RFP-36C24725R0001.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24725R0001

Thomas Nicholls 8435775011 09-30-2024

08:00 EDT

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

X 100

X

485991

$19 Million

NET30

N/A

X

See Delivery Schedule

Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

GROUND WHEELCHAIR TRANSPORTATION SERVICES

ATLANTA VA MEDICAL CENTER

THIS SOLICITATION IS SET ASIDE FOR SMALL BUSINESS

PERIOD OF PERFORMANCE: 01/01/2025 - 12/31/2029

or 06/30/2030 if extended IAW FAR 52.217-8.

Please reference 52.216-19 ORDER LIMITATIONS For minimum and maximum order limits.

See CONTINUATION Page

X X

Thomas Nicholls Contract Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT (PWS)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

(End of Clause)

C.7 52.219-14 LIMITATIONS ON SUBCONTRACTING (OCT 2022)

C.8 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.11 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.12 VAAR 852.228-71 INDEMNIFICATION AND INSURANCE (MAR 2018)

C.13 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.14 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

C.16 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION 2015-4471 REV 27

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.11 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.12 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247

Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in Arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PERFORMANCE WORK STATEMENT (PWS)

Ground Wheelchair Transportation Services Joseph Maxwell Cleland

Atlanta VA Medical Center Decatur, GA

1. General Description:

This is a non-personnel non-emergent service contract to provide ground wheelchair transportation services for the Joseph Maxwell Cleland Atlanta (VAMC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 SCOPE SUMMARY.

The Contractor shall furnish the necessary personnel (drivers) and equipment (vehicles, materials, and supplies) to provide ground wheelchair transport service for the beneficiaries of the Joseph Maxwell Cleland Atlanta Veterans Affairs Medical Center (JMCAVAMC) residing in metropolitan and rural counties in the State of Georgia and in rare instances across state lines to surrounding bordering states i.e., Alabama, Tennessee, North Carolina, South Carolina, and Florida.

1.2 Ground Wheelchair Transport Services defined to include, but not limited to, the transport of manual wheelchairs, electric wheelchairs, power chairs, power scooters, hover rounds scooters, or other forms of mobility chairs that requires lifting capabilities to access the transport vehicle;

to include beneficiaries who are able to ambulate but depends on the use of a walker, a granny walker, or a folding wheelchair as primary means of transport.

1.3 Areas of Operation: The vendor shall be required to furnish ground wheelchair transportation services vehicles as requested regardless of distance. The Contractor shall furnish the necessary personnel (drivers) and equipment (vehicles, materials, and supplies) to provide ground wheelchair transport service for the beneficiaries of the Joseph Maxwell Cleland Atlanta Veterans Affairs Medical Center (JMCAVAMC) residing in metropolitan and rural counties in the State of Georgia and in rare instances across state lines to surrounding bordering states i.e., Alabama, Tennessee, North Carolina, South Carolina, and Florida.

Department of Veterans Affairs.

Joseph Maxwell Cleland – Atlanta VA Medical Center 1670 Clairmont Road Decatur, GA 30033

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

• Pricing Period One (1): 01 JAN 2025 to 31 DEC 2025

• Pricing Period Two (2): 01 JAN 2026 to 31 DEC 2026

• Pricing Period Three (3): 01 JAN 2027 to 31 DEC 2027

• Pricing Period Four (4): 01 JAN 2028 to 31 DEC 2028

• Pricing Period Five (5): 01 JAN 2029 to 31 DEC 2029

1.5 GENERAL REQUIREMENTS.

The services of this contract will be utilized for trips starting at a Veteran’s location (residence, nursing home, and other medical facilities) with the trip terminating at the Joseph Maxwell Cleland Atlanta VA Medical Center or one of the community-based outpatient clinics (CBOC) or vice versa.

1.5.1 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 will have an ongoing quality assurance and /or quality improvement program designed to measure, assess, and improve performance to enhance patient care and all patient care services objectively and systematically. The quality assurance surveillance plan is how the JMCAVAMC assures that all work complies with the requirements of the contract.

1.5.2 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).

1.5.3 Federally Recognized Holidays. The contractor is not anticipated but 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 Labor Day Martin Luther King

Day Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Juneteenth Christmas Day Independence Day

1.5.4 Hours of Operation. The contractor shall be available to provide service 24-hours per day, 7 days a week, 365 days per year. Most services under this contract are anticipated to be performed Monday through Friday from 7:00 AM-EST to 4:30 PM-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 always 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.

1.5.5 Type of Contract and Task Orders. The government intends to award a single-award five (5) year indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. Ordering periods 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.

1.5.6 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 perform services in support of this VA medical facility in the state of Georgia.

1.5.6.1 PHYSICAL Security: Not Applicable.

1.5.8 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 Officers 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.

1.5.9 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 notifies 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 regarding 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.

1.5.10 Personnel Roster. Within one (1) week of the start of the period of performance, the contractor shall provide a list of all personnel that will perform services under this contract to the Contracting Officer (CO) that the CO shall forwarded to the requiring activity for review/action as appropriate. Thereafter, any changes to the personnel roster of the contractor shall be submitted to the CO within 24 hours of any change in staff. All personnel roster submissions shall include the following information:

• Full Name

• Position and Title

• Assigned Responsibilities

• Qualifications and Professional Certifications

• Other information as requested by the COR and/or Contracting Officer

1.5.11 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.

1.4.13 Contractor Travel: Not Applicable

1.4.14 Other Direct Costs: Not Applicable

1.4.15 Data Rights: Not Applicable

1.4.16 Organizational Conflict of Interest: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1 DEFITIONS

• ADMINISTRATIVE CONTRACTING OFFICER OF THE DAY(AOD). An individual designated by the Contracting Officer for each Medical facility, which is authorized to commit and obligate the government through the file of the contract, with the consent from the Contracting Officer.

• ADMINISTRATIVE OFFICER OF THE DAY(A0D). VA official that works in the admissions area during evenings and nights and monitors hospital activities during other than normal working hours. This person acts as hospital administrator during off-hours.

• BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

• BUSINESS HOURS/DAYS. Business hours/days are defined as the time of 7:00AM to 4:30 PM, Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Juneteenth, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday.

• COLOR CODED MILEAGE BANDS. Defined as range of color specific to the mileage range and cost of transport for each mileage range. Black 0-30 miles, Brown 31-60 miles, Blue 61-120 miles, Yellow 121-180 miles

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

• 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.

• CONTRACTING OFFICER. A person with authority to enter, 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.

• CONTRACTING OFFICER'S REPRESENTATIVE (COR). 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 COR designation letter.

• 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.

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

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

• 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.

• JOINT COMMISSION ON ACCREDITATION OF HEALTHCARE ORGANIZATIONS

(JCAHO) A national organization dedicated to improving the care, safety, and treatment of patients in a health care facility and environment.

• 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.

• MILEAGE RATE. Mileage rate for service is the rate paid for each mile traveled beyond the specified mileage threshold for each applicable medical facility. This rate applies to one-way transportation only. In no event shall the contractor receive this rate for miles traveled within the specified Mileage Threshold.

• Mileage Threshold – The mileage threshold is defined as a 30-mile radius from the beneficiary point of origin to the beneficiary point of destination using the latest version of BING Maps.

• For one-way trips within a 30-mile radius, the contractor shall use the Color Banded rate included in the Price Schedule. In no event shall the Contractor receive payment for empty miles, unloaded transport, or any mileage inside the mileage threshold.

• Point of Origin – defined as inclusive of beneficiary pick-up location, beneficiary start-up point whether at the beneficiary home address, the VA hospital, VA funded facilities, dialysis units or VA CBOC (community based outpatient centers), or transport from a civilian facility where Atlanta VAMC beneficiary may be residing.

• Point of Destination – defined as beneficiary drop-off location inclusive but not limited to beneficiary home address, the VA hospital, VA funded facilities, dialysis units, VA community-based outpatient centers (CBOC) or transport to or from civilian facility where the beneficiary may resides.

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

• PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

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

• QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

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

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

• QUALITY CONTROL. Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract.

• 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.

• 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.

• 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 3:30p.m. the prior business day) of required services and a specific pick-up time.

• 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.

• 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).

• 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.

• 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.

• BENEFICIARY TRAVEL (BT) DEPARTMENT. This department is within Patient Business Service (PBS) and coordinates Veteran transportation. This department is responsible for placing orders for service and certification of invoices under the terms and conditions of this contract.

• MOBILITY MANAGER(MM)). The manager/supervisor of the VA section under PBS that is responsible for coordinating Veteran transportation.

• WAITING. Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the contractor to wait at designated pick-up and/or delivery points in performing contract services.

• WAITING GRACE PERIOD. The waiting grace period is defined as thirty (30) minutes prior to the time waiting charges commence. The base rate for all transportation services shall include a thirty (30) minute waiting grace period at origin and destination.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative CBOC Community Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COR Contracting Officer's Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 NHCU Nursing Home Care Unit OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PBS Patient Business Services PCOR Primary Contracting Officers Representative PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit VAAR Veteran’s Affairs Acquisition Regulation VAPS VA Police System VISTA Veteran’s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veteran’s Affairs Ambulatory Care Clinic VAMC Veteran’s Affairs Medical Center VHA Veteran’s Health Administration VHA PM Veteran’s Health Administration Procurement Manual

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 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.

4.2. 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 all medications (including Naloxone) required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices proposed in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be inclusive of consumables used in transport.

5. REQUIREMENTS:

5.1 RESPONSE TIMES. The contractor shall be on time for all scheduled and unscheduled patient transports. All Veteran patient beneficiaries shall be transported within 15 minutes of the scheduled transport time. The contractor shall transport and deliver 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 Ambulatory Care 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 contractor to leave without the beneficiary:

5.1.1. All drivers will report to the assigned appointment locations specified by the authorized government representative(s) designated in writing by the COR and/or CO and sign the log for that trip.

5.1.2 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.

5.2 PATIENT TRANSPORT REQUESTS. A patient transportation request (or travel consult) 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 in writing with encrypted email by the 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 written request utilizing an encrypted email format and type authorized by the government. Specific requirements are summarized as follows:

• Toll-Free Number: The Contractor shall provide a toll-free number for accepting calls from the Veterans Affairs (VA). It is estimated that 90% of all requests for services will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, or in person.

• Electronic Transmissions: The Contractor shall propose an electronic media, (e.g., facsimile, e-mail), available always during the contractor period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

• Encrypted Email | Patient Transport Correspondence. The contractor shall utilize encrypted email in the software format and type required by the government for all patient related correspondence required to perform services under this contract (i.e. travel requests, travel consults, etc.).

Encrypted e-mail technology provides VA a secure method of exchanging information with community providers. This requirement for encrypted email is critical to ensuring compliance with Health Insurance Portability and Accountability Act (HIPAA) and the Privacy Act of 1974.

5.2.1 Scheduled Patient Transport Requests. The requests will be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices and contractors request for service log submitted. When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the VA Medical facility will provide the contractor with the following type of information:

• Mode of transportation required.

• Required date and time of arrival.

• Name of beneficiary.

• Pick-up and delivery point.

• Type and number of additional medical care specialists required.

• Type of equipment required.

• Patient’s Date of Birth; and

• Any other special instructions.

5.2.2. VA will FAX or email a transportation request to the Contractor for next day transportation requirements by 3:30 pm daily. The VA transportation office will maintain a log for all trips on the request. Confirmation of receipt of the transportation request will be made by 4:00 pm each day. Orders, requests, or changes will only be made by the travel Clerk, AOD, or authorized party specified by the Chief, Health Administrative Service. Changes will be made by telephone, fax or email and will be confirmed immediately upon receipt. A list of authorized ordering personnel will be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of Joseph Maxwell Cleland Atlanta VAMC.

The Contractor will be notified of such changes as they occur.

5.2.3 Allocation of Trips assigned. In the situation where more than one contractor is awarded a contract to provide wheelchair transportation service, Trips will be assigned to each company in the most advantageous way to the benefit of the government. Current trips count will be distributed at a 50/50 split to allow even distribution across vendors and enable more dedication to the mission. This will be assessed and will be distributed appropriately.

5.2.4 Cancellations | Patient Transport Requests. The contractor shall NOT charge or invoice the Government for scheduled trips cancelled sixty (60) minutes prior to transport time. For trips scheduled for the same day, there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

5.2.4.1 Wait Time | Patient Transport Requests. Wait time is defined as the amount of time spent waiting for scheduled transport. In no instance shall a beneficiary wait longer than thirty (30) minutes after scheduled transport time or receipt of a patient transport request for an unscheduled transport. When the contractor is required by the government to wait longer than 30 minutes, the contractor shall receive authorization to invoice in wait time increments of 15-minute only with written authorization of the government representative(s) specified by the contracting officer in accordance with the following terms and conditions:

5.2.4.2 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 at the rate specified in the SCHEDULE OF SERVICES – PRICE SCHEDULE. If the transport is other than at the designated area, the contractor shall call 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 phone call 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.

5.2.4.3 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.

5.2.4.4 For unscheduled trips, wait time charges shall commence thirty (30) minutes from the time the contractor arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence thirty (30) minutes from the scheduled pick-up time or from the time the contractor arrives at the designated pick-up point, whichever is later.

5.2.4.5 If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required thirty (30) minute 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.

5.2.5 Same Day | Patient Transport Requests. During the day, it may become necessary to add beneficiaries to the request for patient transport list. When this occurs, the VA will either email encrypted, fax and/or call the contractor to request patient transport. The authorized government representative(s) designated in writing by the COR and/or CO will maintain a log for all same day trips (including weekend and holidays) which will include the beneficiaries name, location/destination, time of the request for patient transport, appointment time and requested transport time. The contractor will immediately confirm the request and confirm the time the beneficiary is to be transported.

5.2.6 Emergency Patient Transport Requests. Transportation services may be procured without referral to the contractor should the VA determine that immediate transportation is essential to prevent the loss of life or serious bodily harm. In these extremely rare cases, the contractor shall not invoice for services that they did not perform as specified in accordance with Federal Law.

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

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

5.2.7.2 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 conducting business in the performance of the contract.

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

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

5.2.7.5 The contractor shall maintain a back-up fax machine capability in the event of natural or man-made disaster or event which prevents the transmission of patient transport requests via encrypted email.

5.2.7.6 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.

5.2.8. Patient Handoff. Upon delivery of a patient to the VA emergency room or patient ward contractor shall log in the patient on a log sheet at the front desk. Contractor shall follow the same procedure contained herein when removing a patient from any VA unit for transport to other destinations. Contractor shall provide the following information on the log sheet.

• Patient Name

• Last four of patient’s SSN

• Time of delivery or pickup

• Point of origin or destination

• Name of Contractor personnel picking up or delivering patient.

5.3 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:

5.3.1 Invoicing Procedures. The contractor shall submit invoices on a bi-weekly basis in accordance with the terms and conditions established in this contract The contractor shall only invoice for authorized work completed established in the SCHEDULE OF SERVICES – PRICE SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

• Contract Number

• Contract Task Order Number

• Purchase Order (PO) Number

• Actual quantity of authorized work completed by Contract Line Item (CLIN) o Number of Trips One-Way (if invoicing for trips) o Number of Miles (if invoicing for mileage) o Number of 30-minute increments for wait time (if authorized to invoice for wait time)

• Actual Dates(s), Time(s) and Locations of Patient Transports o Pick-Up Date o Pick-Up Time o Pick-Up Location o Drop-Off Date o Drop-Off Time o Drop-Off Location

• Patient Last Name

• Other information requested by the COR or authorized government representative(s) designated in writing by the COR and/or CO.

5.3.2 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:

5.3.2.1 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.

5.3.2.2 TRIP RATE (One-Way). The Black Band (ONE-WAY) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE is for authorized one-way patient transports with a point-to-point travel distance radius of 30 miles or less from the designated VA Ambulatory Care Center. For patient transports with a point-to-point (one-way) travel distance radius which exceeds 30 miles from the applicable “Color Coded Mileage Band” Rate designated VA Ambulatory Care Center. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips.

5.3.2.3.1 Payment for mileage travel beyond the radius defined for JMCAVAMC

– DECATUR, GA shall be limited to the distance, according to BING.COM/MAP, over which the beneficiary is transported. Access for BING.COM/MAP DIRECTIONS is located at: https://www.bing.com/maps Reimbursement for mileage outside the contract Mileage Thresholds of coverage, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement but would be expected to be incorporated into the mileage rate as part of the administrative costs (or costs of doing business).

5.3.2.4 Wait Time Rate (15-Minute Increments). The WAIT TIME RATE (15-MINUTE INCREMENTS) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE and PERFORMANCE REQUIREMENTS SUMMARY (PRS) shall only be authorized for patient transports which exceed the “wait time grace period” specified in this PWS. The contractor shall ensure that all invoices submitted for WAIT TIME shall be in 15-minutes increments only after the 30-minute wait time grace period upon approval by the COR or authorized government representative designed in writing by the COR and/or CO in writing as specified in this PWS and in accordance with the terms and conditions established in the contract.

5.3.2.5 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.

https://www.bing.com/maps

5.3.2.6 Cancellations Before Arrival at Destination. Should the VA decide that a previously scheduled trip may be cancelled, 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 cancelled while the contractor is already in route to the designated pick-up, the contractor shall be entitled to receive 50% of the base rate for the trip. This charge shall not include any mileage charge.

5.3.2.7 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, or patient absence, or patient refusal, then the contractor shall receive 100% of base rate for a one-way trip, and applicable mileage if outside contract Mileage Threshold areas of coverage.

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

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

5.3.2.10 No Toll Charges. Although there are currently no toll charges in the state of Georgia, it is agreed and understood that the prices proposed 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.

5.3.3 Mandatory Reports | Itemized Report. An itemized report with trip summary shall be submitted by the first workday of each week for the trips approved for the prior week. Summary shall have beneficiary’s name, date of birth and total charge for each trip. A week is considered from Monday thru Sunday. When the end of the month falls on a day other than Sunday, a report shall be submitted for the period of Monday thru the last day of the month. The next report shall be for the first day of the new month thru Sunday.

5.3.4 Mandatory Reports | Ad Hoc Reports and Data Calls. The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the COR or CO.

5.4 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:

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

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

5.4.3 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.

5.4.4 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.

5.4.5 Shall be equipped with hubcaps or wheel covers.

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

5.4.7 Have 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.

5.4.8 Have unobstructed vision on all sides.

5.4.9 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 always fully operational during contract performance.

5.4.10 Have windows and doors that can be opened and closed in accordance with manufacturer standards.

5.4.11 Not have leaks of any kind.

5.4.12 Be equipped with a functioning horn.

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

5.4.14 Have fully charged, certified and non-expired fire extinguisher. Vehicle shall contain four

(4) emergency flares and warning lights, and one (1) five (5) pound ABC rated fire extinguisher with fire extinguisher tag showing record of inspections.

5.4.15 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. Vehicle shall have two (2) blankets. Vehicle shall have on board supplies to provide infection control precaution procedures.

5.4.16 Steps shall be treated with non-skid material.

5.4.17 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.

5.4.18 Loading platform shall be integral to the vehicle and made of at least thirteen (13) gauge steel. Platforms shall have raised edges, be 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 patient.

5.4.19 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.

5.4.20 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…