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

607-26-2-1451-0003

36C25226Q0366 05-06-2026

Sands, Scott scott.sands2@va.gov 06-08-2026

10:00 AM CDT

36C252 Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

485991

$19 Million

N/A

X

36C607

Department of Veterans Affairs 36C607 William S Middleton VA Hospital 2500 Overlook Terrace Madison WI 53705-2286

36C252

Department of Veterans Affairs 36C252 Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

RFQ for Non-Emergency Medical Transportation (NEMT) Services at the William S Middleton VA Hospital in Madison, WI and its affiliated clinics in accordance with the Performance Work Statement (PWS).

This requirement is for a 5-year ordering period Indefinite Quantity Contract (IQC) with five 1-year priced periods.

Task orders shall be issued for each priced period.

Five-year ordering period shall be from 07/01/2026 through 06/30/2031.

This procurement will be conducted as a 100% Small Business set-aside and is open to all eligible and SBA verified small businesses.

The Applicable DOL Wage Determinations shall apply to this requirement and are attached - See Section D.

X X

X One

Scott Sands Contracting Officer

RFQ

36C25226Q0366

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

QUOTER SHALL COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN

PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED

FOR AWARD.

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

AMENDMENT NO: DATE:

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME: _____________________________________

ADDRESS: _____________________________________

CITY-STATE-ZIP: _____________________________________

POINT OF CONTACT/TITLE: _____________________________________

PHONE NUMBER: _____________________________________

FAX NUMBER: _____________________________________

E-MAIL ADDRESS: _____________________________________

SAM UEI NO. _____________________________________

CAGE CODE: _____________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: ________________________________

EMAIL ADDRESS: ________________________________

b. GOVERNMENT:

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE, WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quotation (RFQ) is issued in accordance with Revolutionary FAR Overhaul (RFO) Part 12, Acquisition of Commercial Products and Commercial Services. The Government does not intend to use the procedures of FAR Parts 14 or 15.

The Government intends to award a Firm-Fixed-Price (FFP) Indefinite-Quantity Contract under an Indefinite-Delivery Contract structure in accordance with FAR Subpart 16.5. Orders issued under the contract will be priced on a Firm-Fixed-Price unit basis. Prices shall not be subject to adjustment except as otherwise provided in the contract.

(Note: The terms “offeror” and “quoter” may both be used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

3. SET-ASIDE (If any): See box 10 of STANDARD FORM 1449

4. SOLICITATION TIMELINE SUMMARY:

A. SITE VISIT:

Quoter is strongly encouraged to inspect the service location to fully understand the scope and site conditions. In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

SITE VISIT IS SCHEDULED FOR THURSDAY, MAY 21ST, AT 10 AM LOCAL TIME. ALL

INTERESTED PARTIES TO MEET COR ALEX PAUL (608) 256-1901 x18651 AT BUILDING 1, ROOM NUMBER A1059 (HEALTH ADMINISTRATION SERVICES – 1ST FLOOR – MAIN

HALLWAY ACROSS FROM THE HALL OF HEROES). SITE VISIT STARTS PROMPTLY AT 10

AM; PLEASE ARRIVE 15 MINUTES EARLY TO CHECK IN.

B. RFQ QUESTIONS:

To maintain integrity of this solicitation, and subsequent award date, all quoters are advised that any question-and-answer requests shall be submitted in written form, via e-mail, to the Contracting Officer scott.sands2@va.gov no later than WEDNESDAY, MAY 27TH, AT 10 AM LOCAL TIME. Contracting will issue a consolidated response, via solicitation amendment, to all parties within 3 business days. The amendment will be posted to https://sam.gov Contract Opportunities.

C. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

D. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance under this contract. In the event the Contractor effects any such change at the direction of any person other than the

Contracting Officer, the change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. INVOICES:

a. All payments by the Government to the contractor will be made in accordance with:

FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM

FOR AWARD MANAGEMENT (OCT 2018).

b. Invoices shall be submitted monthly in arrears in accordance with 852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018).

c. Payments shall be made in arrears upon receipt of a properly prepared invoice.

d. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

e. The VA has mandated electronic invoice submission for Veterans Transportation contracts and has partnered with VetRide, for submissions of all electronic invoices to VA. VetRide electronic invoicing is free to all VA vendors. Electronic invoice submission shall use VetRide or its successor system.

f. Contractor shall Submit electronic invoices through the VetRide (or its successor system) portal by the 10th of the following month.

g. All invoices shall reference the vendor’s name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

h. Training and support for the VetRide, or its successor system, shall be provided by VA facility personnel, VetRide personnel, or VetRide successor personnel at no cost to the Vendor.

7. FACILITY REQUIREMENTS:

In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

a. Contractor is responsible for following all on-site facility policies.

b. All VA property is considered Federal property, and all Federal laws are applicable.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. All VA facilities are drug free. Possession of drugs, to include Marijuana and all

Marijuana biproducts are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. All contractor personnel are required to adhere to all VA rules and regulations.

f. Smoking is prohibited on the entire campus, both inside and outside the VA Facility.

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP).

AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

Contractors shall coordinate all badging, background checks, and fingerprinting with the COR or otherwise designated facility point of contact. Reference VA Handbook 0710, VA Handbook 0735, VA Directive 0735, and VHA Handbook 6500.6.

B.2 PRICE/COST SCHEDULE

The minimum guarantee under this Indefinite Quantity Contract is $250,000.00, and the maximum contract ceiling is $9,000,000.00 for the five-year ordering period. Quantities stated in the schedule are estimates only. The Government will only pay for services actually ordered and rendered.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

2,100.00 TRP __________________ __________________

Ambulatory Sedan Base Fare (first 30 miles)

Contract Period: Priced Period 1 POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation PRODUCT/SERVICE CODE: V212 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Motor Passenger

900.00 TRP __________________ __________________

Wheelchair Van Base Fare (first 30 miles)

Contract Period: Priced Period 1 POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

167,025.00 MI __________________ __________________

Ambulatory Sedan Flat Per-Mile Rate (over 30 miles)

Contract Period: Priced Period 1 POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

71,500.00 MI __________________ __________________

Wheelchair Van Flat Per-Mile Rate (over 30 miles)

Contract Period: Priced Period 1 POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

125.00 EA __________________ __________________

Wait Time (First 30 minutes Free, then 15-minute increments)

Contract Period: Priced Period 1 POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Priced Period 1 Estimated Total: __________________

Contract Period: Priced Period 2 POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 2 POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 2 POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 2 POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 2 POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Priced Period 2 Estimated Total: __________________

Contract Period: Priced Period 3 POP Begin: 07-01-2028

POP End: 06-30-2029 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 3 POP Begin: 07-01-2028 POP End: 06-30-2029 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 3 POP Begin: 07-01-2028 POP End: 06-30-2029 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 3 POP Begin: 07-01-2028 POP End: 06-30-2029 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 3 POP Begin: 07-01-2028 POP End: 06-30-2029 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Priced Period 3 Estimated Total: __________________

Contract Period: Priced Period 4 POP Begin: 07-01-2029 POP End: 06-30-2030 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van Base Fare (first 30 miles) Contract Period: Priced Period 4 POP Begin: 07-01-2029 POP End: 06-30-2030 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 4 POP Begin: 07-01-2029 POP End: 06-30-2030 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 4 POP Begin: 07-01-2029 POP End: 06-30-2030 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 4 POP Begin: 07-01-2029 POP End: 06-30-2030 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Priced Period 4 Estimated Total: __________________

Contract Period: Priced Period 5 POP Begin: 07-01-2030 POP End: 06-30-2031 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 5 POP Begin: 07-01-2030 POP End: 06-30-2031 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 5 POP Begin: 07-01-2030 POP End: 06-30-2031 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 5 POP Begin: 07-01-2030 POP End: 06-30-2031 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Contract Period: Priced Period 5 POP Begin: 07-01-2030 POP End: 06-30-2031 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Priced Period 5 Estimated Total: __________________

ESTIMATED

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. PURPOSE:

The Contractor shall furnish the necessary personnel and equipment to provide twenty-four (24) hour, seven (7) day a week wheelchair van and sedan transportation services to the beneficiaries of the William S. Middleton Memorial VA Hospital (VAH) in Madison, WI, and associated Community-Based Outpatient Clinics (CBOC). Service will be from Veterans' residences, Dane County Regional Airport, major transit stations, or designated pick-up locations to VA or non-VA facilities providing care at VA expense. Vehicles transporting patients shall not carry any person not listed on the manifest sent to the Contractor by a VA employee from the patient beneficiary office. The VA intends to award a single IQC (Indefinite Quantity Contract) with a five-year ordering period with five one-year priced periods. Actual trip quantities may vary and are based on annual estimates. Contractor shall have adequate fleet of wheelchair-capable passenger vans and ambulatory sedans, as well as a sufficient number of licensed drivers to meet the demand of the facility. If current fleet is determined to not meet the demand, the facility will request the contractor increase the appropriate fleet vehicles by an agreed upon number. This expense will be the responsibility of the contractor.

2. REQUIREMENTS: See Appendix I and II for the Historical Usage Chart, Definitions, and Acronyms.

2.1 VEHICLE REQUIREMENTS:

The Contractor must meet all safety and mechanical standards established by local, state, and federal statutes and regulations. Vehicles used to provide services under this contract shall meet requirements including, but not limited to, the following. An inspection checklist shall be completed for each vehicle daily and must address at least the following items. This checklist for the applicable service date shall be kept in the vehicle. After the day is over, the checklist shall be retained by the Contractor to be made available to the Government upon request.

2.1.1. Have passed the applicable state's Department of Transportation safety inspection.

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

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

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

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

2.1.6. Be equipped with hubcaps or wheel covers.

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

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

2.1.9. Have unobstructed vision on all sides.

2.1.10. Be equipped with an operable two-way radio and/or cellular telephone communication system, which affords contact with the vehicle during all hours of operation. Pagers are not an acceptable substitute.

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

2.1.12. Not having leaks of any kind.

2.1.13. Be equipped with a functioning horn.

2.1.14. Have operable seat belts on all seats.

2.1.15. Have fully charged, certified, and non-expired fire extinguisher.

2.1.16. Wheelchair vehicles shall be equipped with lifts or ramps, with a minimum lift capacity of 800 pounds, and shall have wheelchair tie-down straps and effective securing devices to secure both wheelchair and wheelchair occupants.

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

2.1.18. A fixed seat position or a fixed secured floor or sidewall wheelchair lock shall be approved for each ambulatory or wheelchair-bound passenger being transported, according to the passenger’s needs.

The driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

2.1.19. The Contractor shall provide the Contracting Officer’s Representative (COR) with a list of all vehicles used to provide services under this contract, including vehicle license numbers, insurance certificates, and the current odometer reading for all vehicles prior to initiating service. An updated list shall be provided to the COR monthly.

2.1.20. All vehicles shall be made available for inspection at any reasonable time (in accordance with paragraph 2.3.5) during the performance of this contract when requested by the Contracting Officer (CO) or COR. Any vehicle found not in conformity with the above standards, or any vehicle receiving two (2) or more unsatisfactory findings, within a five (5) day period, shall be removed from service immediately.

That vehicle shall not be put back into service until subsequent inspections verify correction of the deficiencies. The VA reserves the right to order the immediate removal from service of any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement may be cause for disallowance of compensation for services rendered in the violating vehicle.

2.1.21. The Contractor shall assign each vehicle a number that will be displayed on placard(s) within the vehicles. These placard(s) must be easily visible to any passengers transported in the vehicle. The Contractor shall provide a list of all assigned vehicle numbers by Vehicle Identification Number (VIN) to the COR within 30 days of award of the contract.

2.1.22. All vehicles shall be serviced with sufficient fuel to complete patient transport without stopping to refuel during patient transport. For patient trips more than 150 miles, refueling the vehicle is permitted as necessary.

2.2 VEHICLE INSPECTIONS:

2.2.1. The Contractor shall follow an approved inspection plan that specifies the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the company or title of the individual(s) who shall perform such inspections. Inspection reports shall be made available upon request.

2.2.2. The VA shall inspect all vehicles that are to be utilized in the performance of this contract. These inspections shall be conducted at the beginning of the contract and before each initial use of a vehicle.

2.2.3. Contractor shall not use any vehicles for this contract that do not pass inspection based on criteria in section 2.1.

2.2.4. Contractor shall contact the VA to coordinate the date, time, and location for inspections.

2.2.5. At the VA’s discretion, the VA shall inspect vehicles periodically to ensure vehicles meet VA standards for patient transportation. If/when periodic inspections occur, they shall be conducted at random by the VA and may be conducted at a Government or a Contractor facility. If conducted at a government facility, vehicle(s) designated to be inspected will be instructed to arrive early for a previously scheduled transportation order. If/when an inspection is to be conducted at a Government facility, the contractor shall have no less than two (2) hours’ notice for each vehicle to be inspected. During the two (2) hour period, the contractor shall have one (1) hour to get the respective vehicle to the Government facility one

(1) hour earlier than the scheduled patient pick-up time during which time the inspection shall occur. The contractor shall not be entitled to extra compensation for arriving at the facility early nor for inspection time. If a vehicle is instructed to be at a facility for an inspection without a corresponding transportation order, the Government will consider this a “No Load” order and compensate the contractor for a one-way trip at the Flat Rate. If/when an inspection is conducted at the Contractor’s facility, the contractor shall have an hour notice, and all vehicles performing services against the contract that are not currently transporting VA patients shall be subject to inspection. The Contractor shall not be entitled to compensation for inspections occurring at the Contractor’s facility.

2.3 OTHER REQUIREMENTS:

2.3.1. The contractor shall supply a wheelchair for transporting patients. VA-owned wheelchairs marked as VA Property may not be removed from the medical center without approval from the Mobility Manager, the Beneficiary Travel Supervisor, or Administrative Officer of the Day (AOD).

2.3.2. Due to weight or size, some patients may be defined as “bariatric” patients and require the use of oversized wheelchairs and/or high-back wheelchairs (supplied by the VA or the patient). Because of specialized care for Spinal Cord Injury patients, their motorized wheelchairs will need to accompany these patients in the vehicle so that the wheelchair may be adjusted to changing pressure points.

2.3.3. If a patient being transported declines to be properly belted or removes the securement devices himself/herself, the driver shall immediately notify the Contracting Officer’s Representative of this fact prior to departure or upon arrival at the destination. The Contractor shall not transport any patient who refuses to be properly secured while being transported.

2.3.4. Patients using motorized electric carts (supplied by the patient) shall be secured in accordance with Federal and State regulations for transport or transfer to a manually operated wheelchair before being loaded into the vehicle. The motorized cart will be loaded separately and must be secured to the vehicle during transport.

2.3.5. Some patients may have to transfer to the standard passenger bench seat and wear the safety belt required for riding in that seat. If the patient refuses to transfer to the passenger bench seat and/or refuses to wear the appropriate safety belt, the contractor shall not transport the patient. This will be treated as a “No Load” situation, per section 4.1.2.

2.3.6. If or when patient’s medical records are transported, Contractor shall ensure that Privacy Act of 1974 guidelines are followed.

2.3.7. Contractor shall provide personal protective equipment (gloves) and spill kits to drivers to ensure they are adequately prepared to address biological fluids.

2.4 DRIVERS' DUTIES:

2.4.1. The driver shall provide “through the door service” for patients to and from their designated appointments.

2.4.2. Patients are to be picked up or dropped off on the ward, in their homes, in their clinic, or at other stated areas and taken to their stated destination or appointment.

2.4.3. Assistance in maneuvering stairs and other barriers must be provided by the driver and/or attendant as necessary.

2.4.4. When a patient is delivered to or departing from a destination, including a clinic, medical appointment, residence, or other authorized location, the driver or attendant shall notify a responsible party of the patient’s arrival or departure, as applicable, when such notification is possible. “Responsible party” means professional staff at the medical center, clinic, appointment location, transportation point of contact, or other receiving facility staff responsible for the patient’s arrival or departure. When a patient is delivered to or picked up from a residence, the driver or attendant shall notify the patient’s “concerned other”, when one has been identified and is available. For purposes of this requirement, “concerned other” means a family member, caregiver, legal guardian, emergency contact, or other individual identified by the patient or the VA as someone to be notified regarding the patient’s transportation. If no concerned other has been identified, is available, or can be contacted, the driver or attendant shall document the circumstance in accordance with the Contractor procedures and notify the VA point of contact when required or when patient safety concerns exist.

2.4.5. When a veteran is picked up at a public transportation area (i.e. airport, train station), the VA shall provide the contractor with the arrival information, and the driver/attendant shall meet the veteran in the terminal and provide assistance to the veteran and load their luggage to the vehicle.

2.4.6. If a patient is identified as “Companion Required,” it means the patient is medically incapable of being left unattended under any circumstances. If this patient has no escort of their own, the driver will escort the patient to the waiting area of the medical appointment location and ensure clinic staff is aware of the patient’s arrival and status of “Companion Required” prior to leaving the patient. The driver shall notify the VA Police immediately in the event that contact is lost with a patient classified as such.

2.4.7. Drivers or dispatchers shall immediately contact the VA Transport Office for approval, prior to transporting a VA beneficiary if they appear to be under the influence of drugs or alcohol, or in possession of illegal drugs. Drivers shall not transport anyone who insists on smoking during the transport, this includes drivers and attendants as well. All Contractor personnel shall always display professional manners. Rude or obscene behavior or language will not be accepted.

2.5 ATTENDANT'S DUTIES:

2.5.1. Attendants shall be provided by the Contractor upon request. Attendants are required in conjunction with drivers primarily when a Veteran requires specialized care, physical assistance, or behavioral monitoring during transport that a single driver cannot safely provide; VA personnel will notify the contractor when an attendant is required. Historically, ~25 trips per year require an attendant - see Appendix I.

2.5.2. Attendants shall assist the driver with the transportation of patients as required. Such assistance may include informing responsible parties at the destination of the patient’s arrival, meeting the patient at the pickup location, escorting the patient to and from the vehicle to the pickup location and destination, and assisting the patient with entering and exiting the vehicle.

2.6 PERSONNEL QUALIFICATIONS FOR DRIVERS AND ATTENDANTS:

2.6.1. The Contractor shall provide the VA an updated list of personnel by the fourth day of each month when additions or deletions have been made during the previous month. The Contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points assessed against their driver’s license, none of which were assessed for “Reckless Driving.” The VA reserves the right to order the removal from service any driver who violates the provisions of this section. Contractor shall provide a readable copy of the state driver’s license as supporting documentation.

2.6.2. The Contractor shall maintain a record of each employee as to the character, current driving records, received complaints, and physical capabilities associated with performing the required duties of driving and assisting patients as required. The Contractor shall make these records available for inspection upon request by the VA. Records shall include the steps taken for corrective action.

2.6.3. Contractor shall conduct drug testing in accordance with Department of Transportation (DOT) standards of all personnel and submit the results to the VA prior to the driver performing duties under this contract. Contractor shall likewise conduct random drug testing annually for a minimum of 10% of their employees and provide these results to the VA upon request.

2.6.4. Drivers shall wear clean and unsoiled uniforms of the Contractor with a VA Contractor picture identification (ID) badge that clearly identifies the company they work for. Uniforms shall consist of a collared shirt (i.e. polo shirt), slacks or shorts, and closed-toe shoes. Uniforms shall not include baseball caps or high-heeled shoes.

2.6.5. Prior to performing services under this contract and every two years thereafter, each driver shall obtain a physician’s statement, or the statement of a nurse practitioner certified by the American Nurses’ Association (or other professional nursing certifying organization having authority to certify registered nurses in advanced nursing practice) that the driver has no current medical condition that interferes with the driver’s ability to drive safely or perform tasks associated with patient assistance. It must be obtained before driving a special transportation service vehicle. Drivers for facilities that are licensed by the Department of Health or the Department of Human Services and required by either of those departments to provide a physician’s or nurse practitioner’s statement of health on a regular basis may substitute that form or statement for the form required in this part. A driver who has a commercial driver’s license and a corresponding valid Federal medical card (FEDMED) may furnish a copy of that card instead of furnishing the physician’s statement of health.

2.6.6. Each driver must be at least 19 years of age and have not less than three years of experience as a licensed driver. Each driver’s record for the past three years shall have no convictions for driving a motor vehicle without a valid license for the class of vehicle driven; and each driver’s driving and criminal records shall have no conviction for driving under the influence of alcohol or a controlled substance, for alcohol-related driving, or driver's license revocations. All drivers providing services under this contract shall have less than five (5) current points assessed against their driver’s license, none of which were assessed for “Reckless Driving.”

2.6.7. Each driver must pass the Contractor’s background check and must not have been convicted of (or have any pending charges for) a felony for the past five years. Drivers (and Contractor) must report any new or additional charges or convictions if they arise during the course of performance under this contract so VA can review them and determine whether the driver needs to be discharged of his or her duties until the matter is adjudicated.

2.6.8. Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same level of investigation as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the stated duties is a Special Agreement Check (SAC).

Fingerprinting for contract personnel will be conducted at the Middleton Memorial VAH. Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by the Middleton Memorial VAH. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees.

2.6.9. Drivers must be able to speak fluent English.

2.6.10. Drivers must comply with all local, state, and federal regulations and licensing requirements.

2.7 CONTRACTOR EMPLOYEE CONDUCT: The following acts are not permissible by Contractor employees that provide services under this contract or while on VA premises.

2.7.1. Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding doctor’s prescriptions that do not impair the driver’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics, or controlled substances of any kind (excluding doctors’ prescriptions that do not impair the driver’s driving ability).

2.7.2. Gambling while on duty in any form.

2.7.3. Smoking, vaping, and other uses of tobacco while on duty. Both patients and Contractors are prohibited from smoking in vehicles at any time. The smell and residual smoke may cause other patients who shall be riding in the vehicle to become ill.

2.7.4. Carrying of pistols, firearms, or concealed weapons.

2.7.5. Resorting to physical violence to settle a dispute with a fellow employee, customer(s), or the general public while on duty.

2.7.6. Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward customers or other employees.

2.7.7. Stopping for personal business, including the excessive use of restroom facilities, while the vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

2.7.8. Engaging a customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system or cell phone (as per paragraph 2.1.10).

2.7.9. Soliciting or accepting money for any reason (including tips) from customers, companions, or others at any time.

2.7.10. Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract.

2.7.11. Communication via radio and/or cell phone, etc., from within any vehicle performing to meet the terms and conditions of this contract shall be in accordance with all applicable laws and regulations, policy, and, in all cases, must be conducted in a manner that does not jeopardize the safety of any person being transported.

2.8 DRIVER & ATTENDANT TRAINING REQUIREMENTS: Contractor personnel shall complete all required training before providing services under this contract. All training requirements shall be verified and accepted by the COR or authorized VA personnel.

2.8.1. Each employee shall complete four (4) hours of training in first aid (or show evidence of possessing American Red Cross First Aid Certificate) and shall successfully complete a refresher first aid course every two (2) years.

2.8.2. Drivers and attendants shall have successfully completed a minimum eight (8) hour training class in the techniques of transporting and assisting elderly, physically handicapped, and mentally challenged patients which shall include instruction in the following elements:

2.8.2.1. Training on characteristics of the aging process and major disabling conditions. Mandatory training requirements for drivers and attendants to ensure they understand the physical, cognitive, and emotional needs of elderly and disabled veterans. This requirement mandates that transportation providers demonstrate knowledge of how aging and specific disabilities affect passenger safety, mobility, and communication. Drivers must complete training that covers how to handle passengers with limitations, such as cognitive impairments (dementia/Alzheimer’s), mobility issues (wheelchairs/scooters), or sensory losses (hearing/vision).

2.8.2.2. Training on common assistance devices used by elderly and handicapped patients.

2.8.2.3. Training on attitudes toward elderly, handicapped, or mentally challenged patients which includes the participation of elderly, handicapped, or mentally challenged patients.

2.8.2.4. Instruction in methods of handling wheelchairs.

2.8.2.5. Instruction in moving, lifting, and transferring patients.

2.8.2.6. Guidelines for transporting handicapped patients.

2.8.2.7. Instruction in the operation of lifts, ramps, and wheelchair securement devices.

2.8.3. Each employee shall be instructed in the use of a fire extinguisher, radio dispatch, vehicle ramp operations, wheelchair lift, and securement devices; and shall call 911 in a medical emergency or accident.

2.8.4. Each employee shall complete four (4) hours of classroom instruction in defensive driving and two

(2) hours of abuse-prevention training.

2.8.5. The Contractor must have on file satisfactory evidence of the above training, evidence that the instructor is qualified to teach the above, and the certificates for instructor and trainee/driver for First Aid available for review and inspection by the VA.

2.8.6. A record of each employee's character and physical capability of performing the duties of a driver or attendant must be maintained and made available for inspection upon request.

2.8.7. Contractor must have on file satisfactory evidence of Sexual Harassment training for all employees providing services under this contract.

2.9 COMMUNICATION SYSTEM:

2.9.1. The Contractor shall maintain sufficient telephone capacity to ensure immediate communication access between the VA and the Contractor’s facility for the purposes of conducting business in the performance of the contract.

2.9.2. The Contractor shall have telephone, facsimile and internet coverage to accept calls, faxes, emails and online internet requests from the VA seven (7) days a week, 24 hours a day to ensure there is immediate access and communication between VA personnel and the Contractor.

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

2.9.4. The Contractor shall provide the VA with the name and phone number of the person to contact in case of any issues or concerns with contract performance.

2.10 GLOBAL POSITIONING SYSTEM (GPS): All Vehicles shall be equipped with a GPS tracking system or another system that has the following capabilities:

2.10.1. Line Mapping – step-by-step directions.

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

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

2.10.4. Wait/Idle Time Tracking – gives you the time a vehicle spent waiting at a pickup location.

2.10.5. Record the vehicle speed while in motion for the duration of the trip.

2.10.6. Data must be exportable to the Government for the purpose of trip mileage and wait time verification. Data must be kept on file and readily available upon request for a duration of 6 months after the date of transport.

2.11 CERTIFICATION OF INSURANCE COVERAGE:

Within ten (10) days after the award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of Insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence, $200,000 per person, and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage, and an endorsement to the effect that cancellation or any material change in the policies that adversely affect the interests of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term “shall endeavor” is not acceptable as issued by the Insurance Carrier. At no point shall the Contractor be operating with less than the above insurance.

2.12 COMMERCIAL SCHEDULING AND TRACKING SOFTWARE:

The Contractor shall use the VA secure web-based software system, VetRide, or VetRide’s successor system, to schedule, edit and track rides. VetRide, or its successor system, shall be used for dispatching, billing and reporting needs. Training and access will be made available after contract award. The Contractor shall use a secure web-based software system that supports order taking, trip editing, automated scheduling, dispatching, billing, and reporting. The Contractor shall furnish scheduling and tracking information to the VA upon request.

2.13 SEASONAL INFLUENZA PREVENTION PROGRAM:

Before the start of contract performance, and by November 30 of each year thereafter, all Contractor personnel providing services in VA locations where patients receive care and all personnel who come into contact with VA patients must sign and submit to the VA the Health Care Personnel Influenza Vaccination Form (or equivalent) to indicate whether they have been vaccinated for influenza, provide necessary documentation if they have been vaccinated, and acknowledge that they have read, understood, and agree to comply with the requirement that in the absence of vaccination they will be expected to wear a face mask throughout the influenza season when in VA locations where patients receive care or when expected to come into contact with VA patients, including during transport.

Influenza vaccine is any FDA-approved, commercially available product recommended by the Centers of Disease Control and Prevention (CDC) for the prevention of influenza in a particular season. A face mask is a surgical mask worn over the nose and mouth. Fitted N95 respirators or other respirators are not required.

2.14 COVID-19 OR OTHER SIMILAR INFECTIOUS DISEASES:

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

2.14.2. 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.

2.14.3. Contractor shall have a 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.

3. TRANSPORTATION REQUEST:

3.1 TRANSPORTATION REQUEST: A transportation request is defined as one incidence for wheelchair transportation or sedan services by the VA to the Contractor and shall be one-way only. At the discretion of the VA, more than one patient may be transported per trip.

3.1.1. The Contractor may be required to provide an attendant for some transportation requests as deemed necessary by the VA.

3.1.2. All transportation requests will be submitted through VetRide, or its successor system, except “late add” requests, which may be transmitted another way, agreeable to both parties such as telephone, facsimile, internet, website, software, portal, in person, or other arrangements deemed tenable by both the VA and Contractor.

3.1.3. Only authorized VA personnel are authorized to place transportation requests or make changes to transportation requests. Non-authorized VA employees, patients, and private agencies (e.g., nursing homes) are not authorized to place transportation requests. Should the Contractor provide transportation scheduled by anyone not authorized to do so, the VA will not be responsible for payment for that trip.

3.1.4. For each ride, the Contractor will be given the patient’s name, phone number, medical facility appointment time, pick-up address, attendant or caregiver/escort information (if applicable), drop-off address, and any other applicable details (e.g., specific clinic, ward, room number, etc.).

3.1.5. Contractor will be expected to calculate the actual veteran patient’s pick-up time after being provided with the veteran's medical appointment time and location. These calculations may account for weather, traffic, distance, and other factors; however, the guidelines in paragraph 4 in reference to drop-off times must be adhered to.

3.1.6. VAH authorized personnel shall provide written, telephone, facsimile, internet, website, software, portal, in person, or other transportation requests to the Contractor for next-day transportation requirements with the final manifests submitted by 7:00 PM.

3.1.7. Telephonic transportation requests will be confirmed in writing by the Contractor in the Amended Order Manifest.

3.1.8. The Madison VA Travel Office shall maintain a transportation order manifest for all transportation requests.

3.1.9. The government anticipates the majority of the transportation services will be required between 6:30 AM and 7:00 PM, Monday through Friday.

3.1.10. Scheduled trips are those which the Contractor has been given advance notice defined as notice given by 7:00 PM the day prior to pick-up for required services and a specific pick-up time.

3.1.11. Changes shall be annotated in the Amended Order Manifest.

3.1.12. Patients waiting for return transportation (departing from a respective facility to the veteran’s drop-off point, e.g., residence) shall be picked up no later than one hour of notification. Patients classified as “Companion Required” shall be picked up no later than 30 minutes of notification.

3.2 SAME DAY TRANSPORTATION REQUEST: During the course of the day, it may become necessary to add patients to the daily manifest. When this occurs, the VA shall notify the Contractor via fax, telephone, or electronically. The VA and Contractor shall agree on a reasonable pick-up time taking factors such as appointment times, distance, time of day, etc., into consideration.

The VAH Transport Office shall maintain a log for all same-day trips (including weekends and holidays) which shall include the patient’s name, location/destination, time of call, and requested pick-up time. The Contractor shall immediately confirm the request and confirm the time the patient will be picked up.

4. PICK-UP AND DELIVERY: The medical appointment times determine when the Veteran is picked

up. Medical appointment times are identified by the VAH Transport Office at the time the order is placed.

The Contractor determines the scheduled pick-up time, and this must be communicated to the patient and made available to the VA…