Attachment A - VETI PWS.pdf

Ride Share/Veteran Employment Transportation Initiative (VETI) Coatesville VAMC, Coatesville, PA

1. SCOPE OF WORK

The purpose of this Performance Work Statement (PWS) is to provide transportation for Veterans to and from work and related vocational appointments for up to 4 consecutive weeks per episode of care as requested by the Coatesville VAMC (CVAMC) Compensated Work Therapy (CWT) program staff.

Transportation for the Veterans would be performed primarily in Chester, Montgomery, Delaware, and Lancaster Counties in Pennsylvania with the possibility of Delaware and New Jersey.

2. OBJECTIVE

CVAMC CWT program has the largest Transitional Work (TW) program in VHA serving Veterans through partnerships with private businesses in our local community. Statistics show that greater than 70% of Veterans referred to VHA/Vocation Rehabilitation (Voc. Rehab) programs have transportation barriers to employment and training/education and new program opportunities can only be developed along public transportation lines which are limited in our suburban counties and impacted further by COVID-19 protocols for social distancing and further reduced schedules due to increased telework opportunities amongst the general workforce.

CWT program staff have provided transportation to jobs/assignments/interviews and other vocational functions as they are able, but it is an inefficient use of staff and insufficient to meet demand. Rideshare provides a safe alternative increasing staff efficiency and providing safe transportation for our Veterans so that their essential vocational needs can still be met.

The period of performance requested for this acquisition is five years (September 29, 2021 to September 28, 2026). This need for this acquisition is determined to be routine and can be awarded within designated contracting timeframes

To meet the needs of this requirement, the following needs must be met:

a. Contractor must have a Business Agency Agreement (BAA) Click on link for additional information. Business Associate Agreements (va.gov)

b. See Section 7.1 for additional information

3. CONTRACT TYPE

5-year IDIQ, Firm-Fixed Price Contract

4. PERIOD OF PERFORMANCE

POP: 09/29/2021 – 09/28/2026

5. PLACE OF PERFORMANCE

The tasks under this PWS shall be performed primarily in Chester, Montgomery, Delaware, and Lancaster Counties in Pennsylvania with the possibility of Delaware and New Jersey.

6. TRAVEL

The Government does not anticipate travel under this effort. Travel must be pre-approved in writing by the Contracting Officer’s Representative (COR) and in accordance with Federal Travel Regulations. Each http://vaww.vhadataportal.med.va.gov/PolicyAdmin/BusinessAssociateAgreements.aspx

Contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice.

Local travel within a 30-mile radius from the contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time.

Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 30-mile radius of the Contractor’s facility are authorized for reimbursement on a case-by-case basis and must be pre-approved by the COR and must be planned and executed according to Federal Travel Regulations. General and Administrative expenses will not be reimbursed.

The Federal Travel Regulation (FTR) can be referenced at:

http://www.gsa.gov/portal/ext/public/site/FTR/file/FTRTOC.html/category/21865/hostUri/portal

7. TASK STATEMENT

Tasks performed shall be of a non-personal nature. VA organizations will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship.

Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions.

7.1 Rideshare Scheduling Services:

The contractor shall provide Rideshare scheduling services with rideshare companies such as Uber and Lyft.

7.1.1 The contractor shall establish (1) account for VA Medical Center, Coatesville, PA.

7.1.2 The Government will send a list to the contractor via encrypted e-mail to include the rider names (first name, last initial), phone number, pick-up locations, pick-up times, drop-off locations, and drop-off times.

7.1.3 The Contractor shall perform a comparative analysis of available standard transportation and rideshare companies and select the lowest-priced offer per ride, provided request has been submitted at least 48 hours prior to requested travel.

7.1.4 The Contractor shall schedule all rides in accordance with 7.1.3 and provide the confirmation of scheduled rides to the designated Vocational Rehabilitation Specialist (VRS) staff at least 24 hours prior to requested travel.

7.1.5 The Contractor shall have the ability to request travel immediately upon emergency request.

Comparative analysis is not required on a same day travel request.

It is expected that the Contractor shall maintain communication with VA accordingly so that any arising issues are transparent to both parties to prevent escalation of outstanding issues.

Deliverable:

- Rideshare Schedule

7.2 Invoicing Instructions:

Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice.

Payment for services will be at the rates specified in the Price/Cost Schedule. All monthly invoices from http://www.gsa.gov/portal/ext/public/site/FTR/file/FTRTOC.html/category/21865/hostUri/portal the contractor will be electronically submitted through the Tungsten Network within 15 days following the end of the month of services rendered.

Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

The information page for the Financial Service Center (FSC) of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791)

Invoices must be approved by the COR prior to payment release. Invoices without the required information will be rejected.

If the COR refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly invoice shall be resubmitted by the vendor with a corrected invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

● Name and Address of Contractor

● Invoice Date and Invoice Number

● Contract Number and Obligation Number

● Name of Veteran

● Total Price

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor Remittance Address: All payments by the Government to the Contractor will be made by Electronic Funds Transfer (EFT).

The contractor shall be responsible for scheduling rides and settling the accounts with the rideshare services. The Government will reimburse only for the actual costs incurred for ridesharing services and will not reimburse profit or General and Administrative (G&A) fees. Contractor shall submit screenshots/evidence demonstrating a comparative analysis was performed in accordance with task 7.1.3, and costs incurred will be reimbursed by the Government.

The Price Schedule for CLIN0003 is set as 1 Lot. The contractor shall keep a declining balance of CLIN0003. When the declining balance expends 85% of the total balance, the contractor shall notify the government as to the amount of the remaining funds.

8. DELIVERY SCHEDULE

Task Deliverable Quantity Delivery Date

7.1 Rideshare Schedule TBD At least 2 days prior to

requested travel

9. QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

9.1 METHODS OF SURVEILLANCE

Various methods exist to monitor performance. The COR or designee shall use any or several of the surveillance methods listed below in the administration of this QASP.

1. 100% Inspection (evaluates all outcomes) - Each month, the COR/Designee shall review all of the contractor’s performance/generated documentation and document results accordingly. This assessment shall be placed in the COR’s QA file.

2. Random Sample - The COR/Designee shall review a random sampling of the contractor’s performance/generated documentation and document your results accordingly. This assessment shall be placed in the COR’s/Designee QA file.

3. Validated Customer Complaint or Validated Below Average ALP in a Specific Area - Each month, the COR shall review the contractor’s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the ALP in a specific area and document your results accordingly. This assessment shall be placed in the COR’s/Designee QA file.

9.2 FREQUENCY OF MEASUREMENT

During task order performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed, and at a minimum shall be reviewed quarterly.

9.3 ACCEPTABLE PERFORMANCE LEVELS (APLS)

Requirement Performance Standard

Surveillance Method Outcome

PROJECT

MANAGEMENT,

MILESTONES, AND

SCHEDULE

a. Veterans are scheduled for appointments upon receipt of travel requests. Notifies customer of potential problems 100% of the time.

100% Inspection of deliverables

Notification occurs within two business days of potential issue when known in advance or within 24 hours of urgent problems, where less than two business days exist

b. Submits Deliverables in accordance with the deliverable schedule within (+/-) one business day with no more than two incidents of performance slippage

100% Inspection of deliverables

No more than two incidents of performance schedule slippage

WRITTEN

COMMUNICATION

Uses correct English grammar, punctuation, and spelling 95% of the time; communicates information in a succinct and organized manner, produces written information that is appropriate for the intended audience

Random Sampling Written communication is consistently error-free and clear and concise so that the message is easily understood by others

CUSTOMER

SUPPORT

Courteous and professional interactions to receive and fill purchase order deliverables and in providing order status.

Customer (VA) support satisfaction, having no more than 2 incidents of dissatisfaction.

Customer Feedback and Complaints based on interactions with the contractor

Customer problems are resolved within the same business day; no more than 2 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professionalism

9.4 DOCUMENTING PERFORMANCE

Acceptable Performance The Government shall document acceptable performance in accordance with the chart above. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.

When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor must take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.