SOURCES SOUGHT NOTICE This is a Sources Sought Notice (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Wheelchair Transportation Services for the Veterans Affairs White City Medical Center White City, OR. Potential Contractors are invited to provide a response via e-mail to Contract Specialist Andrew O Neal at Andrew.O Neal@va.gov by Apr 22, 12:00 pm (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources-sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued. BACKGROUND: The White City VA Medical Center, White City, Oregon, has a requirement for a Contractor to provide Wheelchair Transportation Services. Please see draft Performance Work Statement below for requirements. NAICS: 485991 (Special Needs Transportation) Interested potential Contractors please provide the following. 1) Company Name, address, point of contact, phone number, email address, and DUNS Please indicate business size: Small Disadvantage Business (SDB)____ 8(a)____ Historically Underutilized Business Zone (HUBZone)____ Service-Disabled Veteran-Owned Small Business (SDVOSB)____ Veteran-Owned Small Business (VOSB)_____ Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____ Women-Owned Small Business concerns (WOSB)_____ Small Business_____ Large Business_____ Please state if you possess a GSA contract. ______Contract number_______________ 2) Please submit a brief capability statement (maximum two pages) with enough information to demonstrate to the Veterans Affairs that you have the vehicles, resources, experience & personnel required to provide wheelchair transportation services in accordance with the attached draft Performance Work Statement. ***Draft Performance Work Statement*** Performance Work Statement 1.General: 1.1 The VA Southern Oregon Rehabilitation Center & Clinics (SORCC) has a requirement for non-emergency transportation service for beneficiaries of SORCC that are confined to a wheelchair or otherwise physically unable to safely utilize mass public transportation, taxicab or automobile. The services covered by this contract shall include non-emergency transportation to Medford, Grants Pass, Klamath Falls and outlying rural areas. 1.2 This is a non-personal/non-emergent services contract to provide ground wheelchair transportation. 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. 1.3 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 Department of Veterans Affairs. 1.4 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. 1.5 All vehicles used to transport VA beneficiaries must be equipped with wheelchair lifts, lap and shoulder restraints, and adequate clearance near the doorway and inside the vehicle to accommodate most types of wheelchairs. Vehicles and equipment must be clean and in good working condition at all times. All vehicles and equipment are subject to inspection at any time during the life of this contract. Any vehicle that does not meet the requirements of this contract cannot be utilized in the performance of this contract. 1.6 The contractor shall be required to secure and maintain a for-hire licensing from the State of Oregon. Private non-profit handicapped transport companies exclusively serving the handicapped and elderly must be certified. 1.7 The contractor shall ensure that each driver performing services under this contract maintain a valid Oregon State driver s license and complete driver s safety training, defensive driving training, or its equivalent. Drivers and attendants alike must be trained and familiar with fire and safety equipment (fire extinguishers etc) and have successfully completed advanced First Aid courses and cardiopulmonary resuscitation (CPR) with the American Red Cross or equivalent. All personnel performing under this contract shall be familiar working with persons who are bound to a wheelchair, disabled, elderly and / or handicapped. 1.8 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. Most transports will be between the hours of 0600 to 1800. 1.9 Performance Period: See Price Schedule 1.10. Type of Contract: The government will award a Firm Fixed Price Indefinite Delivery Indefinite Quantity contract. 2. DEFINITION: Beneficiary: Veterans and other members determined to be eligible for benefits by the VA. CO / Contracting Officer: The person executing this contract on behalf of the Government and the only person authorized to make changes to the contract. COR / Contracting Officer s Representative: Person or persons authorized to act for the Contracting Officer within the limits of his / her authority. Dry Run: A dry run is defined as a request for service by authorized Medical Center personnel (authorized employees will be identified per Paragraph B.3.9.2), whereby the Contractor arrives at the designated pick-up point and no Veteran is transported due to a change in the Medical Center's needs, Veteran refuses pick-up, Veteran not home or Veteran not medically/mentally suitable for transport. The Contractor will be entitled to the applicable base rate only (no mileage) when dry runs are encountered due to no fault or negligence of the Contractor. Federal Holidays: New Year s Day, Martin Luther King Jr. Birthday, President Washington s Birthday, Memorial Day, Juneteenth Day, Independence Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day.*Any day determined by the President of the United States to be a Federal Holiday. Mileage Rate: Mileage rate for Wheelchair Van services is the rate paid for each mile traveled beyond the specified Mileage Threshold. This rate applies to one-way transportation only. In no event shall the Contractor receive this rate for miles traveled within the specified Mileage Threshold. Mileage Threshold: A distance 20 miles from the pick-up location to destination. Any miles travelled within the mileage threshold will be paid in accordance with the Schedule of Supplies or Services and Price/Costs. Quality Assurance: Those actions taken by the Government to assure services meet the requirements of this contract. Quality Assurance Evaluator(s): Government personnel responsible for surveillance of Contractor performance. Quality Assurance Surveillance Plan: An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance. Quality Control: Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract. Scheduled Trip(s): The term "Scheduled Trip" as used in this contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:00 p.m. the prior business day) of required services and a specific pick-up time. Trip: A trip is defined as one way transportation from the originating point to the destination by which a beneficiary will be transported. Travel Clerk/Travel Section: Persons assigned to request transportation services. Unscheduled Trips(s): The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given. VASORCC / VA Southern Oregon Rehabilitation Center & Clinics: 8495 Crater Lake Highway, White City, Oregon 97503. VA Beneficiaries: Disabled veterans confined to a wheelchair or physically unable to use mass public transportation where services are pre-authorized. Vehicle(s): The term "Vehicle(s)" as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified. 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 Grace Period: The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for Wheelchair Van services shall include a fifteen (15) minute waiting grace period at origin and destination. 3. WORK ASSIGNMENTS: 3.1 Orders for transportation services will be requested by individuals designated by the Chief, Business Office telephonically or via facsimile and will specify both the originating and destination points. Transportation needs are subject to vary depending on the needs of SORCC beneficiaries. 3.2 The VA reserves the right to establish a routine schedule for an extended period of time or pre-schedule transport trips with a minimum of twenty-four (24) hours advance notice. 3.3 The contractor shall accompany and assist the beneficiary to and from the building and door of the pick-up and destination points. 3.4 The contractor shall utilize the shortest possible routes when transporting VA beneficiaries to and from the required locations to ensure the total miles traveled will result in the most economical charge to the Government. The use of alternate routes may be authorized in the event of unusual circumstances or reasons beyond the contractor s control such as severe weather conditions or hazardous road conditions. Mileage submitted based on the use of alternate routes will be authorized on case by-case bases by the individuals designated by the VA Travel Section. 3.5 The contractor shall allow a relative attendant of the VA beneficiary to accompany him/her when authorized by the individuals designated by the VA at no additional charge to the government. 3.6 The contractor shall have available for the review of the COR the daily logs that include the names of each VA beneficiary, date, transportation with or without additional attendant, mileage, pick up and destination points, applicable wait times, applicable wheelchair lift assistance, additional passengers etc. for each trip. The daily logs shall be maintained on a spreadsheet. The VA reserve the right to verify information submitted for accuracy. Mileage is subject to verification by latest edition of the by MapQuest, https://www.mapquest.com, Bing Maps, https://www.bing.com/maps, or other commercially recognized site. 4. PERFORMANCE: 4.1 The contractor shall instruct its personnel on the terms and conditions of this contract and shall be responsible for maintaining satisfactory work performance, conduct, and appearance by his/her employees. 4.2 Contractor personnel performing services to the VA shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Department. Smoking within the vehicles by Contractor or Veteran is not permitted. 4.3 The VA SORCC reserves the right to refuse any contractor s personnel from performing work under this contract that for any reason is considered by the SORCC to be incompetent or otherwise objectionable. 4.4 The contractor and his/her personnel shall be expected to exercise a higher degree of patience and consideration with all VA beneficiaries while performing under this contract. The use of abusive language, altercations or any other physical or vocal disturbance directed towards a beneficiary is prohibited at all times. 4.5 When transporting Veterans to or from medical facilities, the driver, acting for the Contractor, will ensure that the Veteran's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the Veteran as required 4.6 The contractor and his/her personnel shall use the necessary precautions to protect VA beneficiaries and property from injury or damage during transport. All major and minor incidents, traffic accidents, or any other mishap shall be reported to Chief, Business Office or the Mobility Manager immediately. 4.7 The contractor shall be required to have communication capabilities during transport. All cost associated shall be the responsibility of the Contractor. 4.8 The contractor shall maintain personal liability coverage while performing under this contract. Any personal injuries that occur to the contractor or his employees during the performance of contract duties shall be the sole responsibility of the contractor. Property damage that is caused by the fault or negligence of the contractor or his / her employees shall also be the sole responsibility of the contractor. 5. CONTRACTOR EQUIPMENT, VEHICLES AND INSPECTION: 5.1 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 transport vehicles. VA inspections of contractor facilities shall in no way constitute a warranty by the VA that the contractor's vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and 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 without additional cost to the VA. 5.2 Wheelchair vans shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Appropriate licensing by the State of Oregon is required. The Wheelchair Van under the terms of this contract shall be equipped with hydraulic lifts (ramps permitted). 5.3 The vehicles shall be of model and make to ensure safe and comfortable transportation of Veterans (ample headroom must be available for Veterans transported in standard wheelchairs). Any type or style offering complete Veteran safety within the vehicle will be acceptable. Those considered lacking in this essential requirement will not be used for Veteran transport under this contract. Any replacement will be at the Contractor's expense. Each vehicle will be equipped with two-way radio communication, blue-tooth or cellular phone in case of an emergency situation suddenly arising. Hand s free devices must be utilized if required by state and local laws. Federal regulations prohibit texting while driving. 5.4 Each vehicle and all accessories and systems must be clean and shall be checked according to the suggested schedule of the manufacturer, or at least semi-annually, whichever occurs earlier. All preventive maintenance must be documented, and records provided upon request by the Contracting Officer. Vehicle must be designed so that Veterans are restrained by a safety seat belt (Velcro seat belts are not acceptable) at all times the vehicle is in motion and all vehicles must be equipped with wheelchair. 5.5 Each vehicle must be equipped with general use first aid kit. 5.6 Responsibilities for Veteran safety will include the availability and appropriate use of Veteran restraining devices in each transport vehicle. The Contractor staff will adequately restrain the Veteran through every phase and during each movement to prevent injury to the Veteran. The need for additional staff to manage the Veteran in transport will be established before initiating the transport. 5.7 All vehicles must remain locked when not attended by Contractor employees to avoid unauthorized entrance. Vehicles (when not attended) may not remain running, due to exhaust fumes. At no time shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. 5.8 The contractor shall not be permitted to borrow medical equipment from the medical facilities. Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Schedule shall be inclusive of consumables used in transport. 5.9 The Contractor must submit a letter, in duplicate, fully describing the make of vehicle, model and year which he agrees to furnish under this contract; and location and telephone numbers of his/her establishment where calls are received, and vehicles are dispatched. This letter must contain information as to the metering devices or methods Contractor proposes to use in determining mileage. The Contracting Officer will be notified, in writing, of any equipment added or deleted after award of contract. 5.10 The Medical Center will be provided with a formal written report regarding the vehicles utilized by the Contractor. The report will identify the various vehicle levels, their staffing criteria, medications carried, equipment and procedures. 6. CONTRACTOR PERSONAL QUALIFICATIONS: 6.1 All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services. Record of each employee as to name, level, and certification to perform the duties of a van driver or attendant must be maintained and made available for inspection upon request. 6.2 Prices quoted in the Schedule include the service of a qualified driver. All attendants/van drivers on duty shall have successfully completed the Standard and Advance First Aid Courses of the American Red Cross or U.S. Bureau of Mines, or equivalent. Drivers shall possess a CPR card for healthcare providers and have accomplished a defensive training course and required training for Veteran transfer, proper lift gate operation and wheelchair stabilization. Proof in the form of a current or un-expired certificate that such training has been successfully completed must be available upon request. 6.3 Prices quoted in the Schedule include the service of a qualified driver. All attendants/van drivers on duty must be qualified to administer oxygen and shall have successfully completed the Standard and Advance First Aid Courses of the American Red Cross or equivalent. Drivers shall possess a CPR card for healthcare providers and have accomplished a defensive training course and required training for Veteran transfer, proper lift gate operation and wheelchair stabilization. Proof in the form of a current or un-expired certificate that such training has been successfully completed must be available upon request. 6.4 During the contract period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract. 6.5 Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation and the services they perform. 6.6 The contractor shall provide evidence of state licensing and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer. 7. CONTRACTOR NOTIFICATION 7.1 The Contractor shall be responsible for providing all vehicles and manpower, necessary to meet all wheelchair van transport requirements of this contract. The Contractor will be authorized to utilize another company, as a subcontractor (certified to be within all requirements of this contract) to complete these transportation requests. All bills for this subcontractor service will be paid directly to the Contractor at the contract rate, and the Contractor shall reimburse the subcontractor at their agreed to rate. In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA Travel Section (SORCC Contact) and provide a justification for non-performance. The VA reserves the right to re-procure services, which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this contract. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract covering inspection, acceptance and deductions from payment. The VA will be the sole judge in determining when services will be re-procured. The failure of the contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for "cause." 7.2 Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the transportation Contractor. However, in these extremely rare cases, no charge shall be levied against the Contractor. 7.3 Escort: The VA reserves the right to have an escort, such as a relative, or care provider of a beneficiary or VA staff accompanies a beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. 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 a beneficiary. Contractor shall only be required to transport escort with Veteran and shall not be required to return the escort back to point of origin. The relative must ride in a passenger seat so the proper seat belt restraints can be utilized. At no time will relatives or other personnel, except a physician, nurse or respiratory therapist treating the Veteran, be allowed in the Veteran compartment of the Wheelchair Van while the vehicle is in-route. 7.4 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. 8. NUMBER OF VETERANS: 8.1 The contractor shall transport one (1) beneficiary per trip, under wheelchair van services, unless specifically authorized by medical facility personnel to transport more than one (1) and at no time shall the contractor transport more than two (2) beneficiaries. 9. HOURS OF OPERATION AND RESPONSE TIME: 9.1 Hours of Performance: Contractor shall provide all wheelchair van services for veteran beneficiaries as requested 365 days a year, 24 hours a day. 9.2 If the point of pick up is within a 20-mile radius of SORCC, the Contractor shall arrive at the point of pick up no later than 30 minutes from the time of request. 9.3 If the point of pick up is outside a 20-mile radius of SORCC, the Contractor shall be in route to the pick-up location within 30 minutes from the time of request. 9.4 Should the time period for pick-up, stated herein, be physically impossible due to location of the beneficiary, the contractor shall contact the VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said Veteran. 9.5 Response Time Compliance Rate: The contractor shall ensure timely responses to scheduled and unscheduled orders for transport service. The Contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver during the contract year. Failure of the Contractor to perform in accordance with this compliance rating may constitute a sufficient basis for termination of the contract for "cause," 9.6 The Veteran will be delivered to and picked up from the assigned appointment location. (For example, the Medical Center nursing station on wards or units, clinics, private home or community nursing home.) All Veterans will be checked in and out with the appropriate administrative staff. Veterans must be checked in by their appointment time and picked up in a timely fashion after their scheduled appointment. 9.7 Electronic Transmissions: The contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the VA (i.e., Veteran incidents, requests for service, special correspondence, etc.). Each contractor shall indicate if there is e-mail availability for their company to complete communications with the VA (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner). 9.8. Unscheduled trips: The contractor shall provide wheelchair/gurney transportation service within sixty (60) minutes after receiving the service request from the individuals designated by the Chief, Business Office. This requirement does not apply to unscheduled trips to Klamath Falls. 9.9. Routinely scheduled trips: The contractor shall arrive at the pickup point five (5) minutes prior to the scheduled time to allow VA beneficiaries the time needed to board the vehicle. Routinely scheduled trips shall be consistent, within reason, with no deviations without prior approval from the individuals designated by the Chief, Business Office. 10. WAITING TIME: 10.1 The contractor shall wait for VA beneficiaries on both or either ends of the trip as specified by individuals designated by to the SORCC travel section. In cases where the beneficiary fails to show, the contractor will be authorized payment equal to the one (1) dispatch charge. If the contractor is notified of cancellation prior to departing its home station, no charge to the VA shall be assessed. 10.2 For unscheduled trips; waiting charges shall commence 15 minutes from the time the Contractor actually arrives at the designated pick-up. For scheduled trips, waiting charges shall commence fifteen minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up point, whichever is later. 10.3 If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 15-minute grace period is anticipated, the Contractor shall notify the travel section. This call is only for the purpose of verifying the Contractor's time of arrival at pick-up and or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor's failure to notify the travel section when waiting beyond the grace period, shall result in non-payment for waiting time. 10.4 Under no circumstance shall a patient within a 20-mile highway radius of the SORCC wait for transportation service for more than forty-five (45) minutes without corrective action being initiated. If the Contractor fails to dispatch a vehicle for the requested service within forty-five (45) minutes after receiving a request or any order, the VA reserves the right to obtain the service from another source and to charge the Contractor and costs incurred in excess of the awarded contract price will be charged against the Contractor. Alternative transportation will be initiated by the VA at the time of need and Contractor will be notified after the fact. In addition, if the VA initiates an alternate transportation call and the successful Contractor and alternate come at the same time, a dry run will be paid to the alternate for responding. The dry run fee will be equivalent to the fee paid to the Contractor as shown in the Section B.2 Pricing Schedule. This dry run fee will be deducted from the Contractor's invoice. 10.5 Trips will be scheduled by Contractor so that Veterans are not held at any point to meet another vehicle for the purposes of carpooling unless authorized by the VA Travel Clerk. 10.6 When transportation is contract from a distant location and a partner company is involved for the purposes of efficiency, a Veteran may be transferred from one vehicle to another so long as the transfer complies with all applicable state and local regulations. Transfer will not be authorized when a medical emergency exists unless that emergency requires the use of higher level medical care. 11. ORDERING PROCEDURES 11.1 Prior to performance, the Contracting Officer 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. The Contractor shall ensure that requests for services are received from authorized medical center personnel. 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. 11.2 Authorized Medical Center Personnel: Authorized personnel will be full time staff employed by the VAPORHCS. Authorized personnel should be calling directly from government telephones from within the facility. Requests for service may also be in writing by facsimile, mail, e-mail, in-person, or through the Beneficiary Travel Self Service System (BTSSS) from an authorized representative of the VA. 11.3 Request for Services: Routine Orders: Routine Orders are defined to be those orders that are place by the end of the prior workday to allow the Contractor scheduling time. Attempts will be made to have the orders placed by 4:00 PM the proceeding day if possible. Requests for services will be made in writing, by fax, telephone, or through the Beneficiary Travel Self Service System, (SORCC s). Travel Clerks will fax or email the Contractor the following day s routine orders: Information that will be provided is as follows: a. Mode of transportation required b. Required date and time of pick-up c. Name of beneficiary d. Pick-up and delivery point e. Type and number of additional medical care specialists required f. Type of equipment required 11.4 Dispatcher: Requests for Transportation services shall be made to the Contractor personnel identified. The following information will be supplied by the Contractor: a. Company name b. Address c. Normal business hours contact person(s) d. Normal business hours phone number e. After hours contact person(s) f. After hours phone number 12. INVOICING PROCEDURES: 12.1 review link for electronic invoicing procedures: http://www.tungsten-network.com/uk/en/veterans-affairs/ 12.2 Invoices shall include the following information: a. Date of service b. Time of service c. Name of Veteran d. Pickup location and zip code e. Destination location and zip code f. Additional charges/ information to be listed and specified in all instances: Oxygen g. Cardiac Monitors h. Number of miles traveled outside the "Mileage Threshold" i. Charges for "waiting time" j. Purchase order obligation number 12.3 Invoices shall be submitted no later than fifteen (15) calendar days following the end of the month of services and are to include all contract services furnished for the preceding month. Invoices shall specify patient names, 4-digit patient identifier, date of service, time of pick-up, pick-up and delivery point, trip number and separate charges (i.e. waiting time, medications, etc.) per trip for which payment is requested. Separate charges must be itemized. 12.4 Invoices will be reviewed and reconciled with trip tickets and travel logs. Unauthorized charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized VA personnel. A final determination will be made within 30 days after notifying the Contractor of charges being suspended. 12.5 In accordance with VA accounting procedures and in order to provide an audit trail for questions and concerns pertaining to payment, the Contractor shall be furnished, in advance a series of numbers corresponding to the month in which the service is rendered. This number is to be referenced on all invoices as applicable. 12.6 All invoices rendered by the Contractor to VA SORCC for contract services furnished in accordance with this contract shall be in full. Neither the beneficiary nor any other party shall be required to bear the burden of additional payments, surcharges, tip or other gratuity. 12.7 Authorized invoices shall be faxed to Department of Veterans Affairs, Financial Services Center (512) 460-5540 or entered through the OB-10 electronic claims system 12.8 Payments for Mileage outside Contract Mileage Threshold Areas of Coverage: 12.8.1 Long Distance Mileage Payment for mileage outside the contract Mileage Thresholds of coverage, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement but would be expected to be incorporated into the mileage rate as part of the administrative costs (or costs of doing business). Distances beyond the contract Mileage Threshold areas of coverage shall be calculated using current Map Quest, Bing Maps or other commercially acceptable program. Allowable charges for mileage outside the contract Mileage Threshold areas of coverage, shall not exceed 5% of the mileage indicated. 12.8.2. Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the Contractor to cancel the order. For orders that are cancelled while the contractor is already 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 Schedule of Supplies or Services and Prices/Costs. This charge shall not include any mileage charge. 12.8.3 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, Veteran absence, Veteran refusal) then the Contractor shall receive 100% of base rate for a one-way trip as and applicable mileage if outside contract Mileage Threshold areas of coverage. 12.8.4 The Contractor must ensure that wheelchair van unit transports are scheduled so that the total distance traveled shall result in the most economical charge to the Government. Mileage route calculated using BING Maps or MapQuest most economical and time efficient travel routes available. 3. VETERANS RIGHTS: 13.1 The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting Veterans. Veterans may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. This may include a Veteran's 3-wheeled scooter. Veteran belongings will not include household furnishings. 13.2 Each Veteran will be provided with safe and comfortable transportation to and/or from the Medical Center. The Contractor will assume the total responsibility for the Veteran's safety and comfort during the entire transfer process, from the time the Contractor's staff reaches the Veteran, through the loading and unloading of the Veteran into the vehicle, and until the time the Veteran is properly delivered to the professional staff of the medical Center or other final destination. 13.3 IMMEDIATELY upon any incident/accident involving a VA Veteran being transported or escorted, verbal notification is required to the VA Contracting Officer and/or Contracting Officer's Representative (COR) with all the facts as they relate to the incident/accident. Written report is required to be filed within forty-eight (48) HOURS OF THE INCIDENT/ACCIDENT WITH A LIST OF THE Contractor staff names (drivers/escorts), Veteran's name, and pertinent information and witnesses, must be filed with the Contracting Officer or COR. This is to be done no matter how minor or innocent the incident/accident appears to be. 13.4 The contractor shall notify the COR, in writing within 24 hours of any complaints made by the beneficiaries with regards to the transportation service. The contractor may provide recommendations for improved services along with the Veteran 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. 13.5 Infection Control Procedures: When wheelchair van services are required, the contractor shall use universal precautionary measures for the prevention and control of the spread of infectious agents to all persons. The VA Infection Control Manual can be accessed at: http://vaww/Departments/hospitalwide/Infection%20Control/index.asp 14. REQUIRED REPORTS AND DOCUMENTS: Within seven (7) days after contract award the contractor shall provide the following to the designated COR: 14.1 Contractor Personnel Roster - In this document, contractor shall identify the employee (any personnel changes made shall be submitted to the COR within two (2) business days after changes occur): a. Name b. Position c. Title d. Work assignment area 14.2 Certification of Minimum Liability Insurance Coverage: A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities (ref. VAAR 852.237-7). Thereafter, any insurance coverage changes shall be submitted within seven (7) days after changes occur 14.3 Contractor's Continuing Quality Improvement (CQI): The Contractor shall establish and maintain a complete Quality Control Inspection Plan (QCIS) to assure the requirements of this contract are provided as specified. An original and one (1) copy of this QCIS will be forwarded to the CO along with the requested initial quote. The Contractor's QCIS shall include the following or have incorporated into during performance of contract, at a minimum: a. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, or the title of the individual(s) who will perform the inspections. b. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. c. Incorporation of either active or established internal policy or procedures for updating medical service protocols that may affect performance of contract. d. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. e. 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 Veterans in the event of mechanical breakdown of transportation vehicles. f. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. g. The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of breakdown of vehicle standard communication devices. h. A log to account for all requests for service. The log shall indicate the date and time of service call, name of the beneficiary requiring services, any required Medicare/Medicaid forms with Doctor's signatures, 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. 15. MISCELLANEOUS 15.1 At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Wheelchair Vans are prohibited from parking in other then designated parking areas specified for their use. 15.2 When transporting Veterans to or from medical facilities, the driver, acting for the Contractor, will ensure that the Veteran's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the Veteran as required. 15.3 Medical facility staff will not be expected to assist in off-loading Veterans from vehicles into the Emergency Department area or elsewhere in the Medical Center. When additional personnel are required, the dispatcher will anticipate the need and summon additional support at no additional charge to the Government. 15.4 Contractor shall always have available a wheelchair for transport of Veterans from pick-up point to delivery point. When the Veteran is delivered to a destination other than the Department of Veterans Affairs and return trip is ordered for the same day, the Veteran will transfer from the contractor's wheelchair to a facility owned wheelchair. Veterans will be transported utilizing standard 4-wheel chairs. No Veteran shall be transported while sitting in a 3-wheel scooter. Veterans requiring transport in a 3-wheel scooter will transfer to a seat in the vehicle with the scooter being transported with the Veteran as a Veteran belonging at no additional cost to the VA. 15.5 The driver will (within safety and reason) observe the Veteran during transport. Any indication of significant change in condition (i.e. sudden onset of rapid or labored respirations, complaints of chest pains) will be immediately communicated. Depending on the condition of the Veteran, the Veteran will be transported to the nearest emergency room or advanced life support called. 15.6 Corrective Measures: Corrective Measures may include alternative transportation with the Contractor absorbing the extra cost. The Medical Center will schedule appointments with the Contractor at least eight (8) hours prior to the scheduled appointment times. If the Contractor fails to furnish service, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost, which may result. The VA will be the sole judge in determining when to order service from another source. 15.7 Government Quality Assurance: The COR or his/her designee will evaluate the Contractor's performance in accordance with the contract s requirements, the contractor s Continuing Quality Improvement and the inspection clause FAR 52.212-4 Contract Terms and Conditions Commercial Items (March 2009. 15.8 Restrictions: The Contractor shall not transport non-VA contract beneficiaries or private-pay beneficiaries with VA Beneficiaries under this contract. No beneficiary enroute in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise. All such events shall be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any beneficiary transport under this contract. 15.9 Service Animals: Beneficiaries travelling in concert with a service animal is responsible for actions of service animal and any property damage incurred during transport via service animal; beneficiary also remains responsible for the care and maintenance of service animals in their service during appointments. 16. SPECIAL REQUIREMENTS 16.1 Contractor's Responsibilities and Insurance Requirements: The Contractor shall obtain all necessary licenses and/or permits required to perform this work. He/She shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or his employees' fault or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the state of Oregon and in accordance with VAAR 852.237-7. 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 Contracting Officer. 16.2 Safety Requirements: In order to protect the lives and health of occupants of the buildings, the Contractor in the performance of this contract shall take such safety precautions as the Contracting Officer, or his designate, may determine to be reasonably necessary. The Contracting Officer, or his designate, will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work, and hold the Contractor in default. 16.3 Interference with Normal Functions: The Contractor's personnel are 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 Veterans, 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. 16.4 Disposal of Hazardous Waste: The Contractor shall not dispose of any hazardous materials at any location on the medical facility premises except as specified by the Contracting Officer. 16.5 Health Insurance Portability And Accountability Act (HIPAA), Privacy Rule, and Security Rule, Business Associate Agreement: Whereas the Contractor shall have access to Business Associate Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information ( Privacy Rule ), and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard ( Security Rule ); and whereas, Department of Veterans Affairs Veterans Health Administration is a Covered Entity as that term is defined in the HIPAA implementing regulations, 45 CFR 160.103, the Contractor will be required to complete the blanks, sign, date and provide a completed Business Associate Agreement prior to commencing work if awarded the contract. Failure to sign would be grounds for terminating the contract. 16.6 Veteran Privacy and Confidentiality: All "patient papers" transported with the patient are confidential in accordance with HIPPA. Contractor's personnel may review these records for assessment and treatment purposes only. Appropriate administrative and medical information will be provided to the Contractor for patient transport. If the medical record is transported with the patient, it may be used as a source of information if the situation warrants (i.e. emergent care while in-route). In all other instances, all documents will remain intact and sealed. Photographing patients is not allowed. 16.7 Security Requirements: All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining any background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. 16.8 Sales of Companies or Name Changes: The Contractor, gaining award of the contract, shall notify the Contracting Officer (V4CONT), VA NCO 20 Contracting, 5115 NE 82nd Avenue, Suite 203, Vancouver, WA 98662, in writing immediately upon entering an agreement (either oral or written) to sale or transfer all or part of its stock or other ownership interest to any other party. Contractor shall also contact the Contracting Officer immediately in writing (at the above referenced address) in the event a company name change will happen, with information as to the reasons and/or determinations causing this action. 16.9 Medical Facility Rules: Contractors shall observe all medical facility rules regarding noise levels, smoking, speed limits and any other posted rules of behavior while on a medical facility.
