Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 17, 2019 FBO #6445
SOURCES SOUGHT

V -- Det VA Special Mode/Wheelchair Transportation

Notice Date

7/15/2019
 

Notice Type

Synopsis
 

NAICS

485320 — Limousine Service
 

Contracting Office

Department of Veterans Affairs;Network 10 Contracting Office;Ann Arbor VA Healthcare System;2215 Fuller Road;Ann Arbor, MI 48105
 

ZIP Code

48201
 

Solicitation Number

36C25019Q1122
 

Archive Date

8/14/2019
 

Point of Contact

kelly.poole@va.gov
 

Small Business Set-Aside

N/A
 

Description

This Sources Sought/Market Survey Notice is being conducted by the Ann Arbor VA Healthcare System to identify sources that are capable of providing all materials, labor and equipment necessary to provide non-emergent patient transportation for ambulatory and non-ambulatory patients of the John D. Dingell VA Medical Center, Detroit, Michigan, including patients utilizing wheelchairs and/or scooters. The contract s period of performance shall be October 1, 2019 September 30, 2020. The contractor shall comply with all applicable state and federal travel regulations. Patients shall be transported to and from the John D. Dingell VA Medical Center and the CBOC s located in Pontiac and Yale, Michigan. This contract shall include transportation of patients to and from Chicago, Illinois; Cleveland, Ohio; Iron Mountain, Michigan; and Milwaukee, Wisconsin. For purposes of this contract, normal business hours are between 6:01 am to 6:00 pm. After hours begin at 6:01 pm and end at 6:00 am. The billing rate shall be determined by the pick-up time. (For example, if an appointment is at 5:30am and the patient must be picked up at 4:30 pm the applicable billing rate shall be the rate for normal business hours.) The vast majority of the trips will be to and from the John D. Dingell VA Medical Center, Detroit, Michigan and within daytime hours. The Contractor will only receive one day or same day notice of each trip but shall be capable of providing timely transportation of patients. The Contractor shall be capable of providing a heavy estimated number of daily trips and shall provide an on-site patient transportation coordinator at the John D. Dingell VA Medical Center. Contractor must have the capacity to begin work on October 1, 2019.     If this is a service your business can provide respond to this Sources Sought by Monday, July 22, 2019, 4:00pm Eastern. Responses should include: (1) Business Name and Address (2) Point of Contact Name, Phone Number, and E-mail Address (3) DUNS and NAICS code (4) Business Size SMALL or LARGE (5) Type of Business SERVICE DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUBZone, WOMEN-OWNED etc. (6) Applicable GSA/FSS Contract Number (if applies). All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above noted service. E-mail responses to: Kelly Poole, at kelly.poole@va.gov. (Note: This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.) Statement of Work The Contractor shall enter into a Blanket Purchase Agreement (BPA) with the John D. Dingell VA Medical Center (JDDVAMC), Detroit, Michigan to furnish all materials, labor and equipment necessary to provide non-emergent patient transportation for ambulatory and non-ambulatory patients of the JDDVAMC, including patients utilizing wheelchairs and/or scooters. The period of performance shall be October 1, 2019 September 30, 2020. The contractor shall comply with all applicable state and federal travel regulations. Patients shall be transported to and from the JDDVAMC and the CBOC s located in Pontiac and Yale, Michigan. This BPA also includes transportation of patients to and from Chicago, Illinois; Cleveland, Ohio; Iron Mountain, Michigan; and Milwaukee, Wisconsin. For purposes of this BPA, normal business hours are between 6:01 am to 6:00 pm. After hours begin at 6:01 pm and end at 6:00 am. The billing rate shall be determined by the pick-up time. (For example, if an appointment is at 5:30am and the patient must be picked up at 4:30 pm the applicable billing rate shall be the rate for normal business hours.) The estimated quantities are for one-way trips. Ordering (Authorization) Process. All non-emergent Non-VA care shall be pre-authorized by VA. A VA representative will contact your office to coordinate the Veteran s appointment date, time, and additional pertinent information. A list of authorized VA personnel will be provided to the Contractor within 15 calendar days after award. B. Background 1. Introduction. The JDDVAMC has a large population of ambulatory and non-ambulatory patients eligible for and in need of transportation to and from their residences to medical appointments. The Contractor shall be capable of providing non-emergent transportation of ambulatory and non-ambulatory patients of the JDDVAMC 24 hours a day, 7 days a week, 365 days a year to and from their residences for medical appointments at the JDDVAMC and its affiliated Community Based Outpatient Clinics in Yale and Pontiac, Michigan as well as other regional VA Medical Centers in Saginaw, Ann Arbor and Iron Mountain, Michigan; Cleveland, OH; Chicago, Illinois and Milwaukee, Wisconsin. The vast majority of the trips will be to and from the JDDVAMC and within daytime hours. The Contractor will only receive one day or same day notice of each trip but shall be capable of providing timely transportation of patients. The Contractor shall be capable of providing a heavy estimated number of daily trips as represented in the attached Schedule of Services and shall provide an on-site patient transportation coordinator at the JDDVAMC. C. Requirements 1. VEHICLE REQUIREMENTS (a) The vehicles and equipment with which the Contractor renders the above services shall meet all State of Michigan requirements for insurance, registration, and equipment. In addition: (1) Contractor shall only use vehicles that have emergency communication equipment which shall be isolated from the engine battery. Cellular phones and two-way radios are acceptable communication equipment. Such communication equipment shall be furnished by the contractor. Drivers shall not use cell phones for personal use while transporting VA patients. (2) Contractor shall only use vehicles that have a United States Department of Transportation approved system for wheelchair securement devices and a tool designed for cutting securement straps in case of emergency. Contractor shall only use vehicles that meet the United State Department of Transportation safety requirements for seat belts, tie downs and handling of motorized or electric wheelchair. Contractor shall use vehicles that have a shoulder/chest harness for double amputee patients when applicable. (3) Contractor shall provide high top vehicles with interior of sufficient height to ensure that an individual of 6 feet in height has adequate head clearance. The majority of the patients are in wheelchairs and regular van ceilings shall not accommodate the needs of these patients. (4) Contractor shall only use Vehicles that are three years old or less. (5) The contractor shall only use vehicles equipped with child safety locks. (6) Contractor shall only use vehicles with Global Positioning System (GPS) with a tracking device. (7) Contractor shall only use vehicles equipped with a minimum five passenger capacity. (8) Contractor shall only use vehicles with wheelchair lift and scooter transport capability. The ramp or lift shall have a slip-proof surface. The use of vehicles with wheelchair lift systems or vehicle retrofit shall comply with DOT 49 CFR 571.404, Platform Lift Installations in Motor Vehicles. (9) Contractor shall only use vehicles with basic first aid kits. Furthermore, all items such as first aid kits, flashlights, warning triangles, ice scrapers, and blankets, shall be secured and stored below the level of seat backs. (10) Vehicles shall be equipped with dry chemical fire extinguishers which shall be securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and bear a tag indicating date of service. Fire extinguishers shall be inspected and maintained in accordance with National Fire Protection Association (NFPA) Standard 10 and secured to the vehicle body. (11) Contractor shall only use vehicles equipped with cardiopulmonary resuscitation equipment. Furthermore, Contractor shall only use vehicles equipped with the ability to secure oxygen tanks. (12) Vehicles shall be handicapped accessible and meet all applicable Federal and State Motor Vehicle Safety Standards. (13) Under no circumstance shall patient comfort be compromised. Contractor shall use vehicles equipped with functioning heat and air conditioning of sufficient capacity to insure the comfort of the patient. (14) Vehicles odometers shall be calibrated and maintained in conformance with the vehicle s manufacturer s standards. (b) The Contractor shall submit with their proposal a list of all vehicles that shall be used in performing transportation services under this BPA and copies of the individual maintenance file for each vehicle on the list (See paragraph (2)(f) below). The list of vehicles is to include the make, model and year. This information shall also be available to the Contracting Officer and /or COTR during the BPA period and shall be provided within 1 business day of the Contractor s receipt of the request. (c) The government reserves the right to inspect any vehicle at any given time. VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with BPA specifications, and State laws, rules, regulations and guidelines governing transport vehicles. VA Travel staff, Police, and Security, as inspectors, shall be allowed to accompany a scheduled patient transport if deemed necessary. VA inspections shall in no way constitute an endorsement by VA that the contractor's vehicles and equipment are properly maintained. VA reserves the right to restrict the Contractor s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body and are not in compliance with BPA requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the BPA. Therefore, the services shall be rendered as requested by VA. (d) A random inspection of contracted vehicles shall be conducted by the government between 30 and 45 days after BPA award. Inspection shall be coordinated with the Contractor and conducted at the Contractor s facility. 2. VEHICLE MAINTENANCE REQUIREMENTS (a) Contractor shall maintain vehicles in a clean and orderly condition, free from debris and any accumulations which may constitute an accident, injury, or fire hazard. (b) Contractor shall maintain vehicles in accordance with manufacturer s recommended maintenance schedule or an improved schedule based on actual vehicle operating conditions. (c) Contractor shall correct a deficiency that might interfere with safe operation of vehicle before vehicle is placed in service. (d) Contractor shall keep windows and lights clean. Contractor shall keep the interior of vehicles clean and in good repair. (e) Contractor shall ensure that Wheelchair lifts are maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. When a vehicle is serviced, contractor shall ensure that the mechanic or service facility inspects, repairs, and services the lift in accordance with the manufacturer s instructions. (f) Contractor shall maintain information on preventive maintenance and/or repairs on each vehicle in an individual vehicle file. Each file shall be maintained in chronological order, with the latest service action on top. Copies of these maintenance files shall be provided to the COR and/or Contracting Officer on a quarterly basis, and at any other time requested during the BPA period. When requested, copies of files shall be provided within 1 business day of the Contractor s receipt of the request. 3. DRIVER REQUIREMENTS (a) The Contractor shall furnish qualified personnel as required by BPA specifications to accomplish all services under this BPA. During the BPA period of performance, if the Contractor proposes to add or replace personnel to perform BPA services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize additional or replacement personnel to perform BPA services who do not meet the qualifications under the terms and conditions of this BPA. (b) The Contractor shall ensure a record of each employee as to character and physical capabilities of performing the duties of a driver shall be maintained and made available for inspection upon request. Any physical, mental or emotional concerns or any serious defects or diseases would need to be considered when assigning drivers to be responsible for transporting dependent and vulnerable patients. (c) The Contractor shall ensure all drivers have attained legal age (the age of 21) and shall maintain neat, clean and professional appearance. The Contractor shall ensure drivers shall have not less than one year of experience as a licensed driver; and be licensed in accordance with the State of Michigan. The Contractor shall ensure drivers have a current, valid, Michigan Chauffeur's license. (d) The Contractor shall ensure each driver shall be able to perform a vehicle safety inspection and that each driver shall be able to assist a patient into and out of the vehicle and operate a wheelchair lift or ramp. (e) The Contractor shall ensure each driver shall be able to communicate with the patients using common courtesy. Contractor personnel, performing services under this BPA, shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall ensure drivers shall communicate in a respectful manner (no swearing, jargon, or slang), speak clearly, maintain eye contact, and modify communication to accommodate hearing, visual and/or cognitive impairments of patients. (f) Within 30 calendar days of award, the Contractor shall provide licensure, training, driving record, health records, and any other requested information for all drivers to be used on this BPA. This information shall also be available to the Contracting Officer and /or COR during the BPA period and shall be provided within 3 business days of the Contractor s receipt of the request. (g) VA reserves the right to restrict any Contractor employee from performing services as a driver or attendant under this BPA who does not meet the required qualifications for the services they are required to perform, who violates Federal regulations, or who is identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein. (h) The Contractor shall ensure drivers get out and physically escort patients to and from vehicles during both pick up and drop off points. 4. DRIVER TRAINING REQUIREMENTS (a) Contractor employees performing services to patients under this BPA shall have successfully completed a basic certified First Aid Class. (b) Driver shall have successfully completed a minimum of eight (8) hours training in the techniques of transporting and assisting elderly and physically handicapped and mentally challenged patients which shall include instruction in the following elements: (1) Instruction in characteristics of the aging process and major disabling conditions; (2) Instruction in common assistance devices used by elderly and handicapped patients; (3) Instruction in attitudes toward elderly, handicapped or mentally challenged patients which includes the participation of elderly handicapped or mentally challenged patients; (4) Instruction in methods of handling wheelchairs; (5) Instruction in moving, lifting and transferring patients; (6) Instruction in guidelines for transporting handicapped patients; and (7) Instruction in the operation of lifts, ramps and wheelchair securement devices. (c) Each employee shall be instructed in fire extinguisher, radio dispatch, and vehicle ramp operations, wheelchair lift and securement devices; and shall know what to do and whom to call in a medical emergency or accident. (d) Each employee shall complete four (4) hours of training in first aid (or show evidence of possessing American Red Cross First Aid Certificate). (e) Each employee shall complete four (4) hours of classroom instruction in defensive driving and abuse-prevention training. (f) Each employee shall successfully complete a refresher certified first aid course every two (2) years. (g) The Contractor shall maintain a file demonstrating satisfactory evidence of above training, and evidence that the instructor is qualified to teach the above. One of the requirements above is completion of basic, certified First Aid class so the first aid certificate requirement would already be met. 5. START-UP REQUIREMENTS (a) Contractor shall be fully staffed, fully equipped, and ready to perform in full compliance with all BPA requirements within 60 days of BPA award. The contractor shall submit within 30 days of BPA award specific information on vehicles and drivers. 6. PATIENT PICK-UP REQUIREMENTS SCHEDULED TRIPS (a) Most patients requiring transportation will reside in the Greater Detroit Metropolitan Area. The addresses of patients will vary daily. The list of patients will be faxed to the Contractor by 4:30 p.m., on the day before picking up by the authorized individuals in the travel department at the VAMC Detroit. The Contractor shall call the veteran by telephone prior to pick up to confirm the veteran's availability. If the contractor is unable to confirm the veteran's availability for pick up, they shall not go to the veteran s home and no charges will be billed to the VA. Also, if the Veteran confirms availability over the phone, but then refuses transportation after the contractor has arrived at the Veteran s residence, the contractor shall immediately notify VA's Travel Unit. Providing that the driver and vehicle are in compliance with all BPA requirements, this situation will be considered a dry run due to patient refusal. The contractor shall bill for a verified "dry run" at the rate specified in the schedule. The contractor shall clearly identify any and all billing for dry runs on the invoice. When either wheelchair, scooter, or ambulatory patient transportation service under the terms of this BPA are required, but due to unforeseen circumstances outside the control of the contractor the patient is not available for pick-up, the Contractor will be paid the dry-run rate specified in the schedule. (b) Contractor/Drivers shall follow the below instructions: Contractor shall, call the next patient/passenger before departing from their current location. If the patient/care giver/spouse/family member/etc. answers, the Contractor shall confirm the patient s name and address. The Contractor shall also provide them with the estimated time of arrival (ETA). If the patient/care giver/spouse/family member/etc. does not answer and: o If the Contractor/driver is connected to an answering machine or voicemail, the Contractor shall leave a message for the patient to contact the VA Travel Office. Contractor/driver shall immediately call their Dispatcher and inform them of the situation. The Contractor/ Dispatcher shall contact the VA Travel Office/AOD for further instructions. o If the patient/passenger declines a ride or requests something other than what is detailed on the pick-up list: Contractor/Driver shall immediately call their Dispatcher and inform them of the situation. The Dispatcher shall contact the VA Travel Office/AOD for further instructions. Contractor/Dispatcher: Contractor/dispatcher shall upon receiving the details of a potential Dry Run from a driver, contact the VA Travel Office/AOD and follow instructions below: o Between the hours of 8:00 a.m. and 4:00 p.m., call the Travel Office. If there is no answer, make another call. If no answer do the following: Call Travel Supervisor (c) Service Animals Drivers shall permit and accommodate the patient s service animal on each trip. The ADA (Americans with Disabilities Act) defines a service animal as any guide dog, signal dog, or other animal individually trained to provide assistance to an individual with a disability. If they meet this definition, animals are considered service animals under the ADA regardless of whether they have been licensed or certified by a state or local government. Service animals perform some of the functions and tasks that the individual with a disability cannot perform for him or herself. Guide dogs are one type of service animal, used by some individuals who are blind. This is the type of service animal with which most people are familiar. But there are service animals that assist persons with other kinds of disabilities in their day-to-day activities. Some examples include: Alerting persons with hearing impairments to sounds. Pulling wheelchairs or carrying and picking up things for persons with mobility impairments. Assisting persons with mobility impairments with balance. A service animal is not a pet. Some, but not all, service animals wear special collars and harnesses. Some, but not all, are licensed or certified and have identification papers. If drivers are not certain that an animal is a service animal, they may ask the patient if it is a service animal required because of a disability. However, a patient may not be carrying documentation of his or her medical condition or disability. Therefore, such documentation generally may not be required as a condition for providing transportation to a patient accompanied by a service animal. Although a number of states have programs to certify service animals, drivers shall not insist on proof of state certification before permitting the service animal to accompany the patient. (see http://www.ada.gov/qasrvc.htm) 7. RETURN TRIPS (a) Many of the patients that are transported to an appointment will need transportation from the Medical Center or Clinic back to their residence after their appointment. Each return transportation trip will be ordered by the Travel Clerk or Administrative Officer of the Day as a one-way trip. Although return trips will be ordered the day the transportation is needed, the schedule of patients sent to the contractor will give the contractor a rough approximation of the return trips that may be necessary the following day. When the patient is being picked up from the VAMC Detroit and/or the Community Based Outpatient Clinics (CBOC) located in Pontiac and Yale, Michigan, or other regional VA Medical Centers, the Contractor shall pick up the patient within 30 minutes of a call from the Travel Clerk or the Administrative Officer of the Day. The Contractor shall use the following procedure during normal business hours: - Only passenger/patients who have checked in with the Contractor s on-site coordinator after their appointment will be scheduled for a return ride. - Any passenger/patients who check in but are not available or not in the designated waiting area at the time of departure, will be a Dry Run. A travel ticket will be created indicating a No Show/Dry Run. - If the patient does not check in, the trip is considered a cancellation. The Contractor shall use the following procedure after normal business hours: - The Contractor shall pick up the patient within 30 minutes of a call from the Administrative Officer of the Day (AOD). - At the end of the day, the Contractor shall provide the AOD with a list of passenger/patients who checked in after their appointment but left without informing the Contractor. - Passenger/patients who are admitted to the hospital will not be designated as a Dry Run. 8. ADD ON TRIPS (a) The Contractor shall provide same day add-on transportation trips (trips that are not pre-scheduled and are not return trips) when ordered by the VA. These add-on trips may be required during and/or after normal work hours. To order these add-on trips, the government will both phone in and fax to the Contractor the patient s name, pick-up location, and time and location of the appointment. The Contractor shall transport these patients ensuring that they arrive at the appointment location between 15 and 30 minutes prior to the appointment time. If the Contractor is not able to honor these orders, they shall inform the VAMC of their inability to honor this type of order within 15 minutes of receiving the order. Many of these patients will need transportation back to their residence after their appointment. Such trips shall be considered return trips as specified in paragraph 7(a) above. 9. DAYS OF TRANSPORTATION (a) The Contractor shall provide the service Monday through Saturday in accordance with BPA specifications and pricing schedule excluding National Holidays for all patients, except hemodialysis patients. 10. NATIONAL HOLIDAYS (a) The Government observes the following National Holidays: New Year s Day Martin Luther King Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day The Government also observes any day specifically declared by the President of the United States to be a Federal holiday. (b) The Contractor shall provide transportation to Hemodialysis patients on Monday through Saturdays and National Holidays except Thanksgiving and Christmas. 11. SPECIAL PATIENT REQUIREMENTS (a) Some patients will require special assistance with a wheelchair or scooter. Driver shall assist wheelchair and scooter patients from his/her door to the vehicle. If the scooter cannot fit on the vehicle, the scooter will remain at the patient s home and the Contractor shall transport the patient by wheelchair. (b) If a patient has been identified as being "confused/demented" or is at risk of becoming lost, as stipulated on the VA's travel request, the driver shall ensure that the patient is escorted to his/her destination. The VAMC will inform the driver on the travel list of the patient s mental status or condition prior to departure. When transporting a patient to his/her domicile or residence the contractor shall escort patient to the entrance and ensure that a relative or family designated representative assumes responsibility for the patient. The driver shall annotate on the trip ticket the identity and or name of the responsible person at the residence. When transporting the patient to the Detroit VAMC, the driver shall be responsible for escorting at risk patients to the Travel Office of the JDDVAMC located in the Yellow Section, Room C1822 during normal business hours (7:30am 4:00pm). After 4:00 pm for at risk patients, the driver shall escort patients to the admitting area located in the Yellow Section/Building, Room C1900 of the JDDVAMC. When transporting confused/demented or at-risk patients to the CBOC s, drivers shall escort the patients to the reception window for check in. 12. PATIENT TRANSPORTATION LIMITATIONS (a) Except as specifically requested or approved by VA, no one other than the driver and the beneficiary shall ride in a vehicle. Upon VA request, Contractor shall transport designated individuals with the veteran at no additional cost. Such designated individuals may include a beneficiary s wife, husband, significant other, designated caregiver or the police. In addition, the Contractor may seek approval to transport more than one patient on a single trip on a case by case basis. If approval is granted by the VA to transport more than one patient at a time, the Contractor shall ensure that both patients are comfortable and shall ensure that both patients arrive at their designated appointment location minutes prior to the appointment time. Contractor shall not transport VA patients with other non-VA customers of the Contractor. The Contractor shall allow an alert or sightseeing dog to accompany a Veteran as needed. 13. WAIT TIME (a) When time is lost at either end or both ends of a trip due to circumstances beyond the Contractor s control, the Contractor may request reimbursement for waiting time. If the pickup is other than at the VA Medical Center, the Contractor shall call the Travel Clerk on duty as soon as they anticipate a delay may develop for which the Contractor expects to claim reimbursement. This call is for the purpose of verifying the Contractor s arrival time at the pickup point and to alert the VA Travel Office of a delay in the patient boarding the vehicle. The VA Travel Clerk will call the veteran to verify the potential delay prior to authorizing wait time. This call is not necessary if the Contractor anticipates no delay for which they shall claim reimbursement. (b) When waiting time is verified and authorized, the government will reimburse the Contractor at the applicable rate specified in the schedule, for each quarter hour after the 15-minute waiting period included in the base rate. Waiting time can include time spent waiting both on and off VA premises and either at pick up or drop off when authorized by appropriate VAMC personnel. (c) All waiting time charges shall be authorized and supported by: 1) Notification to the Travel Clerk that the driver (vehicle) is in a waiting status. At this point, information concerning reason for wait shall be provided, and 2) Documentation to accompany the travel voucher shall be provided. 14. DRIVER RESPONSIBILITIES (a) All drivers shall be required to report to the Travel Clerk on duty (while they are still on the premises of the JDDVAMC) any time a pick-up, delivery or departure is made to and from the Detroit VAMC. The delivery and departure area for all patients will be specified by the Travel Clerk at the time the order is placed for services. The driver shall have the travel voucher time and date stamped by the Travel Clerk when picking up a patient fortransportation from the VA and when dropping off or delivering a patient at the VA. The driver shall turn in the travel voucher to the travel office when dropping off the patient at the VA. (b) When a driver arrives at the Detroit VAMC to transport a patient, the Travel Clerk for the Administrative Officer will contact the inpatient or outpatient area to determine if the patient is ready. Driver shall be required to assist patients to and from the vehicle as necessary. All travel vouchers shall be filled out on the day of service and shall be signed by authorized VA personnel. During normal work hours the travel clerk will be the individual authorized to sign the travel voucher. For, afterhours, weekends and holidays, the Administrative Officer of the Day (AOD), in admitting, will be the individual authorized to sign travel voucher. If, during non-administrative hours, the AOD is not in the admitting area, a special place will be identified for the Contractor s drivers to leave the vouchers for signature. (c) The Contractor shall deliver wheelchair patients as well as those who need to be escorted (such as those who are demented, Alzheimer's or similar) to the yellow section, Travel room C1822 of the JDDVAMC for checking in and shall have their travel vouchers signed. The vouchers shall be signed by the Travel Clerk or the AOD for add-ons, scheduled patients and for no-shows / dry runs. The Contractor shall inform the travel section of ambulatory patients that have arrived and have vouchers signed. Vouchers shall be submitted timely and will be signed off as expeditiously as possible. Travel section will ensure vouchers match patient pickups and drop offs. If there are any discrepancies, they will be handled as expeditiously as possible. During non-administrative hours and when the AOD is not in the admitting area, a special place will be identified for the contractor's drivers to leave the vouchers for signature. This will eliminate the Contractor waiting until the next business day to obtain a signature or the driver waiting for the return of the AOD. (d) When wheelchair, scooter or ambulatory transportation service under this BPA involves the pick-up of a patient scheduled to arrive by air, train or bus and the driver finds such patient does not arrive on schedule, the driver shall contact the Travel Clerk and inquire as to the status of the arrival. If appropriate, waiting time may be authorized for the time spent in waiting in accordance with the applicable rate in the schedule. If the Contractor reported as scheduled and no patient is transported, the Contractor will be reimbursed at the dry run rate. It is very rare that there is a dry run to an airport, train station or to the bus station. 15. OTHER PERFORMANCE REQUIREMENTS (a) The Contractor shall be responsible for furnishing all vehicles, personnel, equipment (to include regular and bariatric wheelchairs), supplies, vehicle fuel, and uniforms for performance of services under this BPA. The Contractor s employee identifications shall be worn in clear view above the waist at all times. Contractor Employees will be fingerprinted and will be given badges by the VA. Badges shall be worn in clear view above the waist at all times. (b) The Contractor shall ensure drivers and patients use seat belts/securement devices at all times. (c) The Contractor shall ensure there shall be no smoking by the driver, attendants, or patient(s). (d) The Contractor shall ensure patients shall be seated facing forward in vehicle during transit, when feasible. Wheelchair occupant restraint systems shall be integrated by the vehicle manufacturer or approved by the vehicle manufacturer for use. (e) VA-owned wheelchairs may not be removed from VA grounds. In addition to wheelchairs, the Contractor shall also be required to transport VA patients with their three-wheeled electric amigo carts. However, unless the Contractor has approved restraining devices that allow the patient to ride on the cart, these patients will have to transfer to the standard passenger bench seat and wear the safety belt required for riding in that seat. The driver shall 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. (f) If a patient being transported declines to be properly belted or removes the securement devices himself/herself, the driver shall immediately notify the VA travel office (or AOD if after hours) 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. (g) The Contractor shall ensure, pursuant to VHA Directive 2008-020, that personal protective equipment (gloves) and spill kits are provided to drivers to ensure they are adequately prepared to address biological fluids. (h) The Contractor shall ensure, pursuant to VHA Directive 2008-020, that the transfer of clinical specimens with patient passengers shall comply with DOT and OSHA regulations. 1. Clinical staff giving specimens to drivers transporting patients must ensure compliance with the specimen identification, packing, and labeling requirements of OSHA 29 CFR 1910.1030, Blood borne Pathogens and Material of Trade (MOT) exception for Class 6, Division 6.2 substances of DOT 49 CFR 173.134. 2. The Contractor shall ensure all specimen packages shall be packed in a container, by the driver, secured to the vehicle body to prevent movement during driving and returned to patient once arrived at destination. 3. The Contractor shall ensure the driver is responsible for asking about specimens, for securing specimens during transportation, and for ensuring the patient or the responsible VA employee or caregiver has the specimen at the end of the trip. 16. REPORTING ACCIDENTS OR PATIENT INJURIES (a) The Contractor shall be responsible for reporting, in writing, all accidents, slips, falls, and mishaps to the travel section during normal business hours and to the Administrative Officer of the Day located in admitting after normal business hours, and on weekends. All written reports shall be provided within 24 hours of incident. A verbal report shall be provided immediately to the VA Travel Department. (b) Any injury or accident to a patient shall be reported immediately by the Contractor to the COR and/or the Travel Clerk. The Contractor shall submit an injury report with copies forwarded to the COR for inclusion into the patient's administrative chart. Upon notification of an accident, the Detroit VAMC will follow up with a call to the patient to determine if the patient needs to be seen by a physician. If off the premises and patient requests, or is in obvious need of immediate medical help, the driver is to call 911. If on the premises, and the patient requests, or is in obvious need of immediate medical help, the Contractor shall immediately contact the admitting staff. The Contractor shall ensure that patient falls, whether due to incumbent weather, medical conditions, while on a stretcher or in a wheelchair, even while transiting from the Contractor's vehicle to/from this facility, shall be reported immediately and the necessary documentation shall be provided by the Contractor within 24 hours of the incident. 17. REPORTING COMPLAINTS (a) All complaints that the government receives from patients regarding Contractor s performance will be documented on a Report of Contact form by the COR and/or Travel Clerk and will be reported to the Contractor for investigation. The Contractor s supervisory official shall provide the COR and/or the Travel Clerk written results of the investigation and actions taken to resolve the matter. Examples of complaints may include but not limited to: 1) Any allegation of inappropriate behavior including allegations that Contractor personnel used, profanity, made inappropriate comments, or failed to exhibit caring, compassionate professional customer service in accordance with the VA s mission, vision and values will be documented by the COR and the Travel Clerk and reported to the Contractor. The investigation's results shall be forwarded to the COR within five (5) working days of the initial submission or notification of the incident occurring. 2) Any complaints filed by patients against Contractor personnel that allege Sexual Harassment, EEO violations or any violations of Federal Laws, rules and regulations as well as the JDDVAMC s policy concerning smoking will be reported to the Contractor's supervisory official upon notification. The results of the investigation will be maintained in the strictest confidentiality as applicable under the Privacy Act of 1974. (b) The government will provide all reported customer service complaints to the Contractor in writing within 24 hours of the government receiving the complaint. (c) Contractor shall report any misconduct exhibited by the patient to the COR and/or Travel Clerk in writing within 24 hours. The VA travel clerk will provide a written response within 72 hours upon receipt of incident to the Contracting Officer. 18. VEHICLE SECURITY (a) While on the VA grounds, the Contractor shall secure vehicles when left unattended. If vehicle must be left unattended with the motor running, a second set of keys shall be necessary, so that the vehicle can be securely locked. The driver shall carry the second set of keys. (b) The Contractor shall be authorized to park in designated parking areas located in the lower level of the Blue Parking Deck structure (Canfield) of the Detroit VAMC and/or other designated areas stipulated by the VAMC s Protection & Support Service. The Contractor shall not park their vehicles in the designated parking area for anything other than picking up patients. Overnight or storage of the Contractor s vehicles in this area is not permitted and will result in a violation. (c) Contractor shall be required to follow all medical centers policies regarding parking. 19. PRICING The price for transportation shall be calculated as follows: Base Rate (includes costs defined below) + Mileage Rate (loaded miles traveled in excess of 20 miles) + Authorized waiting time = Rate per trip For all one-way trips ordered under this solicitation, the Contractor shall receive the Base Rate. Furthermore, the Base Rate shall constitute full compensation for one-way trips that do not exceed twenty miles. The Base Rate price includes all costs associated with pick-up and drop off costs associated with 15 minutes of waiting time at pick up and 15 minutes of waiting time at drop off, and all costs associated with traveling 20 miles or less. (c) For one-way trips that exceed 20 miles, the Contractor shall receive the Base Rate plus the mileage rate for each mile traveled in excess of 20 miles. The Mileage Rage is applicable only for the mileage in excess of 20 miles. (d) One Way: One-way, as used in this BPA, references the point from patient pick up to the point of passenger's designated delivery (drop off). (e) Contractor shall ensure that the patient arrives for their appointment at the Detroit VAMC a minimum of 15 minutes prior to their designated appointment time, but no earlier than 30 minutes prior to their appointment. (f) When more than one patient is transported, the Contractor shall bill the Base Rate for each patient transported. If the trip exceeds 20 miles; the Contractor shall calculate mileage and bill based on the longest distance involved in transporting only one patient. 20. MILEAGE CALCULATION The Contractor shall use BINGMAPS.com to verify mileage however, the odometer stop and start readings for each trip will be the official mileage. Beneficiary Travel Dashboard: Route Exceptions and Procedures for Determining Alternate Route The Beneficiary Travel (BT) Dashboard is the VA standard for determining distances for purposes of BT mileage reimbursement. In most cases the Dashboard provides the appropriate and most direct route by distance to the VA or VA authorized facility of care. However, in some situations the Dashboard has been designating routes that are impassable or inappropriate for the Veteran s medical condition. The following provides guidance as to circumstances where the initial Dashboard route can be determined unusable and how the Dashboard can establish an alternate route. Circumstances That Make Closest Distance Route Inappropriate Road closed due to weather conditions Road closed due to construction Roads not accessible to general public such as through a military base, restricted area etc. Portions of trip over roads, trails, paths not accessible by car Clinical determination by Veteran s VA provider that condition precludes travel by closest distance route (e.g. Veteran cannot travel over rough roads. ) Determination of Alternate Route When it is determined that one of the above conditions has occurred an alternate route with associated mileage can be established using the Dashboard as outlined by the following procedure (alternate online tools, e.g., Map Quest, Rand McNally etc. or other methodologies shall NOT be used). Documentation of Alternate Route Local procedures shall be established to: Delegate in writing authority to establish an alternate route Maintain record of approved alternate route on the approved claim and the reason for the alternative route for audit purposes Dashboard Alternate Route Determination Procedure Open the map capture the destination location B with the hand that is visible in the map, left click on the mouse, and hold the capture as you move the destination location to a passable location on the route before the closed road, or to an appropriate route. o Move the destination location to a spot before the outage at an intersection of road that can be traveled. Enlarge the map as you make moves of point B to select the best location. o Click on add destination C and enter the next town diverting the map to a passable road. Then add destination D and enter the address of the appointment. Click Go to calculate the route and mileage. o Record the new mileage. o Monitor the outage to correct at later date 21. BILLING (a) Invoices shall be mailed twice a month to the VA s Financial Services Center by way of establishing an account at www.OB10.com. (b) Invoices are to be submitted by the Contractor by the 21st day of the month for trips provided from the 1st to the 15th of the month. For trips provided from the 16th to the month s end, invoices shall be submitted by the 7th day of the following month. The invoices shall only have trips for the billed month. If a corrected invoice must be submitted, it shall be on a separate invoice. (c) Payments are authorized in arrears and only upon receipt of a properly prepared invoice. VA will pay the Contractor in accordance with the Prompt Payment Act; normally this is within 30 days of receipt of a properly prepared invoice. Detroit VAMC personnel will certify the accuracy of each invoice before payment is issued. (d) The Contractor shall include on all invoices the following information for each trip billed per patient: Odometer reading at beginning of trip Odometer reading at pick up of veteran Odometer reading at end of trip Date of transportation Patient s Full Name Last 4 of Social Security Number Pick up point including Zip Code Destination / Drop off point including Zip Code Basic Rate Mileage cost ( if appropriate ) Waiting Time ( if appropriate ) After Hour rate (if appropriate ) Total (this shall include all cost e.g. basic rate plus additional costs if applicable) Dry runs (yes or no) Each page of the invoice shall be totaled at the end of each page/column where appropriate. The invoice shall be a summary of the backup documentation. 22. PATIENT INFORMATION SECURITY Sensitive patient health information maintained by the Contractor, i.e. patient transportation lists, invoices or any other documentation reflecting patient information, shall be shredded as follows: (a) All shredder machines shall meet level 5 requirements and the container cannot be larger than 32 gallons. The VA reserves the right to perform periodic audits on shredding processes. (b) If the Contractor subcontracts the shredding service, the following guidelines shall be met: Shredding shall be done on site at the subcontractor location, via mobile shredding vehicle, 3/8 to ½ cross cut and tare. The subcontractor shall transport the shredding materials to a secure facility in order to meet the final requirement where someone is watching the shredding process. The subcontractor is required to maintain certifications of responsibility and provide documentation that the material met final requirement. The subcontractor shall maintain the required and appropriate insurance and indemnifications for liability coverage for any and all incidences of occurrence resulting from any information breach that they are responsible for throughout the term of the agreement. 2. The subcontractor shall provide locked security containers that will hold all paper products for shredding, including color paper, color copy, and file folders. 3. Consoles are to be constructed with a deadbolt lock and an offset document slot to prevent unauthorized removal of material. The unit is to securely hold approximately 100 pounds of material and cannot be larger than 32 gallons. 4. Collection and on-site destruction of all contents shall be maintained in locked security containers and stored in a secured locked area. 5. Quarterly Security Audits are to be performed by the contractor with documented results mailed to the following address: John D. Dingell VA Medical Center 4646 John R. Street Detroit, Michigan 48201 6. Certificate of Destruction following each shredding service will be mailed to JDDVAMC at the address identified in #5. 23. JOINT COMMISSION REQUIREMENTS (a) The Contractor shall be responsible to ensure Contractor employees performing work on this BPA are fully trained and completely competent to perform the required work. The drivers shall (1) possess a safe driving record, (2) possess a valid State of Michigan license (having passed the State of Michigan Road Test), (3) Demonstrate that they are medically qualified to operate the appropriate motor vehicle safely. (b) The Contractor shall meet or exceed all regulatory agency requirements including patient care, patient confidentiality and safety standards. (c) Upon award, successful Contractor shall submit copies of insurance certificates as outlined in VAAR 852.228-71 and Supplemental Insurance Requirements (FAR 28.307-2) as described in this BPA. Contractors shall pay U.S. Department of Labor Wage Rates as specified in this BPA. 24. DEFINITIONS: Wheelchair/Scooter services: transportation services provided to a patient in wheelchair or scooter. Ambulatory Service: patient able to walk on his/her own. Base Area: is the first 20 loaded miles driven. Base Rate: rate paid for any trip 20 miles or less. Mileage Rate: rate paid per mile for mileage over the base area/base rate. A contractor may charge the base rate for each authorized one-way trip plus any mileage charges over the 20-mile base area. Too early: patient(s) arriving at appointment location more than 30 minutes before their scheduled appointment. Too late: patient(s) arriving 15 minutes or more past their scheduled appointment. Dry runs: When contractor arrives at patient pick up location, but due to circumstances that are both outside the control of the Contractor and unforeseeable, the patient is not transported anywhere. (Ex. Veteran confirms availability for pick-up over the phone, but then refuses transportation after the Contractor has arrived at the Veteran s residence.) Destination: shall mean the specific clinic where the patient has an appointment NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (15-JUL-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/VA/DtVAMC/VAMCCO80220/36C25019Q1122/listing.html)
 

Place of Performance

Address: John D. Dingell VA Medical Center;4646 John R. Street;Detroit, MI

Zip Code: 48201

Country: USA
 

Record

SN05369733-F 20190717/190715230019 (fbodaily.com)
 

Source

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

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