S03--36C24621Q0330_1 final.docx

36C24621Q0313

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

36C24621Q0330 02-10-2021 harold mcquillia 7573153430 02-23-2021 12:00pm

EST

Harold McQuillia harold.mcquillia@va.gov Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

X

485991 $16.5 Million

NET 30

N/A

Department of Veterans Affairs

Multiple site locations See Performance Locations Located under Section D.1 NC

Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page Durham VAMC Wheelchair Van Services

See Section B2 for the Schedule of Services

See Section B3 for the Performance Work Statement

The Period of Performance is as follows Base period : April 1, 2021 - March 31, 2022 Option Year 1: April 1, 2022 - March 31, 2023

See CONTINUATION Page

Chinedu Nwauwa Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C246 Chinedu Nwauwa Harold McQuillia harold.mcquillia@va.gov Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SCHEDULE OF SUPPLIES/SERVICES

Contractor shall provide Wheelchair Vans for beneficiaries for whom such service is specifically authorized by the Durham VA Medical Center (VAMC), Durham, North Carolina. Contractor shall furnish all personnel and equipment to provide services for Wheelchair Vans, twenty-four (24) hours per day, three hundred sixty-five days per year, in accordance with all of the terms, conditions, provisions, and referenced materials of this solicitation for a one-year period.

This is a Firm Fixed-Price Requirements contract

BASE PERIOD: 1 April 2021 THRU 31 March 2022

14,400

TRIPS

1,000

TRIPS

TRIPS

TRIPS

1,500

TRIPS

1,000

TRIPS

250,000

MILES

HR

EACH

TOTAL BASE YEAR: $______________

OPTION YEAR 1: 1 April 2022 THRU 31 March 2023

14,400

TRIPS

1,000

TRIPS

TRIPS

TRIPS

1,500

TRIPS

1,000

TRIPS

250,000

MILES

HR

EACH

TOTAL OPTION YEAR 1: $______________

TOTAL ESTIMATED COST OF BASE PERIOD AND OPTION YEAR 1_____________

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

B.3 PERFORMANCE WORK STATEMENT (PWS)

The Department of Veterans Affairs Medical Center, Durham VA Medical Center (VAMC), Durham, North Carolina provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, psychiatry, and skilled nursing home care. This care facility also provides ambulatory services to those veterans not requiring hospitalization. The contractor shall provide 24-hour Wheelchair Van Services for the beneficiaries of the VAMC on an as needed basis, and for patients with regular standing appointments at either the VA facilities or private facilities in the community.

Patient Pick-Up and Delivery From/To VAMC: Services for Wheelchair Vans drivers shall report to the VAMC Durham Emergency Department (ED) to check in for each transport. The Health Administration Service is staffed 24 hours a day, seven days a week. The contractor shall check-in/out with the ED during the hours of 8:00 a.m. to 4:30 p.m. Monday thru Friday and with the Administrative Officer of the Day (AOD), ED entrance all other times to sign the driver’s log. The contractor shall follow the following protocol:

1. The VA Medical Center Contracting Officer’s Representative (COR), or his designee, will make requests for services in writing or by telephone. All trips for which the VA is the payor will be furnished at contract prices regardless of who initiates the call.

1. NOTE: The contractor shall notify the VAMC of any delays in the transporting of patients.

1. Universal Precautions shall be used on all VA patients.

http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=standards&p_id=10051

1. For excusable time lost in waiting at either end of a trip the contractor will be reimbursed at the rate of one-fourth the hourly rate for each quarter hour. As soon as the delay is anticipated, the contractor will contact the transportation office or the COR.

1. Rates will apply to any trip. Payment for mileage traveled beyond the 20-mile radius will be paid at the one way only rate. This mileage cost will be paid in addition to the applicable rate per trip for any trip within the 20-mile radius. Unless specifically authorized by Fiscal Service or his/her designee, the driver is to take the shortest distance available. The contractor will be reimbursed accordingly if advised to take the most expeditious route regardless of mileage.

1. Requests for service will be made in writing via fax or by telephone from the Contracting Officer’s Representative (COR). The contractor will be informed at that time of the location for pick-up and drop-off of the patient.

1. The contractor shall provide telephone numbers and fax numbers for receiving requests for services. If the contractor fails to furnish the service within 45 minutes after receiving a request, including messages left on answering machine or with answering services, the Medical Center reserves the right to obtain the service from another source and charge the contractor for the additional expenses.

1. Transport of baggage with veterans shall occasionally be required.

1. QUANTITIES:

Mileage threshold for wheelchair van services: The mileage threshold is within a twenty (20) mile radius for each of the following facilities:

· Durham VAMC, 508 Fulton St, Durham, NC 27705

· Greenville HCC, 401 Moye Blvd, Greenville, NC 27858

· Morehead City CBOC, 5420 US 70, Morehead City, NC 28557

· Newbern NC Dialysis Clinic, 3650 Neuse Blvd, Newbern, NC 28560

· Raleigh CBOC, 3305 Sungate Blvd., Raleigh, NC 27610

· Brier Creek Dialysis Clinic, 8081 Arco Corporate Dr., Raleigh, NC 27617 Charges for travel within this mileage threshold shall be billed at the base rate.

1. REQUIREMENTS:

1. Wheelchair Van Vehicle Requirements: All vehicles used to provide services on this contract shall meet the following requirements. All vehicles must be registered in the State of North Carolina at the time of award.

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

0. Shall have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

0. Shall be equipped with operational air conditioning heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 79 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning system has been repaired.

0. Shall have exterior free of grime, oil or other substances and free from cracks, breaks, dents and damaged paint that noticeably detract from the overall appearance of the vehicle.

0. Shall be equipped with hubcaps or wheel covers.

0. Shall have all body molding in place, or if removed, holes shall be filled and painted.

0. Shall have passenger compartment that shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges and vermin or insects.

0. Shall have unobstructed vision on all sides.

0. Shall be equipped with an operable two-way radio and/or cellular telephone communication system that provides for contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute.

0. Shall meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

0. Shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

0. Shall not have leaks of any kind.

0. Shall be equipped with a functioning horn.

0. Shall have operable seat belts on all seats.

0. Shall have fully charged, certified and non-expired fire extinguisher.

0. Shall have wheelchair tie-down straps and effective securement devices to secure both wheelchair and wheelchair beneficiaries.

0. Shall have a backup for all lift capacity. 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

0. Shall have a fixed seat position or a fixed secured floor or sidewall wheelchair lock should be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs. Driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven. VAMC Durham will not incur any cost associated with the contractor providing inadequate or faulty equipment.

1. WHEELCHAIR SECUREMENT REQUIREMENTS FOR VEHICLES:

1. All wheelchair securement systems (for occupied or unoccupied wheelchairs) shall be designated to be stable in all manners of normal driving, and to secure the wheelchair during an accident.

1. All wheelchair tie-downs shall be installed in accordance with manufacturer instructions. Backing plates, as supplied by the tie-down manufacturer, are acceptable.

1. Wheelchair securement devices shall not be attached to van doors.

1. All wheelchair restraints (for occupied or unoccupied wheelchairs) shall hold the wheelchair stable in all manners of driving. Installation of wheelchair restraints should be installed according to the restraint manufacturer’s installation instructions. After installing the restraint system, the wheelchair should be properly positioned and restrained in the vehicle and tested for motion. The wheelchair should not be able to move more than ½ inch in any direction while driving under normal conditions.

1. Wheelchair securement systems intended for use while the wheelchair is occupied shall not be attached to any part of the wheelchair designed for easy removal (e.g. footrest or armrest), or to the cross-member of the wheelchair. Patient must always be secured in the wheelchair when he is being transported to and from the vehicle, as well as being driven in a wheelchair van.

1. Wheelchair restraints for use by driver of a motor vehicle must be operable (into and out

of) the restraint solely by the driver, without the need of assistance. When the wheelchair is restrained in the driver’s position, there must be audible or visual signal to the driver that assured the driver that the wheelchair is fully restrained by the restraint system.

1. Vehicles equipped with a transfer seat should have a tie-down system to secure the unoccupied wheelchair and be placed in such a position as to allow adequate client transfer. The tie-down must be operable by the client and shall be clearly labeled, “for unoccupied wheelchair only”, unless unit has been safety tested and approved for occupant use.

1. The only positions acceptable for a wheelchair occupant shall be forward facing or side facing. Securement systems for passengers must conform to all other wheelchair tie-down requirements.

1. A seat belt restraint system shall be provided at each driver and passenger position. Anchorage for Occupied restraints shall either be directly to the vehicle or be mounted to suitable points on the wheelchair or wheelchair restraints, provided that such belts comply with the 30 MPH/20G force testing. Do not anchor to any movable or removable parts of the motor vehicle.

1. Additional chest straps, body positioners or other equipment shall be added when necessary to assist in a patient’s balance and stabilization.

1. All wheelchair securement systems, in conjunction with a safety belt system, must keep the wheelchair and occupant securely restrained in the event of a 30 MPH/20G frontal collision.

1. No one shall be allowed to be transported from a three-wheeled scooter type wheelchair.

1. On some vehicles, occupant restraint attachment points should be in the roof area. This type of attachment may require reinforcement to facilitate proper mounting support.

1. VEHICLE INSPECTIONS:

1. The Durham VAMC will inspect all vehicles that are to be utilized in the performance of this contract. These inspections shall be conducted at the beginning of the contract and before each initial use of an added vehicle. All vehicles shall have State of North Carolina Inspections at time of award. VA inspections of contractor vehicles shall in no way constitute a warranty by the VA that the contractor’s vehicles are properly maintained.

1. Contractor shall not use any vehicles for this contract that has not passed inspection.

1. Contractor shall contact the COR to coordinate the date, time, and location for inspections.

1. The Contractor shall provide the COR with a list of all vehicles used to provide services under this contract, including vehicle license numbers, and insurance certificates prior to initiating service. An updated list shall be provided to the COR quarterly.

1. All vehicles shall be made available for inspection at any reasonable time during the performance of this contract when requested by the Contracting Officer or COR. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall be removed from service immediately. That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies.

1. The Government reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement shall be cause for disallowance of compensation for services rendered in the violating vehicle.

1. EQUIPMENT TO BE FURNISHED BY THE CONTRACTOR

Contractor shall furnish and install communication or radio equipment in their wheelchair vans which allows them to be in communication with their dispatcher at all times.

1. PERSONNEL QUALIFICATIONS-Licensing of employees

1. All contractor personnel performing contract services shall meet the qualifications and be licensed as specified in the contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility Director. The Contractor shall provide the COR an updated list of drivers by the fourth day of each month when additions or deletions have been made during the previous month. The Contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points on their driver’s license, none of which were assessed for “Reckless Driving.” The Durham VAMC reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section. Contractor shall provide a copy of the state driver’s license as supporting documentation.

1. The Contractor shall maintain a record of each employee to include, current driving records and physical capabilities of performing the duties of a wheelchair vehicle driver. The Contractor shall make these records available for inspection upon request by the Contracting Officer or the COR.

1. Drivers shall not transport the Durham VAMC beneficiaries if they appear to be ill or under the influence of drugs or alcohol. Drivers shall not transport anyone who insists on smoking during the transport; this includes drivers and attendants as well. Drivers shall display professional manners at all times. Rude or obscene behavior or language shall not be accepted.

1. Drivers shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for. Drivers shall secure all beneficiaries and passengers with approved security devices prior to transport.

1. Contractor shall demonstrate to the Durham VAMC that their attendants are adequately trained in the safe and proper transport of beneficiaries.

1. Contractor shall immediately notify the COR of any vehicle breakdowns or other problems that can result in service disruption.

1. Non-Emergency Attendant/Drivers shall be capable to administer oxygen and have successfully completed the Standards and Advanced First Aid Courses of the American Red Cross or U.S. Bureau of Mines or equivalent. Proof in the form of a current certificate that such first aid training has been successfully completed shall be submitted with offeror’s proposal and available upon request.

1. The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel:

Personnel shall be considered employees of the contractor

1. CONDUCT:

The following acts are not permissible by drivers that provide services under this contract or while on VA premises.

1. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor’s prescriptions which do not impair driver’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

1. Gambling in any form.

1. Smoking and other uses of tobacco while on duty. Both Beneficiaries and Contractor are prohibited from smoking in vehicles.

1. Carrying of pistols, firearms or concealed weapons.

1. Resorting to physical violence to settle a dispute with a fellow employee, beneficiaries or the general public while on duty.

1. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior.

1. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward beneficiaries or other employees.

1. Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

1. Engaging beneficiaries in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

1. Soliciting or accepting tips from beneficiaries, companions or others at any time.

1. Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract.

1. COMMUNICATION SYSTEM:

The Contractor shall maintain enough telephone capacity to ensure immediate communication access between Durham VAMC and the Contractor’s facility for the purposes conducting business in the performance of the contract

1. GENDER

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

1. QUALITY CONTROL PROGRAM

1. Contractor shall establish and maintain a complete Quality Control Program (QCP) to assure that the requirements of this contract are provided as specified. Contractor shall identify his management concept for ensuring compliance with all contract requirements. Contractor shall furnish copies of these records if requested by the Contracting Officer or COR. The Contractor’s QCP shall include at a minimum the following:

1. An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections.

1. The QCP shall include the methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable.

1. The QCP shall have on-site records of all inspections conducted by the Contractor and corrective action taken.

1. The QCP shall have on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract.

1. TRANSPORTATION REQUEST

1. TRANSPORTATION REQUEST: VA will FAX a transportation request to the Contractor for next day transportation requirements by 4:00 pm daily. The VA transportation office will maintain a log for all trips on the request. Confirmation of receipt of the transportation request will be made by 4:30 each day. Orders, requests, or changes will only be made by the travel Clerk, AOD, or authorized party specified by the Chief, Health Administrative Service. Changes will be made by telephone, fax or email and will be confirmed immediately upon receipt. A list of authorized ordering personnel will be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of VA Medical Center Durham. The Contractor will be notified of such changes as they occur.

1. SAME DAY TRANSPORTATION REQUEST: During the day, it may become necessary to add beneficiaries to the Contractor’s list. When this occurs, the VA will fax, telephone or email the request to the contractor. The transportation office will maintain a log for all same day trips (including weekend and holidays) which will include the beneficiaries name, location/destination, time of call and requested transport time. The contractor will immediately confirm the request and confirm the time the beneficiary is to be transported.

1. TRANSPORT AND DELIVERY: Contractor shall be on time for its scheduled transports. Beneficiaries will be transported, within 15 minutes of the scheduled transport time. The Contractor shall transport and deliver beneficiary to the specific clinic where the beneficiary’s treatment is being provided. This includes transports at any location (i.e. clinic or ward area at the Durham VA Nursing Homes and private residences). In no instance will the Contractor drop beneficiaries off in the hall or entrance of the VA. Adherence to schedules is of utmost importance. If the veteran is not at the location, unable or refuses to be transported the contractor shall be reimbursed for a one-way trip after VA has authorized Contractor to leave without the beneficiary.

1. All drivers shall report to the Travel Clerk or AOD on duty at the time a beneficiary is delivered to the Durham VA Medical Center and drop off the trip ticket for that trip. Trip tickets shall be delivered to the travel office no later than 6:00 pm for all trips completed between 5:00 am and 6:00 pm each day. Trip tickets for all trips completed after 6:00 pm will be dropped off by 6:00 am the next business day. Trips completed on weekends and holidays shall be delivered to the travel office no later than 6:00 am the next business day. Trip tickets shall indicate date of trip, transport, and delivery points, veteran’s name, charges, driver’s name or number, and if same day service, the person’s name that ordered the service.

1. Courtesy call shall be made to patients 45 minutes before scheduled pick-ups; information will be provided by travel clerk when pick-up is scheduled.

1. CANCELLATIONS:

The contractor shall not charge for scheduled trips cancelled sixty (60) minutes prior to transport time. For trips scheduled for the same day, there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

1. WAITING TIME:

Wait time is defined as the amount of time spent waiting after a scheduled transport time.

1. In no instance is a beneficiary to wait longer than thirty (30) minutes after scheduled transport time or receipt of a transport order for an unscheduled transport. When a beneficiary shall wait longer than 30 minutes, Contractor shall be charged for each quarter hour or fraction thereof in excess of 30 minutes at the rate quoted in the proposal for wait time. If rescheduling of an appointment is necessary due to failure by the Contractor to transport within the 30 minutes, the Durham VAMC will not pay for the round-trip transport.

1. For time lost in waiting after the first 30 minutes at either end or both ends of the trip due to causes beyond control, the contractor shall be reimbursed at the rate specified in the schedule of supplies and services. If the transport is other than at the designated area, the Contractor shall call the Transportation Assistant or Medical Administrative Officer (AOD) on duty as soon as the Contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the transport point and is not necessary if the Contractor anticipates no delay for which he shall claim reimbursement.

1. In order to keep waiting time at an absolute minimum, the Contractor shall immediately notify the Travel Clerk or AOD on duty when all vehicles are in service. All wait time charges shall be supported by Notification to the Travel Clerk or AOD that the driver (vehicle) is in a waiting status. At this point, information concerning reason for wait shall be provided.

1. SERVICE DISRUPTION:

0. The Contractor shall immediately report any and all vehicle breakdowns or other problems that may cause service disruptions to the COR. When breakdowns occur, the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the beneficiaries. When conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Travel Clerk or AOD.

1. Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the beneficiary, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

1. NUMBER OF PATIENTS:

1. Only one patient will be transported on a trip unless specifically authorized by the Durham VAMC. When, pursuant to Durham VAMC authorization, more than one patient is transported concurrently on a trip, reimbursement will be made at the rates contained under the Pricing Schedule for transporting one patient. Regardless of the number of patients transported concurrently on a single trip beyond the mileage radius, the Contractor shall be reimbursed at the mileage rate for only one trip to the longest distance traveled with any one patient on that trip. Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

1. The Durham VAMC, may, in the interest of the patient, authorize a relative to accompany him/her at no extra charge to the Government.

1. RATES:

1. For all one-way trips within a 20-mile radius of the Durham VAMC, the Contractor will receive the flat rate awarded for that trip. The Contractor will also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the 20-mile radius of VAMC Durham. In no event shall the Contractor receive reimbursement for the mileage charge for any mileage inside the 20-mile radius of VAMC Durham. Mileage charges are only applicable outside the 20-mile radius of VAMC Durham.

1. Payment for mileage travel beyond the 20-mile radius of VAMC Durham shall be limited to the distance. One-Way mileage for travel beyond the twenty (20) mile threshold shall be at the base rate plus the mileage for each mile beyond twenty (20) miles. Mileage shall be calculated using the current mileage guide or an agreed upon equivalent.

1. Toll Charges:

1. It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to two way only and shall be listed separately on Contractor’s trip tickets.

1. Disaster Plan:

1. In case of a disaster, natural or man-made, Contractor shall utilize maximum available resources to assist in the emergency transport of beneficiaries either to or from the Durham VAMC.

1. Contractor’s performance shall be in conformance with all Federal, state, and local laws to include

1. REGULATIONS

Department of Transportation, 49 CFR, and Parts 27, 37, 38, 571 and VA Standards. All regulations of the State Public Service Commission (PSC) (of where the Contractor’s facility is located) governing the control, operation of and licensing of the transportation contractor are incorporated herein by reference. All records submitted to and/or compiled by the PSC regarding inspections, safety, records, and manifests, etc. may be reviewed prior to awarding a contract and periodically throughout the term of contract.

1. COMPLAINTS HANDLING:

The COR will monitor the service provided. The Contractor shall cooperate with the COR in providing information and answering questions related to all incidents. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, the Contractor shall respond to the COR in writing within five (5) working days after receipt and a copy to be furnished to the CO.

1. BENEFICIARY WELFARE AND ABUSE:

The Contractor shall be responsible for beneficiary welfare during the transport of beneficiaries to or from Durham VAMC. Contractor shall ensure that the beneficiary's belongings are properly accounted for and delivered with the beneficiary. The Government expects the successful offer to exercise extreme caution and care in handling of beneficiaries. Any abuse of beneficiaries shall be grounds for default action or termination of contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any term of the contract.

1. INFECTION CONTROL AND COVID-19 PROTOCOL:

Health Tests and COVID-19 Protocol: Contractor shall submit proof of the following upon award of a contract. All tests shall be current within the past year. Contractor shall abide by all COVID-19 protocols in accordance with the Centers for Disease Control and Prevention (CDC), Environmental Protection Agency (EPA), and guidelines stated below.

1. Tuberculosis Testing - All contractor personnel shall provide documentation of a Two-Step Purified Protein Derivative (PPD) test performed within the past year and within ninety days of beginning at the VAMC. In case of a past positive PPD test, a negative chest radiographic report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.

1. Occupational Safety and Health Administration (OSHA) Regulation Concerning Occupational Exposure to Bloodborne Pathogens – The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.

1. VA shall notify the Contractor of any significant communicable disease exposures to its employees as appropriate. The Contractor’s occupational health provider shall adhere to current CDC and Healthcare Infection Control Practices Advisory Committee (HICPAC) Guideline for Infection Control in health care personnel (AJIC 1998; 26:289-354) for disease control. If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow up documentation of employee’s clearance to return to the workplace prior to their return.

1. Flu shots will be mandatory for all staff to include contractors unless they can provide a religious exception in writing.

1. All contractors and staff performing under this contract shall abide by VA regulations and wear appropriate Personal Protective Equipment (PPE) when necessary while performing services under this contract. Masks are meant to protect other people in case the wearer is unknowingly infected but does not have symptoms. Masks should not be placed on: Babies and children younger than 2 years old, anyone who has trouble breathing or is unconscious, anyone who is incapacitated or otherwise unable to remove the mask without help.

1. COVID-19 PROTOCOL:

1. No two patients shall ride in the van at the same time. Only one patient and one attendant (if applicable).

1. All drivers shall wear appropriate PPE while transporting veterans. (goggles/face shield, face mask, gloves). Wearing of face mask is especially important when it’s hard to stay at least 6 feet away from people.

1. Practice social distancing (also called physical distancing) to the maximum extent possible. The passengers should sit as far away as possible from the driver and each other.

1. Contractors must thoroughly wash or sanitize hands with sanitizer containing at least 60% alcohol. Avoid touching your eyes, nose, and mouth with unwashed hands.

1. Cleaning supplies must be accessible on each vehicle for disinfection. Each van shall be disinfected after each trip. At a minimum, the contractor shall clean and disinfect commonly touched surfaces (e.g., door handles, handrails, seatbelt buckles) with EPA-approved disinfectants in the vehicle at the beginning and end of each shift, after each trip, and between transporting passengers who are visibly sick.

1. Ensure that cleaning and disinfection procedures are followed consistently and correctly, including the provision of adequate ventilation when chemicals are in use. Doors and windows should remain open when cleaning the vehicle. When cleaning and disinfecting, individuals should wear disposable gloves compatible with the products being used as well as any other PPE required according to the product manufacturer’s instructions. Use of a disposable gown is also recommended, if available.

1. For hard non-porous surfaces within the interior of the vehicle such as hard seats, arm rests, door handles, seat belt buckles, light and air controls, doors and windows, and grab handles, clean with detergent or soap and water if the surfaces are visibly dirty, prior to disinfectant application. For soft or porous surfaces such as fabric seats, remove any visible contamination, if present, and clean with appropriate cleaners indicated for use on these surfaces.

1. After cleaning, use products that are EPA-approved for use against the virus that causes COVID-19 and that are suitable for porous surfaces. For frequently touched electronic surfaces, such as tablets or touch screens used in the vehicle, remove visible dirt, then disinfect following the manufacturer’s instructions for all cleaning and disinfection products. If no manufacturer guidance is available, consider the use of alcohol-based wipes or sprays containing at least 70% alcohol to disinfect in accordance with the EPA guidelines. Gloves and any other disposable PPE used for cleaning and disinfecting the vehicle should be removed and disposed of after cleaning; wash hands immediately after removal of gloves and PPE with soap and water for at least 20 seconds, or use an alcohol-based hand sanitizer with at least 60% alcohol if soap and water are not available.

1. CONFIDENTIALITY OF PATIENT RECORDS:

1. The Contractor is a VA contractor and shall assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. Contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and notwithstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA.

1. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA ‘s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records.

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B.4 SPECIAL CONTRACT REQUIREMENTS

1.0 BACKGROUND INVESTIGATIONS

A full background check is not required for this position, however all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA Facility.

Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

2.0 BILLING AND PAYMENT: The contractor shall submit invoices electronically in accordance with VAAR Clause 852.232-72, Electronic Submission of Payment Requests, via VA’s Electronic Invoice Presentment and Payment System. (See Web site http://www.tungsten-network.com/us/en/veterans-affairs-us/ )

All contractors shall be registered as a vendor to submit invoices in accordance with the Department of Veterans affairs e-Invoicing System at time of award.

3.0 CONTRACT ADMINISTRATION: Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

IN THE EVENT THE CONTRACTOR EFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

POINTS OF CONTACT:

Contracting Officer’s (CO) Contracting Officer (CO)/Administrator Chinedu Nwauwa, Branch Chief, Services 1 Harold L. McQuillia, CO Department of Veterans Affairs Department of Veterans Affairs Network Contracting Office (NCO) 6 Network Contracting Office (NCO) 6 100 Emancipation Drive, Building 27 100 Emancipation Drive, Building 27 Hampton, Virginia 23667 Hampton, Virginia 23667 Tel: 757-315-3937 Fax 757-728-3132 Tel: 757-315-3430 Fax 757-728-3132 Chinedu.Nwauwa@va.gov harold.mcquillia@va.gov

Contracting Officer’s Representative (COR)

TBD

Department of Veterans Affairs Veterans Affairs Medical Center 508 Fulton Street Durham, NC 27705 Tel: 919-286-0411 Ext.

4.0 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS):

(a) FAR 42.1502 direct all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report.