S02 36C26124Q0412 - Veteran Remains.pdf

PAGE 1 OF 1. REQUISITION NO.

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

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

612-25-1-082-0001

36C26124Q0412

6. SOLICITATION ISSUE DATE

05-09-2024

Durell Salaz 916-923-4385 05-29-2024

1:00 PM PDT

612MCP

Department of Veterans Affairs

VA Sierra Pacific Network (VISN 21)

Network Contracting Office (NCO) 21

3237 Peacekeeper Way, Bldg 200 Suite 204

McClellan Park CA 95652

X 100

X

812210

$12.5 Million

N/A

X

***See Delivery Schedule***

612MCP

Department of Veterans Affairs

Network Contracting Office (NCO) 21

3237 Peacekeeper Way, Bldg 200 Suite 204

McClellan CA 95652

Department of Veterans Affairs

FMS VA-9(101) Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

This is a solicitation for a Requirements Contract for VHA

(Veterans Integrated Service Network) VISN-21 Transportation and Storage of Deceased Veterans contract.

This is a FAR Part 13 Solicitation. Please see provisions in

52.212-1 Quote Preparation Instructions and FAR 52.212-2

Evaluation for important information regarding submitting your quote and how it will be evaluated.

All Responses are due to Durell Salaz, durell.salaz@va.gov no later than the due date/time in Box 8, No Questions or follow-up questions will be accepted after 1:30 PM PST on

05/26/2024.

Service Contract Labor Standards are applicable to this requirement per FAR 52.222-42, Service Contract Labor Standards. (See Section D of the Request for Quote)

See CONTINUATION Page

X

Anna Norcross

Senior Contracting Officer

36C26124Q0412

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 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATMENT

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-21 REQUIREMENTS (OCT 1995)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.9 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)

C.10 52.224-2 PRIVACY ACT (APR 1984)

C.11 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

C.12 52.249-8 DEFAULT (FIXED-PRICE SUPPLY AND SERVICE) (APR 1984)

C.13 52.249-8 DEFAULT (FIXED-PRICE SUPPLY AND SERVICE) (APR 1984)

ALTERNATE I (APR 1984)

C.14 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.15 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.16 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.17 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.18 852.216-76 REQUIREMENTS—SUPPLEMENT FOR MORTUARY SERVICES (OCT

2019)

C.19 VAAR 852.223-71 SAFETY AND HEALTH (SEP 2019)

C.20 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.21 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.22 VAAR 852.249-70 TERMINATION FOR DEFAULT—SUPPLEMENT FOR

MORTUARY SERVICES (MAY 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHMENT 1 – PAST PERFORMACE SURVEY FORM

D.2 ATTACHMENT 2 – DOL WAGE DETERMINATION 2015-5623, REV.22, DATED

12/26/2023 – CONTRA COSTA

D.3 ATTACHMENT 3 – DOL WAGE DETERMINATION 2015-5631, REV.20, DATED

12/26/2023 – SACRAMENTO

D.4 ATTACHMENT 4 – DOL WAGE DETERMINATION 2015-5655, REV.19, DATED

12/26/2023 – SOLANO

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020)

E.8 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 VAAR 852.237-76 AWARD TO SINGLE OFFEROR ALTERNATE I (OCT 2019) (OCT

2019)

E.12 VAAR 852.237-77 AREA OF PERFORMANCE (OCT 2019)

E.13 VAAR 852.237-78 PERFORMANCE AND DELIVERY (OCT 2019)

E.14 VAAR 852.237-79 SUBCONTRACTING (OCT 2019)

E.15 VAAR 852.237-80 HEALTH DEPARTMENT AND TRANSPORT PERMITS (OCT

2019)

E.16 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.17 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.18 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

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 36C261

Department of Veterans Affairs

Network Contracting Office (NCO) 21

5327 Peacekeeper Way, Bldg. 200, Suite 204

McClellan, CA 95652

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] Invoice 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.

Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR

Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

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

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

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

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO. DATE

mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

This is a requirements contract with no minimum guaranteed amount. The maximum total value of the contract, inclusive of the base year and all options exercised, shall not exceed $5,000,000.00. Individual task orders shall be funded at the time that the need exists. The Contracting Officer (CO) is the only authorized individual that can place annual task orders against this contract for the estimated amount of services for the specific timeframe, and the task orders shall be issued to the contractor.

Task order minimums and maximums are addressed in clause FAR 52.216-19.

The items listed in the Price-Cost Schedule excel file are estimated quantities: for the base period of performance and for all options.

Vendor shall invoice monthly, for ONLY actual services rendered. DO NOT perform any services other than those identified in the price-cost schedule, unless the CO has issued a modification to the contract to add a CLIN for that specific action.

Contractor shall invoice for actual performance and shall indicate CLINs/SLINS Numbers from the contract on all Tungsten Network invoices.

B.2 PRICE/COST SCHEDULE

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

136.00 TRP __________________ __________________

Transportation: To or from Mather

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 811210 - Electronic and Precision

Equipment Repair and Maintenance

PRODUCT/SERVICE CODE: G001 - Social - Care of Remains and/or

Funeral

44.00 TRP __________________ __________________

Transportation: To or from Martinez (CLC)

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

36.00 TRP __________________ __________________

Transportation: To or from National Cemetery near Dixon, CA

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

2,000.00 MI __________________ __________________

Transportation: To or from other funeral homes per mile

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

780.00 DY __________________ __________________

Storage of Remains per day

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

316.00 HR __________________ __________________

Support/Staff Services (filing necessary certificates and permits) per hour

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

4.00 EA __________________ __________________

Caskets (wood)

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

26.00 EA __________________ __________________

Cremations

Contract Period: Base

POP Begin: 10-01-2024

POP End: 09-30-2025

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 1

POP Begin: 10-01-2025

POP End: 09-30-2026

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Contract Period: Option 2

POP Begin: 10-01-2026

POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 3

POP Begin: 10-01-2027

POP End: 09-30-2028

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

Contract Period: Option 4

POP Begin: 10-01-2028

POP End: 09-30-2029

PRINCIPAL NAICS CODE: 812210 - Funeral Homes and Funeral

Services

GRAND TOTAL __________________

Summary:

PERIOD OF PERFORMANCE TOTAL

Base Period: 10/01/2024 – 09/30/2025 $

Option Period 1: 10/01/2025 – 09/30/2026 $

Option Period 2: 10/01/2026 – 09/30/2027 $

Option Period 3: 10/01/2027 – 09/30/2028 $

Option Period 4: 10/01/2028 – 09/30/2029 $

Grand Total Amount $

B.3 PERFORMANCE WORK STATMENT

1. DESCRIPTION

1.1. The Contractor shall ensure all work meets performance standards specified in this Performance

Work Statement (PWS) and referenced documents. The Contractor shall commence all operations required by the contract as of the first day of the contract period. The Contractor shall furnish all management, labor, supervision, equipment, and materials to provide transportation, storage, cremation, and disposition for the remains of deceased veterans for the Veterans Affairs Northern

California Healthcare System (VANCHCS). The successful vendor is required to continuously be compliant with the requirement contained herein, and meet or exceed the standards of, but not limited to the Joint Commission and California State Department of Health Regulations. The majority of services provided will cover the following facilities, however all current and future facilities under the VANCHCS are considered in scope for services provided under this performance work statement.

1.1.1. VA Northern California Health Care System 10535 Hospital Way Mather, CA 95655

1.1.2. VA Northern California Health Care System 150 Muir Road Martinez, CA 94553

1.1.3. Sacramento National Cemetery 5810 Midway Rd, Dixon, CA 95620

2. DISCLAIMER

2.1. Notwithstanding any historic data furnished by or for the medical facilities, it is the Contractor’s responsibility to furnish the necessary quantities of manpower, supplies, and equipment to provide satisfactory service at the medical facilities. The estimate provided gives an approximate number of transports received monthly. This number is identified as an approximate and can fluctuate monthly.

3. CONTRACT DEFINITIONS/ACRONYMS AND TERMS

3.1. Base Rate – Base Rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate shall be paid for all authorized one-way trips ordered under the contract action, with employees (included in Section C Contract

Documents, Exhibits, or Attachments) during all phases of the trip made on behalf of the

Government. The attached Service Contract Act wage determination shall be updated for each option when/if new revisions are issued. The Base Rate plus mileage rate shall constitute full compensation for one-way trips as shown in the Price and Cost Schedule for the medical facility.

3.2. Mileage Rate – Mileage rate for deceased remains is the rate paid for each mile remains are transported and do not include miles travel to or from a facility prior to picking up remains or after remains have been delivered. This rate applies to one-way transportation only.

Reimbursement for mileage shall be at the mileage rate stated in the price/cost schedule and shall be based upon the miles from the pick-up point and the specified destination. Distances shall be calculated using current www.bing.com/maps.

3.3. Trip cost – the trip cost will be negotiated rate for identified locations where regular transport occurs. For trips originating or terminating at irregular locations the trip cost will be the base rate plus the mileage rate.

3.4. Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services, so they shall meet the requirements of the contract.

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

http://www.bing.com/maps

3.6. Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and serves as a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

3.7. Contractor – The term "Contractor” as used herein refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees. The Contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract.

4. TRANSPORTATION

4.1. Patient remains may be transported to or from any designated location within the defined

Catchment Area, encompassing the State of California with the possibility of trips outside of the

Catchment Area. All transports shall be between VA facilities or between facilities that provides care under VA auspices (i.e., Contract Community Living Center, Contract Nursing Home, local hospitals,) and/or between funeral homes, cemeteries, or morgues. The VA staff shall specify the points of origin and the destination of every trip. There shall be no unauthorized stops or delays between the origin and destination of a transport. Examples of unauthorized stops are as follows:

4.1.1. Stopping for fuel on a trip shorter in miles than the estimated number of miles per tank of fuel in the vehicle being driven.

4.1.2. Stopping for food or a smoke break. If a stop or delay is unavoidable, VA staff shall be notified, and the incident shall be documented and submitted to the VA. Normally the shortest distance route shall be selected. However, the VA does recognize invoiced trips where a longer route was taken, with reasonable documented justification, such as to avoid time delays due to traffic congestion, road closures, or other patient safety and comfort consideration.

4.2. The Contractor shall acknowledge their ability to provide the service within the requested response time at the time of the trip request. If the Contractor cannot provide the service for any reason, they must notify the VA staff person requesting the service of their inability to provide the service. The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the transportation dispatch.

4.3. Cancellations shall be in accordance with the price schedule. These rates shall only apply when there is no substitution of beneficiary.

4.4. Some deceased are to be picked up from the wards at the Sacramento VA Medical Center at

Mather and transported to the contractor’s facility for storage until the deceased’s family makes arrangements for a funeral home to pick them up. This action is initiated through the Medical

Admin Section of Benefits and Data Management Services.

4.5. Some deceased are picked up from the wards at Mather, or from the CLC at Martinez, and transported to the contractor’s facility for storage until an autopsy can be arranged. The contractor will deliver the remains from their storage facility for autopsy and pick them up after autopsy to return to storage until a funeral home can pick them up. This action involves the offices previously mentioned plus Laboratory Service.

4.6. The contractor will also deliver some stored remains to the VA National Cemetery near Dixon, CA for burial if they are not claimed by the family within 30 days.

4.7. The deceased will always be double identified upon transfer by both VA staff and contractor staff. The remains will always be transported in body bags after they have been autopsied.

4.8. All services will be provided with the standard of care that is common industry practice.

4.9. Areas of Coverage: The services to be accomplished for the Department of Veterans Affairs, Northern California Healthcare System (VANCHCS). The areas of transportation will include:

4.9.1. Sacramento VA Medical Center at Mather, CA

4.9.2. Community Living Center (CLC) at Martinez, CA

4.9.3. VA National Cemetery near Dixon, CA

4.10. Occasionally, there may be other locations required that would circumference the Northern

California region. Pickup or delivery to or from such locations will be arranged with the COR or designee on a case-by-case basis. Pickup and drop off times will be negotiated with the contractor by the COR or designee.

4.11. Contractor employee shall ensure proper loading/unloading techniques are followed always. The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal.

4.12. The Contractor shall document each transport with an appropriate document that specifies the date, patient full name, time of pick-up, destination, time of drop-off, address, map quest and any other notes regarding issues to the specific transport.

4.13. The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified and shall include the following at a minimum:

4.13.1. Records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. Contractor must have methods of identifying and preventing vehicle breakdowns and a detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle should occur.

4.13.2. The methods of identifying and preventing radio communication breakdowns. Contractor must have a procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios or communication device should occur.

4.13.3. The Contractor must use a trip ticket (VA Form 10-2511) to account for all requests for services. The trip ticket shall indicate the date and time of service call, name of beneficiary requiring service, type of transportation requested, designated pick-up and delivery points, actual time of arrival a pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. The trip ticket shall also contain a patient trip evaluation section, which should be completed for ongoing monitoring of customer comments.

5. STORAGE

5.1. If a veteran expires at either the Sacramento VA Medical Center at Mather, CA or at the

Community Living Center (CLC) at Martinez, CA and an autopsy is required, the contractor will be contacted to transport the body and hold it at their facility until VA pathologists at Mather can perform the autopsy. After the autopsy is performed, the body is returned to the contractor for storage until arrangements can be made for release of the body to the family.

5.2. In the event remains are stored for more than twenty (20) days, the contactor shall contact the

COR or designee and provide notification of remains and determine best course of action to either release remains to family or arrange for burial at national cemetery.

5.3. The Contractor shall ensure employees providing work on this contract are fully trained and competent to store and properly identify and human remains.

5.4. The Contractor shall document each patient remains with an appropriate document that specifies the date, patient full name, dates stored and any other notes regarding issues to the storage.

5.5. The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified and shall include the following at a minimum:

5.5.1. Records of all storage facilities and equipment used in the performance of this contract.

Contractor must have methods of identifying and preventing failures to cold storage facilities and a detailed procedure for alternative storage of remains in the event of mechanical breakdown, power loss, or natural disaster.

5.5.2. The Contractor must keep detailed records of storage facilities, temperature, and maintenance records to ensure proper storage of remains consistent with industry standards.

6. MORTUARY

6.1. Upon receipt of deceased remains, the contractor shall contact the next of kin to arrange for disposition of remains. In the event there is no next of kin, or the next of kin declines to claim the deceased, the contractor will contact the National Cemetery and make arrangement for transportation and burial.

6.2. The Contractor shall document each patient remains with an appropriate document that specifies the date, patient full name, attempts to contact next of kin and any issues related to the disposition of the body.

6.3. The Contractor shall ensure employees providing work on this contract are fully trained and competent to properly identify, disposition, and fulfil mortuary services such as requesting death certificates and making burial arrangements.

7. SERVICE REQUEST

7.1. Drivers shall transport remains in the order that they are requested. Drivers shall not skip transportation requests to cover a longer distance versus a shorter distance. Only with the approval of the Travel Section Supervisor will this be authorized. Repeated instances of skipping may lead to termination of the contract or discontinuance of further order placement. Invoices for payment shall include the name of the trip requester to ensure payments.

7.2. Request(s) for transportation services shall be provided to the Contractor as soon as practicable by the Administrator Officer on Duty (AOD) or Chief of Inpatient Admissions.

7.3. Request for services shall be made from authorized personnel by email, phone, or Fax. A list of authorized personnel shall be provided to the contractor. Telephonic requests shall be followed with either email/fax.

7.4. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto may be borne by the Contractor.

7.5. When ordering services, the VA medical facility shall provide the following information:

7.5.1. Name of deceased.

7.5.2. Pick-up and delivery point.

7.5.3. Last four of the patient's Social Security Number.

8. GENERAL INFORMATION

8.1. Schedule: The VANCHCS normal business hours usually operate between 8:00 am to 4:00 pm, Monday through Friday, except Federal Holidays. The requested services shall be provided seven

(7) days a week, to include weekends and holidays, and are anticipated 365 days out of the calendar year. Some requests may take place after normal business hours of operation.

8.2. Federal Holidays: National holidays observed by the Federal Government are:

8.2.1. New Year’s Day January 1

8.2.2. Martin Luther King Day Third Monday in January

8.2.3. Presidents’ Day Third Monday in February

8.2.4. Memorial Day Last Monday in May

8.2.5. Juneteenth June 19

8.2.6. Independence Day July 4

8.2.7. Labor Day First Monday in September

8.2.8. Columbus Day Second Monday in October

8.2.9. Veterans’ Day November 11

8.2.10. Thanksgiving Day Fourth Thursday in November

8.2.11. Christmas Day December 25

9. JCAHO STANDARDS

9.1. The Contractor shall perform required services in accordance with the standards of the Joint

Commission on the Accreditation of Healthcare Organization (JCAHO) and the established principles and ethics of the medical profession established by the American Medical Association

(AMA) and American College of Emergency Physicians (ACEP). The Contractor shall adhere to the Department of Veteran Affairs policies, procedures, and regulations.

9.2. The Contractor shall comply with the provisions of the Privacy Act of 1974.

9.3. Portability and Accountability Act (HIPAA) of 1996 and VA Directive and Handbook 0710. The

Contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established business associate agreement (BAA). By entering this contract, the Contractor certifies they comply with HIPAA as it pertains to general patient information, HIV, drug and alcohol abuse, and sickle cell anemia.

9.4. The contractor shall, always during the contract period, have on his/her premises a functioning fax machine, email, and telephone to communicate requirements with the VA (i.e., requests for service, special correspondence, etc.

10. PERFORMANCE AND QUALIFICATIONS

Performance Objective Performance Standard PWS Para Performance

Threshold

Method of

Surveillance

# 1 –Care of Remains

Services

See PWS. 1.4

1.5

1.6

Customer/ COR complaints shall not exceed 5 per contract term year.

Random sampling of remains, customer complaints and observation

# 2 - Submit timely and accurate invoices.

Invoices should be received no later than 10 days from end of invoice period and not require major revisions.

Limitations of contract are not exceeded without approval i.e., Storage

Days and Travel outside of areas of coverage.

5.0 No more than two

late or inaccurate invoices per contract term period.

100% inspection of submitted invoices

10.1. The Contractor shall provide deceased remains transportation services on an “as needed” basis.

Services may be required 24-hours per day/7-day a week, 365 days a year, within the State of

California. The contractor shall provide all manpower, equipment, vehicles, fuel, materials and supplies to include all PPE required even in health pandemics at no additional cost. The contractor will provide supervision necessary to perform all tasks. Vehicles shall have appropriate fuel capacity to complete the transport without stopping for refueling, unless making a transport beyond the capability of the fuel tank of the vehicle.

10.2. The Contractor’s vehicles must respond within the times listed below for scheduled transport from the time they are notification by the COR or designated employee(s).

10.2.1. VA Mather 90 minutes

10.2.2. VA Martinez 120 minutes

10.3. At the time of the request, the Contractor shall acknowledge their ability to provide the service within the requested response time. If the Contractor cannot provide the services for any reason, they must notify the VA personnel requesting the service of their inability to provide the service.

The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the transportation dispatch.

10.4. The VA reserves the right to substitute services at any time during the performance of this contract, to prevent delays, cancellations, or no-shows. There shall be no additional charge to the

VA when such changes occur.

10.5. The Contractor shall adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of NCHCS.

10.6. The Contractor, upon request, shall provide quality data and information related to services for participation in NCHCS Performance Improvement Programs when requested to do so. Upon request the contractor shall also provide documentation of the competency of staff that shall be providing the contracted services.

10.7. The Contractor shall ensure employees providing work on this contract are fully trained and competent to perform the required work; they shall also maintain records that document competence/performance level of employees working on this contract. Upon request, the contractor shall provide a current copy of their competency assessment checklist and annual performance evaluation to the Contracting Officers’ Representative (COR) for each contractor employee working on this contract.

10.8. The Contractor shall provide a minimum of a toll-free telephone and/or a locally dialed telephone number for accepting VA calls. It is estimated that 100.00% of all requests for transportation

Services shall be placed initially by one of the designated staff identified by the COR.

10.9. The contractor shall, always during the contract period, have on his/her premises a functioning telephone to communicate requirements with the VA (i.e., requests for service, special correspondence, etc.). Use of this communication system shall be mutually agreed upon after award but prior to contract performance.

10.10. Secure/Encrypted Email - The Contractor shall acquire compatible Public Key Infrastructure

(PKI) to transmit encrypted email with personally identifiable information and receive similar encrypted email from the VA.

10.11. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The VA will conduct its own Quality Assurance Surveillance Program

(QASP) to ensure Contractor Compliance and Satisfactory Performance in accordance with the

Performance Work Statement and the Contractor’s Quality Control Plan.

10.12. The Contractor shall meet all requirements of Federal, State, and City codes regarding operation of this type of business for the entire area to be covered by this service.

10.13. The contractor shall maintain documentation demonstrating they meet all requirements of

Federal, State, County, and City codes regarding operation of this type of service for the entire coverage area. Documentation shall be made available to the VA immediately upon request by the Contracting Officer for the duration of this contract and applies to any sub-contractors employed by the contractor.

10.14. Upon request the contractor must submit a letter in duplicate, fully describing the make of vehicle(s), model, and year which he agrees to furnish under this offer including the location and telephone numbers of the establishment where calls are received, and vehicles are immediately available for dispatch. This letter must contain information as the metering devices or methods the offeror proposes to use in determining mileage. The Contracting Officer shall be notified in writing of any vehicle equipment adds/subtracts after award of contract.

10.15. Within fourteen (14) days after receipt of award, the Contractor shall provide evidence of required training, certifications, licensing, and any other qualifications of any personnel performing services under this contract. These individuals must complete a VA issued security check within thirty (30) days from the Government’s receipt of the list of names. Within fourteen

(14) business days after contract award, the Contractor shall provide the following employee information: Name, Position, and Title and Work assignment area. The initial documentation shall be provided to the Contracting Officer. Thereafter, any personnel changes will be submitted within two (2) business days after the changes occur.

10.16. Drug Testing Policy - The Contractor shall have internal policies and procedures for identifying and preventing employee drug and alcohol abuse. Copies of these policies and procedures shall be provided to the COR upon request.

10.17. The Contractor shall ensure the following personnel requirements are met:

10.17.1. Ensure and certify personnel performing the services required under this contract are properly licensed and fully trained in the use of the vehicle and equipment that shall be used in carrying out contracted services.

10.17.2. Each vehicle shall be operated with proper personnel for adequate patient care.

10.17.3. Records and certifications shall be maintained by the contractor and shall be available to VA for inspection upon request.

10.17.4. All contractor personnel shall have continuous training to maintain their appropriate levels of competency, including HIPPA, and infectious.

10.17.5. Drivers shall have a valid operator's license valid in the State of California for the operation of services they perform, and shall be in reasonably good health, with a record of current immunizations/vaccinations present in their employee file.

10.17.6. The Contractors’ drivers/attendants must have a record of current/recurrent training completed in their employee file, for:

10.17.6.1. Blood Borne Pathogens and Hazardous Materials Training

10.17.6.2. The Privacy Act of 1974

10.17.6.3. The Health Insurance Portability and Accountability Act (HIPAA) of 1996

10.17.6.4. Handling and Disposal of Bio-Hazardous Waste

10.17.7. During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing, and any other qualifications to the Contracting Officer. At no time, will the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of the contract.

10.17.8. Drivers shall be trained in the correct use of securing remains. Failure to adhere shall result in contract termination.

11. INVOICING

11.1. Invoices will be submitted no later than 10 business days from the end of the invoicing period and should be accurate and requiring no major revisions.

11.2. The Contractor shall submit an invoice summary to account for all requests for services. The summary shall indicate the date and time of service call, name of deceased requiring services, and designated pick-up and delivery points. Copies of invoice summary shall be provided along with the invoices sent for payment.

11.3. The Contractor shall submit an invoice summary that includes the contract number, invoice date, invoice number, dates of service, total amount due and billable rates per the price schedule. Each charge on invoice will reference the contract line-item number stated on the price cost list.

11.4. All patient transportation requests shall be placed per the contract line items and pricing as listed in Section B and shall be verified against invoices and trip tickets.

11.5. A trip ticket shall be provided by the Contractor for each trip payment requested on the invoice.

Trip tickets shall be verified by Inpatient Admissions Section prior to payment that services being billed were authorize. These forms shall serve as documentation of the transport and shall be a source document for reconciliation of the Contractor’s request for payment. Special documentation of any abnormal circumstances shall be documented in writing and the Contractor shall immediately notify the Contracting Officer Representative, or any designated personnel for direction and instruction on the handling of the situation. It is the responsibility of the Contractor to have all appropriate phone numbers available during the transport if VA must be contacted.

11.6. Payment shall not be made or reimbursed if trip tickets are not provided or services that were not authorized prior to Veteran pickup are charged.

12. PATIENTS RIGHTS

12.1. The Contractor shall be courteous to VA personnel and affiliates.

12.2. Drivers must be courteous and considerate of all remains they are transporting. Any substantiated mistreatment of remains in the performance of this contract may be cause for immediate termination of the contract, or discontinuance of further ordering of services from the Contractor.

Substantiated reports of mistreatment may be referred to appropriate law enforcement authorities as applicable. The VA reserves the right to request driver removal from transporting VA remains if mistreatment is substantiated.

12.3. The Contractor shall report any patient incident initially on a signed incident report within twenty-four hours of the incident to the COR. An assessment of the incident and a signed contractor response to the incident to include training and process changes shall be submitted to the Supervisor within five days from the date of the incident. A signed final analysis to include education, training, and process changes to prevent future incidents shall be submitted within thirty days to the COR.

12.4. The Contractor shall not employ any persons for work on this contract if such employee is considered by the VA contracting officer to be a potential threat to the health, safety, security, or operations of the VA. Contractor’s employees shall understand, speak, read, and write the English

Language. No employee of the contractor can be a federal employee, nor can they have any conflict of interest.

13. IDENTIFICATION BADGES

13.1. Contractor employees shall be clearly identified by a company uniform and badge with name, function, and name of the Contractor and a photograph of the employee. Contractor personnel shall wear an appropriate and professional uniform. Contractor employees shall conduct themselves in a professional manner always while on VA premises and or other affiliated healthcare facilities.

14. VEHICLE AND INSURANCE

14.1. Vehicles provided for service shall meet the following criteria:

14.1.1. Equipment shall be clean to meet customer expectations.

14.1.2. All internal and external lights shall function properly.

14.1.3. All vehicles shall contain functioning air conditioning and heating systems.

14.1.4. All equipment shall be adequately secured.

14.1.5. All vehicles shall contain seatbelts, rear view, and side view mirrors.

14.1.6. Vehicles shall be inspected for cleanliness prior to each pick-up and be kept clean and in good mechanical and body condition.

14.1.7. All vehicles shall contain functioning, primary and back-up, two-way communication between the transport vehicle and the contractor’s dispatch location.

14.1.8. Vehicles shall display appropriate company logo or insignia.

14.2. The Contractor shall obtain all necessary licenses and/or permits required to perform this work.

He shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract and 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 his or her employees' fault or negligence.

14.3. The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of California. Evidence of coverage must be provided upon request to include prior to commencing work under this contract and during.

Evidence shall be submitted in the form of a copy of Certificate of Insurance. Minimum coverages must be maintained and any changes in coverages initiated by the Insurance Company must be reported to the Contracting Officer and Contracting Officer Representative within 48 hours of notification and it may not be changed or cancelled without thirty calendar days’ prior written notice to the Contracting Officer.

14.4. The VA reserves the right to inspect the Contractor’s equipment and vehicles or require documentation of compliance with contract specifications. VA inspections of Contractor equipment shall not constitute a warranty that the Contractor’s vehicles and equipment are properly maintained.

14.5. Vehicles shall meet all current applicable Federal, State, and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.

14.6. Vehicles shall be clean (no blood, saliva, urine, any patient discharges, trash) and maintained in good repair in accordance with manufacturer's instructions and specifications, always during the performance of this contract.

14.7. Unless established by a separate written agreement between the Contractor and the VA Medical

Center, the Contractor shall not be permitted to borrow medical equipment from the medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA.

At no time, shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

14.8. The VA reserves the right to restrict the Contractor's use of equipment and vehicles which need repair, unclean, unsafe, damaged on the interior or exterior body, and 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 strict intent and meaning of the contract without additional cost to the Government.

14.9. To protect the remains of patients, contractor may be required to take additional safety precautions as identified by the Contracting Officer. The Contracting Officer, or his designate, shall notify the Contractor of any safety non-compliance and the action to be taken.

14.10. 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 Contracting

Officer may issue an order, stopping all or any part of the work.

14.11. The Contractor 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 Contracting Officer and COR.

14.12. Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not be limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by State of California law, and their motor vehicle drivers/operators’ license history and driving skills.

14.13. Contractor attests that assigned personnel have fulfilled all testing and screening requirements as described below prior to first duty shift. Evaluations and tests shall be current within the past year, except as noted.