S02 - 36C25221R0084_FINAL.docx

36C25221R0084

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25221R0084 08/30/2022 Erika Cannaday 414-844-4800 x43288 10/31/2022 10:00 am local

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101

Milwaukee WI 53214-1476

X

485991 $16.5 Million

N/A

Chicago Area to include the Jesse Brown VA Medical Center and associated Community-Based Outpatient Clinics.

Also includes other VA and non-VA facilities in accordance with the PWS.

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101

Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971

Austin TX 78714-9971 877-353-9791 512-460-5540

See CONTINUATION Page Provide 24 hour / 7 days a week wheelchair van and sedan transportation services to eligible beneficiaries.

See Performance Work Statement

SOLICITATION NOTICE OF TIERED EVALUATIONS INCLUDING LARGE

BUSINESS CONCERNS, SEE PAGE 4.

See CONTINUATION Page

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449) OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

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

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

SAM UNIQUE ENTITY IDENTIFIER (UEI) ____________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT: ERIKA CANNADAY, CONTRACT SPECIALIST

CONTRACTING OFFICE CODE: 36C252

MILWAUKEE WI 53214

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

a. FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

3. INVOICES:

a. Invoices shall be submitted monthly in arrears in accordance with: 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018).

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

c. The VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-752-0900 option 2 for Enrollment.

d. Contractor shall submit an electronic invoice monthly in arrears to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

e. All invoices shall be prepared in accordance with Section 8 of the Performance Work Statement.

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

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

c. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

e. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

5. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Proposal (RFP) solicitation is issued under the authority of FAR Part 15.101-1 Tradeoff Source Selection Process. See 52.212-2 Evaluation – Commercial Items for a description of the factors in addition to price that the Government will use to evaluate offers. Prospective contractors must furnish the information listed herein with their proposals to ensure they receive full consideration.

For detailed instructions on submittal requirements, please see FAR 52.212-1 Instructions to Offerors – Commercial Items.

6. SOLICITATION NOTICE OF TIERED EVALUATIONS:

This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127.

TIERED EVALUATIONS INCLUDING LARGE BUSINESS CONCERNS: This solicitation is being issued as tiered evaluation with the following tiers: (1) SDVOSB concerns, (2) VOSB concerns, (3) small business concerns with HUBZone small business concerns and 8(a) participants having priority; and (4) large business concerns. If award cannot be made, the solicitation will be cancelled and the requirement resolicited.

7. SITE VISIT:

It is strongly encouraged that the offeror attend the scheduled site visit to fully understand the nature of the work and the conditions under which the work is to be performed, including facility layout and staging areas. In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

8. RFP QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contract Specialist Erika.Cannaday@va.gov no later than MONDAY, OCTOBER 17, 2022 at 10:00 AM LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities.

9. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

10. RAMP-UP:

The contract will include an eight (8)-week ramp-up period during which trips under contract will be gradually placed over the first weeks after contract award/effective date. The contractor should expect to provide 30% of all rides at three (3) weeks after award, 60% of all rides at six (6) weeks after award. The contractor shall be responsible for all orders placed under the contract after the 60-day ramp-up period.

11. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS:

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

b. All VA facilities are drug free.

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

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

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

f. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

12. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

13. SECURITY & PRIVACY CONTROL:

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform in accordance with the performance work statement is: National Agency Check with Inquiries (NACI) (below VA-PSAC TIER 2 AO). This requirement is applicable to all subcontractor personnel requiring the same access. Fees are the responsibility of the Contractor and will be billed accordingly.

B.2 PRICE SCHEDULE

1. Pricing Information

Contractor must provide a fixed monthly price that is inclusive of all transports, (both wheelchair and sedan) at Jesse Brown VA Medical Center for a base year and four option years. Monthly fixed pricing shall include all costs (e.g. labor, insurance, fuel, wait time, no loads, tolls, etc.). Proposals that delineate separate costs (e.g., for excess mileage, wait times, etc.) will not be entertained. A monthly fixed price will enable VA to schedule as many trips as needed up to the monthly trip ceiling identified for each month with no additional charges. The monthly ceiling varies by month. See chart on page 11.

The monthly trip ceilings represent the maximum number of trips the contractor may be required to perform in a given month. The number of actual trips required per month will fluctuate and typically fall below the monthly trip ceiling. Therefore, as illustrated in the sample schedule below, the Department of Veterans Affairs (VA) requests that offerors propose a range of discounts that will be applied to the flat monthly price that takes into consideration the actual trips taken. We refer to these ranges as “Discount Tiers.” Each offeror is free to propose as many “discount tiers” in varying ranges as it deems practicable for which there are corresponding discount amounts. Discounts are not required, but offerors who propose discounts may have a significant price advantage over those who do not.

VA requests that offerors propose the following:

1. An all-inclusive price for each monthly-priced line item and;

(2) If it elects to do so, discount amounts for each “Discount Tier” that can be applied to the monthly priced line item. Each Discount Tier should be composed of a range of trips up to but not including the monthly trip ceiling OR a range of trips that includes the monthly trip ceiling (for which there would be no discount).

The sample schedule below reflects a fixed monthly price along with associated discount amounts for each discount tier. The monthly price for October (which is based on a monthly ceiling of no more than 3055 trips provided) is $305,500. This imaginary offeror has decided to offer a discount when the number of actual trips provided during the month falls below the ceiling. In this example, the discount tiers include 100 trips in each range. So, if during the month of October, the contractor only performed 2,149 trips, Discount Tier 10 would be applicable, and the contractor would apply a $90,100 discount to the fixed monthly price of $305,500, resulting in an invoiced amount of $215,400 for that month.

SAMPLE SCHEDULE

In the sample schedule below, cells that represent trip totals that exceed that month’s trip ceiling are blackened out, so that only the blank cells are completed with proposed sicounts.

Monthly Trip Ceiling

Discount Tier

$0

While each range in this example contains 100 trips, the offeror is free to include as many trips as it desires in each range, and each range does not have to contain the same number of trips. For example, an offeror is free to propose a range in one tier that includes 34 trips, and the next tier may have a range that includes 110 trips. The VA will not limit the number of Discount Tiers an offeror may propose, and an offeror is not required to propose any discounts at all (for instance it may decide to price each month at such a competitive price that it would amount to a better value to VA than another offeror’s pricing with discounts). The VA recognizes as well that discounts may not be economically feasible below a certain minimum number of trips per month, based on an offeror’s pricing model. The contractor may, but is not required to, perform monthly trips in excess of the monthly trip ceiling, but the contractor will not be paid additional compensation for these excess trips if performed under this contract. Instead, if both parties agree, provision of trips that are in excess of the monthly trip ceiling amounts may be authorized outside this contract and paid for by the VA under a “1358 Obligation” as permitted in accordance with Department of Veterans Affairs Financial Policy Vol. II Chapter 6.

The following estimated data is provided to assist Contractors in preparing proposed pricing. These figures are estimates, based upon historical usage and forecasted changes, are not intended to identify an exact number of trips that will be ordered under the contract.

Estimated Annual Trips

The charts below provide information about actual usage during calendar year 2021. Historical Usage (2021) provides the number of trips for each month, broken down by sedan or wheelchair type vehicle. Average Mile Per Trip (2021) provides the percentage of trips that fall within each mileage range.

2. PRICE SCHEDULE EXAMPLE

Monthly Breakdown

There are one hundred (100) trips identified per discount range in this Price Schedule. Offerors shall complete the Price Schedule below or provide a modified Price Schedule to include more or fewer tiers and/or wider or narrower ranges.

Base Year: 1/1/2023 – 12/31/2023

DISCOUNTS

Option Year One: 1/1/2024 – 12/31/2024

DISCOUNTS

Option Year Two: 1/1/2025 – 12/31/2025

DISCOUNTS

Option Year Three: 1/1/2026 – 12/31/2026

DISCOUNTS

Option Year Four: 1/1/2027 – 12/31/2027

DISCOUNTS

B.3 PERFORMANCE WORK STATEMENT

1. PURPOSE: To provide contract transportation services to Veteran, beneficiaries, as determined eligible by the Department of Veterans Affairs (VA). The Contractor shall furnish the necessary personnel and equipment to provide for twenty-four (24) hour, 7 day a week wheelchair van and sedan transportation services to these Veterans residing primarily in northeast Illinois and northwest Indiana. Transports may occasionally be required in all of Illinois, Indiana, Michigan and southern Wisconsin. Transportation destinations may include VA and non-VA medical facilities, Veteran domiciles, and other locations. It is estimated that approximately 80% of the transports will occur entirely in the state of Illinois and 20% will have an origin or destination in the state of Indiana.

The primary VA Medical facilities under this contract include:

Lakeside CBOC 211 E. Ontario St. 12th Floor Chicago, IL 60611

Service will be from pick up location to the drop off location as directed by the VA. The VA intends to award a single Fixed Price per month contract for a base year with four one-year option periods.

2. REQUIREMENTS

2.1 VEHICLE REQUIREMENTS: The Contractor must meet all safety and mechanical standards established by Local, State and Federal statutes and regulations. Vehicles used to provide services under this contract shall meet requirements including, but not limited to the requirements outlined below. An inspection checklist shall be completed for each vehicle daily and must address, at a minimum, the items in in 2.1.1 – 2.1.22. This checklist for the applicable service date shall be kept in the vehicle. After the day is over, the checklist shall be retained by the Contractor, through the life of the contract, and be made available to the VA upon request.

2.1.1 Have passed the Illinois and/or Indiana Department of Transportation safety inspection, dependent on where the vehicle will be utilized.

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

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

2.1.4 Be equipped with operational air conditioning and heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecasted to reach 75 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not again be used for service under this contract until the air conditioning system has been repaired.

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

2.1.6 Be equipped with hubcaps or wheel covers.

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

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

2.1.9 Have unobstructed vision on all sides.

2.1.10 Be equipped with an operable two-way radio and/or cellular telephone communication system, which afford contact with the vehicle during all hours of operation. Beepers/pagers are not an acceptable substitute. See paragraphs 2.9 and 2.10 for more vehicle information.

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

2.1.12 Not have leaks of any kind.

2.1.13 Be equipped with a functioning horn.

2.1.14 Have operable seat belts on all seats.

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

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

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

2.1.18 A fixed seat position or a fixed secured floor or sidewall wheelchair lock shall be used for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs. Driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

2.1.19 The Contractor shall provide the VA with a list of all vehicles used to provide Services under this contract, including vehicle license numbers, vehicle identification numbers, insurance certificates, and the current odometer reading for all vehicles prior to initiating service. An updated list shall be provided to the VA monthly.

2.1.20 All vehicles shall be made available for inspection (in accordance with paragraph 2.3.5) during the performance of this contract when requested by the VA. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall be removed from service immediately. That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies. The VA reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein.

2.1.21 The Contractor shall assign each vehicle a number that will be displayed on placard(s) within the vehicles. These placard(s) must be easily visible to any passengers transported in the vehicle.

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

2.2 OTHER REQUIREMENTS

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

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

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

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

2.2.5 Some patients may have to transfer to the standard passenger bench seat and wear the safety belt required for riding in that seat. The driver will secure the cart to keep it from moving and becoming a hazard during transit. If the patient refuses to transfer to the passenger bench seat and/or refuses to wear the appropriate safety belt, the Contractor shall not transport the patient and shall notify the VA immediately. This will be treated as a “No Load” situation, per section 4.1.

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

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

2.3 VEHICLE INSPECTIONS

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

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

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

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

2.3.5 At the VA’s discretion, the VA shall inspect vehicles periodically to ensure vehicles meet VA standards for patient transportation. If/when periodic inspections occur, they shall be conducted by the VA and may be conducted at a Government or a Contractor facility. If conducted at a Government facility, vehicle(s) designated to be inspected will be those instructed to arrive early for a previously scheduled transportation request. When an inspection is to be conducted at a Government facility, the Contractor shall have up to five (5) hours to get the respective vehicle to the Government facility one (1) hour before a scheduled patient pick up time during which time the inspection shall occur. The Contractor shall not be entitled to extra compensation for arriving to the facility early nor for inspection time. If a vehicle is instructed to be at a facility for an inspection without a corresponding transportation request, the VA will consider this a trip. If/when an inspection is conducted at the Contractors facility, the Contractor shall have an hour notice and all vehicles performing services against the contract that are not currently transporting VA patients, may be subject to inspection. The Contractor shall not be entitled to compensation for inspections occurring at the Contractor’s facility.

2.4 DRIVERS' DUTIES

2.4.1 The driver shall pick up and drop off patients in accordance with the specific instructions provided in each transportation request.

2.4.2 Pick up and drop off at JBVA will typically be by the Damen Entrance (see attachment S02 Facility Map) unless noted otherwise in the instructions provided in the transportation request.

2.4.3 VA Health Aides or other authorized VA personnel/volunteers may assist, if available, in loading and unloading patients and escorting them to their medical appointments at JBVA during regular business hours (Monday through Friday 8:00am – 4:30pm). VA Health Aides will not be located at any other medical facility.

2.4.4 The driver/attendant may be requested to provide assistance in loading and unloading patients and escorting them to their medical appointments at JBVA in the absence of a VA Health Aide or other authorized VA personnel/volunteers and at all other medical facilities. The level of assistance will be indicated in each transportation request, if required.

2.4.5 Assistance in maneuvering stairs and other barriers must be provided by the driver and/or attendant as necessary (e.g. supporting arm for elderly patients). The contractor may be required to provide assistance for getting a patient up, or down, a maximum of three stairs. The level of assistance will be indicated in each transportation request, if required.

2.4.6 When a patient is delivered to a medical facility, a responsible party at the destination must be informed of the patient’s arrival by the driver or attendant. “Responsible party” is defined as any professional staff at a medical facility. When a patient is delivered to their home, the patient’s concerned other, if applicable, shall be informed of their arrival by the driver or attendant when possible.

2.4.7 When a Veteran is picked up at a public transportation area (e.g. airport, train station), the VA shall provide the Contractor with the arrival information and the driver / attendant shall meet the Veteran in the terminal and provide assistance for the Veteran and their luggage to the vehicle.

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

2.5 ATTENDANT’S DUTIES

2.5.1 Contractor attendants shall be provided upon request. This will be specified on each transportation request, if required.

2.5.2 Contractor attendants shall assist the driver with the transportation of patients as required. Such assistance may include assist with getting a patient up, or down, a maximum of three stairs, informing responsible parties at the destination of the patient’s arrival, meeting the patient at the pickup location, escorting the patient to and from the vehicle to the pickup location and destination, and assisting the patient with entering and exiting the vehicle.

2.6 PERSONNEL QUALIFICATIONS FOR DRIVERS AND ATTENDANTS

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

2.6.2 The Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of a wheelchair/sedan vehicle driver and attendants, as well as complaints made against any contractor personnel. The Contractor shall make these records available for inspection upon request by the VA.

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

2.6.4 Drivers or dispatcher shall immediately contact the JBVA Travel Office prior to transporting a VA beneficiary if they appear to be under the influence of drugs or alcohol, or in possession of illegal drugs. Drivers shall not transport anyone under the influence of drugs or alcohol or who insists on smoking during the transport, this includes drivers and attendants as well. All Contractor personnel shall display professional manners at all times. Rude or obscene behavior or language shall not be accepted.

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

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

2.6.7 Each driver must be at least 18 years of age and have not less than two years of experience as a licensed driver. Each driver’s record for the past two years shall have no convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and each driver’s driving and criminal records shall have no conviction for driving under the influence of alcohol or a controlled substance, for alcohol-related driving, or driver's license revocations.

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

2.6.9 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: National Agency Check with Written Inquiries + Credit (NACI). Fingerprinting for contract personnel will be conducted at JBVA. Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by JBVA. The VA Personnel Security Adjudication Center (PSAC) is responsible for adjudicating all background investigations for contract employees.

2.6.10 Drivers must be able to speak fluent English.

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

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

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

2.7.2 Gambling while on duty in any form.

2.7.3 Smoking and other uses of tobacco while on duty. Both Patients and Contractor are prohibited from smoking in vehicles at any time.

2.7.4 Carrying of pistols, firearms or concealed weapons.

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

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

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

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

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

2.7.10 Any Contractor personnel who accumulates three (3) investigated and substantiated complaints in a 12-month period may be prohibited from providing any further services under this contract or duties may be adjusted under this contract.

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

2.8 DRIVER & ATTENDANT TRAINING REQUIREMENTS: Contractor personnel shall complete all required training before providing services under this contract. Documentation of training shall be provided to the VA upon request.

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

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

2.8.2.1 Discussion of characteristics of the aging process and major disabling conditions.

2.8.2.2 Discussion of common assistance devices used by elderly and handicapped patients.

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

2.8.2.4 Instruction in methods of handling wheelchairs.

2.8.2.5 Instruction in moving, lifting and transferring patients.

2.8.2.6 Guidelines for transporting handicapped patients.

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

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

2.8.4 Each employee shall complete four (4) hours of classroom instruction in defensive driving and two (2) hours of abuse-prevention training provided by the Contractor. This training must be completed by each employee annually. At a minimum, defensive driving instruction must include distracted driving and safe vehicle backing.

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

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

2.8.7 Contractor must have on file satisfactory evidence of Prevention of Sexual Harassment training for each employee providing services under this contract.

2.9 COMMUNICATION SYSTEM

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

2.9.2 The Contractor shall have dedicated staff available to monitor the VetRide portal (see Section 2.12) seven (7) days a week, 24 hours a day to ensure there is immediate access and communication between VA personnel and contractor.

2.9.3 The Contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times. Operation of all vehicular communication systems shall be hands free capable.

2.9.4 The Contractor shall provide the VA with the name and phone number of the…