V226--Wheelchair Transportation Services

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. Potential Contractors are invited to provide a response via e-mail to Contract Specialist Andrew O Neal at andrew.o [email protected] by July 27, 2022 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 Roseburg VA Medical Center, Roseburg Oregon, has a requirement for a Contractor to provide Wheelchair Transportation Services for Veterans. Please 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 Federal Supply Schedule (FSS)______. Please state if your FSS Schedule is under Group 66 III Cat 605-2A________ 2) Please submit a brief capability statement (maximum two pages) with enough information to demonstrate to the Veterans Affairs that you have the capability and resources to provide Wheelchair Transportation Services as required in the attached Draft Performance Work Statement. **Draft Performance Work Statement A.1. OVERVIEW The purpose of this contract is to provide Wheelchair Van services for beneficiaries within the Department of Veterans Affair, Roseburg VA Health Care System (RVAHCS) catchment area, as defined in section A.1.1. The Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary for all Wheelchair Van services, as identified on the Schedule in Section A. A.1.1. Definitions Beneficiary: Veterans and other members determined to be eligible for benefits by the VA. Catchment Area: The catchment area is comprised of the following counties in Oregon and California State within the RVAHCS catchment area; NORTH: Linn, Benton, Lane Counties; SOUTH: Douglas, Josephine, Jackson; WEST: Coos, Curry, Del Norte Counties. Contracting Officer (CO): VA official with the authority to enter in to, administer, and/or terminate contracts and make related determinations and findings. Any changes to a resultant contract may only be made through a written modification as prepared and executed by the CO. Contracting Officer's Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. (COR) responsibilities will include, but not be limited to: surveillance of services required under this contract; determining the adequacy of Contractor performance according to the specifications of this contract; acting as the Government s representative; ensuring compliance with contract requirements insofar as the work is concerned, certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, serving as a number on the vehicle inspection team. The COR cannot authorize deviations from the specifications and requirements of this contract. In the event the Contractor deviates without approval from the CO, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. The COR will be designated in writing by the CO after contract award. Contractor: The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract. Dispatch Charge: The dispatch charge covers all trips and costs within the first 15 miles at a flat rate. This includes all ferry charges, bridge, tunnel and road tolls or fees. Trips exceeding the 15-mile dispatch limit will be paid the flat rate dispatch rate and a per mile rate for any miles exceeding the 15-mile threshold. Dry Run: A dry run is defined as a request for service by authorized Medical Center personnel (authorized employees will be identified per Paragraph A.1.12.2.), 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 and when not properly notified by the VA, the beneficiary or the beneficiary s stakeholder. Joint Commission on Accreditation of Healthcare Organizations (Joint Commission): A national organization dedicated to improving the care, safety and treatment of Veterans in a health care facility and environment. 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 15 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. 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 4:30 p.m. the prior business day) of required services and a specific pick-up time and location. 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. 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. 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. Waiting: Waiting as used in this contract is defined as the time required and verified by authorized medical or facility personnel (authorized employees will be identified per paragraph A.12.1.2.), 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. A.1.2. CONTRACTOR EMPLOYEES: A.1.2.1. Contractor employees shall not be considered Government employees for any purpose. The VA reserves the right to restrict any Contractor employee from performing services under this contract who do not meet the required qualifications for the services they are required to perform, and who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its' Veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein. A.1.2.2. The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. A.1.2.3. 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 on VA grounds. Smoking within the vehicles by Contractor or Veteran is not permitted. A.1.2.4. Each Veteran will be treated with the utmost of respect and concern, with a professional approach to his/her dignity as an individual and Veteran. All communication, both verbal and non-verbal, by Contractor's personnel with and in the presence of the Veteran, will be conducted in a professional manner. The Contractor's personnel will practice the utmost discretion when discussing the Veteran's condition with hospital professionals in the presence of the Veteran or relatives. A.1.2.5. 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. A.1.2.6. Contract personnel will always enforce the use of seatbelts by all vehicle occupants and will at no time leave a patient in the vehicle unattended. Contract personnel will ensure all patients, equipment and cargo is secured prior to driving of vehicle; will load all wheelchair patients into vehicle in reverse to ensure safe loading; will ensure all patients on scooters will be transferred out of the scooter, into a seat and secured in the vehicle; will ensure wheelchairs face forward during transit when feasible. A.1.3. CONTRACTOR PERSONNEL QUALIFICATIONS: A.1.3.1. 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 jurisdiction in which they operate. Contractor personnel shall always meet these qualifications 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. A.1.3.2. Prices quoted in the Schedule include the service of a qualified driver. All attendants/van drivers on duty must have completed the Standard and Advanced 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 driving training course and required training for Veteran transfer, proper lift gate operation and wheelchair stabilization. Proof in the form of a current certificate that such training has been successfully completed must be available upon request. A.1.3.3. 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. A.1.3.4. 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. A.1.3.5. 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. A.1.4. CONTRACTOR EQUIPMENT, VEHICLES AND INSPECTION: A.1.4.1. 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. A.1.4.2. Wheelchair vans shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. The Wheelchair Van under the terms of this contract may be equipped with either hydraulic lifts or a ramp. Use of a ramp on the vehicle (by the contractor or any subcontractor) shall only be permitted with a written safety plan for the use of the ramp. A.1.5. Wheelchair Van Vehicles: A.1.5.1. 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 these essential requirements 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 or cell phone/blue tooth communication in case of an emergency suddenly arising. A.1.5.2. 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 lifts or ramps. A.1.5.3. Each vehicle must have a general use first aid kit. A.1.5.4. Responsibilities for Veteran safety will include the availability and appropriate use of equipment to safely transport Veterans. The Contractor staff will adequately secure the Veteran through every phase and during each movement to prevent injury to the Veteran. The contractor will be responsible to have the appropriate equipment necessary to transport all riders. The need for additional staff to manage the Veteran in transport will be established before initiating the transport. A.1.5.5. 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. A.1.5.6. 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. A.1.5.7. 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. A.1.5.8. 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. A.1.6. CONTRACTOR NOTIFICATION: A.1.6.1. 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 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," (see FAR clause 52.212-4(m)). A.1.6.2. 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. A.1.6.3. Escort: The VA reserves the right to have an escort, such as a relative, or care provider of a beneficiary or VA staff accompany 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 escort 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. A.1.6.4. 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 (I.e., dry run charge, etc.) to the VA when such changes occur. A.1.7. NUMBER OF VETERANS: A.1.7.1. The contractor shall transport one (1) beneficiary per trip, under wheelchair van services, unless specifically authorized by Medical facility personnel (authorized employees will be identified per Paragraph A.1.12.2.) to transport more than one (1) and at no time shall the contractor transport more than two (2) beneficiaries. A.1.8. HOURS OF PERFORMANCE AND RESPONSE TIMES: A.1.8.1. Hours of Performance: Contractor shall provide all wheelchair van services for beneficiaries as requested 365 days a year, 24 hours a day. A.1.9.1. ADVANCED ORDERS: A.1.9.1.1. It is expected that scheduled trips will be met with an on-time response, whether within or outside of the 20-mile radius from RVAHCS. The RVAHCS reserves the right to obtain service from another source and charge the contractor for any excess cost when services are not provided within the required time frame. The RVAHCS will be the sole judge in determining when to order service from another source. A.1.9.1.2. Immediate Orders: A.1.9.1.2.1. If the point of pick up is within a 20-mile radius of the RVAHCS, the Contractor shall arrive at the point of pick up in no later than 60 minutes from the time of request. With the exception of Brookings VA Clinic area, pick up no later than 4 hours from time of request. The RVAHCS reserves the right to obtain service from another source and charge the contractor for any excess cost when Cabulance services are not provided within the required time frame. The RVAHCS will be the sole judge in determining when to order service from another source. All immediate orders are not to be medically emergent need, this is for unplanned transports for example: discharges, labs, imaging, medical care. A.1.9.1.2.2. If the point of pick up is outside a 20-mile radius of RVAHCS, the Contractor shall be in route to the pick-up location within 90 minutes from the time of request. The VA may request verification that driver is in route through GPS reports, etc. A.1.9.1.2.3. The contractor shall contact the VA Travel staff by phone or email immediately to inform the VA if there is a delay in the anticipated pick up or delivery time of the beneficiary to ensure that the beneficiary is able to make it to their appointment on time. A.1.9.3. Contact Phone Number & Electronic Scheduling: If the contractor's place of business is located beyond the local telephone call zone of the VA, the contractor shall install and provide to the VA, a toll-free number for accepting the VA calls. It is estimated that 75% of all requests for service will be placed electronically. Requests for service may also be in writing or verbal from an authorized representative of the VA (authorized employees will be identified per Paragraph A.1.12.2.), and may be completed by telephone, facsimile, mail, e-mail, software or web based program/s or in person (by giving a written or verbal request). The contractor will fully utilize the software or web-based scheduling programs required by the VA. A.1.9.4. 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 schedule appointment. A.1.9.5. 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 have and maintain internet availability for use of email, required software and web-based programs 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). Internet availability and connection speed will be sufficient to complete the required tasks and utilize the required software and web based programs required by the VA in a consistent and timely manner. A.1.10. WAITING TIME: A.1.10.1. For unscheduled trips; waiting charges shall commence 15 minutes from the time the Contractor arrives and makes direct contact with the Veteran. For scheduled trips, waiting charges shall commence fifteen minutes from the scheduled pick-up time or from the time the Contractor arrives at the designated pick-up point and makes direct contact with the Veteran, whichever is later. A.1.10.2. If the designated pick-up and/or delivery points are at locations other than VA Medical facilities and waiting beyond the required 15-minute grace period is anticipated, the Contractor shall notify the VA Travel staff during regular business hours and the AOD after hours. This notification 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. A.1.11. BENEFICIARY SCHEDULE: A.1.11.1. Under no circumstance shall a patient within a 20-mile radius of the RVAHCS wait for transportation service for more than two (2) hour without corrective action being initiated. If the Contractor fails to dispatch a vehicle for the requested service within ten (10) 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. Costs incurred in excess of the awarded contract price will be charged to 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 Contractor arrives to take the patient before the other vendor arrives, a dry run will be paid to the alternate vendor for responding. The dry run fee will be deducted from the Contractor's invoice. A.1.11.2. 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 VA Travel staff or the AOD. A.1.11.3. When transportation is contracted 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. A.1.12. ORDERING PROCEDURES: A.1.12.1. 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. A.1.12.2. Authorized Medical Center Personnel: Authorized personnel will be full time staff employed by the VA Puget Sound. 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, software or web-based programs, or in-person from an authorized representative of the VA. A.1.12.3. 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 4:30 PM the proceeding day if possible. Requests for services will be made in writing, by fax, telephone, and electronic submission through online scheduling programs. Information that will be provided is as follows: Expected date and time of pick-up Appointment time Name of beneficiary Pick-up and delivery point Type and number of additional medical care specialists required Type of wheelchair A.1.12.4. Dispatcher: Requests for Transportation services shall be made to the Contractor personnel identified. The following information will be supplied by the Contractor: Company name Address Email address for all business functions Normal business hours contact person(s) Normal business hours phone number After hours contact person(s) After hours phone number A.1.12.5. Invoice Procedures: Submit invoices electronically Invoices shall include the following information in addition to the times specified at clause 52.212-4(g): Unique trip number Date and time of service request Date and time service order received Name of VA representative placing order Name of Veteran Pickup location and zip code Destination location and zip code Pick up time requested by VA Time arrived at pick up Time departed pick up Time arrived at destination Additional charges/ information to be listed and specified in all instances. To include but not limited to the following: Dispatch fee "waiting time" Indicate VA individual who approved waiting time Number of miles Veteran was transported Wait time A.1.12.6. A duplicate copy of the invoice in MS Excel format that allows editing shall be submitted to the COR, for review and validation, prior to invoice payment approval. A.1.13. PAYMENT FOR MILEGAE OUTSIDE CONTRACT MILAGE THRESHOLD AREAS OF COVERAGE: A.1.13.1. 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 Bing maps. Mileage will be verified by the COR using Bing maps and will not pay mileage in excess of the verified mileage total, except for extraordinary or extenuating circumstances. Any and all adjustments will be at the discretion of the VA. A.1.13.2. 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. Trips requested by the VA and cancelled within 15 minutes of the original request will result in no charge. A.1.13.3. 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 provided in Part I Section A (Prices), and applicable mileage if outside contract Mileage Threshold areas of coverage. This does not apply to contractor vehicles already prepositioned, stationed or assigned to the pickup location (I.e., If a driver waiting at a VA facility receives a call for a pickup at the facility he is at, then this does not apply for arriving at the destination ). The VA may request verification of mileage driven in the form of GPS reports, or other verification options. A.1.13.4 It is understood that the prices listed in the accepted Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VA for any such separate charges. A.1.14. VETERAN RIGHTS: A.1.14.1. 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 scooter. Veteran belongings will not include household furnishings. A.1.14.2. 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. A.1.14.3. IMMEDIATELY upon any incident/accident involving a VA Veteran being transported or escorted, email notification is required to the VA Contracting Officer and 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 accident/incident with a list of the Contractor staff names (drivers/escorts), Veteran's name, and pertinent information and witnesses, and must be filed with the Contracting Officer and COR. This is to be done no matter how minor or innocent the incident/accident appears to be. A.1.14.4. 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. The contractor shall display the VA Travel office telephone number for beneficiaries to report customer service issues to the VA directly. This customer service signage shall be clearly displayed for easy viewing by beneficiaries. The number will be provided by the VA after award of contract. A.1.14.5. 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 person, in compliance with all Centers for Disease Control and Prevention requirements. The contractor shall provide Personal Protective Equipment (PPE)for drivers and Veterans as required by the CDC and/or the VA. The VA will not provide the PPE or any other required equipment or supplies for the contractor. A.1.15. REQUIRED REPORTS AND DOCUMENTS: Within seven (7) days after contract award the contractor shall provide the following to the designated COR: A.1.15.1. 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): Name Position Title Work assignment area A.1.15.2. 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. A.1.15.3. 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: 1. 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. 2. 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. Incorporation of either active or established internal policy or procedures for updating medical service protocols that may affect performance of contract. 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. 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. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle. A log to account for all requests for service. The log shall indicate the date and time of service call, the name and contact of the individual requesting the service, the name of the beneficiary, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract. A.1.16. MISCELLANEOUS: A.1.16.1. 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. A.1.16.2. Medical Center 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. A.1.16.3. Contractor shall always have a wheelchair available for transport of Veterans from pick-up point to delivery point. It is the responsibility of the contractor to verify if a beneficiary needs a wheelchair delivered. 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 with scooters must only be transported in a regular passenger seat or in a wheelchair which can be safely strapped and locked down, and which provides for a seat belt for the passenger. Veterans requiring transport in a motorized scooter will transfer to a seat in the vehicle with the scooter being transported with the Veteran as personal belongings at no additional cost to the VA. A.1.16.4. The driver will (within safety and reason) observe the Veteran during transport. The driver will call pull over (if possible) and call 911 if they view any significant change in condition (i.e. sudden onset of rapid or labored respirations, complaints of chest pains). The contract driver will follow the instructions given from Emergency Medical Services (EMS). A.1.16.5. Neither the passengers nor any other party shall be required to bear the burden of additional payment surcharges, tips or other gratuity. A.1.16.6. The use of alternate routes that exceed the contract mileage threshold may be authorized in the event of unusual circumstances or reasons beyond the contractor s control only with the verbal approval of the VA Travel staff or AOD. Mileage submitted based on the use of alternate routes authorized by VA Travel staff or AOD will be calculated using Bing Maps for the purpose of payments. A.1.16.7 GOVERNMENT QUALITY ASSURANCE: The COR or his/her designee will evaluate the Contractor s performance in accordance with the contract requirements as outlined in the Quality Assurance Plan requirements. A.1.16.8. Contract Discrepancy Report (CDR): As described in the definition section, the COR will fill out a CDR when vendor is not meeting contract requirements or Quality Assurance Surveillance Plan requirements and submit to the vendor outlining the issues. The vendor will respond to the CDR and will submit to the Contracting Officer managing the contract. Contracting will then determine how to proceed with getting the issues resolved. A.1.16.9. The contractor shall transport more than one VA beneficiary on a single trip when requested by the VA. When more than one beneficiary is transported to and/or from the same locations or if a VA passenger is picked up in route to a destination point, an additional base rate shall be charged for the second passenger, but any applicable mile charges will only apply as one (1) single transport per mile to the farthest pick up or drop off location. A.1.16.10. Contractor shall evaluate advanced request pick up times and ensure the pickup time will allow them to deliver the patient to their appointment on time. They must have responsibility on ensuring beneficiaries arrive on time, regardless of the pickup time placed by travel staff. A.1.16.11. The contractor shall pick up and deliver all beneficiaries on time for their appointments. A.1.17. SPECIAL CONTRACT REQUIREMENTS: A.1.17.1. Contractor's Responsibilities and Insurance Requirements: The Contractor shall obtain all necessary licenses and/or 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. 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 Washington, 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. A.1.17.2. 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. A.1.17.3. 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. A.1.17.4. 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. A.1.17.5. 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 with their quotation or proposal (as provided as an attachment to this solicitation). A.1.17.5.1. 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. A.1.17.6. 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 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. A.1.17.7. Sales of Companies or Name Changes: The Contractor, gaining award of the contract, shall notify the Contracting Officer (V4CONT), VA NW Heath Network, 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. **The solicitation and subsequent contact include FAR 52.222-41, Service Contract Labor Standards (SCLS). The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS. VA reminds contractors of the Department of Labor Regulations which implement the SCLS and which read at 29 CFR § 4.155: Employee coverage does not depend on form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that may be alleged to exist between the contractor or subcontractor and such persons. In other words, any person, except those discussed in §4.156 below, who performs work called for by a contract or that portion of a contract subject to the Act is, per se, a service employee. Thus, for example, a person's status as an owner-operator or an independent contractor is immaterial in determining coverage under the Act and all such persons performing the work of service employees must be compensated in accordance with the Act's requirement.**