S02_SSN_36C25725Q0331.pdf

Sources Sought Notice:

36C25725Q0331

This is a source(s) sought notice for information purposes only and it is not a solicitation announcement or an obligation or commitment by the Government. This notice is intended strictly for market research.

The Department of Veterans Affairs - Network Contracting Office 17 is seeking information in response to this Sources Sought Notice for market research purposes only. Interested Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, Small Business Administration Section 8a, Women-Owned, and other socio-economically disadvantaged small businesses who believe they possess the experience and qualifications to successfully perform the scope of work described below are encouraged to respond in order for us to make a set-aside determination.

Responses are being sought from qualified businesses capable of providing the required services outlined below. The anticipated North American Industry Classification System (NAICS) code for the work 485999 – All other Transit and Ground Passenger Transportation with a small business size standard of $19 Million. See below for summary of the project scope.

Summary of Project Scope The Department of Veterans Affairs - Network Contracting Office 17 is seeking Shuttle Services. These services are intended for use by the VA North Texas Health Care Campuses (Dallas, Fort Worth Outpatient Clinic, Bonham). The contract is anticipated to cover the period from May 15, 2025, through May 14, 2026, with four one-year option periods. Please refer to below questions and to the attached draft Performance Work Statement (PWS) for additional details.

Interested Parties Potential candidates having the capabilities necessary to provide the stated services at a fair and reasonable price are invited to respond to this Sources Sought Notice via email to Contract Specialist Stephanie Reeves at stephanie.reeves@va.gov, no later than March 4th, 2025, 10:00 AM CST. No telephone inquiries will be accepted.

All responses to this notice must provide the following information:

1. Company name, address, SAM UEI number, point of contact name, phone number and email address

2. Business size and representation(s) of the company (i.e., Service-Disabled Veteran Owned Small

Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)

3. If SDVOSB or VOSB, can business comply with clause 852.219-75 – VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction in fulfilling the requirements within the draft PWS?

4. Is company considered a small business under the NAICS code 485999 identified under this sources sought?

5. Capability statement as it relates to the attached draft PWS and any other information that can aide in determining capability.

6. Does the company have a current federal contract (i.e., GSA, NAC, SAC, NASA SEWP etc.)? If so, provide the contract type, number, and expiration date.

7. If the company has a current federal contract, are the services being offered available on the contract?

mailto:stephanie.reeves@va.gov

Sources Sought Notice:

36C25725Q0331

In addition to the information above and demonstration to the government that the interested party can provide the required services that fulfill the required specifications in the PWS, please provide:

• Any questions/concerns in regard to the PWS.

Disclaimer and Important Notes: This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response.

The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

/END OF NOTICE/

DRAFT PERFORMANCE WORK STATEMENT

Project Summary: The U.S. Department of Veteran Affairs is planning for multiple shuttle routes for the purpose of shuttling Veteran patients, visitors, volunteers, and employees on VA North Texas Health Care Campuses (Dallas, Fort Worth Outpatient Clinic, Bonham).

The purpose of this project is to provide a state-of-the-art shuttle service for our Veterans, their families, guests, volunteers, and employees. The mission of the VA is to provide quality care for our Veterans, and this service will help in achieving that mission.

OVERVIEW: The contractor shall provide all personnel, vehicles, equipment, supervision, tools to carry out shuttle transportation services.

ANTICIPATED PERIOD OF PERFORMANCE: The Contractor is to provide all personnel, vehicles, equipment, supervision, etc. to provide shuttle transportation. services to VA North Texas Health Care System in accordance with the Performance Work Statement, terms, conditions, provisions, specifications, and schedules of this solicitation.

Base: May 15, 2025 – May 14, 2026 Option Year One: May 15, 2026 – May 14, 2027 Option Year Two: May 15, 2027 – May 14, 2028 Option Year Three: May 15, 2028 – May 14, 2029 Option Year Four: May 15, 2029 – May 14, 2030

PERFORMANCE WORK STATEMENT

SECTION 1 - General Information

The purpose of this contract is to provide Shuttle Transportation Services for Veteran patients, guests, volunteers and/or employees within VA North Texas Health Care System for the following locations:

Shuttle Services and hours of performance are listed here for all 3 campuses:

1. Route Name: PATRIOT GARAGE SHUTTLE – Dallas VA (RED ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers, and VA Employees

b. Route- refer to facility maps

c. Operates 5:30AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle

2. Route Name: LIBERTY PARKING GARAGE – Dallas VA (GREEN ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers, and VA Employees

c. Operates 5:30AM – 6:30PM

3. Route Name: FREEDOM PARKING GARAGE – Dallas VA (ORANGE ZONE) the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers, and VA Employees

b. Route- refer to facility maps

c. Operate 5:30AM – 6:30PM

4. Route Name: LOT 1 PATIENT PARKING – Dallas VA (RED ZONE)

b. Route- Refer to facility maps

c. Operates 5:30AM – 6:00PM

5. Route Name: SOUTH SIDE OVERFLOW SHUTTLE – Dallas VA

(ORANGE ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

c. Operates 6:00AM – 6:30PM

e. One 12-Passenger Shuttle

6. Route Name: LIBERTY LOOP SHUTTLE – Dallas VA (NO Zone Color)

b. Route- refer to facility maps

c. Operates 5:30AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle

7. Route Name: SOUTH SIDE SHUTTLE LOT 20, 22, 21 and FISHER HOUSE – Dallas VA (ORANGE ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers, and VA Employees

b. Route- refer to facility maps

c. Operates 5:30AM – 6:30PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle

8. Route Name: LIBERTY PARKING GARAGE #2 – Dallas VA (GREEN ZONE)

c. Operates 5:30AM – 6:30PM

9. Route Name: SOUTH SIDE OVERFLOW SHUTTLE #2 – Dallas VA

(ORANGE ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

c. Operates 5:30AM – 6:30PM

10. Route Name: HERZOG / LIBERTY LOOP SHUTTLE #2– Dallas VA

(PURPLE ZONE) (Required to have professional signage on the exterior of the bus showing the name of the shuttle route and the name of color of the zone displayed)

a. Passengers: Veteran patients, guests, volunteers, and VA Employees

b. Route- refer to facility maps

c. Operates 5:30AM – 6:30PM

11. Route Name: FORT WORTH OUTPATIENT CLINIC SHUTTLE - FWOPC

b. Route- refer to facility maps

c. Operates 6:30AM – 5:00PM

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. One 12 Passenger Shuttle

12. Route Name: SRMVC FACILITY SHUTTLE - Bonham VA

a. Passengers: Veteran patients, guests, volunteers, and VA Employees

b. Route- refer to facility maps

c. Operates 7:30AM – 4:00PM

ADDRESS FOR SHUTTLE LOCATIONS

A. Dallas VA Medical Center 4500 South Lancaster Road Dallas, Texas 75216

B. Fort Worth VA Outpatient Clinic (FWOPC)

2201 SE Loop 820 Fort Worth, TX 76119

C. Sam Rayburn Memorial Veterans Center (SRMVC)

1201 E. 9th St.

Bonham, TX 75418

FEDERAL HOLIDAYS:

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday. Observance of such days by Government personnel shall not be cause for additional period of performance or entitlement to compensation except as set forth in the contract. If the contractor's personnel work on a holiday, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost. The contractor agrees to continue to provide sufficient personnel to perform round-the-clock requirements of critical tasks already in operation or scheduled and shall be guided by the instructions issued by the contracting officer or his/her duly authorized representative.

HOLIDAY DATE

New Year’s Day Jan 1 Martin Luther King’s Birthday 3rd Monday in Jan President’s Day 3rd Monday in Feb Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in Nov Christmas Day Dec 25

SPECIAL EVENTS: The Contractor shall be notified in advance of any special events which might cause an increase in the utilization of the shuttles with patients, patrons, or visitors to the Medical Center. Contractors shall be required to adjust the level of needs to accommodate.

PERFORMANCE AND NOTIFICATION:

• Contractor shall provide shuttle services with the required specifications of shuttle utilizing vehicles capable of transporting safely and comfortably. When transporting all passengers, contractor shall be in accordance with VHA Directive 2008-020.

• Electronic Transmissions: The Contractor shall propose an electronic media, (e.g.

facsimile, e-mail), available at all times during the period of performance to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

• Contractor Personnel Roster: Within seven (7) days after contract award the contractor shall provide the following employee information:

1. Name

2. Position

3. Title, and

4. Work assignment area

• Thereafter, any personnel changes shall be submitted prior to any changes occur and only after approval of the Contracting Officer.

CONTRACTOR PERSONNEL QUALIFICATIONS:

• Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee.

• Contractor will be required to provide customer service training initially and annually to shuttle drivers, as well as attend VA customer service training when appropriate.

• Contractor personnel will wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean and neat at all times. Undergarment should not be visible through or show outside of outer clothing. Shoes should be closed toe and allow employee to respond to any type of emergency. Hair should be neatly arranged.

• Critical Core Elements for Clearance of shuttle drivers are to ensure employee, public and patient safety, VA policy requires that all those who drive a vehicle for VA be medically evaluated. The level of evaluation will be based on legal and regulatory requirements (i.e. Commercial Driver License requirements), the size of vehicle, number of passengers, length of time on the road and other applicable job factors. Contractor shall comply with same elements for clearance of shuttle drivers. (VA Handbook 5019/1 Part II Appendix A)

• It is the contractor’s responsibility to foster confidence and trust in patients, visitors, and employees through professional behavior and appearance. All customer service complaints should be handled within 24 hours with a resolution. The contractor must let the COR know what action was taken to address the concern and if it was validated. If the contractor’s behavior becomes an issue in performing customer service or their duties it will handled by contractor immediately for quick resolution to ensure patient satisfaction and job performance is not compromised.

• Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

Contractor should be able to illustrate that they perform this same level of work and complexity currently or in the past. Should illustrate a staffing plan that illustrates knowledge of carrying this type of workload and supervision related to shuttle service.

• Within seven (7) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licenses and any other qualifications required for this contract. The initial documentation shall be provided to the Contracting Officer (CO) prior to the commencement of performing any services under this contract.

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

• Contractor shall be required to meet the following:

o Shuttle driver physical examinations - to assure that operators can drive themselves and passengers safely, react to emergencies and, where appropriate, perform basic life support (BLS).

o Required to wear professional shuttle uniforms that consist of a collared shirt, long pants (No jeans).

o No T-shirts will be allowed as part of the uniform, will require collared shirts.

o The uniforms are required to look professional, neat, and clean in appearance and should all match to clearly identify shuttle staff as a shuttle driver.

o Contractor will ensure that staff have closed-toe shoes that are clean and neat in appearance. Shoes should be closed toe to allow employee to respond to any type of emergency.

o All outerwear that the contractors wear for inclement weather will need to match and will be considered a part of the uniform expectations, so staff look professional, easily identified, and visible to customers.

o Contractor shall submit uniforms/shoes for approval to COR and Contracting Officer to ensure it meets expectations.

o Contractor shall be required to ensure shuttle drivers do not smoke on VA property or in the shuttle buses. Clothes are to be smoke free throughout the duration of their performance. VA Health Care Facilities are smoke- free meaning that smoking is prohibited for patients, visitors, contractors, volunteers, and vendors at all property assigned to VHA that is under the charge and control of VA (VHA Directive 1085).

o Hair should be neat and clean and always look professional.

o Required to always wear their photo ID badge.

• Shuttle drivers will be required to assist patrons with the removal of walkers, canes or personal medical equipment on and off the shuttles if needed.

• Shuttle drivers are required to have knowledge and training of the shuttle lifts to assist handicap patrons on and off the shuttles in a safe and secure manner. Contractor will need to provide evidence of driver training on shuttle lift procedures for safety.

• Shuttle drivers will be required to be familiar with the VA grounds to answer questions pertaining to drop off and pick up locations of the shuttle as well as the different entry point for customers utilizing the VA such as buildings and locations on property.

SHUTTLE TRANSPORTATION DRIVER:

• Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers that comply with VHA Directive 2008- 020.

• Driver Verification - All State driver’s licenses must be verified through the Department of Transportation (DOT), National Highway Traffic Safety Administration, National Driver Register, or an equivalent State program.

• The State driver’s licenses and driving records must be reviewed for all new drivers.

• Driving records exhibiting an at-fault accident or moving violation must prompt a review of driver suitability for the transport of patients. Drivers may be limited or prohibited from transporting patients based on driving record or license status.

• Appropriate driver screening is defined as license criteria to operate appropriate vehicles and positive driving history. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law.

• Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation for the services they perform.

• Drivers are required to have a CDL.

• Driver’s licenses and driving records must be verified every 4 years and upon the occasion of a VHA transportation accident. All drivers must meet the minimum VA and VHA medical requirements for the operation of vehicles. Medical evaluations of motor vehicle operators and incidental operators must be conducted in accordance with VA Handbook 5019, Part IV, Appendix B.

• All drivers transporting patients shall receive initial basic safe driver training and annual refresher to include defensive driving techniques, use of safety belts, medical center policy, patient safety and emergency response procedures.

• Contractors must receive training on basic first aid, cardiopulmonary resuscitation (CPR), bloodborne pathogens, and the use of personal protective equipment.

• Drivers shall be trained in methods for securing patients including use of wheelchair lifts, restraint systems and other assistive devices during transportation. Driver training may only address the specific equipment of the assigned vehicle.

• Wheelchairs must face forward during transit, when feasible. Wheelchair occupant restraint systems must be integrated by the manufacturer or approved by the manufacturer for use. The use of vehicles with wheelchair lift systems or vehicle retrofit must comply with DOT 49 CFR 571.404.

• Contractor shall develop a Standard Operating Procedure (SOP) for communication on how they handle Motor Vehicle Accidents involving shuttles on VA property.

• Contractor shall immediately drug test a driver following an accident on VA property. The contractor on site supervisor shall be the point of contact for VA Police and Safety to follow up regarding any legal or criminal investigations related to any accident involving the contractor.

• Shuttle drivers will not drive until drug test results and accident investigation are investigated properly and a conclusion has been reached to ensure the safety of our patients, visitors, and staff.

• Prior to the commencement of services under this contract, the Contractor is responsible for providing the CO with verification that drivers shall have the following before they provide any services related to this contract:

a. Health examinations including TB testing and verification that it was completed;

b. Either received the Hepatitis B vaccine series, or is immune as a result of acquired infection, or have been offered and refused the vaccinations;

c. Received measles-mumps-rubella (MMR) vaccine. Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three diseases and is required for all persons born after 1956;

d. A negative PPD within the last six months, or if a known reactor, a negative chest X-ray upon hire;

e. A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with varivax (chicken pox);

f. Received training in Universal Precautions and Blood Borne Pathogens, Hazardous Material Management, and Life Safety Management (fire preparedness);

g. Drivers should be in good health and not sick from any respiratory or gastrointestinal illness while transporting patients. Drivers shall not have a fever or flu like symptoms while transporting patients.

h. All drivers transporting shall receive initial basic safe driver training and annual refresher to include defensive driving techniques, use of safety belts, transporting wheelchair patients safely and properly, safety and emergency response procedures.

Training for drivers operating patient shuttles from the DOT, National Highway Traffic Safety Administration.

i. All shuttle drivers are required to be trained to perform basic life support (BLS).

Divers may need to respond to an emergency at any time on the shuttle bus and should be trained in how to respond.

j. The contractor is required to immediately report any accident that occurs on VA property immediately to VA police and Safety for proper investigation. As well as notify COR of the incident that has occurred and the proper resolution.

CONTRACTOR EQUIPMENT, VEHICLES AND INSPECTION:

• The contractor shall be required to provide the following equipment specifications:

o Shall be required to provide a minimum of 12 passenger Shuttle bus = 10

Passengers + 2 Wheelchairs for all shuttle locations. Contractor will be responsible for ensuring equipment specifications are adequate to perform service without interruption.

o Shall be required to provide a replacement shuttle for equipment malfunctions, accidents or replacement of vehicles required for maintenance.

Replacement vehicle must meet same requirements and specifications as listed in PWS.

o Please click the link below for comparable specifications https://nwbus.com/inventory/shuttle-buses-for-sale/2016-ford-goshen-10-passenger-2-wheelchair-s29770/ o Wheelchair lift required as shown in comparable specification link.

• Contractor shall be required to provide a vehicle no older than 5 years old. Vehicles shall be in good condition; clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.

• The VA reserves the right to inspect the contractor’s equipment and vehicles as well as record keeping of maintenance quarterly to ensure it is being maintained in good repair.

• The VA will make the decision of when the vehicles should be removed from service and replaced with a new vehicle.

• Contractor shall be required to provide professional signage for each shuttle bus as outlined in the PWS, The VA will have the final decision on all signage being posted on the exterior or interior of the shuttles.

• The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained.

• The VA reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA.

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

• Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.

• Vehicles will be washed /cleaned on the outside and inside regularly to ensure the shuttles stay clean and neat in appearance. Trash will be emptied daily as well as the buses checked regularly to ensure no spills or sanitary issues on the buses that cause odor or health risks.

• The contractor shall not be permitted to borrow equipment from the Medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA.

https://nwbus.com/inventory/shuttle-buses-for-sale/2016-ford-goshen-10-passenger-2-wheelchair-s29770/ https://nwbus.com/inventory/shuttle-buses-for-sale/2016-ford-goshen-10-passenger-2-wheelchair-s29770/

• The shuttles are typically the first impression of our Veterans when coming to the facility it is important that these standards of cleanliness be maintained at all times.

• Each vehicle will maintain a first aid kit, spill kit and fire extinguisher at all times.

These kits will be provided by contractor and will be inspected by contractor regularly to ensure they are compliant if a need or emergency arises.

CONTRACTOR PERFORMANCE AND NOTIFICATION:

• In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA COR manger and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be re-procured.

The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may result in termination of the contract.

• The Contractor will be notified who will be the COR, prior to commencement of contract.

• Contractor shall provide shuttle services utilizing vehicles capable of transporting safely and comfortably, per the hours stated. When transporting all passengers, contractor shall be in accordance with VHA DIRECTIVE 2008-020. VHA Directive 2008-020

• Electronic Transmissions: The Contractor shall always utilize email to communicate patient incidents, requests for services, special correspondence, etc. to the VA.

• Within seven (7) days after contract award the contractor shall provide its Contractor-Personnel Roster to the COR containing the following employee information: Name, Position, Title, and Work assignment area.

• Thereafter, any personnel changes shall be submitted to the COR to verify the persons’ driver’s licenses, credentials and medical fitness prior to the transportation of patients.

• Contractor shall be provided with the name and contact information of the COR and Transportation Manager prior to commencement of contract.

• Contractor shall be required to wear uniforms that look professional, neat and clean in appearance and should all match to clearly identify them as a shuttle driver. Will require to review/approve uniform to ensure it meets expectations.

• The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by the patients with regards to transportation services and will address/make contact on all complaints timely by COB the day the complaint is made. 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 and unless it is provided as a written modification to the contract from the Contracting Officer.

• Shuttle drivers will be required to assist patrons with the removal of walkers, canes or personal medical equipment on and off the shuttles if needed.

• Shuttle drivers are required to have knowledge and training of the shuttle lifts to assist handicap patrons on and off the shuttles.

• Contractor shall coordinate and work with Valet and Escort contract staff to ensure patients, visitors and staff are handled appropriately regarding service overlap.

• Outpatient escort will transport patients at the main entrances identified. Once the patient is off the shuttle lift, outpatient escort will transport the patient to their outpatient destination.

• No VA staff or other contractors are allowed to operate the contractors shuttle lift, the contractor is required to ensure the patient is loaded and unloaded safely.

• Contractor shall coordinate and work with valet and outpatient escort to ensure there is positive communication and teamwork to handle the needs of patients riding the shuttle that have escort needs or maybe loading and unloading in the valet area.

• Contractor shall be required to carry out daily huddles before the commencement of the workday with valet and outpatient escort to ensure communication of concerns, process improvement or changes are discussed among the services to ensure positive patient experience and timeliness of service. Contractor is required to provide documentation monthly to COR of daily huddle meetings and topics discussed. Contractor shall communicate to COR any recurring issues or concerns so they can be addressed timely among the services.

CONTRACTOR'S RESPONSIBILITIES AND INSURANCE REQUIREMENTS:

• The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Necessary licenses and permits required. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract.

• The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence.

• The Contractor shall maintain personal and automobile liability, and property damage insurance, as prescribed by the laws. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR.

SAFETY REQUIREMENTS:

• In order to protect the lives and health of patients, the Contractor shall take such safety precautions as the Contracting Officer, or the COR, may determine to be reasonably necessary.

• The Contracting Officer, or the COR, will notify the Contractor of any safety non-compliance and the action to be taken.

• The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work.

• The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor shall promptly complete and submit to the Contracting Officer Technical Representative, an Incident Report with all information felt to be necessary for any full review. Bodily injuries resulting for incidents will be reported to Contracting Officer with all information necessary.

• The contractor is required to immediately report any accident that occurs on VA property immediately to VA police and Safety for proper investigation. As well as notify COR of the incident that has occurred and the proper resolution.

• Contractor must report vehicle accidents and incidents to the Contracting Officer with a formal accident report.

• Accident reports are to be forwarded to the facility Accident Review Board and the Patient Safety Manager.

• Provide cameras on shuttles to monitor accidents and safety concerns such as Samsara that features a camera/recording system to capture accidents and behavior issues.

• Contractor shall develop a Standard Operating Procedure (SOP) for communication on how they handle Motor Vehicle Accidents involving shuttles on VA property and how they handle all accidents involving contracted staff and shuttles. SOP must be submitted to the COR and Contracting Officer for approval.

• The Contractor shall notify the COR, in writing within 24 hours of any complaints made by the patients with regards to transportation services and will address/make contact on all complaints timely by COB the day the complaint is made. 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 and unless it is provided as a written modification to the contract from the Contracting Officer.

• The Contractor shall supply a contingency plan when schedules are disrupted, altered and/or increased or decreased during the life of the contract. To include Emergency Management Plan/Inclement Weather Plan to address staffing plans and supplies to ensure workload carries on in the event of weather conditions, or emergencies that may create challenges in normal operations.

INTERFERENCE WITH NORMAL FUNCTIONS:

• The Contractor’s personnel may be required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the Contracting Officer.

CONTRACTOR'S QUALITY CONTROL PROGRAM (QCP):

• The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be forwarded to the CO in the complete RFQ package submitted by the contractor. The QCP is separate from the required Management/Technical Capabilities that will be provided by the contractor. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

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

2. 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.

3. For methods used for identifying the quality of service performed please reference the Quality Assurance Surveillance Plan (QASP).

4. On-site records of all vehicle maintenance, cleaning and repairs performed on vehicles used in the performance of this contract. Institute methods to identify and prevent vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle.

5. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

6. The methods of identifying and preventing phone/radio/electronic communication breakdowns. Provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle communication.

7. 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.

8. Providing reports of patient complaints, peak hours, shuttle usage or concerns to COR weekly/monthly reports.

9. Contractor shall be required to ensure that the waiting times for shuttle service is less than 10 minutes.

10. Contractor shall be required to ensure that all patient complaints are handled timely and responded to within 24 hours. Corrective action should be taken to investigate any customer service issues by staff as well as processes regarding services. A report of these complaints and corrective action should be forwarded to COR.

11. Contractor shall be required to provide staff training plans, ability to meet the workload, especially the scheduling changes, methodologies for identifying and correcting changes to staff level and training, ability to provide adequate supervision, and ability to have appropriate qualified staff.

12. Contractor should address contingency plan when schedules are disrupted, altered, and/or increased or decreased during the life of the contract.

13. Contractor shall address contingency plan in the event the contractor owned vehicles, equipment, etc. fails. The plan shall address temporary solutions to interruptions and shuttle service due to vehicle breakdowns.

CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

• The Contractor shall furnish all the necessary resources, equipment and supplies to include at a minimum twelve (12) vehicles:

• Contractor Vehicles, with appropriate and professional signage on shuttle buses that easily show the shuttle route name visible from front, side and back. (color zones are also required to show for Dallas shuttles) – Shuttle signage must be approved by the VA prior to placement on vehicles.

• Vehicles shall contain at a minimum, the following:

1. Side and rear loading doors shall be operational from both inside and outside vehicle.

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

3. Vehicle shall have safety belts for all occupants.

4. Vehicle shall have heating, air conditioning and adjustable temperature controls.

5. ABC rated fire extinguished with fire extinguisher tag showing record of inspections.

6. Vehicle shall contain a First Aid Kit with a minimum of the following: band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers.

7. Vehicle shall have on board supplies to provide infection control precaution procedures.

8. Contractor shall provide a two-way radio or cellular phones that shall be fully operational at all times during contract performance.

PERFORMANCE WORK STATEMENT

9. Contractor shall provide GPS/video software for shuttles (such as Ride Systems) providing real time GPS tracking of shuttles allowing Veterans, visitors, employees, and volunteers to view real-time pick-up information on phone apps and computers. Software will show transparency of pick- up times and route information to the consumer in real time.

10. The VA will have TV Monitors mounted at the main entrance areas to display this software for customers to see the location of the shuttles on the monitors.

11. Contractor shall provide real time tracking system for shuttles to capture workload, peak times, and stats on waiting times for pickups and drop offs for patient experience. Provide weekly reports showing workload and stats on shuttle usage.

12. Contractor shall provide interior and exterior cameras on shuttles including back up shuttles to monitor accidents and safety concerns such as Samsara that features a camera/recording system to capture accidents, driving, safety, speed, and behavior issues.

13. Contractor will be allowed to park vehicles in designated areas on site that the VA approves.