RFQ-Columbia WC-36C24725Q0322.pdf

SUBJECT* Wheelchair Service for the Columbia VA Medical Center Five (5) Year IDIQ

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 29403-5799

SOLICITATION NUMBER* 36C24725Q0322

RESPONSE DATE/TIME/ZONE 03-03-2025 08:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* V212

NAICS CODE* 485991

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

109 Bee Street

Charleston SC 29403-5799

POINT OF CONTACT*

Thomas Nicholls

Thomas.Nicholls@va.gov

PLACE OF PERFORMANCE

ADDRESS William Jennings Bryan Dorn VA Medical Center

Columbia SC VA Medical Center

6439 Gardner's Ferry Road

Columbia, SC 29209

Table of Contents

SECTION B -

B.1 PERFORMANCE WORK STATEMENT (PWS)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

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

C.3 52.216-18 ORDERING (AUG 2020)

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

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

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

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-

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

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.12 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.13 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.14 VAAR 852.228-71 INDEMNIFICATION AND INSURANCE (MAR 2018)

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

C.16 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, , AND

D.2 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.8 52.216-1 TYPE OF CONTRACT (APR 1984)

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

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

(OCT 2018)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.12 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

SECTION B -

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined

Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03, effective 01/17/2025.

This solicitation is set-aside for Service-Disabled Veteran Owned Small Businesses (SDVOSB) that are

VetCert verified at the time of quote submission.

The associated North American Industrial Classification System (NAICS) code for this procurement is

485991 (Special Needs Transportation), with a small business size standard of $19 Million

.The FSC/PSC is V212 (Transportation/Travel/Relocation—Travel/Lodging/Recruitment: Motor

Passenger).

The Columbia VA Medical Center is seeking to purchase ground wheelchair transportation services.

B.1 PERFORMANCE WORK STATEMENT (PWS)

Wheelchair Transportation Service for Columbia VAHCS

(Non-Personal Services)

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide wheelchair transportation service for Columbia VA Healthcare System in Columbia, South Carolina. The government shall not exercise any supervision or control over the contract service providers performing the services herein.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide wheelchair transportation service for Columbia VAHCS as established in this Performance Work Statement (PWS). The contractor shall adhere to South Carolina Administrative Code (OAC), State Board of Emergency Medical, Fire, and

Transportation Services and all applicable Federal, State and Local laws, rules, regulations, and procedures as required to perform services under this contract. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and

VA facilities within and outside the service area which may include personal residence of the patient and other locations as requested by the authorized government representative(s) designated in writing by the

COR and/or CO in accordance with the procedures specified within this PWS in support of the following primary operating location:

Columbia VA Health Care System

64239 Garners Ferry Road

Columbia, SC. 29229

1.2 PERIOD OF PEFORMANCE. The periods of performance for base period and all option periods for this contract are summarized as follows:

• Base Year: 1 September 25, 2025, to September 24, 2026

• Ordering Period One (1): September 25, 2025, to September 24, 2026

• Ordering Period Two (2): September 25, 2025, to September 24, 2026

• Ordering Period Three (3): September 25, 2025, to September 24, 2026

• Ordering Period Four (4): September 25, 2025, to September 24, 2026

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is how the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, COR or individual(s) designated by the COR and/or CO in writing. The contractor’s quality control program shall include the following:

1.3.1.1 An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections.

1.3.1.2 The methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable.

1.3.1.3 The on-site records of all inspections conducted by the contractor and corrective action taken.

1.3.1.4 The on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract.

1.3.1.5 The on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns to include a detailed procedure for alternative transportation of patients in the event of mechanical breakdown of any vehicle(s).

1.3.1.6 The on-site records identifying the character, security and background checks, current driving records, physical capabilities, certifications and ongoing training of each employee performing services under this contract. This will include training in the safe and proper transport of beneficiaries and the necessary healthcare training, i.e., Health Insurance Portability and Accountability Act (HIPPA), Privacy

Training for each employee performing services under this contract.

1.3.1.7 The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

1.3.1.8 A log to account for all requests for service. The log shall indicate the date and time of service call, name of beneficiary requiring services, any required Medicare/Medicaid forms with Doctor’s signatures, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed.

1.3.1.9 The on-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

1.3.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s):

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this

PWS to include but not limited to the following:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.3.4 Hours of Operation. The contractor shall be available to provide service 24-hours per days, 7 days a week, 365 days per year. Many services under this contract are anticipated to be performed Monday through Friday from 0700-EST to 1900-EST, except on Federally recognized holidays. Limited services may be required at any time, to include weekends and Federal holidays, which shall be performed at the rates established in the SCHEDULE OF SERVICES – PRICE SCHEDULE. The contractor shall provide services in accordance with the terms and conditions of this contract. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.3.5 Place of Performance. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations and transportation across state lines as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS.

1.3.6 Type of Contract and Task Orders. The government intends to award a single-award indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. The base and option periods

(if any) specified in the SCHEDULE OF SERVICES - PRICE SCHEDULE shall be exercised at the discretion of the government through the issuance of a task order for the entire period of performance. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain

Commercial Items).

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of

Veterans Affairs to perform services in support of this VA medical facility in the state of South Carolina.

1.3.8 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

• Key Control: Not Applicable.

• Lock Combinations: Not Applicable.

• Special Qualifications. See requirements below.

1.3.9 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal

Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.10 Contracting Officer’s Representative (COR). The (COR) if designated will be identified by separate letter issued by the cognizant government Contracting Officer. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project

Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available 7 days a week, 24 hours per day, 365 days per year.

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

• Full Name

• Position and Title

• Assigned Responsibilities

• Qualifications and Professional Certifications

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

1.3.12 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2.0 DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

• BASE RATE. The base rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips requested under this contract with employees receiving at a minimum the Department of Labor Service Contract Act

(SCA) wage rates for the Columbia VA catchment area to include the community base outpatient clinics, as specified by the contracting officer for this requirement, during all phases of the trip made on behalf of the Government. Service Contract Act (SCA) wage rate determinations will be updated each option year, when/if new revisions are issued. The base rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” as shown below.

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

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

VAMC nursing homes.

• CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

• CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government.

The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

• CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

• CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

• CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR). A government official or officials that work under the authority of the government Contracting Officer responsible for placing patient transport requests for authorized work within the scope and in accordance with the terms and conditions of this contract as specified in the COTR designation letter.

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

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

• DRY RUN. A dry run is defined as a request for service by authorized Medical Center personnel, whereby the contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs. The contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the contractor.

• EMERGENCY MEDICAL, FIRE, AND TRANSPORTATION SERVICES (EMFTS) CERTIFICATE:

The certificate required by the state of South Carolina to perform medical transportation services (air medical, ambulance, MoICU and ambulettes). In accordance with Chapter 119 of the South Carolina

Revised Code, the state of South Carolina has adopted rules regulating medical transportation services and vehicles.

• KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the quote.

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

• NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

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

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

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

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

• QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

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

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

• QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor.

The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

• SAME DAY TRIP(S). A trip or trips requested the same day as specified herein for patient transport on an as need basis with little notice. The price for a same day trip shall be that same as a price for a prescheduled trip as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE.

• SCHEDULED TRIPS(S). The term “Scheduled Trip” as used on this contract refers to those trips in which the contractor has been given advanced notice (advanced notice is defined as a notice given by

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

• SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract.

The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

• THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

• UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

• UNSCHEDULED TRIP(S). The term “Unscheduled Trip” as used in this contract refers to those trips required on an as needed basis and advanced notice is not given.

• VEHICLE(S). The term “vehicle(s)” as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

• VETERANS TRANSPORTATION DEPARTMENT (VTD). This department is under Patient Business

Service (PBS) and coordinates Veteran transportation and eligibility issues. This section works under the authority of the Contracting Officer and is responsible for placing orders for service and certification of invoices under the terms and conditions of this contract.

• VETERANS TRANSPORTATION MANAGER (VTM). The manager/supervisor of the VA section under PBS that is responsible for coordinating Veteran transportation and eligibility issues.

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

• WAITING GRACE PERIOD. The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for all transportation services shall include a fifteen (15) minute waiting grace period at origin and destination.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

CBOC Community Based Outpatient Clinic

CFR Code of Federal Regulations

CLC Community Living Centers

CO Contracting Officer

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer’s Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

EMFTS BOARD Emergency Medical, Fire, and Transportation Services

Board (State of South Carolina) FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of

NHCU Nursing Home Care Unit

NTE Not to Exceed

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and

Hawaii) ODC Other Direct Costs

OMTB South Carolina Medical Transportation Board

OAC South Carolina Administrative Code

ORC South Carolina Revised Code

PBS Patient Business Services

PCOR Primary Contracting Officers Representative

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Plan

QASP Quality Assurance Surveillance Plan

QC Quality ControlQCP Quality Control Program

TE Technical Exhibit

VAAR Veteran’s Administration Acquisition Regulation

VAPS VA Police System

VISTA Veteran’s Health Information Systems and Technology

Architecture

VSC VHA Service Center

VAACC Veteran’s Administration Ambulatory Care Clinic

VAMC Veteran’s Administration Medical Center

VHA Veteran’s Health Administration

VHA PM Veteran’s Health Administration Procurement Manual

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

3.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

3.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow medical equipment from the medical facilities. The contractor shall provide all medications (including Naloxone) required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be inclusive of consumables used in transport.

4. REQUIREMENTS:

4.1 RESPONSE TIMES. The contractor shall be on time for all scheduled and unscheduled patient transports. All Veteran patient beneficiaries shall be transported within 15 minutes of the scheduled transport time. The contractor shall transport and deliver beneficiary to the specific pick up/drop off transit point designated by the authorized government representative(s) to include but not limited to any

VA Medical Center location (i.e. clinic or ward area), VAMC Nursing Homes, Community Living

Centers (CLC), Community Based Outpatient Clinics (CBOCs), private residences or other requested non-VA locations. Under no circumstances shall the contractor drop beneficiaries off in the hall or entrance of any facility. Adherence to schedules is of utmost importance. If the Veteran patient is not at the location, unable to be transported, or refuses to be transported, the contractor shall be reimbursed for a one-way trip only after VA has authorized contractor to leave without the beneficiary:

4.2 All drivers will report to the assigned appointment locations specified by the authorized government representative(s) designated in writing by the COR and/or CO and complete the trip using the third patty Vet Ride software.

4.2.1 Performance Requirements Standards. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements

Summary (PRS) section of this PWS.

4.2.2 PATIENT TRANSPORT REQUESTS. A patient transportation request (or travel consult) is a government issued request for the contractor to transport a patient in accordance with the terms and conditions established in this contract. All patient transports under this contract shall be executed by issuance of a patient transport request issued in writing with Virtru Pro encrypted email by the authorized government representative(s) designated in writing by the COR and/or

CO. Any patient transport request issued verbally by any authorized government representative should immediately be followed by a written request utilizing encrypted email. Specific requirements are summarized as follows:

4.2.3 Virtru Pro Encrypted Email | Patient Transport Correspondence. The contractor shall utilize

Virtru Pro encrypted email capability for all for all patient transport related correspondence (i.e.

travel requests, travel consults, etc.). Virtru Pro is an encrypted e-mail technology that provides

VA a secure method of exchanging information with community providers. It enables recipients to do so in their existing email account without installing software, using portals, or creating accounts summarized as follows:

4.2.4 Virtru Pro provides VA a secure method of exchanging information with community providers using encrypted email. Virtru Pro reduces the time it takes to share Veterans’ protected health information (PHI) by allowing VA staff to send this information securely over email instead of via fax or by mail.

4.2.4.1 Virtru Pro allows only the intended recipient of the email to decrypt and respond to secure messages. It enables recipients to do so in their existing email account without installing software, using portals, or creating accounts.

4.2.4.2 Virtru Pro improves care coordination by ensuring VA and community providers can share patient documentation in a timely manner. This allows Veterans to receive the care and follow-ups they need more quickly and appropriately.

4.2.4.3 Virtru Pro improves Health Insurance Portability and Accountability Act (HIPAA) compliance by reducing paper medical records and providing integrity controls and encryption to meet HIPAA transmission security requirements.

4.2.4.4 It is not necessary for community providers or contractors to install Virtru Pro to be able to receive and reply to secure messages from VA. For community providers and contractors, Virtru Pro is accessed directly through email in the same way you receive other emails. Within your email account, a Virtru-secured email will appear in the same format as a regular email but will only allow the intended recipient of the email to decrypt and respond to the message.

4.2.5 Scheduled Patient Transport Requests. The government will normally send to the contractor by 1530-EST each business day by Virtru Pro encrypted email all scheduled patient transport requests for the next business day. By 1600-EST each day, the contractor shall confirm via Virtru Pro encrypted email the receipt of all patient transport requests for the next business day. Requests or changes will only be made by the authorized government representative(s) designated in writing by the COR and/or CO. Changes will be made by Virtru Pro encrypted email, telephone, or fax which shall be confirmed immediately upon receipt by the contractor. A log for all trips will be maintained by the authorized government representative(s) designated in writing by the COR and/or CO. A list of VA personnel authorized to place patient transport requests will be made available upon award of the contract. VA employees may be added or deleted from the list during the term of the contract at the discretion of the COR and/or CO in writing. The contractor will be notified of such changes as they occur. When ordering services

(whether it be by telephone, facsimile, mail, e-mail and/or in person), the VA Medical facility will provide the contractor with the following type of information:

• Mode of transportation required;

• Required date and time of arrival;

• Name of beneficiary;

• Pick-up and delivery point;

• Type and number of additional medical care specialists required;

• Type of equipment required;

• Patient’s Date of Birth; and

• Any other special instructions.

4.2.6 Cancellations | Patient Transport Requests. The contractor shall NOT charge or invoice the

Government for scheduled trips cancelled sixty (60) minutes prior to transport time. For trips scheduled for the same day, there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

4.2.7 Wait Time | Patient Transport Requests. Wait time is defined as the amount of time spent waiting after a scheduled transport time. In no instance is a beneficiary to wait longer than thirty (30) minutes after scheduled transport time or receipt of a patient transport request for an unscheduled transport. When a beneficiary is required to wait longer than 30 minutes, the contractor shall be charged for each quarter hour or fraction thereof in excess of 30 minutes at the rate quoted in the quote for wait time. If rescheduling of an appointment is necessary due to failure by the contractor to transport within the 30 minutes, the Government will NOT authorize pay for the round- trip transport:

4.2.7.1 For time lost in waiting after the first 30 minutes at either end, or both ends of the trip due to causes beyond control, the contractor shall be reimbursed at the rate specified in the SCHEDULE OF

SERVICES – PRICE SCHEDULE. If the transport is other than at the designated area, the contractor shall call the COR or authorized government representative(s) designated in writing by the COR and/or

CO as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This phone call is only for the purpose of verifying his arrival time at the transport point and is not necessary if the contractor anticipates no delay for which he shall claim reimbursement.

4.2.7.2 In order to keep waiting time at an absolute minimum, the contractor shall immediately notify the authorized government representative(s) designated in writing by the COR and/or CO when all vehicles are in service. All wait time charges shall be supported by notification to the authorized government representative(s) designated in writing by the COR and/or CO that the driver (vehicle) is in a waiting status. At this point, information concerning the reason for the wait time shall be provided.

4.2.7.3 For unscheduled trips, wait time charges shall commence 15 minutes from the time the contractor actually arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence fifteen minutes from the scheduled pick-up time or from the time the contractor actually arrives at the designated pick-up point, whichever is later.

4.2.7.4 If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 15-minute grace period is anticipated, the contractor shall notify the COR or authorized government representative(s) designated in writing by the COR and/or CO during business hours and after hours. This phone call is only for the purpose of verifying the contractor’s time of arrival at pick-up and or delivery points and is not necessary if the contractor does not anticipate a delay for which waiting charges will be claimed. The contractor’s failure to notify the COR or authorized government representative(s) designated in writing by the COR and/or CO when waiting beyond the grace period, shall result in non-payment for waiting time.

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

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

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

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

4.2.12 The contractor shall maintain sufficient telephone capacity to ensure immediate local/toll free communication access between the VA Medical Center and the contractor’s facility for the purposes conducting business in the performance of the contract.

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

5.2.6.2 The contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times

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

5.2.6.4 The government point of contact for the daily communications with the contractor for coordinating patient transport during normal business hours and after hours is the COR or authorized government representative(s) designated in writing by the COR and/or CO.

6.0 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

6.1 Invoicing Procedures. The contractor shall submit invoices on a monthly basis in accordance with the terms and conditions established in this contract to include FAR 52.212-4, FAR 52.247, and VAAR

852.232-72. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in the SCHEDULE OF SERVICES – PRICE SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

• Contract Number

• Contract Task Order Number

• Purchase Order (PO) Number

• Actual quantity of authorized work completed by Contract Line Item (CLIN)

• Number of Trips One-Way (if invoicing for trips)

• Number of Miles (if invoicing for mileage)

• Number of 15-minute increments for wait time (if authorized to invoice for wait time)

• Actual Dates(s), Time(s) and Locations of Patient Transports

• Pick-Up Date

• Pick-Up Time

• Pick-Up Location

• Drop-Off Date

• Drop-Off Time

• Drop-Off Location

• Patient Last Name

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

6.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the SCHEDULE OF SERVICES – PRICE SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

6.3 All Inclusive Pricing | Fully Burdened. All patient transport rates established in the SCHEDULE OF

SERVICES – PRICE SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel or road toll charges.

6.4 Base Rate (One-Way). The BASE RATE (ONE-WAY) as established in the SCHEDULE OF

SERVICES – PRICE SCHEDULE is for authorized one-way patient transports with a point-to-point

(one-way) travel distance radius of 20 miles or less from the designated VA Medical Center. The contractor is NOT authorized to invoice for MILEAGE RATE (ONE-WAY) in addition to the BASE

RATE (ONE-WAY) for patient transports with a point-to-point (one-way) travel distance radius of 20 miles or less from the designated VA Medical Center. For patient transports with a point-to-point

(one-way) travel distance radius which exceeds 20 miles from the designated VA Medical Center, the

BASE RATE (ONE-WAY) plus MILEAGE RATE (ONE-WAY) may be authorized. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips.

6.5 Mileage Rate (One-Way). The MILEAGE RATE (ONE-WAY) as established in the SCHEDULE OF

SERVICES – PRICE SCHEDULE shall only be authorized for patient transports which exceed the

BASE RATE (ONE-WAY) travel distance radius of 20 miles from the designated VA Medical

Center. The contractor shall ensure that all invoices submitted with a point-to-point (one-way) travel distance radius which exceeds 20 miles from the designated VA Medical Center include the

MILEAGE RATE (ONE-WAY) plus BASE RATE (ONE-WAY) which shall be calculated based on the total travel distance (one-way) minus 20 miles. The MILEAGE RATE (ONE-WAY) is not authorized for any patient transport that does not have a VA approved passenger onboard. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips.

6.6 Wait Time Rate (15-Minute Increments). The WAIT TIME RATE (15-MINUTE INCREMENTS) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE and PERFORMANCE

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

6.7 Round Trips | Not Authorized. The contractor is NOT authorized to submit any invoices that include round trip pricing. The contractor shall ensure that all round trips are invoiced as two (2) separate one-way trips as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE.

6.8 Cancellations Before Arrival at Destination. Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the contractor to cancel the order. For orders that are cancelled while the contractor is already in route to the designated pick-up, the contractor shall be entitled to receive 50% of the base rate for the trip. This charge shall not include any mileage charge.

6.9 Cancellations After Arrival at Destination. Should the contractor arrive at the destination before VA cancels the order, or if the contractor is unable to perform a scheduled pick-up for reasons beyond the contractor’s control, i.e., incorrect address, or patient absence, or patient refusal, then the contractor shall receive 100% of base rate for a one-way trip, and applicable mileage if outside contract Mileage

Threshold areas of coverage.

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

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

6.10 No Toll Charges. Although there are currently no toll charges in the state of

South Carolina, it is agreed and understood that the prices quoted in the SCHEDULE OF

SERVICES – PRICE SCHEDULE do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to Two Way only and shall be listed separately on the contractor’s invoice.

6.11 Mandatory Reports | Itemized Report. An itemized report with trip summary shall be submitted by the first workday of each week for the trips approved for the prior week. Summary shall have beneficiary’s name, date of birth and total charge for each trip. A week is considered from

Monday thru Sunday. When the end of the month falls on a day other than Sunday, a report shall be submitted for the period of Monday thru the last day of the month. The next report shall be for the first day of the new month thru Sunday.

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

7.0 VEHICLE REQUIREMENTS. All vehicles used to provide services on this contract shall comply with all Federal, State, Local and Department of Veterans Affairs requirements which shall meet the following minimum requirements:

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

7.1.1 Have functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile; Shall be equipped with operational air conditioning and heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 79 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning system has been repaired;

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

7.1.3 Shall be equipped with hubcaps or wheel covers;

7.1.4 Have all body molding in place, or if removed, holes shall be filled and…