S02 36C25623Q0998.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

520-23-4-826-0054

36C25623Q0998 05-30-2023

Tina Harris 228-523-5066 06-13-2023

12pm CDT

Department of Veterans Affairs

Gulf Coast Veterans Health Care System

Network Contracting Office 16

400 Veterans Avenue

Biloxi MS 39531

X 100

X

485991

$16.5 Million

N/A

X

Network Contracting Office 16

Network Contracting Office 16

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically

1-877-489-6135

See CONTINUATION Page

The Network Contracting Office (NCO) 16 is seeking Service

Disabled Veteran Owned Small Businesses capable of providing

Ground Transportation Services for Veterans to/from Medical facilities as per the Performance Work Statement Within.

This solicitation includes a 3 month base period and four

1-year options. Base 07/01/2023-0+9/30/2024;

opt 1 10/01/2024-09/30/2025; opt 2 10/01/2025-09/30/2026;

opt 3 10/01/2026-09/30/2027; and opt 4 10/01/2027-09/30/2028

All questions are due by 12PM CT June 6, 2023, and all responses are due by 12 pm CT June 13, 2023, via email to tina.harris3@va.gov

**PAY CLOSE ATTENTION TO SECTION E.1 INSTRUCTIONS TO OFFEROR

AND SECTION E.7 EVALUATION FACTORS

This solicitation utilizes FAR 13.106 Comparative Analysis

Evaluation

NOTE: you must be registered as a CERTIFIED SDVOSB IN SBA

CERT. if you are claiming a joint venture or partnership you must be registered as such in SAMs and as a SDVOSB as a joint venture, etc

See CONTINUATION Page

X X

X 1

Windell Lance

Contracting Officer

36C25623Q0998

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT (PWS)

SECTION 1 - DEFINITIONS

1.1 CONTRACT DEFINITIONS/ACRONYMS

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...21

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.5 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.7 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

C.8 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING--

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

C.9 VAAR 852.228-71 INDEMNIFICATION AND INSURANCE (MAR 2018)

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

(NOV 2018)

C.11 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.12 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..30

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

C.16 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1 Bay County FL WD 2015-4559 Rev 22 dated 12-27-2022

Attachment 2 Escambia County, FL WD 2015-4561 Rev 22 dated 12-27-2022

Attachment 3 Harrison County MS WD 2015-5147 Rev 20 dated 12-27-2022

Attachment 4 Mobile County AL WD 2015-4605 Rev 19 dated 12-27-2022

Attachment 5 Okaloosa County FL WD 2015-4531 Rev 22 dated 12-27-2022

Attachment 6 Quality Assurance Surveillance Plan (QASP)

Attachment 7 List of Past Performance References

Attachment 8 Past Performance Questionaire

Attachment 9 Contractor Certification of Compliance with Immigration and Nationality

Act of 1952

Attachment 10 Notification of Compliance with Insurance Requirements

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED

BY REFERENCE (JAN 2008)

E.9 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Tina Harris tina.harris3@va.gov

Gulf Coast Veterans Health Care System Network Contracting Office 16

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly in Arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

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

AMENDMENT NO DATE

mailto:tina.harris3@va.gov

B.2 PERFORMANCE WORK STATEMENT (PWS)

Non-Emergency, Patient Ground Transportation Services Gulf Coast Veterans Health Care System’s & Associated Community Based

Outpatient Clinics

INTRODUCTION:

The Contractor shall provide all ground transportation services, as identified within this Performance Work Statement. This will include all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to provide ground transportation services for beneficiaries of the Department of Veterans Affairs.

The contractor shall provide services for the Gulf Coaste Veterans Health Care Systems located at 400 Veterans Avenue, Biloxi, MS 39531, the associated, Community-Based Outpatient Clinic (CBOC’s) listed below, and other locations (to include but not limited to):

Joint Ambulatory Care Center (JACC), located at 700 Veterans Way, Pensacola, FL 32507 (40 mile Threshold applies) Eglin Community Based Outpatient Clinic (CBOC), 100 Veterans Way, Eglin , FL 32542 (40 mile Threshold applies)Panama City Outpatient Clinic, 2600 Veterans Way (along Magnolia Beach Blvd), Panama City, FL 32408 (40 mile Threshold applies)

PERFORMANCE PERIOD: The expected period of performance is a base year consisting of three

(3) months and four (4) option years that are each twelve (12) months in length. Performance of services will begin thirty (30) calendar days following contract award unless an alternate date is mutually established between the government and the contract awardee.

SECTION 1 - DEFINITIONS

1.1 CONTRACT DEFINITIONS/ACRONYMS

1.1.1 Hourly Rate – is the driver hourly rate paid for one-way transportation from the Jackson, MS VAMC or treatment center to a designated drop off point or from a designated pick up point to an authorized location designated by the VA Medical Center. This rate will be paid for all authorized one-way patient transportation ordered under this contract action made on behalf of the Government.

1.1.2 Beneficiary – Veteran determined to be eligible for benefits by the Veterans

Administration (VA).

1.1.3 Beneficiary Trip Scheduling – VA will contact the Contractor by 3:30 PM (CST) on the day prior to schedule transportation appointments. At the time of a trip request, the VA will negotiate pickup/delivery time and place, and contractor shall provide a reference number for billing, or resolution of any questions. The form and method of communication from VA to the Contractor shall be determined after direct discussion between the parties.

1.1.4 Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

1.1.5 Contracting Officer Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the CO. Responsibilities includes certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and overseeing the vehicle inspection team. All administrative functions remain with the CO.

1.1.6 Contractor – The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that their subcontractors comply with the terms and conditions of this contract.

1.1.7 Discharge services – Beneficiary Travel coordinator will advise the Contractor as to any travel and/or time restrictions for trips requiring transport upon beneficiary discharge from facility.

1.1.8 Dry Run – A dry run is a request for service by authorized Medical Center personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center's needs and verified by VA staff. The Contractor due to no fault or negligence by the Contractor will be entitled to the driver hourly rate and mileage rate encountered during the dry run.

1.1.9 Gender - For the purpose of equal rights wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender.

1.1.10 Mileage Rate - Mileage rate for transportation services is the rate paid for each mile traveled. This rate applies to one-way transportation only. The contractor will calculate mileage from Point A (pickup location) to Point B (drop off location).

1.1.11 Non-Emergency, Patient Ground Transportation – consists of providing non-emergency wheelchair, stretcher or hired car transportation to VA eligible beneficiaries to and from authorized VA medical facilities, VA CBOC’s, and/or other VA medical treatment or care locations.

1.1.12 Quality Assurance – Those actions taken by the Government to assure services meet the requirements of this contract.

1.1.13 Quality Assurance Evaluator(s) Government personnel responsible for surveillance of contractor performance.

1.1.14 Quality Assurance Surveillance Plan — An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance.

1.1.15 Quality Control — Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

1.1.16 For return trips from scheduled outpatient visits, clients should not have to wait more than 30 minutes for pick up.

1.1.17 Scheduled Transport(s) — Trip(s) that have been scheduled in advanced, repeated trips e.g. dialysis.

1.1.18 Vehicle(s) — The term -Vehicle(s) refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified by the VA

Medical Center.

1.1.19 Waiting Grace Period —The rate for transportation services shall include a fifteen (15) minute waiting grace period at origin and destination. The wait time is capped at 30 minutes.

Contractor is not required to remain on station beyound 30 minutes.

1.2 HOURS OF PERFORMANCE AND NOTIFICATION

1.2.1 Contractor shall provide ground patient transportation services for eligible veteran beneficiaries as requested 365 days a year, 24 hours a day, regardless of distance.

1.2.2 The Contractor shall provide a toll-free number for accepting VA calls. It is estimated that 90% of all requests for services will be placed by telephone. Requests for service may also be in writing or oral from the Contracting Officer Representative (COR) or other authorized designee and may be completed by telephone, facsimile, mail, e-mail, or in person. At the earliest available date after contract award the government will provide point of contact names and contact information (for each respective treatment facility, Community-Based Outpatient Clinic (CBOC), and/or other location) for execution of services. This includes Administrative Officer of the Day (AOD) and/or other individuals who are responsible for handling requests for services that occur after normal business hours.

1.2.3 Electronic Transmissions: The Contractor shall propose an electronic media, (e.g.

facsimile, e-mail), available at all times during the contracting period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

1.2.4 Contractor Personnel Roster: Within seven (7) days after contract award the contractor shall provide the following employee information:

1. Name

2. Position

3. Title, and

4. Work assignment area

1.2.5 Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur.

1.3 CONTRACTOR PERSONNEL AND STAFFING QUALIFICATIONS: Personnel performing services under this contract shall meet the following minimum requirements below (to include but not limited to):

1.3.1 Be 21 years of age or older.

1.3.2 All drivers shall have a valid Driver/Operator’s License in accordance with state requirements for the type of vehicle in which the individual will be operating for their place of operation and the services they perform.

1.3.3 Attendants/drivers shall be capable of administering oxygen and have successfully completed the Standards and Advanced First Aid Courses of the American Red Cross or equivalent. Proof in the form of a current certificate for the successful completion of such training must be provided upon request.

1.3.4 Prior to performing any services under this agreement, the Contractor shal l provide evidence of required training, certifications, licensing, and any other qualifications of any personnel performing services under this agreement. If the Contractor wishes to add or replace personnel, it shall provide the above requirements to the COR for approval.

1.4 CONTRACTOR PERFORMANCE

1.4.1 In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA Travel Section Contracting Officer Representative (COR) and CO and provide a justification for non-performance.

1.5 ESCORT

1.5.1 The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary, or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary.

1.5.2 The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary.

Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin, unless transporting with the beneficiary.

1.6 SUBSTITUTION OF BENEFICIARY

1.8.1 The VA reserves the right for substitution of the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs.

There shall be no additional charge to the VA when such changes occur.

1.7 REQUESTS FOR SERVICES

1.7.1 Prior to performance, the CO shall provide the Contractor with a list of names or position titles and phone numbers of authorized VAMC personnel who may request services and receive calls from the Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur.

1.7.2 The Contractor shall ensure that requests for services are only received from VAMC individuals on the above stated authorized list of VAMC personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

1.7.3. The Contractor shall normally transport only one beneficiary per trip, but when specially requested by authorized VA personnel additional beneficiaries are to be transported. When more than one beneficiary is transported reimbursement for the second patient mileage will not be charged, however, mileage will only be paid for the longest distance over which a patient is transported.

1.7.4 When ordering services, the VAMC will provide the following information:

1. Required date and time of arrival;

2. Name of beneficiary;

3. Pick-up and delivery point;

4. Type of equipment necessary ;

5. Any other special instructions;

6. Response Time – Appearance at patient location within one hour of receiving request for transport, or no later than two hours of receiving the request

1.7.5 VA will not be responsible for payment of any fines/citations incurred by the contractor during contract performance.

1.8 Reporting Requirements (Trip Logs, Trip Tickets, and/or Trip Summary) When patients are transported trip logs, trip tickets, and/or a trip summary shall be maintained by the contractor to document the specific transportation services that were provided by the contractor for beneficiaries. Trip logs, trip tickets, and/or trip summaries shall contain the following information (to include but not limited to):

• Date and Time of Service Call

• Name of Beneficiary Requiring Services

• Type of Transportation Requested

• Pick Up and Delivery Points (i.e. Embarkation & Disembarkation Locations)

• Actual Time of Arrival at Pick Up and Delivery Points

• Actual Waiting Time at Pick Up and Delivery Points (if waiting charges are claimed)

• Driver’s name

• Vehicle Used and relevant identifying information

• Any other comments regarding the trip.

1.8.1 When monthly invoices are submitted for payment the contractor will be required to submit trip logs, trip tickets, and/or trip summaries along with their invoice so that appropriate reconciliation and verification can be done by the facility (before payment is made for the services rendered).

1.9 DRY RUNS

1.9.1 The Contractor will be entitled to the hourly rate and mileage only when dry runs are encountered due to no fault or negligence of the Contractor, order of services must have been requested by authorized VAMC personnel.

1.9.2 Contractor will receive full compensation for the hourly rate and mileage for a cancelled trip unless notified by VA personnel of the cancellation prior to the contractor’s vehicle being dispatched.

1.9.3 Should the Contractor arrive at the destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, e.g., incorrect address, or patient absence, or patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in the schedule.

1.9.4 Contractor must report all dry runs at time of occurrence and verify with VA staff before driver is allowed to depart location. Driver will attempt to contact VA for 15 minutes but may leave after waiting 15 minutes if unable to reach VA dispatcher by phone.

1.9.5 Contractor will not charge dry run for trips if driver arrives 30 minutes late to allow patients to keep scheduled clinic appointment.

1.10 PATIENT RIGHTS

1.10.1 The Contractor shall be courteous to VA beneficiaries and all vehicles shall be non-smoking at all times. The Contractor shall not text or talk on the phone unless it is an emergency. Patients may bring a reasonable amount of equipment, such as a folding wheelchair, consumable medical supplies and personal suitcase. When transporting patients to or from VAMC, the driver, acting for the Contractor, will ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.

1.10.2 The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor shall promptly complete and submit to the CO and COR a VA Incident Report of Contact, VA Form 119, with all information necessary for a full review. VA will provide this form to vendor after award.

1.10.3 The Contractor shall notify the COR and CO, in writing within 24 hours, of any complaints made by the patients with regards to transportation services. The Contractor may provide recommendations for improved services along with the patient complaints for the VA's review.

No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the CO.

1.10.4 The Contractor shall assist the beneficiary from the departure point to the vehicle and to their destination point. Upon delivery of psychiatric patient to the patient ward the Contractor shall obtain from the responsible staff for the beneficiary a signed receipt, the receipt shall be retained by the Contractor. If the beneficiary is to be picked up for a return trip, a trip number shall be left with the staff member identifying the beneficiary's trip number to be used when calling for pickup.

1.10.5 The COR and Contractor shall report all late pickups to the CO. Late pickups will be verified by using copies of the trip tickets as documentation. Additionally, each vehicle shall be equipped with a visible means of a medium (comment card with government address pre-printed) that allows the patient to provide feedback, positive and negative, to the COR and/or the CO.

1.10.6 Driver will take the most direct route from pick up location to destination unless legitimately unavoidable.

1.11 SAFETY REQUIREMENTS

1.11.1 In order to protect the lives and health of patients, the Contractor shall take such safety precautions as the CO, or his designate, may determine to be reasonably necessary. Drivers shall project responsible, professional and courteous behavior. Drivers must exercise the utmost safety in caring for recipients while transporting them and guard against becoming insensitive to their physical and emotional condition(s). Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the employees' fault or negligence.

1.11.2 Drivers must ensure:

• The equipment and vehicle used is kept clean and serviceable at all times.

• All State, City, Conty or Parish laws are observed while transporting a vehicle with passengers.

• The vehicle is safe and in excellent operating condition.

A vehicle must not be driven unless the driver determines that the following parts and accessories are in good working order: vehicle brakes, parking brakes, steering mechanism, lighting devices and reflectors, tires, horn, windshield wipers and rear-view mirrors.

1.11.3 Drivers must:

• Not consume or be under the influence of intoxicating liquor, narcotic drugs or amphetamines within four hours of going on duty or while operating a motor vehicle.

• Assure that any vehicle they drive with “for hire,” “handicapped” or “public” license plates comes to a complete stop as required by state law. This includes all railroad crossings.

• Exercise extreme caution in the operation of a vehicle when hazardous conditions such as those caused by snow, ice, sleet, fog, mist, rain, dust or smoke adversely affect visibility or traction. Speed must be reduced when such conditions exist. If conditions become sufficiently dangerous, the operation of the vehicle must be discontinued or operated to the nearest point at which the safety of the passengers is assured.

• Use turn signals not less than 100 feet in advance of and during the turning movement of the vehicle. Turn signals must be flashed to indicate the direction of vehicle movement in traffic lanes.

• Have been instructed in the proper procedures required to move recipients into and out of the vehicle equipped to transport non-ambulatory, wheelchair recipients and patients in stretchers.

• Ensure all passengers are wearing seatbelts or are otherwise secured.

• Ensure that no smoking, eating, or drinking occurs in the vehicle as in accordance with current Occupational, Safety and Health Administration (OSHA) regulations.

• Always turn the engine off when fueling a motor vehicle, and never fuel the vehicle where there is smoke or an open flame.

1.11.4 The CO, or his designate, will notify the Contractor of any safety non-compliance and the action to be taken.

1.11.5 The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the CO may issue an order, stopping all or any part of the work.

1.11.6 In the event of any incident/accident involving a beneficiary, or while transporting a beneficiary, during contract performance, the contractor shall immediately inform the COR verbally, and then follow up with a written report within 15 days to be delivered to the COR & CO. Report is preferred to be delivered via email, but regular mail are acceptable if sent to the appropriate party or section. Contractor will contact the facility Beneficeray Travel office for mailing address.

1.11.7 Contractor employees shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in stretchers shall also be safely secured in vehicles that are used for transporting these patients.

1.12 INTERFERENCE WITH NORMAL FUNCTIONS

1.12.1 The Contractor's personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the CO and COR.

1.13 CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

1.13.1 The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. The QCP shall be submitted as part of the contractor’s offer in response to the solicitation. The Contractor's QCP shall include the following and/or be incorporated during actual performance of the contract. The minimum requirements of the QCP are listed in section 1.13.1.1 thru 1.13.1.4 below. Contractors are encouraged to exceed minimum requirements when establishing and/or formulating their QCP.

1.13.1.1 An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, or the title of the individual(s) who will perform the inspections.

1.13.1.2 Contractor shall maintain maintenance records for each vehicle and a copy shall be kept in the vehicle at all times. The Government reserves the right to review these records.

1.13.1.3 The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

1.13.1.4 The methods of identifying and preventing communication breakdowns which includes an action plan for how to deal with communication issues or problems that could negatively impact service delivery and/or patients.

1.14 MODIFICATIONS

1.14.1 In accordance with FAR 52.212-4( Paragraph C), only the Contracting Officer may authorize any changes to the contract. Changes in the terms and conditions of this contract may be made only by written agreement of the parties. Changes made by other parties are not enforceable, will not be reimbursable, and represent an unenforceable obligation and/or an unauthorized commitment.

SECTION 2 – CONTRACTOR VEHICLE, INSURANCE, AND LICENSE PLATE

REQUIREMENTS

2.1 CONTRACTOR VEHICLE REQUIREMENTS: Contractor vehicles used for the performance of services must be the minimum requirements below (to include but not limited to):

2.1.1 Vehicles must be certified by the applicable State office(s) in which the contract is performed for operation of patient ground transportation services. If applicable, a valid motor vehicle inspection sticker will be displayed if issued or required by the State, City,County or Parish.

2.1.2 Vehicle must have

2.1.3 Signage: Vehicles used for transport of patients under this contract shall contain, display, and be affixed with the appropriate signage (in the correct size, color, dimensions, locations, with all required information) that indicates the vehicle is designated for use as a Non- Emergency Medical Transportation (NEMT) vehicle. **It is the responsibility of the contractor to familiarize themselves with and to adhere to the proper signage requirements as required by law as such requirements may differ from county or parish, from city to city, and from locality to locality.

2.1.4 Fire extinguisher in working order, non-expired, and not older than 1 year old.

2.1.5 No Smoking and Fasten Seatbelt signs displayed in areas readily visible by passengers.

2.1.6 Body and Damage – No appreciable body or paint damage or missing pieces.

2.1.7 Tires – Tread in accordance with RS32 – No exposed wire, bubbles, or appreciable sidewall damage. Vehicle has spare tire with tools to change tire.

2.1.8 Lights – All lights in working order which includes headlights (high and low beams), turn signals, hazard flashers, back-up lights, brake lights, license plate lights, and parking lights.

2.1.9 Mirrors – Must have left-hand outside rear view mirror and inside rear-view mirror and a right- hand outside rear-view mirror.

2.1.10 Windshield and all glass windows–Windshield in driver’s view has no stars or cracks and all window glass in intact.

2.1.11 Wipers/Washers – Wipers and washers are functioning properly.

2.1.12 Windows/Doors – All windows and doors must function as intended.

2.1.13 Air Conditioning and Heating-air conditioning and heating is in working order at all times.

2.1.14 Seats Belts-all seat belts are in working conditions for all occupants in vehicle

2.1.15 Horn-horn is in working order

2.1.16 Back up alarm: Vehicle must have alarm system that indicates vehicle is backing up;

back up lights with a built-in alarm constitute a backup alarm system.

2.1.17 Interior Compartment: Interior compartment is free from tears, holes, large stains, or offensive odors. Everything in the passenger compartment must be secure. No sharp edges, points, or other hazards are allowed in the patient compartment.

2.1.18 Infection Control Kit: Vehicles must have an infection control kit with face mask (safety glasses or full-face shield), non-latex gloves, contamination waste bag, impervious to liquid gown, and disposable shoe covers.

2.1.19 Pocket CPR Face Mask in plastic case with one-way valve.

2.1.20 First Aid Kit: Vehicles must contain a first aid kit that at a minimum meets OSHA and local requirements (city, county or parish).

2.1.20.1 First Aid Requirements: The Occupational Safety and Health Administration of the United States Department of Labor has ruled that patient transportation services are subject to its jurisdiction and, therefore, mandates that all such vehicles are required to have a first aid kit on board. The first aid kit should contain, at a minimum, the following:

• Plastic Strips ¾” X 3” Adhesive Tape ½’’ X 5 yds

• Gauze Bandage 1’’

• Gauze Bandage 2”

• Non-adherent Pads 2” X 3”

• Oval Eye Pads 2” X 3” Cold Pack

• Bagged Pair of Latex Gloves Butterfly Bandages Med

• Fabric Strips ¾” X 3” Triangular Bandage Ammonia Inhalants

• First Aid Cream 7/8 oz. Tube

• Antiseptic Wipes

• Scissors

• HIV Protection Kit (Includes rubber gloves and an impervious gown or coveralls)*

* 29 CFR 1910 OSHA mandates blood borne pathogen protection for all patient transportation services. In order to be in compliance with this section, vehicles must carry an HIV protection kit that includes rubber gloves and an impervious gown or coveralls.

2.1.21 Communication System – Personnel performing services shall utilize a communication system that facilitates appropriate and effective communication between all parties involved in the execution of services. (Drivers must be able to contact dispatchers, dispatchers must be able to contact drivers, and facility point of contacts must be able to contact contractual service providers or representatives when needed). The type of communication system that is used will not be mandated or selected by the government unless serious or perpetual communication break downs occur during the performance periods of the contract.

2.1.22 Wheelchair and Stretcher Vehicle Requirements

• Lift (Manual or Hydraulic) operates properly and in working order with no leaks, and /or problems with wiring.

• Ramp with Toe Cleats of proper width (28” wide)

• Wheelchair and Stretcher Restraints (lock, well, and tiedown system or ratchet system).

Either system must be bolted to the bottom of the vehicle, in accordance with the manufacturer’s recommendation. If locks are used, they must have pins, and both rear wheels of the wheelchair must be secure. Vehicle has locking mechanisms in place to safely secure patients in stretchers during transport.

2.1.23 During performance of services a Ground Positioning System (GPS) or other equivalent navigation system must be utilized which provides drivers with directions and guidance in all vehicles so that patients are transported to their destination using the shortest and/or the most effective route that is possible.

2.1.24 MISCELLANEOUS

**The government 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 transportation vehicles. Government inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained.

** The government reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the contract and without additional cost to the VA.

** Throughout the performance periods of the contract it shall be the contractor’s responsibility to ensure that vehicles meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.

SECTION 2-A

2-A 1 CONTRACTOR INSURANCE REQUIREMENTS:

Personnel providing services under this contract shall have the appropriate amounts of insurance coverage as required by law (state, city, local) for their vehicles, equipment, and persons (which includes adhering to the insurance coverages that are stipulated in the clauses and provisions of the solicitation and contract for this procurement). It shall be the responsibility of the contractor to obtain the required amounts of insurance as necessary for the work to be performed.

SECTION 2-B

2-B 1 CONTRACTOR VEHICLE LICENSE PLATE REQUIREMENTS:

Personnel providing services under this contract shall have the appropriate registration and license plates for the vehicles that will be used to perform work and execute services for the duration of the contract. Prospective contractors who wish to perform services for this procurement should contact the applicable State office(s) in which the contract is performed for operation of patient ground transportation services that include but are not limited to For Hire, Public, Handicapped, or other license plate may be requirements. During all performance periods of the contract it shall be the contractor’s responsibility to be in compliance with the requirements in this section.

SECTION 3

3 LOCAL LICENSE & PERMIT REQUIREMENTS:

Depending on the location, some cities,counties or parishes in require a special license and/or permit to operate a patient ground transportation service. These ordinances exist in Orleans, Jefferson, Ouachita Parishes and the City of Shreveport. For contractors who are operating their business in Jefferson, Orleans, and Quachita Parishes and the City of Shreveport contractors must apply for and be granted the appropriate non-emergency medical transportation permit in order to be eligible to perform work on this contract. It shall be the responsibility of the contractor to familiarize themselves with local license and permit requirements and to adhere to such requirements if and/or when applicable (throughout the duration of the contract).

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

750.00 TRP __________________ __________________

Patient Ground Transportation Services (Wheelchair) (One Way) Estimated Trips" (40 mile Threshold applies) Contract Period: Base POP Begin: 04-01-2023 POP End: 09-30-2023

PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Transportation/Travel/Relocation - Travel/Lodging/Recruitment:

Motor Passenger

100.00 TRP __________________ __________________

"Patient Ground Transportation Services (Stretcher) (One Way) Estimated Trips" (40 mile Threshold applies) Contract Period: Base POP Begin: 04-01-2023 POP End: 09-30-2023 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

50.00 TRP __________________ __________________

"Patient Ground Transportation Services (Hired Car) (One Way) Estimated Trips" (40 mile Threshold applies) Contract Period: Base POP Begin: 04-01-2023 POP End: 09-30-2023 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

50.00 EA __________________ __________________

"Patient Ground Transportation Services (Wait Time) (EA = Quarter Hour) Wait Time is capped at 30 minutes per trip" Contract Period: Base POP Begin: 04-01-2023 POP End: 09-30-2023 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

3,000.00 TRP __________________ __________________

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

400.00 TRP __________________ __________________

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

200.00 TRP __________________ __________________

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

200.00 EA __________________ __________________

Hour) Wait Time is capped at 30 minutes per trip" Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Hour) Wait Time is capped at 30 minutes per trip" Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Hour) Wait Time is capped at 30 minutes per trip" Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Estimated Trips" (40 mile Threshold applies) Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

Hour) Wait Time is capped at 30 minutes per trip" Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V212 -

GRAND TOTAL __________________

Base Period Total

Option Year One (1) Total

Option Year Two (2) Total

Option Year Three (3) Total

Option Year Four (4) Total

Contract GRAND TOTAL

For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows:

The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price of all proposals relative to each other and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR

52.217-8.

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of Clause)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

(End of Addendum to 52.212-4)

C.4 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

(APR 1984)

Funds are not presently available for performance under this contract beyond September 30, 2023. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30, 2023, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

C.5 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC

2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of Clause)

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of

Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End…