36C26319Q0227_0001.docx

36C26319Q0227

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) None Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 113 Comanche Rd.

Fort Meade

SD

57741 Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 113 Comanche Rd.

Fort Meade

SD

57741 To all Offerors/Bidders

36C26319Q0227 01-03-2019

X X X

X This solicitation is amended as follows:

1. The approximate, average trip distance is 10 miles; the St. Cloud VAMC covers a 50-mile radius, so it varies per Veteran.

2. The Statement of Work (SOW) is amended in its entirety; it is attached.

Angela Beck Contracting Officer

CONTINUATION PAGE

STATEMENT OF WORK

SPECIALIZED TRANSPORTATION

1. DESCRIPTION OF SERVICE

The Contractor shall provide all vehicles, fuel, personnel, management, transportation, materials, supplies and equipment necessary to perform contract services as defined and specified herein. The purpose of this service contract is to support the St. Cloud VA Health Care System (VA-STCHCS) Adult Day Health Care (ADHC) program. Services provided under this contract shall strictly adhere to all current laws and regulations applicable to the State of Minnesota unless supplemented to exceed those requirements as specified herein. Transportation requirement is for ambulatory and/or non-ambulatory patients (wheelchair bound) requiring non-emergency transport services to the St. Cloud VA for Adult Day Health Care (ADHC).

The quantities of “trips” indicated are estimated based on historical data. The Government makes no guarantee that these estimates will become actual quantities.

2. DEFINITIONS:

“VA beneficiary” a person determined eligible for VASTCHCS beneficiary travel.

“Ambulatory” described as a patient who is able or strong enough to walk alone, with the assistance of a cane, a walker, or with minor assistance from another person. An ambulatory patient may be medically and /or physically insecure but able to walk.

“Caregiver” is an individual traveling with a beneficiary who is eligible for beneficiary travel and requires the aid and/or physical assistance of another person.

“Attendant” is an assistant who accompanies a patient as requested who provides extra attention to the patient because of psychiatric and/or mental, or other medical problems and renders assistance to the patient as needed. The driver of the vehicle shall not serve as the Attendant.

“Trip” is defined as the one-way transportation of VA beneficiaries from the pick-up location to the final authorized location per the dispatched transportation order form the VA.

“Responsible party” is defined as any driver, professional staff at medical center or clinic, or patient’s concerned other/caregiver.

3. HOURS OF SERVICE

The majority of services will be provided during the primary hours of Adult Day Health Care: Monday - Friday, 0700 – 1530. ADHC does not operate on weekends or during the 10 Federal Holidays listed in paragraph 12 (see below).

4. CONTRACTOR FACILITY/VEHICLES AND EQUIPMENT

Incorporated by Reference: Code of Federal Regulations (CFR) Title 49, Section 38 Part A and Part B.

A. The VA St. Cloud Health Care System reserves the right to thoroughly inspect and investigate the vehicles, establishment, facilities, business reputation and other qualifications of the contractor. Scheduled and unannounced inspections of the Contractor’s vehicles or establishment may be made during the contract performance period.

B. 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.

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

1) Comfortable seating surfaces to accommodate VA beneficiaries and caregivers for the duration of the trip.

2) Vehicles must be able to safely accommodate patient oxygen systems that patients may bring with them during a trip.

3) Contractor must have vehicles equipped with a hydraulic lift or ramp that is integral to the vehicle for placing the patient into the vehicle and a suitable means of fastening the wheelchair to the van. Loading platform shall have raised edges, is counter-balanced, self-adjusting to curbs and sidewalks, and self-storing. When not in use platform shall be securely stored so as not to block the vision of the driver or inconvenience the beneficiary. The ramp or lift must have a slip-proof surface.

4) Any vehicle used to transport wheel-chair bound patients must be handicapped accessible and meet all applicable Federal and State Motor Vehicle Safety Standards.

5) All vehicles must have an approved system for wheelchair securement devices and a tool designed for cutting securement straps in case of emergency.

6) Safety requirements for seat belts and handling of manual, motorized or electric wheelchair.

7) Contractor must furnish shoulder/chest harness for double amputee patients when applicable. There is no preferred harness type; however, it must meet all applicable safety rules/regulations and be in good repair.

D. 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.

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

F. Vehicles must be equipped with a dry chemical fire extinguisher that is securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and bear a tag indicating date of service.

G. Heater(s) / Air conditioners will be of sufficient capacity to maintain patients’ comfort based on seasonal weather conditions.

5. STANDARDS FOR MAINTENANCE

A. All vehicles will be maintained in a clean and orderly condition, free from debris and any accumulations which may constitute an accident, injury, or fire hazard. Windows and light must be kept clean. The interior of the vehicles must be clean and in good repair.

B. Vehicles must 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. Wheelchair lifts or ramps must be maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. When a vehicle is serviced, the mechanic or service facility must inspect, repair, or service the lift or ramp in accordance with the manufacturer’s instructions.

E. Contractor will maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file.

6. DRIVER QUALIFICATIONS

A. All drivers of specialized transportation shall:

1) Have a valid State Operator’s license. Possess a driver’s license which is valid for the class of vehicle driven and if required under Minnesota Statutes, (or other state equal), evidence of a special transportation service vehicle permit or endorsement issued by the State of Minnesota.

2) Contractor will provide a copy of its approved Operator Procedure for addressing medical situations.

3) Be capable of providing courtesy assistance, if needed, to VA beneficiary to enter and exit vehicle.

4) Be trained on methods of handling patients in wheelchairs; receive instruction in the operation of fire extinguisher, vehicle lift/ramp operation and wheelchair securement devices; and will know what to do and whom to call in a medical emergency or accident.

5) All drivers are expected to be neat and clean in appearance and shall display courtesy and tact at all times with transporting VA beneficiaries.

6) Has no current medical condition which interferes with the ability to drive safely.

7) Must be able to perform a vehicle safety inspection.

B. Contractor shall maintain a record of each employee as to character and physical capabilities of performing duties of specialized transportation service.

C. VA reserves the right to inform the contractor that a contractor employee performing services under this contract has not met the required qualifications for the services they are required to perform and has violated Federal regulations and has been identified as a potential threat to the security, safety, or health of the VA and it’s VA beneficiaries. 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.

D. 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 maintain and provide upon request the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

7. PATIENT RIGHTS

A. The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients.

B. The contractor shall notify the COR and/or a designated VA representative, in writing (email) within 24-hours after receiving knowledge of any incident, injury, accident, and/or complaints involving a rider for whom the VA authorized services. This includes Veterans, family members, and/or designated care-takers.

C. The contractor shall promptly complete and submit to the Contracting Officer’s Representative (COR), a detailed “Incident Report” with all information necessary to conduct a full review. The VA may provide recommendations for improved services with regard to a patient complaint for the contractor’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 and approval by the contractor.

8. PASSENGER TRANSPORTATION

A. The normal drop off and pick up point is the St. Cloud VA Health Care System, 4801 Veterans Drive, St. Cloud, MN 56303. Changes to the drop off or pickup location will be communicated directly to the Contractors dispatch no later than 2 hours prior to the requested pick up/drop off time.

B. Routes will be planned and executed with the greatest level of efficiency possible. Picking up multiple riders on one trip is acceptable but routes will be planned so as to limit excessive ride times. Excessive ride times are defined per ADA requirements.

C. Drivers and passengers shall use seat belts/securement devices at all times.

D. There shall be no smoking by the driver, attendants, or passenger(s).

E. The contractor driver will ensure riders are able to safely embark/disembark from vehicle via the steps or the ramp/lift. The driver will provide assistance as needed. While “through the door service” is not expected, the driver will ensure the Veterans are dropped off in a safe location and in close proximity to their destination per the dispatch order from the VA.

F. The Contractor must have sufficient vehicles and personnel to meet the requirements of this contract.

G. If a VA beneficiary being transported declines to be properly belted or removes the securement devices himself/herself, the driver will notify the contractor company so that the contractor company will then notify the COR. The Contractor is not required to transport any patient who refuses to be properly secured. Refusal of a patient to comply with safety protocol or a patient who is otherwise disruptive to safe and orderly transport will be reported to the contractor who will then relay that information to the COR.

H. Based on the needs of the patient, the Contractor will allow one (1) caregiver or attendant (as defined in paragraph 2) 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 perform as a caregiver or attendant and receive calls from the Contractor. 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 is required to notify the COR of any unusual events, including but not limited to accidents, safety issues and/or patients’ behavioral issues, etc. that occur and involve any VA beneficiary being transported under this contract. This notification will be made within twenty-four (24) hours of learning of the incident by telephone and a written report of the event will be delivered to the COR. Failure to comply with this provision may be grounds for default.

J. Patients using motorized wheelchairs or electric carts will be secured in accordance with Federal and State regulations for transport. If it is necessary to place a Veteran who is dependent on a motorized wheelchair into a manual wheelchair due to space or accessibility, the motorized cart or wheelchair will be loaded separately and secured during transport.

9. NUMBER OF PATIENTS

A. The Contractor will plan manifests based on patient needs and locations. The number of patients transported at one time is dependent upon vehicle capacities and the vehicles ability to accommodate wheelchairs or other mobility devices.

10. RATES

A. The VA is requesting a firm-fixed price for a one-way “trip”. Rates of a one-way trip are to include vehicle, fuel, mileage and the services of a qualified driver. If the VA beneficiary is picked up from their home and brought to the VA that is considered one trip. If the VA beneficiary needs to be picked up from the VA and brought back to their home that is considered one trip. Total of 2 trips for that patient.

11. REQUEST FOR SERVICES

A. Requests for services will be made by telephone, e-mail, or fax by the COR and/or designated VASTCHCS personnel. Family members may also call and request transport. When ordering services, the VA shall provide the Contractor with the following type of information:

1) Required date and time of arrival;

2) Name of beneficiary;

3) Pick-up and delivery point;

4) Any other special instructions (i.e. wheelchair patient, extra attendant required)

B. Generally, services provided under this agreement shall be scheduled in advance with the Contractor for specialized 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. With few exceptions, and based on extenuating circumstances, the transports will be on time.

C. Contractor must notify the Contracting Officer’s Representative (COR)/Beneficiary Travel Section at VASTCHCS at least 15 minutes after notification of the need when Contractor believes he/she may be unable to meet the number of scheduled trips required.

D. In the case of inclement weather, either party will notify the other if services are no longer needed.

12. FEDERAL HOLIDAYS

Federal Holidays: The 10 holidays observed by the Federal Government are:

The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

13. SAFETY REQUIREMENTS

A. 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 will 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.

14. REQUIRED REPORTS AND DOCUMENTS

Upon request, 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. Include contractor’s project manager with telephone, e-mail and fax number; include telephone, e-mail 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.

END OF STATEMENT OF WORK

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