V--Wheelchair Van Transportation Services VA Toledo Outpatient Clinic

The Department of Veterans Affairs, Network Contracting Office 10, Veterans Health Administration intends to solicit offers for Special Needs Transportation for the VA Toledo Outpatient Clinic located at 1200 S Detroit Ave, Toledo, OH 43614. Contract will be for the period June 1, 2018 through May 31, 2019 with four (4) option years in strict accordance with terms, conditions and provisions of the contract solicitation, NAICS Code 485991. Contractors that can provide this requirement and meets the requirements below are requested to send their 1. Company Name, 2. DUNS number, 3. Business size under NAICS 485991 and 4. If the item(s) are available on a FSS contract or not and the FSS contract number if it is available on contract, 5. Notification if they are a VETBIZ registered VOSB/SDVOSB or not. Contractors must be registered and certified in VETBIZ to be considered VOSB/SDVOSB. This is not a solicitation. This is a Request for Information, Sources Sought. This Sources Sought will close on 02/26/2018 at 12PM EST. Please e-mail all responses to [email protected]. Statement of Work 1. INTRODUCTION: The Veterans Affairs Ann Arbor Healthcare System (VAAAHS) Toledo Community Based Outpatient Clinic (TCBOC) has a population of non-ambulatory beneficiaries eligible for and in need of transportation to and from their residences for medical appointments. 2. GENERAL: Contractor shall furnish wheelchair van transportation services from date of award for one year (365 Days) with four (4) one (1) year (365 days) pre-priced option year periods that may be exercised at the discretion of the Government, to eligible beneficiaries of the VAAAHA Toledo Community Based Outpatient Clinic (TCBOC) 1200 S. Detroit Avenue, Toledo Ohio 43614, in strict accordance with all specifications, terms, conditions and schedules of this solicitation and any resulting contract. 3. DEFINITIONS: Commonly used terms and acronyms and their equivalent appear throughout this contract and shall have the following meanings: ADMINISTRATIVE OFFICER of the DAY (AOD):Â The secondary (off tour) source for requests, contacts and signatures for transport. ADD-ON TRIP:Â Initial request for same-day transportation that was not previously scheduled. AMBULATORY: persons able to walk on his/her own. BASE AREA: the first 30 loaded miles driven. BASE RATE: rate paid for any trip 30 miles or less. BENEFICIARY:Â Veterans family members and caregivers determined to be eligible by the VA for benefits. BENEFICIARY TRAVEL OFFICE (BTO):Â The primary department to initiate requests for transport. COMMON CARRIER: Transportation services provided to an eligible beneficiary for the purpose of meeting their medical appointments. CONTRACTING OFFICER (CO): The person executing this contract on behalf of the Government (Only the Contracting Officer is authorized to make commitments to issue changes that shall affect the price, quantity, and quality or delivery terms of this contract). CONTRACTING OFFICER'S REPRESENTATIVE (COR):Â The COR is an employee of the VA designated to perform specified contract administration activities, but is not given authority to enter into contractual agreements or modifications. CONTRACTOR: Â A person/business and all authorized representatives thereof contracted to furnish supplies or services in accordance with the contract, at a specified price/rate. DAYTIME TOUR: VAAAHS hours of operation during the day. Everything else is considered off-tour . DRY RUNS: When Contractor arrives at passenger pick-up location, but due to circumstances that are both outside the control of the Contractor and unforeseeable, the passenger is not transported anywhere. (Ex. Veteran confirms availability for pick-up over the phone, but then refuses transportation after the Contractor has arrived at the Veteran s residence.) MILEAGE RATE: rate paid per mile for mileage over the base area/base rate. A Contractor may charge the base rate for each authorized one-way trip plus any mileage charges over the 30 mile base area. MOBILITY MANAGER: a Supervisory Mobility Transportation Specialist assigned to manage the Veterans Transportation Program (VTP) component of the VAAAHS Veterans Transportation Service (VTS). NORMAL BUSINESS HOURS: are between 6:01 am to 6:00 pm. After hours begin at 6:01 pm and end at 6:00 am. One Way: references the point from passenger pick up to point of passenger's designated delivery (drop off). All trips are to be billed One way . SPECIAL PASSENGER REQUIREMENTS: a person identified as being with limited mobility or needing minimal assistance. This assistance shall be stipulated on the travel request from the BTO at the time of request. STRETCHER CHAIR: The Contractor shall have available a stretcher chair to transport beneficiaries who cannot be in an upright position due to the inability to put pressure on their lower extremities. TRAVEL TRIP (TRIP): identifies one way travel from point of origin to destination. TCBOC: Toledo Community Based Outpatient Clinic TOO EARLY: passenger(s) arriving at appointment location more than 30 minutes before scheduled appointment. TOO LATE: passenger(s) arriving 15 minutes or more past their scheduled appointment. VAAAHS:Â Veterans Affairs, Ann Arbor Healthcare System located at 2215 Fuller Road, Ann Arbor, Michigan 48105. WILL CALL RETURN:Â The term commonly used between the Contractor and the VAAAHS to describe the return transportation of a previously scheduled passenger. Since the duration of patient appointments are difficult to predict, VAAAHS will contact the Contractor when a passenger is ready for return transportation. 4. RESPONSIBILITY OF THE CONTRACTOR: Contractor shall furnish non-emergent transportation Monday through Friday between the hours of 6AM and 6PM, to and from point of pick-up (typically patient s residence, but may include any pickup points, to or from any floor, ward, nursing home, or medical center) to the VAAAHS Toledo Community Based Outpatient Clinic (TCBOC) for medical appointments and return to residence. Most the transports will be within daytime hours. Occasionally transportation will be required prior to 6AM or after 6PM Monday through Friday, or on weekends and federal holidays. The contractor shall be capable of providing this transportation. NOTE: The Federal Government observes the following Federal Holidays plus any other day designated a Federal Holiday by the President of the United States for the holiday rates: New Year s Day Martin Luther King Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day Trips to or from any locations other than VAAAHS Toledo Community Based Outpatient Clinic (TCBOC) or a patient s residence shall be unauthorized unless approved by the COR, the Mobility Manager, or the AOD. The VAAAHS Toledo Community Based Outpatient Clinic (TCBOC) may provide only one day or same day notice of each transport but the Contractor shall be capable of providing this transportation timely. Contractor shall be directly responsible for all work performance specified in the contract. Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, and uniforms and other items or services necessary for performance of services under this contract. Contractor shall comply with any and all applicable State of Ohio, local and federal transportation regulations relating to this type of service. Contractor shall ensure all of the employees working under the contract for the VAAAHS undergo a criminal background check and have favorable results (no felonies). Contractor shall ensure all Drivers have attained legal age (the age of 21) and shall maintain neat, clean and professional appearance. Contractor shall ensure all Drivers have no less than one (1) year of experience as a licensed driver and ensure Drivers have a current, valid, Ohio Driver s license and are medically cleared to operate a motor vehicle. Contractor shall provide adequate supervision at all times during which his/her employees are performing services to ensure satisfactory performance in accordance with the terms of the contract. Contractor shall ensure all transportation requests come from authorized VAAAHS personnel (BTO, AOD personnel, Chief or Assistant Chief of Social Work Service). A list of authorized VA personnel will be provided to the Contractor at time of contract award. Contractor shall ensure that personal protective equipment (gloves) and spill kits are provided to Drivers to ensure they are adequately prepared to address biological fluids. Contractor shall furnish vehicle insurance that meets the State of Ohio requirements and maintain such insurance and coverage throughout the life of the contract. Contractor shall notify the Contracting Officer or the COR immediately of any changes in insurance and shall furnish all copies of new certificates or any terminations issued. Contractor shall maintain contact and be available should the Driver need to contact them. Contractor shall ensure that all contractor employees with access to VA sensitive information complete VA privacy and information security training. Contractor shall maintain records for all drivers showing evidence of completion of all required training and certifications. Contractor shall provide copies of licensure, proof of insurance, background checks, and any other requested information in conjunction with this contract at the time of contract award or within three (3) business days of a request. Contractor shall allow working dogs (alert or sight/seeing) to accompany a Veteran in the vehicle. 5. DRIVER REQUIREMENTS VAAAHS reserves the right to restrict any Driver who does not meet requirements of this contract, who violates Federal Regulations, or otherwise is identified as a potential threat to the security or the safety of our Veteran population from working under this contract. The restriction of such Drivers shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein. Drivers shall possess a valid State of Ohio license (having passed the State of Ohio Road Test). Drivers shall demonstrate that they are medically cleared to operate the appropriate motor vehicle safely. Drivers shall escort passengers from inside the residence, medical center, to or from any ward or nursing home facility to the vehicle. Once transported, driver shall escort the patient into the destination. The patient shall be delivered by the driver to an authorized care giver or medical staff at the specified area. Under no circumstances shall a patient be left unattended at any point. Patients shall be escorted by the driver to and from the Vehicle, at no time will patients be permitted to push or attend to another patient. When a Driver arrives at the VAAAHS Toledo Community Based Outpatient Clinic (TCBOC) to transport a passenger, the BTO or front desk will contact the appropriate unit to determine if the passenger is ready. All patient travel vouchers for payment shall be signed by the BTO. Driver shall have the trip voucher stamped by the BTO when picking up a passenger for transportation from the VA and when dropping off or delivering a passenger at the VA. Driver shall be able to communicate with the passengers with respect and common courtesy (no cursing, swearing or slang), speak clearly, maintain eye contact, and modify communications to accommodate hearing, visual and/or cognitive impairments of passengers. Drivers shall assist passengers to fold/unfold and stow wheelchair when appropriate. Drivers shall have a company issued picture identification that shall be worn at all times above the waist and in a manner that the picture and the name of the employee are visible. Drivers shall comply with the State of Ohio laws for seat belt usage and insure that their passengers are compliant at all times. NOTE: Should a passenger decline to comply or removes the seat belt himself/herself, the Driver shall notify the BTO (or AOD if after hours) prior to departure or upon arrival at destination. The Contractor is not required to transport any passenger who refuses to comply. Drivers shall ensure there is no smoking allowed in the vehicle. Drivers shall not use cell phones for personal use while actively transporting VA passengers but may be used to communicate with their dispatch office or BTO. 6. DRIVER TRAINING REQUIREMENTS Drivers shall have successfully completed a Basic First Aid Class once every two (2) years. Drivers shall know what to do and whom to call in a medical emergency or in the case of an accident. Drivers shall complete four (4) hours of classroom instruction in Defensive Driving and have completed Abuse-Prevention Training. 7. VEHICLE REQUIREMENTS: VAAAHS reserves the right to inspect any vehicle and / or vehicle maintenance documentation. VAAAHS reserves the right to restrict the use of vehicles which are in need of repair, unclean, unsafe, damaged (interior or exterior), and not in compliance with requirements. The restriction of such vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract. Vehicles shall be five years old or less (based on the date it was originally purchased), be equipped at all times with seatbelts and shoulder harnesses, and maintained in good operating repair in accordance with the manufactures original specifications including being free from physical damage. Vehicles shall be of a make and model to insure safe and comfortable transportation of passenger s and ease of entrance and egress (i.e. conversion van). Vehicles shall be clean and odor free with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs. Vehicles shall be equipped with properly functioning heater and/or air conditioning systems. Vehicles shall have emergency communication equipment (furnished by the Contractor). Cellular phones and two-way radios are acceptable forms of communication equipment. Vehicles shall be equipped with safety door locks (i.e. child door locks). Vehicles shall be equipped with basic first aid kits, flashlights, warning triangles, ice scrapers, and blankets, these items shall be secured and stored in the vehicle in a manner that shall not compromise safety. Each vehicle shall all have preventive maintenance information and/or repair logs. Logs shall be in chronological order, with the latest service action on top. Copies of these logs shall be provided within three (3) business day of a request. 8. START-UP REQUIREMENTS Contractor shall be ready to perform in full compliance with all contract requirements within 10 business days of contract start date. Contractor shall submit specific information on vehicles and Drivers within 30 days of contract award. 9. PASSENGER PICK-UP REQUIREMENTS SCHEDULED TRIPS NOTE: The majority of passengers requiring transportation will reside within a 30-mile radius of the VAAAHS Toledo Community Based Outpatient Clinic (TCBOC). The addresses of passengers will vary daily. The list of passengers will be provided to the Contractor by 4:30 p.m. on the day before pick-up by authorized individuals in the VAAAHS VTS/BTO. The Contractor shall call the Veteran by telephone prior to pick up to confirm the Veteran's availability. If the passenger/care giver/spouse/family member/etc. answers, the Contractor shall confirm the passenger s name and address. The Contractor shall also provide them with the estimated time of arrival (ETA) If the Contractor is unable to confirm that the Veteran is available for pick up, they shall not go to the Veteran s home (no charges shall be billed to the VA): If the Contractor/Driver is connected to an answering machine or voicemail, the Contractor shall leave a message for the passenger to contact the BTO. Contractor/Driver shall call their Dispatcher and inform them of the situation at which time the Contractor/Dispatcher shall contact the BTO/AOD for further instructions. If the Veteran confirms availability over the phone, but then refuses transportation after the Contractor has arrived at the Veteran s residence, the Contractor shall immediately notify Beneficiary Travel Office. Providing that the Driver and vehicle are in compliance with all contract requirements, this situation will be considered a dry run due to passenger refusal and: The Contractor shall bill for a verified "dry run" at the rate specified in the schedule. The Contractor shall clearly identify any and all billing for dry runs on the invoice. If the passenger is not available for pick-up, due to unforeseen circumstances outside the control of the Contractor, the Contractor will be paid the dry-run rate specified in the schedule. If the patient/passenger declines a ride or requests something other than what is detailed on the pick-up list, the Contractor/Driver shall immediately call their Dispatcher and inform them of the situation. The Dispatcher shall contact the BTO /AOD for further instructions. Once the Contractor s Dispatcher has received a determination of whether or not they should proceed, the Contractor s Dispatcher shall immediately call their Driver to let them know what action they should take. 10. RETURN TRIPS NOTE: Many of the passengers that are transported to an appointment will need transportation from the Toledo Community Based Outpatient Clinic (TCBOC) back to their residence after their appointment. Each return transportation trip will be ordered by the BTO or ADO as a one way trip. The schedule of passengers sent to the Contractor will give the Contractor a rough approximation of the return trips that may be necessary. Contractor shall pick up the passenger within 30 minutes of a call from the BTO or the AOD. During day-tour hours, only passengers/patients who have checked in with the BTO will be scheduled for a return ride after their appointment. For off-tour hours, only passengers/patients who have checked in with the AOD will be scheduled for a return ride after their appointment. Passenger/patients who are admitted to the hospital will not be designated as a Dry Run . 11. ADD ON TRIPS Contractor shall provide same day add-on transportation trips (trips that are not pre-scheduled and are not return trips) when ordered by the designated VAAAHS personal. Add-on trips may be one way or round trip, this will be determined at time of call. The contractor shall have adequate resources to provide Add-on trips. These add-on trips may be required during and/or after normal work hours. Add-on trips will be placed by phone-in, electronically or by fax to the Contractor with the passenger s name, pick-up location, and time and location of the appointment. Contractor shall pick up the passenger within 30 minutes of a call from the BTO or the AOD requesting an add on trip or Contractor shall ensure passengers arrive at the appointment location between 15 and 30 minutes prior to the appointment time. 12. PASSENGER TRANSPORTATION RESTRICTIONS Only the Driver, the Veteran with or without a working dog and any designated individuals when they have been approved by the BTO or AOD in advance shall ride in a vehicle. Contractor shall transport any designated individuals with the Veteran at no additional cost. There shall be no additional charges for Veterans who have a working dog. Such designated individuals may include a beneficiary s wife, husband, significant other, designated caregiver or the police. Contractor may seek approval to transport more than one passenger on a single trip on a case by case basis. Approval to transport multiple passengers at a time shall be granted by the BTO or AOD. Contractor shall ensure all passengers are comfortable and that all passengers arrive at their designated appointment location 15 to 30 minutes prior to the appointment time. Contractor shall not transport VA passengers with any Non-VA customers of the Contractor. 13. WAIT TIME Normal wait time shall be considered 15 minutes. When wait time exceeds 15 minutes (verified by BTO) Contractor will be reimbursed by the wait time rate specified in the schedule. Wait time can include time spent waiting both on and off VA premises and either at pick up or drop off when authorized by the BTO. Contractor shall notify the BTO that the Driver (vehicle) is in a waiting status. All waiting time charges shall be authorized by the BTO and annotated on the signed trip ticket. 14. REPORTING ACCIDENTS OR PASSENGER INJURIES Contractor shall report any injury or accident to passengers immediately to the BTO/COR and AOD. Contractor shall be responsible for reporting, in writing, all accidents, slips, falls, and mishaps. Contractor shall submit all injury reports within 24 hours of incident to the BTO/COR and AOD for inclusion into the passenger s administrative chart. If off the premises and passenger needs immediate medical attention, Driver shall call 911. If on the premises, and the passenger needs immediate medical attention, Driver shall contact TCBOC. 15. REPORTING COMPLAINTS All complaints received from passengers regarding Contractor s performance will be documented on a Report of Contact form by the BTO and will be reported to the Contractor for investigation. Contractor s supervisory official shall provide the BTO written results of the investigation and actions taken to resolve the matter. Examples of complaints may include but not limited to: 1) Any allegation of inappropriate behavior including allegations that Contractor personnel used, profanity, made inappropriate comments, or failed to exhibit caring, compassionate professional customer service in accordance with the VA s mission, vision and values will be documented by the BTO and reported to the Contractor. The investigation's results shall be forwarded to the BTO within five (5) working days of the initial submission or notification of the incident occurring. 2) Any complaints filed by passengers against Contractor personnel that allege Sexual Harassment, EEO violations or any violations of Federal Laws, rules and regulations as well as smoking will be reported to the Contractor's supervisory official upon notification. The results of the investigation shall be maintained in the strictest confidentiality. The government will provide all reported customer service complaints to the Contractor in writing within 24 hours of receiving the complaint. Contractor shall report any misconduct in writing exhibited by the passenger to the BTO within 24 hours. The BTO Supervisor will provide a written response within 72 hours upon receipt of incident to the Contracting Officer. 16. VEHICLE SECURITY While on the VA grounds, the Contractor shall secure the vehicle when left unattended. If vehicle must be left unattended with the motor running, a second set of keys shall be necessary, so that the vehicle can be securely locked. The Driver shall carry the second set of keys. The Contractor shall be authorized to park in designated parking areas located at the Toledo Community Based Outpatient Clinic (TCBOC). The Contractor shall not park their vehicles in the designated parking area for anything other than picking up passengers. Overnight or storage of the Contractor s vehicles in this area is not permitted. 17. PRICING (see pricing cost schedule) The price for transportation shall be calculated as follows: Base Rate (includes costs defined below) + Mileage Rate (loaded miles traveled in excess of 30 miles) + Authorized waiting time = Rate per trip For all one-way trips ordered under this contract, the Contractor will receive the Base Rate. The Base Rate shall constitute full compensation for one-way trips that do not exceed a thirty (30) mile radius of the VAAAHS Toledo Community Based Outpatient Clinic (TCBOC) or the designated pick up point. The Base Rate price includes all costs associated with traveling and pick-up and drop off costs associated with 15 minutes of waiting time at pick up and 15 minutes of waiting time at drop off. For one way trips exceeding a 30-mile radius of the VAAAHS Toledo Community Based Outpatient Clinic (TCBOC) or the designated pick up point, Contractor shall receive the Base Rate plus a mileage rate for each mile traveled beyond the 30-mile radius. One Way: references the point from passenger pick up to point of passenger's designated delivery (drop off). Contractor shall ensure that passengers arrive for their appointment at the VAAAHS Toledo Community Based Outpatient Clinic (TCBOC) a minimum of 15 minutes prior to their designated appointment time, but no earlier than 30 minutes prior to their appointment. When more than one patient is transported (not to include caregiver), Contractor may bill the Base Rate for each patient transported. If the trip exceeds beyond the 30 mile radius of the VAAAHS Toledo Community Based Outpatient Clinic (TCBOC), Contractor may bill the Base Rate for each patient transported (not to include caregiver), plus calculated mileage only for the longest distance involved in transporting during this trip. 18. MILEAGE CALCULATION Contractor shall use bing.com/maps at http://www.bing.com/maps/ to calculate mileage. Certain circumstances may dictate that the closest distance route is inappropriate. Route exceptions and procedures for determining alternate route shall be as follows: Road closed due to weather conditions Road closed due to construction Roads not accessible to general public such as through a military base, restricted area etc. Portions of trip over roads, trails, paths not accessible by car Clinical determination by Veteran s VA provider that condition precludes travel by closest distance route (e.g. Veteran cannot travel over rough roads. ) When it is determined that one of the above conditions has occurred, the only authorized alternate route associated mileage will be determined by the VA Beneficiary Travel Dashboard which utilizes Bing Maps (alternate tools, i.e., Map Quest, Rand McNally etc are NOT authorized). Documentation and rationale for using an alternate route shall be approved in writing with signature of the BTO or AOD. Contractor shall maintain record of approved alternate route on the approved claim and the reason for the alternative route for audit purposes.