STATEMENT OF WORK Contractor shall furnish assisted taxi transportation services for eligible beneficiaries of the Department of Veterans Affairs G.V. (Sonny) Montgomery VA Medical Center, (hereinafter referred to as VAMC) in accordance with all terms, conditions, provisions, and the schedule of this solicitation. This contract shall be for a period of four and a half months with option to renew four (4) additional one-year periods. The primary intent of this contract is for prearranged non-emergency transportation. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT: Contractor shall provide assisted taxi transportation service for the beneficiaries of the Department of Veterans Affairs G.V. (Sonny) Montgomery VA Medical Center located at 1500 E. Woodrow Wilson Jackson, MS 39216. The Government intends to award a Firm Fixed Price contract utilizing FAR Part 13. DEFINITION(S): Administrative Officer of the Day (AOD) VA employee who acts as the administrator outside of the normal working hours. Normal working hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding holidays. Base Rate Base rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under the contract action. Employees will receive at minimum the Department of Labor Service Contract Act wage rates (included herein) during all phases of the trip made on behalf of the government. The attached Service Contract Act wage rate determinations will be updated each option year when/if new revisions are made. The base rate shall constitute full compensation for one-way trips that do not exceed the mileage threshold. Beneficiary Veterans and other members determined to be eligible for benefits by the VA. Contracting Officer VA official with the authority to enter, administer, and/or terminate contracts and make related determinations and findings. Contracting Officer s Representative (COR) A person delegated by the Contracting Officer to act for him/her in furnishing technical guidance and advice. The COR generally supervises the work to be performed under the contract. Gender Wherever the gender of a vendor is referenced in the solicitation, it shall be considered to include both masculine and feminine verbiage. Mileage Rate Mileage rate for taxi transportation services is the rate paid for each mile traveled beyond the specified mileage threshold. This rate applies to loaded, one-way transportation, and no-load trips outside the 20-mile radius of the Jackson, MS VAMC. The Contractor shall not receive this rate for miles traveled within the specified mileage threshold of 20 miles. Mileage Threshold The mileage threshold is defined as a 20-mile radius of the Jackson, MS VAMC. The contractor will receive the flat rate for all one-way trips and no loads within a 20- mile radius of the Jackson, MS VAMC. The Contractor will also receive the mileage charge awarded for any one-way trip and no loads more than the flat rate outside the 20-mile radius of the VAMC Jackson. In no event shall the Contractor receive reimbursement for mileage charge for any mileage inside the 20-mile radius of the Jackson, MS VAMC. Mileage charges are only applicable outside the 20-mileradius of the Jackson, MS VAMC. No Service or No-Load Charge A no service mileage rate is applicable when a driver is dispatched to pick up a patient and for various possible reasons, the run is not completed, at no fault of the driver. A nonservice 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, a no-load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 30 minutes of the pickup time for trips within 20-mile radius and prior to driver departure for trips beyond 20-mile radius. 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. 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/Waiting Grace Period 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 pickup 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 taxi transportation services shall include a fifteen (15) minute waiting grade period at origin and destination. QUALIFICATIONS: Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Successful offeror shall meet all requirements of Federal, State, or City codes regarding operations of this type of service. Offerors must submit with proposal a letter fully describing the following information: REQUIRED SUBMISSIONS: The successful offeror shall submit the following information to the Contracting Officer prior to contract award and prior to exercise of any option to this contract: A letter fully describing the make of vehicle(s), model, year, and ID number vehicle(s) which the bidder agrees to furnish under this proposal. The Contractor shall notify the Contracting Officer in writing of any vehicle(s) added, removed, or altered after award of contract. The letter shall include location and telephone number of offeror s establishment where calls will be received, and vehicle(s) will be available for dispatch. The letter shall also contain identify the metering device or method offeror proposes to use in determining mileage. The offeror shall submit a copy of the current annual safety inspections, required by the State of Mississippi, for each vehicle. The offeror shall submit the completed General Inspection Checklist of each vehicle. The inspections must be completed by a certified mechanic at any State (Mississippi) licensed inspection facility. The offeror shall furnish proof of compliance to the Contracting Officer prior to award of contract. State vehicle inspection requirements shall not be accepted as sole certification of vehicle safety. Certificate of Insurance as described in statement of work, paragraph Q. MILEAGE: To determine what is considered reasonable mileage, VA will utilize MapQuest internet version (internet address: http://www.mapquest.com) quickest route computations. Mileage is computed for out-of-town runs beginning or ending at the Mileage threshold. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the Government. INSPECTION OF CONTRACTOR FACILITIES/VEHICLES: The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to ensure acceptable standards of performance. PASSENGER TRANSPORTATION: Contractor shall provide Taxi transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. Most requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported. Should the Contractor s driver encounter any problems with transporting of patients, the driver shall contact the COR, or designee, at the VA, from 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at the admissions desk. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor. Contractor s driver shall notify the COR or designee of any unusual events, including but not limited to accidents, safety problems, patients unbolting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds for Termination for Cause in accordance with FAR 52.212-4(m). While transporting VA patients under this contract, only authorized drivers or attendants, or patients family member or representative shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle. The contractor shall have a contingency/backup plan 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 and provide justification for non-performance and initiate the contingency/backup plan. Failure to comply with this provision is grounds for Termination for Cause in accordance with FAR 52.212-4(m). DRIVERS AND AUTHORIZED ATTENDANTS: All Contractor drivers shall maintain a valid operator license, required to operate the type of vehicle necessary to perform the taxi service, as required by the State of Mississippi. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract. Contractor drivers shall not text message while driving. Reference FAR 52.223-18. Contractor employees shall understand, speak, read, and write the English language. Contractor s drivers shall take the most direct route from the pickup location to the destination unless legitimately unavoidable. CONTRACTOR CONDUCT: The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor s employees, and Contractor s representatives shall treat each patient with respect, concern, and a professional approach to Patient s dignity as an individual and as a patient. All communication both verbal and non-verbal by the Contractor s personnel, with and in the presence of the patient, shall be conducted in a professional manner. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m). The Contractor s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor s personnel while said persons are at or on the grounds of the medical center. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212- 4(m). ORDERS: Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via facsimile, electronically (e-mail) and/or telephone, by the Travel Section, VA Medical Center, no later than 4:00 p.m. prior to the day the transportation is required. The following information shall be provided by the VA to the contractor: Patient name (first and last name) Pick up point (include address, telephone #, city, state, bldg. and/or room number if applicable) Destination Time of pick up If a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified. Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor. The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patient s name, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact Travel Section with any questions, requests for clarification, or the need for additional information at the VA travel section during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD. Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45- minute response time. The VA will be the sole judge in determining when to order service from another source. Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination timely. In case of inclement weather, the decision as to whether a VA Patient will be transported willbe made mutually by the COR or designee, and the Contractor. The Contractor shall notify Travel, upon the Travel Clerk or (AOD s) request, of the estimated time of arrival for any vehicle sent to pick-up a VA Patient or any VA loaded vehicle sent to a specific destination. The Contractor shall also notify Travel by telephone at least one-hour in advance if they are unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. For trips outside the Mileage Threshold, the contractor must notify the VA in time for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor s call. The VA Medical Center will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading, and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. Fifteen minutes is routine. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate of one-fourth the hourly rate indicated in the schedule for each quarter hour or fraction thereof more than one-quarter hour from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer s Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor will claim reimbursement. Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the patient is transported are limited to one way only , patient loaded miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to no load trips. The only exception to compensation for loaded miles is when patient is picked up from a remote location and dropped off at a remote location. For Example: Patient is picked up from home in city outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment (also outside mileage threshold). Contractor incurs wait time while patient completes his/her appointment and mileage to transport patient back home. In this scenario contractor will be compensated for mileage incurred from VAMC to pick up point (i.e., patient s home), mileage to drop off location (i.e., CBOC), wait time (if pre-approved by the VA), and mileage to transport patient back to home. Rates will be in accordance with current contract rates for mileage and wait time. Remote location is defined as outside the 20-mile radius of the VAMC. If the COR or designee, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below, paragraph G, for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, plus the rider charge for an additional patient as agreed upon in the contract. When more than 1 (one) patient is transported outside the Mileage Threshold, in a single vehicle, the longest distance transported may be claimed in addition to the base rate for one patient plus the established rider rates for the remaining patients. Trip mileage shall be determined in accordance with the current MapQuest internet version. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government. When more than one patient is transported within the 20-mile radius in a single vehicle to close destinations, a base rate may be charged for one patient and rate for additional beneficiary for the remaining patients. It is understood and agreed that only one beneficiary, no other passengers, will be transported on a trip unless specifically authorized by the Contracting Officer Representative (COR). When more than one beneficiary is transported on a trip, re- imbursement will be made at the rate established. PATIENT PRIVACY AND CONFIDENTIALITY: Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract. Awarded contractor shall be required to sign Business Associate Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). NUMBER OF PATIENTS: It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in section J. VEHICLES: FAILURE BY THE SUCCESSFUL CONTRACTOR TO MAINTAIN COMPLIANCE WITH ANY OFTHE PROVISIONS PRECRIBED IN THIS SECTION FOR VEHICLES USED IN PERFORMANCE MAY BE CONSIDERED GROUNDS FOR DEFAULT OF THE CONTRACT. Each vehicle shall be always equipped when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules, and regulations and must have a minimum of the following: All vehicles shall be equipped to allow for direct communication, always, between the drivers and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication. All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient s well-being. Failure to comply with the provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m). All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. If there are mechanical delays during the transit of a VA beneficiary, the contractor shall immediately contact the nearest available taxi service available to complete the delivery of the VA beneficiary to his/her/destination. All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage; odor, debris, and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the contractor s establishment and made available for inspection upon request. All vehicles shall be smoke free and provide the proper ventilation for the patient. All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs. The Contracting Officer reserves the right to prohibit specific vehicles from being used to perform transportation services under this contract. This determination will be at the sole discretion of the Contracting Officer and will be based on documented evidence. CONTRACTOR S QUALITY CONTROL PROGRAM (QCP): The contractor shall establish and maintain quality control program to ensure all contract requirements are met. The Contractor s QCP shall include the following or have incorporated into during performance of the contract, at a minimum: 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. 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. 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. The contractor shall maintain on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The contractor shall institute methods to identify and prevent vehicle breakdowns, with detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle. The contractor shall maintain on-site records identifying the character, physical capabilities, certifications, and ongoing training of each employee performing services under this contract. The contractor shall have methods of identifying and preventing radio communication breakdowns and provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown. The contractor shall maintain on-site records of any complaints or problems with procedures taken to allow for corrections and/or elimination before effects caused interruption of contract performance. The contractor shall participate in quarterly scheduled and/or unscheduled conference calls with the VA representatives to provide a report of on-going operational issues. The contractor shall have a system that verifies the licenses and driving records of individuals operating the vehicles. The contractor shall make this information available for review by the VA upon request. PERFORMANCE STANDARD: Contractor must maintain a 99% satisfaction rate per 100 trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than one (1) valid complaint per 100 trips. Validity of complaint is to be determined by the COR. Valid complaints more than 1% per quarter may be grounds for termination (FAR Clause 52.212-4(m)). Performance tracking will be monitored by the COR on a quarterly basis. CONTRACT ADMINISTRATION: The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments to issue changes that will affect the price, quantity, quality, or delivery terms of this contract. EVIDENCE OF INSURANCE COVERAGE: Before award of the contract, the Contractor shall furnish to the Contracting Officer a certificate of Insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interest of the Government in such insurance, shall not be effective unless a 30-day written notice of cancellation or change is furnished the Contracting Officer. INVOICING: Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests; however, they are acceptable for preview purposes only. Electronic form means an automated system transmitting information electronically according to the following accepted electronic data transmission methods. VA s Electronic Invoice Presentment and Payment System (IPPS) - The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please go to this website: http://ob10.com/us/en/veterans- affairs-us/ to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org). The Contractor may contact FSC at the phone number or email address listed below with any questions about the e-invoicing program or OB10: OB10 e-Invoice Setup Information: 1-877-489-6135 OB10 e-Invoice email:
[email protected] FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email:
[email protected] The Contractor shall invoice monthly in Arrears upon properly executed submission of invoice into the Tungsten electronic invoicing system. Each Invoice shall include: The Contract Number The Purchase order Number Patient(s) Name Date, origination, and destination of trip Total cost, according to the contract pricing SERVICE CONTRACT ACT OF 1965: All service employees who will be employed in the performance of the contract awarded because of this solicitation shall be paid no less than the wages shown on the Wage Determination which is incorporated and made a part of this solicitation and resulting contract. NATIONAL HOLIDAYS: The ten holidays observed by the Federal Government are: New Year s Day; Washington s Birthday; Martin Luther King s Birthday; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; or any other day specifically declared by the President of the United States to be a national holiday.