Work Statement - DCVAMC Shuttle Svc.pdf

PERFORMANCE WORK STATEMENT FOR PASSENGER SHUTTLE SERVICES

SECTION 1 - Scope of Work

The Washington DC Veterans Affairs Medical Center (DCVAMC) needs passenger shuttle services for Veterans seeking medical care at and employees at the DCVAMC. Contractor shall provide all resources necessary to perform the passenger shuttle services for the DCVAMC.

A. Period of Performance

The period of performance for this contract will be a maximum of 5 years, through the combination of a 12-month base period and a maximum of four 12-month option periods that may only be exercised at VHA’s discretion. The anticipated base and option periods are:

Base Period: 10-01-2020 to 09-30-2021 Option Period 1: 10-01-2021 to 09-30-2022 Option Period 2: 10-01-2022 to 09-30-2023

Option Period 3: 10-01-2023 to 09-30-2024 Option Period 4: 10-01-2024 to 09-30-2025

B. Shuttle Routes and Hours of Performance

1. Route Name: Brookland Metro Station

a. Passengers: Veterans and VA employees

b. Route: Brookland Metro Station to Washington DCVAMC to Brookland Metro Station. The Brookland Metro Station is about 1.5 miles east of the DCVAMC.

c. Schedule: shuttles operate on a continuous loop from 5:30 AM to 10:00 PM, Monday through Friday (except holidays observed by the Federal government), with departures from each location about every 15 minutes.

d. Shuttle vehicle must be at least 26-passenger size with handicap accessibility

2. Route Name: Columbia Heights Metro Station

a. Passengers: Veterans and VA employees

b. Route: Columbia Heights Metro Station to Washington DCVAMC to Columbia Heights Metro Station. The Columbia Heights Metro Station is about 1.5 miles west of the DCVAMC.

c. Schedule: shuttles operate on a continuous loop from 5:30 AM to 10:00 PM, Monday through Friday (except holidays observed by the Federal government), with departures from each location about every 15 minutes.

d. Shuttle vehicle must be at least 26-passenger size with handicap accessibility

C. Addresses for Shuttle Stops

1. Washington DC VA Medical Center, 50 Irving St NW, Washington, DC 20422

2. Brookland Metro Station, 801 Michigan Ave NE, Washington, DC 20017

3. Columbia Heights Metro Station, 3030 14th St NW, Washington, DC 20009

SECTION 2 – Work Requirements

2.1. Performance and Notification

2.1.1. Contractor shall provide shuttle services utilizing vehicles capable of transporting safely and comfortably, per the hours stated under section 1.1, excluding all holidays observed by the Federal Government.

2.1.2. The Contractor shall communicate VA-passenger incidents to the Contracting Officer Representative (COR) via email as soon as possible after the Contractor is made aware of the incident.

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

2.1.4. Thereafter, any personnel changes shall be submitted to the COR to verify the persons’ driver’s licenses, credentials prior to the transportation of VA passengers.

2.1.5 Contractor will be provided with the name and contact information of the COR prior to commencement of contract.

2.2. Contractor's Responsibilities and Insurance Requirements

2.2.1. The Contractor shall obtain all necessary licenses and permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to itself, its employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by its employees' fault or negligence.

2.2.2. The Contractor shall maintain personal and automobile liability, and property damage insurance, as prescribed by law and in accordance with VAAR 852.228-71. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR. Workers’ compensation and employer’s liability coverage will conform to applicable State law requirements for the service defined, whereas general liability and automobile liability of comprehensive type shall, in the absence of higher statutory minimums, be required in the amounts per vehicle used of not less than $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and $500,000 per occurrences for general liability.

2.3. Contractor Personnel Qualifications

2.3.1. Contractor employees shall conduct themselves in a business-like manner while on duty performing the services of this contract. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel will wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean and neat at all times. Undergarment should not be visible through or show outside of outer clothing. Shoes should be closed-toe and allow employee to respond to any type emergency. Hair should be neatly arranged. It is the Contractor’s responsibility to foster confidence and trust in passengers through professional behavior and appearance. Contractor personnel performing contract services shall, at all times, meet the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

2.3.2. Within seven days after receipt of award notification, the Contractor shall provide evidence of licenses and any other qualifications required for this contract. The initial documentation shall be provided to the COR prior to the commencement of performing any services under this contract.

2.3.3. 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 licensing and any other qualifications to the COR. At no time shall the Contractor utilize add-on or replace personnel to perform contract services, whom do not meet the personnel qualifications of this contract and who have not been approved by the COR.

2.4. Transportation Driver

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

2.4.2. 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. Driver’s licenses and driving records must be verified annually and upon the occasion of a VHA transportation accident.

2.4.3. Drivers should be in good health and not sick from any respiratory or gastrointestinal illness while transporting passengers. Contractor is responsible for ensuring medical fitness of its personnel.

2.4.4. All drivers shall have basic safe driver training. Training for drivers operating 15-passenger vans or larger in size includes the DOT, National Highway Traffic Safety Administration.

2.5 Contractor Equipment, Vehicles and Inspection

2.5.1. At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. If the shuttle vehicle is involved in an accident onsite or breaks down onsite, then the contractor shall remove the vehicle as soon as it can safely do so but not later than 24 hours after the disabling incident occurred. Contractor shall remain fully responsible and liable for all aspects of Contractor’s vehicles. The VA reserves the right to inspect Contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of Contractor equipment will not constitute a warranty that the Contractor's vehicles and equipment are properly maintained.

2.5.2. 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.

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

2.5.4. 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.

2.6 Contractor Performance

2.6.1. In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the COR and provide a justification for non-performance. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may result in termination of the contract in accordance with FAR clause 52.212-4(m).

2.6.2. Should the VA determine the immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the Contractor. In these extremely rare cases, no charge shall be levied against the Contractor.

2.7 Veteran Escort

2.7.1. A Veteran passenger has the right to have an escort, such as a relative, or care provider accompany him/her when such an escort is in the best interest of the Veteran.

2.7.2. There shall be no additional charge to the VA when escorts travel with the Veteran. Contractor shall only be required to transport the escort with the Veteran and shall not be required to return the escort back to point of origin.

2.8 Safety Requirements

2.8.1. In order to protect the lives and health of VA passengers, the Contractor shall take such safety precautions as the VA may determine to be reasonably necessary.

2.8.2. The VA will notify the Contractor of any safety non-compliance and recommend a mutually agreeable corrective action to be taken to correct the problem.

2.8.3. The Contractor shall, after receipt of such notice, correct the conditions to which attention has been directed as soon as possible. If the Contractor fails or refuses to comply in a reasonable time, the Contracting Officer may issue an order, stopping all or any part of the work.

2.9 Interference with Normal Functions

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

2.10 [Reserved].

2.11 Contractor's Quality Control Program (QCP)

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

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

2.11.3. 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.

2.11.4. [Reserved].

2.11.5. Records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract.

Institute methods to identify and prevent vehicle breakdowns, and detailed procedure for alternative transportation of VA passengers in the event of mechanical breakdown of vehicle.

2.11.6. Records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

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

2.11.8. Records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

SECTION 3 - Government Furnished Property

3.1. None.

SECTION 4 - Contractor Furnished Equipment and Supplies

4.1. The Contractor shall furnish all resources necessary for the provision of the shuttle transportation services.

SECTION 5 - Contract Definitions / Acronyms

5.1. Contracting Officer (CO) is a VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

5.2. Contracting Officer's Representative (COR) is the VA official responsible for providing contract oversight and technical guidance to the CO. The CO shall delegate authority for performing certain responsibilities to the COR via a COR delegation. The COR’s responsibilities often include certifying invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. The COR is a member of the vehicle inspection team.

5.3. Contractor as used herein refers to both the prime Contractor and its employees, and any subcontractors and its employees. The Contractor shall be responsible for assuring that its subcontractors comply with the provisions of this contract.

5.4. Vehicle(s) refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

SECTION 6 - Service Contract Labor Standards

6.1. The Service Contract Labor Standards apply to this contract. Contractor will be responsible for compliance with the Service Contract Labor Standards and determining which of its workers are performing on or in connection with the contract and properly segregating their hours for purposes of pay and recordkeeping. The Department of Labor’s Wage Determination is provided as an attachment; it specifies the minimum wages and fringe benefits for service employees performing on or in connection with this contract.

SECTION 7 – Nonpersonal Services

7.1. The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the services required under this contract. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.