S02 RFP.docx

36C24821R0088

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

673-21-2-231-014

Clarelle Sylvain 813-972-2000 Ext 7589 07-30-2021

1:00 PM ET.

EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

X

Y 485991 $16.5 Million Net 30

N/A

Department of Veterans Affairs James A. Haley Veterans Hospital (90C) 13000 Bruce B. Downs Blvd

Tampa FL 33612 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Tampa FL 33637

Contractor shall submit invoices via:

Tungsten Network https://www.tungsten-network.com

See CONTINUATION Page Special Mode Transportation Services for the James A. Haley VA Healthcare System.

Enter pricing in B.2 Price Schedule on pages 5 – 13.

Please submit all questions by email to both Clarelle.Sylvain@va.gov and Steven.Scharlow@va.gov No later than Wednesday July 14, 2021 at 1:00 PM ET.

The Government reserves the right to not respond to questions submitted after this time.

Please submit written proposals by email to both Clarelle.Sylvain@va.gov and Steven.Scharlow@va.gov no Later than Friday July 30th,2021 at 1:00 PM ET.

See CONTINUATION Page

Steven P. Scharlow Contracting Officer

Table of Contents

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 36C248 Steven P. Scharlow Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa FL 33637

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

3. INVOICES: Invoices shall be submitted 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.

Contractor shall submit invoices via:

Tungsten Network https://www.tungsten-network.com

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Pick-up charge >10 miles)

Contract Period: Base POP Begin: 09-18-2021 POP End: 09-17-2022

STRETCHER PATIENT

(Pick-up charge >10 miles)

Contract Period: Base

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

(Mileage rates >10 miles)

Contract Period: Base POP Begin: 09-17-2021 POP End: 09-18-2021

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Mileage & Pick-up charge < 10 miles)

Contract Period: Base

STRETCHER PATIENT

(Mileage & Pick-up charge < 10 miles)

Contract Period: Base

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

(dry runs, no shows < 10 miles includes mileage)

Contract Period: Base

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

(dry runs, no shows > 10 miles includes mileage)

Contract Period: Base

WAIT TIMES

(Time is per minute for time >15 minutes after designated pick-up time) Contract Period: Base

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Pick-up charge >10 miles) Contract Period: Option 1 POP Begin: 09-18-2022 POP End: 09-17-2023

STRETCHER PATIENT

Contract Period: Option 1

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 1

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Mileage & Pick-up charge < 10 miles)

Contract Period: Option 1

STRETCHER PATIENT

(Mileage & Pick-up charge < 10 miles)

Contract Period: Option 1

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 1

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 1

Wait Times (Time is per minute for time >15 minutes after designated pick-up time) Contract Period: Option 1

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Pick-up charge >10 miles) Contract Period: Option 2 POP Begin: 09-18-2023 POP End: 09-17-2024

STRETCHER PATIENT

Contract Period: Option 2

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 2

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Mileage & Pick-up charge

Contract Period: Option 2

STRETCHER PATIENT

< 10 miles)

Contract Period: Option 2

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 2

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 2

Wait Times (Time is per minute for time >15 minutes after designated pick-up time) Contract Period: Option 2

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Pick-up charge >10 miles) Contract Period: Option 3 POP Begin: 09-18-2024 POP End: 09-17-2025

STRETCHER PATIENT

Contract Period: Option 3

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 3

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Mileage & Pick-up charge

Contract Period: Option 3

STRETCHER PATIENT

< 10 miles)

Contract Period: Option 3

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 3

Wait Times (Time is per minute for time >15 minutes after designated pick-up time)

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Pick-up charge >10 miles) Contract Period: Option 4 POP Begin: 09-18-2025 POP End: 09-17-2026

STRETCHER PATIENT

Contract Period: Option 4

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 4

WHEELCHAIR, SCOOTER, AMBULATORY PATIENT (Mileage & Pick-up charge

Contract Period: Option 4

STRETCHER PATIENT

< 10 miles)

Contract Period: Option 4

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

WHEELCHAIR, SCOOTER, STRETCHER, AMBULATORY PATIENT

Contract Period: Option 4

Wait Times (Time is per minute for time >15 minutes after designated pick-up time)

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NOTE: For all one-way trips ordered under this solicitation, the Contractor shall receive the base or trip rate quoted above. The Base Rate shall constitute full compensation for one-way trips which do not exceed the mileage radius as defined herein. The Contractor shall also receive the mileage rate quoted above (the “Mileage Rate”) for any one-way trip which extends beyond the mileage radius. The Mileage Rate is applicable only for mileage beyond the mileage radius and in no event shall the Contractor receive payment of the Mileage Rate for any mileage within the Base or Trip Rate.

All quantities Under this contract are Estimated Quantities.

B.3 PEFORMANCE WORK STATEMENT

I. INTRODUCTION

The Government requires Special Mode Transportation (SMT) services in support of the James A. Haley VA Healthcare System (JAHVHS) for qualified and pre-approved Beneficiary Travel (BT) beneficiaries.

II. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT:

The contractor will provide all requested Special Mode Transportation Service, as identified within this performance work statement (PWS) for beneficiaries of the James A. Haley Veterans Hospital (JAHVH), 13000 Bruce B Downs Blvd, Tampa, Florida 33612, and, its associated healthcare facilities which consists of four counties: Hillsborough, Citrus, Pasco, & Polk. The Contractor will provide all emergency vehicles, personnel, management, supplies, transportation, fuel, equipment, reports, and anything else necessary to successfully furnish Special Mode Transportation Service as identified in the Price and Cost Schedule and the PWS in accordance with all terms, conditions, and provisions stated herein. The contract term shall cover a one-year Base Period with four (4) one (1) year Option Periods; the 1-year option periods are subject to be exercised at the Government’s discretion. The contractor’s responsibility will cover/encompass a percentage of the Special Mode transportation services within James A. Haley Veterans Hospital (JAHVH) coverage area (Florida). Performance are required to continuously be compliant with the requirements contained herein, and meet or exceed the standards of, but not limited to, the Joint Commission and Florida State Department of Health Regulations.

III. APPLICABLE DOCUMENTS

The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

IV. CONTRACT DEFINITIONS/ACRONYMS and TERMS

4.1 Administrative Officer of the Day (AOD) - VA official that works in the admissions area during evenings and nights and monitors hospital activities during other than normal working hours. This person acts as the hospital administrator during off-hours.

4.2 Ambulatory Patient – A non-emergency VA beneficiary who does not require the use of an ambulance, wheelchair, or stretcher van, who can utilize normal forms of transportation such as taxi or hired car but have been determined as needing transportation assistance for medical reasons. A VA clinician determines if the patient requires special mode transportation based on a medical impairment or special need (to include but not limited to blindness, mental health deficiency, amputees, etc.).

4.3 Attendant/Escort – A medical attendant may be required to assist with transportation, when deemed necessary by a VA physician. An escort is a non-medical attendant which can be a caregiver, family member of VA employee to accompany the patient.

4.4 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 will be paid for all authorized one-way trips ordered under this contract action, with employees (included in Section Contract Documents, Exhibits, or Attachments) during all phases of the trip made on behalf of the Government. The attached Service Contract Act wage determination will be updated for each option when/if new revisions are issued. The Base Rate will constitute full compensation for one-way trips as shown in the Price and Cost Schedule for the medical facility.

4.5 Beneficiary – Veterans and other members determined to be eligible for benefits by the VA.

4.6 Beneficiary Travel Department Personnel – An individual designated by the Contracting Officer for the medical facility, who is authorized to commit and obligate the government through the life of the contract, with consent from the Contracting Officer.

4.7 Beneficiary Travel Department – Department within the VA that oversees the Beneficiary Travel Program and its entitlements. This includes transportation such as the special mode transportation services.

4.8 Beneficiary Travel Department Supervisor - Individual who manages the employees working within the Beneficiary Travel Department.

4.9 Business Hours/Days – Business hours/days are defined as the time of 7:30AM to 4:30PM, Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteeth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off Business hours/days are defined as the time of 4:31PM to 7:29AM, Monday through Friday, all day Saturday and Sunday and Federal holidays. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies.

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

4.11 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.

4.12 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 will be responsible for assuring that his/her subcontractors comply with the provisions of this contract.

4.13 Dry Run – A dry run is defined as a request for service by authorized Medical Center personnel whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs.

4.14 Durable Medical Equipment (DME) – Medical equipment that is ordered by a doctor for use in the home, such as walkers and wheelchairs.

4.15 Joint Commission (JC) (Formerly Joint Commission on Accreditation of Healthcare Organizations) – A national organization dedicated to improving the care, safety, and treatment of patients in a health care facility and environment.

4.16 Mileage Rate – Mileage rate for ambulance is the rate paid for each mile traveled for medical facility. This rate applies to one-way transportation only. Reimbursement for mileage will be at the mileage rate stated in the schedule and will be based upon the miles from the pick-up point and the specified destination. Distances areas of coverage will be calculated using current www.bing.com/maps.

4.17 No Show – Is defined when the beneficiary receiving services is not present at the time of transport or declines to go with the contracted service.

4.18 No-Patient Transport – The Contractor will not assess charges on scheduled pick-ups that are cancelled in advance by the VA and/or the patient cancels due to being unable to arrive for scheduled appointment in time.

4.19 Quality Assurance Surveillance Plan – An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

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

4.21 Routine Services – Trips scheduled in advance by the VA, typically one day prior to travel. Beneficiary, caregiver, or significant others cannot contact the Contractor directly to schedule routine trips.

4.22 Scheduled Trip(s) – The term "Scheduled Trip" refers to those trips in which the Contractor has been given advance notice (notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time.

4.23 Stretcher Patient – A non-emergency patient whose severe mobility impairment requires him or her to remain in a lying position, unable to sit in an upright position for prolonged periods of time. A VA clinician determines the patient’s need for stretcher transport.

4.24 Wheelchair Patient – A non-emergency VA beneficiary confined to a wheelchair or scooter, using a wheelchair or scooter for mobility or with mobility impairments, whose handicap prevents use of normal modes of transportation such as car, van, or taxi. A VA clinician determines the patient needs wheelchair transport.

V. JCAHO STANDARDS

5.1 The Contractor shall perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization 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 regulations and the policies, procedures, and regulations of Medical Staff bylaws of the James A. Haley Veterans Hospital. The regulation that governs the Beneficiary Travel Program is Title 38 Code of Federal Regulations (CFR) Section 70.

5.2 The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance.

5.3 Portability and Accountability Act (HIPAA) of 1996, as well as all 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 into 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.

VI. PERFORMANCE AND QUALIFICATIONS

6.1 The Contractor will provide special mode transportation services, 24 hour/7 days a week, within the state of Florida, subject to the response time lines and other requirements as further detailed below and contained on the Florida State Department of Health website www.health.gov.

6.2 The Contractor shall, upon the Contracting Officer’s written notice, (1) furnish phase-in, phase-out services for up to 90 days after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan and shall be subject to the Contracting Officer’s approval. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency.

6.3 The Contractor will perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization 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 will adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of Medical Staff bylaws of the James A. Haley Veterans Hospital. The regulation that governs the Beneficiary Travel Program is Title 38 Code of Federal Regulations (CFR) Section 70.

6.4 The contractor, upon request, will provide quality data and information related to services for participation in JAHVH Performance Improvement Programs when requested to do so. Upon request the contractor will also provide documentation of the competency of staff that will be providing the contracted services. The Contractor will ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work; they will also maintain records that document competence/performance level of employees working on this contract. Upon request, the contractor will 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.

6.5 The Contractor will comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and Accountability Act (HIPAA) of 1996, as well as all VA Directive and Handbook 0710. The Contractor will 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 into 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.

6.6 The Contractor will provide a minimum of a toll-free telephone and/or a locally dialed telephone number for accepting VA calls. It is estimated that 90% of all requests for Beneficiary/Patient Transportation Services will be placed initially by telephone - followed by a written request via secure Facsimile or email. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, text message or in person.

6.7 If the contractor’s place of business is located beyond the local telephone call zone of the JAHVH (813) area code, the contractor will install and provide to the JAHVH, a toll-free number for accepting the JAHVH calls. It is estimated that 90% of daily contacts regarding questions and/or problems are initially addressed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request).

6.8 The contractor will, at all times during the contract period, have on his/her premises a functioning fax machine, email and telephone to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). Each contractor will indicate if there is e-mail, fax and telephone availability for their company to complete communications with the VA (use of this communication system will be mutually agreed upon).

6.9 Electronic Transmissions – The Contractor will propose an electronic media (e.g. facsimile, e-mail), available at all times during the Contract period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

6.10 Secure/Encrypted Email – The Contractor will acquire compatible Public Key Infrastructure (PKI) to transmit encrypted email with personally identifiable information and receive similar encrypted email from the VA.

VII. ORDERING SERVICE

7.1 Request(s) for VA Beneficiary/Patient special mode transportation services will be provided to the Contractor as soon as it is known by the Beneficiary Travel Department (section) Supervisor of Transition Unit and/or AOD.

7.2 Request for services will be made in writing, email or telephonically. If the contractor fails to provide non-emergency medical transportation service within a reasonable time, normally 45 minutes after receiving a request or any order, the James A Haley VA Medical Center reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result. The James A Haley VA Medical Center will be the sole judge in determining when to order service from another source. If all required contracted vehicles are already in use by the James A Haley VA Medical Center and the VA requires additional service, the Contractor will be contacted first to provide service. If the contractor is not able to provide additional service, the VA will contact another source at the VA's expense. The VA reserves the right to use station vehicles/drivers prior to using those of the Contractor.

7.3 The Contractor will ensure that requests for services are received from authorized medical center personnel and/or from Beneficiaries/Patients pre-approved by authorized VA staff. Services rendered in response to requests from other than authorized personnel will be at the risk of the Contractor and any cost related thereto may be borne by the Contractor.

7.4 The Contractor will submit an invoice summary to account for all requests for services. The summary will indicate the date and time of service call, name of beneficiary requiring services, type of transportation requested, designated pick-up and delivery points and actual time of arrival at the pick-up and delivery points. Copies of invoice summary will be provided along with the invoices sent for payment.

7.5 The Contractor will 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 and cost schedule. This is located in Section B of the Contract.

7.6 All patient transportation requests will be placed against schedule and will be verified against invoices and trip tickets. When ordering services, the VA medical facility will provide the following information:

7.7 Patients may be transported to or from any designated location within the defined service area, encompassing the state of Florida, to include county to county transports and within county transports for wheelchair and stretcher. All transports will be between VA facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics,) and/or between the home of the beneficiary receiving travel services and the VA facility. The VA staff will specify the points of origin and the destination of every trip.

7.8 When transporting patient(s) leaving the hospital, the Contractor will be required, if necessary, to transport a maximum of three (3) items (boxes or luggage) of the patient’s personal effects at no additional cost to the VA. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and a personal suitcase. When transporting patients to or from Medical facilities, the driver, acting for the Contractor, will ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient, as required.

7.9 When transporting patients to a VA or Community nursing home and/or ALF, upon arrival at the nursing home the driver will give the VA Nursing Home Packet that accompanies the patient to the responsible nursing home staff member. If there are any discrepancies between the address listed on the Nursing Home Packet and the address listed in the trip request, the driver will clarify the correct destination address with the Beneficiary Travel Department or the AOD.

7.10 The contractor will provide and respond to all special mode transportation calls in accordance with all Federal, State, and Local regulations governing dispatch of special mode/handicab transportation vehicles and medical care of on-board patients, to include measures to ensure timely arrival at the designated Veterans Administration facility.

7.11 The contractor will maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver quarterly. Failure of the contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for cause [see FAR Clause 52.212-4(m)].

7.12 The Contractor’s vehicles must respond within 45 minutes after receiving a request or order. If the Contractor fails to furnish service within the required response times, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost that may result, which will be deducted from the contactor’s monthly invoice. The VA will be the sole judge in determining when to order a transport service from another source. Response time will be calculated from the Contractor’s receipt of the telephonic/fax or email request for service.

7.13 For return trips from scheduled outpatient visits, the Contractor will ensure Veterans and other beneficiaries do not wait more than 45 minutes for pick up, no matter where patient lives.

VIII. PATIENTS RIGHTS

8.1 The Contractor will be courteous to VA Beneficiaries/Patients and any Authorized Escort, Family Member passenger or Significant Other passenger and SMOKING WILL NOT BE PERMITTED in the Contractors’ Vehicle.

8.2 The Contractor will immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor will promptly complete and submit to the Contracting Officer, an Incident Report with all information felt to be necessary for any full review. The Contractor will notify the COR, in writing or verbal, within 24 hours, of any complaints made by the patients or staff with regards to transportation services.

8.3 Drivers must be courteous and considerate of all patients they are transporting. Any substantiated mistreatment of patients 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 patients if mistreatment is substantiated.

8.4 The Contractor will report any patient incident initially on a signed incident report within twenty-four hours of the incident to the Supervisor of the Transition Unit or the AOD. An assessment of the incident and a signed contractor response to the incident to include training and process changes will be submitted to the Transition Unit 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 will be submitted within thirty days to the Transition Unit Supervisor.

8.5 Drivers will return patients in the order that they are called in. Drivers will not skip departing patients to cover a longer distance versus a shorter distance. Only with the approval of the Supervisor of Transition Unit will this be authorized. Repeated instances of skipping may lead to termination of the contract or discontinuance of further order placement.

8.6 The Contracting Officer may request an investigation by the Contractor and a Plan of Correction. Repeated problems may warrant a Cure Notice issued by the Contracting Officer and/or Termination for Cause. The Contractor may provide recommendations for improved services along with the patient complaints for the VA's review. No recommendation will be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

8.7 The Contractor will 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 its facilities or its staff. Contractor's employees will 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 either real or perceived.

8.8 The contractor will display a visible means of a medium (comment card with the Contractor’s address pre-printed) that allows the patient to provide feedback, positive and negative to the Contractor. Contractor shall provide a quarterly report of patient feedback to the COR.

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

IX. PATIENT ESCORT

9.1 An authorized official of the James A Haley Hospital Medical Center may, in the best interest of the beneficiary, allow a relative to accompany him/her. The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There will be no additional charge to the VA when escorts are authorized to travel with beneficiary. Contractor will only be required to transport escort with patient and will not be required to return the escort back to point of origin (unless the escort is a VA attendant).

9.2 James A Haley VA Medical Center reserves the right to send an authorized official (registered nurse, Licensed Practical Nurse, Nursing Assistant, or Physician) to attend the patient in a transfer from our facility when in the opinion or our medical staff such as trained attendant is necessary to the patient's welfare.

9.3 Contractor is required to return VA attendant to the point of origin. Reimbursement will be limited to mileage rates as stated in the Price/Cost Schedule. The furnishing of the VA attendant does not relieve the Contractor from furnishing a qualified attendant in accordance with this contract.

9.4 The Contractor will provide an attendant upon request of the VA. An attendant is defined as a Contractor employee other than the driver on a given trip that meets the qualifications needed for medical transport. The VA will provide the Contractor with the medical diagnosis, medical condition, and special needs of the patient to determine the specific training and qualifications of the attendant needed. The Contractor will ensure that each person employed is trained, qualified and certified to perform the duties required, including CPR certification.

X. RATES

10.1 The web-based application at www.bing.com/maps, using the shortest time driving option, will determine trip mileage. For all one-way trips ordered under this Contract, the Contractor will receive Special Mode Transportation base rate quoted. The Special Mode Transportation Base Rate will constitute full compensation for one-way trips as defined herein.

10.2 The same rates will apply 24 hours per day. Payment for mileage traveled will be limited to “one way only”, the distance over which the patient is transported. Such mileage costs will be paid in addition to the applicable special mode rate per trip for any trip. Allowable charges for mileage outside the contract service area (Florida) will not exceed +5% of the web-based application at www.bing.com.maps using the shortest time driving option will determine trip mileage.

XI. WAIT TIMES/TOLLS/DRY RUNS/NO SHOWS

11.1 If the pickup is other than that at the James A Haley VA Medical Center, the contractor will call the Beneficiary Travel Office, during normal working hours, or the AOD, after-hours, as soon as the contractor anticipates that a delay may develop for which he/she expects to request reimbursement. This call is only for the purpose of verifying his arrival at the pickup point and is not necessary if the contractor anticipates no delay for which he/will claim pickup point and is not necessary if the contractor anticipated no delay for which he/she will claim reimbursement.

11.2 Transportation services listed in this Performance Work Statement do not include ferry, bridge, or road toll charges. Any legitimate toll charges will be limited to ONE WAY ONLY and will be listed separately on the Contractor Team’s invoices. Documentation in the form of a receipt will be provided to support expenditure claimed.

11.3 The Contractor will be entitled to the applicable base rate when dry runs or no shows are encountered due to no fault or negligence of the Contractor. Order of services must have been requested by authorized VA Medical Center personnel.

11.4 Contractor will not charge dry run or no shows for trips if driver arrives late in excess of 15 minutes to allow patients to keep scheduled clinic appointment. Driver will take the most direct route from pick up location to destination unless legitimately unavoidable.

11.5 Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, the VA may notify the Contractor to cancel such order. For orders that are cancelled while the Contractor is already enroute before being notified, the Contractor will be entitled to receive reimbursement based upon the following criteria:

11.6

a) This charge will not be allowed if authorized VA personnel cancelled the trip within two (2) hours of the scheduled pickup time.

b) Should the Contractor arrive at the destination before the VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor control, e.g., patient absence, or patient refusal, then the Contractor will receive 100% of the special mode reimbursement cost for a one-way trip as provided in the schedule. Contractor will not be entitled to mileage reimbursement.

c) Contractor must report all dry runs or no shows at time of occurrence and verify with VA staff before driver is allowed to depart location.

XII. CONTRACTOR PERFORMANCE

12.1 In the event, the Contractor is unable to perform services or have services performed as required, the Contractor will immediately notify the Beneficiary Travel Department Transportation Clerks (813) 972-2000, extension 6208 or email at VHATAMBTRAVEL@va.gov and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor will indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs will not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be re-procured

12.2 The Contractor will be given “First-Right-of-Refusal” to travel to distant locations to pick-up “in-bound” VA Beneficiaries/Patients, on a “Request by Request” Basis. Or, for the Contractor to contact and sub-contract with another (appropriate) Patient Transportation (level of care) Provider to fulfill the Request pending for a VA Beneficiary/Patient Transport, under the Supervision of the Contractor and at its’ Contract Rates (and, the Contractor then being responsible for payment to the sub-contract provider; and for obtaining all of the paperwork from the sub-contractor for the VA).

12.3 At the time of the request, the Contractor will 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. (All companies utilized as subcontractors are subject to the approval of the VA and the Contractor must provide a list of such subcontractors to the VA). In the case when a subcontractor is utilized, they must meet all response times and all other requirements of this contract. The Contractor will not charge the VA a cancellation fee when cancellations are made prior to the special mode transportation dispatch.

12.4 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 no-shows. There will be no additional charge to the VA when such changes occur.

12.5 The contractor employee will determine upon arrival at the Beneficiary/Patient pick-up point, if the condition of the Beneficiary/Patient scheduled for pick-up is different than what was stated on the travel request, the contractor will immediately notify the VA Travel Section and/or Administrative Officer of the Day (AOD) for further instruction in Patient Transport mode. If a Beneficiary/Patient being transported declines to be properly seat-belted he/she should not be transported. The Transportation Clerk should be notified promptly who may discuss such safety requirement with the Beneficiary/Patient via Telephone and/or in person. If the patient removes the securing devices during the trip, the transportation office should be notified of this upon contractor employee’s arrival at destination. The Contractor is not required to transport any Beneficiary/Patient who refuses to be properly secured while being transported.

12.6 Contractor employee will ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs will be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat. NO patient will be allowed to ride a motorized cart (scooter) on to the vehicle lift at ANY time. The contractor will ensure that drivers receive appropriate safety training on loading/unloading techniques and such training will be documented and made available to the COR or designee annually and/or prior to contract submission or renewal. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m)

XIII. BADGES

13.1. PIV Badges are required to be worn at all times. Contractors are required to notify the Contracting Officer Representative (COR) if a badge gets lost or stolen. Badges are required to be turned in upon completion of the performance period unless working on multiple contracts or within multiple facilities.

XIV. CONTRACTOR QUALIFICATIONS

14.1. The Contractor will meet all requirements of Federal, State, and City code regarding operation of this type of business. The contractor will ensure that drivers hold current Cardiopulmonary Resuscitation (CPR) certifications. The Contractor will maintain licensure/certification/Certificate of Public Convenience Necessity (COPCN) with the state of Florida, and Hillsborough County, as applicable, throughout the life of the contract. In the event the license/certification/COPCN lapses or expires, this could be cause for termination of the contract or discontinuance of further ordering of services from the Contractor.

14.2. Contractors must have established the relevant experience with providing special mode transportation services and are financially responsible and capable of providing the services. The contractor will maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service. Documentation will 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.

14.3. The successful offer or must submit a letter in duplicate, prior to award, 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 will be notified in writing of any vehicle equipment adds/subtracts after award of contract.

14.4. Offers will be considered from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this contract. Successful offeror will meet all applicable Federal, State and Hillsborough County licensure/certification/Certificate of Public Convenience Necessity (COPCN) requirements regarding operations of this type of service.

14.5. Upon request of the Government, the offeror must be able to show evidence of his/her reliability, ability and experience by furnishing (1) a list of personnel who will perform under the contract showing the length and type of experience of such personnel, and (2) the names and addresses of other concerns and/or Government…