S02 - Solicitation B2 Wheelchair Transportaiton Services.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

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

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. 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 82

549-22-3-230-0002

36C25722Q0414 03-09-2022

Eddie Clark 210-694-6242 03-18-2022

0800 CDT

Department of Veterans Affairs VISN17 Network Contracting Activity 5441 Babcock rd. Sute 302 San Antonio TX 78240

X 100

X

485991

$16.5 Million

N/A

X

Department of Veterans Affairs VA North Texas Health Care System 4500 S Lancaster Rd, Multiple Counties SEE PWS Dallas TX 75216

Department of Veterans Affairs VISN17 Network Contracting Activity 7400 Merton Minter Blvd. (10N17/90C) San Antonio TX 78229

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

This requirement is being procured as a 100% set aside for Service-Disabled Veteran Owned Small Business

Please see Section B for Performance Work Statement and Price / Cost Schedule.

Please submit all questions to eddie.clark@va.gov by 03/15/2022 @08:00AM.

Please review 52.212-2 for evaluation criteria.

All offerors must be verified in the VIP database at the time of submission and at time of award.

See CONTINUATION Page

X X

X 1

Michael J. Tusinger Contracting Officer

36C25722Q0414

Table of Contents

SECTION A

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 INSTRUCTION TO OFFERORS

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST (JUN 2020) ..35

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2022)

C.4 52.216-18 ORDERING (AUG 2020)

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

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)

C.8 52.224-2 PRIVACY ACT (APR 1984)

C.9 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.10 VAAR 852.219-71 VA MENTOR-PROTÉGÉ PROGRAM (DEC 2009)

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

COMPLIANCE (JUL 2018)

C.12 VAAR 852.219-76 SUBCONTRACTING PLANS MONITORING AND

COMPLIANCE (JUL 2018)

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

C.14 SUPPLEMENTAL INSURANCE REQUIREMENTS

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

1998)

E.2 52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (AUG 2020)

E.3 52.204-20 PREDECESSOR OF OFFEROR (AUG 2020)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.207-6 SOLICITATION OF OFFERS FROM SMALL BUSINESS CONCERNS

AND SMALL BUSINESS TEAMING ARRANGEMENTS OR JOINT VENTURES

(MULTIPLE-AWARD CONTRACTS) (OCT 2016)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.212-2 EVALUATION—COMMERCIAL ITEMS (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (NOV 2021)

E.9 52.216-1 TYPE OF CONTRACT (APR 1984)

E.10 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.11 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICT (OCT 2019)

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 36C257 Michael J. Tusinger

Department of Veterans Affairs

VISN17 Network Contracting Activity

5441 Babcock rd. Suite 302

San Antonio TX 78240

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.

This is accomplished through the

Tungsten Network located at:

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

This is mandatory and the sole method for submitting invoices.

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

AMENDMENT NO DATE

B.2 INSTRUCTION TO OFFERORS

1. Under the authority of 38 CFR 70 - VHA Beneficiary Travel under 38 U.S.C. 111, FAR Part 12, and FAR Part 13, the Veterans Integrated Service Network (VISN) 17, North Texas Veterans Healthcare Systems requires Contractors to provide wheelchair services to veterans / person whose travel is in connection with treatment or care for a service disconnected disability, on an as needed basis.

2. Offerors shall complete and return all information designated in the enclosed FAR clause 52.212-1, Instructions to Offerors – Commercial Items, and the Addendum to 52.212-1 regarding proposal submission. Failure to do so may preclude the offeror from further consideration.

3. TECHNICAL INQUIRES: Direct all technical inquiries via email only to the Contracting Specialist, Eddie Clark at eddie.clark@va.gov no later than March 15, 2022 @ 0800AM CST.

Questions will be answered via an amendment to this solicitation and will be posted to Contracting Opportunities on or about March 16, 2022 @1200PM CST.

4. DUNS NUMBER: Provide the Dun and Bradstreet Number assigned to your firm in the space provided below: (refer to Provision 52.212-1, Instructions to Offerors – Commercial Items):

5. This requirement is set aside 100% for Service-Disabled Veteran Owned Small Business (SDVOSB), therefore only SDVOSBs verified in the VA’s Vendor Information Pages (VIP) site at https://www.vip.vetbiz.gov/, all offerors must be verified in the VIP database at the time of submission of offers and at time of award.

6. Limitations on Subcontracting. Subcontracting limitations will be measured in terms of the amount spent in subcontracts. Subcontracts with similarly situated SDVOSBs will be excluded from the calculation. These changes were finalized by the Small Business Administration (SBA) effective 6/30/2016 (see SBA’s Small Business Government Contracting and National Defense Authorization Act of 2013 Amendments, Federal Register of 5/31/2016). The changes resulting from the SBA published regulations have not yet been incorporated in the FAR. Until such time as the FAR is updated with these new requirements, the SBA published regulations govern.

Consequently, the July 25, 2016 VA Acquisition Regulation Class Deviation (issued via PPM 2016-05) specifically states in Attachment 10, VAAR clause 852.219-10 and 852.219-11, that Contractors shall comply with the SBA regulations at 13 CFR 125.6.

7. Post-Award Teleconference. The awarded Contractor(s) shall participate in a post-award orientation teleconference to review the on-boarding process for candidates and other post-award management procedures.

https://www.vip.vetbiz.gov/

8. Multiple IDIQ contracts may be awarded in response to this solicitation.

Offeror(s) shall submit their proposal assembled as follows:

Part 1 Factor 1 – Technical Capability

a. Transportation Vehicles

b. Contingency Plan

c. Dispatch Procedures

Part 2 Factor 2 – Past Performance

Part 3 Factor 3 – Price

9. Offerors may propose to provide services for one Healthcare System (HS), more than one HS, or all HSs. However, offerors shall be able to provide all services identified in section Price / Cost Schedule for any HS for which they propose to provide services. Offerors must state in quote location they are providing services.

10. Offerors must submit in Portable Document Format (PDF) form list of Transportation Vehicles (year, make and model), Vehicle Identification Numbers (VIN) and capabilities identified in Performance Work Statement section 1.4.

10a. Offerors must submit in (PDF) form a Contingency Plan. This plan consists of the vendor showing the ability to continue services when services are interrupted before or during transportation of a Veteran patient as listed in the Performance Work Statement section 1.2.

10b. Offerors must submit in (PDF) form Dispatch Procedures. Procedures upon receipt of the daily manifest for patient pick-up, VA discharge, and return drop-offs 24 hours per day, 365 days per year to locations identified in the solicitation. Communication methods between the dispatch center and vehicles as listed in the Performance Work Statement sections 1.7, 1.8, and 1.9.

10c. Offerors must submit in (PDF) reference checks in which we will use as Past Performance. The contractor should provide at the minimum of three (3) reference which can validate past performance within the last three (3) years. The Government reserves the right to obtain past performance information from any available source and may contact customers other than those identified by the Offeror when evaluating past performance.

This is an indefinite delivery, indefinite quantity, (IDIQ) fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

The guaranteed minimum amount for this contract is $3,000. The maximum aggregate value of the order that can be placed under this contract is $6,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

79,000 EA _______________

Wheelchair Van or Power Wheelchair Van (base rate) One- Way trip is equivalent to one each for unit of issue Contract Period: Base POP Begin: 04-01-2022 POP End: 03-31-2023 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

PRODUCT/SERVICE CODE: V999 -

Transportation/Travel/Relocation - Other: Other

EA _______________

Wheelchair Van or Power Wheelchair Van per mile, one way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit of issue) Contract Period: Base POP Begin: 04-01-2022 POP End: 03-31-2023 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

15 Minute Waiting Time for a Wheelchair Contract Period: Base POP Begin: 04-01-2022 POP End: 03-31-2023 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van or Power Wheelchair Van (base rate) One- Way trip is equivalent to one each for unit of issue Contract Period: Option 1 POP Begin: 04-01-2023 POP End: 03-31-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van or Power Wheelchair Van per mile, one way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit of issue) Contract Period: Option 1 POP Begin: 04-01-2023 POP End: 03-31-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

15 Minute Waiting Time for a Wheelchair Contract Period: Option 1 POP Begin: 04-01-2023 POP End: 03-31-2024 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van or Power Wheelchair Van (base rate) One- Way trip is equivalent to one each for unit of issue Contract Period: Option 2 POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van or Power Wheelchair Van per mile, one way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit of issue) Contract Period: Option 2 POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

15 Minute Waiting Time for a Wheelchair Contract Period: Option 2 POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van or Power Wheelchair Van (base rate) One- Way trip is equivalent to one each for unit of issue Contract Period: Option 3 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van or Power Wheelchair Van per mile, one way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit of issue) Contract Period: Option 3 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

15 Minute Waiting Time for a Wheelchair Contract Period: Option 3 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

Wheelchair Van or Power Wheelchair Van (base rate) One- Way trip is equivalent to one each for unit of issue Contract Period: Option 4 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs

Transportation

Wheelchair Van or Power Wheelchair Van per mile, one way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit of issue) Contract Period: Option 4 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

15 Minute Waiting Time for a Wheelchair Contract Period: Option 4 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 485991 - Special Needs Transportation

GRAND TOTAL _______________

WHEELCHAIR TRANSPORTATION SERVICES

SCHEDULE OF SERVICES – PRICE SCHEDULE

ORDERING PERIOD Base Year: 1 APRIL 2022 TO 31 MARCH 2023

Line Item

Description of Services

1 YEAR

Quantity

(Estimated Maximum)

Unit of Issue

Unit Price

Total Price (Maximum

NTE)

Base Rate Transport (Using Bing Maps)

One-Way Trip

0001 Wheelchair Van or Power Wheelchair Van (base rate) One- Way trip is equivalent to one each for unit of issue

79,000 Maximum (One-Way Trips)

Per Trip (One-Way)

Mileage Trip Outside the Base

Rate Price Per

Mile

0002 Wheelchair Van or Power Wheelchair Van per mile, one way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit of issue)

Maximum

Per Mile

Waiting Time (in excess of 15 minutes shall be paid in 15-minute increments).

Each (15-minute Increment)

0003 15 Minute Waiting Time for a Wheelchair

Maximum Each

Base Period (Total Price)

WHEELCHAIR TRANSPORTATION SERVICES

ORDERING PERIOD One: 1 APRIL 2023 TO 31 MARCH 2024

Quantity

(Estimated

Total Price

1001 Wheelchair Van or Power

Way trip is equivalent to one each for unit of issue

1002 Wheelchair Van or Power way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit

15-minute increments).

Each

1003 15 Minute Waiting Time for a

Maximum Each

ORDERING PERIOD Two: 1 APRIL 2024 TO 31 MARCH 2025

Quantity

(Estimated

Total Price

2001 Wheelchair Van or Power

Way trip is equivalent to one each for unit of issue

2002 Wheelchair Van or Power way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit

15-minute increments).

Each

2003 15 Minute Waiting Time for a

Maximum Each

ORDERING PERIOD Three: 1 APRIL 2025 TO 31 MARCH 2026

Quantity

(Estimated

Total Price

3001 Wheelchair Van or Power

Way trip is equivalent to one each for unit of issue

3002 Wheelchair Van or Power way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit

15-minute increments).

Each

3003 15 Minute Waiting Time for a

Maximum Each

ORDERING PERIOD Four: 1 APRIL 2026 TO 31 MARCH 2027

Quantity

(Estimated

Total Price

4001 Wheelchair Van or Power

Way trip is equivalent to one each for unit of issue

4002 Wheelchair Van or Power way, loaded (Veteran onboard) miles only, (One-Way trip is equivalent to one each for unit

15-minute increments).

Each

4003 15 Minute Waiting Time for a

Maximum Each

B.4 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

FOR THE

NORTH TEXAS MEDICAL FACILITY

SPECIAL MODE OF TRANSPORTATION

Wheelchair Transportation Services (B2)

SERVICES

3/09/2022

Section I – Description of Services

1.1. SCOPE

1.1.1. The contractor shall provide all required labor, material, supplies, equipment, and supervision of contractor personnel necessary to perform Wheelchair Transportation Services to/from the following locations:

• Bonham – Sam Rayburn Memorial Veterans Center 1201 E. 9th St., Bonham, TX 75418

• Garland Outpatient Clinic 2300 Marie Curie Drive Garland, TX 75001

• Tyler -Tyler VA Primary Care Clinic (Broadway Ave) 7916 S. Broadway Ave., Tyler, TX 75703

• Plano – Plano CBOC 3804 W 15th Street Plano, TX 75075

Including all Community Care Appointments

The contractor shall transact business as described herein.

1.1.2. GENERAL REQUIREMENTS:

The contractor shall provide Wheelchair Transportation Services for patients (or beneficiaries) of the Department of Veterans Affairs as established herein. The contractor shall provide all services necessary to execute the full range of Wheelchair Transportation Services as provided in the local community. Performance shall be continuously compliant with the requirements contained within this PWS to include the standards established by the Joint and the Division of Emergency Medical Services, Texas Emergency Medical Services and all applicable Federal, State, and local rules, regulations, and procedures.

•Reference: Texas Administrative Code- Title 21, Part 1, Chapter 157, Emergency Medical Care.

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

1.2. CONTINGENCY PLAN

1.2.1. The contractor shall provide all Wheelchair Transport service, 24 hours per day, 365 days per year, as required in accordance with the terms and conditions contained herein and should be identified within your contingency plan. The contractor shall furnish vehicles sufficient to provide full and complete coverage for pick-up and delivery of all veteran patients requiring transport by Wheelchair to/from the Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, Texas 75216, to local medical appointments and Community Care Appointments.

1.2.2 Prior to contract performance, the COR shall provide the contractor with a list of names (or position titles) and phone numbers of authorized Government personnel who may request services. This list will be updated and submitted to the contractor as changes occur. Services https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=25&pt=1&ch=157 rendered in response to requests from other than authorized personnel shall be at the risk of the contractor and any costs related thereto shall be borne by the contractor.

1.2.3 Pick-up and deliveries will also be required from community hospitals and VA facilities within and outside the service area to include patient’s residence as requested by the COR in accordance with the procedures specified within this PWS. The trip rate provided in any category shall be all-inclusive regardless of time of day as agreed to in the price schedule of the resultant award.

1.3. VEHICLES AND EQUIPMENT

1.3.1. Wheelchair services and equipment with which the contractor renders all services must meet Federal and State of Texas (or equal) requirements for insurance, licensing, registration, and equipment.

•Texas Health & Safety Code-Chapter 773.Emergency Health Care Act.

https://texas.public.law/statutes/tex._health_and_safety_code_title_9_subtitle_b_chapter _773

•Texas Administrative Code- Title 21, Part 1, Chapter 157, Emergency Medical Care.

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

1.3.3. Be equipped with operational air conditioning/heating systems.

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

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

1.3.6. Be equipped with stretcher tie down straps and effective secure devices to secure Wheelchair beneficiaries.

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

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

1.3.9. Driver shall ensure stretcher locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

1.4. TRANSPORTATION VEHICLES

1.4.1. The objective of Standards for Maintenance is to protect veterans and to cause no harm to all parties. The contractor shall maintain all vehicles in a clean and orderly condition, free from debris and accumulations which may create an accident, injury, or fire hazard.

https://texas.public.law/statutes/tex._health_and_safety_code_title_9_subtitle_b_chapter_773 https://texas.public.law/statutes/tex._health_and_safety_code_title_9_subtitle_b_chapter_773

1.4.2. The contractor shall ensure they are in compliant with the CDC Coronavirus guidance:

https://www.cdc.gov/coronavirus/2019-ncov/infection-control/control-recommendations.html

1.4.3. The contractor shall maintain vehicles in accordance with manufacturer’s recommended maintenance schedule or an improved schedule based on actual vehicle operation conditions.

1.4.4. The contractor shall correct any deficiency that might interfere with safe operation of vehicle before vehicle is placed in service.

1.4.5. The contractor shall ensure vehicle windows are free of obstructions and lights are kept clean so that they can be easily seen when in operation.

1.4.6. The contractor shall keep the interior of vehicles clean and in good repair.

1.4.7. The contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top. A statement from the Contractor indication compliance of vehicle maintenance files is in place should be submitted at time of offer for evaluation purposes.

Requested submission and verification of these documentation requirements will be a quality assurance procedure during the contract period.

1.4.8. Maintenance procedures shall adhere to all requirements listed for the state the contractor is based out of herein Texas Medical Transportation Board Administrative Code, SECTION

380.501. Standards for Motor Vehicles.

(1) All motor vehicles used to provide transportation services must:

(A) Meet or exceed warranty and component standards for both state and federal safety mechanical operating and maintenance standards.

(B) Be identified with the transportation provider name and vehicle number using letters that are at a minimum six inches in height; and

(C) Be equipped with:

(i) Functioning, clean, and accessible seat belts for each passenger seat position that must be stored off the floor when not in use.

(ii) An operating speedometer and odometer;

(iii) Working interior lights within the passenger compartment;

(iv) Adequate interior sidewall padding and ceiling covering;

(v) Two exterior rear-view mirrors, one on each side of the vehicle;

(vi) An interior mirror, which should be used for monitoring the passenger compartment;

(vii) A clean interior and exterior (which must be free of broken mirrors or windows, excessive grime, rust, chipped paint, and major dents);

(viii) A functional fire extinguisher (which must be secured within reach of the motor vehicle operator and visible to passengers);

(ix) A first aid kit (which must include at a minimum latex glove, hazardous waste disposal bags, scrub brush, disinfectant, and deodorizer);

https://www.cdc.gov/coronavirus/2019-ncov/infection-control/control-recommendations.html

(x) Working heating and cooling systems adequate for the heating, cooling, and ventilation needs of both the motor vehicle operator and the passengers; and

(xi) Signage posted within the vehicle that reads: "No Smoking, Eating or Drinking." "All passengers must wear seat belts."

"Concealed Weapons Prohibited."

(2) All motor vehicles used to provide transportation services must comply with all applicable state and federal laws, including the Americans with Disabilities Act (ADA) Accessibility Guidelines for Transportation Vehicles (36 C.F.R. 1192), Federal Motor Vehicle Safety Standards (49 C.F.R. 571), and Chapter 547 of the Texas Transportation Code.

1.5. DRIVER QUALIFICATIONS

1.5.1. The Texas Department of Veterans Affairs Medical Center (VAMC) reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services they are required to perform, and who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedule contained herein.

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

1.5.3. The contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract.

Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients.

1.5.4. The company will employ personnel, who are fluent in English. They need to be able to speak and understand English in order to transport the patients successfully.

1.5.5. Staff will ensure that the patient is secured in the vehicle before the vehicle moves.

1.5.6. Each driver shall:

i) Possess a driver’s license that is valid for the class of vehicle driven and, if required under Texas Statutes (or other state equal), evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

ii) Be at least 18 years of age and have not less than one year of experience as a licensed driver; and

iii) For the past three years:

• Have not had a driver’s license canceled or suspended under Texas Statutes, (or other state equal);

• Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance as required by Texas Statutes, (or other state equal);

• Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and

• Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance under Texas Statutes (or other state equal)

• Have a record clear of criminal convictions of crimes or pending criminal indictments against persons, and crimes or anticipatory crimes reasonably related to providing special transportation services. This must be documented by a formal background check.

1.5.7. Wheelchair Vehicle drivers shall have a valid driver’s license, in accordance with Federal, State, and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and shall have successfully completed the standard and advanced first aid course of the American Red Cross of U.S. Bureaus of Mines of equivalent and be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic.

1.5.8. Emergency Medical Technician (EMT) and Paramedic Qualifications: EMT’s and Paramedic’s providing services under this contract shall have the following qualifications, in additions to those required by Federal, State, and Local Government:

• https://dshs.texas.gov/emstraumasystems/Certinfor.shtm

i) Have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 150 hours or equivalent including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154, Federal Register 39:24304. (1974).

ii) Shall submit evidence of equivalent training program, which has been successfully completed, to the Contracting Officer.

iii) Shall be certified, licensed, or otherwise officially recognized by the local, state of regional government or public entity where the Wheelchair service is operated or by which it is governed.

iv) Shall attend all refresher continuing education, or advanced training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.

NHTSA | National Highway Traffic Safety Administration

1.6 PASSENGER TRANSPORTATION & SCHEDULE OF SERVICES

1.6.1 The contractor is required to provide “through the door service” for patients to and from their designated appointments. “Through the door service is defined as patients being picked up either on the ward, in their homes, in their clinic or at other stated areas and taken to their stated destination or appointment with proper transfer of patient care to an equal or higher level of care.

On the return trip, the contractor will return the patient to either designated ward, inside his/her home, or to the other stated areas.

1.6.2 It is understood that the patient plus one (1) additional passenger, family member or care giver at the discretion of the transport crew to be transported on a trip will be based on the size of the vehicle and authorization by VAMC.

https://www.nhtsa.gov/

1.6.3 Drivers and passenger shall always use seat belts/securement devices.

1.6.4 There shall be no smoking by the driver, attendants, or passengers, while in the vehicle or on the Medical Center Campus unless in a designated smoking area.

1.6.5 No unauthorized stops shall be permitted. An authorized stop is any stop not necessary for patient care.

1.6.6 In the event an emergency arises while in transit, the contractor shall transport the patient to the closest facility that can mitigate the emergency.

1.6.7 The contractor shall be required to transport non-ambulatory veterans on gurneys and litters who are not in need of emergency transportation or medical attention.

1.6.8 Upon delivery or pick-up of a patient, the contractor shall log in the patient on a log sheet at the location designated at the facility. The contractor shall provide the following information on the log sheet:

1. Patient name,

2. Last four of the patient's Social Security Number,

3. Time of delivery or pick-up,

4. Point of origin or destination, and

5. Name of Contractor personnel picking or delivering patient.

1.6.9 If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify the Contracting Officer’s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported. If the beneficiary refuses to be properly secured, they shall be returned into the building which they came from.

1.6.10 An authorized official of the VA Medical Center, the COR or the Mobility Manager may, in the best interest of the patient, allow one (1) relative of concerned other to accompany the patient at no additional cost to the Government. The relative or concerned other only is to be transported home with the beneficiary if approved by an official of the VA Medical Center. The beneficiary will also be allowed to carry with her or him one (1) bag of luggage during his or her transport.

1.6.11 The contractor is required to notify the COR of any unusual events, including but not limited to accidents, safety problems and deviations in transportation that occur and involve any VA beneficiary being transported under this contract. This notification will be made within 15 minutes by telephone to the COR and AOD during normal working hours. A written report using email or company letterhead of the event will be delivered to the COR within 24 hours. Failure to comply with this provision may be grounds for default.

1.6.12 The patient pick-up/drop-off location at the North Texas VA Medical Center will be at the South Entrance of the medical center for scheduled appointments. If waiting time is necessary, the vehicle must park in the appropriately designated general parking lot areas.

1.6.13 The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

1.6.14 If or when patient’s medical records are transported, the contractor shall ensure that Health Insurance Portability and Accounting Act (HIPAA) guidelines are followed.

1.6.15 Patients will be entitled to transport one certified trained service animal. No pets are to be transported at any time. A. VHA Directive 1188, Animals on Veterans Health Administration (VHA) Property, dated August 26, 2015.

1.6.16 Passengers should be transported in compliance to CDC standards:

https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html

1.6.17 All trips will be charged an agreed upon base rate from point of pick-up to point of drop-off, as well as a mileage rate.

1.6.18 The base rate will be applied at the point of pick-up and will only be paid if the awarded contractor has arrived at the initial point of pick up.

1.16.19 Mileage will only be paid when a patient is being transported. There will be no payment for mileage accrued without a VA approved passenger onboard. Trip mileage shall be determined by the latest edition of Bing Maps.

1.16.20 Rates are still inclusive of all cost associated with the performance of the contract.

1.16.21 Other Charges: It is understood that the prices quoted in the SCHEDULE OF SERVICES, shall be inclusive of all ferry, bridge, tunnel, or road toll charges. The contractor shall not bill the VA separately for any such charges.

1.16.22 Round trips shall be considered two separate trips in terms of wait time, mileage, and base rate.

1.16.23 The offeror shall quote maximum dollar amounts for all price schedule data elements listed herein to be considered technically acceptable. Please note that the only minimum amounts that the Government shall be contractually obligated to provide are all covered within the base period. In other words, there shall be no mandatory minimum amounts during any option year of the effort.

1.7 DISPATCH CALLS

1.7.1 All patient pick-up(s) and drop-off(s) shall be authorized via “calls” which shall only be issued by the designated primary or alternate Contracting Officers Representative (COR). When placing calls for services, the COR shall contact the designated contractor point of contact(s) to provide the following information:

1. Mode of transportation required,

2. Required time of arrival and/or within 20-minute timeframe.

3. Name of beneficiary,

4. Pick-up and delivery point,

5. Type and number of additional medical care specialists required,

6. Type of equipment required,

7. Last four of the patient's Social Security Number, and

8. Any other special instructions.

1.7.2 All vendors must call patients the night and morning before proceeding to the patient’s house to ensure that they are going to their scheduled appointment.

1.8 DISPATCH HOURS OF PERFORMANCE

https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html

1.8.1 This is a full-service contract, 24 hours per day, 365 days per year. The contractor shall provide all Wheelchair services as stated in the performance work statement for veteran beneficiaries, when requested by the VA.

1.8.2 The contractor shall furnish and maintain vehicles to ensure timely pick-up and delivery service to all veterans serviced by the VA.

1.9 DISPATCH RESPONSE TIME

1.9.1. The contractor shall respond to all calls for Wheelchair transport service by being on-site at the designated VA facility within 45 minutes to 1 hour after notification. Short Turn Around Time (STAT) notifications require a 20-minute response time. Should the time period for pick-up, stated herein, be physically impossible due to location of veteran beneficiary, the Contractor shall contact the appropriate individual at the VA and proceed to inform him/her of the anticipated time required for pick-up and delivery of said patient.

1.9.2. The contractor shall provide and respond to each call, in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical vehicles and medical care of on-board patients, to include the use of sirens and other measures to ensure timely arrival at the designated location.

1.10 ELECTRONIC TRANSMISSIONS

1.10.1 The contractor shall, at all times during the contract period, have on his/her premises both the ability to receive, read, and transmit emails to and from the VA and a functioning fax machine to communicate with the VA. If PII or PHI is to be transmitted, an approved encrypted email must be used.

1.11 CONFORMITY TO REGULATIONS

1.11.1 The contractor and his/her operators shall conform to all Federal, State, and local regulations governing the performance of contracted services.

1.11.2 VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this no smoking policy may be subject to a $50.00 federal citation for disregarding posted safety rules and regulations. Furthermore, the contractor may be directed to stop work. The contractor is to notify all his/her employees and/or sub-contractors of this strict enforcement policy.

1.11.3 The contractor must have the appropriate permits/licenses to perform the required services.

1.11.4 All services provided by the contractor shall comply with applicable current laws, regulations, and standards of the appropriate regulatory body

1.12. EVIDENCE OF COVERAGE

1.12.1 Before commencing work under the contract, the contractor shall furnish the Contracting Officer with a certification from his/her insurance company indication that the coverage outlined in this contract has been obtained and that it may not be changed of canceled during the term of the contract.

1.13 WAGE RATES

1.13.1 Wage Determination(s) as listed in Section D in this solicitation are applicable to any 1.13.1 Wage Determination(s) as listed in Texas State Labor Wage Determination.

SAM.gov | Wage Determinations

1.13.2 The contractor certifies by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

1.14 INSPECTIONS

1.14.1 The VA reserves the right to inspect the contractor's equipment and vehicles and/or require documentation of compliance with contract specifications, and State laws, rules, regulations, and guidelines governing emergency medical transport vehicles.

1.14.2 VA inspections of Contractor facilities shall in no way constitute a warranty by the VA that the Contractor's vehicles and equipment are properly maintained.

1.14.3 Inspections shall take place at the outset of the contract and on an as needed basis thereafter. To be in and remain in compliance, the contractor shall adhere to the Texas Department of State and Human Service and the Texas Department of Motor Vehicles.

1.14.4 The VA reserves the right to restrict the contractor’s use of equipment and vehicles which need repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract specifications.

1.14.5 The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA.

1.14.6 The VA reserves the right to have VA personnel, such as Contracting Officer and Contracting Officer's Technical Representative, or their designee, observe and inspect contractor operations at any time during the term of this contract.

1.14.7 The VA shall conduct scheduled or unscheduled site visits to observe and inspect contractor operations. A scheduled site visit is defined as a visit that the contractor is made aware of in advance. An unscheduled site visit is defined as a visit without advance notice.

1.15. PATENT RIGHTS

1.15.1 The contractor shall be courteous to VA beneficiaries and shall not smoke/play loud music while transporting patients. Patients may bring a reasonable amount of equipment, such as folding Wheelchair, consumable medical supplies, and personal suitcase.

1.15.2 The contractor shall immediately notify the VA of any incidents involving injury to a VA patient during transport. The contractor shall complete and submit to the COR, the form entitled, Report of Accident within 24 hours. http://vaww.va.gov/vaforms/va/pdf/VA2162.pdf

1.15.3 The contractor shall notify the COR, in writing, within 24 hours of any complaints made by the patients with regards to service.

1.15.4 The contractor may provide recommendations for improved services along with the patient complaints for the VA’s review. No recommendation shall be construed as being effective until a written modification to the contract is executed by the Contracting Officer.

https://sam.gov/content/wage-determinations http://vaww.va.gov/vaforms/va/pdf/VA2162.pdf

1.15.5 Upon delivery or pick-up of a patient, the contractor shall log in the patient on a log sheet at the location designated at the facility. The contractor shall provide the following information on the log sheet:

1. Patient name,

2. Last four of the patient's Social Security Number,

3. Time of delivery or pick-up,

4. Point of origin or destination, and

5. Name of Contractor personnel picking or delivering patient.

1.16 REQUIRED REPORTS AND DOCUMENTS

1.16.1 Within fifteen (15) days after contract award, the contractor shall provide the following:

a) Contractor Personnel Roster: In this document, contractor shall identify the employee

1. Name,

2. Position,

3. Title, and

4. Work assignment area.

Thereafter, all changes shall be submitted to the COR within two (2) business days after the change(s) occur.

1.16.2 At the time of delivery, the contractor shall provide a patient care report as part of the patient's permanent record. This patient care report shall include a record of the patient’s vital signs, medications used, oxygen use, and any changes in the patient’s condition. The list stated here shall not be construed as all inclusive, and the contractor shall provide all pertinent information.

1.17 SAFETY REQUIREMENTS

1.17.1 In the performance of this contract, the contractor shall take additional safety precautions as determined necessary by the CO or COR. If the contractor is advised of noncompliance issues, the Contractor shall take immediate corrective action. Such notice shall be administered in writing to the Contractor. If the contractor fails or refuses to comply promptly, the CO may issue an order stopping all or any part of the work and hold the contractor in default.

1.17.1 Safety practices shall adhere to all requirements listed herein as well as those set forth by the

• Texas Health & Safety Code-Chapter 773.Emergency Health Care Act.

https://texas.public.law/statutes/tex._health_and_safety_code_title_9_subtitle_b_chapter _773

• Texas Administrative Code- Title 21, Part 1, Chapter 157, Emergency Medical Care.

1.17.2 Each licensed Medical Transportation Organization (MTO) shall comply with all Occupational Safety and Health Administration OSHA) blood borne pathogens regulations as defined by 29 C.F.R. 1910.1030.

1.17.3 A licensed MTO shall ensure that sanitation procedures are provided to all personnel in a written document that conforms with current standards as set forth in occupational safety and health administration-blood borne pathogens protocol.

https://texas.public.law/statutes/tex._health_and_safety_code_title_9_subtitle_b_chapter_773 https://texas.public.law/statutes/tex._health_and_safety_code_title_9_subtitle_b_chapter_773

1.17.4 A licensed MTO shall maintain and follow a written sanitation plan that conforms with the latest blood borne pathogen standards as written by the occupational safety and health administration. The following documentation shall be maintained for each vehicle:

(1) Sanitation schedule.

(2) Date the sanitation was completed.

(3) Documentation of who performed sanitation.

1.18 PERFORMANCE REQUIREMENT SUMMARY

1.18.1 Response time is within one hour of notification of need. The contractor would be responsible for providing a vehicle to transport the patient another Higher Level of Care facility home within one hour of the trip notification. STAT response time is within 20 minutes of notification of need.

1.18.2 When unforeseeable or uncontrollable conditions occur, such as, but not limited to severe storms, flooding, or other hazardous road and travel situations, time and distance qualifications shall be considered secondary to safety precautions.

1.18.3 Any delays or exceptions to the required quality of services, due to such substantial difficulties, shall be reported to the Travel Office during normal business hours. Outside normal business hours, the Administrative Officer of the Day (AOD) for the medical center is to be contacted.

1.18.4 The Contracting Officer will make a determination as to whether any such delays in service will be excused. VA will not be charged for trips canceled due to conditions listed within 1.17.1.

1.18.5 The Contracting Officer's Representative (COR) and/or Alternate COR shall be responsible for verifying contract compliance.

1.18.6 Any incidents of contractor noncompliance, as evidenced by the monitoring procedures in the Performance Requirement Summary, shall be forwarded to the Contracting Officer within one business day.

1.18.7 Documentation of services performed shall be reviewed prior to certifying payment. The COR and/or Alternate COR shall perform routine audits in conjunction with the contracting service in order to ensure proper documentation of services. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and to allow auditors to verify that services were provided.

1.19 CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

1.19.1 The contractor shall establish and maintain a complete QCP to ensure the requirements of this contract are provided as specified. An original and one (1) copy of this QCP will be forwarded to the CO along with the requested initial proposal.

1.19.2 The contractor’s QCP shall include, at a minimum, the following:

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

b) On-site records of all inspections conducted by the contractor noting necessary corrective action taken.