded from the calculation. These changes were finalized by the Small Business Administration (SBA) effective 6/30/2016 (see SBA’s Small Business Government Contracting and National Defense Authorization Act of 2013 Amendments, Federal Register of 5/31/2016). The changes resulting from the SBA published regulations have not yet been incorporated in the FAR. Until such time as the FAR is updated with these new requirements, the SBA published regulations govern. Consequently, the July 25, 2016 VA Acquisition Regulation Class Deviation (issued via PPM 2016-05) specifically states in Attachment 10, VAAR clause 852.219-10 and 852.219-11, that Contractors shall comply with the SBA regulations at 13 CFR 125.6.

7. Post-Award Teleconference. The awarded Contractor(s) shall participate in a post-award orientation teleconference to review the on-boarding process for candidates and other post-award management procedures.

8. Multiple IDIQ contracts may be awarded in response to this solicitation.

9. Offerors may propose to provide services for one HCS, more than one HCS, or all HCSs. However, offerors shall be able to provide all services identified in section B.4 Schedule of Services and Price for any HCS for which they propose to provide services.

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SCHEDULE OF SERVICES AND PRICE

This is an indefinite delivery, indefinite quantity, (IDIQ) fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

The guaranteed minimum amount for this contract is $1,000.00. The maximum aggregate value of the order that can be placed under this contract is $5,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

The previous option year pricing will apply to any extension pursuant to FAR 52.217-8 B.3.1 – VA Long Beach Health Care System

BASE YEAR: APRIL 1ST, 2018 – SEPTEMBER 30TH, 2018

OPTION YEAR 1: OCTOBER 1ST, 2018 – SEPTEMBER 30TH, 2019

OPTION YEAR 2: OCTOBER 1ST, 2019 – SEPTEMBER 30TH, 2020

OPTION YEAR 3: OCTOBER 1ST, 2020 – SEPTEMBER 30TH, 2021

OPTION YEAR 4: OCTOBER 1ST, 2021 – SEPTEMBER 30TH, 2022

B.3.2 - VA Loma Linda Healthcare System

BASE YEAR: APRIL 1ST, 2018 – SEPTEMBER 30TH, 2018

OPTION YEAR 1: OCTOBER 1ST, 2018 – SEPTEMBER 30TH, 2019

OPTION YEAR 2: OCTOBER 1ST, 2019 – SEPTEMBER 30TH, 2020

OPTION YEAR 3: OCTOBER 1ST, 2020 – SEPTEMBER 30TH, 2021

OPTION YEAR 4: OCTOBER 1ST, 2021 – SEPTEMBER 30TH, 2022

B.3.3 - VA San Diego Healthcare System

BASE YEAR: APRIL 1ST, 2018 – SEPTEMBER 30TH, 2018

OPTION YEAR 1: OCTOBER 1ST, 2018 – SEPTEMBER 30TH, 2019

OPTION YEAR 2: OCTOBER 1ST, 2019 – SEPTEMBER 30TH, 2020

OPTION YEAR 3: OCTOBER 1ST, 2020 – SEPTEMBER 30TH, 2021

OPTION YEAR 4: OCTOBER 1ST, 2021 – SEPTEMBER 30TH, 2022

B.3.4 - VA Greater Los Angeles Healthcare System

BASE YEAR: APRIL 1ST, 2018 – SEPTEMBER 30TH, 2018

OPTION YEAR 1: OCTOBER 1ST, 2018 – SEPTEMBER 30TH, 2019

OPTION YEAR 2: OCTOBER 1ST, 2019 – SEPTEMBER 30TH, 2020

OPTION YEAR 3: OCTOBER 1ST, 2020 – SEPTEMBER 30TH, 2021

OPTION YEAR 4: OCTOBER 1ST, 2021 – SEPTEMBER 30TH, 2022

B.5 PERFORMANCE WORK STATEMENT

1. GENERAL PROCEDURE.

1.1. The Contractor shall provide Wheeled and Hired Car Services to Veteran patients of the main Veteran Affairs Medical Centers (VAMC), twenty-four (24) hours a day, seven (7) days a week including holidays as requested by the Government. All services shall be provided in accordance with the terms, conditions and requirements as specified herein.

1.2. The Contractor shall have a dispatch center(s), an office where employees manage vehicles and dispatch/send them where they are needed.

1.3. Contractor shall provide at least one (1) onsite coordinator for the following VA facilities: Veterans Administration Loma Linda Healthcare System (VALLHS), and Veterans Administration San Diego Healthcare System (VASDHS). However, for the Veterans Administration Long Beach Healthcare System (VALBHS), Contractor shall provide two (2) onsite coordinators.

1.3.1. The Contractor shall issue on-site coordinators a cellphone, laptop computer or a similar device such as a tablet to facilitate the management and transition of Veterans arriving and departing the facility. The on-site coordinator will be stationed in a designated area near the vehicle arrival and departure area that is visible to staff and Veterans and will be readily accessible by phone and in person at all times.

1.4. Services shall routinely be provided to Veterans residing in the Los Angeles, San Diego, San Bernardino, Riverside, and Ventura counties. Transportations services shall also be required less frequently in other counties within Southern California, Arizona and Nevada. The Contractor shall have the capability to acquire required licenses and/or permits to perform the required services in each of these states and counties.

1.5. All services shall be performed from the designated pick-up point to the drop-off location which may include the main VAMC Medical Center, another VA Medical Center, Community Based Out-Patient Clinic or other designated locations (i.e. nursing homes, airport, other medical facilities, etc.) including delivery to specific rooms within a building if so specified.

2. PARTICIPATING COMMUNITY BASED OUTPATIENT CLINICS (CBOCs):

2.1. The following are the addresses of the participating clinics where patient transport services shall be needed in addition to the VALBHS Medical Center:

2.1.1. Veterans Administration of Long Beach Healthcare System (VALBHS):

2.1.1.1.

VA Anaheim Clinic 2569 W. Woodland Drive, Anaheim, CA 92801 Laguna Hills VA Medical Clinic 25292 McIntyre Street, Laguna Hills CA 92653

VA Santa Ana Clinic 1506 Brookhollow Dr.

Santa Ana, CA 92705 VA Villages at Cabrillo Clinic 2001 River Avenue, Building 28 Long Beach, CA 90806

VA Whittier/Santa Fe Springs Clinic 10210 Orr and Day Road Santa Fe Springs, CA 90670 Anaheim Vet Center 859 South Harbor Blvd Anaheim, CA 92805

North Orange County Vet Center 12453 Lewis St. Suite 101 Garden Grove, CA 92840 Pools of Hope 6801 Long Beach Blvd Long Beach CA 90805

2.1.2. Veterans Administration of San Diego Healthcare System (VASDHS):

2.1.2.1.

Mission Valley 8810 Rio San Diego Drive San Diego, CA Sorrento Valley 10455 Sorrento Valley Road San Diego, CA

Oceanside 1300 Rancho Del Oro Road Oceanside, CA Imperial Valley 1115 South 4th Street El Centro, CA

Escondido 815 East Pennsylvania Avenue Escondido, CA Chula Vista 865 Third Avenue Chula Vista, CA

2.1.3. Veterans Administration of Loma Linda Healthcare System (VALLHS):

2.1.3.1.

Rancho Cucamonga CBOC 8599 Haven Ave Suite 102 Rancho Cucamonga, CA 91730 Corona CBOC 2045 Compton Ave Bldg. 7 Corona, CA 92879

Murrieta CBOC 27078 Baxter Rd, Ste 540 Murrieta, CA 92653 Victorville CBOC 12138 Industrial Blvd Suite 120 Victorville, CA 92395

Palm Desert CBOC 41900 Cook St Palm Desert, CA 92211 Blythe VA Clinic 1273 W Hobsonway Blythe, CA 92225

2.1.4. Veterans Administration of Greater Los Angeles Healthcare System (VAGLAHS):

2.1.4.1.

Wheelchair Sepulveda Ambulatory and Nursing Home Center 16111 Plummer St North Hills, CA 91343 San Luis Obispo VA Community Clinic 1288 Morro St Ste 200 San Luis Obispo, CA 92401

Los Angeles Ambulatory Care Center 351 Temple Street Los Angeles, CA 90012 Oxnard VA Community Clinic 1690 Universe Circle Oxnard, CA 93033

East Los Angeles VA Community Clinic 5426 E. Olympic Blvd Commerce, CA 90022 Santa Barbara VA Community Clinic 4440 Calle Real Santa Barbara, CA 93110

Gardena VA Community Clinic 1149 W. 190th St Gardena, CA 90248 Santa Maria VA Community Clinic 1550 East Main Street Santa Maria, CA 93454

Pasadena VA Community Clinic 420 W. Las Tunas Dr #1 San Gabriel, CA 91776 Lancaster VA Community Clinic 340 E. Avenue Suite 108 Lancaster, CA 93535

Bakersfield VA Community Clinic 1801 Westwind Drive Bakersfield, CA 93301

3. VEHICLES:

3.1. Each vehicle and its equipment and supplies must be of the quality, model and condition which insures' each patient high quality transportation service. Each vehicle shall be in excellent mechanical condition. The interior and exterior of each vehicle must be well maintained and present a respectable appearance. Each vehicle shall be of a model and make to ensure safe and comfortable transportation for the patient and must be inspected and maintained daily to assure mechanical fitness for public safety. Each vehicle shall be equipped with such safety items as required by Federal, State and local authorities in the area in which they are operated and any other items required by the aforementioned authorities in the future. In addition the vehicles must have as a minimum:

3.1.1. Heater and air conditioning in good operating condition capable of maintaining a comfortable temperature throughout the vehicle interior

3.1.2. Safety restraint equipment to insure wheelchairs and do not move during transport

3.1.3. First aid kit and supplies

3.1.4. Fire extinguisher

3.1.5. Appropriate road emergency warning equipment

3.1.6. Two communication devices

3.1.7. Written emergency procedures that are immediately accessible, concise and c comprehensible to the person operating the vehicle

3.2. All transportation vehicles and/or services shall be provided in accordance with Federal, State and local laws. Vehicles shall be equipped with safety devices to load/unload passengers under all physical circumstances to enable easy and safe loading of patients confined to wheelchairs.

3.3. Vehicles shall be able to accommodate all patients regardless of their weight or size within the maximum capacity. Seats available for patient’s attendant and shall be able to accommodate medical equipment, devices and luggage with a maximum weight of 50lbs. each piece. Vehicles shall have sufficient room so patients are not required to bow their heads to avoid hitting the ceiling during loading/unloading and transport regardless of height of beneficiary.

3.4. In the event that cleanup is required, as a result of pest infestation or bodily fluids the Contractor shall submit sufficient evidence that this transpired while transporting a VAMC veteran, and shall obtain approval from the Contracting Officer before commencing decontamination process.

4. CONTRACTOR QUALIFICATIONS:

4.1. Contractor shall have a minimum of two (2) years’ experience providing wheeled and hired car transportation services and have an existing dispatch center and vehicle management site located in southern California. The existing dispatch center shall be equipped with tracking devices and equipment to maintain two-way communications between the dispatcher and each transportation vehicle dispatched in support of this contract. Contractor shall also have metering devices or an established method used in determining mileage.

5. DRIVER AND ATTENDANT QUALIFICATIONS:

5.1. Wheeled and hired car drivers and attendants shall have successfully complete the Standard First Aid courses of the American Red Cross or equivalent. Proof in the form of a certificate that first aid training has been successfully completed and is current shall be available upon request by any VA staff member. Drivers shall be fully trained and licensed in the State of California to operate wheeled and hired car vehicles. Drivers and attendants shall treat all Veteran patients with courtesy and respect at all times. Verbal and/or physical abuse of VA patients shall not be tolerated and shall be immediately report to the COR or VAMC Beneficiary Travel section.

5.2. For all wheeled and hired car request, the Contractor shall provide one driver and one attendant.

6. SOLICITING:

6.1. Soliciting Veteran patients in any form or for any reason by Contractor personnel is STRICTLY PROHIBITED.

7. TRAINING

7.1. The contractor shall provide training for drivers on proper handling of VA patients and instruction in the following:

7.1.1. Proper loading and unloading procedures inclusive of tie down of patient and equipment

7.1.2. The handling of accidents in the event of an accident involving the Contractor’s equipment and/or personnel with a Veteran patient on board.

7.1.3. The handling of road emergencies including medical emergencies. In the event of a Medical emergency in transit, the operator or assistant shall follow the proper protocol established by law on wheeled and hired car transports.

7.2. Each on-site coordinator and those that act in their capacity during times of annual leave, illness, or other unexpected absence will be first required to receive training from the Mobility Manager and designated VA Beneficiary Travel staff in special mode transportation procedures prior to working independently as the on-site coordinator.

8. TYPES OF PATIENTS TO TRANSPORT:

8.1. VA beneficiaries requiring transport are Veteran patients that may have multiple medical conditions and consist of ambulatory, partial ambulatory with wheelchairs and scooters, blind, amputees, spinal cord injured patients consisting of paraplegics and quadriplegics . In addition some patients carry oxygen bottles mounted on wheelchairs or in portable carriers but require no administration of oxygen by Contractor personnel.

9. CONSTANT WATCH PATIENTS:

9.1. Constant watch patients require continuous observation by an attendant. These patients have been determined to be an elopement risk, hostile (verbal or physical) or confused. The Contractor may be required to provide an additional attendant for observing for some Veteran patients which shall be identified at the time services are ordered.

9.2. In the event a constant watch patient requires a higher level of transport than initially ordered, the VAMC Beneficiary Travel section shall be contacted immediately to obtain authorization to provide the level required. Contractor personnel shall be trained and proficient in handling constant watch patients in a safe and courteous manner.

9.3. Constant watch patients shall be left at delivery point only with a responsible party designated at the time of order. Patients shall not be left unattended and shall be turned over to designated parties at drop-off locations. The designated party shall be identified by the VAMC Beneficiary Travel section at the time the order is placed.

10. TRANSPORTATION OF AUXILLIARY EQUIPMENT:

10.1. Contractor shall be required to transport the following auxiliary equipment for patients: and/or wheelchair/power wheelchair, luggage, medical records, medication, comfort items, adaptive devices medical equipment from pick-up point to destination.

11. ORDERS:

11.1. Requests for services shall be made by the VAMC Beneficiary Travel Office. A schedule of the next day’s transports shall be provided to the Contractor no later than 4:30 PM local time one business day prior.

11.2. Patients may be added to the daily manifest with 4 hours’ notice of pickup or drop off.

11.3. Patient transportation request may be cancelled with a 4-hour notice and will not be charged to the Government. The VAMC Beneficiary Travel section shall be required to provide the following information for all orders:

11.3.1. Veteran patient's full name

11.3.2. Address of pick-up point and address of final destination

11.3.3. Any additional member such as care givers shall be identified

11.3.4. Date of trip/time of pick-up.

11.3.5. The authorizing Official from VAMC Beneficiary Travel section

12. FAILURE TO PROVIDE SERVICES:

12.1. The Contractor shall be required to have adequate equipment and personnel to perform the estimated volumes as indicated in the Price Worksheet. In the event the Contractor is unable or fails to perform any required patient transport, the Government reserves the right to obtain services from another source and charge the Contractor with any excess cost. The VA shall be the sole judge in determining when to order service from another source when the Contractor fails to perform. Subcontracting is prohibited without the express agreement of the Contracting Officer.

13. NORMAL HOURS OF SERVICE:

13.1. The Contractor shall be required to provide services as listed herein every day of the year, inclusive of holidays.

13.2. The Contractor shall provide an onsite coordinator for the following times:

13.2.1. VALBHS – Monday through Friday excluding holidays, from 10am – 6pm

13.2.2. VALLHS – Monday through Friday, excluding holidays, from 8am – 4:30pm

13.2.3. VAGLAHS – No on-site coordinator needed for this location

13.2.4. VASDHS – Monday through Saturday, including holidays, from 8am – 4:30pm

*The on-site coordinator may be adjusted by the VAMC with one week’s notice to the Contractor*

14. NUMBER OF PATIENTS:

14.1. It is understood and agreed that at least two patients shall be transported per trip whenever possible. Charges as per the schedule for the trip shall be billed as per trip and not per patient.

The longest distance over which a patient shall be transported may be claimed when more than one patient shall be transported in a single vehicle beyond the 20 mile radius of the VA Long Beach and/or the participating CBOC's. Contractor must insure that the pick-ups and drop-offs shall be scheduled so that the total distance traveled shall result in the most economical charge to the Government.

15. MILEAGE:

15.1. All trips shall be charged as a one-way trip from the designated pick-up point to drop-off locations. Mileage traveled shall be charged only beyond the 20 mile radius from the pick-up point and shall be charged as a one-way trip. All transports and/or trip mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide, Thomas Guide or one of the mutually acceptable computer based map program. In the case of an incomplete pick-up beyond the 20 mile radius, the contractor may charge the base rate and the additional miles after the initial 20 miles as indicated in the Schedule of Services and Price.

15.2. Contractor shall ensure that the pick-ups and drop-offs shall be scheduled so that the total Distance traveled shall result in the most economical charge to the Government.

16. VA WAITING TIME:

16.1. The Contractor shall be charged appropriately for each instance that a patient beneficiary is late or rescheduled for an appointment if it is determined by the VA that the patient was late for an appointment due to the fault of the Contractor. This cost shall be the same as the Government charge for an incomplete pick-up as indicated in the Schedule of Services and Price.

Appropriate deductions from Contractor's invoices shall be made for such charges. Patients shall not be picked-up prior to two hours of their scheduled medical appointments unless it was arranged and coordinated upon services being ordered by VAMC. All transport services shall be scheduled to prevent patients from having to wait longer than forty-five (45) minutes for pick- up. In the event a patient is to be delayed for an appointment due to circumstances beyond the control of the Contractor, the dispatch center must be notified immediately by the designated driver that a delay is anticipated in order to report the delay of the patient beneficiary to the appropriate VA personnel.

17. CONTRACTOR WAITING TIME:

17.1. For time lost in waiting for a patient at either the pick-up or drop-off location due to causes beyond the Contractor’s control, the Contractor shall be reimbursed at the rate quoted in the schedule in 15 minute or one-quarter hour increments after the first 15 minutes from the time they report and get authorization to wait from the VA Beneficiary Travel section or Administrative Officer of the Day (AOD). The first 15 minutes shall NOT be charged to the Government. The Contractor shall call VA Beneficiary Travel or the Administrative Officer of the Day after hours for authorization to wait for a patient beyond the 15 minute threshold.

18. INCOMPLETE PICK UP:

18.1. In the event a scheduled patient refuses the pick-up by the Contractor, Contractor may charge a “trip charge” as indicated on the Schedule of Services and Price. This charge shall be for one-way trip charge only either as an incomplete pick-up or incomplete pick-up plus mileage if the trip is beyond a 20 mile radius from the pick-up point to drop-off location. Patients that cancel trips at the door may be billed as incomplete pick-up only if the VAMC Beneficiary Travel is notified immediately that the patient cancelled or refused to be transported. In the same manner, the amount charged in the Schedule of Services and price shall be used to charge the contractor for failure to pick-up a beneficiary timely for his/her appointment when the appointment must be rescheduled.

19. LATE DROP OFFS

19.1. The Contractor shall be charged for each instance that a patient beneficiary is late or rescheduled for an appointment if it is determined by the VA that the patient was late for an appointment due to the fault of the Contractor. This cost shall be the same as the Government charge for an incomplete pick-up plus mileage if the trip is beyond a 20 mile radius from the pick-up point to drop-off location. Appropriate deductions from Contractor’s invoices shall be made for such charges

19.2. Patients shall not be picked up more than two (2) hours prior to their scheduled pick-up time or medical appointments unless it is arranged and coordinated when services are ordered by VAMC. Transportation services shall be scheduled such that patients wait no longer than forty-five (45) minutes at the pick-up or drop off location. In the event a patient is to be delayed for an appointment due to circumstances beyond the control of the Contract, the dispatch center shall be notified immediately by the designated driver that a delay is anticipated in order to report the delay of the patient to the appropriate VA personnel.

20. ROAD EMERGENCIES AND ACCIDENTS:

20.1. In the event of a medical emergency or an accident involving the Contractor's vehicle, equipment and/or personnel with a Veteran patient on board, the Contractor shall return immediately, if the situation permits, to the emergency room of VAMC. The Veteran patient will be evaluated by VA Medical Staff at a designated clinic, urgent care, or emergency room as authorized by VAMC. Should a patient refuse to be returned to the VA, the driver shall notify his supervisor who shall contact the VAMC Beneficiary Travel section of such refusal. An incident report detailing the date, time, Veteran patient name, and contact driver involved and a description of the incident with the end result shall be turned into the COR no later than three (3) business days within incident.

21. INSPECTION AND MAINTENANCE:

21.1. The Government reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation and other qualifications of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. If wheelchair vans or hired cars are added after inspection, the Government reserves the right to inspect and approve vehicles and personnel before being placed under this contract.

Complete maintenance records must be maintained by the Contractor and available to the Government during Contract performance and as long after as required by law.

22. CHANGES TO CONTRACT:

22.1. Only those services specified herein are authorized. Changes to the contract are not authorized and reimbursement shall not be made for any work or services performed outside the scope of this contract, unless prior authorization is obtained in writing from the Contracting Officer.

Changes determined by the Contracting Officer to be within the general scope of the contract shall be made in accordance with the appropriated FAR regulation and shall not necessitate new procurement actions.

23. COMPLAINTS:

23.1. The Contractor shall respond to complaints within 7 working days. The Contractor shall maintain a written record of all complaints, both written and oral, showing the identity of the individual, the nature of the complaint, and the Contractor's response. The Contractor shall permit the Government to inspect such records upon reasonable notice.

24. QUALITY ASSURANCE:

24.1. The Contractor shall be responsible for complying with all applicable regulations and guidelines of the Joint Commission (JC), Occupational Safety and Health Administration (OSHA), Department of Transportation, California Public Utility Commission and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or transportation services. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to patient or Government-owned property, equipment and facilities. The Contractor shall report any damage caused by the Contractor personnel to the COR. The Contractor shall be responsible for the replacement of items or to repair property, equipment or facilities to previous condition, if the Contractor is determined to be at fault for the damage.

25. MONITORING PROCEDURES:

25.1. The Contracting Officer Representative (COR) shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, COR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues.

26. DENIAL/TERMINATION OF SERVICES:

26.1. Action to limit, suspend or revoke service contract shall be in accordance with the procedures outlined in VA guidelines or Federal Acquisition Regulations. The Contractor shall be notified by the Contracting Officer, when the necessity becomes apparent to exercise such authority. The Contracting Officer is the final authority on validating complaints. If Contract staff is involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such Contract Staff. The Contracting Officer shall be the final arbiter on questions of acceptability.

27. CONTRACTING OFFICER REPRESENTATIVE (COR):

27.1. Delegation of Authority letter(s) shall be forwarded to the Contractor after contract award identifying the COR(s) and all representatives of VAMC authorized to order services and to accept or reject services from the Contractor. This designation shall be furnished in writing to the Contractor prior to commencement of the contract.

28. CONTRACTOR POINT OF CONTACT:

28.1. The Contractor shall designate one (1) employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have authority to act for Contractor on all matters relating to the daily performance of this contract.

An alternate may be designated, but the Contractor shall notify the Contracting Officer and COR in writing those times when the alternate shall act as the POC.

28.2. The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate on the space below:

28.2.1. Point of Contact, Name:

28.2.2. Telephone Number:

28.2.3. Alternate…