RFP 36C26225R0080 Phoenix.docx

36C26225R0080

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

11-05-2025 Katharine Robert

(520) 792-1450, x12586 12-03-2025

10:00 AM

MST

36C262

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

X

485991 $19 Million

N/A

36C262 Department of Veterans Affairs Phoenix VA Healthcare System 650 E. Indian School Road

Phoenix AZ 85012 36C262

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

See CONTINUATION Page Non-Emergent Medical Transportation Services (NEMT) Phoenix VA Healthcare System (PVAHCS)

All inquiries due no later than 12:00 PM MT 11/14/2025 to Katharine Robert; email: katharine.robert@va.gov Vendor inquiries will be addressed through a consolidated Q&A amendment on Sam.gov after the inquiry period has closed.

All responses due no later than 10:00 AM MT 12/03/2025 to Katharine Robert; email: katharine.robert@va.gov

Site Visit to be conducted on 11/13/2025, see page 49 of the solicitation for more details, and RSVP information.

See CONTINUATION Page

Table of Contents

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 36C262 Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

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

3. INVOICES: Invoices shall be submitted 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:

B.2 PERFORMANCE WORK STATEMENT (PWS)

Title: Non-Emergent Wheelchair, Stretcher, and Ambulatory Transportation Services (PVAHCS)

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

2. Background: Services include pre-arranged, scheduled, unscheduled, and will call door-to-door service from beneficiary’s apartments and homes, and other areas designated by the Patient Travel Office (PTO) to get to and from scheduled medical appointments. It also includes discharges from PVAHCS inpatient wards, the Emergency Department, as well as transports to and from contracted nursing homes. The Government shall not exercise any supervision or control over the contract service providers performing these services. The services described in this PWS are currently performed under Contract No. 36C26225D0014. This information is provided for reference only.

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, Stretcher, and Ambulatory Transportation Service:

4.1.1 The contractor shall provide non-emergent wheelchair, stretcher, and ambulatory Transportation Service as-needed basis 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 – no more than 20 pounds), medical records, medication, and comfort items from pickup points to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types. When patients are transported to the PVAHCS, 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 HIPPA.

4.3 Transportation Coordinator: Contractor shall provide two on-site Transportation Coordinators for PVAHCS VA Travel Department. No Government Furnished Equipment (GFE) or Wi-Fi access will be provided to the Contracted Vendor Transport Coordinator. A working space for the employees will be provided on campus to handle daily operation tasks. The responsibilities of the Contracted Vendor Transportation Coordinators include:

· The single point of contact for the VA Travel Department staff.

· Available on site Monday through Friday, 8:00 am to 4:30 pm: one coordinator at the PVAHCS main facility and one at the Phoenix 32nd Street, VA Clinic.

· Provide real time data entry of approved transports.

· Assist the Travel Department team with questions and/or concerns involving Transportation Services.

· Provide Estimated Time of Arrival (ETA) for Veterans and Travel Department team.

· Assist with data collection for requested travel arrangements to ensure VA contract and billing terms are met by Contractor.

· Mitigate any discrepancies in information which may occur post transport.

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

4.4.1 Drivers/Attendants:

4.4.1.1 Services shall be provided by a qualified driver, licensed in accordance with applicable state, city, and local regulations. 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

· 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.

4.4.1.2 Drivers/attendants shall be trained in various methods for securing patients utilizing wheelchair lifts, restraint systems, and other assistive devices during transportation. An annual statement of competency shall be included in the drivers and attendants records documenting specialized training for assisting and securing patients being transported by stretcher or wheelchair has been completed.

4.4.1.3 Drivers/Attendants must have successfully completed an American Red Cross Standard First-Aid and Personal Safety Course or any other related courses in first aid and have current certifications.

4.4.1.4 Record of each employee’s qualification must be maintained at the Contractor’s establishment and made available for inspection upon request.

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

4.4.1.6 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 PVAHCS. 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 PVAHCS. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees.

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

4.4.1.8 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.

4.4.2 Tuberculosis Exposure Control Policy

4.4.2.1 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.

4.4.2.2 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.

4.5 Contractor Equipment, Vehicles, and Inspection:

4.5.1 All vehicles shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards.

4.5.2 It's essential that ample headroom be available for Veterans transported in standard wheelchairs. 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.

4.5.3 Each vehicle shall be of a model and make to ensure safe and comfortable transportation for the patient and shall be inspected and maintained daily to assure mechanical fitness for public safety. Each vehicle shall be equipped with safety items required by Federal, State and local authorities in the area in which they are operated. In addition, the vehicles shall have:

· Safety restraints for all seating, wheelchair, and stretcher positions.

· Permanently mounted cot locking devices in a number equal to the maximum capacity of the vehicle.

· Heater and air conditioner in good operating condition, capable of maintaining a comfortable temperature throughout the vehicle interior.

· One stretcher in good operating condition with adequate straps and anchor system to ensure safe transportation of patients (for stretcher transport vehicles only). All stretcher transports shall be equipped with a wheelchair (Used only if needed upon patient pickup/delivery) and onboard oxygen (Not to exceed 4 liters).

· One of the following fire extinguisher types:

-- Five-pound dry chemical

-- ABC

-- 10-pound BC (minimum J.L.)

· Fire extinguisher shall be mounted so it can be easily accessed.

· 24-unit American Red Cross type first aid kit or equivalent

· Disposable masks for use by driver and/or patients with cough, flu-like symptoms.

· Adequate supply of clean sheets, pillows, pillowcases, and blankets.

· Forward and Aft looking cameras with audio recording capabilities (Video and audio recordings will be provided to the government upon request).

· Warning lights that flash, activated when loading or off-loading passengers.

· A secured cooler containing water for patients being transported in the event of traffic delays or vehicle breakdowns.

4.5.4 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.

4.5.5 All vehicles shall be clean and maintained in good repair IAW the manufacturer’s instructions. Interiors and exteriors of each vehicle shall be well maintained and present a respectable appearance.

4.5.6 Any vehicle involved in an accident, no matter how insignificant, shall be taken out of operation until the Contractor has provided written documentation to PVAHCS that the vehicle has been repaired and is in good working order.

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

4.5.8 Drivers/vehicles shall be equipped with satellite cell phones to maintain communication with Contractor’s Dispatch Center and PVAHCS dispatcher for out-of-town pick-up and drop-offs (Out of town travel can be up to 250 miles one-way).

4.5.9 Contractor shall submit sufficient evidence in the event that cleanup is required as a result of pest infestation or bodily fluids that the actions transpired while transporting a VAMC veteran in order to be reimbursed.

4.6 Transportation Requests:

4.6.1 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. Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in 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 in accordance with 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 which are being suspended.

4.6.1.1 A transportation request is defined as one incidence of a request for one-way service for non-emergent wheelchair, stretcher, and/or ambulatory transport. 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. PVAHCS Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff.

4.6.1.1.1 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. PVAHCS 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.

4.6.1.1.2 The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for wait time. PVAHCS Travel Program Staff/or authorized VA employees may place a “hold” on payment of this order until it has been reconciled.

4.6.1.2 The Patient Travel Office (PTO) shall provide Contractor next day’s transportation schedule by 3:00 pm the day prior to pick-up. (PTO will provide Contractor directions to pick-up locations on PVAHCS). Contractor shall provide PVAHCS with a dedicated phone/FAX/Email Address throughout the life of the contract.

· Schedules, patient information, or additional requests will be provided via fax/secure email during the workweek (Monday through Friday).

· Contractor shall contact each patient the day prior to pick up to confirm transport request and patient’s address.

· Driver/Attendant shall go to PTO, AOD (After hours), or applicable ward at time of pick-up/drop-off. If the driver cannot locate the patient, the driver shall notify the unit and VA dispatcher. After hours, weekend, and holidays, the driver will notify the AOD on duty.

· For questions or updates during hours of operations, Contractor shall call PTO at at (602) 277 5551, x7650, option 1.

· For questions or updates after hours, weekends and/or holidays, Contractor should contact the ADO at (602) 277 5551, x2621 (For example: if Contractor arrives for pick-up and beneficiary has moved, is sick or requires a different mobility type.)

Note: PVAHCS averages six to ten unscheduled requests a day (Monday – Friday) for all mobility types. PTO will notify Contractor so pick-up can be completed within 1 hour of request.

4.6.1.3 Basic Services: Contractor shall provide non-emergent door-to-door transportation services IAW PTO’s daily transport schedule within 30 minutes of the requested pick-up time. The contractor shall also provide transportation services based on patient discharges as well as contract nursing home placement needs. Transport services will be provided on as needed basis and will be communicated to the Contractor via fax/secure email.

4.6.1.4 Life Sustaining Treatment Patient Transportation: For scheduled, unscheduled, and will calls for Life-Sustaining Treatment Patients, and transportation for Dialysis, Hematology/Oncology, Radiation, and Oxygen patients, Contractor shall provide door to door transportation services within 20 minutes of the requested pick-up time.

Note: The VA requires patients to check-in 20 to 30 minutes prior to their scheduled appointment time.

4.6.2 Multiple or Single Riders:

a. It is understood and agreed that when transporting Veterans who reside in the same geographical area, a ride share will be utilized by the Contractor. A ride share is when two or more Veterans reside within a 5-mile radius, ride together to the VA for their scheduled appointments. When transporting more than one patient on a trip, each additional rider will be reimbursed at a rate of one-half the single rider rate. Contractor shall ensure that pickups and drop offs are scheduled to ensure that all patients make appointment times.

b. 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.

4.6.3 Failure to Provide Services: The Contractor shall be responsible for providing all vehicles and manpower necessary to meet all transport requirements of this contract. In the event the Contractor is unable to perform services 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 FAR clause 52.212-4(m)).

* 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.

4.6.4 Cancellations: If Contractor is provided with notification 90 minutes prior to pick-up time on trips greater than 90 miles and 30 minutes for trips less than 90 miles, the VA shall not be charged for the cancellation.

4.6.5 No Shows: When a transport service is requested by the VA and the veteran cancels at the door or is not home, the Contractor shall charge the rate of a single one-way trip. Contractor shall notify the COR if they have more than two No Shows for the same patient.

4.6.6 Rates: Mileage traveled will be limited to "One Way Only," the distance the patient was transported. Trip mileage shall be determined by utilizing Bing Maps (the standard utilized throughout the VA for patient travel) whenever possible. (Base rates include mileage up to 27 miles).

4.6.7 Delays: When conditions, either foreseeable and/or controllable occur, such as, but not limited to severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services will be reported to the Patient Travel Office. The COR will make a determination as to whether such delays in service will be excused.

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 while being transported. 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 Medical Incidents/Accidents: Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, that occurs while transporting VA beneficiaries. A written report from the driver documenting the facts of the incident/accident must be provided to the PVAHCS within 24 hours of the occurrence. The written report will include:

· Name and address of patient being transported.

· Whether patient was injured or not.

· If patient was transferred to another contract vehicle.

· If patient was transported to an Emergency Department by ambulance.

· Date and time when incident occurred.

· Location where incident occurred.

· Telephone numbers of any witnesses.

· Applicable police reports.

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 fifteen (15) minutes of wait-time; the contractor may invoice for wait-times in excess of this initial fifteen (15) minutes. 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).

Payment by VA under this contract to a provider of non-emergent wheelchair, stretcher, or ambulatory 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 is a base plus four (4) year contract, the anticipated period of performance is: January 1, 2026 - December 31, 2030. (SUBJECT TO CHANGE).

5.2 Hours of Operation: The majority of trips under this contract will be Monday through Friday, 6:00 am to 8:00 pm, excluding Federal Holidays; however, transportation services are required 24 hours/day, 7 days/week, including Federal Holidays. This includes but is not limited to after-hour discharges from the VA hospital; if administratively eligible, these Veterans shall be able to utilize transportation.

5.3 Recognized Holidays: The following holidays are observed by the Federal Government. If a Federal Holiday falls on a Saturday, the immediately preceding Friday will be observed as the holiday, if a Federal Holiday falls on a Sunday the immediately succeeding Monday will be observed as the holiday. In addition to those holidays listed below, on occasion there may be other holidays declared by Executive Order:

Independence Day

Note: The Contractor is required to perform on holidays should there be scheduled transports, as well as hospital and ED discharges.

5.4 The Place of Performance is variable; services may be required to or from locations including, but not limited to the following:

5.4.1. Main Facility:

Phoenix VA Healthcare System 650 E. Indian School Road Phoenix, Arizona 85012

5.4.2. Community Based Outpatient Clinics:

5.4.3. Veteran’s residence.

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

5.4.5. Local Airports.

5.5 Contracting Officer Representative

Melanee Howard

6. Quality Control

6.1 Quality Control Plan: Contractor shall develop and maintain an effective quality control program to ensure services are performed IAW the PWS. The Contractor’s quality control program is the means which the vendor assures their work complies with the requirements of the contract. A Quality Control Plan (QCP) shall be delivered with the proposal and updated as necessary during the life of the contract. After acceptance of the QCP, the Contractor shall receive the Contracting Officers Representative’s (COR) acceptance in writing of any proposed changes to the QCP. The contractor shall maintain a QCP that contains, at a minimum, the following:

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

6.1.2 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.

6.1.3 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.

6.1.4 A description of the method used to provide on-time non-emergent wheelchair, stretcher, and/or ambulatory transportation services to meet the requirements of this contract (24/7 availability).

6.1.5 CONTENGENCY PLAN: (In case VetRide Vendor Portal is down) A description of the method/system used to log all requests for service. 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 the log will be sent to the COR monthly.

6.2 Quality Assurance: 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). The Government shall prepare a QASP after contract award derived from the PWS and contractor’s submitted quality control plan. 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. The QASP will specify the work requiring surveillance and the Government’s method of surveillance.

6.3 Post Award Conference/Periodic Progress Meetings: Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) 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. The COR 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.

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.

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: 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: 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. Prior to contract award (See VAAR 852.228-71), 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 Affairs, Office of Security and Law Enforcement, Security and Investigations Center, 2200 Fort Roots Drive Bldg. 104, North Little Rock, AR 72114 within 30 days of receipt: All documents completed and submitted at the following website: http://www.va.gov/SECURITYINVESTIGATIONSCENTER/

· The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract or cause.

The contractor shall agree that all deliverables, associated working papers, and other material deemed relevant by the contractor in the performance of this task order are the property of the United States Government. The contractor shall agree that all individually identifiable health information shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. At the conclusion of the contract, all copies of individually identifiable health records shall be destroyed or returned to the VA. Any individually identifiable health records shall be deleted from computers not belonging to the VA. The contractor shall comply with the Privacy Act, 38 U.S.C. 5701, 38 U.S.C. 7332, and 5 U.S.C. 552(a) et. Seq. Contractor staff shall sign confidentiality statements before the start date of the contract. The contractor shall comply with all provisions of the Health Information Portability and Accountability Act (HIPAA), including but not limited to privacy, security of electronic health data, and adherence to standards and code sets as required by HIPAA. The contractor shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality. Any person who knowingly or willingly discloses confidential information obtained from the VA with non-essential persons, may be subject to fines.

12.2 HIPAA COMPLIANCE. HIPAA compliance is required. The contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health, and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). IAW HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VA.

12.3 BLOOD BORNE PATHOGENS: The contractor and the employees provided, pursuant to this contract, shall comply with the effective VAMC Policy (and Occupational Health requirements IAW OSHA Blood Borne Pathogens (BBP) Law and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA’s General Duty Clause) governing health care workers infected with a blood borne pathogen. If the contractor obtains information that a health care worker providing care pursuant to this agreement may be infected with a blood borne pathogen, the contractor will advise the Contracting Officer immediately.

13. Medical Liabilities Insurance: The contractor shall carry required insurance (See VAAR Clause 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE) and vehicle insurance IAW the Arizona Department of State Health Services.

14. Privacy and Security Training: Contractor is required to ensure that all personnel (Contractor or subcontractor) receive annual Privacy and Security Awareness Training that conforms to the requirements of the Department of Veteran Affairs Office of Cyber and Information Security Training. C&A requirements do not apply, and a Security Accreditation Package is not required.

15. Performance Objectives: Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Failure to meet the Performance Threshold may result in termination of the contract.

Performance Objective (Service required)

Exceptions are critical transports:

- Dialysis patients within 20 minutes of the requested pickup time.

- Hematology/Oncology patients within 20 minutes of the requested pickup time

- Radiation patients within 20 minutes of the requested pickup time.

- Oxygen patients within 20 minutes of the requested pickup time.

95%

95%

Contractor shall have no more than 3 at-fault instances of a patient incident or accident with injuries in a 12-month period.

100%

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

BASE YEAR | Estimated POP: 01/01/2026 – 12/31/2026

Ambulatory Transport - Single Person Transport (one-way). Mileage traveled will be limited to the distance the patient was transported. Base rates include mileage up to 27 miles. Estimated Quantities.

Ambulatory Transport Rideshare - Each additional rider (one-way). PWS Section 4.6.2. a.