This is a Sources Sought Constitutes Market Research This is a Request for Information (SOURCES SOUGHT) Notice is to seek out Interested Vendors identified as Service Disabled Veteran Owned (SDVOSB), Veteran Owned Small Businesses (VOSB), all other Small Businesses and any Large Businesses interested in bidding on this requirement. If interested in bidding, vendors should notify the Contracting Officer by emailing
[email protected] by the due date indicated on the Sources Sought notice. Synopsis of Work: Special Needs Ground Transportation Services for San Francisco Veterans Affairs Medical Center, San Francisco, CA. The Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to provide Ground Transportation services for beneficiaries of the Department of Veterans Affairs (VA) facilities within the Veterans Integrated Service Network (VISN 21). The Contractor shall provide all ground transportation services as identified in the Performance Work Statement (PWS). The proposed NAICS code is 485991 Special Needs Transportation with small business size at $15.0 million. The VA intends to award a Firm-Fixed Price Contract for an estimated Period of Performance to begin on/about 01 Dec 2015 to 30 Nov 2016 with options. Attached is a draft version of the PWS which is subject to changes. No formal solicitation document exists at this time. Responses to this Sources Sought should be emailed to
[email protected] no later than 7 August 2015, 1:00 PM, Pacific Standard Time, on the due date indicated on the Sources Sought. Include the following information: POC Name and address of company, economic status (e.g SDVOSB, SB, etc), DUNS number, and email address. Respond directly to
[email protected] DO NOT SEND ANY PROPOSALS at this time. Submitting a capability statement is welcome. Submit questions only by email to
[email protected] DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this SOURCES SOUGHT Notice. Performance Work Statement (PWS) 1.1 General Information The Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to provide special needs ground transportation services for beneficiaries of the Department of Veterans Affairs facilities within the San Francisco Veterans Affairs Medical Center (SFVAMC). The Contractor shall provide all ground transportation services, as identified within this statement of work. This may include shuttle vans from VA designated pick up and drop off locations for authorized beneficiaries. The SFVAMC is the major medical center and six (6) outlying community based outpatient clinics (CBOC) (see list of facilities below) require a contractor who can transport ambulatory and non-ambulatory veterans on gurneys, litters, wheelchairs, and/or Geri chairs to and from major Veterans Affairs (VA) medical centers and six (6) outpatient clinics in Northern California using contractor-owned vehicles, equipment, supplies, etc. The major facility is the San Francisco Veterans Affairs Medical Center (SFVAMC) at 4150 Clement Street, San Francisco, CA 94121. The six CBOCs are: Santa Rosa CBOC at 3841 Brickway Blvd. Santa Rosa, CA 95403 Eureka CBOC at 930 W. Harris Eureka, CA 95503 Ukiah CBOC at 630 Kings Court, Ukiah, CA 95482 Clearlake CBOC at 15145 Lakeshore Drive, Clearlake, CA 95422 San Bruno CBOC at 1001 Sneath Lane, Suite 300 3rd Floor, San Bruno, CA 94066 Downtown San Francisco CBOC at 401 3rd street San Francisco, CA 94107 1.2 Hours of Performance and Notification 1.2.1 The Contractor shall transport ambulatory and non-ambulatory veterans on gurneys, litters, wheelchairs, and/or Geri chairs 24 hours/7 days a week, to include Federal holidays regardless of distance. For long distance trips Contractor may request 24-hour notice. 1.2.2 The Contractor shall provide a toll free number for accepting VA calls. It is estimated that 90% of all requests for services will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, or in person. 1.2.3 Electronic Transmissions: The Contractor shall propose an electronic media, (e.g. facsimile, e-mail), available at all times during the contractor period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance. 1.2.4 Contractor Personnel Roster: Within five (5) days after contract award the Contractor shall provide the following employee information: 1. Name 2. Position 3. Title, and 4. Work assignment area 1.2.5 Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur. 1.3 Contractor Personnel Qualifications 1.3.1 Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises and transporting authorized beneficiaries. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee, which should be visible at all times. Contractor personnel will wear an appropriate and professional uniform. Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. 1.3.2 Within five (5) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer Representative (COR). 1.3.3 During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract. 1.4 Transportation Driver 1.4.1 Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law. 1.4.2 Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and have successfully completed the Standard and Advanced First Aid Course of the American Red Cross and Basic Life Support CPR training or equivalent and be capable of providing necessary assistance. 1.4.3 Drivers shall have the following before they provide any services related to this contract: a. Health examinations including annual TB skin test result; b. Either received the Hepatitis B vaccine series, or is immune as a result of acquired infection, or have been offered and refused the vaccinations; c. Received measles-mumps-rubella (MMR) vaccine. Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three diseases and is required for all persons born after 1956; d. A negative PPD within the last (6) months, or if a known reactor, a negative chest X-ray within the past year; e. A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with varivax (chicken pox); f. Received training in Universal Precautions and Blood Borne Pathogens, Hazardous Material Management, and Life Safety Management (fire preparedness), 1.5 Contractor Equipment, Vehicles and Inspection 1.5.1 The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained. 1.5.2 The VA reserves the right to restrict the Contractors use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA. 1.5.3 Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. 1.5.4 Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract. 1.5.5 The contractor shall not be permitted to borrow medical equipment, medical supplies and/or linens from the Medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA. At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. All vehicles will be parked in designated areas unless alternate pickup location is necessary due to patient safety. 1.5.6 Contractor is responsible for supplying all appropriately sized wheelchairs, including leg extensions (as needed) unless wheelchairs are provided by Medical Facility or patient. (All vehicles should have a standard wheelchair on board at all times). 1.5.7 Contractor is responsible for a system that provides drivers with directions/guidance in all vans. 1.6 Contractor Performance/Non-Performance 1.6.1 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 will re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. 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 result in termination of the contract in accordance with FAR clause 52.212-4(m). 1.6.2 Should the VA determine the immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the Contractor. In these extremely rare cases, no charge shall be levied against the Contractor: 1.6.3 Non-Performance. If the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the COR and provide a justification for non-performance. 1.6.4 Reprocurement Costs. The Contractor shall indemnify the VA for excess reprocurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of reprocurement costs shall not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be reprocured. 1.6.5 The failure of the Contractor to perform services within the required time frames and IAW terms and conditions may result in termination of the contract. 1.6.6 Should the VA determine immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the Contractor. In these extremely rare cases, no charge shall be levied against the Contractor. 1.7 Escort 1.7.1 The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. 1.7.2 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 beneficiary. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin, unless requested by authorized VA staff. 1.7.3 Service animals may be permitted to accompany authorized beneficiaries as allowed by SFVAMC policy. 1.8. Substitution of Beneficiary 1.8.1 The VA reserves the right to substitution of the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur. 1.9 Requests for Services 1.9.1 Prior to performance, the COR 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. 1.9.2 The Contractor shall ensure that requests for services are received from authorized medical center personnel or from clients pre-approved by authorized VA staff. 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. 1.9.3 The Contractor shall normally transport only one beneficiary per trip when authorized by VA personnel. When more than one beneficiary is transported reimbursement for the second patient mileage will not be charged, however, mileage will only be paid for the longest distance over which a patient is transported. If multiple beneficiaries are transported at same time and no bridge tolls are charged then Contractor will not apply such cost to VA. 1.9.4 A trip ticket to account for all requests for service. The trip ticket shall indicate the date and time of service call, name of beneficiary requiring services, 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. Copies of trip tickets are to be provided monthly, along with the monthly invoices sent for payment. Fast Trak and or bridge receipts should also be provided on a monthly basis. Copies of hand to hand receipts shall also be provided on a monthly basis. 1.9.4 All patient transportation requests will be placed against schedule, and will be verified against invoices and trip ticket. When ordering services, the VA Medical facility will provide the following information: 1. Mode of transportation required; 2. Required date and time of arrival; 3. Name of beneficiary; 4. Pick-up and delivery point; 5. Type of equipment required; 6. Last four of the patient's Social Security Number; 7. Any other special instructions including but not limited to: a. "hand to hand" designation b. oxygen be provided c. wheelchair be provided d. escort/caregiver authorized e. weight issues if any f. stair assist g. service animal authorized h. if driver(s) are requested to wait with patient i. length of authorization 1.9.5 Contractor shall notify VA staff of any address changes from clients existing address of record prior to providing service. Change in destination must be approved by authorized VA staff prior to transport. 1.10 Tolls 1.10.1 Transportation services listed in this PWS do not include ferry, bridge, or road toll charges. Any legitimate toll charges shall be limited to ONE WAY ONLY and shall be listed separately on the Contractor's invoices. 1.11 Dry Runs 1.11.1 The Contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor. 1.11.2 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 more than half way in route before being notified in route to the designated pickup, the Contractor shall be entitled to receive 50% of the base rate for the trip, as provided in schedule. This charge shall not include any mileage charge. 111.3 This charge shall not be allowed if authorized VA personnel cancelled the trip within one (1) hour of the scheduled pickup time. 1.11.4 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, or patient absence, or patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in the schedule, and applicable mileage if outside contract Mileage Threshold areas of coverage. 1.11.5 Contractor must report all dry runs at time of occurrence and verify with VA staff (after attempting to contact beneficiary via phone) before driver is allowed to depart location. 1.11.6 Contractor will not charge dry run for trips if driver arrives too late to allow patients to keep scheduled clinic appointment and must report these dry runs at time of occurrence. 1.12 Rates 1.12.1Day rates shall apply to any trip between the hours of 6:00a.m. and 6:00p.m. 1.12.2 Night rates shall apply to any trip between the hours of 6:00p.m. and 6:00a.m. 1.12.3 The time a vehicle departs on the trip shall govern in determining whether day or night rates will apply. 1.12.4 The mileage threshold is defined as having its center point at the designated VA facility that point is being p/u at or returning from. 1.12.5 Rates for Shuttle van services will be on a set monthly fee. 1.13 Patient Rights 1.13.1 The Contractor shall be courteous to VA beneficiaries and staff and shall not smoke or listen to the radio while transporting patients. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. When transporting patients to or from Medical facilities, the driver, acting for the Contractor, will ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required. If items are left on van due to negligence by the driver, Contractor will deliver items as soon as possible and at no additional charge to VA. 1.13.2 The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor shall promptly complete and submit to the COR, an Incident Report with all information felt to be necessary for any full review within 24 hours. Contractor shall submit to the patient information on how to follow up on an injury claim if necessary. 1.13.3 The Contractor shall notify the COR, in writing, within 24 hours, of any complaints made by the patients with regards to transportation services. The Contractor may provide recommendations for improved services along with the patient 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. 1.13.4 The Contractor shall assist the beneficiary from the departure point to the vehicle and to their destination point. Upon pick-up and delivery of "hand to hand" and/or psychiatric patients to the patient destination the Contractor shall obtain from the responsible staff for the beneficiary a signed receipt (include printed name), the receipt shall be retained by the Contractor. If the beneficiary is to be picked up for a return trip (including picked ups from Non-VA authorized provider locations), a contact phone number shall be left with the staff member to call for pickup. Drivers should ask for estimated return pick up times to avoid length wait times. 1.13.5 The Contractor shall report all late pickups to the COR. Late pickups will be verified by using copies of the trip tickets as documentation. The government will obtain compensation for late pickups according to the following chart: Minutes Late Deduction 1 5 to 30 25% of trip value* 31 to 45 50% of trip value* 46 to 60 75% of trip value* 61 or more Trip shall be at no cost to VA *Trip value is the total of the basic trip plus any additional mileage (if applicable) for the scheduled trip. 1.13.6 Driver will take the most direct route from pick up location to destination unless legitimately unavoidable. When multiple patients are being transported in the same vehicle, the patient living the closest from departure point will be dropped off first unless patient health is a factor. 1.14 Gender 1.14.1 For the purpose of equal rights, wherever masculine; gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender. 1.15 Contractor's Responsibilities and Insurance Requirements 1.15.1 The Contractor shall obtain all necessary licenses and/or permits required to perform this work. He/She shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/She 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 her employees' fault or negligence. 1.15.2 The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the and in accordance with VAAR 852.237-71. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer. 1.16 Safety Requirements 1.1.6.1 In order to protect the lives and health of patients, the Contractor shall take such safety precautions as the COR or his designate, may determine to be reasonably necessary. 1.16.2 The COR, or his designate, will notify the Contractor of any safety non-compliance and the action to be taken. 1..16.3 The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work. 1.17 Interference with Normal Functions 1.17.1 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 patients, 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. 1.18 Contractor's Quality Control Program (QCP) 118.1 The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. An original and one (1) copy of this QCP will be forwarded to the CO along with the requested initial proposal. The COR will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: 1,18.2 An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections. 1,18.3 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. 1.18.4 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. 1.18.5 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 patients, in the event of mechanical breakdown of vehicle. 1.18.6 On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. 1.18.7 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 two-way radios. 1.18.9 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. 1.19 Contractor's Certification and Accreditation The C&A requirements do not apply, and a Security Accreditation Package is not required. 2. CONTRACT DEFINITIONS/ACRONYMS 2.1 Base Rate - is 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 this contract action during all phases of the trip made on behalf of the Government. The Base Rate shall constitute full compensation for one-way trips which do not exceed the "Mileage Threshold- for each identified Medical facility. If shuttle vans are utilized a monthly rate will be negotiated. 2.2 Beneficiary -Veteran determined to be eligible for benefits by the VA. May include non-veterans authorized by VA for services. 2.3 Beneficiary Trip Scheduling -Beneficiaries will directly contact the Contractor with a minimum of 48 hours advance notice to schedule transportation (not including weekends or holidays). At the time of a trip request, the Contractor shall verify the beneficiary's authorization, confirm pickup time and place. The form and method of communication of VA authorization and eligibility status from VA to the Contractor shall be determined after direct discussion between the parties. 2.4 Contracting Officer (CO) -VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team. 2.5 Contracting Officer's Representative (COR) - VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and are a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer. 2.6 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. 2.7 Discharge services - Trips requiring transport upon beneficiary discharge from facility. These are also referred to as "add-on", based on the time frame of request. Travel coordinator will advise the Contractor as to any travel and/or time restrictions. 2.8 Dry Run - A dry run is a request for service by authorized Medial Center personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center's needs and verified by VA staff. The Contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor. 2.9 Incident Report - Report of any accident/injury/altercations involving beneficiary during transport. 2.10 Joint Commission on Accreditation of Healthcare Organizations (JCAHO) - A national organization dedicated to improving, the care, safety and treatment of patients in a health care facility and environment. 2.11 Mileage Rate - Mileage rate for transportation services is the rate paid for each mile traveled beyond the specified Mileage Threshold for each applicable medical facility. 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. 2.12 Mileage Reimbursement - Reimbursement for mileage outside the contract. Mileage Thresholds of coverage shall be at. the mileage rate specified in the schedule, and shall be based upon the miles from the pick-up point and the specified destination. Distances beyond the contract Mileage Threshold areas of coverage shall be calculated using current Rand McNally Standard Mileage Guide. Allowable charges for mileage outside the contract Mileage Threshold areas of coverage shall not exceed +5% of the current Rand McNally Standard Mileage Guide. 2.13 Mileage Threshold - Charges for travel within the medical facilities threshold shall be inclusive with the base rate. One-Way mileage for travel beyond the mileage threshold shall be claimed under the facility applicable mileage rate. 2.14 No-Patient Charge - Fee allowed to Contractor for scheduled pick-ups, which due to circumstances are beyond the contractor's control (i.e. patient refuses pick-up, patient not home, patient not medically/mentally suitable for transport, etc.). The Contractor shall not assess this charge on scheduled pick-ups that are cancelled in advance by the VA and/or the patient cancels due to being unable to arrive for scheduled appointment in time. 2.15 Quality Assurance - Those actions taken by the Government to as services meet the requirements of this contract. 2.16 Quality Assurance Evaluator(s) Government personnel responsible for surveillance of contractor performance. 2.17 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. 2.18 Quality Control - Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract. 2.19 Routine Services - Trips scheduled one, two or more business days prior to travel, Beneficiary, caregiver or other designee can contact the contractor directly to schedule routine trips. Request for services with less than one business day notice to the Contractor shall be made by a member of VA staff. 2.19a For return trips from scheduled outpatient visits, client should not have to wait more than 45 minutes for pick up, regardless of where patient lives. 2.20 Scheduled Trip(s) - The term "Scheduled Trip" refers to those trips in which the Contractor has been given advance notice (notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time. Contractor is required to be on time unless unexpected circumstances prevent them from doing so. 2.21 Secure Car - Van requiring at least two-man assist to transport patient. 2.22 Short Scheduled Trip(s) Trip(s) that have been scheduled in advance, repeated trips e.g. dialysis. 2.23 Stair Assist-Two qualified persons to assist a patient down stairs on a wheelchair or gurney. Maximum of 25 stairs and weight limitations may apply. 2.24 Unscheduled Trip(s) - The term "Unscheduled Trip" refers to those trips required on an as needed basis and advance notice is not given. The following listed response times will be considered acceptable for "Unscheduled Trips" from the listed VA San Francisco Medical Center: Pick -Up Location Response Time VA Eureka 6 hours VA Clearlake 3 hours VA Ukiah 3 hours VA Santa Rosa 2 hours VA San Bruno 1 hour VA Downtown SF 1 hour VA San Francisco (SF) 1 hour NOTE: Response time is defined as the time from the trip order to the pickup time. 2.25 Urgent Services - Unscheduled services requiring immediate action, which will be requested by authorized VA staff. Urgent cases will be telephoned to the Contractor immediately followed by written request faxed to the Contractor. 2.26 Vehicle(s) - The term Vehicle(s) refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified. 2.27 Waiting - is 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. 2.28 Waiting Grace Period - The waiting grace period is fifteen (15) minutes prior to time waiting charges commence. The base rate for transportation services shall include a fifteen (15) minute waiting grace period at origin and destination. SECTION 3 GOVERNMENT FURNISHED PROPERTY: 3.1 Any Government-Furnished property provided to the Contractor is only for use in performing work specified under this contract. SECTION 4 CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES The Contractor shall furnish all equipment and supplies not identified in Section 3 of the PWS as Government-Furnished supplies and equipment or specifically identified in this section. 4.1 Contractor Vehicles 4.1.1 Vehicles shall contain at a minimum, the following: 4.1.2 Loading platform shall be integral to the vehicle and made of a least thirteen (13)-gauge steel. Platforms shall have raised edges, be counter balanced, self-adjusting to curbs and sidewalks, and self- storing. When not in use platform shall be securely stored so as not to block the vision if the driver or inconvenience the patient. 4.1.3 Side and rear loading doors shall be operational from both inside and outside vehicle. 4.1.4 Vehicle shall have clamp cleats or belts to firmly anchor wheelchair/scooters and prevent movement in any direction. 4.1.5 Steps shall be treated with non-skid material. 4.1.6. Vehicle shall have safety belts for all occupants. 4.1.7 Vehicle shall have working heating, air conditioning, and adjustable temperature controls. 4.1.8 Vehicle shall contain four (4) emergency flares and warning lights, and one (1) five (5) pound ABC rated fire extinguished with fire extinguisher tag showing record of inspections. 4.1.9 Vehicle shall contain a First Aid Kit and band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers. 4.1.10 Vehicle shall have two (2) blankets. 4.1.11-Vehicle shall have on board supplies to provide infections control precaution procedures. 4.1.12 A two-way radio that shall be fully operational at all times during contract performance and map/directional device. 4.11.13 The Contractor shall provide all linens as required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. 4.11.14 The Contractor shall be required to transport non-ambulatory veterans on gurney's and litters who are not in need of emergency transportation or medical attention, but who need to be recumbent as requested only by authorized VA staff. 4.11.15 The Contractor shall be required to provide wheelchairs, with leg braces (as needed) on all vehicles. This includes oversized wheelchairs if needed. (All vans should be equipped with a wheelchair at all times.) SECTION 5. PAYMENT AND INVOICING 5.1 The Contractor shall submit monthly invoices in arrears. The invoice shall include the Contract number, current Purchase Order number, Order Date, Performance Period, and Description of Services provided during the month. In the description of services, a legible and understandable copy of the transportation log shall be provided to match the invoice amount. The Contractor shall forward the invoice to the COR or designated representative for prior approval before submitting to OB10 for verification. OB10 shall forward the Contractor's invoice directly to DFAS Austin (also known as Finance Service Center) for payment. 5.2 OB10 electronic registration. VA entered into a relationship with OB10, a global provider of electronic invoicing. With OB10, all Contractors will be able to securely submit invoices directly from their existing billing systems. Contractors can easily submit invoices electronically through OB10. By submitting invoices electronically through OB10, the Contractor will experience prompt payment with reduced exceptions. Your participation is required in order to continue providing products or services to the VA in compliance with the Improper Payments Elimination and Recovery Act of 2010 (IPERA) and Mandate AN97. The rule mandating electronic invoice submission was published on Nov 27, 2012, and has an effective date of Dec 27, 2012. Mandata AN97 can be located on the Federal Registry at the link provided: https://federalregister.gov/a/2012-28612 . SECTION 6 PERFORMANCE CRITERIA/STANDARD Factor No. Performance Criteria Performance Standard AQL- Maximum Allowable Degree of Deviation Method-Type of Surveillance Reduction when AQL Exceeded Deduction Amount on Payment, or possible termination 1 Patient Safety Consistent with Standards and Safety Guidelines 2 occurrences per year Monitor through travel coordinator and COR 45% per occurrence 2 Medical Services Qualified staff to provide appropriate service 2 occurrences per year Monitor through travel coordinator and COR 45% per occurrence 3 Equipment & Maintenance Program IAW established Local, State and Federal regulations. 2 occurrences per year Equipment and maintenance logs reviewed semiannually 15% 4 Dispatch Responses Within 45 minutes of coordinator time 3 occurrences per year Monitor through travel coordinator logs 15% per occurrence 5 Submit Invoice with trip ticket Within 30 working days 2 occurrences per quarter Monitor through travel coordinator 2% per occurrence 6 Patient Satisfaction Per occurrence 1 occurrence per quarter Monitor through COR and travel coordinator 2% per occurrence 7 Professional Interaction Per occurrence 1 occurrence per quarter Monitor through COR and travel coordinator 2% per occurrence 8 Integration & Coordination Per occurrence 2 occurrences per quarter Monitor through COR and travel coordinator 2% per occurrence 10 Problem Solving Per occurrence 2 occurrences per quarter Monitor through COR and travel coordinator 2% per occurrence