This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) Company name (b) Address (c) Point of contact (d) phone, (e) email (f) UIE number (g) Cage Code (h) Tax ID Number (i) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business (j) Must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below Work to be performed: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT Contractor shall provide assisted transportation (Wheelchair/Cot) service for the beneficiaries of the Department of Veterans Affairs Medical Center, 4801 Linwood Blvd., Kansas City, MO 64128. The Government intends to award a Requirements type contract(s), Firm Fixed Price with Economic Price Adjustment. Definition(s): Add on service Service not pre-scheduled but provided to the contractor daily requiring a 45-minute response time or better. These are services which are needed after the scheduling deadline provided by hospital staff (i.e. emergency room runs, clinic add on appointments, transfers to or from other facilities, etc. Administrative Officer of the Day (AOD) VA employee who acts as the administrator during all hours that are not normal working hours. Normal working hours are 7:30 a.m. to 4:00 p.m. Monday through Friday, excluding holidays. Base Rate Base rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under the contract action, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included herein), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations will be updated each option year when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips which do not exceed the Mileage threshold . Beneficiary Veterans and other members determined to be eligible for benefits by the VA. Contracting Officer VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. Contracting Officer s Technical Representative (COR) A person delegated by the Contracting Officer to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under the contract. Gender For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender. Mileage Rate Mileage rate for medical transportation 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 The mileage threshold is defined as a 20-mile radius of the VAMC, Kansas City, MO. For all one-way trips within a 20-mile radius of the VA Medical Center (VAMC) Kansas City, MO, the contractor will receive the flat rate awarded for that trip. The Contractor will also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the 20-mile radius of the VAMC Kansas City. In no event shall the Contractor receive reimbursement for mileage charge for any mileage inside the 20-mile radius of the VAMC Kansas City. Mileage charges are only applicable outside the 20-mile radius of the VAMC Kansas City. No service or no-load charge When a driver is dispatched to pick up a patient and for various possible reasons, the run is not completed, at no fault of the driver. A no service form will be completed by the driver and submitted to COR or designee (staff who approved the no-service) for signature/concurrence. When the VAMC travel office provide reasonable notification a no-load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 30 minutes of the pickup time for trips within 20-mile radius and prior to driver departure for trips beyond 20-mile radius. Prorated trips Any trip in which more than one veteran is transported by a single driver, allowing only the mileage to be claimed to the farthest destination of the run. Waiting Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the Contractor to wait at designated pick-up and/or delivery points in performing contract services. Waiting Grace Period The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for medical transportation services shall include a fifteen (15) minute waiting grace period at origin and destination. QUALIFICATIONS: A.1 Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Subcontracting of services shall not be authorized for the transportation of wheelchair patients and litter patients without prior approval of the VA. Successful offeror shall meet all requirements of Federal, State, or City codes regarding operations of this type of service. A.2 Offerors must submit with proposal a letter fully describing the following information: REQUIRED SUBMISSIONS: The successful offeror shall submit the following information to the Contracting Officer prior to contract award and prior to exercise of any option to this contract: A letter fully describing the make of vehicle(s), model, year, and ID number vehicle(s) which the bidder agrees to furnish under this proposal. The Contractor shall notify the Contracting Officer in writing of any vehicle(s) added, removed, or altered after award of contract. The letter shall include location and telephone number of offeror s establishment where calls will be received and vehicle(s) will be available for dispatch. The letter shall also contain certain information as to the metering device or method offeror proposed to use in determining mileage. The offeror shall submit a copy of the current annual safety inspections, required by the State of Missouri, for each vehicle. The offeror shall submit the completed General Inspection Checklist of each vehicle. The inspections must be completed by a certified mechanic at any State (Missouri) licensed inspection facility. The offeror shall furnish proof of compliance to the Contracting Officer prior to award of contract. State vehicle inspection requirements shall not be accepted as sole certification of vehicle safety. Certificate of Insurance as described in statement of work, paragraph N. A.3 MILEAGE: To determine what is considered reasonable mileage, VA will utilize Bing Maps internet version (internet address: http://www.bing.com) quickest route computations. Mileage is computed for out of town runs beginning or ending at the Metro limit. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the Government. A.4 INSPECTION OF CONTRACTOR FACILITIES/VEHICLES: The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to ensure acceptable standards of performance. PASSENGER TRANSPORTION: B.1 Contractor shall provide medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the method of contacting the Contractor on a twenty-four (24) hour per day basis. Access to the VAMC, Kansas City, MO shall be obtained through wheelchair ramps and the door accesses located to the left and right of the emergency room during normal working hours and at the emergency entrance during off tours. B.2 If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported. B.3 Contractor drivers will ensure proper loading/unloading techniques are followed at all times. Patients in wheel chairs will be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver will ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transport to a vehicle seat. NO patient will be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. The contractor will ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to COR or designee annually and/or prior to contract submission or renewal. B.4 Contractor shall provide through the door assisted service for all patients to and from their designated appointments. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All patients shall be attended by an authorized responsible party at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle. When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient s arrival by the Contractor s driver or authorized attendant. B.5 The Contractor s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the VA Medical Center Emergency Room staff, at (816) 861-4700, Ext 57310 or 57689 in Kansas City. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD). All diversions from destination will be reported to the COR or designee. B.6 Should the Contractor s driver encounter any problems with transporting of patients, the driver shall contact the COR, or designee, at the Kansas City VA, from 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at the admissions desk. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor. B.7 Contractor s driver shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, patients unbolting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds for default. B.8 When there is a need to transport medical records with the patient; the Contractor s driver will assure that the locked carrying pouch containing the records is secure and delivered with the patient to the destination. B.9 RESTRICTIONS: The Contractor may not carry non-VA contract beneficiaries or private-pay patients with VA Beneficiaries under this contract. No beneficiary en-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise. All such events must be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract. B.10 While transporting VA patients under this contract, only authorized drivers or attendants, or patient s family member or representative shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle. DRIVERS AND AUTHORIZED ATTENDANTS: C.1 All Contractor s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Failure to comply with this provision may be grounds for default. C.2 All Contractor s drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request. C.3 All Contractor s drivers and attendants shall have passed the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request. C.4 All Contractor s drivers and attendants shall have oxygen dispensing training C.6 Contractor staff shall perform such duties that require the use of the above training and certification; i.e. transferring patients, helping transfer patients, oxygen dispensing, IV pump monitoring, etc., as needed. C.7 All Contractor s drivers and attendants shall have the physical capabilities to provide special assistance to the patients when transporting patients to the medical center, private residence, nursing homes, etc. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. This determination will be at the sole discretion of the Contracting Officer/COR and will be based upon documented evidence. C.8 All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the COR or designee at the VA Medical Center, Kansas City, MO, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients. A driver or attendant demonstrating an inability to perform patient handling procedures will be required to obtain additional training. Failure to comply with this provision may be grounds for default. C.9 All Contractor s drivers shall maintain a valid operator or chauffeur s license, required to operate the type of vehicle necessary to perform the service, as required by the State of Missouri. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract. C.10 The COR, or designee, may authorize an attendant other than the driver to accompany a patient with no additional charges incurred to the Government. CONTRACTOR CONDUCT: D.1 The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor s employees, and Contractor s representatives shall treat each patient with respect, concern and a professional approach to Patient s dignity as an individual and as a patient. All communication both verbal and non-verbal by the Contractor s personnel, with and in the presence of the patient, shall be conducted in a professional manner. Failure to comply with this provision may be grounds for default. D.2 The Contractor s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor s personnel while said persons are at or on the grounds of the medical center. Failure to comply with this provision may be grounds for default. E. ORDERS: E.1 Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via facsimile, electronically (e-mail) and/or telephone, by the Travel Section, VA Medical Center, Kansas City, MO, no later than 4:00 p.m. prior to the day the transportation is required. The following information shall be provided by the VA to the contractor: Patient name (first and last name) Social Security Number Pick up point (include address, telephone #, city, state, bldg and/or room number if applicable) Destination Time of pick up Support required or items to accompany (oxygen, IV heplocks, escort, other items) Additional information as needed (whether there are papers, medications or other items to be transported with the patient and location of those items) Including any specific physician instructions In the event that a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified. Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor. Also see Paragraph B.8. Restrictions. The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patients name and social security number, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact Travel Section with any questions, requests for clarification, or the need for additional information at Kansas City VA travel section during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD. E.2 Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The VA will be the sole judge in determining when to order service from another source. E.3 Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination timely. E.4 In case of inclement weather, the decision as to whether or not a VA Patient will be transported will be made mutually by the COR or designee, and the Contractor. E.5 The Contractor shall notify Travel, upon the Travel Clerk or (AOD s) request, of the estimated time of arrival for any vehicle en-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify Travel, by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. For trips outside the Mileage Threshold, the contractor must notify the VA in time for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor s call. E.6 WAITING TIME: The VA Medical Center will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. Fifteen minutes is routine. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate of one-fourth the hourly rate indicated in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer s Technical Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor will claim reimbursement. E.7 Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the patient is transported are limited to one way only , patient loaded miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to no load trips. E.8 The only exception to compensation for loaded miles is when patient is picked up from a remote location and dropped off at a remote location. For Example: Patient is picked up from home in city outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment (also outside mileage threshold). Contractor incurs wait time while patient completes his/her appointment and mileage to transport patient back home. In this scenario contractor will be compensated for mileage incurred from VAMC Kansas City to pickup point (i.e. patient s home), mileage to drop off location (i.e., CBOC), wait time (if pre-approved by the VA), and mileage to transport patient back to home. Rates will be in accordance with current contract rates for mileage and wait time. Remote location is defined as outside the 20-mile radius of the VAMC, Kansas City, MO. E.8. If the COR or designee, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below, paragraph G, for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, plus the rider charge for an additional patient as agreed upon in the contract. E.9 When more than 1 (one) patient is transported outside the Mileage Threshold, in a single vehicle, the longest distance transported may be claimed in addition to the base rate for one patient plus the established rider rates for the remaining patients. Trip mileage shall be determined in accordance with the current MapQuest internet version. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government. When more than one patient is transported within the 20-mile radius in a single vehicle to close destinations, a base rate may be charged for one patient and rate for additional beneficiary for the remaining patients. PATIENT PRIVACY AND CONFIDENTIALITY: Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract. Awarded contractor shall be required to sign Business Associate Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). See Attachment A for sample Business Associate Agreement. NUMBER OF PATIENTS: It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in paragraph E. Orders. VEHICLES: FAILURE BY THE SUCCESSFUL BIDDER TO MAINTAIN COMPLIANCE WITH ANY OF THE PROVISIONS PRECRIBED IN THIS SECTION FOR VEHICLES USED IN PERFORMANCE MAY BE CONSIDERED GROUNDS FOR DEFAULT OF THE CONTRACT. H.1 Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules and regulations and must have a minimum of the following: a. The ambulance transport vehicle shall be of model and make to insure safe and comfortable transportation of wheelchair bound patients. Each vehicle shall be so configured as to hold a minimum of three (3) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of 4-point restraints for all wheelchair positions. All positions shall be seated facing the front on front mounted seats or rear on rear mounted seats of the vehicle. No patients may be transported on side mounted seats. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential safety feature shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented and records provided upon request by the Contracting Officer. Wheelchair vans must be designed so that patients are restrained by a seat belt at all times when the vehicle is in motion. H.2 All vehicles shall be equipped to allow for direct communication, at all times, between the drivers and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication. H.3 All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient s well being. Failure to comply with the provision may be grounds for default. H.4 All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) sanitary blankets. H.5.All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage; odor, debris and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the contractor s establishment and made available for inspection upon request. H.6 All vehicles shall be smoke free and provide the proper ventilation for the patient. H.7 All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs. H.8 The Contracting Officer reserves the right to prohibit specific vehicles from being used to perform transportation services under this contract. This determination will be at the sole discretion of the Contracting Officer and will be based on documented evidence. H.9 All vehicles shall be equipped with a minimum of one (1) 630-liter oxygen tank and working gauges, etc. to dispense oxygen if necessary. Each tank must be maintained in a secure holder that would withstand an impact collision for the safety of the patient and driver. H.10 Each vehicle shall be equipped with flashing warning lights activated by the opening and loading doors and a properly functioning audible back-up signal. I TOLL CHARGES: It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on the Contractor s invoices. J. PERFORMANCE STANDARD: Contractor must maintain a 99% satisfaction rate per 100 trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than one (1) valid complaint per 100 trips. Validity of complaint is to be determined by the COR. Valid complaints in excess of 1% per quarter may be grounds for termination (FAR Clause 52.212-4(m)). Performance tracking will be monitored by the COR on a quarterly basis. K. MANTOUX TESTING: Contractor must provide evidence of negative PPD test within fourteen (14) calendar days prior to employee beginning service. If an earlier PPD test was given over twelve (12) months previously, the current test shall be a 2-step Mantoux test. Contractor must provide medical evidence that employee is disease free for those employees having a positive PPD. Regular annual re-testing program for TB must be established and maintained for all contract employees that may be used in performance of this contract. Contractor must provide evidence of re-tests for each contract employee to the Contracting Officer within ten (10) calendar days of retest. The Mantoux testing requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason. In no circumstance will an employee be allowed to begin duty without prior submission of the required testing certification. L. HEPATITIS B VACCINATION: The employer shall make available the Hepatitis B vaccine and vaccination series within ten (10) days of employment to all contract employees who have occupational risk and follow-up to all contract employees who have an exposure incident The Contractor shall bear all costs associated with vaccinations. V A Form 10-5549c, Information about Hepatitis B Vaccine (Recombinant), Consent Form, or VA Form 10-5549d. Hepatitis B Vaccine Declination (Mandatory) (Attachment B) shall be submitted to the Contracting Officer within thirty (30) days of waiver, or completion of the first in the series of the Hepatitis B Vaccine, and at completion of the vaccination series. These forms shall be provided to the contractor upon award of the contract. M. JOINT COMMISSION FOR ACCREDITATION OF HEALTH CARE ORGANIZATIONS (JCAHO) COMPETENCY REQUIREMENTS: The contractor shall be responsible to ensure that his/her employees coming to the work site shall receive the information required to perform their duties. (a) Contractor shall attend a pre-work orientation meeting prior to the commencement of work onsite. The VA shall schedule this meeting and it shall include discussion of the following topics: Fire and Safety, Infection Control and Disaster procedures. (b) Contractor shall be responsible to ensure his/her employees who are providing work on this contract are fully trained and completely competent to perform the required work. N. INFECTION CONTROL COMPLIANCE: Contractor shall provide written certification of training to employees used in performance of this contract and Contractor compliance with the Blood borne Pathogens Standards. 29 CFR Part 1910.1030 (copy available on request). Certification must be received by the Contracting Officer prior to employee being assigned for duty. (a) The infection control compliance requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason. (b) In no circumstance will an employee be allowed to begin duty without prior submission of the required training certification. (c) 29 CFR part 1910.1030 is OSHA s standard requiring employers to: (1) Develop written exposure-control plans; (2) Train all employees on occupational risks; (3) Maintain records on employee training; (4) Use warning labels; (5) Implement proper work methods including Universal Precautions , (i.e. proper care and disposal of personal protective equipment such as the use and disposal of latex gloves); (6) Offer Hepatitis B Vaccine (HBV) to employees; (7) Provide medical evaluations following employee s exposure incident; and, (8) Supply personal protective clothing and equipment (i.e., gloves and goggles O. CONTRACT ADMINISTRATION: O.1 The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments to issue changes that will affect the price, quantity, quality, or delivery terms of this contract. O.2 EVIDENCE OF INSURANCE COVERAGE: Before award of the contract, the Contractor shall furnish to the Contracting Officer a certificate of Insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interest of the Government in such insurance, shall not be effective unless a 30-day written notice of cancellation or change is furnished the Contracting Officer. O.3 INVOICING: The Contractor shall coordinate billing arrangements with the COR monthly. Billing documents shall include a printed report that shall contain the contract number, date, time, patient s name and address, mileage, etc. The COR will forward the certified invoices to the Manager, Financial Services, for transmittal to VA Data Processing Center, Austin, Texas. Invoices shall be submitted monthly. The Contractor shall maintain a log, which will show pickup point and destination, and departure/arrival times if waiting time is claimed. If detours are encountered due to road construction or other obstruction, invoice shall so be noted. O.4 SERVICE CONTRACT ACT OF 1965: All service employees who will be employed in the performance of the contract awarded as a result of this solicitation shall be paid no less than the wages shown on the Wage Determination which is incorporated and made a part of this solicitation and resulting contract. O.5 NATIONAL HOLIDAYS: The ten holidays observed by the Federal Government are: New Year s Day; Washington s Birthday; Martin Luther King s Birthday; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; or any other day specifically declared by the President of the United States to be a national holiday. SPECIAL CONTRACT REQUIREMENTS (Paragraphs P through X) P. The Joint Commission Competency Requirements: The Contractor shall be responsible to ensure that contractor employees (and/or subcontractor employees) coming to the work site shall receive the information required to perform their duties. a. Contractor shall attend a pre-work orientation meeting prior to the commencement of work on site. This training will be documented and updated yearly. The VA shall schedule this meeting and it shall include discussion of the following topics: (VA shall provide information to the contractor regarding these topics and shall document the meeting.) Fire and Safety Infection Control Patient Privacy and Confidentiality Disaster Procedures Other b. Contractor shall be responsible to ensure that Contractor s employees (and/or subcontractor employees) coming to work site shall receive the information above. c. Contractor shall be responsible to ensure Contractor employees (and/or subcontractor employees) providing work on this contract are fully trained and completely competent to perform the required work. Q. HIPAA Compliance: a. As a covered entity, the Department of Veterans Affairs (VA) is required by law to obtain satisfactory assurance of a Business Associate and that the Business Associate appropriately safeguards protected health information it receives or creates on behalf of the covered entity. Contractors and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 to include the Administrative Simplification Provisions of the law and associated rules and regulations published by the Department of Health and Human Services (HHS). The Contractor shall comply with all HIPAA-related rules and regulations to include Electronic Transactions, the Standards for Privacy of Individually Identifiable Health Information, and the Security Standards. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department Veterans Affairs is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor will be required to enter in to a Business Associate Agreement (BAA) with VHA. b. Business associates must follow VHA privacy policies and practices. All contractors and business associates must receive privacy training annually. For contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirements of HHS Standards for Privacy of Individually Identifiable Health information as determined by VHA. For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required. c. Any violation of HIPAA will be reported to the Contracting Officer in writing within twenty-four (24) hours of the Contractor s discovery of an occurrence. Included in the report will be a description of the occurrence, patient names (if known), location, date and time. A copy of any filed police report will be provided by the Contractor to the Contracting Officer within twenty-four (24) hours of completion. R. Contracting With Parties Listed On The OIG List Of Excluded Individuals/Entities: a. In accordance with The Health Insurance Portability and Accountability Act (HIPAA), Sections 1128 and 1128A of the Social Security Act and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. b. Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMPs may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries. c. By signing the offer/bid, the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm is not listed as of the date the offer/bid was signed. S. Required Registration With Contractor Performance System (CPS): a. Contract means a mutually binding legal relationship obligating the seller to furnish the supplies or services and the buyer to pay for them. It includes all types of commitments that obligate the Government to an expenditure of appropriated funds and that, except as otherwise authorized, are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts; orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C.6301, et seq. b. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $100,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, the Contractor Performance System (CPS), which is maintained by the National Institutes of Health (NIH). The CPS database information is shared with the Federal Awardee Performance and Integrity Information System (FAPIIS) automated information system, which is available to all Federal agencies. c. Each contractor whose contract award is estimated to exceed $100,000 is required to register with the NIH CPS database at the following web address: https://cpscontractor.nih.gov. Help in registering can be obtained by contacting CPS Support E-mail (cps-support-l@list.nih.gov) or by calling (301) 451-2771. Registration should occur no later than thirty (30) days after contract award, and must be kept current should there be any change to the contractor s registered representative. d. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPS to the contractor s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer. e. Failure to have a current registration with the NIH CPS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government s evaluation being placed on file in the database with a statement that the contractor failed to respond. T. Contractor Personnel Security Requirements: a. All Contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform the work for VA. (1) Position Sensitivity The position sensitivity has been designated as LOW RISK (2) Background Investigation The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (3) Cost of each Background Investigation $ 254.00 b. Contractor Responsibilities: (1) The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days from receipt of a bill of collection. Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. A Cage Code number must be provided to the Office of Security and Law Enforcement, which will verify the information and advise the contracting officer whether access to the computer systems can be authorized. (2) The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, or are otherwise lawfully admitted to, and working in the United States, and are able to read, write, speak and understand the English language. (3) After award and prior to contract performance, contractor will submit to the contracting officer: (a) List of names of contractor personnel. (b) Social Security Numbers of contractor personnel (c) Dates of birth of contractor personnel (d) Contractor personnel email addresses (e) Contractor personnel places of birth (d) Contractor s point of contact, physical mailing address, telephone and email address (4) Contractor shall notify the Contracting Officer prior to changing/adding new contract personnel by submitting the above information. (5) The Contractor shall submit or have Contractor employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt: (a) Standard Form 85P, Questionnaire for Public Trust Positions (b) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions (c) FD 258, U.S. Department of Justice Fingerprint Applicant Chart (d) VA Form 0710, Authority for Release of Information Form (e) Optional Form 306, Declaration for Federal Employment (f) Optional Form 612, Optional Application for Federal Employment (6) The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. (7) Failure to comply with the contractor personnel security requirements may result in termination of the contract for cause. (8) Government Responsibilities: (a) The VA Office of Security and Law Enforcement will provide the necessary forms to the Contractor or to the Contractor s employee(s) after receiving a list of names and addresses. (b) Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. (c) The VA Office of Security and Law Enforcement will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. (d) The Contracting Officer will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested. U. VA Cyber Security And Privacy Training Requirements For Contractor Employees: a. Definitions. As used in this clause (1) "Information technology resources means any equipment or interconnected system or subsystem of equipment, including telecommunications equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. (2) VA sensitive information means all VA Department data, on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, records about individuals requiring protection under various confidentiality provisions such as the Privacy Act and the HIPAA Privacy Rule, and information that can be withheld under the Freedom of Information Act. Examples of VA sensitive information include the following: individually-identifiable medical, benefits, and personnel information; financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information; information that is confidential and privileged in litigation such as information protected by the deliberative process privilege, attorney work-product privilege, and the attorney-client privilege; and other information which, if released, could result in violation of law or harm or unfairness to any individual or group, or could adversely affect the national interest or the conduct of federal programs. b. All Contractor employees requiring access to VA information technology resources shall complete the following prior to contract performance and annually thereafter: (1) successfully complete VA Cyber Security Awareness training; (2) successfully complete VA General Privacy training. c. The Contractor shall provide a copy of VA Cyber Security training certificates and VA General Privacy training certificates for each applicable employee to the Contracting Officer prior to contract performance and annually thereafter. These online courses are located at the following web site: https://www.lms.va.gov d. All Contractor employees that do not have access to VA information technology resources, but do have access to VA sensitive information shall annually complete VA General Privacy training. The Contractor shall provide a copy of VA General Privacy training certificates for each applicable employee to the Contracting Officer prior to contract performance and annually thereafter. This course is available online at: https://www.lms.va.gov e. Failure to complete mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed. In addition, the contract may be terminated for cause should the Contractor fail to meet mandatory training requirements. V. VISN 15 Personal Security Verification (PIV) Card And/Or Security Badge Requirements For Contractor Employees: Definitions. As used in this clause Access means routine, unescorted physical entry into, and to the extent authorized, mobility within a Government facility. Also, it means the ability to obtain, view, read, modify, delete, and/or otherwise make use of information technology. Facility and Government facility mean buildings, including areas within buildings, owned, leased, shared, occupied, or otherwise controlled by the federal government. Information technology means any equipment or interconnected system or subsystem of equipment, including telecommunications equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This includes both major systems/applications and general support systems as defined by OMB Circular A-130, owned by VA or owned and operated on VA s behalf by another party. Access to VA Facilities or Systems. General. The performance of this contract requires Contractor employees to have routine, unescorted access to VA facilities. All such employees who do not already possess a current Security Badge or PIV Card acceptable to VA shall be required to provide personal information, undergo an FBI National Criminal History Fingerprint Check, and obtain a Security Badge or PIV Card prior to being permitted access to any such facility in performance of this contract. No Contractor employee will be permitted routine, unescorted access to a VA facility without a proper Security Badge or PIV Card. Citizenship-related requirements. If required by the contract, each affected Contractor employee as described in paragraph (a) shall be a United States (U.S.) citizen. Otherwise, each affected contractor employee as described in paragraph (a) shall be: A United States (U.S.) citizen; or A national of the United States (see 8 U.S.C. 1408); or An alien lawfully admitted into the United States for permanent residence as evidenced by an Alien Registration Receipt Card Form I 151. Background information. Each Contractor employee that has access to VA facilities or systems shall complete the attached Special Agreement Check (SAC) Worksheet (see attachment) and deliver to the VA office responsible for fingerprinting and processing the Contractor employee(s). The Contracting Officer s Technical Representative will provide instructions to the contractor regarding the local procedures for fingerprinting and obtaining a Security Badges or PIV card. After completion of the fingerprint check, the Contracting Officer will notify the Contractor in writing if any Contractor employee is determined to be unsuitable to be given access to a government facility or VA system. If so notified, the Contractor shall not allow such employees to perform work on this contract. Security Badge or PIV Cards. VA will issue a Security Badge or PIV Card to each Contractor employee who is to be given routine, unescorted access to VA facilities or access to VA systems and does not already possess a Security Badge or PIV Card. VA will not issue the Security Badge or PIV Card until the Contractor employee has successfully cleared the FBI National Criminal History Fingerprint Check. Security Badge or PIV Cards shall identify individuals as contractor employees. Contractor employees shall display their Security Badge or PIV Cards on their persons at all times while working in a VA facility and shall present their cards for inspection upon request by VA officials or VA security personnel. The Contractor shall be responsible for all Security Badge or PIV Cards issued to the Contractor s employees and shall immediately notify the Contracting Officer if any Security Badge or PIV Card(s) cannot be accounted for. The Contractor shall notify the Contracting Officer immediately whenever any Contractor employee no longer has a need for his/her VA-issued Security Badge or PIV Card (e.g., employee terminates employment with the Contractor, employee s duties no longer require access to VA facilities). In such cases, the Contracting Officer will instruct the Contractor on how to return the Security Badge or PIV Card. Upon expiration of this contract, the Contracting Officer will instruct the Contractor on how to return all VA-issued Security Badge or PIV Cards not previously returned. The Contractor shall not return Security Badge or PIV Cards to any person other than the individual(s) named by the Contracting Officer. Control of access. VA shall have and exercise full and complete control over granting, denying, withholding, and terminating access of Contractor employees to VA facilities and systems. The Contracting Officer will notify the Contractor immediately when VA has determined that an employee is unsuitable or unfit to be permitted access to a VA facility or system. The Contractor shall immediately notify such an employee that he/she no longer has access to any VA facility or system, shall retrieve the employee s Security Badge or PIV Card from the employee, and shall provide a suitable replacement employee in accordance with the requirements of this clause. The Government may not be able to give the Contractor the reason for requiring the removal of the unsuitable contractor employee. The Government shall not be responsible for any costs incurred by the Contractor as a result of removing such employee from the subject contract. Termination. Failure on the part of the Contractor to comply with the terms of this clause may result in termination of this contract for default. W. Contractor Special Agreement Check (SAC): A Special Agreement Check (SAC) is an FBI criminal history check of fingerprints which is initiated prior to entry on duty for all new Contractor employees who perform services for at least ten (10) days and who: Provide direct and/or ancillary healthcare services at VA facilities Have access to VA computer/information systems Have access to sensitive information The SAC Form is attached and should be completed by the contractor when there is a change in contractor employee s performing services against this contract. The SAC will be completed by HR or designated service for contractor employees prior to or on the first day on which the contractor employees begin work under the contract, on-site at the VA facility. The COR indicates on the form whether contractor employees require computer access and signs the form. The COR ensures the SAC form is provided to human resources (HR) or designated service prior to or at the time of fingerprinting of contract personnel. HR or designated service at the facility does the fingerprinting of contractor employees and signs the form and returns the form to the COR who will then ensure that the contracting officer is aware the SAC has been completed by HR. If the fingerprint report requires adjudication of potentially actionable issues (i.e., if there is a hit ) with respect to the Contractor employees, HR should contact the COR who will then notify the Contracting Officer so that a determination can be made as to whether remove or retain the Contractor employee from performance against the contract. X. THE PROCUREMENT WILL BE CONDUCTED IN ACCORDANCE WITH PARTS 12 AND 15. Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open. Any response to this source selection from Interested parties must be received NLT 09/09/2024, 1500 PM CST. Attention: Michael Murphy, Contracting Specialist. Email: Michael.murphy7@va.gov You must reference 36C255-24-Q-0605 Transportation Services KC in the subject line. Please provide your Unique Entity ID so that your organization can be identified in SAM.GOV and VetBiz if organization is claiming SDVOSB preference. Only organizations with an active SAM.GOV account can be considered. Utilize this link to either start a new registration or to renew the organization s registration. https://sam.gov/content/home
