V212--Sources Sought Notice Wheelchair Transports

ystems located at 400 Veterans Avenue, Biloxi, MS 39531, the associated, Community-Based Outpatient Clinic (CBOC s) listed below, and other locations (to include but not limited to): Mobile Outpatient Clinic (MOPC), located at 4444 Demetropolis Rd, Mobile, AL 36619 Joint Ambulatory Care Center (JACC), located at 700 Veterans Way, Pensacola, FL 32507 Eglin Community Based Outpatient Clinic, located at 100 Veterans Way, Eglin, FL 32542 Panama City Outpatient Clinic, located at 2600 Veterans Way, Panama City, FL 32408 Panama City Beach West Clinic, located at 140 Richard Jackson Blvd, Suite 100, Panama City Beach, FL 32407 PERFORMANCE PERIOD: The expected period of performance is a base year and Three(3)) option years that are each twelve (12) months in length. SECTION 1 - DEFINITIONS 1.1 CONTRACT DEFINITIONS/ACRONYMS 1.1.1 Beneficiary Veteran determined to be eligible for benefits by the Veterans Administration (VA). 1.1.2 Beneficiary Trip Scheduling VA will contact the Contractor by 3:30 PM (CST) on the day prior to schedule transportation appointments. At the time of a trip request, the VA will negotiate pickup/delivery time and place, and the contractor shall provide a reference number for billing, or resolution of any questions. The form and method of communication from VA to the Contractor shall be determined after direct discussion between the parties. 1.1.3 Contracting Officer (CO) VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. 1.1.4 Contracting Officer Representative (COR) VA official responsible for providing contract oversight and technical guidance to the CO. Responsibilities includes certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and overseeing the vehicle inspection team. All administrative functions remain with the CO. 1.1.5 Contractor The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that their subcontractors comply with the terms and conditions of this contract. 1.1.6 Discharge services Beneficiary Travel coordinator will advise the Contractor as to any travel and/or time restrictions for trips requiring transport upon beneficiary discharge from facility. 1.1.7 Dry Run A dry run is a request for service by authorized Medical Center personnel, whereby the Contractor arrives at the designated pick-up point, and no patient is transported due to a change in the Medical Center's needs and verified by VA staff. The Contractor, due to no fault or negligence by the Contractor will be entitled to the base rate pay for a one-way trip. 1.1.8 Gender - For the purpose of equal rights wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender. 1.1.9 Mileage Rate - Mileage rate for transportation services is the rate paid for each mile traveled. This rate applies to one-way transportation only. The contractor will calculate mileage from Point A (pickup location) to Point B (drop off location) for the route that transports the quickest route between the 2 points. 1.1.10 Non-Emergency, Patient Ground Transportation consists of providing non-emergency wheelchair to VA eligible beneficiaries to and from authorized VA medical facilities, VA CBOC s, and/or other VA medical treatment or care locations. 1.1.11 Point of Destination This the VA approved drop off location. 1.1.12 Point of Origin This is the VA approved pick up point. 1.1.13 Quality Assurance Those actions taken by the Government to assure services meet the requirements of this contract. 1.1.14 Quality Assurance Evaluator(s) - Government personnel responsible for surveillance of contractor performance. 1.1.15 Quality Assurance Surveillance Plan - An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance. 1.1.16 Quality Control - Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract. 1.1.17 Scheduled Transport(s) - Trip(s) that have been scheduled in advance to include repeated trips e.g. dialysis. 1.1.18 Vehicle(s) - The term Vehicle(s) refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified by the VA Medical Center. 1.1.19 Waiting Grace Period - The rate for transportation services shall include a fifteen (15) minute waiting grace period at origin and destination. The wait time is capped at 30 minutes. Contractors are not required to remain on station for more than 30 minutes. 1.2 HOURS OF PERFORMANCE AND NOTIFICATION 1.2.1 Contractor shall provide ground patient transportation services for eligible veteran beneficiaries as requested 365 days a year, 24 hours a day, regardless of distance. 1.2.2 The Contractor shall provide a toll-free number for accepting VA calls. All requests for services will be placed through VetRide. Requests for service may also be in writing or oral from the Contracting Officer Representative (COR) or other authorized designee and may be completed by VetRide, telephone, facsimile, mail, e-mail, or in person. At the earliest available date after contract award the government will provide point of contact names and contact information (for each respective treatment facility, Community-Based Outpatient Clinic (CBOC), and/or other location) for execution of services. This includes the Administrative Officer of the Day (AOD) and/or other individuals who are responsible for handling requests for services that occur after normal business hours. 1.2.3 Electronic Transmissions: The Contractor shall propose an electronic media, (e.g. facsimile, e-mail), available at all times during the contracting period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance. 1.2.4 Contractor Personnel Roster: Within seven (7) days after contract award the contractor shall provide the following employee information: 1. Name 2. Position 3. Title, and 4. Work assignment area 1.2.5 Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur. 1.3 CONTRACTOR PERSONNEL AND STAFFING QUALIFICATIONS: Personnel performing services under this contract shall meet the following minimum requirements below (to include but not limited to): 1.3.1 Be 21 years of age or older. 1.3.2 All drivers shall have a valid Driver/Operator s License in accordance with state requirements for the type of vehicle in which the individual will be operating for their place of operation and the services they perform. 1.3.3 Attendants/drivers shall be capable of administering oxygen and have successfully completed the Standards and Advanced First Aid Courses of the American Red Cross or equivalent. Proof in the form of a current certificate for the successful completion of such training must be provided upon request. 1.3.4 Prior to performing any se