P02-Sources Sought-Charleston WC-36C24726Q0684.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Charleston Wheelchair 5 Year IDIQ Sources Sought

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 29403-5799

SOLICITATION NUMBER* 36C24726Q0684

RESPONSE DATE/TIME/ZONE 07-15-2026 0800AM EASTERN TIME, NEW

YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* V212

NAICS CODE* 485991

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

POINT OF CONTACT*

Thomas Nicholls Thomas.Nicholls@va.gov

PLACE OF PERFORMANCE

ADDRESS Ralph H. Johnson VAMC

109 Bee Street

Charleston, SC 29401

DESCRIPTION

This is not a solicitation announcement. This is a sources sought synopsis for market research purposes ONLY. The purpose of this synopsis is to gain knowledge of potential qualified vendors that can provide the Wheelchair Transportation Service relative to NAICS 485991 (Special Needs Transportation sources) (size standard of $19.0 Million).

Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this source sought synopsis, a solicitation announcement may be published in SAM.gov. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this source sought announcement. The Department of Veterans Affairs, Network 07 Contract Office, is seeking sources to provide:

Wheelchair Transportation Service for the Charleston VA Medical Center

If you are interested and can provide the required supplies, please provide the requested information as indicated below.

All RFI’s must provide the following information in this format:

1. Company Name:

Address:

Phone Number:

2. Point of Contact:

Email:

Phone Number:

3. Company Unique Entity ID (Found at SAM.GOV)

4. Company Business Size (Large, SDVOSB, Small etc.)

All RFI’s must provide the answers to the following questions:

(1) Is your company considered small under the NAICS code identified under this RFI?

(2) Please provide general pricing for your /solutions for market research purposes.

(3) Please submit your capabilities regarding the Performance Work Statement to establish capabilities for planning purposes.

**Please use price schedule included in this Sources Sought to provide estimated pricing**

Responses to this notice shall be submitted via email to: Thomas.Nicholls@va.gov

Telephone responses will not be accepted. Responses must be received no later than 07/15/2026 at 08:00 AM EST. If a solicitation is issued, it shall be announced later, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

PERFORMANCE WORK STATEMENT (PWS)

Wheelchair Service for Ralph H. Johnson VA Healthcare System

(Non-Personal Services)

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide wheelchair transportation service for VA Medical Centers. The government shall not exercise any supervision or control over the contract service providers performing the services herein.

2. SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide wheelchair transportation service for VA Medical Centers as established in this Performance Work Statement (PWS). The contractor shall adhere to all applicable Federal, State, and Local laws, rules, regulations, and procedures as required to perform services under this contract.

The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations as requested by the authorized government representative(s) designated in writing by the COR and/or CO.

3. PERIOD OF PERFORMANCE. The performance period is summarized as follows:

Base Period: 11/1/2026 to 10/31/2027 Option Year 1: 11/1/2027 to 10/31/2028 Option Year 2: 11/1/2028 to 10/31/2029 Option Year 3: 11/1/2029 to 10/31/2030 Option Year 4: 11/1/2030 to 10/31/2031

4. GENERAL REQUIREMENTS.

4.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract.

The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, COR, or individual(s) designated by the COR and/or CO in writing. The contractor’s quality control program shall include the following:

4.1.1 An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections.

4.1.2 The methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable.

4.1.3 The on-site records of all inspections conducted by the contractor and corrective actions taken.

4.1.4 The on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract.

4.1.5 The methods of identifying and preventing vehicle breakdowns, including a detailed procedure for alternative transportation of patients in the event of mechanical breakdown of any vehicle.

4.1.6 The on-site records identifying the character, security and background checks, current driving records, physical capabilities, certifications, and ongoing training of each employee performing services under this contract. This will include training in the safe and proper transport of beneficiaries and the necessary healthcare training, i.e., Health Insurance Portability and Accountability Act (HIPAA), Privacy Training for each employee performing services under this contract.

4.1.7 The methods of identifying and preventing communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of communications.

4.1.8 The on-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects cause interruption of performance of the contract.

4.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

4.3 Federally Recognized Holidays. The contractor may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth

Columbus Day Veteran’s Day Thanksgiving Day Christmas Day Independence Day Labor Day

* Any other day declared a national holiday by Presidential declaration

4.4 Hours of Operation. The contractor shall be available to provide wheelchair service 24-hours per day, 7 days a week, 365 days per year. The majority of services under this contract are anticipated to be performed Monday through Saturday from 0500-EST to 2100-EST but limited service may be required at any time (to include weekends and holidays). Limited services may be required at any time, to include weekends and Federal holidays, which shall be performed at the rates established in the SCHEDULE OF SERVICES – PRICE SCHEDULE. The contractor shall provide services in accordance with the terms and conditions of this contract. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

4.5 Place of Performance. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations and transportation across state lines as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS.

4.6 Type of Contract and Task Orders. The government intends to award a single-award indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. The base and option periods (if any) specified in the SCHEDULE OF SERVICES - PRICE SCHEDULE shall be exercised at the discretion of the government through the issuance of a task order for the entire period of performance. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

4.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local, and the Department of Veterans Affairs to provide this service described in this PWS in support of VA facilities.

4.8 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

4.9 Contractor Personnel Security Requirements | Background Investigations: The position sensitivity for this service has been designated as LOW RISK. The level of background investigation commensurate with the required level of access for this contract is National Agency Check with Written Inquiries. All contractor employees who require access to the Department of Veterans Affairs' computer systems or who come into contact with veterans/beneficiaries shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance.

This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

4.10 Special Qualifications. The contractor shall provide qualified personnel as required by contract specifications to accomplish all services under this contract. The cognizant VA medical facility reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services they are required to perform, and who violates Federal, State, or local 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 schedule contained herein. The contractor shall ensure that all personnel providing services under this contract have qualifications consistent with state and federal requirements.

4.11 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officer's Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

4.12 Contracting Officer’s Representative (COR). The COR, if designated, will be identified by a separate letter issued by the cognizant government Contracting Officer. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the Contracting Officer and contractor of any deficiencies; coordinate availability of government-furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

4.13 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract. The contract manager or alternate shall be available 7 days a week, 24 hours per day, 365 days per year.

4.14 Personnel Roster. The Contracting Officer will furnish the Contractor with the names of the authorized government representative by a separate memorandum upon issuance of the contract and will update this list throughout the contract's duration as changes occur. Profiles with appropriate levels of ordering access will be granted in the VA Software, allowing them to receive transportation requests directly without checking a list, as long as the requests come through the software. However, in the event of a system outage, the list will be necessary to manage transportation requests. Authorized Government Representatives are responsible for issuing and administering orders under this contract but have no authority to modify any term of the basic contract. Any deviation from the terms must be approved in writing by the Contracting Officer. The Contractor shall accept orders only from the Contracting Officer, Authorized Government Representatives, or delegated personnel. Fulfilling orders from unauthorized personnel may result in loss or delay in payment for services provided. Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests.

4.15 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

5. AREAS OF OPERATION (AOR). The contractor shall provide services in the following areas:

a) The operational area for the purposes of this contract shall be considered to be within the borders of US States that the Ralph H. Johnson VA Healthcare system services. This Catchment Area is defined in 6.1.c

6. DEFINITIONS AND ACRONYMS

6.1 Definitions

a) BASE RATE: The base rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips requested under this contract with employees receiving at a minimum the Department of Labor Service Contract Act (SCA) wage rates for the county, as specified by the contracting officer for this requirement, during all phases of the trip made on behalf of the Government. Service Contract Act (SCA) wage rate determinations will be updated each option year, when/if new revisions are issued.

The base rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” as shown below.

b) BENEFICIARY: Veterans and other members determined to be eligible for benefits by the VA.

c) CATCHMENT AREA: The area under which transportation begins and ends to be considered under the auspices of this contract. This area is within the borders of Georgia, North Carolina, and South Carolina.

d) COMMUNITY LIVING CENTER (CLC): The Community Living Centers (CLCs) are inpatient units for VAMC nursing homes.

e) CONTRACT TASK ORDERS: Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part

16.506 as specified herein.

f) CONTRACTOR: A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

g) CONTRACTING OFFICER: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

h) CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S.

Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

i) CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR): A government official or officials that work under the authority of the government Contracting Officer responsible for placing patient transport requests for authorized work within the scope and in accordance with the terms and conditions of this contract as specified in the COTR designation letter.

j) DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

k) DELIVERABLE: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

l) DRY RUN: A dry run is defined as a request for service by authorized Medical Center personnel, whereby the contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs. The contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the contractor.

m) KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

n) NOT TO EXCEED (NTE): The price and/or quantity that the contract or purchase order shall not exceed.

o) PATIENT BUSINESS SERVICES: An administrative department which processes patients’ medical records, appointments, etc.

p) PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

q) QUALITY ASSURANCE: The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

r) QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

s) QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

t) QUALITY ASSURANCE SURVEILLENCE PLAN (QASP): An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

u) QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

v) SAME DAY TRIP(S): A trip or trips requested the same day as specified herein for patient transport on an as need basis with little notice. The price for a same day trip shall be that same as a price for a prescheduled trip as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE.

w) SCHEDULED TRIPS(S): The term “Scheduled Trip” as used on this contract refers to those trips in which the contractor has been given advanced notice (advanced notice is defined as a notice given by 4:30p.m. the prior business day) of required services and a specific pick-up time.

x) SUBCONTRACTOR(S): A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

y) THE JOINT COMMISSION (TJC): A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

z) UNIVERSAL PRECAUTIONS: The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

aa) UNSCHEDULED TRIP(S): The term “Unscheduled Trip” as used in this contract refers to those trips required on an as needed basis and advanced notice is not given.

bb) VEHICLE(S): The term “vehicle(s)” as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

6.2 Acronyms

a) ACOR: Alternate Contracting Officer's Representative

b) CBOC: Community Based Outpatient Clinic

c) CFR: Code of Federal Regulations

d) CLC: Community Living Centers

e) CO: Contracting Officer

f) CONUS: Continental United States (excludes Alaska and Hawaii)

g) COR: Contracting Officer’s Representative

h) COTR: Contracting Officer's Technical Representative

i) COTS: Commercial-Off-the-Shelf

j) FAR: Federal Acquisition Regulation

k) HIPAA: Health Insurance Portability and Accountability Act of 1996

l) NHCU: Nursing Home Care Unit

m) NTE: Not to Exceed

n) OCI: Organizational Conflict of Interest

o) OCONUS: Outside Continental United States (includes Alaska and Hawaii)

p) ODC: Other Direct Costs

q) PBS: Patient Business Services

r) PCOR: Primary Contracting Officers Representative

s) PIPO: Phase In/Phase Out

t) POC: Point of Contact

u) PRS: Performance Requirements Summary

v) PWS: Performance Work Statement

w) QA: Quality Assurance

x) QAP: Quality Assurance Plan

y) QASP: Quality Assurance Surveillance Plan

z) QC: Quality Control

aa) QCP: Quality Control Program

bb) TE: Technical Exhibit

cc) VAAR: Veteran’s Administration Acquisition Regulation

dd) VAPS: VA Police System

ee) VISTA: Veteran’s Health Information Systems and Technology Architecture

ff) VSC: VHA Service Center

gg) VAACC: Veteran’s Administration Ambulatory Care Clinic

hh) VAMC: Veteran’s Administration Medical Center

ii) VHA: Veteran’s Health Administration

jj) VHA PM: Veteran’s Health Administration Procurement Manual

7. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

7.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

7.2 Materials, Supplies and Equipment: The contractor shall furnish all material, supplies, and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow medical equipment from the medical facilities. The contractor shall provide any equipment and supplies required for use while in transport. The contractor shall at no time and under any circumstances exchange supplies and/or equipment with VA. The prices quoted in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be inclusive of consumables used in transport.

8. REQUIREMENTS

8.1 RESPONSE TIMES: The contractor shall be on time for all scheduled and unscheduled patient transports. All Veteran patient beneficiaries shall be transported in accordance with the scheduled transport time. The contractor shall transport and deliver the beneficiary to the specific pick-up/drop-off transit point designated by the authorized government representative(s) to include but not limited to any VA Medical Center location (i.e., clinic or ward area), VAMC Nursing Homes, Community Living Centers (CLC), Community Based Outpatient Clinics (CBOCs), private residences, or other requested non-VA locations. Under no circumstances shall the contractor drop beneficiaries off in the hall or entrance of any facility. Adherence to schedules is of utmost importance. If the Veteran patient is not at the location, unable to be transported, or refuses to be transported, the contractor shall be reimbursed for a one-way trip only after VA has authorized the contractor to leave without the beneficiary:

8.2 All drivers will report to the assigned appointment locations specified in the government mandated software.

8.3 Performance Requirements Standards. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements Summary (PRS) section of this PWS.

8.4 Arrival, Pickup, and drop-off times entered into government mandated software must reflect actual arrival, pickup, and drop-off times.

9. PATIENT TRANSPORT REQUESTS: A patient transportation request is a government-issued request for the contractor to transport a patient in accordance with the terms and conditions established in this contract. All patient transports under this contract shall be executed by issuance of a patient transport request issued via VA Mandated Software by an authorized government representative(s) designated in writing by the COR and/or CO. Any patient transport request issued verbally by any authorized government representative should immediately be followed by a request entered through the government mandated software. Specific requirements are summarized as follows:

9.1 The contractor shall utilize encrypted email for all patient-related correspondence, outside the VA Mandated Software, required to perform services under this contract. Encrypted email technology provides VA a secure method of exchanging information with community providers. This requirement for encrypted email is critical to ensuring compliance with the Health Insurance Portability and Accountability Act (HIPAA) and the Privacy Act of 1974.

9.2 The contractor is NOT authorized to access any government Information Technology (IT) systems, networks, or equipment during the performance of this contract.

9.3 The contractor shall be responsible for furnishing and maintaining their own IT equipment (i.e., printers, laptops, etc.) as necessary to comply with the terms and conditions of this contract. The contractor shall have at all times during contract performance on the contractor’s premises the ability to receive, read, and transmit emails to and from the VA.

9.4. The contractor shall only receive requests for patient transports from the COR and/or authorized government representative(s) designated in writing by the Contracting Officer.

9.5 The contractor shall under no circumstances solicit from any patient (or beneficiary) of the VA. Any violation of this provision may result in contract termination for cause.

9.6 The contractor shall furnish vehicles sufficient to provide full and complete coverage for pick-up and delivery of all patients requiring transport in accordance with the terms and conditions of this contract. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area, which may include the personal residence of the patient as requested by the COR in accordance with the procedures specified within this PWS.

9.7 The waiting grace period shall be determined based on the specific agreements established for each site and shall be outlined in the Requirements Attachment. The base rate for all ambulance services shall include a waiting grace period at both the origin and destination, as specified in the Requirements Attachment. Waiting charges will commence after the expiration of the agreed-upon grace period.

9.8 For time lost in waiting after the first 30 minutes at either end, or both ends of the trip due to causes beyond control, the contractor shall be reimbursed, if applicable, at the rate specified in the SCHEDULE OF SERVICES – PRICE SCHEDULE. If the transport is other than at the designated area, the contractor shall notify the COR or authorized government representative(s) designated in writing by the COR and/or CO as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement.

This notification is only for the purpose of verifying his arrival time at the transport point and is not necessary if the contractor anticipates no delay for which he shall claim reimbursement.

9.9 In order to keep waiting time at an absolute minimum, the contractor shall immediately notify the authorized government representative(s) designated in writing by the COR and/or CO when all vehicles are in service. All wait time charges shall be supported by notification to the authorized government representative(s) designated in writing by the COR and/or CO that the driver (vehicle) is in a waiting status. At this point, information concerning the reason for the wait time shall be provided.

9.10 For unscheduled trips, wait time charges shall commence as specified in the Requirements Attachment and/or SCHEDULE OF SERVICES-PRICE SCHEDULE For scheduled trips, waiting charges shall commence based on the terms outlined in the Requirements Attachment, which may include the scheduled pick-up time or the actual arrival time at the designated pick-up point, as applicable.

9.11 If the designated pick-up and/or delivery points are located outside of VA Medical facilities and waiting beyond the specified grace period is anticipated, the contractor shall notify the COR or authorized government representative(s) designated in writing by the COR and/or CO during business hours and after hours. This notification is intended solely for the purpose of verifying the contractor’s time of arrival at pick-up and/or delivery points and is not required if the contractor does not anticipate a delay for which waiting charges will be claimed if applicable. The contractor’s failure to notify the COR or authorized government representative(s) designated in writing by the COR and/or CO when waiting beyond the specified grace period may result in non-payment for waiting time.

9.12 Communications Systems. The contractor shall maintain communication systems as required by Federal, State, Local, and Department of Veterans Affairs which shall include the following:

9.13 The contractor shall have the ability to correspond via encrypted email capability for all patient-related correspondence.

9.14 The contractor shall maintain sufficient telephone capacity to ensure immediate local/toll-free communication access between the VA Medical Center and the contractor’s facility for the purposes of conducting business in the performance of the contract.

9.15 The contractor shall have telephone coverage to accept calls from authorized government representatives seven (7) days a week, 24 hours a day.

9.16 The contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times.

9.17 The contractor shall maintain a backup communication capability in the event of natural or man-made disaster or event which prevents the transmission of patient transport requests via encrypted email.

9.18 The government point of contact for the daily communications with the contractor for coordinating patient transport during normal business hours and after hours is the COR or authorized government representative(s) designated in writing by the COR and/or CO.

9.19 The contractor shall be available to receive ride requests through the government mandated software until the close of business one (1) business day prior to the appointment. Any requests made after that point shall be considered same-day requests.

10. INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates, and mandatory reports which shall include the following:

10.1 Billing Rates: The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the SCHEDULE OF SERVICES – PRICE SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

10.2 All Inclusive Pricing | Fully Burdened: All patient transport rates established in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel, or road toll charges.

10.3 Base Rate (One-Way). The BASE RATE (ONE-WAY) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE is for authorized one-way patient transports with a point-to-point (one-way) travel distance. Payment will be based upon a base rate plus mileage. The Contractor shall arrange for the most direct route given weather and other factors. If a transportation plan must change due to conditions outside the control of the Contractor, a new transportation log shall be provided with an explanation of the change.

10.4 Mileage Rate (One-Way): The MILEAGE RATE (ONE-WAY) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall only be authorized for patient transports which exceed the BASE RATE (ONE-WAY) travel distance radius as specified in the Requirements Attachment and Schedule of Services-Price Schedule. The contractor shall ensure that all invoices submitted with a point-to-point (one-way) travel distance radius which exceeds the specified miles from the designated VA Medical Center include the MILEAGE RATE (ONE-WAY) plus BASE RATE (ONE-WAY) which shall be calculated based on the total travel distance (one-way) minus the specified base rate miles. The MILEAGE RATE (ONE-WAY) is not authorized for any patient transport that does not have a VA-approved passenger onboard. The contractor shall utilize the latest edition of an approved mapping service to calculate the travel distance for all point-to-point trips.

10.5 Cancellations | Patient Transport Requests: The contractor shall NOT charge or invoice the Government for scheduled trips canceled in accordance with the terms specified in the Requirements Attachment and Schedule of Services-Price Schedule. For trips scheduled for the same day, there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

10.5.1 Cancellations Before Arrival at Destination: Should the VA make a determination that a previously scheduled trip may be canceled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the contractor to cancel the order. For orders that are canceled while the contractor is already en route to the designated pick-up, the contractor shall be entitled to receive a load fee as specified in the Requirements Attachment and Schedule of Services-Price Schedule. This charge shall not include any mileage charge

10.5.2 Cancellations After Arrival at Destination: Should the contractor arrive at the destination before VA cancels the order, or if the contractor is unable to perform a scheduled pick-up for reasons beyond the contractor’s control, i.e., incorrect address, patient absence, or patient refusal, then the contractor shall be entitled to receive a load fee as specified in the Requirements Attachment and Schedule of Services-Price Schedule. This charge shall not include any mileage charge

10.6 Wait Time | Patient Transport Requests: Wait time is defined as the amount of time spent waiting for scheduled transport. The contractor shall adhere to the wait time terms and conditions specified in the Requirements Attachment and Schedule of Services-Price Schedule. When the contractor is required by the government to wait, the contractor shall receive authorization to invoice in wait time increments only with written authorization of the government representative(s) specified by the contracting officer in accordance with the following terms and conditions:

10.6.1 In order to keep waiting time at an absolute minimum, the contractor shall immediately notify the authorized government representative(s) designated in writing by the COR and/or CO when all vehicles are in service. All wait time charges shall be supported by notification to the authorized government representative(s) designated in writing by the COR and/or CO that the driver (vehicle) is in a waiting status.

At this point, information concerning the reason for the wait time shall be provided.

10.6.2 For unscheduled trips, wait time charges shall commence from the time the contractor actually arrives at the designated pick-up and/or delivery points as specified in the Requirements Attachment and Schedule of Services-Price Schedule. For scheduled trips, waiting charges shall commence from the scheduled pick-up time or from the time the contractor actually arrives at the designated pick-up point, whichever is later.

10.6.3 If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required grace period is anticipated, the contractor shall notify the COR or authorized government representative(s) designated in writing by the COR and/or CO during business hours and after hours. This phone call is only for the purpose of verifying the contractor’s time of arrival at pick-up and or delivery points and is not necessary if the contractor does not anticipate a delay for which waiting charges will be claimed. The contractor’s failure to notify the COR or authorized government representative(s) designated in writing by the COR and/or CO when waiting beyond the grace period, shall result in non-payment for waiting time.

10.7 Same Day | Patient Transport Requests: During the course of the day, it may become necessary to add beneficiaries to the request for patient transport list. When this occurs, the VA Mandated Software will be used request patient transport.

10.8 Communications Systems: The contractor shall maintain communication systems as required by Federal, State, Local, and Department of Veterans Affairs which shall include the following:

10.8.1 The contractor shall have the ability to correspond via encrypted email capability for all patient-related correspondence.

10.8.2 The contractor shall maintain sufficient telephone capacity to ensure immediate local/toll-free communication access between the VA Medical Center and the contractor’s facility for the purposes of conducting business in the performance of the contract.

10.8.3 The contractor shall have telephone coverage to accept calls from authorized government representatives seven (7) days a week, 24 hours a day.

10.8.4 The contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times.

10.8.5 The contractor shall maintain a backup communication capability in the event of a natural or man-made disaster or event which prevents the transmission of patient transport requests via encrypted email.

10.8.6 The government point of contact for the daily communications with the contractor for coordinating patient transport during normal business hours and after hours is the COR or authorized government representative(s) designated in writing by the COR and/or CO.

10.9 Round Trips | Not Authorized: The contractor is NOT authorized to submit any invoices that include round trip pricing. The contractor shall ensure that all round trips are invoiced as two (2) separate one-way trips as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE.

10.10 No Long-Distance Phone Charges Authorized: Requests for patient transports may be in writing or orally from an authorized representative of the VA, and may be completed by telephone, mail, encrypted e-mail, or in person (by giving a written or verbal request) in the event of a VA Mandated Software outage. If the contractor’s place of business is located beyond the local telephone call zone of the VA Medical Center, the contractor ensures that a toll-free number is available at all times for accepting the VA phone calls.

10.11 No Hotel Charges Authorized: Reimbursement for contractor employees that stay in a hotel will not be authorized.

10.12 No Toll Charges: The prices quoted in the SCHEDULE OF SERVICES – PRICE SCHEDULE do not include any ferry, bridge, tunnel, or road toll charges. Any such legitimate toll charges incurred shall be limited to Two Way only and shall be listed separately on the contractor’s invoice.

11. VEHICLE REQUIREMENTS. All vehicles used to provide services on this contract shall comply with all Federal, State, Local, and Department of Veterans Affairs requirements which shall meet the following minimum requirements:

11.1 Have functioning mechanisms that ensure that all access doors are capable of being opened from both inside and outside the vehicle and remain closed and secure during travel.

11.2 Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

11.3 Shall be equipped with operational air conditioning and heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 79 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning system has been repaired.

11.4 Have exterior free of grime, oil, or other substances and free from cracks, breaks, dents, and damaged paint that noticeably detract from the overall appearance of the vehicle.

11.5 Shall be equipped with hubcaps or wheel covers.

11.6 Have all body molding in place, or if removed, holes shall be filled and painted.

11.7 Have a passenger compartment that shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges, and vermin or insects.

11.8 Have unobstructed vision on all sides.

11.9 Shall be equipped with an operable two-way radio and/or cellular telephone communication system that provides for contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute. A two-way radio that shall be fully operational at all times during contract performance.

11.10 Have windows and doors that can be opened and closed in accordance with manufacturer’s standards.

11.11 Not have leaks of any kind.

11.12 Be equipped with a functioning horn.

11.13 Have operable seat belts on all seats for all occupants.

11.14 Have a fully charged, certified, and non-expired fire extinguisher. The vehicle shall contain four (4) emergency flares and warning lights, and one (1) five (5) pound ABC-rated fire extinguisher with a fire extinguisher tag showing a record of inspections.

11.15 The vehicle shall contain a First Aid Kit with band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers. The vehicle shall have two (2) blankets. The vehicle shall have onboard supplies to provide infection control precaution procedures.

11.16 Steps shall be treated with non-skid material.

11.17 Vehicles shall have clamp cleats, belts, and/or wheelchair tie-down straps and devices to firmly anchor wheelchairs to prevent movement in any direction and will secure both wheelchair and wheelchair beneficiaries.

11.18 The loading platform shall be integral to the vehicle and made of at least thirteen (13) gauge steel.

Platforms shall have raised edges, be counterbalanced, self-adjusting to curbs and sidewalks, and self-storing.

When not in use, the platform shall be securely stored so as not to block the vision of the driver or inconvenience the patient.

11.19 Have a backup for all lift capacity. The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty lift if the power to the lift fails.

11.20 A fixed seat position or a fixed secured floor or sidewall wheelchair lock must be approved for each ambulatory or wheelchair-restricted passenger being transported, according to the passenger’s needs. The driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

11.21 Vehicles shall be designated non-smoking.

11.22 Meet all safety and mechanical standards established by Local, State, and Federal statutes and regulations.

12. Global Positioning System (GPS): The GPS system shall be installed and operational in all vehicles at all times during contract performance. All vehicles shall be equipped with a GPS system which has the following capabilities:

Line Mapping – step-by-step directions

Summary - gives you a daily report on the driver’s activity for the day

Stop – indicates where, when, and for how long the vehicle stopped

Speeding – gives you the speed the vehicle is going from point to point

Mileage – gives you the daily travel mileage from point to point daily

Detailed – specific information on a vehicle

Ignition – indicates when the vehicle starts up

Landmark Stop – gives you point-by-point directions with major landmarks

Engine idle – tells you that the vehicle has stopped and is on/running

Maintenance – lets you know when it is time for an oil change/tune-up

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