Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 07, 2017 FBO #5675
DOCUMENT

V -- RFI - Wheelchair patient transport - monthly fixed rate? - Attachment

Notice Date

6/5/2017
 

Notice Type

Attachment
 

NAICS

485991 — Special Needs Transportation
 

Contracting Office

Department of Veterans Affairs;Great Lakes Acquisition Center (GLAC);115 S. 84th Street, Suite 101;Milwaukee WI 53214-1476
 

ZIP Code

53214-1476
 

Solicitation Number

VA69D17N0077
 

Response Due

5/30/2017
 

Archive Date

6/29/2017
 

Point of Contact

Donald St. Onge
 

Small Business Set-Aside

N/A
 

Description

17 This is a Request for Information and Sources Sought Synopsis; THERE IS NO SOLICITATION AVAILABLE. Requests for solicitation will not receive a response. This Request for Information and Sources Sought is published for market research purposes. The Great Lakes Acquisition Center (GLAC) Southern Tier in North Chicago, IL is conducting market research, and the purpose of this RFI is three-fold. First, we are contemplating a new approach to contracting for Special Needs Patient Transportation services for Edward Hines VA Hospital and Jesse Brown VA Medical Center as well as associated Community-Based Outpatient Clinics, and are seeking feedback from the market at large on this new approach with emphasis on our billing strategy and the willingness of contractors to enter into a firm fixed price all-inclusive contract. Secondly, we are seeking to identify whether there are sufficient small businesses capable of performing these services to determine if a set-aside for any small business program is appropriate or feasible. Lastly, we are seeking market feedback on our Sample Performance Based Work Statement. Historically, these services have been procured via Indefinite Delivery Indefinite Quantity contracts, based on estimated numbers of trips and miles, with vendors paid per trip. We are contemplating procuring these services using a firm fixed price contract, using an all-inclusive CLIN for monthly services. Monthly rates would be based on historical data. This proposed project anticipates two separate contracts will be awarded; one contract for the Edward Hines VA Hospital with its associated CBOCs and another contract for the Jesse Brown VA Medical Center and its associated CBOCs. For informational purposes only and to gauge the capability and capacity of the commercial marketplace, we are providing the historical data for the Hines VA Hospital and Jesse Brown VA Medical Center. Hines VA Hospital did almost 1.7 million miles of patient transports for calendar year 2016, and Jesse Brown VA Medical Center did almost 850,000 miles of patient transports for the same period. Hines VA Hospital Historical Data Wheelchair Vans Estimated Monthly Trips Estimated Annual Trips Estimated Monthly Miles Estimated Annual Miles Estimated number of dedicated Vans 1,942 23,304 58,660 706,323 20 Hines VA Hospital Historical Data Sedans Estimated Monthly Trips Estimated Annual Trips Estimated Monthly Miles Estimated Annual Miles Estimated number of dedicated Sedans 2,692 32,304 81,618 979,413 20 Jesse Brown VAMC Historical Data Wheelchair Vans Estimated Monthly Trips Estimated Annual Trips Estimated Monthly Miles Estimated Annual Miles Estimated number of dedicated Vans 1,800 21,600 30,960 371,520 20 Jesse Brown VAMC Historical Data Sedans Estimated Monthly Trips Estimated Annual Trips Estimated Monthly Miles Estimated Annual Miles Estimated number of dedicated Sedans 2,275 27,300 39,130 469,560 20 When averaged, the monthly mileage estimate is roughly 140,000 miles traveled for Hines VA Hospital and 70,000 miles for Jesse Brown VA Medical Center, but actual numbers can and will fluctuate due to the increase or decrease in patient load and time of year. Historical data has sown that ridership has not decreased in the past five (5) years for either facility. If interested in fulfilling this requirement, please also indicate willingness to enter into a firm fixed-price contract with set monthly rates for all transportation requirements during the month, or indicate what the standard commercial billing practice would be for contracts providing this type of service. Also, is there any additional information needed that could increase your comfort with entering into a firm fixed-price contract with set monthly rates? Request that interested offerors complete and return a Capabilities Statement as described below. Capabilities Statements will be used to identify firms who possess both capability and experience to provide patient transportation for the above mentioned facilities. In addition to the information requested in the paragraph below, entitle Capabilities Statement, responding parties must also indicate their size in relation to the applicable North American Industry Classification System (NAICS). The applicable NAICS Code is 485991 with a size standard of $15,000,000 in annual revenue. The Government is in no way obligated to do business with or enter into any form of contract with any person, firm or other entity that receives or responds to this announcement. CAPABILITIES STATEMENT Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, yet clearly demonstrates ability to meet the stated requirements for either Jesse Brown VAMC or Hines VA Hospital or BOTH. The Capabilities Statement should clearly present evidence that the interested party feels is relevant. All interested firms responding to this Sources Sought Notice are requested to provide a capability statement (limit 5 pages / 5MB) which needs to include: - Company Name - Point of Contact Name, Phone Number and Email - Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.) - Dunn & Bradstreet Number - Commercial and Government Entity (CAGE) Code - Indication of Current Systems for Awards Management (SAM) Registration (i.e., SAM and Online Representations and Certifications (ORCA) registration, etc.) - Capabilities statement (i.e., similar government and commercial contracts for special needs patient transport, number of vehicles and drivers currently operating in the Chicago area, lead time required to establish capability in Chicago area, pertinent information, organizational structure, etc.) The period of performance shall be for one (1) Base Year of approximately 12 months and four (4) 12-month option years. Prior Government contract work is not required for submitting a response under this sources sought synopsis. Interested Firm's may email (preferred) or fax responses to this Sources Sought Synopsis no later than 10:00 a.m. EST on May 30, 2017. All interested firms must be registered in System for Award Management (SAM) to be eligible for award of Government contracts. Email your response to donald.st.onge@va.gov. Additionally, VA seeks market feedback on the Sample Performance Based Work Statement included below. Vendors are encouraged to read the same and provide comments, concerns and suggestions on ways this Sample Performance Based Work Statement can be enhanced. SAMPLE PERFORMANCE BASED WORK STATEMENT FOR WHEELCHAIR VAN/SEDAN SERVICE FOR EDWARD HINES VA HOSPITAL (WITH ADDITIONAL LOCATION LISTINGS FOR JESSE BROWN VA MEDICAL CENTER REQUIREMENT) 1. PURPOSE: The Contractor shall furnish the necessary personnel (drivers) and equipment (vehicles) to provide for twenty-four (24) hour 7 day a week wheelchair van and sedan transportation services to the beneficiaries of the Edward J. Hines Jr. VA Hospital (VAH) in Hines, IL and associate Community-Based Outpatient Clinics (CBOC). Due to weight or size some patients may be defined as bariatric patients and require the use of oversized wheelchairs and/or high-back wheelchairs. Because of specialized care for Spinal Cord Injury patients, their motorized wheel chairs will need to accompany these patients so that the wheel chair may be adjusted to changing pressure points. Service will be from Veteran s residence, Midway or O Hare airports, or Amtrak Union Station to a designated VA facility and back, between VA facilities and non-VA facilities providing care at VA expense. Vehicles transporting patients shall not carry private pay patients or VA patients to be seen at a different VA hospital that is not part of this agreement. The VA intends to award an IDIQ contract(s) for a base year plus four one year options to one or more offerors. Actual quantities may vary. 2. REQUIREMENTS: 2.1 VEHICLE REQUIREMENTS: All vehicles used to provide services on this contract shall meet the following requirements. Have functioning mechanisms which ensure that all access doors are capable of being opened from the inside and remain closed and secure during travel. Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.\ Be equipped with operational air conditioning and heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 79 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not again be used for service under this contract until the air conditioning system has been repaired. Have exterior free of grime, oil or other substances and free from cracks, breaks, dents, and damaged paint that noticeably detract from the overall appearance of the vehicle. Be equipped with hubcaps or wheel covers. Have all body molding in place, or if removed, holes shall be filled and painted. Have passenger compartment that shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges and vermin or insects. Have unobstructed vision on all sides. Be equipped with an operable two-way radio and/or cellular telephone communication system, which afford contact with the vehicle during all hours of operation. Beepers/pagers are not an acceptable substitute. Meet all safety and mechanical standards established by Local, State and Federal statutes and regulations. Have windows and doors, which can be opened and closed in accordance with manufacturer standards. Not have leaks of any kind. Be equipped with a functioning horn. Have operable seat belts on all seats. Have fully charged, certified and non-expired fire extinguisher. Wheelchair vehicles shall have wheelchair tie down straps and effective securing devices to secure both wheelchair and wheelchair occupants. Have a backup for all lift capacity. The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty/occupied lift if the power to the lift fails. A fixed seat position or a fixed secured floor or sidewall wheelchair lock shall be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger s needs. Driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven. The Contractor shall provide the Contracting Officer s Representative (COR) with a list of all vehicles used to provide Services under this contract, including vehicle license numbers, and insurance certificates prior to initiating service. An updated list shall be provided to the COR monthly. All vehicles shall be made available for inspection at any reasonable time during the performance of this contract when requested by the Contracting Officer or COR. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall be removed from service immediately. That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies. Hines VAH reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement may be cause for disallowance of compensation for services rendered in the violating vehicle. The contractor shall supply a wheelchair for transporting patients. VA owned wheelchairs may not be removed from the medical center. If a patient being transported declines to be properly belted or removes the securement devices himself/herself, the driver shall immediately notify the Contracting Officer s Representative of this fact prior to departure or upon arrival at destination. The Contractor is not required to transport any patient who refuses to be properly secured while being transported. Patients using motorized electric carts shall be secured in accordance with Federal and State regulations for transport or transfer to a manually operated wheelchair before being loaded in the vehicle. The motorized cart will be loaded separately and must be secured to the vehicle during transport. Some patients may have to transfer to the standard passenger bench seat and wear the safety belt required for riding in that seat. The driver will secure the cart to keep it from moving and becoming a hazard during transit. If the patient refuses to transfer to the passenger bench seat and/or refuses to wear the appropriate safety belt, the contractor shall not transport the patient. The charge for a trip where the patient refuses to travel will be at the one-way rate. The cost for this service will be the same as for standard wheelchair bound patients. If or when patient s medical records are transported, Contractor shall ensure that Privacy Act guidelines are followed. Contractor shall provide personal protective equipment (gloves) and spill kits to drivers to ensure they are adequately prepared to address biological fluids. VEHICLE INSPECTIONS: The Hines VAH shall inspect all vehicles that are to be utilized in the performance of this contract. These inspections shall be conducted at the beginning of the contract and before each initial use of a vehicle. Contractor shall not use any vehicles for this contract that do not pass inspection. Contractor shall contact the COR to coordinate the date, time, and location for inspections. The Hines VAH shall inspect vehicles periodically to insure vehicles meet VA standards for patient transportation. DRIVERS' DUTIES The driver shall provide through the door service for patients to and from their designated appointments. Patients are to be picked up on the ward, in their homes, in their clinic, or at other stated areas and taken to their stated designation or appointment. At the conclusion of their appointments the patients will be returned to the ward, inside his/her home, or to other stated areas upon arrival at destinations. An attendant, in addition to the driver, shall be provided upon request. Assistance in maneuvering stairs and other barriers must be provided by the driver and/or attendant as necessary. When a patient is delivered to or departing from a destination (i.e., a clinic or other appointment), a responsible party at the destination must be informed of the patient s arrival by the driver or attendant. Responsible party is defined as any driver, professional staff at medical center, nursing home or clinic, or patient s concerned other. When a veteran is picked up at an airport or train station, the driver / attendant shall meet the veteran in the terminal and provide assistance for the veteran and their luggage to the vehicle. DRIVERS /PERSONNEL QUALIFICATIONS The Contractor shall provide the COR an updated list of drivers by the fourth day of each month when additions or deletions have been made during the previous month. The Contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points assessed against their driver s license, none of which were assessed for Reckless Driving. Hines VAH reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section. Contractor shall provide a readable copy of the state driver s license as supporting documentation. The Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of a wheelchair vehicle driver. The Contractor shall make these records available for inspection upon request by the Contracting Officer or the COR. Drivers shall not transport the Hines VAH beneficiaries if they appear to be under the influence of drugs or alcohol. Drivers shall not transport anyone who insists on smoking during the transport, this includes drivers and attendants as well. Drivers shall display professional manners at all times. Rude or obscene behavior or language shall not be accepted. Drivers shall wear clean and unsoiled attire with a picture identification (ID) badge that clearly identifies the company they work for. Contractor shall demonstrate to the Hines VAH that their attendants are adequately trained in the safe and proper transport of beneficiaries. Every two years each driver shall obtain a physician s statement or the statement of a nurse practitioner certified by the American Nurses Association (or other professional nursing certifying organization having authority to certify registered nurses in advanced nursing practice) that the driver has no current medical condition that interferes with the driver s ability to drive safely. It must be obtained before driving a special transportation service vehicle. Drivers for facilities that are licensed by the Department of Health or the Department of Human Services and required by either of those departments to provide a physician s or nurse practitioner s statement of health on a regular basis may substitute that form or statement for the form required in this part. A driver who has a driver s license containing a valid school bus endorsement issued under Illinois Statutes, (or other state equal) or the rules of the commissioner of public safety, or a current United States Department of Transportation health card, may furnish a copy of that endorsement or card instead of furnishing the physician s statement of health. Each driver must be at least 18 years of age and have not less than one year of experience as a licensed driver. For the past three years have had a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance, or of alcohol-related driving by commercial vehicle drivers and of driver's license revocations. Each driver must also have a record clear of criminal convictions of crimes or anticipatory crimes against persons, and crimes or anticipatory crimes (to include warrants and pending court cases) reasonably related to providing special transportation services. DRIVERS' CONDUCT: The following acts are not permissible by drivers that provide services under this contract or while on VA premises. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor s prescriptions which do not impair driver s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors prescriptions which do not impair driver s driving ability). Gambling while on duty in any form. Smoking and other uses of tobacco while on duty. Both Patients and Contractor are prohibited from smoking in vehicles at any time. The smell and residual smoke may cause other patients who shall be riding in the vehicle to become ill. Carrying of pistols, firearms or concealed weapons. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. Spitting is prohibited. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system. Soliciting or accepting money for any reason (including tips) from customers, companions or others at any time. Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract. DRIVER & ATTENDANT TRAINING REQUIREMENTS: Each employee shall complete four (4) hours of training in first aid (or show evidence of possessing American Red Cross First Aid Certificate), and shall successfully complete a refresher first aid course every three (3) years. Driver and attendant shall have successfully completed a VA curriculum approved minimum eight (8) hours training class in the techniques of transporting and assisting elderly and physically handicapped and mentally challenged patients which shall include instruction in the following elements: Discussion of characteristics of the aging process and major disabling conditions. Discussion of common assistance devices used by elderly and handicapped patients. Discussion of attitudes toward elderly, handicapped or mentally challenged patients which includes the participation of elderly, handicapped or mentally challenged patients. Instruction in methods of handling wheelchairs. Instruction in moving, lifting and transferring patients. Guidelines for transporting handicapped patients. Instruction in the operation of lifts, ramps and wheelchair securement devices. Each employee shall be instructed in the use of a fire extinguisher, radio dispatch, and vehicle ramp operations, wheelchair lift and securement devices; and will know what to do and whom to call in a medical emergency or accident. Each employee shall complete four (4) hours of classroom instruction in defensive driving and two (2) hours of abuse-prevention training. The Contractor must have on file satisfactory evidence of above training, evidence that the instructor is qualified to teach the above, and the certificates for instructor and trainee/driver for First Aid available for review and inspection by the VA Contracting Officer and inspection team. A record of each employee as to character and physical capability of performing the duties of a driver or attendant must be maintained and made available for inspection upon request. COMMUNICATION SYSTEM The Contractor shall maintain sufficient telephone capacity to ensure immediate communication access between Hines VAH and the Contractor s facility for the purposes conducting business in the performance of the contract. The Contractor shall have telephone coverage to accept calls from Hines VAH seven (7) days a week/24 hours a day/365 days a year. The Contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times. The contractor shall provide the COR with the name and phone number of the person to contact for service request. GLOBAL POSITIONING SYSTEM (GPS) All Vehicles shall be equipped with a GPS tracking system or other systems that has the following capabilities: Line Mapping step by step directions. Landmark Stop gives you point by point directions with major landmarks. Mileage gives you the daily travel mileage from point to point daily. CERTIFICATION OF INSURANCE COVERAGE At least ten (10) days before award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of Insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term shall endeavor is not acceptable as issued by Insurance Carrier. ON SITE CONTRACTOR PERSONNEL The contractor shall provide an on-site coordinator at the Hines VAH to coordinate and monitor trips, eight hours a day, five days a week (Monday through Friday, 7:30 a.m. to 4:00 p.m.) in the Dispatcher Office. The contractor s on-site coordinator will not work weekends and holidays. The contractor shall dispatch from their site on weekends and holidays. ORDERS PLACING ORDERS An order is defined as one incidence of a request for wheelchair transportation services by the VA to the contractor and shall be one-way only. At the discretion of the VA, more than one patient may be transported per order. The contractor may be required to provide an attendant for some orders as deemed necessary by the VA. Orders will be made via telephone, facsimile, in person, or other arrangements deemed tenable by both the VA and contractor. The following VA employees are authorized to place orders: the Contracting Officer s Representative (COR), Contracting Officer, Beneficiary Travel Office staff, and the Administrative Officer of the Day (AOD). Non-authorized VA employees and private agencies (e.g. nursing homes) are not considered authorized to place orders. A list containing the names and phone numbers of VA staff who are authorized to place orders will be submitted to the contractor at time of award. For each order, the contractor will be given the patient s name, pick-up appointment time, pickup address, attendant and or caregiver/escort information (if applicable), drop-off address, and any other applicable details (e.g. specific clinic, ward, room number, etc.). VA Ordering Officers shall provide written or telephonic transportation requests to the Contractor for next day transportation requirements by 7:00 pm daily. A list of authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of the VA. The Contractor shall be notified of such changes as they occur. Telephonic requests will be confirmed in writing upon receipt of the request. The VA transportation office shall maintain a log for all trips on the request. Confirmation of receipt of the transportation request shall be made by 7:30 pm each day. The Contractor will be provided with the patient s name, pick-up and delivery points, appointment time, location, and vehicle requirements. The majority of the requests for services will be between the hours of 6:30 a.m. and 7:00 p.m., Monday through Friday. Scheduled trips are those which the contractor has been given advance notice defined as notice given by 7:00 p.m. the day prior to pick up for required services and a specific pick up time. Orders, requests, or changes shall only be made by the COR, or the COR designated representative. Changes shall be made by telephone, fax or email and shall be confirmed immediately upon receipt. SAME DAY TRANSPORTATION REQUEST: During the course of the day it may become necessary to add patients to the Contractor s list. When this occurs the VA shall fax, telephone or email the request to the contractor. The Veteran Transportation Office shall maintain a log for all same day trips (including weekend and holidays) which shall include the patients name, location/destination, time of call and requested pick up time. The contractor shall immediately confirm the request and confirm the time the patient being to be picked up. Patients waiting return transportation will be picked up within one hour of notification. 4. PICK UP AND DELIVERY: The appointment and arrival times determines when the Veteran is picked up. Pick-up times are determined by the VA Beneficiary Travel Office at the time the order is placed. For pickups, the contractor can arrive up to 15 minutes before a scheduled pick up time to 15 minutes after the scheduled pick up time and still be considered on-time. Patients must be dropped off at the scheduled drop off locations (as designated by the facility) no earlier than 90 minutes before the first appointment and no later than 30 minutes prior to the scheduled appointment. Contractor must notify Veteran Transportation Office if the patient is running late to an appointment. If the Veteran is not at the location, unable or refuses to be transported the contractor shall notify the Veteran Transportation Office and shall be reimbursed for a one-way trip after VA has authorized Contractor to leave without the patient. All drivers shall report to the Veteran Transportation Office at the time a patient is delivered to the Hines VAH and drop off the trip ticket for that trip. Trip tickets shall be delivered to the Veteran Transportation Office no later than 5:00 pm for all trips completed between 7:30 am and 4:00 pm each day. Trip tickets for all trips completed after 4:00 pm shall be dropped by 7:30 am the next business day. Trips completed on weekends and holidays shall be delivered to the travel office no later than 7:30 am the next business day. Trip tickets shall indicate date of trip, pick-up and delivery points, Veteran s name, charges, driver s name or number, and if same day service the person s name that ordered the service. 4.1 CANCELLATIONS: The contractor shall not charge for scheduled trips cancelled sixty (60) minutes prior to pick up time. For trips scheduled for the same day there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched. The contractor will report details concerning all No Loads incidents to Veteran Transportation staff or Administrative Officers on Duty (AOD) prior to leaving the pick-up point for verification by VA. If no loaded at the VAMC (e.g., patient will not be ready for transport for an hour or more) the one-way trip rate will apply. If no loaded elsewhere, other than the VAMC (e.g., patient refuses transport or patient medically/mentally unsuitable for transport), mileage will be computed from Contractor s place of performance (dispatching address)to pick-up site. All No Loads charges must be approved by the COR or their designee. 4.2 SERVICE DISRUPTION: The Contractor shall immediately report any and all vehicle breakdowns or other problems that may cause service disruptions to the COR. When breakdowns occur the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Veteran Transportation Office. Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service. Driver will not detour or stop for personal trips requested by patients (i.e., store, pick-up laundry, etc.). 5. NUMBER OF PATIENTS: Generally, up to two patients may be transported on one trip, however no more than the number authorized by the State in which operating. With proper approval, the VA shall allow the Contractor to charge for two trips when more than one patient is transported. The Contractor shall ensure that pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the Government. One family member or caregiver who is at least 18 years of age will be permitted to accompany the patient at no charge. 6. RATES: 6.1 TRIP CHARGES: For all one-way trips within a 25 miles radius of the point of care, the Contractor shall receive the flat rate awarded for that trip. The Contractor shall also receive the mileage charge in addition to the flat rate for any one-way trips outside this 25 mile radius. In no event shall the Contractor receive reimbursement for the mileage charge for any mileage under this 25 mile radius. Payment for mileage travel beyond the 25 mile radius from the point of care shall be limited to the shortest distance of travel, according to Bing Maps, over which the patient being transported. Access Bing Maps to calculate the distance of travel online at: http://www.bing.com/maps. For the purpose of this contract, the 25 mile radius is from the patient s point of care. See the Schedule of Supplies/Services for Not to Exceed amounts for mileage. Flat rate charge is inclusive of tolls, parking, and airport fees. 6.2 WAITING TIME: Rates to include one quarter hour of waiting time at either end or both ends of a trip. Waiting time will begin at the actual point of pick-up, i.e. on the ward, at the clinic, or at the patient s residence. The contractor will be reimbursed at the rate indicated per quarter hour, in excess of the initial one quarter hour allowed. Anytime that the contractor anticipates a delay for which he/she expects to claim reimbursement, the contractor must call the Veteran Transportation Office and advise that a delay is anticipated and the approximate time of such delay for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his/her arrival time at the pick up or drop off point and is not necessary if the contractor anticipates no delay for which he/she will be claiming a reimbursement. However, if prior notification has been given to the contractor that waiting time in excess of the initial 15 minutes will be required, the contractor is not obligated to call for verification. The contractor shall be responsible for all costs incurred in verifying waiting time. See the Schedule of Supplies/Services for Not to Exceed amounts for waiting time. 7. COMPLAINTS HANDLING: The COR shall monitor the service provided. The Contractor shall cooperate with the COR in providing information and answering questions related to any and all incidents. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, the Contractor shall respond to the COR in writing within five (5) working days after receipt by the Contractor. 8. QUALITY CONTROL PROGRAM: Contractor shall establish and maintain a complete Quality Control Program (QCP) to assure that the requirements of this contract are provided as specified. Contractor shall identify his management concept for ensuring compliance with all contract requirements. Contractor shall furnish copies of these records if requested by the Contracting Officer or COR. The Contractor s QCP shall include at a minimum the following: An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections. The QCP shall include the methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable. The QCP shall have on-site records of all inspections conducted by the Contractor and corrective action taken. The QCP shall have on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. 9. PAYMENT: Payment shall be made monthly in arrears upon receipt of the proper invoice. Invoices shall be submitted by the 10th calendar day of each month for trips provided during the prior month. The invoice shall contain the following information: Contract number and Purchase Order Number Date of trip Ticket number Number of miles, if billing for mileage Charges identified by contract line item number Documentation of circumstances when billing for attempted pick up and/or waiting time. Invoices shall be reviewed and reconciled to trip tickets and travel logs. Unauthorized charges shall be suspended. Supporting documentation may be provided and submitted for payment consideration or suspended charges. An itemized report with trip ticket summary shall be submitted by the first workday of each week for the trips approved for the prior week. Summary shall have patient s name and total charge for each trip. A week is considered from Monday thru Sunday. When the end of the month falls on a day other than Sunday, a report shall be submitted for the period of Monday thru the last day of the month. The next report shall be for the first day of the new month thru Sunday. Contractor shall report when they have spent 90% of funds currently allocated for services. 10. CONTRACTING OFFICER'S REPRESENTATIVE (COR): The COR shall be appointed in writing and forwarded to the contractor upon contract award. The COR shall monitor the performance of this contract. A copy of the designation shall be furnished to the Contractor. COR shall be the primary contact for the Contractor at the VA. Upon award, Contractor shall provide a primary point of contact to COR and Contracting Officer for the COR to coordinate the daily operational issues. Contractor and COR shall periodically make site visits to each other s area of operation in order to gain and maintain a familiarity with each other s internal operations. 11. PATIENT WELFARE AND ABUSE: The Contractor shall be responsible for patient welfare during the transport of patients to or from Hines VAH. Drivers shall secure all patients and passengers with approved security devices prior to transport. Contractor shall ensure that the patient's belongings are properly accounted for and delivered with the patient. The Government expects the successful offeror to exercise extreme caution and care in handling of patients. Any abuse of patients shall be grounds for default action or termination of contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract. The Contractor s driver is only required to restrain a patient with seatbelts and or wheelchair tie downs. The driver shall immediately contact the Veteran Transportation Office and its Dispatcher for patient disturbances. When necessary, the driver shall contact the Local Police Department for immediate assistance. 12. CONTRACTOR QUALIFICATIONS: Offers shall be considered only from Offerors who are regularly established in the business called for who are financially responsible, and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Successful Offerors shall meet all requirements of federal, state and/or city codes regarding operations of this type of service. Contractor shall submit the following documents with their proposal: Proof of insurance. All required business licenses. List of all vehicles by Vehicle type, model and identification number(s) (new vehicles shall be reported before using). Inspection report of all vehicles. Copy of individual valid operator or chauffeur license for drivers. A recent (within sixty days) copy of each driver s state driving record obtained from the Illinois Secretary of State. A personnel roster identifying all Contractor personnel who shall be performing Contract services. In this document, the Contractor shall identify the name, position title, and work assignment area of each employee. Thereafter, all changes shall be submitted within two (2) business days after changes occur. Provide evidence of required training, certifications, licensing and any other qualification for any personnel performing contract services. 13. PRIVACY TRAINING & INFORMATION SECURITY: All personnel providing services under this contract shall complete privacy training within the first 30 days of the contract. The COR shall notify the contractor when training is scheduled. All trip tickets, printed material, and electronic data shall be under lock & key or other adequate security controls as appropriate. All paper documents, trip tickets, spreadsheets, etc. created will be shredded before disposal or returned to the VA Travel Benefits Office. 14. EMERGENCY PREPAREDNESS PLAN: During a disaster the contractor shall continue to provide wheel chair van services IAW the contract requirements as awarded. Disaster shall be determined by the Medical Center Director as requiring patient evacuation. 15. PERFORMANCE STANDARDS: The Contractor shall maintain performance standards in accordance with the Performance Standards Summary. Drivers shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for. Driver shall ensure the patient being completely secured (fastened seat belts) prior to transport. Contractor shall immediately notify the COR of any vehicle breakdowns or other problems that can result in service disruption. Contractor s performance shall be in conformance with all Federal, state, and local laws to include Department of Transportation, 49 CFR, and Parts 27, 37, 38, 571 and VA Standards. All regulations of the State Public Service Commission (PSC) (of where the Contractor s facility is located) governing the control, operation of and licensing of the transportation contractor are incorporated herein by reference. All records submitted to and/or compiled by the PSC regarding inspections, safety, records, and manifests, may be reviewed prior to awarding a contract and periodically throughout the term of contract. Quality Assurance Surveillance Plan Task PWS Reference Standard Acceptable Quality Level Method of Surveillance Confirmation of next day scheduled services 3.1 Confirm service request with Transportation Office no later than 7:30pm daily 95% per monthly billing period Monthly review of 40 telephone, fax, or email confirmation messages Confirmation of same day scheduled services 3.2 Confirm receipt of transportation request and pick up time within 15 minutes of receipt of request. 95% per monthly billing period Monthly review of 40 telephone, fax, or email confirmation messages Pick up and transport of patients 4 Pick up patient within 15 minutes before or after scheduled pick up time, and deliver patient to destination within 30 to 90 minutes of appointment 95% per monthly billing period Monthly review of 40 trip tickets and any patient complaints Wait time Contractor shall wait 15 minutes after scheduled pick up time as necessary, before requesting wait time reimbursement. 95% per monthly billing period Monthly review of all requests for reimbursement of wait time Deliver trip tickets to Transportation Office 4 Deliver trip tickets to Transportation Office no later than 5:00pm each business day for all trips completed between 7:30am and 4:00pm of that business day. Deliver trip tickets for all trips completed after 4:30pm as well as trips on weekends and holidays to the Transportation Office not later than 7:30am the next business day. 95% per monthly billing period Monthly review of all trip log entries for that month. Deliver itemized report with trip ticket summary to the Transportation Office 9 (3) Deliver trip ticket summary to the Transportation Office no later than 7:30am on the first workday of the week for all trips completed the prior week. 75% per monthly billing period Monthly review of all trip ticket summaries for that month. 16. PERIOD OF PERFORMANCE: The Period of Performance is from November 1, 2017 through October 31, 2018, with four (4) one-year option periods (exercised at the discretion of the government). 17. PLACE OF PERFORMANCE (VA HOSPITAL AND CLINIC LOCATIONS): Places of Performance: Edward J. Hines Jr. VA Hospital 5000 S. 5th Ave Hines, IL. 60141 (CBOCs associated with Hines VAH) La Salle CBOC Aurora CBOC Oak Lawn CBOC 4461 N. Progress Blvd. 161 South Lincolnway 10201 S. Cicero Peru, IL 61354 North Aurora, IL 60542 Oak Lawn, IL 60453 Kankakee CBOC Elgin CBOC 581 Lathan Drive, Ste. 301 450 W. Dundee Road Bourbonnais, IL 60914-2435 Elgin, IL 60123 Jesse Brown VA Medical Center 820 S. Damen Ave Chicago, IL 60612-3728 (CBOCs associated with Jesse Brown VAMC) Adam Benjamin Jr. CBOC Auburn Gresham CBOC 9301 W. Madison St. 7731 Halsted St. Crown Point, IN 46307 Chicago, IL 60620 Chicago Heights CBOC Lakeside CBOC 30 E. 15th St. 211 E. Ontario St., 12th Floor Chicago Heights, IL 60411 Chicago, IL 60611 Primary Point of Contact: Donald St. Onge, donald.st.onge@va.gov fax (224) 610-3269 Contracting Office Address: Department of Veterans Affairs GLAC Southern Tier 3001 N. Green Bay Road Bldg. 1, Room 326 North Chicago, IL. 60064-3048
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAGLHS/VAGLHCS/VA69D17N0077/listing.html)
 

Document(s)

Attachment
 

File Name: VA69D-17-N-0077 VA69D-17-N-0077.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3551194&FileName=VA69D-17-N-0077-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3551194&FileName=VA69D-17-N-0077-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Veterans Affairs;Edward Hines VA Hospital;and associated Community-Based Outpatient Clinics;5000 S. 5th Ave5000 S. 5th Ave;Hines, IL

Zip Code: 60141-1457
 

Record

SN04532365-W 20170607/170605234740-841fad3f428784c4a5e0deaee75e5a3d (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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