36C26318Q9634-001.docx

36C26318Q9634

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

618-19-1-155-0001 36C26318Q9634 08-01-2018 Shane Galles 605-720-6897 08-17-2018

10:00 AM MST

36C568 Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 113 Comanche Rd.

Fort Meade

SD

57741 X X Y 485991 $15 Million X N/A X 36C618 Department of Veterans Affairs VA Minneapolis Health Care System 1 Veterans Dr.

Minneapolis

MN

36C568 Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 113 Comanche Rd.

Fort Meade

SD

57741

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin

TX

78714-9971 See CONTINUATION Page Solicitation for Wheelchair Van Services - Minneapolis VAMC This is 100% set-aside for SDVOSB. All SDVOSB vendors must be registered in Vetbiz.gov and SAM to be considered.

Note block 30 - this document must be signed and returned to the Contracting Officer by the Offer Due Date in order to be considered. E-mail ALL required and completed documents to:

Shane S. Galles shane.galles@va.gov ***Submit any written questions via e-mail by Aug. 10th 2018 No telephonic questions will be accepted.

Responses to questions will be posted as an amendment to the solicitation.

See CONTINUATION Page As Cited on Each Delivery Order X X X Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

**NOTE: PLEASE COMPLETE THE ATTACHED RATE SCHEDULE**

GUARANTEED MINIMUM: $255,000.00

PRICE CEILING: $6,620,000.00

ITEM INFORMATION

Provide all labor equipment, tools, material, supervision, and other items or services necessary to provide wheelchair van services in accordance with the Statement of Work. (See Rate Schedule) Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019

Provide all labor equipment, tools, material, supervision, and other items or services necessary to provide wheelchair van services in accordance with the Statement of Work. (See Rate Schedule) Contract Period: Option 1 POP Begin: 10-01-2019 POP End: 09-30-2020

Provide all labor equipment, tools, material, supervision, and other items or services necessary to provide wheelchair van services in accordance with the Statement of Work. (See Rate Schedule) Contract Period: Option 2 POP Begin: 10-01-2020 POP End: 09-30-2021

Provide all labor equipment, tools, material, supervision, and other items or services necessary to provide wheelchair van services in accordance with the Statement of Work. (See Rate Schedule) Contract Period: Option 3 POP Begin: 10-01-2021 POP End: 09-30-2022

Provide all labor equipment, tools, material, supervision, and other items or services necessary to provide wheelchair van services in accordance with the Statement of Work. (See Rate Schedule) Contract Period: Option 4 POP Begin: 10-01-2022 POP End: 09-30-2023

RATE SCHEDULE

BASE YEAR

Subtotal:

OPTION YEAR 1

Subtotal:

OPTION YEAR 2

Subtotal:

OPTION YEAR 3

Subtotal:

OPTION YEAR 4

Subtotal:

TOTAL:

B.2 STATEMENT OF WORK MVAHCS WHEELCHAIR VAN

STATEMENT OF WORK- WHEELCHAIR VAN TRANSPORT –MVAHCS (MINNEAPOLIS VA HEALTH CARE SYSTEM)

1. REQUIREMENTS

Provide sufficient vehicles, drivers, and attendants when required, to transport wheelchair patients of the VA Health Care System (VAHCS), Minneapolis, MN 55417, in accordance with the Specifications of this Request for Proposal. Comply with U.S. Interstate Commerce Commission required insurance liability coverage for out-of-state trips (Wisconsin, Iowa, Dakotas, etc.). “Wheelchair Van Transportation” is defined as transport of non-ambulatory patients (and equipment) that are usually wheelchair bound and therefore require wheelchair van transport.

The quantity of trips and mileages indicated in the Schedule of Items are estimated only and were based upon historical data. The Government makes no guarantee that these estimates will become actual quantities of trips or mileages.

2. RATES

(a) Rates are to include vehicle and the services of a qualified driver. If the Contractor is required to provide an attendant (in addition to the driver), the Contractor will be notified at the time service is requested. Contractor shall only be reimbursed for the services of an attendant which are authorized in advance.

(b) Payment for trips shall be computed as follows:

(c) Waiting Time: Rates to include one quarter hour of waiting time at either end or both ends of a trip. Waiting time shall begin at the actual point of pick-up (i.e. on the ward, at the clinic, or the patient’s residence). The Contractor shall be reimbursed at the rate indicated per quarter hour, in excess of the initial one quarter hour allowed. Anytime that the Contractor anticipates a delay for which the Contractor expects to claim reimbursement, the Contractor shall call the Beneficiary Travel office and advise that a delay is anticipated and the approximate time of such delay for which the Contractor expects to claim reimbursement. Contractor’s failure to notify the Beneficiary Travel office when waiting beyond the initial one quarter hour shall result in non-payment for waiting time. This call is only for the purpose of verifying the Contractor’s arrival time at the pick-up or drop-off point and is not necessary if the Contractor anticipates no delay for which the Contractor will be claiming a reimbursement. However, if prior notification has been given to the Contractor that waiting time in excess of the initial 15 minutes will be required, the Contractor is not obligated to call for verification. The Contractor shall be responsible for all costs incurred in verifying waiting time.

(d) If the Contractor’s place of business is located beyond the local telephone call zone of locations listed in the Schedule of Items, the Contractor agrees to accept telephone orders for service on a collect basis.

(e) Approximately 50% of all runs picked up will be within 25 miles of the medical center. Approximately 95% of all runs picked up will occur Monday through Friday.

(f) Historically, an estimated five (5) trips per week are outside the state of Minnesota.

3. VEHICLES AND EQUIPMENT

Incorporated by Reference: Minnesota State Statutes, Chapter 8840, Department of Special Transportation Services, Operating Standards, subpart 8840.5100 through 8840.6300 (revised) and Code of Federal Regulations (CFR) Title 49, Section 38. (The Contracting Officer shall provide a copy of referenced materials upon written request.)

(a) The vehicles and equipment with which the Contractor renders the above services shall meet all State of Minnesota (or Equal) requirements for insurance, registration, and equipment and are to include, but not be limited to the following:

(b) Provide vehicles with interior of sufficient height to ensure that an individual of 6' has adequate head clearance. VAHCS employees responsible for requesting service shall indicate at time of ordering if such a vehicle is required.

(c) Vehicles shall be handicapped accessible and meet all applicable Federal and State Motor Vehicle Safety Standards.

(d) The ramp or lift shall have a slip-proof surface.

(e) All additional items such as first aid kits, flashlights, warning triangles, ice scrapers, blankets, etc. shall be secured and stored below the level of seat backs.

(f) Dry chemical fire extinguishers shall be securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and display a tag indicating date of service.

(g) Heater(s) shall be of sufficient capacity to maintain patient’s warmth during winter months.

(h) All vehicles shall be air conditioned.

(i) 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 transport vehicles. VA inspections of contractor facilities shall in no way constitute a warranty by VA that the contractor's vehicles and equipment are properly maintained. VA reserves the right to restrict the Contractor’s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract.

4. STANDARDS FOR MAINTENANCE

(a) All vehicles shall be maintained in a clean and orderly condition, free from debris and any accumulations which may constitute an accident, injury, or fire hazard.

(b) Vehicles shall be maintained in accordance with manufacturer’s recommended maintenance schedule or an improved schedule based on actual vehicle operating conditions.

(c) Contractor shall correct a deficiency that might interfere with safe operation of vehicle before vehicle is placed in service.

(d) Windows and lights shall be kept clean.

(e) The interior of vehicles shall be clean and in good repair.

(f) Wheelchair lifts shall be maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. When a vehicle is serviced, the mechanic or service facility shall inspect, repair, or service the lift in accordance with the manufacturer’s instructions.

(g) Contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top. (A statement from the Offeror indicating compliance of vehicle maintenance files is in place shall be submitted at time of offer for evaluation purposes; requested submission and verification of these documentation requirements shall be a quality assurance procedure during the contract period.)

5. DRIVER QUALIFICATIONS

(a) No driver shall operate a special transportation service vehicle unless that driver:

(b) Every two years each driver shall obtain a physician’s statement or the statement of a nurse practitioner certified by the American Nurses’ Association (or other professional nursing certifying organization having authority to certify registered nurses in advanced nursing practice) certifying the driver has no current medical condition that interferes with the driver’s ability to drive safely. It must be obtained before driving a special transportation service vehicle. Drivers for facilities that are licensed by the Department of Health or the Department of Human Services and required by either of those departments to provide a physician’s or nurse practitioner’s statement of health on a regular basis may substitute that form or statement for the form required in this part. A driver who has a driver’s license containing a valid school bus endorsement issued under Minnesota Statutes, section 171.321, (or other state Equal) or the rules of the commissioner of public safety, or a current United States Department of Transportation health card, may furnish a copy of that endorsement or card instead of furnishing the physician’s statement of health.

(c) Each driver shall be able to perform a vehicle safety inspection. Each driver and attendant, when a vehicle is staffed by both a driver and an attendant shall be able to assist a passenger into and out of the vehicle and operate a wheelchair lift or ramp.

(d) Each driver must:

(e) Each driver shall also have a record clear of criminal convictions of crimes or anticipatory crimes against persons, and crimes or anticipatory crimes reasonably related to providing special transportation services.

6. DRIVER AND ATTENDANT TRAINING REQUIREMENTS

(a) Contractor employees performing services to VA beneficiaries under this contract shall meet all requirements of Minnesota Department of Transportation Chapter 8840.5900/5910 (or other state Equal) for drivers and attendants of special transportation service vehicles, including a basic First Aid Class.

(b) Driver and attendant shall have successfully completed a minimum of eight (8) hours training in the techniques of transporting and assisting elderly and physically handicapped passengers which shall include instruction in the following elements:

(c) Each employee shall be instructed in fire extinguisher, radio dispatch, and vehicle ramp operations, wheelchair lift and securement devices; and will know what to do and whom to call in a medical emergency or accident.

(d) Each employee shall complete four (4) hours of training in first aid (or show evidence of possessing American Red Cross First Aid Certificate).

(e) Each employee shall complete four (4) hours of classroom instruction in defensive driving and abuse-prevention training.

(f) Each employee shall successfully complete a refresher first aid course every three (3) years.

(g) The Contractor shall have on file satisfactory evidence of above training, evidence that the instructor is qualified to teach the above, and the certificates for instructor and trainee/driver for First Aid available for review and inspection by the VA Contracting Officer and inspection team.

(h) A record of each employee as to character and physical capability of performing the duties of a driver or attendant must be maintained and made available for inspection upon request.

(i) VA reserves the right to restrict any contractor employee from performing services under this contract who do not meet the required qualifications for the services they are required to perform and who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its’ veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.

(j) The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. During the contract period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COTR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

(k) Contractor personnel performing services to the Government shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, name tags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke in vehicles while transporting VA patients.

Contractor shall be required to submit evidence of having obtained the necessary training and operating licenses indicated in paragraph 5. “Driver Qualifications” and in paragraph 6. “Driver and Attendant Training Requirements” for all employees prior to award of contract. (A listing of employees available to service the contract should be submitted at time of Offer for evaluation purposes. Submission and verification of these documentation requirements will be an evaluation factor prior to award and a quality assurance procedure during the contract period.)

The Government reserves the right to restrict any contractor employee from performing services under this contract who do not meet the required qualifications, or who violate Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of VA and it’s veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services in accordance with all terms, conditions, and schedules contained herein.

7. PASSENGER TRANSPORTATION

(a) It is understood that only one passenger will be transported on a trip unless specifically authorized by the COR or authorized representative from the call list. VA personnel will not provide assistance with loading or unloading passengers.

(d) Contractor shall provide “through the door service” for patients to and from their designated appointments. Patients are to be picked up on the ward, in their homes, in their clinic or at other stated areas and taken to their stated destination or appointment. At the conclusion of their appointments the patient shall be returned to the ward, inside his/her home, or to other stated areas. All patients shall be attended by a responsible party at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or attendant as necessary. When a patient is delivered to or departing from a destination (such as a clinic or other appointment), a responsible party at the destination shall be informed of the patient’s arrival by the driver or attendant. “Responsible party” is defined as any driver, professional staff at medical center, nursing home or clinic, or patient’s concerned other.

(1) Patients denoted to be enrolled in Client Assistive Services (CAS) must be dropped off in the VAHCS CAS office during normal business hours, 7:30am through 4:00pm. Drop offs occurring outside of normal business hours will dropped off at the patient’s clinic or ward and handed off to a responsible party. At the conclusion of the patient’s treatment, the Contractor shall pick up the patient from the area designated by the COR or authorized representative on the call list. Upon drop off at the patient’s residence, the Contractor will hand off the patient to a responsible party or verify the patient is able to enter their residence if a responsible party is not present.

a. Normal business hours for the CAS office may be subject to change. The COR will notify the Contractor if any changes occur.

b. If the patient does not comply with the above, the Contractor shall contact the Beneficiary Travel office immediately.

(2) Patients denoted to be enrolled in a Contract Nursing Home (CNH) must be dropped off at the patient’s clinic or ward and handed off to a responsible party. At the conclusion of the patient’s treatment, the Contractor shall pick up the patient from the area designated by the COR or authorized representative on the call list. Upon drop off at the patient’s CNH, the contractor will hand off the patient to a responsible party

a. If the patient does not comply with the above, the Contractor shall contact the Beneficiary Travel office immediately.

(e) The Contractor shall have sufficient vehicles and personnel to meet the requirements of this contract. If VAHCS has need for additional transport services beyond eighty-five (85) trips per day, the initial call for service shall be placed with the Contractor. If the Contractor agrees to provide service beyond eight-five (85) trips per day, the billing shall be at the prices indicated in the schedule of items. The Contractor may decline service beyond eighty-five (85) trips per day without penalty and VAHCS may then order additional service from another vendor source.

(1) Contractor will need to provide sufficient evidence to the COR to show VAHCS has requested beyond eighty-five (85) trips.

(f) Contractor shall supply wheelchairs for transporting patients. VA-owned wheelchairs may not be removed from the medical center.

(1) Contractor will not store contractor-owned wheelchairs on VA property when not in use.

(g) If a VA beneficiary being transported declines to be properly belted or removes the securement devices himself/herself, the driver shall notify the Contracting Officer’s Representative (COR) of this fact prior to departure or upon arrival at destination. The Contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported.

(h) An authorized official of the VA Health Care System (usually the COR) may, in the best interest of the patient, allow one (1) relative or concerned other to accompany the patient at no additional cost to the Government. Prior to contract performance, the Contracting Officer shall provide the Contractor with a list of names (or position titles) and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

(i) Contractor shall notify the COR of any unusual events, such as accidents, safety problems and patients unbelting themselves, that occur and involve any VA beneficiary being transported under this contract. This notification will be made within one (1) hour by telephone and a written report of the event will be delivered to the COR and the Contracting Officer by close of business the next working day. Failure to comply with this provision may be grounds for default.

(j) Patients using motorized wheelchairs or electric carts shall be secured in accordance with Federal and State regulations for transport or transferred to a manually operated wheelchair before being loaded in the vehicle. The motorized cart or wheelchair shall be loaded separately and must be secured to the vehicle during transport.

(k) For VAHCS transports, unload and pickup patients at the VAHCS outpatient entrance only unless otherwise directed on a case-by-case basis. At no time shall Contractor’s vehicle use the VAHCS ambulance entrance unless drop-off or pick-up constitutes a medical emergency. If waiting time is necessary, vehicle shall park in appropriate designated general parking lot areas.

(l) If or when patient’s medical records are transported, Contractor shall ensure that Privacy Act guidelines are followed.

8. HOURS OF SERVICE

Contractor shall provide service seven (7) days a week including holidays, 24 hours per day for the term of this contract. The Contractor shall provide VA with a method of contacting them, 24-hours per day.

9. REQUEST FOR SERVICES

(a) Request for services shall be made by telephone (followed up in writing) or in writing by facsimile machine by the COR and/or designated VAHCS personnel. The contractor shall, at all times during the contract period, have on their premises a functioning fax machine to communicate requirements with the VAHCS (i.e. requests for service, patient incidents, special correspondence, etc.). When ordering services the VAHCS shall provide the Contractor with the following type of information:

1. Required date and time of arrival;

2. Name of beneficiary and last 4 digits of the Social Security number;

3. Pick-up and delivery point;

4. Any other special instructions (i.e. extra attendant required, CAS designation, etc.)

(b) Generally services provided under this agreement shall be scheduled in advance with the Contractor for handicapped transportation services, schedule requirements are defined as follows:

1. Scheduled Trips refers to those trips for which the Contractor has been given advance notice defined as notice given by 4:30 p.m. the previous day of pick up for required services and a specific pick up time. These transports shall always be on time for patient pick-up. Contractor must notify the Contracting Officer’s Representative (COR), or authorized designee, at least eight (8) hours in advance of need when Contractor believes they may be unable to meet the number of scheduled trips required.

2. Unscheduled Trips are those trips required on an as needed basis and advance notice, as defined in 9(b)(1), is not given. Response time for vehicle arrival at prescribed destination is within one (1) hour of notification of need. If the Contractor’s vehicle fails to arrive at the prescribed destination within one (1) hour after receiving a request on an order (unless prevented from doing so by conditions of the weather - see paragraph (c) below), VAHCS reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result therefrom. In the event that no other vendor is available, a deduct in the amount of ten percent (10%) of the base rate charge may be accessed per every quarter hour (15 minutes) in excess of the allowable response time (1 hour). The VAHCS will be the sole judge in determining when to order service from another source.

(c) In the case of inclement weather, the decision as to whether or not a VA beneficiary will be transported shall be made mutually by the COR and the Contractor.

10. MNDOT (or equivalent) REQUIREMENTS

Contractor shall comply with all requirements of the Minnesota Department of Transportation (MNDOT) “Operating Standards for Special Transportation Service” – (latest edition). Evidence of this compliance shall be in the form of an annually current “Certificate of Compliance” issued by the State of Minnesota Commissioner of Transportation (State of Minnesota Department of Transportation, Office of Motor Carrier Safety and Compliance).

For the purposes of this contract, any waivers granted by the State Commissioner of Transportation in issuing the “Certificate of Compliance” shall also be approved by the Contracting Officer.

Offeror/Contractor shall submit “Equal” evidence of compliance from out-state governing agencies if their main base of operations is located in a state other than Minnesota.

11. SAFETY REQUIREMENTS

In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or the COR may determine to be reasonably necessary to protect the lives and health of all persons affected by this contract. The Contracting Officer or COR shall notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.

12. CONFORMITY TO REGULATIONS

The Contractor and his/her operators shall conform to all regulations, Federal, State and local, governing the performance of contracted services.

All VAHCS facilities have been designated as no smoking in their entirety. Individuals found in violation of this no smoking policy shall be subject to a $50 federal citation for disregarding posted safety rules and regulations. Furthermore, Contractor may be directed to stop work. Contractor is to notify all employees and/or sub-contractors of this strict enforcement policy.

13. INSPECTIONS

The Government shall accept vehicle inspection documentation from MNDOT or other inspection department who performs such inspections on a routine basis. However, the Government may inspect Contractor’s establishment at least annually, and may inspect any element any time, and especially upon receipt of a complaint about the condition of the vehicle or its equipment, the driver or attendant, or service provided.

Inspection by VA inspection team may be made of said vehicles and maintenance records of vehicles prior to award and at any time during the term of any resulting contract(s).

14. REQUIRED REPORTS AND DOCUMENTS

Within seven (7) days after contract award the contractor shall provide the following:

(a) Contractor Personnel Roster - In this document, contractor shall identify all employees by name and position and provide training documentation with date and location of such training for employees that will work on this contract along with signed a Contractor Rules of Behavior form (listed in section D) . Include contractor’s project manager with telephone and fax numbers; include telephone and fax numbers through which scheduling transport requests will be made.

(b) Listing of all vehicles with VINs and documentation of insurance coverage; MNDOT or equivalent vehicle inspection documentation and statement indicating that all have been fully maintained and are currently safe to operate.

(c) Any personnel or vehicle changes shall be submitted within two (2) business days after changes occur.

15. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

The Contractor shall establish and maintain a complete QCP to ensure the requirements of this contract are provided as specified. An original and one (1) copy of this QCP are due with the initial proposal. The Contractor’s QCP shall include the following at a minimum:

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

2. 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.

3. Incorporation of either active or established internal policy and procedures for updating service protocols that may affect performance of contract.

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.

(e) On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle.

(f) On-site records identifying the character (background checks) and certifications of ongoing training of each employee performing services under this contract.

(g) The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

(h) A log to account for all requests for service. The log shall indicate the date and time of service call, name of patient requiring services, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed.

(i) 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.

16. PATIENT RIGHTS

(a) The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients. Patients may bring a reasonable amount of equipment, such as any wheelchair, electric art or prosthetic devices, and consumable medical supplies and personal suitcase during their transport.

(b) The contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The contractor shall complete and submit to the COR, a detailed “Incident Report” with all information necessary to conduct a full review. Written report is required to be submitted within forty-eight (48) hours of incident with a list of involved Contractor names, Veteran’s names, witness names and pertinent information to be filed with the COR.

(c) The contractor shall notify the COR, in writing within 24 hours of any complaints made by the patients with regards to service. The contractor may provide recommendations for improved services along with the patient complaints for the VA’s review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

17. INVOICING

(a) Contractor is required to submit invoices electronically to the VA Financial Services Center (FSC). The FSC uses a third-party contractor, Tungsten Network (http://www.tungsten-network.com/), to assist vendors in submitting invoices electronically, free of charge.

(b) Invoices shall include the following information in addition to the times specified:

a. Date of service

b. Name of Veteran

c. Pick-up location

d. Destination/drop-off location

e. Additional charges

f. Number of miles traveled

g. Purchase order number

18. MISCELLANEOUS

(a) At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in progress.

(b) Contractor employees shall conduct themselves in a businesslike manner at all times while on VA premises.

(c) When transporting patients to or from Medical facilities, the driver, acting for the Contractor, shall ensure that patient’s luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.

(d) Contractor shall always have available a wheelchair for transport of Veterans from pick-up point to delivery point. When the Veteran is delivered to a destination other than the Department of Veterans Affairs and return trip is ordered for the same day, the Veteran will transfer from the contractor's wheelchair to a facility owned wheelchair. Veterans will be transported utilizing standard 4-wheel chairs. No Veteran shall be transported while sitting in a 3 wheel scooter. Veterans requiring transport in a 3-wheeled scooter will transfer to a seat in the vehicle with the scooter being transported with the Veteran at no additional cost to the VA.

(e) The driver will (within safety and reason) observe the Veteran during transport. Any indication of significant change in condition (i.e. sudden onset of rapid or labored respirations, complaints of chest pains) will be immediately communicated to the Medical Center Admitting office. Depending on the condition of the Veteran, the Veteran will be returned to the Admitting Office, transported to the nearest emergency room or advanced life support called.

(f) The Contractor, gaining award of the contract, shall notify the Contracting Officer in writing immediately upon entering an agreement (either oral or written) to sale or transfer all or part of its stock or other ownership interest to any other party. Contractor shall also contact the Contracting Officer immediately in writing (at the above referenced address) in the event a company name change will happen, with information as to the reasons and/or determinations causing this action.

END STATEMENT OF WORK

36C26318Q9634

Page 1 of Page 1 of

SECTION C - CONTRACT CLAUSES

C.1 IT CONTRACT SECURITY

Security requirements include: VA Directive 6500.6, appendix C, paragraphs 3.a, 6.a, 7.a, 7.d, 9, Appendix D

APPENDIX C

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA.