VA247-17-R-0004-002.docx

PERFORMANCE WORK STATEMENT (PWS)

WHEELCHAIR VAN TRANSPORTATION SERVICES

Section 1: General Information

0. General Description: This is a non-personal/non-emergent services contract to provide ground wheelchair transportation services for the Atlanta (VAMC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

The Contractor shall furnish the necessary personnel (drivers) and equipment (vehicles, materials and supplies) to provide wheelchair van transport service for the beneficiaries of the Atlanta Veterans Affairs Medical Center (Atlanta VAMC) residing in metropolitan and rural counties in the State of Georgia and in rare instances across state lines to surrounding bordering states i.e. Alabama, Mississippi, Tennessee, North Carolina, South Carolina and Florida.

The government reserves the right to increase or decrease the actual requirements as required.

Wheelchair van transport defined to include, but not limited to, the transport of manual wheelchairs, electric wheelchairs, power chairs, power scooters, hover rounds scooters, or other forms of mobility chairs that requires lifting capabilities to access the transport vehicle; to include beneficiaries who are able to ambulate but depends on the use of a walker, a granny walker, or a folding wheelchair as primary means of transport.

0. Hours of Operation: The vendor shall be required to furnish wheelchair van vehicles as requested 365 days a year, 24 hours a day 7 days a week including holidays; regardless of distance. Most transports will be between the hours of 0600 to 1800.

0. PERFORMANCE PERIOD

0. Base Year: October 1, 2017 through September 30, 2018

0. Option Year 1: October 1, 2018 through September 30, 2019

0. Option Year 2: October 1, 2019 through September 30, 2020

0. Option Year 3: October 1, 2020 through September 30, 2021

0. Option Year 4: October 1, 2021 through September 30, 2022

0. Type of Contract: The government will award a Firm Fixed Price Indefinite Delivery Indefinite Quantity contract.

0. Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at: http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

4. Tungsten e-Invoice Setup Information: 1-877-489-6135

4. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

4. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-invoice email: vafsccshd@va.gov

Section 2: Definitions & Acronyms

0. Definitions:

Add-on’s – Service not pre-scheduled but provided to the contractor daily requiring a 45 minute response time or better. These are services which are needed after the scheduling deadline provided by hospital staff (i.e. emergency room runs, clinic add on appointments, transfers to or from other facilities, etc.). The Labs and dialysis appointments may be schedules as early as 0700 and early pickup time may be required.

Administrative Officer of the Day (AOD) – VA employee who acts as the administrator during all hours that are not normal working hours. Normal working hours are 0600 to 1800 Monday through Friday, excluding holidays.

Atlanta Veteran Affairs Medical Center (AVAMC) – Specifically, the Atlanta Veterans Affairs Medical Center, 1670 Clairmont Road, Decatur, GA 30033

Base Rate. The rate paid for one-way transportation from a beneficiaries designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action during all phases of the trip made on behalf of the Government. The Base Rate shall constitute full compensation for one-way trips which do not exceed the “Mileage threshold” of 30 miles.

Beneficiary. Veteran determined to be eligible for benefits by the VA.

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

Contracting Officer’s Representative (COR). VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Some of the COR’s responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and is a member of the vehicle inspection team.

Contract administrative functions remain with the Contracting Officer.

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Discharge Services. Trips requiring transport upon beneficiary discharge from facility. These are also referred to as "add-on", based on the time frame of request. Travel coordinator will advise the Contractor as to any travel and/or time restrictions.

Department of Labor (DOL) - provided guidance – that government transportation contractors will pay driver actively working when not in service to include unloaded miles, contractor’s vehicle being service, and drivers who stay in area between service runs or calls. The contractor needs to keep this in mind when offering pricing or bidding on contract; the Atlanta VAMC only pays flat rate when beneficiary is on board and mileage rates when beneficiary is on board of vehicle.

Dry Run. A dry run is a request for service by authorized Medial Center personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center's needs and verified by VA staff. The Contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor.

Flat Rate or Base Rate – pricing structure that charges a single fixed-fee for service, regardless of mileage.

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.

Mileage Rate - Mileage rate for wheelchair transportation services is the rate paid for each mile traveled beyond the specified Mileage Threshold. This rate applies to loaded, one-way transportation. In no event shall the Contractor receive this rate for miles traveled within the specified mileage threshold.

Mileage Threshold – The mileage threshold is defined as a 30-mile radius of the AVAMC Decatur, GA using the latest version of BING Maps. For all one-way trips and no loads within a 30-mile radius of the AVAMC Decatur, GA., the contractor will receive the flat rate awarded for that trip. In no event shall the Contractor receive reimbursement for mileage charge for any mileage inside the 30-mile radius of AVAMC Decatur, GA. Mileage charges are only applicable outside the 30-mile radius of the AVAMC Decatur, GA.

No Patient Charge. Fee allowed to Contractor for scheduled pick-ups, which due to circumstances are beyond the contractor's control (i.e. patient refuses pick-up, patient not home, patient not medically/mentally suitable for transport, etc.). The Contractor shall not assess this charge on scheduled pick-ups that are cancelled in advance by the VA and/or the patient cancels due to being unable to arrive for scheduled appointment in time. Such a situation does not constitute the right of the contractor to charge for a Dry Run. A no service form will be completed by the driver and submitted to COR or designee (staff who approved the no-service) for signature/concurrence. When the VAMC travel office provides reasonable notification to the contractor, a no load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 60 minutes of the pickup time for trips within 30- mile radius or prior to driver departure for trips beyond 30-mile radius.

One Way Trip - Only the patient-leg of the transport.

Point of Origin – defined as inclusive of beneficiary pick-up location, beneficiary start-up point whether at the beneficiary home address, the VA hospital, VA funded facilities, dialysis units or VA CBOC (community based outpatient centers), or transport from a civilian facility where Atlanta VAMC beneficiary may be residing.

Prorated trips – Any trip in which more than one veteran is transported by a single driver, allowing only the mileage to be claimed to the farthest destination of the run.

Remote Trip – A trip that has a pick-up and drop-off outside of the mileage threshold. Base Rate plus mileage (once the Mileage Threshold is exceeded) starting from the Atlanta VA Medical Center will be used to calculate cost for these trips.

Waiting – Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the Contractor to wait at designated pick-up and/or delivery points in performing contract services. Waiting will be charged in fifteen (15) minute increments.

Waiting Grace Period – The waiting grade period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for wheelchair transportation services shall include a fifteen (15) minute waiting grade period at origin and destination.

Section 3: Government Furnished Property, Equipment, and Services None Section 4: Contractor Furnished Items and Services

The Contractor shall provide all equipment, supplies, management, supervision, and personnel necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS).

Section 5: Specific Tasks

5.1 General

0. The Contractor shall provide ground wheelchair transportation services for beneficiaries of the Department of Veterans Affairs Atlanta Medical Center

0. Toll-Free Number: The Contractor shall provide a toll free number for accepting calls from the Veterans Affairs (VA). It is estimated that 90% of all requests for services will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, or in person.

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

0. Contractor Personnel Roster: A personnel roster must be provided to the COR within seven days after the award of the contract. The contractor must provide the following employee information:

3. Name

3. Position Title

3. Work Assignments Area

Any personnel changes must be submitted to the COR within two business days after the changes occur.

5.2 Scheduling

0. Beneficiary Trip Scheduling. Beneficiaries will directly contact the Contractor with a minimum of 24 hours advance notice to schedule their transportation. At the time of a trip request, the Contractor shall verify the beneficiary’s authorization, negotiate pickup time and place, and provide the caller with a reference number for reference in billing, or resolution of any questions.

The form and method of communication VA authorization and eligibility status from VA to the Contractor shall be determined after direct discussion between the parties.

0. Routine Services. Trips scheduled two or more business days prior to travel Beneficiary, caregiver, or significant others can contact the contractor directly to schedule routine trips. Request for services with less than two business days’ notice to the Contractor shall be made by a member of VA staff.

0. Scheduled Trip. Refers to those trips in which the Contractor has been given advance notice (notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time. For return trips from scheduled outpatient visits, clients should not have to wait more than 30 minutes for pick up, no matter where the patient resides.

0. Long Distance Trip. Refers to trips in excess of 40 miles. For long distance trips the Contractor may require 24 hours’ notice.

0. Short Scheduled Trip. Refers to trips that have been scheduled in advanced, repeated trips e.g. dialysis.

0. Unscheduled Trip. Refers to those trips required on an as needed basis and advance notice is not given.

0. Urgent Services. Unscheduled services requiring immediate action, which will be requested by VA staff. Emergent cases will be telephoned to the Contractor and followed up with a faxed form (see attachment #3) to the Contractor.

0. Waiting. The time required and verified by authorized medical facility personnel, for the Contractor to wait at designated pick-up and/or delivery points in performing contract services.

0. Waiting Grace Period. The waiting grace period is fifteen minutes prior to time waiting charges commence. The base rate for transportation services shall include a fifteen minute waiting grace period at origin and destination.

0. Geographic Region Covered. The service will primarily be in the geographic areas listed in APPENDIX 1 – COUNTIES LISTING SURROUNDING below. On rare cases, trips may extend beyond this general area. For those rare cases, scheduling will be coordinated with the contractor on a case-by-case basis.

5.3 Requests for Services

0. Prior to 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 and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur.

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

0. The Contractor shall normally transport only one beneficiary per trip when authorized by VA personnel. When more than one beneficiary is transported reimbursement for the second patient mileage will not be charged, however, mileage will only be paid for the longest distance over which a patient is transported.

0. The Contractor shall account for services through the use of a “trip ticket”. The trip ticket shall indicate the date and time of service call, name of beneficiary requiring services, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. Copies of trip tickets are to be provided monthly, along with the monthly invoices sent for payment. Fast-Trak and or bridge receipts should also be provided on a monthly basis.

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

4. Mode of transportation required;

4. Required date and time of arrival;

4. Name of beneficiary;

4. Pick-up and delivery point;

4. Type of equipment required;

4. Last four of the patient's Social Security Number;

4. And any other special instructions;

0. The Contractor shall notify VA staff of any address changes from clients existing address of record prior to providing service.

5.4 Contractor Personnel Requirements

0. The Contractor’s conduct shall be in business-like manner at all times while on VA premises. The Contractor shall furnish an identifying badge with name, function, and a photograph of the employee. The Contractor personnel shall wear an appropriate and professional uniform. The Contractor shall meet the qualifications 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.

0. Within seven days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer.

0. 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 Representative (COR). 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.

0. Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. 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.

0. 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, be capable of administering oxygen and have successfully completed the Standard and Advanced First Aid Course of the American Red Cross and Basic Life Support Cardiopulmonary Resuscitation (CPR) training or equivalent and be capable of providing necessary assistance.

0. Drivers shall have the following before they provide any services related to this contract. Note: these records shall be available for inspection of the COR upon request.

5. Health examinations including annual Tuberculosis (TB) skin test result;

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

5. 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.

5. A negative Purified Protein Derivative (PPD) within the last six months, or if a known reactor, a negative chest X-ray within the past year.

5. 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).

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

5.5 Contractor Equipment, Vehicles and Inspection

0. The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, 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.

0. 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.

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

0. 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.

0. The contractor shall not be permitted to borrow medical equipment from the Medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA. At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

0. Contractor is responsible for supplying all needed appropriately sized wheelchairs, including leg extensions (as needed) unless wheelchairs are provided by Medical Facility or patient.

0. Contractor is responsible for a system that provides drivers with directions/guidance in all vans

0. All vehicles used to provide services on this contract shall meet the following requirements and must be of the quality, model, and condition to assure the beneficiary receives high quality wheelchair transportation and emergency first aid, if needed, and shall meet the minimum standards for maintenance, equipment, and staffing of all vehicles operated. Each vehicle shall be equipped with such safety items as are required by Federal, State and Local authorities in the area in which the vehicles are operated; also, in the future if any items are required by Federal, State and Local authorities in the area in which the vehicles are operated, then they shall be added to each vehicle at no additional expense to the government.

0. The following site is provided as a reference point for Federal, State, and local authorities. Ultimately, the responsibility resides with the contractor to know what is legally required to perform services where the vehicles shall be operating - https://cms.fta.dot.gov/

5.6 Vehicle Minimum Required Specifications:

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 again be used for service under this contract until the air conditioning system has been repaired.

0. Shall have professional interior and exterior experience that is 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 have unobstructed vision on all sides.

0. Shall be equipped with a communication system where contact with the vehicle can be made during all hours of operation. Beepers are not an acceptable substitute.

0. Shall not have leaks of any kind.

0. Shall be equipped with a functioning horn and lights.

0. Shall have operable seat belts on all seats.

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

0. Maintain 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 must be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger’s needs.

0. Be equipped to contain biohazard bodily fluids, secretions and disposable containments, and provide decontamination to vehicles as needed.

0. Contractor must have record of preventive maintenance of all vehicles being used for service to the Atlanta VAMC. Vehicles and maintenance records shall be made available to the Atlanta VAMC for bi-annual inspections or whenever the Atlanta VAMC feels such inspections are needed. Contractor shall not use any vehicles for this contract that do not pass inspection.

0. Contractor shall provide a list of vehicles that shall be used in supplying the requirements for this contract. This list shall include bumper number, license plate number, and Vehicle Identification Number (VIN).

0. The Atlanta VAMC shall 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 a vehicle. Inspection record must be maintained by Contractor for 3 years. All vehicles shall be made available for inspection at any reasonable time during the performance of this contract when requested by the Contracting Officer (KO) or Contracting Officer Representative (COR).

0. 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.

0. The Atlanta VAMC 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 can be cause for disallowance of compensation for services rendered in the violating vehicle.

5.7 Contractor Vehicles

Vehicles shall contain at a minimum, the following:

0. Loading platform shall be integral to the vehicle and made of a least thirteen gauge steel. Platforms shall have raised edges, be counter balanced, self-adjusting to curbs and sidewalks, and self-storing. When not in use platform shall be securely stored so as not to block the vision if the driver or inconvenience the patient.

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

0. Vehicles shall have clamp cleats or belts to firmly anchor wheelchair/scooters and prevent movement in any direction.

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

0. Vehicles shall have safety belts for all occupants.

0. Vehicles shall have working heating, air conditioning, and adjustable temperature controls.

0. Vehicles shall contain four emergency flares and warning lights, and one 5 pound ABC rated fire extinguished with fire extinguisher tag showing record of inspections.

0. Vehicle shall contain a First Aid Kit and 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.

0. Vehicles shall have two blankets.

0. Vehicles shall have on board supplies to provide infections control precaution procedures.

0. A two-way radio that must be fully operational at all times during contract performance. Using maps and or directional type devices shall be used.

0. The Contractor shall provide all medications required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care.

0. 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, but who needs to be in the recumbent position.

0. The Contractor shall be required to provide wheelchairs, with leg braces (as needed) on all vehicles. Vans shall be equipped with a wheelchair at all times.

5.8 Oxygen Tanks

0. The Contractor shall provide oxygen tanks when transporting patients requiring it.

0. The VA will notify the Contractor when a patient requiring or using oxygen is to be transported.

0. The standard oxygen tank volume will be approximately 24 cubic feet. The size and dimensions of the oxygen tank shall fit the vehicle used in transporting the patient.

0. The standard oxygen tank is approximately 26 inches long by 4.5 inches in diameter.

0. The Contractor’s driver shall assist the patient with the connecting and disconnecting the tubes from the oxygen tank and as needed during the transport.

0. The Contractor shall store and secure the oxygen tank safely in the vehicle at all times.

5.9 Contractor Performance

If the VA determines immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the Contractor. In this rare situation, no charge shall be levied against the Contractor.

5.10 Escort

0. The VA reserves the right to have an escort, such as a relative, or care provided of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary.

0. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary. The Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin, unless requested by authorized VA staff.

5.11 Substitution of Beneficiary

The VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur.

5.12 Tolls

The costs for all tolls shall be included in the contractor’s prices listed in the price schedule. The tolls will not be paid as a separate line item.

5.13 Dry Runs

0. The Contractor shall be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor, order of services must have been requested by authorized Medical Center personnel.

0. In the event that the VA makes a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, the VA will notify the Contractor to cancel the order. For orders that are cancelled while the Contractor is already more than half way in route before being notified in route to the designated pick-up, the Contractor shall be entitled to receive 50% of the base rate for the trip, as provided in price schedule. This charge shall not include any mileage charge.

0. This charge shall not be allowed if authorized VA personnel cancelled the trip within one hour of the scheduled pickup time.

0. Should the Contractor arrive at the destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, e.g., incorrect address, or patient absence, or patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in the schedule, and applicable mileage if outside contract Mileage Threshold areas of coverage.

0. The Contractor shall report all dry runs at time of occurrence and verify with VA staff before driver is allowed to depart location.

0. The Contractor shall not charge dry run for trips if driver arrives too late to allow patients to keep scheduled clinic appointment.

5.14 Rates

0. The contract will only have a single rate regardless of the time of day for the trip. The price schedule does not have a separate rate for day and night time trips.

0. The mileage threshold is defined as having its center point at the main VA facilities.

5.15 Patient Rights

0. The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. When transporting patients to or from Medical facilities, the driver shall ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.

0. The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. In the event of an incident, the Contractor shall promptly complete and submit to the Contracting Officer, an Incident Report with all information felt to be necessary for any full review.

0. The Contractor shall notify the COR and Contracting Officer, in writing within 24 hours, of any complaints made by the patients with regards to transportation services. 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.

0. The Contractor shall assist the beneficiary from the departure point to the vehicle and to their destination point. Upon delivery of a psychiatric patient to the patient ward, the Contractor shall obtain from the responsible staff for the beneficiary a signed receipt. The receipt shall be retained by the Contractor. If the beneficiary is to be picked up for a return trip, a trip number shall be left with the staff member identifying the beneficiary's trip number to be used when calling for pickup.

5.16 Safety Requirements

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

0. The COR, or designated representative, will notify the Contractor of any safety non-compliance and the action to be taken. There have been previous incidents relating to the pick-up of Veterans’ where there is uneven terrain. Regarding pick-ups where there is uneven terrain and other possible physical barriers, the Contractor shall be fully responsible and will take all of the appropriate safety measures, so as to ensure the safe pick-up and transport of the Veteran.

0. 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 (CO) may issue an order, stopping all or any part of the work.

5.17 Interference with Normal Functions

The Contractor shall 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.

5.18 Contractor's Quality Control Program (QCP)

0. The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. An electronic copy of the QCP will be submitted in the offeror’s proposal. The QCP will be reviewed and if there are any needed clarifications, the QCP will be returned to Contractor for response. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

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

0. 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.

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

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

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

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

0. 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.

5.19 Performance Requirement Summary

Standard

1) Review next day service schedule.

Confirm service request with transportation office no later than 4:30 pm daily.

2)For Scheduled Services Transport Beneficiaries Transport beneficiary within 15 minutes of scheduled transport time.

Random sampling of beneficiary inquiry If contractor is more than 30 minutes late for a transport the Government reserves the right to procure the services from another provider and charge the vendor any excess expense or charge the contractor for wait time as specified in the contract. Negative impact will be reflected on past performance evaluation.

3)For Same Day Trips

Confirm receipt of transportation request and transport time immediately upon receipt of request.

4)For Same Day Trips Transport beneficiary within 15 minutes of scheduled transport time.

6)Wait time Contractor shall wait at least 30 minutes after scheduled transport time before requesting wait time. Request received on time

7) Deliver trip tickets to transportation office.

Deliver trip tickets to the transportation office no later than 4:30 pm each business day for all trips completed between 7:30 and 4:30 of that business day. Deliver tickets on time

9) Qualifications of Drivers

10) Vehicle Requirement Compliance Vehicle standards Federal, State, Local requirements

90% of the time per billing period

11) Number of Beneficiaries per trip Only 1 beneficiary and their caregiver

12) Economical Routing of Transport Total distance results in most economical charges

negative impact will be reflected on past performance evaluation.

5.20 COMMUNICATION SYSTEMS

1. The Contractor’s Communication System shall consist of:

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

4. The Contractor shall have telephone coverage to accept calls from Atlanta VAMC seven (7) days a week/24 hours a day.

4. The Contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times.

5.21 VEHICLE OPERATORS (DRIVERS)

1. Drivers Qualifications/Minimum Performance Standards:

1. Drivers shall not be allowed to transport the Atlanta VAMC beneficiaries, if the driver appear to be ill or under the influence of drugs or alcohol. 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 picture identification (ID) badge that clearly identifies the employee and the company of employment.

1. Drivers shall secure all beneficiaries, their equipment and the passengers with approved security devices prior to transport.

1. NOTE: The Atlanta VAMC reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section.

1. DRIVERS' CONDUCT:

1. Drivers shall not transport the Atlanta VAMC beneficiaries if the driver appears to be ill or under the influence of drugs or alcohol.

1. Drivers shall not transport anyone who insists on smoking during the transport, this includes drivers and attendants as well.

1. Drivers shall display professional manners at all times. Rude or obscene behavior or language shall not be accepted.

1. 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.

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 due to illness and intolerance to the smell of residual smoke left behind in the vehicle.

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 Atlanta VAMC reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract.

5.22 BENEFICIARY WELFARE AND ABUSE:

1. The Contractor shall be responsible for beneficiary welfare during the transport of beneficiaries to or from Atlanta VAMC, VA’s Community Based Outpatient Clinics (CBOC) and VA’s authorized medical facilities. 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.

1. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract.

5.23 Certification OF INSURANCE COVERAGE:

1. Contractor shall submit the following documents with their proposal:, the Contractor shall furnish to the CO a Certificate of Insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and containing an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the KO. The term “shall endeavor” is not acceptable as issued by Insurance Carrier.

1. Evidence of Coverage: Before award of the contract, the Contractor shall furnish to the KO a Certificate of Insurance (see FAR Clause 52.228-10) containing an endorsement to the effect that cancellation or any material change in the policy or policies which adversely affect the interest of the Government, shall not be effective unless a thirty – (30) day written notice of cancellation or change is furnished to the KO. The term “will endeavor” is not acceptable as issued by Insurance Carrier.

0. PLACING ORDERS

1. Scheduled Orders: The Atlanta VAMC transportation office shall maintain a log for all trips on the request. The contractor must confirm receipt of the transportation request by 1830 each day. Orders shall be communicated via phone, fax or email by 1800 daily for transports where transport times are no earlier than 0400 the next day. Orders shall only be made by Atlanta VAMC personnel identified within the “List of Authorized Ordering Personnel” This list shall be made available upon contract award. Employees can be added or deleted from the list during the term of the contract at the discretion of the Atlanta VAMC. The Contractor shall be notified of such changes as they occur.

1. Unscheduled Transportation Orders: There are times where orders shall need to be placed after 1800; in instances when orders are placed after 1800 hours they are considered unscheduled orders. Orders with a transport time greater than four hours shall be accepted for order execution. Order requests with a transport time of less than four hours shall be made on a case-by-case basis. Determination of acceptability is contingent upon the contractor’s review and confirmation of the availability of resources and reasonable timeliness to execute the order.

1. Order Acceptance: The terms and conditions contained within this PWS are the same for all confirmed orders regardless of when they are made.

1. Order Changes: Changes shall only be made by Atlanta VAMC personnel identified in the “List of Authorized Ordering Personnel”. Changes shall be communicated via phone, fax or email and shall be confirmed immediately upon receipt.

5.25 CANCELLATIONS:

1. 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 Atlanta VAMC for cancellations made prior to the vehicle being dispatched.

1. When Contractor is notified via phone, fax or email of a transport and after arriving at the designated location, if the veteran is unable to be transported for any reason, the Contractor shall be reimbursed for a one-way trip after the Atlanta VAMC has authorized Contractor to leave without the beneficiary.

1. If the Contractor fails to furnish transportation service within a reasonable time, (defined herein as 45 minutes for routine response) after receiving a request or an order, the Atlanta VAMC reserves the right to obtain the transportation services from another source (charging the contractor with any excess costs (including administrative cost) which can result there from or charge Contractor wait time in…