S02 Solicitation 36C26321Q0134 Wheelchair and Courtesy Transport SF.pdf

PAGE 1 OF 1. REQUISITION NO.

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

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

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 108

N/A; to be included on contract task orders.

36C26321Q0134

6. SOLICITATION ISSUE

DATE

Doug Reed 605-336-3230 x 7844 TIME

Sioux Falls Services Team Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105

X 100

X

485991

$16.5 Million

N/A

X

Department of Veterans Affairs Sioux Falls VA Health Care System

2501 W. 22nd St.

Sioux Falls SD 57105

Sioux Falls Services Team Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105 https://www.fsc.va.gov/einvoice.asp Department of Veterans Affairs Financial Services Center Via The Tungsten Network Refer to VAAR Clause 852.232-72

See CONTINUATION Page

Wheelchair and Courtesy Transport to support the Sioux Falls VA Health Care System Period of Performance: 03-01-2021 to 02-28-2026

TIERED EVALUATION

This solicitation uses Federal Acquisition Regulation (FAR) Part 13 (Simplified Acquisition Procedures).

Offerors shall be registered and active at the following at time of offer to the Government:

SDVOSB and VOSB: https://www.vetbiz.va.gov All Offerors: https://www.sam.gov Please refer to Section B.2 for line items and estimated quantities.

Please refer to Section B.3 for service requirements.

Please refer to Section D for labor standards Please refer to Section E for instructions to offerors and solicitation evaluation factors and criteria.

See CONTINUATION Page N/A; to be included on all task orders issued against contract.

X X

X 1

Doug Reed

VHA-VA-2020-56D92567

11-18-2020

12-18-2020 11:59pm CST

36C26321Q0134

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT (PWS)……………………………………….12

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

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

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

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

C.6 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (MAR 2020)

C.7 52.219-14 LIMITATIONS ON SUBCONTRACTING (MAR 2020)

C.8 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.11 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.12 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (AUG 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, Sioux Falls VA Health Care System, AND

USDOL WAGE DETERMINATIONS…………………………………………………………55

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020) 77

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

1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2020)

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

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

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

E.7 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014) [TAILORED]

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (AUG 2020)

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: TBD

b. GOVERNMENT: Contracting Officer 36C263 Doug Reed, douglas.reed3@va.gov

Sioux Falls Services Team

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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.

https://www.fsc.va.gov/einvoice.asp

Department of Veterans Affairs

Financial Services Center

Via The Tungsten Network

Refer to VAAR Clause 852.232-72

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

Contract guaranteed minimum is $27,000 for Ordering Period 1 (03-01-2021 to 02-28-2022) and will be awarded at time of contract award via the initial task order against Indefinite Delivery Indefinite Quantity (IDIQ) contract.

Contract maximum is $2,620,218 for lifetime of the contract.

Quantities listed are estimates only based on projected volumes. Actual quantities on task orders can be less than, equal to, or greater than estimated quantities listed based on facility needs.

Only warranted Contracting Officers from Network 23 Contracting Office, Department of Veterans Affairs, can issue task orders against this single award IDIQ contract.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

Ordering Period 1: 03-01-2021 to 02-28-2022

1001A

1,300.00 TRP __________________ __________________

Wheelchair Van Transport Any Trip Within City Limits

1001B

54,000.00 MI __________________ __________________

Wheelchair Van Transport Any Trip Outside City Limits

1001C

800.00 TRP __________________ __________________

Wheelchair Van Transport

Pick Up Charge Per Patient For Trips Beyond City Limits

1001D

900.00 TRP __________________ __________________

Hired Car Transport

Any Trip Within City Limits

1001E

19,200.00 MI __________________ __________________

Any Trip Outside City Limits

1001F

515.00 TRP __________________ __________________

Pick-Up Charge Per Patient For Trips Beyond City Limits

1001G

600.00 TRP __________________ __________________

Lie-Down Transport

1001H

4,975.00 MI __________________ __________________

Any Trips Outside City Limits

1001I

2,500.00 TRP __________________ __________________

Pick Up Charge Per Patient

1001J

50.00 HR __________________ __________________

Waiting Time Per Hour

ORDERING PERIOD 1 TOTAL: ______________________________

Ordering Period 2: 03-01-2022 to 02-28-2023

2001A

2001B

2001C

2001D

2001E

2001F

2001G

2001H

2001I

2001J

ORDERING PERIOD 2 TOTAL: ______________________________

Ordering Period 3: 03-01-2023 to 02-29-2024

3001A

3001B

3001C

3001D

3001E

3001F

3001G

3001H

3001I

3001J

ORDERING PERIOD 3 TOTAL: ______________________________

Ordering Period 4: 03-01-2024 to 02-28-2025

4001A

4001B

4001C

4001D

4001E

4001F

4001G

4001H

4001I

4001J

ORDERING PERIOD 4 TOTAL: ______________________________

Ordering Period 5: 03-01-2025 to 02-28-2026

5001A

5001B

5001C

5001D

5001E

5001F

5001G

5001H

5001I

5001J

ORDERING PERIOD 5 TOTAL: ______________________________

GRAND TOTAL

ORDERING

PERIODS 1 to 5

B.3 PERFORMANCE WORK STATEMENT (PWS)

Title

Wheelchair and Courtesy Transport to support the Sioux Falls VA Health Care System

General Overview

a. The purpose of this requirement is to provide transport services for the U.S. Department of

Veteran Affairs (VA) Sioux Falls VA Health Care System (SF) located in Sioux Falls, South Dakota. The service provided shall be performed in such a manner as to assure the safety and welfare of patients, visitors and staff.

b. The Contractor shall provide all vehicles, personnel, management, transportation, materials, supplies and equipment necessary to perform contract services as defined and specified herein. Contractor shall furnish all necessary vehicles, drivers, and attendants when required, to transport patients of the SFVAHCS.

c. Services provided under this contract shall strictly adhere to all current laws and regulations applicable to the State of South Dakota and the City of Sioux Falls unless supplemented to exceed those requirements as specified herein. Contractor will comply with U.S. Interstate Commerce Commission required insurance liability coverage for out-of-state trips (Iowa, Minnesota, Nebraska, North Dakota, etc.). Transportation is required for non-ambulatory patients who are usually wheelchair bound and require wheelchair van transport. The quantities indicated in B.2 (Price/Cost Schedule) are estimates only.

Place of Performance

Sioux Falls VA Health Care System 2501 West 22nd Street Sioux Falls, SD 57105

Period of Performance

This will be a single award Indefinite Delivery, Indefinite Quantity (IDIQ) contract with period of performance of 03-01-2021 to 02-28-2026.

Services will be contracted through the issuance of IDIQ task orders against IDIQ Contract each ordering period:

Ordering Period Period Begins Period Ends 1 03-01-2021 02-28-2022 2 03-01-2022 02-28-2023 3 03-01-2023 02-29-2024 4 03-01-2024 02-29-2025 5 03-01-2025 02-29-2026 Issuance of task orders during ordering periods cited above will be made at Government’s discretion based on continued need for services, Contractor performance, and availability of funds in a given fiscal year for task orders.

Scope of Work

1. Work Requirement

a. The Contractor shall provide all vehicles, personnel, management, transportation, materials, supplies, and equipment necessary to perform contract services as defined and specified herein. Services provided under this contract shall strictly adhere to all current laws and regulations applicable to the State of South Dakota and the City of Sioux Falls. In no circumstances will any section or clause of this contract authorize the contractor to provide care and/or equipment below these established guidelines.

b. Contractor shall furnish 7 days, 365 days a year, 24-hour transportation service for the beneficiaries of SF.

c. The Contractor shall have and maintain the following qualifications:

i. Contractors shall be regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish in the volume required for all the items under this contract.

ii. Contractor shall have been in the hired car service business or at least two years.

Successful offeror shall meet all requirements of Federal, State or-City-codes-regarding operation of this type of service

iii. Each offeror must submit, prior to contract award, documentation fully describing the make of vehicle, model and year which he/she agrees to furnish under this proposal including the location and telephone number of his/her establishment where calls are received and vehicles are immediately available for dispatch. This letter must contain information as to the metering devices or methods offeror proposes to use in determining mileage. The Contracting Officer Representative (COR) will be notified in writing of any equipment added after award of contract.

2. Non-Emergency Attendant/Driver(s)

a. Prices quoted shall include the services of chauffeur and attendant (if and when required by Physician--only ambulatory patients who do not require medical management, but who may require assistance and/or restraining will normally be transported), and such other services as may be necessary to assist beneficiaries in and out of the vehicle, to or from the door of pickup, or delivery and handling of beneficiaries' articles such as prosthetic appliances, folding wheelchairs, or personal luggage items essential to his needs on admission to the hospital or return trip home.

b. All attendants shall have successfully completed the prescribed standard course of First Aid of the American Red Cross of the U.S. Bureau of Mines, or equivalent.

Proof that such first aid training has been successfully completed must be available upon request.

c. An authorized official of SF, may, in the best interest of the beneficiary, allow a relative to accompany him/her at no additional charge for transport. This will be communicated to the Contractor by SF.

d. It may be determined advantageous for the VA to assign its own attendant to accompany a patient. Contractor will be notified of this fact at time trip is arranged.

In such cases, a return trip for the attendant will not be accomplished by contractor unless previous authorization has been given by SF.

3. Number of Patients

a. It is understood and agreed that from one (1) to four (4) patients could be transported from one (1) pickup location to destination. When travel beyond the city limits is involved and more than one patient is transported in the same vehicle, pick-up charge for each patient will be assessed as indicated by contractor in B.2 (Price/Cost Schedule) plus a single mileage charge covering the number of miles for the longest distance over which a patient is transported.

b. Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

Only VA patients will be transported at one time by Contractor.

4. Waiting Time

a. For time lost in waiting at either end or both ends of a trip due to a patient care delay that causes the patient to be over 15 minutes late the, contractor will be reimbursed at the rate of one-fourth the hourly rate quoted in his/her offer for each quarter hour or fraction thereof in excess of one-quarter hour from the time he/she reports to the designated person. If necessary, the contractor must wait the fifteen minutes--not leave and charge an additional pick-up charge. The contractor will call or otherwise notify the VA Travel Coordinator as soon as he/she anticipates that a delay may develop for which he/she expects to be reimbursed for "Waiting Time". This notice will verify the contractor's arrival time at the pickup point for which he/she will request reimbursement. VA Travel Coordinator contact information will be provided to the Contractor by the COR or COR Designee upon award.

b. Payment for "Waiting Time" reimbursement MUST be approved and verified before payment will be authorized. In order to verify reimbursement for "Waiting Time", the Contractor must provide written documentation of the delay, including but not limited to (1) arrival time at origin and/or destination verified by other than Contractor's personnel, (2) departure time at origin and/or destination verified by other than Contractor's personnel,(3) reason for delay, and (4) total amount of reimbursement requested. Failure to notify the VA in advance of the possible charge could result in nonpayment. Waiting time will also be assessed as indicated above by VA if contractor fails to meet a pre-scheduled trip time.

5. Orders

a. Request for services to be performed will ordinarily be made by telephone, fax, e-mail or scheduling software. Contractor will accept and initiate transports only from authorized personnel of the VA. Upon award of contract, the contractor will be provided with a list of authorized personnel and appropriate contact phone numbers.

Providing transport upon the request from other than authorized personnel may result in non-payment of transport by the Government.

b. Patients that are brought in for outpatient appointments will be taken to the Primary

Care Check-In Clerk during normal business hours. If there are patients delivered before or after normal business hours, the driver will escort them to the Emergency Department Window. For all inpatients that are transported to appointments outside SF, the contractor will be required to pick them up and return them to the inpatient ward. Contractor's driver will communicate with VA staff when they pick-up or return a patient to an inpatient ward.

c. If the contractor is unable to furnish the vehicles required for service under this contract, it will be the contractor's responsibility to obtain the services for the VA from an alternate source. If the contractor is unable to furnish the number of vehicles required, the contractor must notify the COR immediately by phone and then follow-up with e-mail. All subcontracted services must be pre-approved by COR prior to any patients being transported.

d. If the Contractor fails to furnish service within a reasonable time (30 minutes shall be considered a reasonable time) after receiving a request for services, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost resulting there from. The contractor will contact passenger(s) and notify them of the estimated pick-up time. The VA will be sole judge in determining when to order service from another source. If a trip has been pre-scheduled for a specified time and contractor fails to arrive at that time, waiting time may be assessed by VA.

e. The Contractor shall advise the VA employee making the call the approximate time the vehicle will be dispatched. If it is impossible for the contractor to make a determination at the time of initial contact by the VA, the Contractor will advise the VA caller within 15 minutes of the VA calls when the anticipated time of dispatch of the vehicle and the company supplying the vehicle if the Contractor cannot supply his/her own vehicle. Times given for pickup of patients will be within prompt limits and agreeable to the VA personnel making the call.

f. Contractor is required to notify the COR of any unusual events including but not limited to accidents, safety problems & patients unbolting themselves during transport under this contract. Notification will be made within one hour by phone and a written report delivered to the COR within 24 hours.

6. City Limits

a. The city limits, for the purpose of this contract are defined as the corporate limits of the city of Sioux Falls, South Dakota.

7. Vehicles

a. The Contractor must have at least two 4-door sedans (of sufficient size to transport a wheelchair with patient when required) or 6-passenger station wagons for performing hired car services and three vans for performing wheelchair van and lie-down services. All vehicles must be of modern design and manufacture and equipped with heat, air conditioning, adjustable temperature controls and safety belt for all occupants. All vehicles must be equipped with some form of communication device such as a two-way radio, cell phone, etc., which can be used for direct communications with their dispatch and/or VA medical staff in emergency situations.

The Contractor shall make available for inspection by the COR or COR designee all vehicles at least once annually and when a vehicle is replaced. The Government reserves the right to inspect vehicles without notice to the contractor to ensure a safe environment for all veterans, veteran family members, and staff which have the potential of occupying the vehicles.

b. Safety restraint systems are required in all vehicles. There will be safety restraints to secure wheelchair, stretcher, etc. to vehicle and all patients will be secured in wheelchair, seat, etc. using a restraint device or safety shoulder harness system. If VA beneficiary being transported declines to be properly belted, the driver will notify the COR prior to departure or upon arrival at destination. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported.

c. Wheelchair vans/lie-down vans: Wheelchair vans shall be equipped to safely load, carry and discharge beneficiaries. Wheelchair vans shall be equipped at a minimum with the following:

i. All vans must have a hydraulic lift that is integral to the vehicle for placing the patient into the van and a suitable means of fastening the wheelchair or litter to the van. Loading platform shall have raised edges, is counter balanced, self-adjusting to curbs and sidewalks, and self-storing. When not in use platform shall be securely stored so as not to block the vision of the driver or inconvenience the beneficiary.

ii. Any van which will be utilized for performing lie-down transportation services must be equipped with a litter complete with restraining straps and side-rails.

iii. The van used for wheelchair van transportation must be equipped with a wheelchair at all times.

iv. Side and/or rear loading doors shall be operational from both inside and outside the vehicle.

v. It is required that all vehicles have safety restraints for patients and medical personnel.

vi. Clamp cleats or belts, to accommodate both standard and oversized wheelchairs, too firmly anchor wheelchair and prevent movement in any direction.

vii. Steps shall be treated with non-skid material.

viii. Safety belts for occupants.

ix. Four (4) emergency flares and warning lights.

x. Two (2) blankets.

xi. Reverse alarm.

d. All vehicles will have at a minimum the following:

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

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

iii. Adequate straps to secure beneficiaries safely to any seat, stretcher, cot, and/or collapsible stretcher appropriate to the vehicle used in performing work under this contract.

iv. All vehicles dispatched for service under this contract must be in mechanical running condition without indications of engine malfunctions or warnings. Vehicle tires shall meet the minimum specifications by the vehicle manufacturer, based on the vehicle year, make, and model and also the requirement of the State Department of Public Safety. The vehicle body shall be without damage or in need of repair. The vehicle must have a clean appearance both in the interior and on the exterior.

8. Maintenance

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

9. Personal Effects

a. The contractor will be required to transport, with the beneficiary, 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 cannot be safely secured in an ambulance.

10. Inspection

a. The Government reserves the right to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any offeror and to reject any offer, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance.

b. All vehicles assigned to this contract will be inspected prior to award. The

Government reserves the right to perform annual inspection during the duration of the contract. If any equipment is added after inspection, subsequent to award of contract, it shall be inspected and approved by the COR before being placed in use under this contract. Contractor must meet all requirements of Federal, State or City codes regarding operations of this type of service.

11. Attendants

a. Record of each employee as to character and physical capabilities of performing the duties of a driver or attendant must be maintained and made available for inspection upon request. Copies of any applicable licenses or certifications must be made available upon request. Drivers must be fully trained in the operation of the vehicle, its accessories and equipment, including communication equipment, tire changing equipment, wheelchairs/litters and their vehicle fastening equipment.

b. The government reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualification of the services they perform, violates federal regulations or is identified by the VA as a potential threat to the security, safety, health or operational mission of the Department of Veterans Affairs and their populations or beneficiaries. The restriction of such a person 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.

c. At all times during the performance of this contract, Contractor employees shall conduct themselves in a professional manner and be clean and neat in appearance.

12. Evidence of Insurance Coverage

a. Before award of contract, the Contractor shall furnish to the Contracting Officer 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 shall not be effective unless 30 day written notice of cancellation or change is furnished to the Contracting Officer.

13. Government-Furnished Property and Services

a. FAR Clause 52.245-4 Government-Furnished Property (Short Form) contains the basic requirements for the operation, maintenance and protection of government property.

The following Government property is relevant to this contract:

Wheelchairs

14. Contractor-Furnished Property and Supplies

a. The Contractor shall furnish and maintain in acceptable condition, at no cost to contract, all items of uniform and equipment necessary to perform work required by this contract, as discussed in this paragraph, and additional items as needed, within reason.

b. Contractor shall provide all equipment and supplies required to complete contract requirements.

15. Required Reports and Documents

a. Within seven (7) days after contract award the contractor shall provide the following:

i. Contractor Personnel Roster - In this document, contractor shall identify all employees by name and position and provide training documentation with date and location of such training. Include contractor’s project manager with telephone number and e-mail address; please also include telephone number, e-mail addresses, and fax numbers through which scheduling transport requests will be made.

ii. Listing of all vehicles with VINs and documentation of insurance coverage;

SDDOT or equivalent vehicle inspection documentation and statement indicating that all have been fully maintained and are currently safe to operate.

iii. Any personnel or vehicle changes shall be submitted within two (2) business days after changes occur to the COR and their designees.

16. Subcontracting

a. The following information must be provided by the Contractor to the COR for any subcontractor used in the performance of this contract within the time frames and requirements addressed in this contract:

A list of all vehicles to be used in the performance of this contract, including the year, make, model and license plate number.

A list of all employees with evidence of current training as required by the contract, and current driver's license.

A copy of the subcontractor’s written policy for infection control.

A copy of the subcontractor's written Quality Assurance Program.

b. The Contractor must provide the Contracting Officer with a legal opinion from his insurance carrier indicating that his insurance coverage would include coverage of any subcontractors utilized in the performance of this contract. If the opinion states that the subcontractor is not covered, the subcontractor will not be approved by the Contracting Officer.

17. Miscellaneous

a. At no time will the Contractor leave vehicles on SF premises unless a pick-up or delivery is in progress.

b. When transporting patients to or from medical facilities, the driver, acting for the Contractor, will ensure that patient’s luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.

18. Contractor’s Quality Control Program (QCP)

a. The Contractor shall establish and maintain a complete QCP to ensure the requirements of this contract are provided as specified. A QCP shall be provided to the COR within five days of award of contract.

The Contractor’s QCP shall include the following at a minimum:

i. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis;

how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.

ii. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

iii. Incorporation of either active or established internal policy or procedures for updating service protocols that may affect performance of contract.

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

v. On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle.

vi. On-site records identifying the character (background checks) and certifications of ongoing training of each employee performing services under this contract.

vii. The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

viii. A log to account for all requests for service. The log shall indicate the date and time of service call, name of patient requiring services, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed.

ix. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

x. The Contractor shall employ a sufficient number of employees to perform the required level of services of the contract. Requested transportations shall not be cancelled due to the Contractor’s lack of employees.

General Requirements

It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law.

Contractor and their personnel shall wear visible identification at all times while they are on premises.

Possession of weapons is prohibited.

Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Business Associate Agreement (BAA)

This contract involves the use of Personal Health Information (PHI), and therefore a Business Associate Agreement (BAA) shall be required between VA and the Contractor The BAA, attached in Section D below, must be signed by the Contractor no later than five business days after award.

The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”).

Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.

The Contractor shall have access to some privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.

The Contracting Officer (CO) shall be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities.

Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.

Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature. If the

Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the CO.

Contractor shall train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.

All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.

Limitations on Subcontracting

By submission of an offer and execution of a contract, the Offeror/Contractor agrees in performance of the contract in the case of a contract for Services, it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 50 percent subcontract amount that cannot be exceeded.

An independent contractor shall be considered a subcontractor. “Similarly Situated” means that entity subcontracted to is same type of entity as the Prime Contractor (i.e., SDVOSB subcontracts to SDVOSB, small business subcontracts to small business).

Service Contract Labor Standards Requirement

Contractor shall provide hourly wages in accordance with U.S. Department of Labor (USDOL) Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards); USDOL Wage Determinations are attached in Section D below and updated versions will be attached as part of task orders issued against IDIQ contract.

For guidance on Service Contract Labor Standards and to find the nearest USDOL resource, please refer to https://www.dol.gov/whd/local/index.htm.

Invoicing Submissions

In addition to regulations set forth in FAR 52.212-4 (Contract Terms and Conditions – Commercial Items) (g) “Invoice” and VAAR 852.232-72 (Electronic Submission of Payment Requests), Contractor shall submit final invoice on any services performed no later than 30 days after end of the period of performance of contract. This ensures that closeout of contracts is in compliance with FAR 4.804-1(b).

Invoices shall be submitted within 7 days of completion of prior month’s services.

These electronic invoices should avoid placing patient personal information on them but will need include the following in order to cross reference and verify the charges:

Trip Ticket Number

Run # or Patient’s Acct Number (vendor’s patient identification number) that is also reflected on each individual claim form described below.

Date of Service (Trip Date)

Total Charges

VETS-4212 Reporting Requirement

As this solicitation/contract has the following clauses checked off in Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders-- Commercial Items), the completion of VETS-4212 reporting on an annual basis is required:

FAR 52.222-35, Equal Opportunity for Veterans FAR 52.222-37, Employment Reports on Veterans

Please refer to https://www.dol.gov/agencies/vets/programs/vets4212 for guidance on completing the required VETS-4212 report.

Furthermore, Contractors with federal contracts valued over $150,000 in the past calendar year are required to submit VETS-4212 reports by between August 1 and September 30 of each calendar year.

Please note that verification of VETS-4212 reports will be done as part of determination of contractor responsibility for awarded contractor.

Service Contract Reporting

Service Contract reporting, to be completed by the contractor, is required for service contracts and orders as following are checked off under Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items):

FAR 52.204-14, Service Contract Reporting Requirement FAR 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts

(as applicable)

The contractor is to report their, and their first-tier sub-contractors’, direct labor hours expended and total amount invoiced for the services performed under a specific contract.

The contractor shall report the information via the System for Award Management (SAM) at https://beta.sam.gov. The information is collected through SAM and included in the agency service contract inventory.

Contractors shall log in annually to their SAM profile to complete the service contract inventory reporting requirements. Contractors performing on covered contracts must report their information between October 1 and October 31 each year. Agencies are required to review contractor input and work with them to make revisions, if and as necessary, by November 30 each year.

Further guidance can be provided by Contracting Officer upon Contractor request.

Post-Award Conference

Upon award of contract, Contractor shall attend a post-award conference via conference call with the Contracting Officer (CO), Contracting Officer Representative (COR), and COR designated representatives from VA facility.

Reports and Deliverables

As cited through this PWS, Contractor shall be responsible for complying with all reporting and deliverable requirements. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other deliverables as well as the timely submission of each.

Contractors shall comply with requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required. All reports and deliverables are to be sent by electronic mail unless otherwise specified by the CO.

Documenting Performance

The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using the Contractor Performance Assessment Reporting System (CPARS) at https://www.cpars.gov.

If contractor performance is not satisfactory, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action.

The contractor shall acknowledge receipt of the CDR in writing within one (1) business day of receipt. 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 has to present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance and the acceptability of the Contractor’s corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

Quality Assurance Surveillance Plan (QASP)

The Contractor will be evaluated in accordance with the QASP.

The QASP provides a systematic method to evaluate performance.

This QASP explains the following:

What will be monitored?

How monitoring will take place.

Who will conduct the monitoring?

How monitoring efforts and results will be documented.

This QASP does not detail how the Contractor accomplishes the work. Rather, the QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract and task orders. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the Contractor through bilateral modification of the contract and task orders Copies of the original QASP and subsequent modifications shall be provided to the Contractor and Government officials implementing surveillance activities.

Government Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

a) Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the Contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

b) Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the Contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Performance Standards:

The Contractor is responsible for performance of ALL terms and conditions of the contract and task orders . CORs will provide progress reports to the CO reflecting performance on this plan and all other aspects of the resultant contract and task orders The performance standards outlined in this QASP shall be used to determine the level of Contractor performance in the elements defined.

Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

Methods of QA Surveillance:

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Direct observation: 100% surveillance Periodic inspections: inspections scheduled and reported quarterly per COR delegation or as needed.

Validated user/customer complaints: data will be collected from actual patient complaints.

Complaints will be investigated and verified.

Random sampling: A sample of work will be reviewed by COR for compliance Verification and/or documentation provided by Contractor: Contractor provided information on services provided to COR.

Performance Requirements:

The Performance Requirements are listed below. The Government shall use these standards to determine Contractor performance and shall compare vendor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the Contractor and for purposes of providing the CO with information for inclusion on the Contractor Performance Assessment Report System (CPARS):

Measure

PWS

Reference

Performance

Requirement Standard

Acceptable Quality Level

Surveillance

Method Incentive Disincentive

Vehicles Scope of Work, (7) Vehicles

Vehicles shall have current licenses and meet the requirements as outlined in the PWS.

Licensing and registration information kept current.

Vehicles maintained properly

PASS /

FAIL

Random Requests

Favorable contractor performance evaluation.

Unfavorable contractor performance evaluation.

If recurrent violations occur, this could result in contract termination.

Measure

PWS

Reference

Performance

Requirement Standard

Acceptable Quality Level

Surveillance

Method Incentive Disincentive

Contractor Personnel

Scope of Work (18), Quality Control

Program

Personnel

The Contractor shall employ a sufficient number of employees to perform the required level of services of the contract.

Requested transportations shall not be cancelled due to the

Contractor’s lack of employees

PASS /

FAIL

Random Inspection

Favorable contractor performance evaluation.

Unfavorable contractor evaluation occur, this could result in contract termination.

Timeliness Scope of Work, 5 (Orders)

Provide timely transport services

Provide timely service within 30 minutes after receiving a request for an order for local transport

PASS /

FAIL

Direct Observation;

COR Report

Favorable contractor performance evaluation.

VA may contact another source to perform the service occur, this could result in contract termination.

Timely Invoicing

Invoicing Submissions

Monthly invoices

Invoices to be submitted within 7 days of completion of prior month’s services

PASS /

FAIL

VA Invoice Payment

Processing System

(IPPS)

Favorable contractor performance evaluation.

Unfavorable contractor evaluation

Frequency of Measurement: The frequency of measurement is defined in the contract or otherwise in this document. The government (COR and CO) will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.