S02 - 36C25226Q0012.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

None

36C25226Q0012 09-08-2025

Biermann, Dustin 414-844-4861 09-18-2025

3:00PM CDT

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

Milwaukee WI 53214-1476

X 100

X

485999

$19 Million

N/A

X

Clement J. Zablocki VA Medical Center 5000 W National Ave

Milwaukee WI 53295-1000

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

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

CONTRACTOR SHALL PROVIDE ALL SUPPLIES, LABOR, MANAGEMENT,

AND SUPERVISION NEEDED TO PROVIDE SHUTTLE SERVICES AT THE

CLEMENT J. ZABLOCKI VA MEDICAL CENTER LOCATED IN MILWAUKEE,

WI. ALL SERVICES SHALL BE PERFORMED IN ACCORDANCE WITH THE

STATEMENT OF WORK.

SERVICE CONTRACT LABOR STANDARDS APPLY - DEPARTMENT OF LABOR

(DOL) WAGE DETERMINATION 2015-4899 (REV-28) DATED 7/8/25.

CONTRACTING POINT OF CONTACT:

DUSTIN BIERMANN (CONTRACTING OFFICER)

DUSTIN.BIERMANN@VA.GOV

GREAT LAKES ACQUISITION CENTER

115 SOUTH 84TH STREET, SUITE 101

MILWAUKEE, WI 53214

See CONTINUATION Page x X x 1

DUSTIN BIERMANN

CONTRACTING OFFICER

36C25226Q0012

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:

AMENDMENT NO DATE

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

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

PHONE NUMBER ______________________________________

FAX NUMBER ______________________________________

E-MAIL ADDRESS ______________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT:

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

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

4. SOLICITATION TIMELINE SUMMARY:

A. SITE VISIT:

It is strongly suggested and expected that the offeror inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed.

In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

SITE VISIT IS SCHEDULED FOR THURSDAY SEPTEMBER 11, 2025, AT 10:00 AM LOCAL

TIME. ALL INTERESTED PARTIES TO MEET COR CHERIE LADWIG (414-384-2000 X41061)

AT BUILDING 107 (MOTOR POOL).

B. RFQ 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 Contracting Officer Dustin.Biermann@va.gov no later than FRIDAY SEPTEMBER 12, AT NOON LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 2 business days to all parties. NO

TELEPHONE INQUIRIES WILL BE ACCEPTED.

C. SOLICITATION CLOSES/QUOTES DUE:

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

D. SUBMISSION OF QUOTE:

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

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make 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.

6. INVOICES:

a. All payments by the Government to the contractor will be made in accordance with: FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER –

SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

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

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

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

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

e. The VA has mandated electronic invoice submission 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- 489-6135 for Enrollment.

f. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed 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.

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

h. 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/veteransaffairs/ to begin submitting electronic invoices, free of charge.

i. 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.

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

* 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

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

a. Contractor is responsible to follow all on site facility policies

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

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The

VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

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

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

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

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

Facility

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

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b).

Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

PIV Card:

Applies to unsupervised, full-time, logical and/or physical access for more than 6 months OR more than 180 aggregate days in a one-year period.

Defined in VA Directive 0735 as: “Personal Identity Verification (PIV) Credential: An identification card that complies with FIPS 201 and related guidance that contains a photograph and stored identity information so that the claimed identity of the cardholder can be verified by another person or an automated process. PIV credentials are issued to persons requiring routine access to VA facilities or information systems.”

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 statement of work is: Special Agreement Check (SAC) & National Agency Check with Inquiries (NACI). This requirement is applicable to all subcontractor personnel requiring the same access.

The current fees associated with background investigations are as follows:

The SAC fingerprints is $20. This fee is the responsibility of the Contractor and will be billed accordingly.

Routine Access and Personal Identity Verification of Contractor Personnel:

The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

It shall be the responsibility of the prime Contractor to return such identification to the VA.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO ____________ ____________

Grounds Shuttle Service (Including CLC) 6:45AM-6:00PM Per

Statement of Work (Requires 2 Shuttle Buses) Contract Period: Base POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

PRODUCT/SERVICE CODE: V999 -

Transportation/Travel/Relocation - Other: Other

12.00 MO ____________ ___________

Campus Route Service 5:30AM-7:30PM Per Statement of Work

(Requires 2 Shuttle Buses) Contract Period: Base POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

52.00 EA ___________ ____________

Church Route Service (Including CLC) 7:30AM-12:00PM Per

Statement of Work (Requires 1 Shuttle Bus) Contract Period: Base POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

12.00 MO ___________ ____________

Statement of Work (Requires 2 Shuttle Buses) Contract Period: Option 1 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

12.00 MO ___________ ___________

Campus Route Service 5:30AM-7:30PM Per Statement of Work (Requires 2 Shuttle Buses) Contract Period: Option 1 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

52.00 EA ___________ ___________

Statement of Work (Requires 1 Shuttle Bus) Contract Period: Option 1 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

12.00 MO __________ ___________

Statement of Work (Requires 2 Shuttle Buses) Contract Period: Option 2 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

(Requires 2 Shuttle Buses) Contract Period: Option 2 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

53.00 EA ___________ ____________

Statement of Work (Requires 1 Shuttle Bus) Contract Period: Option 2 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

Statement of Work (Requires 2 Shuttle Buses) Contract Period: Option 3 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

(Requires 2 Shuttle Buses) Contract Period: Option 3 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

52.00 EA ____________ ____________

Statement of Work (Requires 1 Shuttle Bus) Contract Period: Option 3 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

12.00 MO ____________ ___________

Statement of Work (Requires 2 Shuttle Buses) Contract Period: Option 1 POP Begin: 01-01-2030 POP End: 12-31-2030 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

(Requires 2 Shuttle Buses) Contract Period: Option 4 POP Begin: 01-01-2030 POP End: 12-31-2030

PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

52.00 EA _________ ____________

Statement of Work (Requires 1 Shuttle Bus) Contract Period: Option 4 POP Begin: 01-01-2030 POP End: 12-31-2030 PRINCIPAL NAICS CODE: 485999 - All Other Transit and Ground Passenger Transportation

GRAND

TOTAL

B.3 STATEMENT OF WORK

SHUTTLE SERVICE

STATEMENT OF WORK

Contractor shall provide the necessary vehicles, equipment, labor, supervision and materials to provide Station Shuttle Service for the VA Medical Center, Milwaukee, WI as described in the Statement of Work. All times listed in the document are Central Standard Time.

1. SPECIFIC TASKS

A. The Clement J. Zablocki VA Medical Center, Milwaukee, WI requires Shuttle Service to enhance patient and visitor service. Based on current operations, it is estimated that the Contractor shall be required to shuttle and/or provide assistance in transporting of approximately 370 Riders per day.

It is understood that the number of Riders indicated herein are estimated quantities and may fluctuate during the contract period. Contractor shall provide a sufficient number of staff in order to meet the needs of the VA and the Performance Standards.

B. This contract shall include all vehicles, labor, material and or equipment, supervision, and incidental services that are required to successfully provide shuttle service for patients and visitors. All services shall be performed in accordance with industry standards, as well as terms, conditions, schedules, provisions, and requirements specified in this contract. Services shall be provided during times stated in the attached schedule.

C. Services required by the Contractor shall include transporting of riders to and from pick up/drop off locations, providing cones and other supplies and/or professional materials necessary or incidental to manage and perform shuttle services at the Milwaukee VAMC.

The location of any Contractor furnished equipment shall be approved by the Contracting Officer’s Representative (COR), prior to the commencement of services.

D. Shuttle service drop off and pick up points are located on the VA property. All fire lanes shall be kept open at all times in accordance with the Conformance Standards. The Contracting Officer has the authority to approve, in writing, any changes and/or additional recommendations, which deviate from the specification, prior to the commencement of services.

2. CONTRACTOR RESPONSIBILITIES

A. The Contractor shall provide Shuttle Service. Shuttle Service shall be limited to VA patients and employees only.

B. Contractor shall provide a minimum of four shuttle vehicles. At least three of the four required shuttle vehicles necessary to provide the contracted services shall be wheelchair/handicap accessible, and at least one of those three shuttle vehicles shall have a ramp in lieu of a lift to allow for transporting patients on scooters and motorized wheelchairs.

a. Two (2) buses shall have a capacity of 14 Riders for each vehicle.

b. Two (2) buses shall have a capacity of 18-25 Riders.

C. The Contractor shall provide shuttle transportation as indicated in Section 3.3. Service is based on the number of hours shuttle service is to be provided and not number of routes. Shuttle Service is fluid, and Contractor shall remain flexible to route changes.

D. In the event of any emergency or if an individual requires assistance (i.e. injured or stranded persons) the Contractor shall immediately notify the VA Police and Security office of the situation. In the event of such an emergency, the VA Police will provide a communication device to be used for communication between the shuttle service contractor and the VA Police. Once the emergency is over the shuttle service contractor shall promptly return the communication device to the VA police. The Contractor’s supervisor shall be responsible for reporting any violations or safety incidents noted during the performance of his/her duties to the VA Police and Security.

The Contractor shall also report such incidents in the required monthly report.

E. The Contractor is responsible for any loss or damage to property provided by the VA to the contractor during the Contractor’s performance of services under this contract. The Contractor shall replace any damaged or lost government furnished equipment to the satisfaction of the VA at no additional cost to the government. All equipment shall be returned to the COR in good condition as issued prior to the release of the final payment.

F. The Contractor shall ensure that all shuttle service drivers are trained in providing excellent customer service and demonstrate courtesy, kindness, and a caring demeanor. Attendants shall always treat all patrons in a courteous manner, and with respect. The Contractor shall maintain clean appearance of the shuttle vehicles keeping it clear of any trash and debris. Shuttle drivers shall adhere to VAMC Milwaukee and State traffic laws and shall drive safely, slowly and cautiously, paying attention to pedestrian traffic as directed by VAMC Medical Center Memorandum 006S-142, PARKING AND TRAFFIC CONTROL.

a. Drivers may need to assist with storage of walkers/wheelchairs/mobility devices, assisting riders getting in and out of shuttle vehicles. If a rider requires medical assistance, the shuttle service driver shall immediately contact VA Police and Security. Contractor shall dial (911) to report any emergency.

b. The Attendants are strictly prohibited from accepting tips.

c. The VA Medical Center is a drug free workplace.

d. All Contractor personnel are required to adhere to all VA rules and regulations.

G. The Contractor shall designate a full-time supervisor that shall be accessible during all hours of operation to handle any shuttle service concerns and incidents. Duties of the supervisor include but are not limited to customer relations, training, improving shuttle services, and coordinating all work and additional services with the COR. The Contractor’s supervisor shall report all incidents to the COR monthly. The contractor shall furnish the name of the supervisor to the COR. If the supervisor is not present on site during the hours of operation, the Contractor shall designate another on-site employee as "acting" supervisor during the period of absence.

H. The VA will provide snow removal services in the areas involved in this contract. The Contractor shall notify the VA of any areas that may pose a safety hazard to Riders.

I. The VA will provide overnight/weekend parking for shuttle vehicles if needed. The VA will not be responsible for providing electrical power for diesel engine heaters during winter months.

J. Shuttle Service attendant personal cell phone use is not permitted inside shuttle vehicles while in service. Cell phone use inside of shuttle vehicles is permitted by riders.

K. The VA may modify this statement of work when new construction projects, as yet undetermined, impact the shuttle service operation during the term of this contract.

L. All modifications to the contract will be in accordance with FAR 52.212-4, Contract Terms and Conditions - Commercial Item, par. (c).

M. Smoking is prohibited on the entire VA Medical Center Milwaukee Campus.

N. Contractor shall immediately notify the Milwaukee VA Medical Center’s Police Department and the COR of any vehicular accidents. The Contractor shall maintain a record of each vehicular accident for two (2) years after contract expiration including the repair work that is required to return vehicle to service.

O. Contractor shall immediately notify the COR of any conditions that occur, which are not reasonable and/or controllable by the Contractor (i.e. inclement weather, road hazards, etc.) and could result in a delay of shuttle or bus service. The COR shall decide as to whether such delays in service are excusable.

P. Prior to any work assignment at any of the VA Medical Centers, all contractor personnel shall complete VA’s Personal Identity Verification (PIV) and security clearance requirements (see Section B). A Contractor employee shall not start working at any government facility until his/her fingerprints have been cleared through the suitability section of HR. The Contractor shall contact the COR at the VA facility to schedule a date & time for its employees to get sponsored. Once clearance has been verified, the Contractor employees shall be sponsored and issued Contractor I.D. badge and/or PIV badge from the facility PIV security section. All Contractor personnel are required to wear the I.D. Badge during the entire time they are on VA facility grounds. This requirement for all contracted staff to obtain security clearance and be issued PIV badges includes any potential back-up or substitute employees who may be employed to drive the shuttles in the event of call outs or employee absences.

Q. Requirements:

a. Riders shall present Veteran identification card to be allowed admittance onto shuttle vehicles.

b. Employees shall present Employee identification card/badge to be allowed admittance onto shuttle vehicles.

c. Shuttle drivers shall assist riders getting in and out of shuttles, this includes pushing wheelchairs and strapping riders in if needed; Drivers shall assist with storage of wheelchairs, walkers, and mobility devices once riders are seated.

d. Drivers are not to assist with pushing wheelchairs/walkers and such to or from the buildings they are picking up/dropping off at; assistance of getting riders in and out of shuttle vehicles includes only assistance at the actual bus stop. Driver assistance includes only helping the riders in or out of the shuttle and then the rider will be under their own power.

e. The shuttle vehicles shall stop and service riders at approved and designated stops ONLY.

f. If a rider requires medical assistance, the shuttle service driver shall immediately contact VA

Police and Security. Contractor shall dial 911 to report any emergency.

g. No rider shall be permitted to ride the shuttle bus if the driver suspects the rider of being under the influence of alcohol or drugs or the rider has alcohol and/or illegal drug paraphernalia on their person. The shuttle driver shall immediately contact VA Police and Security (ext 42222). The driver shall complete form “Refusal of Shuttle Bus Privileges” at their earliest convenience and return the form to the COR in Building 107 within 24 hours.

3. HOURS OF OPERATION

A. Hours of operations are 5:30 AM (first pickup) to 7:30 PM (last pickup) Monday – Friday (except for church services), including some Federal Holidays listed in 3B, however the Contractor is hereby advised that there may be special events at the Medical Center on some Federal Holidays and Religious Holidays and the Contractor may be required to provide limited hours of operation on those days. The COR will be responsible for notifying the Contractor’s supervisor as soon as possible of any special event.

B. Federal Holidays observed by the VAMC that are considered normal hours of coverage for this contract:

New Year’s Day Birthday of Martin Luther King, Jr.

Memorial Day Washington’s Birthday/President’s Day Independence Day Juneteenth National Independence Day Columbus Day Labor Day Thanksgiving Day Veterans Day Christmas Day

a. Also included would be any other day specifically declared by the President of the United

States to be a Federal Holiday.

b. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

c. On dates considered religious holidays such as Christmas (Federal Holiday) and Christmas

Eve (Non-Federal Holiday) Church shuttle schedule shall run on.

C. Shuttle Service Schedule These services are required Monday through Friday (non-holidays) from the period of 5:30 am through 7:30 pm for the Campus Shuttle Service; 6:45 am through 5:00 pm for the Patient Shuttle Service; and 7:30 am through 12:00 pm for the Church Route Service.

*************PAGE LEFT INTENTIONALLY BLANK****************

a. VA Patient Shuttle Service (see CLINS 0001, 1001, 2001, 3001, 4001) See Attachment A- Patient Shuttle Map

Special notes:

Employees are allowed to ride the Patient shuttle buses if there is room

Employees shall disembark if space is needed for patients

There shall always be a “warm hand-off” between Community Living Center patients and the shuttle driver. If a Veteran comes to the shuttle unattended, contact COR.

For as needed, on call pick-ups: COR will contact the supervisor, who shall in turn contact the appropriate driver.

Building 144 (SCI) is an as needed pickup

Building 5 pick-ups: only if patient is present

VA Campus Shuttle Service See Attachment B- Campus Shuttle Map (see CLINS 0002, 1002, 2002, 3002, 4002) VA CAMPUS SHUTTLE SCHEDULE Buildings 4, 6, 43, and 111 b.

Special Notes:

Shuttle vehicles used for this route shall be wheelchair accessible.

BLDG 6 pick-ups: riders across the parking lot

c. Church Route Services (see CLINS 0003, 1003, 2003, 3003, 4003): These services are required Sundays and Religious Holidays; to include Thanksgiving, Christmas Eve, Christmas Day and New Year’s Day, from the period of 8:00 am through 12:00 pm. Route and Schedule are as follows:

4. SPECIAL EVENTS

The Contractor shall be notified in advance of any special events, which might cause parking problems due to additional patients, patrons, or visitors to the Medical Center. Any extra services agreed to by the contractor shall be paid separately from this contract.

5. CONTRACTOR PROVIDED EQUIPMENT/SUPPLIES

A. The contractor shall furnish all required supplies, materials, personnel, and any necessary equipment required to perform the services defined herein as follows:

a. Contractor Provided Vehicles

1) All vehicles shall meet current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, insurance coverage and safety standards. Vehicles shall also meet any city or county requirements as mandated by these agencies.

a) Contractor shall provide a list of all shuttle vehicles utilized on this contract to the

COR. The list shall include shuttle vehicle identification numbers and insurance certificates prior to providing service.

b) The shuttle vehicles and their equipment and supplies shall be of quality condition to assure the high-quality transportation and shall meet the minimum standards for maintenance, equipment and staffing of all shuttle vehicles operated. These shuttles shall be equipped with operating heat and air conditioning to assure the highest quality transportation. The Contractor shall have record of preventive maintenance of all vehicles being used for service to the VA. Vehicles and maintenance records shall be made available to the VA for quarterly inspections or whenever the COR feels such inspections are needed. The contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top.

c) The VA reserves the right to inspect Contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transport vehicles. The VA inspections of Contractor facilities shall in no way constitute a warranty by VA that the Contractor's vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor’s use of equipment and vehicles, which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and do not comply with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract. Therefore, the services shall be rendered as requested by the VA.

d) The COR shall inspect all vehicles that are to be utilized for the performance of this contract. Contractor shall not use any vehicles for this contract that do not pass inspection. COR shall contact the Contractor to coordinate the date, time, and location for inspections. These inspections shall be conducted:

1. Prior to the contract start date

2. Prior to contract option period being exercised

3. Before initial use of a vehicle placed into service

4. Whenever the COR determines an inspection is warranted

2) No school buses shall be used.

3) Vehicles shall be clean and in an orderly condition, free from debris and any accumulation, which may constitute an accident, injury or fire hazard, and always remain in good repair during the performance of this contract. All additional items such as first aid kits, flashlights, warning triangles, ice scrapers, blankets, etc. shall be secured and stored below the level of seat backs. Shuttle vehicles shall have flares and reflective emergency cones or similar devices in the event of a breakdown.

4) Vehicles shall be maintained in accordance with the manufacturer’s recommended maintenance schedule or an improved schedule based on actual vehicle operating conditions. Shuttle vehicles shall not have grime, oil or other substances, cracks, breaks, dents, and damaged paint that noticeably detracts from the overall appearance of the shuttle vehicle. Shuttle vehicles shall have all body molding in place, or if removed, holes shall be filled and painted. Shuttle vehicles shall not have torn upholstery or floor coverings, damaged or broken seats, sharp objects or edges that are protruding, or insects and vermin. Windows and lights shall be kept clean.

5) Contractor shall correct a deficiency that might interfere with safe operation of vehicle before vehicle is placed in service.

6) Emergency communication equipment shall be isolated from the engine battery

7) At least three (3) of the four (4) required vehicles shall be handicapped accessible and meet all applicable Federal and State Motor Vehicle Safety Standards. At least one of the handicapped accessible vehicles shall be equipped with a lift to accommodate a capacity of 800 pounds. Wheelchair lifts shall be maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. The ramp or lift shall have a slip-proof surface. When a vehicle is serviced, the mechanic or service facility shall inspect, repair, or service the lift in accordance with the manufacturer’s instructions.

8) Contractor shall have an approved system for wheelchair securement devices and a tool designed for cutting securement straps in case of emergency.

a) Contractor shall follow safety requirements for seat belts and handling of motorized or electric wheelchairs.

b) Contractor shall furnish shoulder/chest harness for double amputee Riders when applicable.

9) Contractor shall provide vehicles with interior height of 79 inches from floor to ceiling.

10) Dry chemical fire extinguishers shall be securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and bear a tag indicating date of service. Fire extinguishers shall be inspected and maintained in accordance with National Fire Protection Association (NFPA) Standard 10 and secured to the vehicle body.

11) All vehicles are to be airconditioned and heated. Heater(s) and Air Conditioners are to be of sufficient capacity to maintain Rider’s comfort during all weather conditions.

12) Shuttle vehicles shall have emergency windows and doors, which can be opened and closed in accordance with manufacturer’s standards.

B. The Contractor shall furnish and install all signs required for operations and furnish any hands-free communication devices necessary to communicate between their own personnel.

Communication equipment shall be limited to shuttle operations only. Contractor shall also provide all cones, operational supplies or other miscellaneous items necessary to facilitate the shuttle service. All such supplies shall be approved by the COR prior to commencement of services.

a. The Contractor shall make available sufficient telephone capacity to ensure immediate communication access between the Milwaukee VA Medical Center and the Contractor’s facility for the purposes of handling operational or other emergencies.

b. The Contractor shall have telephone coverage to accept calls from Milwaukee VA Medical

Center during the hours of 6:00 AM to 7:00 PM.

C. The Contractor shall provide required signs that clearly identify the purpose of the services for

Riders. Signs shall be professional and easy to read. Hand-written signs are prohibited, and the COR shall approve signs prior to posting for use. These signs shall be placed at all pickup locations, identifying the area as a pickup location along with pickup times. All signage shall be in place before contract performance begins. The Contractor shall furnish and prominently display a “NO TIPPING” sign (Contractor’s employees are restricted from accepting tips of any kind. This will be strictly enforced by the VA.)

D. The Contractor shall provide uniforms to all personnel working under this contract. Uniforms shall display the Contractor’s company name and the employee’s name. The VA and the Contractor shall agree on the uniform type at the pre-orientation meeting. The Contractor shall ensure that uniforms are cleaned and pressed and worn at all times by the Attendants during performance of contract duties. Any change in the uniform style shall be approved by the Contracting Officer’s Representative (COR) prior to implementation.

E. The Contractor may use video recording equipment in accordance with the Business Associate

Agreement (BAA) that is on file.

a. Ownership of PHI: PHI is and remains data owned by Covered Entity as long as Business

Associate creates, receives, maintains, or transmits PHI, regardless of whether a compliant Business Associate Agreement is in place.

b. Use and Disclosure of PHI by Contractor. Unless otherwise provided, Business Associate:

1) May not use or disclose PHI other than as permitted or required by this Agreement and in compliance with VHA Directive 1605.01, Privacy and Release of Information, or may not use or disclose PHI in a manner that would violate the HIPAA Privacy Rule if done by Covered Entity, except that it may use or disclose PHI:

a) To perform the functions and services for Covered Entity described above in “Scope”.

b) As required by law or to carry out its legal responsibilities;

c) For the proper management and administration of Business Associate; or

d) To provide Data Aggregation services relating to the health care operations of

Covered Entity.

2) Shall use or disclose PHI in a manner that complies with Clement J Zablocki VA Medical

Center’s minimum necessary policies and procedures as provided in VHA Directive 1605.02, Minimum Necessary Standard.

3) May de-identify PHI created or received by Business Associate under this Agreement, provided that the de-identification conforms to the requirements of the HIPAA Privacy Rule and that such de-identified information is used solely for purposes of providing or improving Business Associate’s services for Covered Entity or for another lawful purpose approved in advance and in writing by Covered Entity. Business Associate shall not sell or market de-identified data sets created from PHI.

c. Obligations of Business Associate. In connection with any Use or Disclosure of PHI, Business Associate shall:

1) Comply with all VA and VHA privacy policies including but not limited to VA

Handbook 6500.2, Management of Breaches Involving Sensitive Personal Information;

VHA Directive 1605, VHA Privacy Program; VHA Directive 1605.01, Privacy and Release of Information; VHA Directive 1605.02, Minimum Necessary Standard; 1605.03

Privacy Compliance and Accountability Program; and 1605.05, Business Associate Agreements.

2) Consult with Covered Entity before using or disclosing PHI whenever Business Associate is uncertain whether the Use or Disclosure is authorized under this Agreement.

3) Implement appropriate administrative, physical, and technical safeguards and controls to protect PHI and document applicable policies and procedures to prevent any Use or Disclosure of PHI other than as provided by this Agreement.

4) Provide satisfactory assurances that PHI created or received by Business Associate under this Agreement is protected in accordance with this Agreement and applicable law to the greatest extent feasible.

5) Notify Covered Entity no later than by midnight following the next business day after Business Associate’s discovery (as described in (1) below) of any incident, such as an actual or suspected access, acquisition, use, disclosure, modification, or destruction of either secured or unsecured PHI in violation of this Agreement “that (A) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of VA information or a VA information system” accessible by VA users “or

(B) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies,” per the Federal Information Security Management Act, 44 USC 3501-3518. The parties acknowledge and agree that this section does not apply to incidents that are trivial and do not result in unauthorized access, use, or disclosure of PHI that is Electronic Protected Health Information, including without limitation pings and other broadcast attacks on firewall, port scans, unsuccessful log-on attempts, and denials of service attacks, or other failed attempts does not need to be reported and no additional notice to VHA shall be required.

a) For purposes of this notification, an incident as described above will be treated as discovered by Business Associate when such event is known to any employee, officer, or other agent (other than the individual who committed the incident) of Business Associate or, by exercising reasonable diligence, would have been known to an employee, officer, or other agent of Business Associate.

b) Notification shall be sent to the Niko Dorsett at Nikole.dorsett@va.gov and to the VHA Health Information Access Office, Business Associate Implementation Coordinator by email to VHABAAIssues@va.gov.

c) Absent Covered Entity’s request or approval, and unless otherwise required by law, Business Associate shall not directly notify individuals or the Department of Health and Human Services of incidents involving PHI created or received by Business Associate as an agent of Covered Entity.

6) Provide a written report to Covered Entity of any actual or suspected access, acquisition, use, disclosure, modification, or destruction of either secured or unsecured PHI in violation of this Agreement, including any Incident or Breach of PHI, within ten (10) business days of the initial notification to the Covered Entity.

a) The written report of an incident as described above shall document the following to the extent reasonably known:

i. The identity of each Individual whose PHI has been, or is reasonably believed by Business Associate to have been, accessed, acquired, used, disclosed, modified, or destroyed;

ii. A description of what occurred, including the date of the incident and the date of the discovery of the incident (if known);

iii. A description of the types of secured or unsecured PHI that was involved;

iv. A description of what is being done to investigate the incident, to mitigate further harm to individuals, and to protect against future Security Incidents; and

v. Any other information as required by 45 C.F.R. §§ 164.404(c) and 164.410.

b) The written report shall be directed to:

Niko Dorsett, 5000 West National Avenue, 136E Privacy, Milwaukee WI 53295 and submitted by email to Nikole.dorsett@va.gov and to the VHA Health Information Access Office, Business Associate Implementation Coordinator at VHABAAIssues@va.gov

7) To the greatest extent feasible, mitigate any harm due to a Use or Disclosure of PHI by Business Associate in violation of this Agreement that is known or, by exercising reasonable diligence, should have been known to Business Associate.

8) To the extent feasible, use only agents and Subcontractors that are physically located within a jurisdiction subject to the laws of the United States or its Territories in connection with the services provided to Covered Entity and PHI of Covered Entity.

Business Associate shall notify Covered Entity if any agent or subcontractors performing services under this agreement are physically located outside a jurisdiction subject to the law of the United States or its territories.

9) Enter into Business Associate Agreements with contractors and Subcontractors as appropriate under the HIPAA Rules and this Agreement. In doing so Business Associate:

a) Shall ensure that the terms of any agreement between Business Associate and a contractor or Subcontractor are at least as restrictive as Business Associate Agreement between Business Associate and Covered Entity.

b) Shall ensure that contractors and Subcontractors agree to the same restrictions and conditions that apply to Business Associate and obtain satisfactory written assurances from them that they agree to those restrictions and conditions.

c) Unless approved by Covered Entity in advance and in writing, may not amend any terms of such Agreement, in any way to make them inconsistent with the obligations of Business Associate or any contractors or Subcontractors in connection with or in consideration of the HIPAA Rules or this Agreement.

10) Within five (5) business days of a written request from Covered Entity:

a) Make available information for Covered Entity to respond to an individual’s request for access to PHI about him/her.

b) Make available information for Covered Entity to respond to an individual’s request for amendment of PHI about him/her and, as determined by and under the direction of Covered Entity, incorporate any amendment to the PHI.

c) Make available PHI for Covered Entity to respond to an Individual’s request for an accounting of Disclosures of PHI about him/her.

11) Unless required by law the Business Associate shall not take any action in response to an individual’s request for access, amendment, or accounting and shall direct the individual to contact the VHA Privacy Office at 1-877-461-5038.

12) To the extent Business Associate is required to carry out Covered Entity’s obligations under Subpart E of 45 CFR Part 164, comply with the provisions that apply to Covered Entity in the performance of such obligations.

13) Provide to the Secretary of Health and Human Services and to Covered Entity records related to Use or Disclosure of PHI, including its policies, procedures, and practices, for the purpose of determining Covered Entity’s, Business Associate’s, or a Subcontractor’s compliance with the HIPAA Rules.

14) Upon completion or termination of the applicable contract(s) or agreement(s), return or destroy all PHI and other VA data created or received by Business Associate during the performance of the contract(s) or agreement(s). No such information shall be retained by Business Associate unless retention is required by law or specifically permitted by Covered Entity. If return or destruction is not feasible, Business Associate shall continue to protect the PHI in accordance with the HIPAA Rules or this Agreement and use or disclose the information under this Agreement only for the purpose of making the return or destruction feasible, as required by law, or as specifically permitted by Covered Entity.

Business Associate shall provide written assurance that either all PHI has been returned or destroyed, or any information retained shall be safeguarded and used and disclosed only as permitted under this paragraph.

15) Be liable to Covered Entity for civil or criminal penalties imposed on Covered Entity, in accordance with 45 C.F.R.