Active

Contract Opportunity

B.3 STATEMENT OF WORK
1. GENERAL PROCEDURE:

1.1. The Contractor shall provide transportation for veterans and caregivers per the established routes in this statement of work in support of the VA Greater Los Angeles Healthcare System (VAGLAHS).
1.2. The Contractor shall provide all personnel, supervision, transportation services, vehicles, vehicle maintenance, fuel, supplies and equipment necessary to safely transport authorized veteran patients and authorized caregivers to and from the veteran patients verified appointments.

1.3. The safety and security of the passengers is of the highest priority in the performance of these contract services.

2. ROUTES:

2.1. The Contractor shall be responsible for completing the following two (2) routes each business day:

2.1.1. Route #1: Bakersfield (see route table for times and scheduled stops)

2.1.2. Route #2: San Luis Obispo (see route table for times and scheduled stops)

2.2. The Contractor shall not deviate from these routes and schedules unless authorized in writing (e.g. email) from the Contracting Officer (CO), Contracting Officer Representative (COR), or Transportation Manager. In the event of a natural disaster (act of God), storm, road closure, or any uncontrollable traffic related event, the Contractor shall provide an alternate route in writing to the COR for further dissemination and shall continue transportation services for all patients to and/or from the original destination.

2.2.1. The driver shall step outside of the bus and make an announcement five (5) minutes prior to departing each location.

2.2.2. The Contractor shall remain in compliance with the State of California Vehicle Code 34501.2 and CCR 1212, which places limits on the number of hours a bus driver may drive.

2.2.3. The Contractor shall use two (2) drivers for Route#2 San Luis Obispo. The second driver shall board the bus on the return route and complete the route each day.

2.2.4. Transportation shall include vehicles with the capacity to provide transportation for up to forty (40) seated passengers and a minimum of two (2) wheelchair passengers.

2.2.5. Driver Breaks: All vehicles shall be locked and closed (no patients or caregivers shall be aboard or allowed on board) during driver s lunch and break times. The driver s fifteen (15) minute break time shall be between 9:15a.m. through 9:30a.m. (morning break) and 3:10p.m. through 3:25p.m. (afternoon break).

2.2.6. ROUTE# 1 (Bakersfield): The Contractor shall provide transportation for authorized veterans and their authorized caregivers per the stops and times indicated below:

2.2.6.1.
LOCATION
Address
Bus Arrival
Bus Departure


VA Bakersfield Community Based Outpatient Clinic Ambulatory Care Center (BACC)
1801 Westwind Dr. Bakersfield, CA
6:30 a.m.
6:50 a.m.


U.S. Post Office
49744 Gorman Post Road, Lebec, CA 93243
7:50 a.m.
8:05 a.m.


Sepulveda Ambulatory Care Center (SACC)
16111 Plummer St. North Hills, CA
9:00 a.m.
9:45 a.m.


VA West Los Angeles Campus (WLA)
11301 Wilshire Los Angeles, CA
10:45 a.m.
12:30 p.m.


VA Sepulveda Ambulatory Care Center (SACC)
16111 Plummer St. North Hills, CA
1:00 p.m.
2:15 p.m.


Driver Lunch

1:15 p.m.
1:45 p.m.


VA West Los Angeles Campus (WLA) (See Note*)
11301 Wilshire Los Angeles, CA.
2:45 p.m.
3:35 p.m.


U.S. Post Office
49744 Gorman Post Rd., Lebec, CA 93243
5:00 p.m.
5:15 p.m.


VA Bakersfield Community Based Outpatient Clinic Ambulatory Care Center (BACC)
1801 Westwind Dr. Bakersfield, CA
5:45 p.m.

NOTE: * Patients who may have not been scheduled may be allowed to be transported (return trip only), if there are available seats and ONLY if authorized and verified by the COR.

2.2.7. ROUTE# 2: The Contractor shall provide transportation for authorized veterans and their authorized caregivers per the stops and times indicated below:
2.2.7.1.
LOCATION
Address
Bus Arrival
Bus Departure


Veterans Memorial Building
801 Grand Ave.
San Luis Obispo, CA
6:00 a.m.
6:15 a.m.


VA Santa Maria Ambulatory Care Clinic (VASMACC)
1500 East Main Santa Maria, CA
6:45 a.m.
7:00 a.m.


VA Santa Barbara Ambulatory Care Center (VASBACC)
4400 Calle Real Santa Barbara, CA
8:15 a.m.
8:30 a.m.


VA Ventura Community Based Outpatient Clinic
5250 Ralston St
Ventura, CA 93033
9:30 a.m.
9:45 a.m.


VA West Los Angeles Campus (WLA)
11301 Wilshire Los Angeles, CA
10:40 a.m.
11:00 a.m.


VA Sepulveda Ambulatory Care Center (SACC)
16111 Plummer St. North Hills, CA
11:30 a.m.
2:45 p.m.


Driver Lunch

11:45 a.m.
12:15 p.m.


VA West Los Angeles Campus (WLA)
11301 Wilshire Los Angeles, CA
3:30 p.m.
3:40 p.m.


VA Ventura Community Based Outpatient Clinic
5250 Ralston St
Ventura, CA 93033
5:00 p.m.
5:15 p.m.


VA Santa Barbara Ambulatory Care Center (VASBACC)
4400 Calle Real Santa Barbara, CA
6:20 p.m.
6:25 p.m.

VA Santa Maria Ambulatory Care Clinic (VASMACC)
1500 East Main Santa Maria, CA
7:30 p.m.
7:35 p.m.


Veterans Memorial Building
801 Grand Ave
San Luis Obispo, CA
8:00 p.m.


3. EQUIPMENT REQUIREMENTS:

3.1. The Contractor shall ensure that all vehicles meet the following requirements:

3.1.1. Vehicles shall be designed as a motor coach with the following minimum accommodations for both routes:

3.1.1.1. A forty-four (44) passenger motor coach shall accommodate a minimum of two(2) wheelchair passengers.

3.1.1.2. A forty (40) passenger motor coach shall accommodate a minimum of two (2) wheelchair passengers.

3.1.2. Each vehicle shall be equipped with WI-FI.

3.1.3. Each vehicle shall be equipped with a wheelchair lift or ramp.

3.1.4. Each wheelchair space shall be functional for up to two wheelchair tie downs with lap and shoulder belts for each wheelchair station.

3.1.5. Each vehicle shall have a functional and maintained restroom.

3.1.6. Bus storage (under bus) shall accommodate forty (40) passengers.

3.1.7. Each vehicle shall be equipped with functioning heaters, air conditioners, seatbelts, and wheelchair tie downs.

4. ADDITIONAL VEHICLES REQUIREMENTS:

4.1. Buses shall meet all current applicable Federal, State and Local specifications and regulations including, but not limited to, licensing, registration and safety standards. Vehicles shall be motor coach design, equipped with a minimum of one (1) wheelchair lift, (2) wheelchair tie downs, restroom, and under-bus storage, capable of accommodating a minimum of forty (40) passengers (traditional seating), routinely configured to accommodate a minimum of two (2) wheelchairs or scooters. Contractor shall be responsible for transportation for two (2) routes and have buses available for back up in the event contingency situations.

4.2. Back-up buses shall meet the same requirements as the primary buse
4.3. In the event of a contingency or emergency where a back-up bus will be required, the back- up bus shall arrive to transport patients within 1-hour from being notified.

4.4. Buses shall contain and/or provide, as a minimum, the following:

4.4.1. Wheelchair loading platform shall be integral to the vehicle and made of thirteen (13) gauge steel. Platforms shall have raised edges, counter balanced, self-adjusting to curbs and sidewalks, and self-storing. When the platform is not in use, it shall be secured and not block the vision of the driver or inconvenience the passengers.

4.4.2. Driver shall clamp cleats or belts to firmly anchor wheelchairs and prevent movement in any direction.

4.4.3. Steps treated with non-skid material.

4.4.4. Emergency flares and warning lights.

4.4.5. Front and rear heat and air conditioning with adjustable temperature control. Heating and air conditioning systems must be sufficient to insure comfort throughout the vehicle.

4.4.6. One (1), five (5) pound ABC rated fire extinguisher with fire extinguisher tag showing record of current inspection.

4.4.7. First aid kit with band aids, gauze, bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers.

4.4.8. Operational two-way radio, cell phone, or other communication device capable of contacting Contractor's dispatch office (VAGLAHS - 310-478-3711 X 44634 and 44535).

4.4.9. Destination sign identifying where the shuttle is going.

4.5. The vehicles shall be also be equipped with the following:

4.5.1. High back recliner seats with adjustable arm rests.

4.5.2. Individual seat belts for each seat.

4.5.3. Seats rows in the bus shall be at least 12 inches apart. The actual seat dimensions shall be at
least 18 inches across and 17 A¨ú from back to front.

4.6. Vehicles shall be registered in the state of California.

4.7. Vehicles shall have current registration.

4.8. Vehicles shall be clean, regularly maintained, and in good repair always during the performance of this contract.

4.9. Vehicles shall undergo continual preventive maintenance
4.10. The Government reserves the right to inspect Contractor equipment and vehicles and require documentation of compliance with contract specifications. Such an inspection, if conducted, does not constitute a warranty by the Government that the Contractor's vehicles and equipment are properly maintained. The Government reserves the right to restrict the Contractor's use of any equipment and vehicles which are determined to need repair, unclean, unsafe, damaged on the interior or exterior body, and/or are not in compliance with contract specifications. The restriction of such equipment and vehicles shall not relieve the Contractor from providing all required services as defined herein.

5. PATIENT TRANSPORTATION REQUIREMENTS:

5.1. Patients in manual wheelchair may transfer to a seat on the bus (wheelchairs shall be folded and
placed under the bus). Patients in electric wheelchairs or scooters may transfer to a seat, if there is
room. However, they must be loaded and unloaded in their wheelchairs from the lift/ramp and the wheelchair must be secured on the bus, and not placed in storage. Drivers are to transport no more than two (2) electric wheelchairs or scooters per trip.

5.2. Patients without Appointments: All patients without appointments shall be instructed to call the COR (VAGLAHS). The driver shall only provide transportation for patients that have been authorized by the COR in writing.

5.3. The driver shall not leave any patients brought from VA Santa Barbara (VASB) or VA Bakersfield Community Based Outpatient Clinic (VABCBOC) that are on the list to return.

5.4. Ten (10) minutes prior to departure for the buses to return to place of origin, the driver shall contact the COR if the patient cannot be located. If the Patient cannot be located by the COR, the COR and the Driver shall inform the Administrative Officer of the Day (AOD) at ext. 40501, 40502 (VAGLAHS).

5.5. Only the AOD may give permission to the driver to leave the patient and the AOD shall provide alternative transportation or overnight arrangements for the patient when required. The Contractor shall follow incident reporting procedures.

5.6. The driver shall not leave prior to the time on the posted schedule. Departure times shall be based on pacific daylight time (PDT). The driver shall request an announcement be made by the information Desk or Escort Office to announce all bus departures.

5.7. Authorized Travelers : VAGLAHS shall provide the Contractor a daily transportation log of all authorized Veterans and their caregivers twenty-four hours prior to departure. The Driver shall keep a daily transportation log indicating whether the rider is patient or caregiver and if they are returning to the place of origin.

5.8. Only veterans with an appointment and or confirmed reservation shall ride the bus from San Luis Obispo and VABCBOC. If the veteran does not have an appointment and a reservation is not listed on the VA provided daily transportation log, the driver shall not allow the person(s) on board.

5.9. Veterans may have a family member as an escort if the escort is identified on the list provided by the VA Medical staff. Each veteran may have only one escort. Children under the age of 16 may not be an escort or allowed to ride on the bus.

5.10. Driver may transport therapy or service animal only if space is available. If animal displays aggressive behavior, driver can refuse therapy animal with COR permission.

5.11. All new drivers shall contact the Chief of Transportation via phone or in person to receive a brief orientation of the route. Drivers are to primarily take direction regarding the route locations from Chief of Transportation or his/her designees. There shall be no deviation from the route locations and scheduled times unless directed in writing by the Contracting Officer (CO) or COR.

5.12. Patient Illness: If a patient becomes extremely ill during transport or expresses to the driver that they are too sick to continue; the driver shall immediately pull over and call 911. Secondly, the driver shall contact VAGLAHS and explain the event, give the patient s name, last four of the social security number and destination, so the clinic can be notified of the situation. This information is listed on the appointment/reservation list. The driver shall also ask the paramedics what hospital the patient will be transported to.

5.13. Disruptive Patients: If a patient (and/or their escort) becomes disruptive while the bus is in operation, the driver shall pull over at a safe location and tell the patient (and/or their escort) to calm down or the police will be called. The driver is required to report the incident to Transportation Office. The driver shall also complete a report (summary of event) and give to the VAGLAHS Transportation Department.

5.14. The Contractor shall provide the COR with the cell phone numbers of the bus drivers for emergencies purposes (which must be kept up to date).
6. ADDITIONAL INFORMATION:

6.1. The Contractor shall be required to keep a log of all passengers, reflecting sign- in/sign-out stops for each passenger by name. The originating clinics will print out the rider - Patient/Veteran list for the drivers. The list shall include the riders Patient/Veteran s name, last four of the social security number and the clinic the Veteran s appointment is located at.

6.2. If the bus is late, broken down (or any other reason the bus will be late or not arrive), the driver shall contact VAGLAHS at: 310-478-3711 Ext 43565 (AOD) or Ext. 40501 or 40502.

6.3. When the buses arrive at the first location, the driver originating from San Luis Obispo will give WLA campus Business Office a copy of the appointment list. The Bakersfield bus driver will give a copy of the appointment list to the VASACC Business office. The driver shall safe guard the appointment list and report to the COR or Privacy officer if the lists are missing. At the end of the day, the Bakersfield contract driver will place the list in a sealed envelope for the administrative officer and hand the list to the guard. In the evening, the Santa Maria driver shall place the list in a sealed envelope and give it to the Santa Maria guard the next morning for the administrative supervisor. If the originating clinic does not receive the list, the

receiving clinic will report it to the Privacy Officer as lost and include a duplicate list containing all the Veteran/Patient s names and last 4 Social Security Number (SSN) on the list for the day it was lost or missing.

7. CONTRACTOR'S QUALITY S ASSURANCE PLAN:

7.1. The Contractor shall provide to the Contracting Officer, a copy of the Contractor's Quality Assurance Plan. This document shall identify the management concept for ensuring compliance with all contract requirements and shall include the following:

7.1.1. Contingency plan: A description of the Contractor s plan of transport patients (include wheel chair patients) in the event the bus breaks down. This plan shall include delays of less than forty-five (45) minutes and more than forty-five (45) minutes.

7.1.2. Driver absence: The Contractor shall provide a description of the Contractor s plan to replace a driver due to absence of a scheduled driver(s).

7.1.3. Service checklist: The Contractor shall provide a detailed plan for vehicle maintenance. The Contractors plan shall list each vehicles maintenance schedule and current maintenance status.

7.1.4. Severe Weather: The Contract Manager shall advise the COR of any specific weather conditions that warrant a schedule change. The COR must approve any change to the schedule in advance.

7.1.5. The Contractor shall notify the COR of severe weather or hazardous driving conditions that result in cancellations or estimated delays longer than 45 minutes.

7.1.6. Other Adjustments: The Contracting Officer may verbally authorize a change in schedule when unforeseeable events require an adjustment in the route or schedule.

7.1.7. The Contractor shall maintain two maintenance binders with the maintenance schedule and receipts for maintenance for each vehicle. The Contractor shall provide the second binder to the COR within 48 hours of a written request and for review every six (6) months.

7.1.8. The Contractor shall conduct periodic safety inspections in accordance with the standards of the transportation industry. All reports shall be provided to the COR and placed in the Contractors maintenance binder.

7.1.9. The Contractor shall identify all regular and replacement vehicles the Contractor intends to utilize, and the vehicle list shall be updated when vehicles are replaced.

7.1.10. Accident and Incident Reports: The Contractor shall identify the process that the Contractor and Contractor s personnel will utilize to notify the COR verbally within 10 minutes of an accident or incident occurring. The Contractor shall also identify the process that will be used to submit a written accident or incident report to the COR by close of business the next day following an accident or incident.
7.2. Any changes to the initial plan shall be submitted within seven (7) days before implementation to the COR and Contracting Officer for approval.

7.3. The Contracting Officer reserves the right, at no additional cost to the Government, to schedule weekly, monthly, or quarterly visits with the Contractor to discuss performance. Contractor shall have at least one person attending these mandatory meeting that is able to make decisions on their behalf.

8. CONTRACTOR PERSONNEL:

8.1. Contractor and contractor personnel assume responsibilities that directly affect the safety, well-being, and security of VA Patients. All Contractor personnel hold a position of trust that requires maturity, stability, reliability, and good character. The Contractor shall provide (and is responsible) personnel that have initiated a background check (and passed), are properly licensed, screened/vetted, trained, authorized by the state, and qualified to perform the required services. The Contractor s employees are employees of the Contractor and shall not be considered VA employees for any purpose.

8.2. All drivers shall be age of 21 years or older and shall maintain neat, clean and professional appearance. Drivers shall be licensed in accordance with the State of California to include any special licensure required which is a Class B license with passenger endorsement. Contractor shall use two (2) drivers for the San Luis Obispo to VA West Los Angeles Healthcare System Route to be in compliance with the State of California Vehicle Code 34501.2 and CCR 1212 which places limits on the number of hours bus drivers may drive.

8.3. Driver shall have at least three (3) to five (5) year experience driving a bus with a minimum of (48) passengers.

8.4. Drivers shall not have any DUI offenses on driving record.

8.5. Contractor shall provide conflict resolution training for each driver and provide certificate to COR.

8.6. Contractor personnel shall have the ability to communicate in English.

9. SUBCONTRACTING: The Contractor shall obtain the Contracting Officer s approval prior to providing or replacing a subcontractor. If a Subcontractor is utilized the Contractor is responsible for acquiring all subcontractors necessary to perform mission requirements, maintaining good working relationships with subcontractors, subcontractors Quality Control measures, and ensuring subcontractors can meet all requirements associated with this contract. The Contractor is responsible for all records to include the vehicle maintenance records of Subcontractors.

10. FAILURE TO PROVIDE SERVICE: If the Contractor fails to furnish the required services within the time frames established, VAGLAHS reserves the right to obtain the service from another source and charge the Contractor for any excess cost that may be incurred as a result. Furthermore, failure to perform any of the services set forth in this contract shall be considered grounds for Termination for Cause . The Contractor shall also give notice within 24 hours of transportation services not completed in accordance with contract requirements and specify reason for not completing the service.

11. REPORTING REQUIREMENTS: The COR shall distribute surveys to beneficiaries, using feedback as a measure of customer satisfaction. The Contractor shall monitor transportation log information and customer surveys for timeliness and level of satisfaction with customer service. The Contractor shall respond to each report of unsatisfactory service within five (5) working days of receipt of the written report. The response shall address specific corrective action to remediate the reported situation and steps taken to preclude recurrence.

12. INSURANCE REQUIREMENTS: The Contractor is required to have adequate insurance to cover claims related to any accidents due to inadequate performance of duty by drivers.

12.1. Commercial liability insurance: The Contractor shall provide the Commercial liability insurance coverage required under the State of California laws and regulations, prior to the performance of services under that awarding contract. The contractor shall provide a copy of the insurance certificate to the COR and Contracting Officer within 5 days of contract award.

12.2. Workers Compensation and Employers Liability Insurance: The Contractor is required to comply with applicable Federal and State workers compensation and occupational disease statues.

12.3. General Liability: Contractor shall maintain bodily injury liability insurance coverage written on a comprehensive form of policy that meets the requirements of the State of California.

12.4. Automobile Liability: The Contractor shall provide Automobile Liability insurance in accordance with the laws of the State of California.

12.5. Evidence of Coverage: Award of a contract cannot be made until the Contractor furnishes to the Contracting Officer, a certificate from his/her insurance company indicating that coverage outlined in the above schedule, has been obtained and that it may not be changed or canceled without written notice to the Contracting Officer. The furnishing of such evidence of insurance coverage may not be waived. The insurance policy must include a thirty-day notice of change or cancellation.

13. HOLIDAYS:
13.1. Any holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.
13.2. The Contractor is not required to provide services on the following holidays unless otherwise directed:

13.2.1.
New Year s Day
1 January
Martin Luther King s Birthday
Third Monday in January
President s Day
Third Monday in February
Memorial Day
Last Monday in May
Juneteenth
19 June
Independence Day
4 July
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
11 November
Thanksgiving Day
4th Thursday in November
Christmas Day
25 December

13.3. If a holiday falls on a Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States to be a national holiday.

14. INVOICING: All invoices from the contractor shall be submitted electronically in accordance with VAAR. Clause 852.232-72 Electronic Submission of Payment Requests. VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices.

Attachments/Links