PWS Ride Share VETI DRAFT.docx

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.

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.

This award will be a 5-year Indefinite Delivery, Indefinite Quantity (IDIQ) with Ordering Periods requested for this acquisition is five years (09/29/2026 to 09/28/2031). The 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)

b. See Section 7.1 for additional information

3. TRANSPORT

Contractor shall ensure that beneficiary pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge.

Contractor shall provide transportation services seven (7) days per week (including holidays and off business hours), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract, to include all holidays. The majority of trips will be between 4:00 a.m. and 9:00 p.m. Monday through Friday.

Contractor shall provide the Coatesville VA Medical Center with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. The Program POC (POC) shall notify the Contractor if the proposed method of communication is not acceptable.

Historically, Coatesville VA Medical Center average four trips per weekday during normal business hours. Needs will vary based on demand and the number of trips can exceed 10 per day. Additionally, averages four trips per week outside of normal business hours, including nights, weekends, and holidays. Most trips average 10 – 25 miles, with an average of two trips per week between 25 and 75 miles when transporting beneficiaries between Coatesville VA Medical Center main campus and the VACCs.

Contractor shall notify the Program POC, of any unusual events, including but not limited to accidents, safety problems, beneficiary complaints, and other such incidents that may occur during transport. The Program POC shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the Program POC, a written report of the incident(s) will be provided by close of business the next business day. This notification is merely for information purposes and does not replace normal Contractor communications needed to solve issues.

4. 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.

5. Rideshare Scheduling Services:

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

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

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

5.3 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. Contractor shall provide a quarterly report showing the lowest price proved to VA. Transports scheduled at least 48 hours prior to transport are considered Scheduled in Advance.

5.4 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.

5.5 The VA shall have the ability to request travel emergency transport upon request within 0-48 hours. Transports scheduled 0-48 hours prior to transport are considered Emergency Transports. Comparative analysis is not required on Emergency Transport 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.

6 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 Schedule. All monthly invoices from 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 Program Point of Contract (POC) prior to payment release. Invoices without the required information will be rejected.

If the POC refuses an invoice due to incorrect billing, subsequent changes, or corrections to the monthly invoice, the vendor will resubmit 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 and POC 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.

7. DELIVERY SCHEDULE

8. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

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.

8.1 METHODS OF SURVEILLANCE

Various methods exist to monitor performance. The Program Point of Contact (POC) 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 POC’s QA file.

2. Random Sample - The POC/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 POC’s/Designee QA file.

3. Validated Customer Complaint or Validated Below Average Acceptable Performance Levels (APLs) in a Specific Area - Each month, the POC 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 POC’s/Designee QA file.

8.2 FREQUENCY OF MEASUREMENT

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

8.3 ACCEPTABLE PERFORMANCE LEVELS (APLS)

Standard Surveillance Method Outcome

8.4 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 POC 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 POC 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.