RFP 36C25726R0014.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

549-26-4-230-0117

36C25726R0014 04-09-2026

Anitra Carter 254-281-1752 05-21-2026

10:00AM CDT

36C257

Department Of Veterans Affairs

Network Contracting Office 17

5441 Babcock Road

Ste. 302

San Antonio TX 78240

X 100

X

485991

$19 Million

NET 30

N/A

X

Department of Veterans Affairs

North Texas Veterans Health Care System

(See PWS for Multiple Locations)

4500 S Lancaster Rd.

Dallas TX 75216

Same as block 9.

Invoices must be submitted via the

VetRide Vendor Portal or Other VA

Approved Software.

See CONTINUATION Page

Wheelchair Transportation Services IAW PWS.

The Contractor will provide 24/7 Wheelchair Services including all holidays.

All documentation for offer submission are due by the referenced date and time in Block 8.

Please submit all questions no later than Thursday, April 23, 2026, by 1:00PM CT.

No questions will be answered by telephone call.

Offerors are required to sign and return SF1449 solicitation document and its subsequent amendments.

A 30-day phase-in period will start after the protest period ends.

*Attached are the applicable Service Contract Act Wage Dets

$0.00

See CONTINUATION Page

X X

X 1

Astrid McKinney

Contracting Officer

VHASTXCarteA Highlight

VHASTXCarteA Highlight

36C25726R0014

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.212-4 TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025)

C.3 52.215-2 AUDIT AND RECORDS-NEGOTIATION (NOV 2025)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (NOV 2025)

(DEVIATION)

C.9 52.219-28 POSTAWARD SMALL BUSINESS PROGRAM REREPRESENTATION

(NOV 2025) (DEVIATION)

C.10 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY

2014)

C.11 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.12 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.13 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..54

C.16 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

1998)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025)

E.4 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (OCT 2025)

E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025)

E.6 52.215-1 INSTRUCTIONS TO OFFERORS-COMPETITIVE ACQUISITION (NOV

2025)

E.7 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.8 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.9 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.10 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE

RESOLUTION (OCT 2018)

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: TBD.

b. GOVERNMENT: Contracting Officer 36C257 Department Of Veterans Affairs Network Contracting Office 17 5441 Babcock Road Ste. 302 San Antonio TX 78240

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] Per Trip

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: none

AMENDMENT NO DATE

B.2 PRICE SCHEDULE

SINGLE AWARD IDIQ: Wheelchair Transportation Services IDC Minimum: $5,000.00 IDC Maximum: $100,000,000.00 54-month IDIQ Ordering Period: August 03, 2026, through February 02, 2031.

Quantities are estimated.

*The government will only pay for miles when a veteran is being transported.

The VAAR 852.216-75, Economic Price Adjustment—Fuel Surcharge, is being considered for this solicitation and will be included via a solicitation amendment if approved.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

46,795.00 TRP __________________ __________________

Non-Emergent Wheelchair Transport (up to 300–pound weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 1 POP Begin: 08-03-2026 POP End: 02-02-2027

1,000.00 TRP __________________ __________________

Non-Emergent Wheelchair Transport (Over 300–pound weight capacity) (base rate to include first 25 miles).

A one-way trip is equivalent to one unit of issue.

Ordering Period: 1

30,000.00 MI __________________ __________________

Wheelchair Van Trip Mileage Outside the 25-mile Base Rate

Ordering Period: 1

25.00 EA __________________ __________________

Waiting Time (more than 30 minutes shall be paid in

15-minute increments) Ordering Period: 1

93,585.00 TRP __________________ __________________

weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 2 POP Begin: 02-03-2027 POP End: 02-02-2028

2,000.00 TRP __________________ __________________

weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 2

POP Begin: 02-03-2027

60,000.00 MI __________________ __________________

Wheelchair Van Trip Mileage Outside the 25 miles Base Rate

Ordering Period: 2

50.00 EA __________________ __________________

15-minute increments) Ordering Period: 2 weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 3 POP Begin: 02-03-2028 POP End: 02-02-2029 weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 3

Wheelchair Van Trip Mileage Outside the 25-mile Base Rate

Ordering Period: 3

15-minute increments) Ordering Period: 3 weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 4 POP Begin: 02-03-2029 POP End: 02-02-2030 weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 4

Ordering Period: 4

15-minute increments) Ordering Period: 4 weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 5 POP Begin: 02-03-2030 POP End: 02-02-2031 weight capacity) (base rate to include first 25 miles). A one-way trip is equivalent to one unit of issue.

Ordering Period: 5

Ordering Period: 5

15-minute increments) Ordering Period: 5

GRAND TOTAL

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

1001-

SHIP TO: Department Of Veterans Affairs North Texas Veterans Health Care System 4500 S Lancaster Rd., Multiple Counties (See PWS) Dallas, TX 75216

USA

ALL 8/3/2026-

2/2/2031

B.4 PERFORMANCE WORK STATEMENT (PWS)

1. Purpose: The North Texas Veterans Health Care System (hereafter NTVHCS), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergent wheelchair transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for non-emergent wheelchair transportation services. The contractor shall make these non-emergent wheelchair transportation services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

2. Background: The North Texas Veterans Health Care System main campus is located at

4500 S Lancaster Rd. Dallas, TX 75216, serving over 235,000 veterans across the North Texas and southern Oklahoma area and its Community-Based Outpatient Clinics. The hospital has 547 inpatient beds and sees approximately 12,140 inpatient admissions and 1,649,089 outpatient visits a year. Veterans served within this facility live in the following counties.

County County County County County

Anderson Archer Baylor Camp Cass

Cherokee Collin Cooke Cottle Dallas

Delta Denton Ellis Erath Fannin

Foard Franklin Grayson Gregg Hardeman

Henderson Hill Hood Hopkins Hunt

Jack Johnson Kaufman Lamar Marion

Montague Morris Palo Pinto Parker Rains

Red River Rockwall Rusk Smith Somervell

Stephens Tarrant Titus Upshur Van Zandt

Wichita Wise Young Bryan (OK) Carter (OK)

Choctaw (OK) McCurtain

(OK)

Pittsburg (OK) Pontotoc (OK)

3. Acronyms:

AOD – Administrative Officers of the Day CO – Contracting Officer COR – Contracting Officer’s Representative DOL – Department of Labor IAW – In Accordance With OO – Ordering Officer PWS – Performance Work Statement QASP – Quality Assurance Surveillance Plan QCP – Quality Control Plan TB – Tuberculosis TJC – The Joint Commission VTS – Veteran Transportation Service

4. Scope/Requirements:

4.1. Types of Non-Emergent Wheelchair Transportation Service:

4.1.1. The contractor shall provide Non-Emergent Wheelchair Transportation Service on an as-needed basis and IAW all federal, state, and local regulations.

4.1.2. Occasionally, a veteran will need to be transported with VA staff and equipment;

the contractor shall return VA Staff and equipment to the original place of pick-up.

4.2. Transport of Miscellaneous Items with the Patient:

The Contractor may also be required to transport patient luggage (one at a time, no more than 20 pounds), medical records, medication, and comfort items from pickup points to the destination at no additional cost to the Government. Luggage to be transported will be limited to suitcases and valises. When patients are transported to the North Texas Veterans Health Care System, the destination is deemed to be the ER, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff. All patient records transported with the patient are confidential in accordance with HIPAA.

4.3. Contractor Personnel: Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract.

4.3.1. Non-Emergent Wheelchair Transport Drivers & Other Personnel

4.3.1.1. Non-emergent wheelchair van transport drivers shall at all times meet the qualifications specified in this contract as well as all applicable federal, state, and local government laws, regulations, and standards.

4.3.1.2. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing (i.e., Driver & Transportation-for-Hire), and any other qualifications to the Contracting Officer’s Representative (COR) for review.

4.3.1.3. All wheelchair transport drivers shall have a valid driver’s license IAW state requirements for their place of operation and the services they perform.

If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver’s license to the COR.

4.3.1.4. Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same investigative requirements as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Checks (SAC). Fingerprinting for contract personnel will be conducted at (NTVHCS). Thereafter, the contracted employees will be subject annually to the same investigative requirements as those for regular VA appointees and employees, with a 90-day window to complete such requirements as provided by (NTVHCS). The Workforce Management and Consulting, Human Resource Operation Office, Personnel Security Contracting Team (WMC HROO PerSec Contracting Team) is responsible for adjudicating all background investigations for contract employees.

4.3.2. Tuberculosis Exposure Control Policy

4.3.2.1. The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include TB decontamination, within 5 business days upon award of contract by the Government.

4.3.2.2. The contractor shall have its personnel tested for TB IAW state guidelines and provide written confirmation to the COR that all personnel

(current employees and any new hires) performing services under this contract are current in their TB test at the start of each Ordering Period.

4.4. Contractor Equipment, Vehicles, and Inspection:

4.4.1. Wheelchair vans shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing (i.e., Driver & Transportation-for-Hire), registration, and safety standards.

4.4.2. Wheelchair vans shall be safe and comfortable transportation of Veterans. It's essential that ample headroom must be available for Veterans transported in standard wheelchairs. Any type or style offering complete Veteran safety within the vehicle will be acceptable. Those considered lacking in this essential requirement will not be used for Veteran transport under this contract. Any replacement will be at the Contractor's expense.

4.4.3. The VA reserves the right to inspect the contractor’s equipment and vehicles or require documentation of compliance with state laws, rules, regulations, and guidelines governing non-emergent medical transport vehicles. VA inspections of contractor equipment do not constitute a warranty or guarantee that the contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the contractor’s use of equipment and vehicles in the performance of this contract that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance IAW the contract nor necessitate additional cost to the VA.

4.4.4. Each vehicle must be equipped with a general-use first aid kit.

4.4.5. Vehicles shall be clean and maintained in good repair IAW the manufacturer’s instructions.

4.4.6. The contractor shall not be permitted to borrow medical equipment from the

North Texas Veterans Health Care System or its CBOCs/Outpatient Centers:

Dallas VA/Decatur VA/Denton VA /Fort Worth VA OPC/Garland VAMC/Granbury VA/Grand Prairie VA/ Greenville VA/U.S. Congressman Sam Johnson Memorial VA (Plano VA)/Polk VA /Sam Rayburn Memorial Veterans Center (Bonham VA)/Sherman VA/Tyler Centennial VA facilities. Contractor shall at no time and under any circumstances exchange supplies, equipment, and/or medications with VA. The prices quoted in the Schedule shall be inclusive of consumables used in transport.

4.4.7. Contractor shall always have a wheelchair available for the transport of Veterans from the pickup point to the delivery point. When the Veteran is delivered to a destination other than the Department of Veterans Affairs and the return trip is ordered for the same day, the Veteran will transfer from the contractor's wheelchair to a facility-owned wheelchair. Veterans with scooters must only be transported in a regular passenger seat or in a wheelchair that can be safely strapped and locked down, and which provides for a seat belt for the passenger.

Veterans requiring transport in a motorized scooter will transfer to a seat in the vehicle, with the scooter being transported with the Veteran as personal belongings at no additional cost to the VA.

4.4.8. The contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.

4.4.8.1. The contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist.

The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients.

4.4.8.2. Each driver shall possess a driver’s license that is valid for the class of vehicle driven. Evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

• Be at least 18 years of age and have not less than one year of experience as a licensed driver; and o For the past three years:

▪ Have not had a driver’s license canceled or suspended.

▪ Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance.

▪ Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven

▪ Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance.

4.4.8.3. Responsibilities for Veteran safety will include the availability and appropriate use of Veteran restraining devices in each transport vehicle. The

Contractor staff will adequately restrain the Veteran through every phase and during each movement to prevent injury to the Veteran. The need for additional staff to manage the Veteran in transport will be established before initiating the transport.

4.4.8.4. The driver will (within safety and reason) observe the Veteran during transport. Any indication of significant change in condition (i.e. sudden onset of rapid or labored respirations, complaints of chest pains) will be immediately communicated to the Medical Center Admitting office. Depending on the condition of the Veteran, the Veteran will be returned to the Admitting Office, transported to the nearest emergency room or advanced life support called.

4.4.8.5. Wheelchair van drivers shall be capable of administering oxygen and shall have completed the standard and advanced first aid course of the American Red Cross or equivalent. They must be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic. It is the vendor's responsibility to provide a copy of the first aid certificates for all employees to the Contracting Officer Representative (COR) upon request.

4.5. Transportation Request:

4.5.1 VetRide or VA-approved Transportation Software Utilization:

The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved

Transportation Software with every patient transported under this contract.

The Department of Veterans Affairs will provide the software and access to the VetRide

Vendor Portal or VA-Approved Transportation Software to the vendor/contractor under this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved

Transportation Software fully as instructed:

a) Receive and respond to electronic trip requests.

b) Receive, use, and ensure the use of the Vendor pass by the driver.

c) Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-

Approved Transportation Software system.

d) All invoices must be submitted within 30 calendar days of date of service IAW 38

CFR 70 to be considered timely submission.

i. The contractor’s invoice must be on the HCFA 1500 to include:

ii. Contract Number

iii. Date of Service (to include Box 24 A-J)

iv. Authorization number(s)

v. Pick-up and drop-off location of the patient

vi. Base Rate

vii. Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported

viii. Date of Birth and Sex

ix. Diagnosis Codes or Nature of Illness or Injury

x. Documentation of circumstances when billing for waiting time

xi. Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

xii. VA authorizing official’s name

xiii. Healthcare Procedure Coding System/National Level II (HCPCS)

e) Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges that are being suspended.

4.5.1.1. A transportation request is defined as one incidence of a request for one-way service non-emergent wheelchair van transport. No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have dedicated staff available to monitor this portal 24/7. The North Texas Veterans Health Care System Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff.

4.5.1.1.1. In the event VetRide or other VA-Approved Transportation

Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests. The North Texas Veterans Health Care System Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

4.5.1.1.2. “Reconcile” refers to the collaborative process undertaken by VA staff and the contracted vendor to ensure the consistency and completeness of transportation records. This process involves comparing and updating the records to account for any transportation requests that were not initially captured in VetRide or the VA-approved transportation software due to system unavailability. Reconciliation ensures that all transportation requests are accurately recorded and reflected in the system.

4.5.1.2. Only the following VA staff are authorized to place, cancel, or make changes to transportation requests:

• Contracting Officer (CO)

• Ordering Officers (OO)

• Administrative Officer of the Day (AOD)

• Beneficiary Travel Office Staff

• Contracting Officer’s Representative (COR)

The Contracting Officer will furnish the Contractor with the names of individuals who are authorized, according to the list above, by a separate memorandum upon issuance of the contract. The Contracting Officer will update this memorandum throughout the life of the contract as personnel change.

Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract.

The Contractor shall accept orders against this contract only from individuals listed on the memorandum issued by the Contracting Officer. Fulfilling orders from persons other than the individuals listed may result in loss or delay in payment for supplies/services provided under such orders.

Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests.

4.5.1.2.1. All patient pick-up(s) and drop-off(s) shall be authorized via

“orders” which shall only be issued by the Contracting Officer or designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information:

▪ Mode of transportation required,

▪ Required time of arrival

▪ Name of the beneficiary,

▪ Pick-up and delivery point,

▪ Type and number of additional medical care specialists required,

▪ Type of equipment required,

▪ Last four of the patient's Social Security Number, and

▪ Any other special instructions.

4.5.1.3. For ALL Transports – an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response.

4.5.1.4. The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient’s best interest. The contractor shall allow the escort to accompany the patient at no additional cost.

4.5.1.5. The Contractor shall be responsible for providing all vehicles and manpower necessary to meet all wheelchair van transport requirements of this contract. The Contractor will be authorized to utilize another company, as a subcontractor (certified to be within all requirements of this contract), to complete these transportation requests. All bills for this subcontractor service will be paid directly to the Contractor at the contract rate, and the Contractor shall reimburse the subcontractor at their agreed to rate. In the event the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA Travel Section and provide a justification for non-performance. The VA reserves the right to re-procure services, which cannot be performed by the Contractor, IAW the terms, conditions, and schedule of this contract. The Contractor shall indemnify the VA for excess re-procurement costs, which may result from the Contractor's inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract covering inspection, acceptance, and deductions from payment.

The VA will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and IAW terms and conditions may also provide cause for termination of the contract for "cause" (see RFO clause 52.212-4(m)).

4.5.1.6. The patient may bring up to three (3) liters of oxygen. The

Contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

4.5.1.7. Response Times*

4.5.1.7.1. Orders that are scheduled by 7 pm local time the day before the required services are defined as scheduled in advance. With the exceptions found below, the contractor shall arrive on time for all orders scheduled in advance.

4.5.1.7.2. For all add-ons (not scheduled in advance) transportation requests, with pick-up at North Texas Veterans Health Care System. The contractor will be allotted up to a thirty (30) minute response time from time of order placement of the transportation requests.

4.5.1.7.3. For transportation requests which do not have a pick-up at North

Texas Veterans Health Care System:

a. The contractor may be required, if requested by the VA, to dispatch wheelchair van(s) on short notice for transportation requests not scheduled in advance; for these transportation requests, the contractor shall dispatch wheelchair van(s) within thirty (30) minutes of receiving the order.

b. Pick-up appointment times shall be agreed upon by the VA and contractor at time of order placement and be reasonable based upon travel distance, speed limits, and weather conditions.

c. Vendor Responsibility for Pick-Up and Drop-Off Times: The vendor is responsible for managing and recording pick-up and drop-off times to ensure timely transportation for Veterans.

1. Management and Entry of Pick-Up Times:

All pick-up times must be managed by the vendor and accurately recorded in the VetRide system.

2. Veteran’s Scheduled Appointment Time:

The Veteran's scheduled appointment time is annotated in the VetRide system to ensure proper coordination.

3. Scheduled Pick-Up Time:

Pick-up times should be scheduled to ensure the Veteran arrives on time for their appointment.

4. Drop-Off Times:

Drop-off times must occur within a reasonable period after the Veteran's appointment. Veterans should not have to wait more than 1 hour after their appointment to be transported home.

* The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur.

4.5.2. Cancellations

4.5.2.1. For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government.

4.5.2.1.1 . A “no show” is defined as a transportation request that is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for non-emergent wheelchair transport, and the one-way mileage accrued enroute to the pick-up location at the time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from the time of cancellation.

4.5.2.2. For transportation requests OUT of North Texas Veterans Health Care System ONLY – The contractor will immediately dispatch a vehicle upon receipt of the order. When the contractor is notified of a cancellation before arrival at the North Texas Veterans Health Care System campus, there shall be no charge to the Government.

4.6. Pick-Up/Drop-Off/Reporting Procedures:

4.6.1. The Veteran will be transported to and from the assigned appointment location, such as the Medical Center nursing stations, wards, clinics, private home, or community nursing home. If clinical determination requires an attendant, this individual may be a family member, caregiver, friend, or authorized medical care provider (such as a CNA or RN). The contract vendor is not permitted to serve as the attendant. When necessary, the driver and/or authorized attendant will assist with stairs and other barriers, both inside and outside the home, including from the door to the vehicle. Upon arrival at the destination, the Contractor's driver or authorized attendant must notify an authorized caregiver or medical staff of the patient’s arrival.

4.6.2. All Veterans will be checked in and out with the appropriate administrative staff.

Veterans must be checked in by their appointment time and picked up in a timely fashion after their scheduled appointment.

4.7. Patient Welfare:

4.7.1. The contractor shall be responsible for the patient’s welfare during transport. The contractor shall be held responsible for patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor’s expense.

4.7.2. The VA requires the contractor to exercise extreme caution and care in the handling of patients.

4.7.3. If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify the Contracting Officer’s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured during transport. In the event that the beneficiary refuses to be properly secured, they shall be returned back into the building which they came from.

4.8. Incident Reporting:

4.8.1. The contractor shall notify the COR, the Contracting Officer, Requestor, Program

Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the COR, Program Manager, or Beneficiary Travel Department, by the close of business of the next working day.

4.8.2. The COR will monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions in a timely manner.

The contractor shall promptly inform the COR of any complaints received directly from patients. If warranted, the VA may conduct incident investigations and require written response from the contractor within 48 hours of request.

4.9. Invoicing:

4.9.1. Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes upon VA notification/approval. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.

4.9.2. When invoicing for mileage, the contractor shall round to the nearest mile.

Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the nearest mile. Payment for mileage to or from the point of care shall be limited to the VA’s calculation according to the VA’s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel.

4.9.3. Long Distance Mileage — Payment for mileage outside the contract miles covered in the base rate, 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). *Base Rate- Base Rate is defined as the rate paid for one-way transportation and handling of a patient, from the designated pick-up point to a designated drop-off point. This rate will be paid for all VA-Initiated one-way trips ordered under this contract action up to 25 miles.

4.9.4. Upon award of the contract, the vendor will receive training and begin implementation of VetRide. Invoices must be submitted via VetRide Vendor Third Party Portal or other VA-approved software. These invoices shall not include patient information, but shall include the following:

▪ Contractor Name

▪ Contract Number

▪ Current Purchase Order Number

▪ Date of service

▪ Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of Non- Emergent Wheelchair Base Rate, total mileage incurred in excess of the base rate, etc.)

▪ An itemized list of charges or services rendered that align with the line items of this contract (i.e., Non-Emergent Wheelchair Base Rate, Mileage incurred outside the base rate, etc.)

Payment by VA under this contract to a provider of non-emergent wheelchair transportation services authorized under this contract extinguishes any and all liability on the part of the VA BENEFICIARY for that transportation service. UNDER NO

CIRCUMSTANCES ARE VA BENEFICIARIES, THIRD PARTY INSURANCES,

MEDICARE, OR MEDICAID TO BE BILLED FOR THE SERVICES PERFORMED

UNDER THIS CONTRACT.

5. Period & Place of Performance:

5.1. This contract’s ordering period shall be effective from Date of Award through August 03, 2026 through February 02, 2031.

5.2. The Place of Performance is variable and may occur within the states of Texas, Oklahoma; non-emergent wheelchair transportation services may be required to or from locations including, but not limited to the following:

5.2.1. North Texas Veterans Health Care System VA Medical Center to include specific

Atrium Clinics, Emergency Department, pavilions, or out-buildings on the North Texas Veterans Health Care System campus. The North Texas Veterans Health Care System Outpatient Clinic addresses are: Fort Worth VA, 2201 SE Loop 820, Fort Worth, Texas 76119; Garland VA, 2300 Marie Curie Blvd, Garland, Texas 75042; Sam Rayburn Memorial Veterans Center (Bonham VA), 1201 E 9th St, Bonham, Texas 75418.

5.2.2. North Texas Veterans Health Care System Community-Based Outpatient Clinics (CBOCs):

Facility Name Facility Address

Dallas VAMC 4500 S Lancaster Rd. Dallas, TX 75216

Dallas VA Clinic 4900 S Lancaster Rd. Dallas, TX 75216

Decatur VA CBOC 1713 S FM 51, Decatur, TX 76234

Denton VA CBOC 2223 Colorado Blvd, Denton, TX 76205

Fort Worth VA OPC 2201 SE Loop 820, Ft. Worth, TX 76119

Fort Worth New York VA 101 New York Ave, Fort Worth, TX 76104

Garland VAMC 2300 Marie Curie Blvd, Garland, TX 75042

Granbury VA CBOC 1210 Paluxy Medical Circle, Granbury, TX 76048

Grand Prairie VA CBOC 2737 Sherman St, Grand Prairie, TX 75051

Greenville VA CBOC 8325 Jack Finney Blvd, Greenville, TX 75402

U.S. Congressman Sam Johnson Memorial VA (Plano VA)

3804 W 15th, ST Plano, TX 75075

Polk VA CBOC 7243 S Polk St, Dallas, TX 75224

Sam Rayburn Veterans Memorial Center (Bonham VA) OPC

1201 E 9th ST, Bonham, TX 75418

Sherman VA CBOC 1715 Texoma Parkway, Sherman, TX 75090

Tyler Centennial VA CBOC 428 Centennial Parkway, Tyler, TX 75763

Community Care appointments in the surrounding Counties

Anderson, Archer, Baylor, Camp, Carter, Cass, Cherokee, Collin, Cooke, Cottle, Dallas, Delta, Denton, Ellis, Erath, Fannin, Foard, Franklin City, Grayson, Gregg, Hardeman, Henderson, Hill, Hood, Hopkins, Hunt, Jack, Johnson, Kaufman, Lamar, Marion, Montague, Morris, Palo Pinto, Parker Rains, Red River, Rockwall, Rusk, Smith, Somervell, Stephens, Tarrant, Titus, Upshur, Van Zandt, Wichita, Wise, Young, Bryan (OK) Choctaw (OK) McCurtain (OK), Pittsburg (OK), Pontotoc (OK)

5.2.3. Other VA Locations within Veterans Integrated Service Network (VISN) 17 including, but not limited to:

Medical Center Name: Address:

Thomas E. Creek Dept of VAMC (Amarillo)

6010 Amarillo Blvd W., Amarillo, TX 79106

VA West Texas Health Care System (Big Springs)

300 Veterans Memorial Drive, Temple, TX 76504

VA South Texas Health Care System (San Antonio)

7400 Merton Minter Blvd, San Antonio, TX 78229

VA Central Texas Health Care System (Temple)

1901 Veterans Memorial Dr., Temple, TX 76504

El Paso VA Health Care System (El Paso)

5001 North Piedras Street, El Paso, TX 79930

VA North Texas Health Care System (Dallas)

4500 South Lancaster Road, Dallas, TX 75216

5.2.4. Other Non-VA Medical facilities and Community Care facilities as authorized by the VA.

5.2.5. Veteran’s residence.

5.2.6. Local airports including: Dallas Fort Worth International Airport, 2400 Aviation

Drive, Fort Worth, TX 75261; Dallas Love Field, 8008 Herb Kelleher Way, Dallas, Texas 75235.

6. Quality Control Plan:

6.1. Quality Control:

6.1.1. The contractor shall maintain a Quality Control Plan (QCP) that contains, at a minimum, the following:

6.1.1.1. A description of the company’s organizational structure including a description of the roles and responsibilities of management and supervisors.

6.1.1.2. A description of the methods to be used by the contractor for identifying and preventing deficiencies or problems in the quality of service.

6.1.1.3. A description of the specific steps the contractor will take for corrective action if needed if a deficiency or problem in the quality of service occurs.

6.1.1.4. A description of the company’s records and tracking system used to identify up-to-date background checks, applicable certifications and tests, and training of each employee performing services under this contract.

6.1.1.5. A description of the method (s) used to provide on-time non-emergent wheelchair transportation services to meet the requirements of this contract (24/7 availability).

6.1.1.6. A description of the methods used to identify and prevent radio communication breakdowns and a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

6.1.1.7. CONTINGENCY PLAN: (In case VetRide Vendor Portal is down) A description of the method/system used to log all service requests. The contractor shall confirm that the log indicates the date and time of service call, actual time of pick-up versus the scheduled time, name of patient requiring services, designated pick-up and delivery points, mileage, and actual waiting time at pick-up and delivery points if waiting charges are claimed. The contractor shall confirm that the log will be sent to the COR monthly.

6.1.2. The Government will evaluate the contractor’s performance under this contract to ensure that the contractor’s QCP is adequate, and that quality is achieved through a Quality Assurance Surveillance Plan (QASP).

6.1.3. The Government shall prepare a QASP after contract award derived from the

PWS and contractor’s submitted QCP. The QASP is a “living document” and the Government may review and revise it at any time. However, the Government shall coordinate changes to the QASP with the contractor.

6.1.4. The QASP will specify the work requiring surveillance and the Government’s method of surveillance.

6.2. Minimum Performance Standards:

6.2.1. The contractor shall maintain performance standards IAW the standards outlined in the table below. Failure to meet the Acceptable Quality Levels (AQL) may result in termination of the contract.

6.2.2. The QASP will include the standards below as well as others derived from the successful offeror’s QCP.

Acceptable Quality Levels (AQL).

Task PWS Reference

Standard Acceptable Quality Level

Method of Surveillance

Provide on-time non-emergent wheelchair van services

Section 4.5.1.7

Scheduled patient pick-ups shall not deviate more than 15 minutes past the scheduled pick-up time for scheduled orders

97% Customer Feedback

Incident Reporting

Section 4.8 The contractor shall notify the Program Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the Program Manager, Benefits Management, by the close of business of the next working day.

97% Customer Feedback

Invoice Reports

Section 4.9 Provide a monthly invoice including secondary documentation IAW Section 4.10 of the PWS

95% 100% inspection of monthly invoices/reports

7. COVID-19 Or Other Similar Infectious Diseases:

7.1. Contractor shall not refuse transports of COVID-19 positive or other similarly infected patients.

7.2. Contractor shall abide by all additional procedures and precautions that may be implemented by the VA based on VA-issued guidance and/or CDC recommendations.

These procedures are subject to change throughout the life of the contract and will be incorporated via attachment (See APPENDIX B VTS Patient Transport PPE and Vehicle Cleaning/Disinfection SOP).

7.3. Contractor shall have written policy of steps they will take to prevent the spread of COVID-19 or other similarly infectious diseases by their employees and/or vehicles.

This policy shall, at a minimum, include procedures of screening drivers before each shift, deliberate decontamination of their vehicles and all other preventative precautions taken by Contractor employees.

7.4. Contractor shall furnish all required PPE throughout the life of the contract.

8. Conformity To Regulations:

8.1 The contractor and his/her operators shall conform to all Federal, State, and local regulations governing the performance of contracted services.

8.2 VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this no smoking policy may be subject to a $50.00 federal citation for disregarding posted safety rules and regulations. Furthermore, the contractor may be directed to stop work. The contractor is to notify all of his/her employees and/or sub-contractors of this strict enforcement policy.

9. Wage Rates:

9.1. Wage Determination(s) as listed in Section D in this solicitation are applicable to any resulting contract.

9.2. The contractor certifies by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

9.3 The Department of Labor has held that contractors must pay their employees the Service Contract Labor Standards wage while they are driving both to and from destinations for the VA. The Wage Determination is attached in Section D.

10. Evidence of Coverage:

10.1 Before commencing work under the contract, the contractor shall furnish the Contracting Officer with a certification from his/her insurance company indicating that the coverage outlined in this contract has been obtained and that it may not be changed or canceled during the term of the contract.

11. Workers’ Compensation:

11.1 The Act of June 25, 1936, 42 Stat. 1938 (40 USC 290) authorized the constituted authority of the several states to apply their workmen’s compensation laws to all lands and premises owned or held by the United States. The contractor agrees to procure and maintain, while the contract is in effect, Workers’ Compensation and Employer's

Public Liability insurance. The policy shall provide coverage for Public Liability Limits of not less than the statutory limitations for any one accident and at least meet the statutory limitations if more than one person is involved. Upon award of the contract, the contractor shall furnish to the Contracting Officer a certificate from its insurance company indicating that this coverage has been obtained and that such coverage may not be changed or canceled unless 30 days' advance written notice is provided to the Contracting Officer.

12. Contractor Personnel Security Requirements:

12.1 All contractor employees who require access to the Department of Veterans Affair's computer systems or who come into contact with veteran/beneficiaries shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement before contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed before 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.

Position Sensitivity - The position sensitivity for this contract has been designated as LOW

RISK.

Background Investigation - The level of background investigation commensurate with the required level of access for this contract is National Agency Check with Written Inquiries.

Contractor Responsibilities:

• The contractor shall pre-screen all personnel requiring VA access to ensure they maintain a U.S. citizenship and are able to read, write, speak, and understand the English language.

• The contractor shall submit or have their employees submit the following required forms requested by Department of Veterans…