V--Taxi Services | VAPHS | 5-year IDIQ

SOURCES SOUGHT ANNOUNCEMENT: The VA Pittsburgh Health System, is conducting a market survey to identify potential sources to provide taxi services for patients. This announcement is issued for informational planning purposes only and is not a request for proposal or announcement of a solicitation. Submitting information for this announcement is voluntary and participants will not be compensated. The purpose of this market research is to identify capable sources that are both experienced and qualified to provide the afore mentioned, Transportation contract, including all labor, transport of patients IAW the draft Performance Work Statement (PWS) below. The North American Industry Classification System Code (NAICS) is 485310 and the small business size standard is $15 million for this type of effort. Based on this information, please indicate whether your company would be a Large or Small Business, and provide the average amount of sales for the last three (3) years or whether you have a socio-economic designation. Capabilities Statement and Documentation: Firms/Companies are invited to provide their capabilities, experience and knowledge in the Transportation of patients IAW the PWS. Sources are asked to provide information to demonstrate their answers to the following items of information: 1. Company Name, Address, Website, POC, and POC Phone Number. 2. Indicate and explain your capability of providing this service including maintaining any required security clearances and or additional licensing. 3. Provide a summary of the type transportation equipment that will be used and any relevant licensing. 4. If these services are available under your GSA contract, please provide the FSS number. 5. Please indicate your company's size under NAICS Code 485310. In addition to a Capability Statement which provides the above, submissions can include specifications, brochures, and manuals as attachments. Information regarding your firm's capacity and capability to provide such services are to be submitted electronically on or before Wednesday, 08/18/2017 prior to 4:00 pm (EST) addressed to Mark Andrews, Contract Specialist: contact@example.gov. Phone: +1 (555) 000-0000. B.2 PERFORMANCE WORK STATEMENT Section A Scope: VA Pittsburgh Healthcare System (VAPHS) is seeking to award a four year Indefinite Delivery Indefinite Quantity (IDIQ) contract for Taxi Transportation Services throughout the tri-state area. The Contractor agrees to furnish taxi transportation services, 24-hours per day, and seven days per week, (to include all federal holidays) for all beneficiaries of VAPHS located at University Drive, Pittsburgh, PA 15240; 1010 Delafield Road, Aspinwall, PA 15215; and their Community Based Outpatient Clinics (CBOC) in Beaver, Fayette, Washington, and Westmoreland Counties in PA and in Belmont County in OH. VAPHS requires taxi transportation services for patient care transport between designated VAPHS patient transportation locations and patient residences, the airport, bus stations, hotels and other locations as authorized. As approximately 50% of trips involve transportation to and from the Greater Pittsburgh International Airport (GPIA), VAPHS requires that the Contractor possess or obtain the appropriate permit authority and telecommunications equipment to continuously operate taxi s at that location. Section B Passenger Transportation: The Contractor shall provide taxi transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract, including Federal Holidays. The following ten holidays are observed by the Federal Government: New Year s Day, Martin Luther King s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically declared to be a national holiday by the President of the United States. The majority of the runs will be between 6:00 a.m. and 6:00 p.m. Monday through Friday. When service is needed, trip requests will be submitted to the Contractor s dispatch office by authorized VAPHS personnel. The Contractor shall provide the VAPHS with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. The Contracting Officer (CO) shall notify the Contractor if the proposed method of communication is not acceptable. The Contractor must ensure that passenger pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government. While the required transportation may include trips to parts of Ohio, West Virginia, Maryland, Virginia, Washington DC, New York and New Jersey, the majority of the trips will be confined to Southwestern Pennsylvania, and most passengers will be VA hospital patients. It may be necessary on occasion for the Contractor to extend a trip beyond normal distances due to extenuating circumstances in order to avoid lengthy passenger wait times for alternate transportation. Contractor shall provide patient hand-off service for all patients to and from their designated appointments. Contractor is to transfer or hand-off the patient to the next person responsible for their care. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. The contractor shall ensure that the patient is attended by an authorized responsible party at all times. The authorized responsible party may be the Contractor, VA employee, or family member depending on the stage of the trip (pre-appointment, appointment, or post-appointment). At no time shall the contractor leave the patient unattended. Assistance in maneuvering stairs and other barriers shall be provided by the driver when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle). When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient s arrival by the Contractor s driver or authorized attendant. The Contractor s driver shall observe the patient during transport. Any indication of a significant change in the patient s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the VAPHS Emergency Room staff. Diversion from destination shall only be authorized by the COR, VAPHS Emergency Room staff, or the Administrative Officer of the Day (AOD). All diversions from destination, if authorized, shall be reported to the COR. Should the Contractor s driver encounter any problems with transporting of patients, the driver shall contact the COR, from 5:00 AM to 7:00 PM. During irregular tour of duty (7:00 PM to 5:00 AM), weekends or holidays, the driver shall contact the AOD at the Admissions Desk. VAPHS will provide a list of individuals (other than the COR) authorized to contact the Contractor. This notification is merely for information purposes. It does not replace internal contractor communications needed to solve the problem. Contractor s driver shall notify the COR, of any unusual events, including but not limited to accidents, safety problems, and other such incidents that occur, which involve any VA patient being transported under this contract. The COR shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or CO, a written report of the incident(s) will be delivered to the COR by close of business the next working day. This notification is merely for information purposes. It does not replace internal contractor communications needed to solve the problem. For trips originating at VAPHS: Authorized VAPHS personnel are authorized to phone in passenger transport requests to the Contractor and will provide the destination and passenger s first and last name. During off-peak hours, VAPHS Administrative Officer of the Day (AOD) has authorization to phone in passenger transport requests. Contractor will dispatch the trip to a driver who must respond within the 45 minute response time window. Passengers will give the taxi driver their voucher as payment for the trip. Trips must originate from Point A and end at Point B with no stops or deviations. Contractor taxi drivers will turn in their vouchers to their company s appointed representative at the end of each work day. For accounting purposes, the taxi company s appointed representative will add a 15% gratuity ($5.00 minimum) to the metered charges for each completed trip. The vouchers will be used to track the number of trips and contracted cost per trip by the Contractor. For trips not originating at VAPHS: VAPHS Transportation (or during off-peak times, the AOD) will contact the Contractor s dispatch office to request the trip. NOTE: Occasionally, some passengers arriving at GPIA will walk-up to contracted taxi drivers requesting transportation to VAPHS. Drivers should accommodate these walk up passengers, and notify their dispatcher of the trip. Contractor will dispatch the trip to a driver who must respond within the 45 minute response time window. Twenty (20) minutes for trips originating at GPIA. The driver will transport the passenger to a VAPHS destination. The driver will report to the VA Transportation Office or AOD Office to submit their copy of the Taxi Authorization Voucher. The driver will turn in copies of their vouchers to their company s appointed representative at the end of each work day. For accounting purposes, the taxi company s appointed representative will add a 15% gratuity ($5.00 minimum) to the metered charges for each completed trip. Vouchers will be used to track the number of trips and cost per trip by the Contractor. Section C Contractor Drivers: All Contractor s drivers shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor s business name, or company uniform, that is acceptable to the CO, which identifies the driver while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the CO upon request. The Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check to the maximum extent permitted by law. VAPHS may authorize a relative, service/guide dog, or other person deemed appropriate to accompany the passenger at no additional cost to the VAPHS when it is in the best interest of the passenger. VAPHS reserves the right to observe Contractor customer service at any time, and to inspect all Contractor vehicles used for the contract as well drivers taxi credentials. Violations may result in adverse action being taken against the Contractor. The following acts are not permissible by the Contractor 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. Also includes reporting for duty while under the influence of liquors, narcotics or controlled substances of any kind Gambling in any form. Smoking and other uses of tobacco while on duty. Both Patients and Contractor are prohibited from smoking in vehicle. Carrying of pistols, firearms or concealed weapons. Resorting to physical violence to settle a dispute with a fellow employee, patients, or the general public while on duty. Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior. Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward patients 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 patients 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 tips from patients, companions, or others at any time. The VA reserves the right to remove any driver from transporting VA patients should he/she violate any terms of this contract. All Contractor s drivers shall maintain a valid operator or chauffeur s license, required to operate the type of vehicle necessary to perform the service, as required by the State of Pennsylvania. The Contractor shall provide, upon request of the CO, a copy of the valid license of all drivers performing under this contract. Contractor s drivers shall not text message while driving. See FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving which in incorporated into FAR 52.212-5, Commercial Terms and Conditions. Section D Contractor Conduct: The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor s employees, and Contractor s representatives shall treat each patient with respect, concern and a professional approach to the Patient s dignity as an individual and as a patient. All communication, both verbal and non-verbal, by the Contractor s personnel, with and in the presence of the patient, shall be conducted in a professional manner. The Contractor shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VAPHS. All VAPHS rules and regulations shall be adhered to by the Contractor while said persons are at or on the grounds of the medical center. Section E Orders: Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via facsimile, electronically (e-mail) and/or telephone, by the COR, VAPHS, no later than 4:00 p.m. prior to the day the transportation is required. The Contractor will respond the same day by providing VAPHS with a confirmation number for each trip on the manifest. The following information shall be provided by the VA to the Contractor: Patient name (first and last) Pick up point (include address, telephone #, city, state, building and/or room number if applicable) Destination Time of pick up The Contractor will provide email confirmation to VAPHS Transportation within 10 minutes after the end of each trip. Confirmation notification must list the trip confirmation number in the subject line, and will be recorded by VAPHS Transportation to determine if the Contractor is meeting the scheduled pick-up and delivery requirements. No other method of delivery confirmation will be accepted. In the event that a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip at no cost to the VA. If additional charges are incurred by the VA for the rescheduled trip, the additional charges shall be the responsibility of the Contractor. The VA shall notify the Contractor when these cases are identified. The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patient s name, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact the COR with any questions, requests for clarification, or the need for additional information during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD. The Contractor shall provide a breakdown no later than the 5th day of each month with the prior month s trips and associated costs (mileage, pick up time, drop off time) per patient. This report shall be in excel format and emailed to the COR at contact@example.gov. Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be by telephone from the Dispatcher or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VAPHS reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The VA will be the sole judge in determining when to order service from another source. In case of inclement weather, the decision as to whether or not a VA Patient will be transported will be made mutually by the COR and the Contractor. The Contractor shall notify the COR/Dispatcher, upon the COR/Dispatcher or (AOD s) request, of the estimated time of arrival for any vehicle in-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify COR, by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. Waiting Time - VAPHS will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. For time lost in waiting, at either end or both ends of a trip, due to causes beyond the control of the driver, the Contractor will be reimbursed at 30 minute increments per the schedule rate in the contract. The Contractor must call the COR and leave a voicemail (+1 (555) 000-0000) after waiting 15 minutes to be reimbursed for the wait. The Contractor will not be reimbursed if there is no phone call to the COR. If the COR or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination or separate destinations, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. However, the longest distance over which a patient is transported may be claimed when more than one patient is transported concurrently. The Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government. Section F- Patient Privacy and Confidentiality: Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract and adhere to all applicable laws related to patient privacy and confidentiality. Section G Vehicles: Each vehicle used in the performance of this contract must meet all State and Local Laws, ordinances, codes, rules and regulations. Taxi transport vehicles shall be of model and make to insure safe and comfortable transport of passengers. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented and records provided upon request by the CO/COR. Taxis must be designed so that patients can be restrained by a seat belt at all times when the vehicle is in motion. All vehicles shall be equipped to allow for direct communication, at all times, between the drivers and staff of the VAPHS. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VAPHS by telephone. The Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication. All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient s well-being. All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) sanitary blankets. All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage, odor, debris and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the Contractor s establishment and made available for inspection upon request. All vehicles shall be smoke free and provide the proper ventilation for the patient. All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs. The CO/COR reserves the right to prohibit specific vehicles from being used to perform transportation services under this contract. This determination will be at the sole discretion of the CO and will be based on documented evidence. Section H Contractor s Quality Control Program (QCP): The Contractor shall establish and maintain a QCP to ensure all contract requirements are met. The Contractor s QCP shall include the following at a minimum: An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. The Contractor shall maintain on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The Contractor shall institute methods to identify and prevent vehicle breakdowns, with detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle. The Contractor shall maintain on-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. The Contractor shall have methods of identifying and preventing radio communication breakdowns and provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown. The Contractor shall maintain on-site records of any complaints or problems with procedures taken to allow for corrections and/or elimination before effects cause interruption of contract performance. Any complaints or issues shall be reported to the COR. The Contractor shall participate in quarterly scheduled and/or unscheduled conference calls with the VA representatives to provide a report of on-going operational issues. The Contractor shall have a system that verifies the licenses and driving records of individuals operating the vehicles. The Contractor shall make this information available for review by the VA upon request. Section I Performance Standards: Contractor must meet required contract requirements. If the contractor fails to meet contract requirements and circumstances that are not deemed outside of the driver s control by the COR, the VA reserves the right to withhold payment for that trip. Contractor must maintain a 99% customer satisfaction rate per 100 trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than one (1) valid complaint per 100 trips. Validity of complaint is to be determined by the COR. Performance tracking will be monitored by the COR on a quarterly basis. (See Quality Assurance Surveillance Plan in Section N). Section J Contract Administration: The Contractor shall contact the CO on any changes to this contract. Only the CO is authorized to make commitments to issue changes that will affect the price, quantity, quality, or delivery terms of this contract. The CO is Mark Ryan Andrews, contact@example.gov. The CO Representative (COR) shall be the primary point of contact for all other matters. The COR on this contract is Harry Taylor, contact@example.gov. Evidence of Insurance Coverage - Before award of the contract, the Contractor shall furnish to the CO a Certificate of Insurance that is in compliance with the State requirements for the State of contract performance. Insurance shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interest of the Government in such insurance, shall not be effective unless a 30-day written notice of cancellation or change is furnished the CO. Invoicing - The Contractor shall coordinate billing arrangements with the COR bi-monthly on the 1st and 15th. Billing documents shall include a printed report that shall contain the contract number, date, time, patient s name and address, mileage, etc. The COR will forward the certified invoices to the Manager, Financial Services, for transmittal to the Austin Payment Center, Austin, Texas. Invoices shall be submitted monthly. The Contractor shall maintain a log, which will show pickup point, destination, and departure/arrival times if waiting time is claimed. If detours are encountered due to road construction or other obstruction, invoice shall be so noted. The Contractor shall provide a breakdown no later than the 5th of each month with the prior months trips and associated costs (mileage, pick up time, drop off time) per patient. This report shall be in Excel format and emailed to the COR at contact@example.gov. Section K - HIPAA Compliance: As a covered entity, the Department of Veterans Affairs (VA) is required by law to obtain satisfactory assurance of a Business Associate and that the Business Associate appropriately safeguards protected health information it receives or creates on behalf of the covered entity. Contractors and any subcontracts must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 to include the Administrative Simplification Provisions of the law and associated rules and regulations published by the Department of Health and Human Services (HHS). The Contractor shall comply with all HIPAA-related rules and regulations to include Electronic Transactions, the Standards for Privacy of Individually Identifiable Health Information, and the Security Standards. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department Veterans Affairs is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor will be required to enter in to a Business Associate Agreement (BAA) with VHA. Business associates must follow VHA privacy policies and practices. All Contractors and business associates must receive privacy training annually. For Contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or Contractor furnished training that meets the requirements of HHS Standards for Privacy of Individually Identifiable Health information as determined by VHA. For Contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required. Any violation of HIPAA will be reported to the CO in writing within twenty-four (24) hours of the Contractor s discovery of an occurrence. Included in the report will be a description of the occurrence, patient names (if known), location, date and time. A copy of any filed police report will be provided by the Contractor to the CO within twenty-four (24) hours of completion. Section L - Contractor Personnel Security Requirements: VA Information and Information System Security/Privacy (Inserts from VA Handbook 6500.6 Appendix C, Paragraphs 3, 6, 7 and 9). VA Information Custodial Language Information made available to the Contractor or subcontract by VA for the performance or administration of this Contract or information developed by the Contractor/subcontract in performance or administration of the Contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the Contractor/subcontract's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). Prior to termination or completion of this Contract, Contractor/subcontract must not destroy information received from VA, or gathered/created by the Contractor in the course of performing this Contract without prior written approval by the VA. Any data destruction done on behalf of VA by a Contractor/subcontract must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the Contractor that the data destruction requirements above have been met must be sent to the VA CO within 30 days of termination of the Contract. The Contractor/subcontract must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the Contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the Contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this Contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this Contract. The Contractor/subcontract shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor/subcontract electronic storage media for restoration in case any electronic equipment or data used by the Contractor/subcontract needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the Contractor has violated an...