RFQ 36C26224Q1523 AMENDMENT 0002.docx

36C26224Q1523

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) /2025 36C262 Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723 36C262 Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723 To all Offerors/Bidders

36C26224Q1523 09-16-2024

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to:

11-17 -2025 :00 A

M MT

See CONTINUATION Page X

ONE

1. The purpose of this amendment is to:

a.

Update the Performance Work Statement, including the incorporation of VetRide

b. Update the Price schedule to reflect base plus 4 option year periods;

01/01/ /2030.

2. All inquiries due via email to katharine.robert@va.gov

NLT

:00 A

M MT,

November , 2025.

3. All quotes due via email to katharine.robert@va.gov

NLT

:00 A

M MT,

November

, 2025.

4. Late submissions will not be considered

5. Contractor must be able to mobilize at full capacity by /202

Page 1 of

CONTINUATION PAGE: RFQ 36C26224Q1523, AMENDMENT 0002

Amendment No. 0002 is being issued for RFQ 36C26224Q1523. An Offeror shall do the following: (1) Submit its entire offer and (2) submit pricing using the Price Schedule provided in section B.3 Price/Cost Schedule of Amendment No.0002 and (3) sign/acknowledge Amendment No. 0002 accordingly. See Addendum to FAR Clause 52.212-1, Additional Instructions, for additional submission instructions and required submittals. Failure to follow these instructions will result in the rejection of an offeror’s quote without further consideration for award.

The Solicitation closing date is extended under this amendment to 9:00 AM MT on November 17, 2025.

** The attached solicitation replaces all other version(s) of the solicitation and price schedule in their entirety. **

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:

PERFORMANCE WORK STATEMENT

1. Purpose: The San Diego VA Medical Center (hereafter SDVAHS), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergency wheelchair and hired car transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of wheelchair and hired car transportation services. The contactor shall make these services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

2. Background: VA San Diego Healthcare System main campus is located 3350 La Jolla Village Dr, San Diego, CA 92161, serving over 231,083 veterans, primarily from the San Diego area and it’s 6 Community-Based Outpatient Clinics (CBOCS). Veterans served within this facility lives within the following counties:

County

San Diego

Riverside

Imperial

Orange

Los Angeles

3. Acronyms

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

4. Medical Companion Program

4.1. This contract will be used for pre- and post-ambulatory procedure supervision to and from the VA hospital for veterans who have no social support available.

4.2. The contractor shall provide medical companion escort services and remain on the premises during the procedure until the veteran is released. The escort must wait in the 3S Special Procedure waiting area until the veteran is released with transportation, for Veteran beneficiaries’ appointments to and from the VA Medical Center located at 3350 La Jolla Village Drive, San Diego, CA, 92161.

4.3. The contractor shall provide medical companion escort services, with transportation, to eligible Veteran beneficiaries for the VA Medical Center in San Diego, seven days a week between the hours of 4:00a.m. and 10:00p.m.

4.4. The contractor shall be required to have a dispatch office capable of receiving calls and arranging services as ordered by the government.

4.5. The contractor shall be required to have licenses to operate in the counties of San Diego, Imperial, Riverside, Orange County, and Los Angeles as needed.

4.6. All services are to be provided from designated pick-up location to the VA Medical Center in San Diego and return to the drop off location or other location such as nursing facility, as specified by the government.

5. Scope/Requirements

5.1. Wheelchair and Hired Car Transport Services

5.1.1. The Contractor shall provide Wheelchair and Hired Car Transportation to Veteran patients of the main VASDHS Medical Center and its participating CBOCs, twenty-four (24) hours a day, seven (7) days a week including holidays as requested by the Government. All services shall be provided in accordance with the terms, conditions and requirements as specified herein.

5.1.2. VA beneficiaries requiring transport may have multiple medical conditions and use assistive devices such as canes, crutches, walkers, wheelchairs, and electric scooters. Additionally, some may have portable oxygen tanks or use portable oxygen generating devices.

5.1.3. Constant watch patients are those who are recovering from the effects of anesthesia, and/or have cognitive impairment. These patients represent the risk of wandering and must always be watched.

5.1.4. In any case in which a Veteran displays disruptive behavior, the contractor shall immediately call the VA Beneficiary Travel department to report such behavior. If circumstances do not permit calling the Beneficiary Travel department, and if the incident is occurring not within the confines of the VA San Diego Medical Center campus, the contractor will stop the vehicle, exit the vehicle and call 911 for local police to respond. After the situation has subsided, the contractor will call the VA Beneficiary Travel office to provide a verbal report of the event that occurred. The VA Beneficiary Travel manager will follow up with submitting a Disruptive Behavior Report (DBRS).

5.1.5. The contractor shall be required to have a dispatch office capable of receiving calls and arranging services as ordered by the government.

5.1.6. The contractor shall be required to have an onsite dispatcher between the hours of 8:00a.m. and 4:00p.m., Monday to Friday excluding holidays as listed by the Government.

5.1.7. The contract shall be required to have licenses to operate in the counties of San Diego, Imperial, Riverside, Orange County, and Los Angeles as required.

5.1.8. All services are to be provided from designated pick-up location to the Va Medical Center in San Diego and return to the drop off location or other location such as a nursing facility, as specified by the government.

5.1.9. Contractor shall provide all PPE at no cost to the Government.

5.2. 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 VA San Diego Healthcare System, 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.

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

5.3.1. 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.

5.3.2. All Wheelchair and Hired Car drivers shall have a valid driver’s license in accordance with state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver’s license to the COR.

5.3.3. 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 VA San Diego Healthcare System. Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by VA San Diego Healthcare System. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees.

5.3.4. All drivers and other contractor personnel as applicable must pass the Contractor’s background check and must not have been convicted of (or have any pending for) a felony for the past five years. Personnel (and Contractor) must report any new additional charges or convictions if they arise during the course of performance under this contract so VA can review them and determine whether the employee in question needs to be discharged of his or her duties until the matter is adjudicated.

5.4. Contractor Equipment, Vehicles, and Inspection

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

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

5.4.3. The VA reserves the right to inspect the contractor’s equipment and vehicles or require documentation of compliance with state laws, rules, regulations, and guidelines governing wheelchair 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 which are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA.

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

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

5.4.6. The contractor shall not borrow or exchange supplies, (i.e. blankets, oxygen tanks) and/or equipment (i.e. wheelchairs) with the VA. Equipment attached to or in use by the patient at time of pick-up may remain with the patient during transport to ensure continuity of care. All VA equipment must be returned to VA during patient drop-off or as promptly as feasible within 24 hours.

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

5.4.7.1. The contractor personnel performing services for the VA shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients.

5.4.7.2. Each driver shall possess a driver’s license that is valid for the class of vehicle driven.

· Be at least 18 Years of age and have not less than one year experience as a license 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.

5.5. Transportation Request

5.5.1 VetRide or VA-Approved Transportation Software Utilization: The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

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 from date of service in accordance with 38 CFR 70 to be considered timely submission.

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

2. Contract Number

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

4. Authorization number(s)

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

6. Base Rate

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

8. Date of Birth and Sex

9. Diagnosis Codes or Nature of Illness or Injury

10. Documentation of circumstances when billing for waiting time

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

12. VA authorizing official’s name

13. 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.

5.5.1.1. A transportation request is defined as a request for one-way service (Wheelchair and Hired car service). No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. VA San Diego Healthcare System Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff. 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.

5.5.1.1.1. VA San Diego Healthcare System Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

5.5.1.1.2. 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. VA San Diego Healthcare System Travel Program Staff or authorized VA employees may place a “hold” on payment of this order until it has been reconciled.

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

Beneficiary Travel Office Staff Contracting Officer’s Representative (COR) Travel Program Staff

The Contracting Officer’s Representative is responsible for issuing and administrating transportation requests under this contract. Contracting Officer’s Representatives have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept transportation requests against this contract only from authorized ordering individuals. Fulfilling transportation requests from persons other than the authorized ordering individuals may result in loss or delay in payment for supplies/services provided under such orders.

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

5.5.1.1.4. All patient pick-up(s) and drop-off(s) shall be authorized via “orders” which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information:

· Mode of transportation required

· Required time of arrival

· Name of the beneficiary

· Pick-up and delivery point

· Type and number of additional medical care specialists required

· Type of equipment required

· Last four of the patient's Social Security Number

· Any other special instructions

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

5.5.1.3. The type of transportation service (Wheelchair and Hired Car) required will be discussed and determined by VA personnel and the contractor. The contractor shall transport the patient per its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale.

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

5.5.1.5. The Contractor shall be responsible for providing all vehicles and manpower necessary to meet all transport requirements of this contract. If the contractor fails to furnish service within the required timeframes listed in 5.5.1.7., the VA reserves the right to obtain the required service from another source and charge the Contractor with the excess costs incurred through a reduction from the invoice. VA will be the sole judge in determining when to order service from another source. Repeated 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)).

5.5.1.6. The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

5.5.1.7. Response Times*

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

5.5.1.7.2. For all add-ons (not scheduled in advance) transportation requests, with pick up at VA San Diego Healthcare System: The contractor will transport within sixty (60) minutes from time of order placement.

5.5.1.7.3. For transportation requests which do not have a pick-up at VA San Diego Healthcare System:

a. The contractor may be required, if requested by the VA, to dispatch vehicles on short notice for transportation request not scheduled in advance; for these transportation requests the contractor shall dispatch Wheelchair and Hired Car within sixty (60) minutes of receiving the order.

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

c. The contractor’s patient pick-up time cannot be more than 15 minutes prior to the schedule pickup time nor 15 minutes later than the scheduled pickup time for transportation requests scheduled in advance.

* Note: 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.

5.5.2. Cancellations

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

5.5.2.1.1. A “no show” is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for the type of service requested (Wheelchair and Hired Car) and the one-way mileage (Wheelchair and Hired Car) accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation.

5.6. Pick-Up/Drop-Off/Reporting Procedures

5.6.1. Wheelchair and Hired Car personnel shall pick-up and deliver patients at specified locations (e.g., front door of hospital Entrance). These locations will be specified by VA staff when an order is placed and communicated to the transporting personnel.

5.6.2. When applicable, Wheelchair and Hired Car personnel shall report to the Beneficiary Travel personnel or Administrative Officer of the Day (AOD) to (1) announce his/her arrival to pick up and transfer the patient and (2) obtain report of pertinent information regarding the patient’s condition from the primary nurse/physician.

5.6.3. In cases where Wheelchair and Hired Car personnel must divert to a local emergency department while performing a VA authorized transport, the contractor’s dispatcher shall notify the VA Beneficiary Travel Department or Administrative Officer of the Day of the patient’s location and status as soon as this information becomes available.

5.7. Patient Welfare

5.7.1. 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.

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

5.7.3. 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.

5.8. Incident Reporting

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

5.8.2. 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.

5.9. Invoicing

5.9.1. 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.

5.9.2. 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.

6. Period & Place of Performance

6.1. The Place of Performance is variable and may occur within the states of California. Wheelchair and Hired Car services may be required to or from locations including, but not limited to the following:

6.1.1. Jennifer Moreno VA Medical Center which includes specific Atrium Clinics, Emergency Department, pavilions, or out-buildings on the La Jolla campus. The Jennifer Moreno VA Medical Center address is: 3350 La Jolla village Dr., San Diego, CA 92161.

6.1.2. San Diego VA Healthcare System Community-Based Outpatient Clinics (CBOCs):

6.1.3. Other VA Medical Centers, Hospitals, or CBOCs within Veterans Integrated Service Network (VISN) 22 including, but not limited to:

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

6.1.5. Veteran’s residence.

6.1.6. Local airports including San Diego International Airport.

7. Quality Control Plan

7.1. Quality Control

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

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

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

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

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

7.1.1.5. A description of the method used to provide Wheelchair and Hired Car services to meet the requirements of this contract (24/7 availability).

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

7.1.1.7. CONTENGENCY PLAN: (In case VetRide Vendor Portal is down) The contractor shall maintain a Contingency Plan that contains, at a minimum, 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.

7.1.1.8. Contractor shall submit a Quality Control Plan and Contingency Plan no later than 30 days after award of contract to the COR and Contract Specialist.

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

7.1.3. 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.

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

7.2. Minimum Performance Standards

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

7.2.2. The QASP will include the standards below as well as others derived from the successful offeror’s quality control plan.

Reference

Provide on- time Wheelchair and Hired Car services

orders

of monthly invoices/reports

8. COVID-19 Or Other Similar Infectious Diseases

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

8.2. 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 communicated with the contractor as the VA receives the guidance.

8.3. 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 and require mandatory decontamination of their vehicles and all other preventative precautions taken by Contractor employees.

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

9. Conformity To Regulations

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

9.2 VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this non-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.

10. Evidence of Coverage: Before commencing work under the contract, the contractor shall furnish the Contracting Officer with a certification from his/her insurance company indication 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. Contractor Personnel Security Requirements: All contractor employees who require access to the Department of Veterans Affair's computer systems or who come into contact with veterans / beneficiaries shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to 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 have 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 within30 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.

CONFIDENTIALITY AND SECURITY:

Contractor shall ensure the confidentiality and security of all patient information and shall be held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Privacy Act (5 USC 522a), Confidentiality of Drug Abuse, Alcohol Abuse, Sickle Cell Anemia and HIV/AIDs Treatment Records (38 USC 7332 and 38 USC 4132), VA Claims Confidentiality Statute (38 USC 5701) and Confidentiality of Medical Quality Assurance Records (38 USC 5705 and 38 USC 3305). The Contractor shall comply with all pertaining confidentiality and security statutes. Contractor shall be HIPPA compliant (Health Insurance Portability and Accountability Act). Failure to comply with statutes regarding confidentiality and security of patient health information / individually identifiably information may result in financial sanctions.

Contractor shall certify that all employees performing services under this contract have received HIPAA training. Contractor shall be responsible for ensuring the confidentiality and security of all patient information and shall be held liable in the event of any breach of confidentiality. Access requirements to VA information systems by Contractor personnel shall meet or exceed those requirements established for VA employees as promulgated in VA/VHA administrative issues including directives. Access shall be granted to non-VA users only if the purpose of access is consistent with all privacy and security policies and regulations.

Contractor personnel shall be required to sign access agreements before starting work under this contract. These agreements required them to abide by VA computer access security and confidentiality policies.

Contractor shall sign a Business Associate Agreement (BAA) between itself and the Department of Veterans Affairs.

12. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

13. GENERAL: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

14. SECURITY INCIDENT INVESTIGATION

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

15. SECURITY CONTROLS COMPLIANCE TESTING: On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract.

With 10 working days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

16. TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

1. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

2. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

3. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

4. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or privileges and removal from work on the contract until such time as the training and documents complete.

17. BLOOD BORNE PATHOGENS: The contractor and the employees provided, pursuant to this contract, shall comply with the effective VAMC Policy (and Occupational Health requirements in accordance with 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 bloodborne 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.

18. Annual VHA Training

· In accordance with VHA Directive 2003-028 "Compliance and Business Integrity Program", its updates or replacement directives, IG Guidance at 8994, Section II(C); Guidance at 4875, Section III (B)(4) Sentencing Guidelines, Section 8B2.1 (b) (4) (B) annual compliance training is to be provided to all contractors within the scope of their work. The medical center COTR’s are to coordinate the annual training with their respective Contracting Officer and Compliance and Business Integrity Officers. A copy of the documentation of the completed annual training is to be provided to the Compliance and Business Integrity Officers for their files.

· In accordance with VHA Directive 1605.1 “Privacy and Release of Information”, updates or replacement directives annual VHA Privacy Policy Training is to be provide to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the Contracting Officer and the facility Privacy Officer for their files.

· In accordance with VA Directive 6500, “Information Security Program”, updates or replacement directives annual VHA Cyber and Security Information Training is to be provided to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the Contracting Officer and the facility Information Security Officer for their files.

19. GOVERNMENT HOLIDAYS: The Vendor is not required to provide service on the following National holidays; nor shall the Vendor be paid for these holidays. The following national holidays observed by the Federal Government: