S02 Pre-Solicitation Notice.pdf

Presolicitation Notice

SUBJECT* CTX Wheelchair Van Transportation

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 78240

SOLICITATION NUMBER* 36C25723Q1413

RESPONSE DATE/TIME/ZONE 09-19-2023 1:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

SET-ASIDE

PRODUCT SERVICE CODE* V222

NAICS CODE* 621910

PLACE OF PERFORMANCE Olin E. Teague Veterans' Center

1901 Veterans Memorial Drive Temple Texas

POSTAL CODE 76504

COUNTRY USA

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS Department Of Veterans Affairs Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio TX 78240

POINT OF CONTACT* Contract Specialist Melanie Williams melanie.williams5@va.gov 210-694-6378

ADDITIONAL INFORMATION

AGENCY’S URL www.va.gov URL DESCRIPTION Department of Veterans Affairs Homepage

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Presolicitation Notice

DESCRIPTION

PERFORMANCE WORK STATEMENT (PWS)

FOR THE

CENTRAL TEXAS VETERANS HEALTH CARE SYSTEM

SPECIAL MODE OF TRANSPORTATION

Wheelchair Transportation Services

Performance Work Statement (PWS) Central Texas Veterans Healthcare System

This contract is not for emergency medical services.

1. SCOPE OF WORK. The Central Texas Veterans Health Care System (CTVHCS) has requirements for non-emergent Wheelchair Transportation Services. The scope of work includes wheelchair van services. Special mode for the purposes of this requirement is defined as wheelchair vans. CTVHCS averages around 3-5 transports a day that cover the CTVHCS catchment area.

In addition, the contractor will provide an on-site Transportation Coordinator for the Olin E.

Teague VAMC Travel Department. No Government Furnished Equipment (GFE) or Wi-Fi access will be provided to the Transport Coordinator. A working space for the employee within the Travel Department will be provided to handle daily operation tasks. The responsibilities of the Transport Coordinator include:

- Being a single point of contact for the VA Travel Department staff.

- Available on site at the Olin E. Teague VA Monday thru Friday, 0730 to 1600.

- Provide real time data entry of approved transports for the Veterans. This would assist in eliminating the need to have this action condensed at the end of every day.

- Assist the Travel Department team with questions and/or concerns involving transportation Services.

- Provide Estimated Time of Arrival (ETA) for Veterans and the Travel Department team.

- Assist with data collection for requested travel arrangements to ensure VA contract and billing terms are met by the contractor.

- Mitigate any discrepancies in information which may occur post transport.

The contractor shall be responsible for providing all management, equipment, vehicles and personnel necessary to meet all wheelchair transport requirements throughout various State of Texas counties for eligible Department of Veterans Affairs, CTVHCS beneficiaries. The contractor will furnish equipment, including but not limited to, wheelchairs to meet the needs of CTVHCS eligible veteran beneficiaries.

Services provided under this contract shall strictly adhere to all current laws and regulations applicable to the state of Texas unless supplemented to exceed those requirements as specified herein. In no circumstances, will any section or clause of this contract authorize the contractor to provide care and/or equipment below established guidelines.

The quantities listed in the schedule are estimates for a one-year term. The estimated quantities shown in Table 1 below are for planning purposes only and are based on a 2.5% anticipated increase of Transports across the board each year thereafter.

BASE YEAR

Item Estimated Quantity Unit

Wheelchair Van or Power Wheelchair Van one-way trip is equivalent to one each for unit of issue.

680 One-way Trip

HCPCS Code: A0425 GROUND MILEAGE, WHEELCHAIR/VAN PER STATUTE MILE. One-way trip is equivalent to one each for unit of issue.

25160 1 Mile

Waiting Charges beyond 15 minutes. Each unit is a 15-minute block of time.

300 15 Minutes

Table 1: Contract Quantity Estimates

1.2. CONTRACTOR PERSONNEL.

1.2.1. Contractor Accreditation, Credentials and Qualifications. The contractor shall maintain credentials and certifications from the following organizations or agencies:

a. Texas State Department of State Health Services (DSHS).

1.2.2. The contractor must provide credentials, certifications and qualifications with solicitation proposal for consideration of contract award.

1.2.3. General.

1.2.3.1. A record of each employee as to license, certifications, other required qualifications shall be submitted to the contracting officer (CO) and contracting officer representative (COR) with contract proposal and twice per year (Oct / Jun). The contractor shall forward a list of contractor employees directly supporting this contract. This list shall provide the contractor the employees’ name, position(s), and licenses and/or current certifications with applicable numbers. Within seven (7) business days upon written request from CO, the contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services

1.2.3.2. The company name and the employee’s name must appear on the driver’s and/or attendants’ attire. This can be a legend on a uniform or uniform jacket or by means of a name pin or combination of both. This identification shall always be worn while performing work under this contract. It is the responsibility of the contractor to provide appropriate uniform, jacket, and name pin for personnel.

1.2.3.3. Contractor personnel restricted from supporting this contract for cause shall not relieve the contractor from providing all the required services as described herein. The VA reserves the right to investigate contractor personnel as to character and physical capabilities for performing the duties under this contract.

1.2.3.4. The contractor shall provide all personal protective clothing required for the protection of their employees; i.e. gowns, gloves, masks, etc. The provision of protective clothing will be at no additional cost to the VA.

1.2.4. Qualifications.

1.2.4.1. Wheelchair and Power Wheelchair Vehicle Operator: Drivers shall have a valid operator’s license in accordance with Federal, State and local government requirements for their place of operation and be trained in Cardiopulmonary Resuscitation (CPR) in accordance with standards of the American Heart Association or the American Red Cross.

1.3. CONTRACT DESCRIPTION AND SERVICES. The contractor shall provide services in accordance with the following paragraphs:

1.3.1. Warm Hand-off is defined as a transfer of care between two members of the health care team, where the handoff occurs in front of the patient and or family. This transparent handoff of care allows patients and families to hear what is said and engages patients and families in communication, giving them the opportunity to clarify or correct information or ask questions about their care.

Patients will be dropped off at the designated clinic location and provide warm hand-off to VA staff. If appointment is less than 30 minutes the contractor will stay with patient and if greater than 30 minutes, transfer patient to VA wheelchair or courtesy chair. Transportation at other VA authorized medical clinics will be dropped off at the designated clinic location and provide warm hand-off to staff. Those patients that are self-sufficient with power mobility devices do not require a warm hand-off to VA staff and can transport themselves.

1.3.2 Special Consideration. The VA reserves the right to restrict any contractor employee from performing services under this contract who do not meet the required qualifications for the services they are required to perform, and who violates Federal regulations and are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its Veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained in the contract to include referenced attachments. The contractor, it’s employees, agents or subcontractors shall not be considered VA employees for any purpose.

1.3.2.1. The contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.

1.3.2.2. Contractor personnel shall always conduct themselves in a professional manner, to include good personal hygiene, wear clean and neat uniforms, and be identified by having the company and employee name affixed to the uniform. The contractor shall be responsible for furnishing all vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel are prohibited and shall refrain from smoking, including vaping, while performing transportation duties, shall not smoke in vehicles while transporting patients. Smoking is prohibited on VA property.

1.3.2.3. At no time shall the contractor leave vehicles on VA premises unless a pick-up or delivery is in progress.

1.3.3. Contractor Behavior. The contractor must meet or exceed behavioral standards. The VA code of behavior, Appendix B – Included as an attachment, defines acceptable, disruptive, and inappropriate conduct for staff regardless of their positions in the organization.

1.3.3.1. CTVHCS endorses “zero tolerance” for intimidating and/or other behavior or behaviors that undermine a culture of safety and/or quality. The code of behavior is the expectation and accountability of all employees or contractors to relate to and communicate with others in a manner that demonstrates respect, an understanding of, sensitivity to, and concern for each person’s individuality and importance. An example of inappropriate behavior is conduct by an individual working in the organization that affects others to the extent that safety and/or quality could be compromised. These behaviors may be verbal and non-verbal, may involve the use of rude language, may be threatening, or may involve physical contact.

1.3.4. Patient Disruptive Behavior. Disruptive behavior is defined in three terms: Disruptive, threat or violence. Disruptive is any incident in which the delivery of care or services is interrupted or impeded. Threat is any verbal or non-verbal expression of an intention to inflict pain or injury or to cause annoyance or alarm. Violence is any physical force exerted to violate, damage, or abuse another person, equipment, or property.

1.3.4.1. Contractor response to disruptive behavior. In the event a patient becomes disruptive, the contractor must notify the VA staff immediately for guidance. The contractor must submit a written report within 24-hrs of incident.

1.3.4.2. VA response to reported disruptive behavior. The VA Disruptive Behavior Committee (DBC) will address the reported disruptive behavior. DBC VA representative will notify the patient of administrative action taken as a result of their behavior.

1.4. DIGNITY OF CARE AND PRINCIPLES OF RESPECT.

1.4.1. Dignity of Care. The contractor must meet or exceed behavioral standards. The dignity of care acceptable standards is established to maintain the dignity, modesty, respect and treatment of all Veteran patients. These standards continue the Veteran centric care culture where Veterans feel valued regardless of their location within or outside the medical center and associated facilities. Additionally, these standards provide an environment where each Veteran perceives his or her specific needs are met in a respectful, caring manner and where dignity is preserved.

1.4.1.1. Dignity is defined as the quality of being worthy, honored and esteemed.

1.4.1.2. Privacy is defined as the ability of an individual to have freedom from intrusion of a personal nature, and the autonomy to make selective disclosures about themselves.

1.4.2. Principles of Respect. The contractor shall ensure communication with veterans is respectful of their individual culture, beliefs, language, abilities and preferences. The contractor shall:

1.4.2.1. The contractor employee(s) shall introduce themselves on initial contact, stating their name and role.

1.4.2.2. The contractor employee(s) shall ask each veteran, family, or caregiver how to address them.

1.4.2.3. The contractor employee(s) shall deal with resident’s request for assistance promptly and when there is an unavoidable delay, provide an explanation.

1.4.2.4. The contractor employee(s) shall avoid personal conversations with co-workers that exclude the veteran e.g. gossiping or talking to a co-worker about staffing problems.

1.4.2.5. The contractor employee(s) shall not use communication or listening devices during care rituals or in the presence of a veteran.

1.4.2.6. The contractor employee(s) shall ensure that veterans whose English is a second language be provided with an interpreter when needed.

1.4.2.7. The contractor employee(s) shall inform the veteran of all care and treatment during transport.

1.4.2.8. The contractor employee(s) shall keep all sensitive information secured and confidential.

2. PLACE AND HOURS OF PERFORMANCE: The CTVHCS facilities are located at:

Olin E. Teague Veterans’ Center 1901 Veterans Memorial Drive Temple, TX 76504

Doris Miller VA Medical Center 4800 Memorial Drive Waco, TX 76711

And, at the various counties within the state of Texas as shown in 2.1 Area of Coverage.

NOTE: If at any point performance occurs outside of the stated catchment area, the contractor shall immediately notify the Contracting Officer for inclusion of the applicable Department of Labor Wage Determination into the contract.

The solicitation and subsequent contact include FAR 52.222-41, Service Contract Labor Standards (SCLS). The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

VA reminds contractors of the Department of Labor Regulations which implement the SCLS and which read at 29 CFR § 4.155:

Employee coverage does not depend on form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that may be alleged to exist between the contractor or subcontractor and such persons. In other words, any person, except those discussed in §4.156 below, who performs work called for by a contract or that portion of a contract subject to the Act is, per se, a service employee. Thus, for example, a person's status as an “owner-operator” or an “independent contractor” is immaterial in determining coverage under the Act and all such persons performing the work of service employees must be compensated in accordance with the Act's requirements.

2.1. Area of Coverage. The CTVHCS and surrounding VA facilities, utilize special mode transport services approximately 6,000 times annually. The contractors will provide coverage in the following counties listed and outside of the catchment area for patients of the greater Texas area as follows:

Bell Fayette Bastrop Blanco Williamson Hays Hamilton Lampasas Travis Lee San Saba Hill McLennan Mills Coryell Bosque Robertson Sommerville Falls Limestone Leon Anderson Navarro Comanche Erath Brown Burleson Washington Freestone Robertson Brazos Llano Milam Caldwell

Table 2: - CTVHCS Catchment Area by County

2.2. Hours of Performance. Contractor shall provide wheelchair transport services for Veteran beneficiaries as requested 24 hours a day, 365/366 days a year.

3. PERIOD OF PERFORMANCE:

Base Year: 1/31/2024 – 1/30/2025 Option Year 1: 1/31/2025 – 1/30/2026 Option Year 2: 1/31/2026 – 1/30/2027 Option Year 3: 1/31/2027 – 1/30/2028 Option Year 4: 1/31/2028 – 1/30/2029

4. CONTRACTOR VEHICLES, EQUIPMENT, MAINTENANCE AND INSPECTIONS.

4.1. Vehicles. All vehicles and equipment shall be maintained to ensure mechanical fitness and cleanliness to provide for adequate infection control. All vehicles shall have enough headroom to accommodate patients in the Fowler position and must provide adequate heat and air conditioning for the comfort of the beneficiary. All vehicles must be licensed and/or certified as required by the laws and rules of the State of Texas. Provision of extrication equipment is not required under this contract.

4.1.1. Wheelchair and power wheelchair vehicles shall be clean and maintained in good operating condition in accordance with manufacturer’s instructions and specifications and fit for patient and public safety during the performance of this contract at all times. All vehicles used to provide wheelchair and/or power wheelchair transportation services on this contract shall meet the following requirements:

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

- Be equipped with operational air conditioning and heating systems.

- Meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

- Shall be appropriately equipped with medical equipment as required by Federal, State, and local laws, rules and regulations.

- Be equipped with an operable two-way radio and/or cellular telephone communication system, which afford contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute.

- Be equipped with wheelchair tie down straps and effective securement devices to secure both wheelchair and wheelchair beneficiaries.

- Be equipped with secured harness for portable oxygen transport and ensure oxygen is secured before vehicle is driven.

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

- A fixed seat position or a fixed secured floor or sidewall wheelchair lock must be approved for each ambulatory or wheelchair restricted passenger being transported, per the passenger’s needs.

- Driver shall ensure wheelchair/power wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

- Driver shall ensure that at no time, will the beneficiary be transported while sitting in a scooter while in transport. Driver will transfer patient to wheelchair for proper transport and secure scooter before vehicle is driven.

4.2. All vehicles will have, at a minimum, the following:

- One (1) five-pound Standard ABC fire extinguisher in operating condition with a current inspection tag.

- Adequate straps, tie downs, latches, etc. to secure wheelchairs. to the specific vehicle used in performing work under this contract.

4.3. MEDICAL EQUIPMENT:

The contractor shall not be permitted to borrow medical equipment from the VA medical facilities.

The contractor shall provide all medications required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. Contractor shall at no time and under no circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Schedule shall be inclusive of consumables used in transport.

4.3.1. The VA reserves the right to inspect contractor’s equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing medical transport vehicles per OSHA Title 29 CFR 1910.120 (q)(6). VA inspections of contractor facilities shall in no way constitute a warranty by the VA that the contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the contractor’s use of equipment and vehicles which 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 VA.

Inspection and/or observation of vehicles and equipment and premises may occur at any time prior to or during the performance period of the contract. Visits may be either scheduled or unscheduled. If any vehicle and/or equipment are added after award of contract, the CO shall be notified, and an inspection performed prior to use.

4.4. MAINTENANCE. Vehicles shall undergo continual preventive maintenance. Contractor shall maintain and make available, upon the request of the CO, individual maintenance records for each vehicle used in the performance of this contract.

5. REQUESTS FOR SERVICE. Requests for individual transports may be in writing, telephone, or facsimile. Contractor will accept and initiate transports only from authorized personnel of the VA. Providing transport upon the request from other than authorized personnel may result in non-payment of transport by the Government.

5.1. Request from Veteran Beneficiaries. Veteran beneficiaries are NOT permitted to request or initiate transportation service directly from the contractor. As stated in previous paragraph, providing transport upon the request from other than authorized personnel may result in non-payment of transport by the Government.

5.2. VA Points of Contact for Transportation Service. Upon award of contract, the government will provide a list of authorized offices / clinics, personnel and appropriate contact phone numbers for requesting veteran transportation service requests. At a minimum, the CTVHCS Beneficiary Travel section will request transportation service during weekday hours and by the Administrative Officer of the Day (AOD) during nights, weekends, and federal holidays. All requests shall be placed against scheduled transport on a unit price basis and verified against invoices.

5.3. Specific Transportation Requests. When ordering services, the VA medical facility will provide the contractor with the following type of information:

- Beneficiary name, date of birth, last 4 social security number and phone number

- Beneficiary address including pick-up location and drop off location

- Mode of transportation required

- Mileage type (One-way or round trip) (completing a trip that ends at originating location)

- Required date and time of arrival

- Any other special instructions

5.4. Only requests for transport services are authorized and any costs incurred for unauthorized travel, top-offs, unauthorized waiting times, etc. will be the responsibility of the contractor. The contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized VA personnel, may be deemed as unauthorized travel for which the contractor may bear the risk of non-reimbursement.

5.5. Requests for service of transplant recipients. Contractor shall provide transportation service for transplant recipients. Transplant recipients will more than likely require transportation from Temple, Texas to Houston, Texas. The contractor shall meet or exceed the following:

5.5.1. Transplant recipient hours of performance. Contractor shall provide wheelchair transport services for Veteran transplant beneficiaries as requested 24 hours a day, 365/366 days a year.

5.5.2. Transplant recipient response Time. The contractor shall respond to all calls for wheelchair transports by being on-site at the designated point of pick-up within 30 minutes of notification and arriving to specified location within 4 to 5 hours of notification.

5.5.3. If the period for pick up, stated herein, is physically impossible due to location of Veteran beneficiary, the contractor shall contact the VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said patient. The VA reserves the right to verify standard response times with local reviews (e.g. Run Sheets).

5.5.4. Service Request Cancellations. The VA may notify the contractor to cancel a scheduled service request.

5.5.4.1. In route cancellations. The contractor shall be entitled to 50% of the base rate for the trip NOT including mileage charges.

5.5.4.2. Arrived at destination cancellations. In the event the contractor arrives at the scheduled destination before VA cancels the order, or the contractor is unable to perform a scheduled pick-up for reasons beyond contractor’s control, e.g., incorrect address, patient absence or refusal, the contractor shall receive 100% base rate for a one-way trip.

5.5. VETRIDE program. VETRIDE, a VA software program, may be required by the vendor to be used to track Veteran patients and their associated routes/trips.

6. RESPONSE TIMES AND FAILURE TO PROVIDE SERVICE AS ORDERED.

6.1. Response times. The contractor shall meet the following response times for service.

a. Respond to all calls for wheelchair transports by being on-site at the designated point of pick-up within 45-minutes of notification.

b. Provide non-critical transport services within 45-minutes of being notified of an unscheduled transport (e.g., discharges, transport to nursing homes, ED, or Texas State Veteran Home).

c. Scheduled patients need to be at their appointments between 15 - 45 minutes prior to appointment time.

d. Critical transports for dialysis patients within 20-minutes of the requested pick-up time.

e. Critical transports for hematology/oncology patients within 20-minutes of the requested pick-up time.

f. Critical transports for radiation patients within 20-minutes of the requested pick-up time.

g. Critical transports for oxygen patients within 20-minutes of the requested pick-up time.

6.2. If the period for pick up, stated herein, is physically impossible due to location of Veteran beneficiary, the contractor shall contact the VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said patient. The VA reserves the right to verify standard response times with local reviews (e.g. Run Sheets).

6.3. Electronic transmissions. The contractor shall, always during the contract period, have on his/her premises a functioning fax machine, phone, and email access to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). We are able to encrypt patient information and send via secure email once received the contractor will be able to open, read and respond securely. Request for transport of transplant patients will follow the same protocol as non-transplant transport requests.

6.4. Failure to provide service as ordered.

6.4.1. If at any time a transport is cancelled by the facility due to the contractor’s failure to arrive to pick-up the beneficiary in ample time to make the designated appointment, this cancellation shall be considered as a failure to meet the requirement of the contract as it pertains to response times. At no time, shall this failure to complete the transport as scheduled result in reimbursement for a “Dry Run”. Repeated failures of this nature may result in termination of the contract for cause.

6.4.2. If at any time a transport is ordered, and the contractor does not meet response times and completes a transport but fails to do so in time for the patient to meet their scheduled appointment time, that transport will be invoiced and paid at one-half (1/2) the contracted rate (base mileage, mileage, etc.) The condition claimed to be within the control of the contractor and shall be fully documented and submitted with the invoice.

6.4.3. If the contractor refuses to accept an order or fails to furnish service within the specified time frames, it shall be considered as a failure to meet the requirement of the contract.

7. INFECTION CONTROL PROCEDURES. When wheelchair services are required, the contractor shall use universal precautionary measures for the prevention and control of the spread of infectious agents to all person in accordance with Occupational Safety and Health Administration (OSHA) Standards 29 CFR, 1910.1030.

8. REQUIRED REPORTS AND DOCUMENTS.

8.1. CMS-1500 Health Insurance Claim form. All invoices will be submitted on Form CMS-1500 (Health Insurance Claim Form) and shall be submitted no later than 7 days from date of service to the VA Financial Services Center (VAFSC).

8.2. License, certifications and qualifications. A record of each employee as to license, certifications, other required qualifications shall be submitted to the contracting officer (CO) and contracting officer representative (COR) with contract proposal and twice per year (Oct / Jun).

The contractor shall forward a list of contractor employees directly supporting this contract. This list shall provide the contractor the employees’ name, position(s), and licenses and/or applicable certifications held and shall include their current certification number.

8.2.1. Within seven (7) business days after receipt of award notification and/or upon written request from CO, the contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract.

9. DISPOSAL OF HAZARDOUS WASTE. The contractor shall not dispose of any hazardous materials at any location on the VA medical facility premises except as specified by the COR.

10. NUMBER OF BENEFICIARIES FOR TRANSPORTS. It is understood and agreed that only ONE (1) beneficiary will be transported on a trip unless specifically authorized by the VA. The VA will be solely responsible for determining who will be transported, and how many may be transported on each specific trip. When more than one is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient; however, when travel beyond the county limits is involved, the longest distance over which a beneficiary is transported may be claimed when more than one beneficiary is transported in a wheel chair van concurrently.

a. In no instance, will the contractor be permitted to refuse multiple loads.

b. The VA reserves the right to substitute 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.

c. At no time, will the Government require or demand that the contractor transport multiple loads that is more than those allowed under any other federal, state, local law or ordinance.

10.1. Beneficiary Escorts. The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary of VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. 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 by authorized medical center personnel 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.

11. SERVICE ANIMALS. A service animal may accompany the beneficiary with a disability whereas the presence of the animal would not compromise patient care, safety or infection prevention and control standards. The driver may remove the service animal if it is not under the proper control of the handler, is not house broken, behaves in an aggressive way (e.g. snapping, biting, growling baring teeth or lunging), or if it exhibits external signs or parasites, disease, or bad health.

12. MEDICAL RECORDS AND PERSONAL EFFECTS. When applicable, the contractor will be required to transport with the beneficiary, medical records, lab specimens, x-rays and a reasonable amount of personal effects during pick up and/or delivery. This will be accomplished with the priority being on the safety of the beneficiary and safe completion of the transport. In no instance, will the contractor be required, without compensation, to transport these items by separate vehicle (i.e. transport of oversize wheelchair that can’t be safely secured in a wheelchair van.

13. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS.

13.1. Upon contract award, the on-site Transportation Coordinator will be required to submit to a background check for badging purposes. Until a favorable suitability determination has been made, the on-site Transportation Coordinator will not be permitted to commence work. The length of this process is contingent upon how quickly the required information can be submitted for consideration. A separate post-award letter will include information and instructions on how to complete this process.

14. PROVISION OF SUPPLIES OR SERVICES NOT SPECIFICALLY AUTHORIZED.

14.1. The contractor shall not provide unauthorized supplies or services to any beneficiary of the

VA.

14.2. In the event the beneficiary’s condition warrants the use of on-board supplies or medications, every attempt will be made to contact the VA for appropriate guidance.

14.3. Any charge for items and/or services not provided for under this contract shall be invoiced as a separate itemized invoice listing description, quantity and unit price and shall be supported with justification/explanation. Approved addition charges will be invoiced under appropriate line item.

14.4. Invoices submitted by the contractor for services furnished in accordance with the terms and conditions of any resulting contract(s) or transports placed under any resulting contract(s) shall be in full, and the beneficiary nor any person, party, estate, etc. will be required to bear the burden of additional payment, surcharges, tips, or any other gratuity. Any attempt by the contractor to assess such charges will be in direct violation of this contract and may be reason and/or cause for Termination for Cause.

15. EVIDENCE OF INSURANCE/WORKER’S COMPENSATION COVERAGE.

15.1. Written proof of Insurance coverage as required prior to award of any contract period.

Coverage must be maintained continually through the life of the contract.

15.2. The contractor shall furnish to the CO a certificate of insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished to the CO.

15.3. The contractor shall furnish to the CO a copy of the contractor current and valid Worker’s Compensation certificate.

16. INVOICES. All invoices will be submitted on Form CMS-1500 (Health Insurance Claim Form) and shall be submitted weekly to the VA Financial Services Center (VAFSC); no later than 7 days from date of service. The contractor will be reimbursed for payment on a weekly basis at a NET 30 rate. A proper invoice will consist of the following items:

- Vendor Name, Invoice Number and Date

- Remittance Address

- Complete Purchase Order/contract number assigned by the VA facility

- Itemized description of services to include the following: Corresponding line item number from Price/Cost Schedule, quantity, unit of measure, and unit price (to include breakdown showing costs/mileage)

- Patient’s Name and Social Security Number

- Trip date, PICK UP location and time, Drop-off location and time If a transport is a roundtrip transport, it must be invoiced on the same invoice.

- VA Official who authorized the trip

- Total Dollar Amount of Invoice

- Must be typed rather than handwritten

17. PERFORMANCE STANDARD AND MONITORING. The contract service requirements are summarized in performance objectives related directly to mission essential items (Table 3). The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) and the Contractor’s internal quality control plan (QCP) provide information on contract requirements, the expected level of Contractor performance, and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. During the first initial 30 days of the contract, two additional errors on each Performance Objective shall be allowed to identify normal phase-in problems.

17.1. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE: The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE: When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

17.2. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor must present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

17.3. Quality Control. The contractor shall develop and maintain an internal quality program to ensure all requirements are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in this PWS. Should Contractor’s performance show signs of significant problems or concerns, the CO may request Contractor to submit Contractor’s quality control plan for review and acceptance as part of the contract and shall be open for inspection.

17.4. Quality Assurance / Improvement Program. The contractor will have an on-going quality assurance and/or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services.

This shall be provided to the COR within 10 days of contract award. Any revisions thereafter shall be submitted to the COR within seven days.

17.4.1. Quality Assurance. The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The COR shall inspect validate PWS requirements including, but not limited to, actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with VA personnel, or otherwise inspecting the task or its results to determine whether performance meets the standards contained in this PWS. The goal of our surveillance approach is to gain confidence in the contractor’s way of doing business and then adjust the level of insight to a point that maintains that confidence. Results of the surveillance become the property of the VA official record of the Contractor’s performance. When a performance threshold has exceeded allowable limits as stated in the SS or Contractor performance has not been accomplished, the COR will initiate a Contract Deficiency Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR and return it to the COR and CO by the required date specified on the CDR.

17.4.2. Quality Assurance Ride Along Evaluations. Quality Management, Patient Safety or other Government designated representative reserve the right to ride along with vendor during beneficiary transport ensuring patient safety and quality care standards are met. The contractor is not responsible for government employee return transport to embarked locations and shall be coordinated between government representatives.

17.5. Government Remedies. In the event the Contractor fails to perform satisfactory services or fails to correct non-conforming services, the government reserves the right to use any such remedies allowable by law to bring about a resolution.

17.6. Performance Assessment.

17.6.1. Periodic Validations. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validations will be conducted at various frequencies (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

17.6.2. Unsatisfactory Performance. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the COR. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team.

17.7. Periodic Progress Meetings.

17.7.1. Meetings. The CO, Functional Director, COR, QRP Manager and/or Solid Waste Manager, other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues may be discussed: opportunities to improve the contract, required contract modification(s), unsatisfactory inspections and trends against each performance objective observed or positive performance and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

17.7.2. Meeting Minutes. The minutes of these meetings will be reduced to writing, signed by the CO, and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

17.7.2.1. Contractor must achieve and sustain the level of performance outlined herein, throughout the life of the contract. Monitoring of contractor performance will be achieved by verification of documentation, visual inspections, investigation of complaints, etc.

17.7.2.2. Every effort shall be made by the Contractor to prevent errors, falls and patient injury caused by acts of commissions or omission in the delivery of care.

17.7.2.3. Any adverse event related to patient injury or other patient safety issues will be reported orally to the COR and Contracting Officer within thirty (30) minutes following the completion of the event and then followed by written notification (incident report) within 24-hours. A fact finding will be conducted by the Contractor to determine what happened, why it happened and what has been done to prevent recurrence.

17.7.2.4. If the vehicle is involved in an automobile accident, a copy of the police report must be provided to the COR and Contracting Officer within five business days of the accident. Failure to report timely and provide documentation as outlined above may result in negative past performance.

18. REFERENCES. The contract shall comply with below listed references and all applicable state, federal and local laws.

Texas Health and Safety Code – Chapter 773 Emergency Health Care Act.

http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.773.htm

Texas Administrative Code – title 25, Part 1, Chapter 157 Emergency Medical Care.

http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=25&pt=1&ch=157

Infection Control Procedures – OSHA Standards 29 CFR, 1910.1030.

http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.773.htm http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=25&pt=1&ch=157 https://www.osha.gov/pls/oshaweb/owadisp.show_document?p_id=10051&p_table=STANDAR

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19. INFORMATION SYSTEMS OFFICER, INFORMATION PROTECTION. The contractor will not have access to VA Desktop computers and will not have limited access to online resources belonging to the Government while conducting official Government business. The certification and accreditation requirements do not apply to this requirement and individual security accreditation packages will not be required by contracted employees.

20. PRIVACY OFFICER. The contractor will comply with information system security and privacy requirements (Appendix A).

21. RECORDS MANAGER.

21.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Chapters 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

21.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

21.3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by enough technical documentation to permit understanding and use of the records and data.

21.4. Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CTVHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

21.5. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to CTVHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

21.6. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting https://www.osha.gov/pls/oshaweb/owadisp.show_document?p_id=10051&p_table=STANDARDS https://www.osha.gov/pls/oshaweb/owadisp.show_document?p_id=10051&p_table=STANDARDS

Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CTVHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle].

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with previously mentioned paragraph.

21.6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and CTVHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

21.7. The Contractor shall not create or maintain any records containing any non-public CTVHCS information that are not specifically tied to or authorized by the contract.

21.8. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

21.9. The CTVHCS owns the rights to all data and records produced as…