36C26225R0071 0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 03-25-2025

VA-25-00005303

36C262 Department of Veterans Affairs Network Contracting Office 22 650 East Indian School Road Phoenix AZ 85012 36C262 Department of Veterans Affairs Network Contracting Office 22 650 East Indian School Road Phoenix AZ 85012 To all Offerors/Bidders

36C26225R0071 03-21-2025

X X X X The purpose of this amendment as follows:

1. Post questions and answers

2. Provide an updated S

TATEMENT OF WORK

3. Insert clause 52.237-3 Continuity of Services

4. Make corrections to the Addendum to FAR 52.212-1 Instructions to Offerors; see highlighted and strikethrough text

5. Provide an address for Section E.6 52.233-2 Service of Protest.

6.

All offers are due NLT March 27 2025, at 12:00 PM PST and shall be emailed to Diana McInnis at diana.mcinnis@va.gov.

ALL OFFERORS SHALL SUBMIT ALL DOCUMENTATION UNDER SECTION E and all AMENDMENTS, failure to provide any required document and acknowledgment of all amendments will result in the offer to not be acceptable and will not be evaluated.

Contractor shall only submit offers if they are able to commence Services on 4/01/2025.

CONTINUATION PAGE

1. Questions and Answers

1. Can you please confirm the mileage beyond the 20 miles for gurney transportation services?

Answer: These estimates would include all milage within 20 and beyond 20 miles.

2. On page 62, File #1- General Information, it is requested that all identifiable company information be removed from the Technical and Capability Statement. Could you please confirm whether this includes the exclusion of the company name and any logo-associated images from that section?

Answer: Yes, this includes the exclusion of the company name and any logo-associated images.

3. Regarding File #3, could you please clarify this instruction “DO ADD WATERMARK TO DOCUMENT”? Specifically, what information is required to be included in the watermark (e.g., company name, solicitation number, “original copy,” etc.)?

Answer: This is a typo and will be amended, it should read as DO NOT ADD WATERMARK TO DOCUMENT.

4. Several sections of the solicitation refer to ambulances, although this solicitation is for non-emergency transportation services. Should we assume these references are inadvertent and are instead intended to refer to the appropriate vehicles used for wheelchair-accessible and gurney transport services?

Answer: The SOW was updated to remove all language of ambulance

5. Should the Offeror’s Quality Control Plan be included with the solicitation?

Answer: Yes

6. Are all of the trips projected using a flat rate with the first 20 miles included?

Answer: These estimates would include all milage within 20 and beyond 20 miles.

A transportation request, also referred to as a “transport” or “daily request”, is defined as one incidence of a request for one-way service from the pick-up location to the drop-off location and not round trip. The Contractor shall have the ability to fulfill 160 daily requests for wheelchair trips during the weekday and 40 daily wheelchair requests on the weekend. The Contactor shall also be able to fulfill 20 daily weekday hired car requests and 20 daily hired car requests on the weekend. The Contractor shall have the ability to fulfill 20 daily requests for gurney trips during the weekday and 10 daily gurney requests on the weekend.

7. Are you using CA mileage rates?

Answer: The government is using whatever market research deems as fair market value however it shouldn't be lower than the mileage reimbursement of CA

8. It appears the solicitation is being issued by the Phoenix VA for the Long Beach VA, is that typical?

Answer: Yes, this is typical. The Phoenix VA provides contracting support to various VA locations throughout CA, AZ, and NM. The requirement is in Long Beach, CA and the surrounding areas identified in the SOW.

9. Are there very many projected long distance trips between Phoenix and Long Beach?

Answer: None, Phoenix is only administering the contract; services are only in CA.

10. Why is there such a fast turn around on this solicitation?

Issued in SAM.gov 3/21/25/25 @noon Questions due by 3/25/25 Submissions due by 3/27/25 Work to commence April 1st, 2025 Answer: Due to several delays, the government issued a quick turn around solicitation, set aside for 100% SDVOSB.

11. Page 22 states: “(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

Question: I don’t see a Maximum or Minimum listed on the Schedule. What is the Maximum and the Minimum?

Answer: Minimum is 1; Maximum is unknown.

12. Pages 41 & 42 state: “3.1. Contractor shall provide vehicles, equipment, and supplies of the quality, model and condition which ensures 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 ambulance 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 ambulance 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 authorities in the future.

3.2. Contractor shall provide ambulances that have:”

Question: Please clarify, are ambulances required?

Answer: The SOW was updated to remove all language of ambulance

13. Page 62 states: “Offerors are notified that VA Form 10091, FMS Vendor File Request Form and W-9, Request for Taxpayer Identification Number and Certification (see SECTION D for attached documents) shall be faxed or emailed https://www.cep.fsc.va.gov directly to the VA Financial Service Center in Austin, Texas and be submitted with their offer. Failure to include this information can eliminate the offeror from award consideration or considerably delay the award.

Question: If we have already accomplished this requirement since we are currently operating contracts and receiving payment from VISN 22, do you still require this information? Or can we simply make the statement that as a current contractor for VISN 22, we have already performed this task and are receiving payment from the VA Financial Service Center in Austin?

Answer: Submit copies of the previously submitted documents, the government needs to verify this deliverable has been submitted to consider an offeror responsive and responsible.

14. Page 62 states: “Each OFFER submitted in hard copy format shall include one copy of the offer. If an alternative offer is submitted, the Contractor shall submit one copy of the alternative OFFER.”

Question: The SF1449 and again on page 64 states Offers shall be submitted via email to: Diana McInnis, Contract Specialist at Diana.McInnis@va.gov. Please clarify how offers are to be submitted.

Answer: Hard Copy language was removed from Addendum to FAR 52.212-1 Instruction to Offerors. Offers shall only be submitted electronically to Diana McInnis

15. Page 62 states: “1. File #1: General Information/Technical Approach:

The offers will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to offers section of the solicitation. REMOVE ALL IDENTIFIABLE INFORMATION RELATED TO THE COMPANY FROM TECHNICAL AND CAPABLITIY STATEMENT.

Question: Given the quick turn-around time from solicitation issue date and proposal due date, it will be difficult to remove our name from this section of our proposal. Can you please eliminate the requirement to remove all identifiable information related to the company from technical and capability statement?

Answer: This requirement cannot be eliminated; the COR will receive File #1 and File #3 during the technical evaluation phase and there cannot be any mention of the company name in these documents.

16. Page 62 states: “Statement of Work (SOW) shall not be used as your TECHNICAL APPROACH for the requirement of Non-Emergent Medical Transportation. Technical Approach shall consist of how you will achieve the work and how it will be completed. A capability statement will have to part of the offer to be evaluated with the previous experience.

Question: Please clarify what is being requested in the sentence in bold. It is difficult to understand what is being requested.

Answer: You can either provide a statement that shows your capability of performing the tasks of the SOW or provide your technical approach of how you will achieve the work and how it will be completed. Both the capability statement and the previous experience will be evaluated by the technical review team.

17. Page 63 states: “3. File #3: Previous Experience: Offeror must provide technical narrative demonstrating, completion of three (3) projects within the last three (3) years similar in scope, cost, magnitude, and complexity of the Performance Work Statement/Statement of Work associated with this solicitation. Include in the previous experience contact information, including e-mail address(es), for the provided examples. DO ADD WATERMARK TO DOCUMENT.

Question: Please clarify what Watermark you want added to the document. And what document are you referring to?

Answer: This is a typo and will be amended, it should read as DO NOT ADD WATERMARK TO DOCUMENT.

18. Page 64 states: “The Contractor is advised that all submissions and related materials become the property of the U.S. Government and will not be returned. Offers, if accepted by the Government, will form binding parts of the contract that results from this solicitation. Therefore, care must be taken to properly address the requirements set forth in this RFQ.

Question: The SF1449 states that this solicitation has been issued as an RFP. This paragraph says this is an RFQ, please clarify.

Answer: This will be awarded as an IDIQ contract, the system generated a RFP.

19. Page 65 states: “Questions: All questions must be submitted by email to diana.mcinnis@va.gov no later than 12:00PM (PST) on March 25, 2025. The Government reserves the right to not answer questions not meeting this timeline if doing so would result in an amendment requiring and extension of the solicitation and the extension would not be in the best interest of the Government. All responses to questions will be provided on the spot or posted on Federal Business Opportunities no later than March 26, 2025.

Question: So far as I know, Federal Business Opportunities is no longer being used by the government. Please clarify.

Answer: Typo was amended, all responses to questions will be provided on the spot or posted on SAM.gov.

20. Page 70 states: “Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from:

Hand-Carried Address:

Mailing Address:

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

Question: What are the addresses? They have been left blank.

Answer:

Hand-Carried Address:

VA Loma Linda Healthcare System 11201 Benton Street Loma Linda CA 92357

Mailing Address:

VA Loma Linda Healthcare System 11201 Benton Street Loma Linda CA 92357

21. Page 72 states: “(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Technical and past performance, when combined, are .

Question: It appears this section of the solicitation is incomplete. Please complete or clarify.

Answer: Technical and past performance, when combined, are evaluated.

22. Page 63 states: “d. VAAR 852.219-75 and -76 certifications shall be signed and filled out at the time of offer submission. If VAAR 852.219-75 and -76 certifications is not signed nor filled out, then your offeror shall not be evaluated.

Question: I don’t see VAAR 852.219-76 certifications in this solicitation. Please clarify that offerors shall sign and fill out at the time of offer submission both VAAR 852.219-75 and -76 certifications.

Answer: VAAR 852.219-76 only applies to supply/products; this is a service requirement. 852.219-76 was removed from this section and is not required to by submitted with the offer.

23. Page 54 states: “The resulting contract shall be subject to the Service Contract Act of 1965 (as amended). Service employees performing under this contract shall be paid no less than the wages as indicated in the applicable Wage Determination incorporated by reference herein.”

Question: I don’t see where an applicable Wage Determination has been incorporated into the solicitation. Please provide.

Answer: The Wage Determination link is found in Section D.2. Wage Determination on page 53.

24. Page 62 states: “Evaluation Approach. The Government will evaluate offers using the comparative analysis process outlined in FAR 13.106-2 (b) (3), where offers will be compared to one another to determine which provides the best benefit to the Government. Offers may exceed minimum requirements of the solicitation. The Government reserves the right to select an offer that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation.”

Question: What are the minimum requirements of the solicitation?

Answer: The minimum requirements of the solicitation are listed one page 1 of the 1449 in block 20 and in the Instruction to Offerors.

25. Page 63 states: “DO NOT COMBINE FILES 1-4 AS ONE DOCUMENT AND LABEL EACH FILE ACCORDING TO THE TITLES ABOVE.”

Question: Do you mean to say “DO NOT COMBINE FILES 1-4 AS ONE DOCUMENT. INSTEAD, CREATE A SEPARATE FILE AND LABEL EACH FILE ACCORDING TO THE TITLES ABOVE”? Please clarify.

Answer: Yes, this is correct DO NOT COMBINE FILES 1-4 AS ONE DOCUMENT. INSTEAD, CREATE A SEPARATE FILE AND LABEL EACH FILE ACCORDING TO THE TITLES ABOVE.

2. D.1 STATEMENT OF WORK (UPDATED)

1. GENERAL PROCEDURE

0. The Contractor shall provide nonemergent Wheelchair, Gurney, and Hired Car transportation services to Veteran patients for the Veterans Affairs Long Beach Healthcare System (VALBHS) 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.

0. The Contractor shall have a dispatch center which operates 24 hours per day, every day and provide two dispatchers located at VALBHS between the hours of 6:00am and 6:00pm Monday through Friday.

0. Services shall routinely be provided to Veterans residing in the Long Beach, Los Angeles, San Diego, Imperial County, San Bernardino, Riverside, and Ventura counties. Shall also be required less frequently in other counties within Southern California. Transportation services shall also be required less frequently in other counties within Southern California, Arizona and Nevada. The Contractor shall have a Passenger Endorsement license for counties of the clinics listed in Table 2.1.1. The Contractor shall also have the capability to acquire required licenses and/or permits to perform the required services in each of these states and counties. The Contractors shall have the capability to acquire required licenses and permits to perform the required services in each of these counties and the state of California.

0. All services shall be performed from the designated pick-up point to the drop-off location which may include the main Veterans Affairs Medical Centers (VAMCs), Community Based Out-Patient Clinic (CBOCs), Veterans homes, and other designated locations (e.g., nursing homes, other medical facilities, etc.). All services shall be performed from the designated pick-up point to the drop-off location which may include the main VALBHS 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.

0. In the event that VA clinical personnel are required to accompany the patient on the transport, the contracted company is required to transport the VA personnel back to the pickup location.

0. A transportation request, also referred to as a “transport” or “daily request”, is defined as one incidence of a request for one-way service from the pick-up location to the drop-off location and not round trip. The Contractor shall have the ability to fulfill 160 daily requests for wheelchair trips during the weekday and 40 daily wheelchair requests on the weekend. The Contactor shall also be able to fulfill 20 daily weekday hired car requests and 20 daily hired car requests on the weekend. The Contractor shall have the ability to fulfill 20 daily requests for gurney trips during the weekday and 10 daily gurney requests on the weekend.

Note - Estimated Quantities :All quantities for trips/mileage are estimated quantities, since it is impossible to determine the exact number of trips or mileage required during the contract term. The estimated quantities specified in the price schedule do not obligate the government to order those exact quantities however they are representative of the types and numbers of services historically procured.

0. The contractor shall be responsible for the failure of more than 5% of these trip requests.

0. The Contractor shall have the ability to transport Veterans exposed to infectious diseases, virus communicable disease, and illness that may be life threatening. This is all diseases and viruses that may be contagious (Flu, Coronavirus Disease-19, etc.).

1. PARTICIPATING COMMUNITY BASED OUTPATIENT CLINICS (CBOCs):

2.1. The following are the addresses of the participating clinics where patient transport services and gurney transportation services shall be needed in addition to the listed Veteran Affairs Medical Centers (VAMC) and VALBHS Medical Center:

0. Veterans Affairs of Long Beach Healthcare System (VALBHS):

Mission Viejo Vet Center 26431 Crown Valley Parkway Mission Viejo, CA 92691 Santa Ana CBOC 1506 Book Hollow Drive Santa Ana, CA 92705

Orange County Vet Center 12453 Lewis Street Garden Grove, CA 92840 Santa Ana MH, Annex 1526 Brook Hollow Drive Santa Ana, CA 92705

Placentia CBOC 770 S. Placentia Ave Placentia, CA 92870 Anaheim Vet Center 859 South Harbor Blvd Anaheim, CA 92805

Laguna Hills CBOC 25292 McIntyre Street Laguna Hills, CA 92653

Village of Cabrillo CBOC 1801 River Avenue Long Beach, CA 90806

Santa Fe Springs CBOC 10330 Pioneer Blvd Suite 180 Santa Fe Springs, CA 90670 Gardena VA CBOC 1149 W 190th Street Gardena CA 90248

1. VEHICLES SPECIFICATIONS

0. Contractor shall provide vehicles, equipment, and supplies of the quality, model and condition which ensures 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 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 authorities in the future.

0. Contractor shall provide vehicles that have:

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

3.2.2. Safety restraint equipment to ensure wheelchairs are secure and do not move during Transport.

3.2.3. First aid kit and supplies

3.2.4. Fire extinguisher.

3.2.5. Appropriate road emergency warning equipment

3.2.6. Two-way communication devices

3.2.7 Surveillance Cameras with audio.

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

3.2.9 Contractor shall provide transportation vehicles and/or services that are in accordance with Federal, State and local laws. Contractor’s 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 and/or gurney.

3.2.10 Contractor’s vehicles shall accommodate all patients regardless of their weight or size in accordance with the vehicles stated maximum capacity. Contractor’s vehicles shall have seats for patient caretakers and shall accommodate medical equipment, devices, and luggage with a maximum weight of 50 pounds each. 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 patient.

3.2.11 The Contractor shall submit sufficient evidence if cleanup is required as a result of pest infestation or bodily fluids that the actions transpired while transporting a VAMC veteran in order to be reimbursed.

3.2.12 Contractor shall have a dispatch center and vehicle management site. The 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.

3.2.13 Contractor shall have metering devices, or an established method used in determining mileage.

3.2.13 Non-Emergency Medical Transportation (NEMT) services Surveillance Cameras - The Contractor shall ensure that all vehicles used for NEMT services are equipped with the following:

3.2.13A Surveillance Cameras: Each vehicle must be fitted with high-definition security cameras capable of recording both video and audio.

3.2.13BCoverage: Cameras must provide comprehensive coverage of the passenger area within the vehicle to capture all interactions between the driver, passengers, and caregivers.

3.2.13C Data Storage: Recorded footage must be stored securely and made accessible for review as needed, in compliance with applicable privacy laws and regulations.

3.2.13D Operational Standards: The surveillance system must be operational at all times during the transportation of passengers, with a mechanism in place for regular maintenance and troubleshooting.

3.2.13E Justification The utilization of audio-visual recording technology serves to create an objective record of interactions and events that may occur during transportation. This documentation is critical for:

3.2.13F establishing Accountability: In the event of disputes regarding the conduct of drivers, caregivers, or passengers, the recorded footage can serve as evidence to substantiate actions taken and decisions made.

3.2.13G Enhancing Safety: The presence of surveillance equipment may deter inappropriate behavior and promote a safer environment for both passengers and staff.

3.2.13H Compliance: The Contractor shall ensure that all surveillance practices comply with relevant federal, state, and local laws, including but not limited to privacy protections for individuals receiving medical transportation services.

3.2.13I Deliverables

The Contractor shall provide the following deliverables:

Installation of surveillance systems in all contracted vehicles prior to the commencement of services.

A written operational plan detailing how the surveillance systems will be maintained, monitored, and how data will be managed in compliance with legal standards.

A report summarizing the implementation of the surveillance systems, including any challenges faced and resolutions applied.

The implementation of security surveillance cameras with audio in all NEMT services is essential for ensuring the safety and security of vulnerable passengers. This requirement aligns with best practices in the transportation of individuals with cognitive and physical impairments, providing a necessary safeguard for all parties involved.

The Contractor shall submit regular compliance reports detailing the operational status of the surveillance systems and any incidents recorded.

1. TRANSPORTATION OF VETERANS:

4.1 The Contractor shall provide wheelchair, hired car, and gurney transportation to the following groups of Veterans:

4.2 Veterans requiring transportation that may have multiple medical conditions and who required to lie down transport to and/or from the designated pick-up point to the designated drop-off location.

4.3 Veterans requiring additional medical equipment for transportation and who must be accompanied by a caregiver who aids the Veteran in the use of this equipment, to include service animals.

4.4 Veterans requiring bariatric wheelchairs and/ or gurneys.

1. DRIVER QUALIFICATIONS:

5.1 The Contractor’s Wheelchair, Hired Car, and Gurney drivers shall have successfully completed 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 wheel chair, hired card, and gurney vehicles.

5.2 Drivers shall always treat all VA patients with courtesy and respect. Verbal and/or physical abuse of VA patients shall not be tolerated and shall be immediately reported to the COR or VAMC Beneficiary Travel section.

1. CONSTANT WATCH PATIENTS:

6.1 The Contractor shall provide wheelchair, hired car, and/or gurney transportation for Veterans requiring constant watch.

6.2. 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 additional attendant for observing some Veteran patients which shall be identified at the time services are ordered.

6.3. In the event a constant watch patient requires a higher level of transport than initially ordered, the VALBHS Beneficiary Travel and or 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.

6.4. Constant watch patient shall be left at delivery point only with a responsible party designated at 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 VALBHS Beneficiary Travel and or VAMC Beneficiary Travel section at the time the order is placed. The comment section of vet ride will be updated with such requirements.

1. SOLICITING:

7.1 Soliciting VA patients in any form or for any reason by Contractor personnel is prohibited.

1. TRAINING:

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

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

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

8.2. Each on-site coordinator, and those that act in their capacity during times of annual leave, illness, or other unexpected absence, is required to receive training from the VAMC Beneficiary Travel section in special mode transportation procedures prior to working independently as the on-site coordinator.

1. TRANSPORTATION OF AUXILLIARY EQUIPMENT:

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

9.2 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. Contractor’s vehicles shall have seats for patient caretakers and shall accommodate medical equipment, devices and luggage with a maximum weight of 50 pounds each. In addition, some patients carry oxygen bottles mounted on wheelchairs or in portable carriers but require no administration of oxygen by Contractor personnel.

1. TYPES OF PATIENTS TO TRANSPORT:

10.1 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.

10.2 Contractor’s vehicles shall have seats for patient caretakers, service animals, and shall accommodate medical equipment, devices and luggage with a maximum weight of 50 pounds each. In addition, some patients carry oxygen bottles mounted on wheelchairs or in portable carriers but require no administration of oxygen by Contractor personnel.

1. ORDERS:

11.1 Transportation Request shall be made via VetRide or VA-Approved Transportation Software Utilization. The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

11.2 Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed:

1. Receive and respond to electronic trip requests.

1. Receive, use, and ensure the use of the Vendor pass by the driver.

1. Update the Status of the trips in VeteRide, daily to the following status (e.g. completed or cancelled)

1. Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.

1. All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission.

0. The contractor’s invoice must be on the HCFA 1500 to include the following information as stated applicable by the VALBHS:

0. Contract Number

0. Date of Service (to include Box 24 A-J)

0. Authorization number(s)

0. Pick-up and drop-off location of the patient

0. Base Rate

0. Name (Last, First and Middle Initial (if any))

0. Date of Birth and Sex

0. Documentation of circumstances when billing for waiting time

0. Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

0. VA authorizing official’s name

0. Summary Page listing “Date Range”, “Type of Service”, “Units per Date Range”, “Rate”, and “Total Cost”

1. Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges, which are being suspended.

11.3 A transportation request, also referred to as a transport or daily trip, is defined as one incidence of a request for one-way service from one location to another, and not round trip. Scheduled transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. VA Long Beach Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, electronic mail, and/or facsimile) will be used to place Transportation requests.

11.4 As needed requests will be made via telephone to contractor’s dispatch office only by authorized employees of the VAMC Beneficiary Travel Section. Authorized employees will be defined in the signed delegation of authority memorandum presented to the contractor to be maintained on file or posted in the dispatcher office for reference.

11.5 VALBHS Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

11.6 The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. VALBHS Travel Program Staff/or authorized VA employees may place a “hold” on payment of this order until it has been reconciled.

11.7 Only the following VA staff are authorized to place, cancel, or make changes to transportation requests:

1. Contracting Officer (CO)

1. Ordering Officers (OO)

1. Administrative Officer of the Day (AOD)

1. Beneficiary Travel Office Staff

1. Beneficiary Travel Section Chief

1. Contracting Officer’s Representative (COR)

1. VALBHS HAS Chief and Assistant Chief

1. VALBHS HAS Adminstrative Officer

1. VALBHS HAS Program Assistant

1. VALBHS HAS Chief’s Secretary

11.8 The Contracting Officer will furnish the Contractor with the names of individuals above, who are authorized as Ordering Officers, by separate memorandum upon issuance of the contract. The Contracting Officer will update this list throughout the life of the contract as Ordering Officers change.

11.9 Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders.

11.10 Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests.

11.11 All patient pick-up(s) and drop-off(s) shall be authorized via “orders” which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering personnel shall contact the designated contractor point of contact(s) to provide the following information:

1. Required time of arrival

1. Name of the beneficiary

1. Pick-up and delivery point

1. Appointment time (as applicable)

1. Vehicle requirement

1. Type and number of additional medical care specialists required (example “do not leave the patient alone at any moment due to dementia and risk of elopement”)

1. Last four of the patient's Social Security Number

1. And any other special instructions

11.12 For ALL Transports – an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response.

11.13 The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient’s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost.

11.14 The number of transports (A transport is defined as one incidence of a request for one-way service) under normal operating conditions will typically range from 150-200 transports each weekday and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract.

11.15 The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

11.16 Requests for services shall be made by the VAMC Beneficiary Travel Office via VetRide. The Contractor must update/refresh VetRide or VA-Approved Transportation Software Utilization in real time to produce a manifest for the following days trips.

11.17 Patients may be added to the daily manifest with 6-hour notice of pickup or drop off.

11.18 Patient transportation request may be cancelled with a 6-hour notice and will not be charged to the Government.

11.19 Patient transportation request cancelled with a 6-hour or less notice will be charged to the Government as base trip no additional milage will be paid to the vendor.

12. FAILURE TO PROVIDE SERVICES:

12.1 The Contractor shall 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.

12.2 The use of subcontractors is strictly prohibited unless explicitly authorized by the Contracting Officer.

12.3 The contractor shall not be responsible for more than 5% of all transportation request failures.

13. HOURS OF SERVICE:

13.1 Services shall be fully available 24 hours per day, seven days per week, 365 days per year including all holidays. The contractor will be prepared for the highest volume of transports to occur between the hours of 7:00a.m. and 6:00 p.m., Monday – Friday.

14. NUMBER OF PATIENTS:

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

14.2 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 VAMCs and/or the participating CBOC's. Contractor must 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.

14.3 Daily volumes of patient requests can be found in section 1

15. MILEAGE:

15.1 All trips shall be charged as a one-way trip from the designated pick-up point to drop-off locations.

15.2 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.

15.3 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 programs.

15.4 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.

15.5 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. RESPONSE TIME:

The Contractor shall arrive at pick-up location within the terms established in Section 1 and “VA Waiting Time”.

17. VA WAITING TIME:

17.1 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.

17.2 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.

18. CONTRACTOR WAITING TIME:

18.1 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)

18.2 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.

19. INCOMPLETE PICK UP:

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.

20. NON-ARRIVAL OF PATIENT:

In the event a scheduled patient is to arrive by air and the driver finds such patient does not arrive as scheduled, the Contractor shall contact the VAMC Beneficiary Travel, or the AOD and ask status of the arrival. Waiting time maybe authorized for the time lost in waiting in accordance with the rate listed in the Schedule of Services and Price. If the scheduled patient flight doesn’t arrive the Contractor shall be reimbursed at the rates listed in the Schedule of Services and Price.

21. ROAD EMERGENCIES AND ACCIDENTS:

21.1 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’s driver shall either call 911 from the scene of the accident or go to the nearest emergency room and immediately report the incident to the COR.

21.2 If a VA Medical Center is the closest Emergency Room, the driver will use the VA. Under no circumstances will 911 or the closest emergency room be bypassed in favor of using the VA. The priority must be the quick provision of medical care for any persons involved. If, for any reason, any occupant of the contractor’s vehicle refuses medical assistance through 911 or refuses transport to the closest hospital or to the VA medical center the driver shall immediately notify his supervisor who shall contact the VAMC Beneficiary Travel section of such refusal.

21.3 An incident report detailing the date, time, Veteran patient name, and contact driver involved, and a complete description of the incident shall be turned into the COR no later than one (1) business day within incident.

22. INSPECTION AND MAINTENANCE:

22.1 The Government reserves the right to thoroughly inspect and investigate Contractor’s establishment, facilities, and equipment. The Government reserves the right to inspect and approve vehicles and personnel before being placed in service under this contract.

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

22.3 Contractor shall conduct quarterly safety inspections for all stretchers of all working parts including belts and straps.

23. CHANGES TO CONTRACT:

23.1 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.

23.2 Changes determined by the Contracting Officer to be within the general scope of the contract and within appropriate FAR regulation. It does not necessitate new procurement actions.

24. COMPLAINTS:

The Contractor shall respond to complaints from Veterans served by this contract, or the VAMC Beneficiary Travel Office, within 5 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. This includes FOIA, OIG, and other requests related to complaints.

25. QUALITY ASSURANCE:

25.1 The Contractor shall comply 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.

25.2 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 replace items or repair property, equipment, or facilities to previous condition, if the Contractor is determined to be at fault for the damage.

25.3 The contractor shall maintain a Quality Control Plan (QCP) that contains, at a minimum, the following:

25.3.1 A description of the company’s organizational structure including a description of the roles and responsibilities of management and supervisors.

25.3.2 A description of the methods to be used by the contractor for identifying and preventing deficiencies or problems in the quality of service.

25.3.3 A description of the specific steps the contractor will take for corrective action if needed if a deficiency or problem in the quality of service occurs.

25.3.4 A description of the company’s records and tracking system used to identify up-to- date background checks, applicable certifications and tests, and training of each employee performing services under…