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5. PROJECT NO.CODE7. ADMINISTERED BY2. AMENDMENT/MODIFICATION NO.CODE6. ISSUED BY8. NAME AND ADDRESS OF CONTRACTOR4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE9A. AMENDMENT OF SOLICITATION NO.9B. DATEDPAGE OF PAGES10A. MODIFICATION OF CONTRACT/ORDER NO.10B. DATEDBPA NO.1. CONTRACT ID CODEFACILITY CODECODE Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of OffersE. IMPORTANT:is extended, (a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR AC- KNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAYis not extended.12. ACCOUNTING AND APPROPRIATION DATA(REV. 10-83)is required to sign this document and return ___________ copies to the issuing office.is not,A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.15C. DATE SIGNEDB. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGESSET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:D. OTHERBYContractor16C. DATE SIGNED14. DESCRIPTION OF AMENDMENT/MODIFICATION16B. UNITED STATES OF AMERICAExcept as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.15A. NAME AND TITLE OF SIGNER16A. NAME AND TITLE OF CONTRACTING OFFICER15B. CONTRACTOR/OFFERORSTANDARD FORM 30NSN 7540-01-152-8070PREVIOUS EDITION NOT USABLEPrescribed by GSA - FAR (48 CFR) 53.243(Type or print)(Type or print)(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)(No., street, county, State and ZIP Code)(If other than Item 6)(Specify type of modification and authority)(such as changes in paying office, appropriation date, etc.)(If required)(If applicable)(SEE ITEM 11)(SEE ITEM 13)(X)(X)13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONSAMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT(Signature of person authorized to sign)(Signature of Contracting Officer) 1 28A00001noneDepartment of Veterans AffairsNetwork Contracting Office (NCO) 10260 E. University AvenueCincinnati OH 45219Department of Veterans AffairsNetwork Contracting Office (NCO) 10260 E. University AvenueCincinnati OH 45219To all Offerors/BiddersVA250-14-R-020904-11-2014XX1Offers due 5/20/14 by 12:00pm (noon)(ESTSolicitation VA250-14-R-0209, Ambulance Services for VAMC Dayton, Ohio, is hereby amended to replace the Statement ofWork to include revised estimates and clairification on the Definitions/Acronyms for the term "Base Rate" and"Contract Geographic Zone of Coverage" and to specify the Response Times required for Unscheduled and Scheduledambulance runs. NOTE....The entire Statement of Work is attached and is required to be acknowleged on any resultantoffer to be submitted.The revised date and time for submission of proposals is 5/20/14 no later than 12:00 noon EST.SANDRA S. MAGERSContracting Officer CONTINUATION PAGESTATEMENT of WORKAMBULANCE SERVICES1. General: The Dayton VA Medical Center (DVAMC), intends to solicit Medical Transportation (Ambulance) Service, to include Advance Life Support (ALS) and Basic Life Support (BLS). The contractor shall provide all labor, material, equipment, vehicles, vehicle maintenance, documentation, reports, medical personnel and supervision necessary to provide Ambulance service for beneficiaries of the Dayton VA Medical Center and all Community Based Outpatient Clinic (CBOC) locations. Service shall be in accordance with the terms, conditions, and schedule contained herein. 2. Offerors should thoroughly review the specifications and be familiar with the area of coverage prior to submitting their proposal in order to be fully aware of the services required. Failure to do so shall not relieve the contractor from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government.3. Period of Performance: Services shall be from date of award through 12 months thereafter, with four pre-priced one-year options for renewal as follows:Base Period-Date of Award (estimated July 1, 2014) thru 12 monthsFirst Option Period- July 1st 2015 through June 30th 2016Second Option Period- July 1st 2016 through June 30th 2017Third Option Period -July 1st 2017 through June 30th 2018Fourth Option Period-July 1st 2018 through June 30th 20194. Customer Service Assumptions:The area of responsibility and jurisdiction of the DVAMC. Included within this area are the following Ohio counties—Allen, Butler, Hardin, Auglaize, Mercer, Logan, Shelby, Darke, Miami, Champaign, Clark, Greene, Montgomery, Preble, Warren, and Clinton and Wayne County in Indiana. Trips are not restricted to these counties. The Contractor shall be required to perform all ambulance services required regardless of the estimated number provided herein. 5. Description of Services and Price Schedule:Base Period: Period From: ____________________________________________________(Contracting Officer will complete this blank upon contract award)Contractor shall provide all Advanced Life Support (ALS) Ambulance Service, all Basic Life Support (BLS) Ambulance Service, 24 hours per day, 365 days per year, in accordance with all terms, conditions, and schedule contained herein. Contractor shall furnish vehicles sufficient to provide full and complete coverage for pick-up and delivery of all veteran patients requiring transport by ambulance to/from the Dayton VA Medical Center, 4100 West Third Street, Dayton, OH 45428, all Community Based Outpatient Clinic (CBOCs) locations to include: Lima, 1303 Bellefontaine Ave, Lima, OH 45804; Middletown, 675 North University Blvd., Middletown, OH 45042; Springfield, 512 South Burnett Road, Springfield, OH 45505; and Richmond, 4351 South A Street, Richmond, IN 47374. Pick-up and deliveries will also be required from community hospitals and VA facilities within and outside the county service area. The trip rate provided in any category shall be inclusive of days and nights.Note:For all one-way trips ordered under the contract, the Contractor shall receive the base rate quoted in the Schedule. The Base rate shall constitute full compensation for one-way trips, transportation and handling of a patient, which do not extend beyond the “Contract Geographic Zone of Coverage” as defined herein. The Contractor shall also receive the mileage rate quoted below for any one-way trip, which extends beyond the Contract Geographic Zone of Coverage as designated in the specifications. Mileage Rate is specified in section 2.1 of this statement of work.Note: Base period is pro-rated._____________________________________________________________SCHEDULE OF ESTIMATEDUNIT OFUNITEST TOTAL SERVICES ANNUAL QTY ISSUE PRICEPRICE(a)Base for Advanced Life Support (ALS) (One-Way Only) Base Period350Trip$_________$________First Option Period365Trip$_________$________Second Option Period380Trip$_________$________Third Option Period395Trip$_________$________Fourth Option Period410Trip$_________$________(b)Base for Basic Life Support (BLS) (One-Way Only) Base Period1500Trip$_________$________First Option Period1575Trip$_________$________Second Option Period1650Trip$_________$________Third Option Period1725Trip$_________$________Fourth Option Period1800Trip$_________$________(c)Mileage for Trips Extending Beyond the Geographic Zone (ALS) (One-Way Only)Base Period2200Mile$_________$________First Option Period2300Mile$_________$________Second Option Period2400Mile$_________$________Third Option Period2500Mile$_________$________Fourth Option Period2600Mile$_________$________(d)Mileage for Trips Extending Beyond the Geographic Zone (BLS) (One-Way Only) Base Period9000Mile$_________$________First Option Period9450Mile$_________$________Second Option Period9600Mile$_________$________Third Option Period9750Mile$_________$________Fourth Option Period9900Mile$_________$________ (e) Waiting Time for ALS (One-Way Only) Base Period5 15-minute increment$_________$________First Option Period615-minute increment$_________$________Second Option Period615-minute increment$_________$________Third Option Period715-minute increment$_________$________Fourth Option Period715-minute increment$_________$________(f) Waiting Time for BLS (One-Way Only) Base Period1515-minute increment$_________$________First Option Period1615-minute increment$_________$________Second Option Period1615-minute increment$_________$________Third Option Period1715-minute increment$_________$________Fourth Option Period1715-minute increment$_________$________(g) No Patient Charge for ALS (One-Way Only) Base Period1 Each $_________$________First Option Period1 Each $_________$________Second Option Period1 Each $_________$________Third Option Period1 Each $_________$________Fourth Option Period1 Each $_________$________(h) No Patient Charge for BLS (One-Way Only) Base Period10 Each $_________$________First Option Period10 Each $_________$________Second Option Period10 Each $_________$________Third Option Period10 Each $_________$________Fourth Option Period 10 Each $_________$________(i)Use of Bariatric Gurney (One-Way Only) Base Period24 Each $_________ $________First Option Period 24 Each $_________ $________Second Option Period26 Each $_________ $________Third Option Period26 Each $_________ $________Fourth Option Period28 Each $_________ $________SUMMARY OFFER FOR ITEMS (a) THROUGH (i):Base Period:$_________First Option Period:$_________Second Option Period:$_________Third Option Period:$_________Fourth Option Period:$_________Grand Total:$_______________DESCRIPTION/SPECIFICATIONS AND WORK STATEMENT2.0 General: In accordance with the terms, conditions and schedule contained herein. Services shall be from date of award through12 months thereafter, with four pre-priced one-year options for renewal.2.1 DEFINITIONS/ACRONYMS: Definitions and acronyms for specific terms and words used in the contract.ACO – Administrative Contracting Officer – An individual designated by the Contracting Officer who is authorized to commit and obligate the government through the life of the contract, with consent from the Contracting Officer.AOD - Administrative Officer of the Day – VA official that works in the admissions area during evenings and nights, and monitors hospital activities during other than normal working hours. This person acts as hospital administrator during off-hours.ALS – Advanced Life Support ambulance transportation service. Advanced Life Support shall be provided by ambulance vehicles containing at a minimum an on-board Paramedic, Cardiac monitoring, Advanced Life Support drugs and procedures, Advanced airway management and Medication monitoring and administration, and provide restraint and seclusion management when needed.Bariatric Gurney – Gurney used for morbidly obese individuals.Base Rate – Base Rate is defined as the rate paid for one-way transportation and handling of a patient within the geographic zone, or from a designated pick-up point to a designated delivery point. This geographic zone is designated as up to twenty (20) miles in any direction from the Dayton VA Medical Center, or within a 20 mile radius of any of the CBOC locations. This rate will be paid for all authorized one-way trips ordered under this contract action.Beneficiary – Veterans and other members determined to be eligible for benefits by the VA.BLS – Basic Life Support ambulance transportation service. Basic Life Support shall be provided by ambulance vehicles containing at a minimum, an on-board Emergency Medical Technician (EMT), Basic airway management and IV keeping vein open (KVO) without additives. Contractor shall also provide restraint and seclusion management when needed.Business Hours/Days – Business Hours/Days are defined as the time of 8:00 a.m. to 4:30 p.m., Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off business hours/days are defined as the time of 4:31 p.m. to 7:59 a.m. Monday through Friday, all day Saturday and Sunday and Federal holidays.Class D Operators License – Defined by the Ohio Department of Motor Vehicles as a drivers license issued to a person to operate a motor vehicle, or motor driven cycle, other than a commercial motor vehicle and includes probationary license, restricted license, and any operators or chauffeurs license issued before January 1, 1990.CO - Contracting Officer, VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team. 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 his subcontractors comply with the provisions of this contract.Contract Geographic Zone of Coverage - Refers to the area in which the contractor shall charge a base transportation and medical treatment/care rate, known as the Base Rate. Trips within a 20-mile radius of the Dayton VA Medical Center or a 20-mile radius of any of the named CBOCs shall not provide a charge for mileage. The zone of coverage as defined by this contract is the following counties: Allen, Butler, Hardin, Auglaize, Mercer, Logan, Shelby, Darke, Miami, Champaign, Clark, Greene, Montgomery, Preble, Warren, and Clinton in Ohio and Wayne County in Indiana. COTR – Contracting Officer’s Technical Representative – VA official responsible for providing technical guidance to the contractor and Contracting Officer. Responsibilities include certification of invoices, providing technical guidance, overseeing technical aspects of the contract and is a member of the vehicle inspection team.Dry Run – A dry run is defined as 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. The contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor.Excusable delays – Should the time period for pick-up, stated herein, be physically impossible the contractor shall contact the appropriate individual at the VA that requested the travel (from a list of extensions which shall be provided to the contractor(s) from the PBS Department and the CBOC locations upon award) and proceed to inform him/her of the anticipated time required for pick-up and delivery of said patient.Federal Holidays – Holidays that are observed by the Federal Government, which include, New Year’s Day, Dr. Martin Luther King Jr’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and any other day specifically declared by the President of the United States to be a national holiday. Full Service – 24 hours per day, 365 days per year, including all holidays. Holiday – A day set-aside by any Federal, state or local government as a day of special observance, which may provide for a decreased workforce during that day.KVO – Keeping vein open- a rate for infusing IVs.Dayton Department of Veterans Affairs Medical Center (hereinafter called the VA) – Dayton VA Medical Center, 4100 West Third Street, Dayton, OH 45428 and all Community Base Outpatient Clinic (CBOCs) locations to include: Lima, 1303 Bellefontaine Ave, Lima, OH 45804; Middletown, 675 North University Blvd., Middletown, OH 45042; Springfield, 512 South Burnett Road, Springfield, OH 45505; and Richmond, 4351 South A Street, Richmond, IN 47374.Mileage Rate – Mileage Rate is defined as the rate paid to a contracted ambulance company for mileage traveled from point of pick up to the point of drop off when the point of drop off is outside the contracted geographic zone.? The mileage rate is paid in addition to the base rate which is charged within the zone.? For example: if the base rate in your contracted area is $150 for any travel within the geographic zone, then the VA would pay $150 plus $3 per mile for any trip that causes the contractor to leave their zone.No-Patient Charge – Fee allowed to Contractor for scheduled pick-ups for circumstances beyond the Contractor’s control (patient refuse pick-up, patient not home, patient not medically/mentally suitable for transportable, or other extenuating patient circumstances). This charge shall only be assessed on actual trips to the patient pick-up point, and shall not be accessed on scheduled pick-ups that are cancelled in advance by the VA and/or the patient.Normal Working Hours – The hours from 8:00 a.m. until 4:30 p.m., Monday through Friday, excluding Federal holidays.Other than Normal Working Hours – Are the hours from 4:31p.m., until 7:59 a.m., Monday through Friday, and 24 hours per day on weekends and all holidays.PBS – Patient Business Service, an administrative department which processes patients' medical records, appointments, etc.Peak Hours – Peak hours represent the estimated quantity of trips per day that the Contractor should expect to have available vehicles to provide necessary transport of patients. These numbers are representations and they are not exact figures, however, the Contractor shall be required to perform all required patient transports.Quality Assurance – Those actions taken by the Government to assure the services provided by the Contractor meet the requirements of the contract.Quality Control – Those actions taken by the Contractor to monitor/control the production of goods or services so they will meet the requirements of the contract.Run sheet – Clinical documents showing what occurred during the ambulance trip. PBS requires a copy for the patient's chart.Scheduled Trip(s) – The term "scheduled trip" as used in this solicitation/contract, refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time.The Joint Commission – A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.Unscheduled Trip(s) – The term "unscheduled trip" as used in this solicitation/contract, refers to those trips required on an as-needed basis and advance notice is not given.Universal Precautions – Standard precautions when it's anticipated that an individual may come into contact with a blood or body fluid while performing normal duties, requiring the individual to wear personal protective equipment (e.g., gloves).Waiting – Waiting, as used in this solicitation/contract, is defined as the time required and verified by authorized medical facility personnel for the Contractor to wait at designated pick-up and/or delivery points commencing after the required arrival check-in with the individual(s) scheduling the travel.Waiting Grace Period – The Waiting Grace Period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for ambulance services shall include a fifteen (15) minute waiting grace period at origin and destination.2.2 Contractor Employees: a) The Dayton Department of Veterans Affairs Medical Center (VA) reserves the right to restrict any Contractor employee from performing services under this contract who does not meet the required qualifications for the services they are required to perform, and who violates Federal regulations or are 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 schedule contained herein. b) The Contractor shall furnish qualified personnel as required by contract specifications (see Paragraph 2.17) to accomplish all services under this contract.c) Contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, maintaining personnel hygiene, wearing clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke/play loud music in vehicles while transporting VA patients.2.3 Contractor Equipment, Vehicles and Inspection: a) The VA reserves the right to inspect Contractor's equipment and vehicles and/or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (ambulance). VA inspections of Contractor facilities shall in no way constitute a warranty by the VA that the Contractor's vehicles and equipment are properly maintained. The 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 contract specifications. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA.b) The VA reserves the right to have VA personnel, such as Contracting Officer and Contracting Officer's Technical Representative, or their designee, observe and inspect Contractor operations at any time during the term of this contract. The VA shall conduct scheduled or unscheduled site visits to observe and inspect Contractor operations.2.4 Contractor Notification: a) The contractor shall be responsible for providing all vehicles and manpower, necessary to meet all ALS and BLS transport requirements of this contract. In the event, the Contractor is unable to perform services, as required, the Contractor is responsible for finding a suitable replacement to handle the run at the same price as would have been paid to the Contractor. The Contractor shall immediately notify the VA COTR of the substitution in provider and provide a written justification for non-performance. The VA reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this contract. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractors’ inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract covering inspection, acceptance and deductions from payment. The VA will be the sole judge in determining when services will be re-procured. The failure of the contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for “cause,” (see FAR clause 52.212-4(m)).b) Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation, services may be procured without referral to the ambulance Contractor. However, in these extremely rare cases, no charge shall be levied against the Contractor.2.5 Escort: The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin.2.6 Substitution of Beneficiary: The VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur. 2.7 Types of Ambulance Services: The Contractor shall transport VA beneficiaries in ambulances that meet the specifications identified herein.a) Ambulances shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Licensing by the State of Ohio is required.b) Vehicles shall be clean and maintained in good repair in accordance with manufacturer’s instructions and specifications, at all times during the performance of this contract, and shall contain - 1. An emergency safety kit, 2. Portable oxygen unit(s), 3. Fire suppression equipment,4. Appropriate road emergency warning equipment,5. Written emergency procedures,6. Protective clothing required for the protection of contractor employees, such as - i) gowns, ii) gloves, iii) masks, etc.c) BLS vehicle shall, in conjunction with the above, also provide on-board EMT, perform basic airway management, and provide IV KVO without additives. Contractor shall provide restraint and seclusion management when needed.d) ALS vehicle shall, in conjunction with the above, also provide an on-board Paramedic, perform cardiac monitoring, provide ALS drugs and procedures, perform advanced airway management and medication monitoring and administration, and provide restraint and seclusion management when needed. Advanced airway management means the ability to intubate a patient and provide appropriate respiratory care, which does not include tracheotomies, cricoidotomies or cricotracheotomies. e) The Contractor shall not be permitted to borrow medical equipment from the Medical Center. The Contractor shall provide all medications required while in transport, sheets and blankets, and other equipment and supplies required for use while in transport. Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Part I – The Schedule shall be inclusive of consumables used in transport. Vehicles shall have equipment for critical patient care, which shall include, but not limited to, monitors, defibrillator with external pacemaker, intubation equipment, intravenous equipment, medications, patient compartment facilities, oxygen and suction system equipment including portable oxygen suction and accessories. Contractor shall be responsible for sharps disposal.2.8 Hours of Performance and Response Times:a) Hours of Performance: This is a full service contract, 24 hours per day, 365 days per year. Contractor shall provide all ALS and BLS services as stated in the scope of work for veteran beneficiaries, when requested by the VA.(i) Contractor shall furnish and maintain vehicles so as to ensure timely pick-up and delivery service to all veterans serviced by the VA.b) Response Time: (i) The Contractor shall respond to all unscheduled calls for ambulance transport service by being on-site at the designated VA facility within 45 minutes of notification. For a previously scheduled trip the Contractor shall be on-site at the designated VA facility within 30 minutes. Should the time period for pick-up, stated herein, be physically impossible due to location of veteran beneficiary, the Contractor shall contact the appropriate individual at the VA (from a list of extensions which shall be provided to the Contractor from the PBS department and the CBOC locations) and proceed to inform him/her of the anticipated time required for pick-up and delivery of said patient. (ii) The Contractor shall provide and respond to all emergency calls in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board patients, to include the use of sirens and other measures to ensure timely arrival at the designated location. c) Response Time Compliance Rate: The Contractor shall maintain at a minimum, a 90% monthly compliance rate on response time to pick-up during the contract year. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for “cause,” (see FAR clause 52.212-4(m)).d) The Contractor shall install and provide to the VA, a toll free number for accepting the VA calls. It is estimated that 90% of all requests for service may be placed by telephone. Requests for service may be made in writing or orally from an authorized representative of the VA. e) Electronic Transmissions: The contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate with the VA, i.e., patient incidents, etc.2.9 Request for Services: a) When ordering services, the VA shall contact the Contractor and provide the following information:1. Mode of transportation required,2. Required time of arrival and/or within 30 minute timeframe,3. Name of beneficiary,4. Pick-up and delivery point,5. Type and number of additional medical care specialists required,6. Type of equipment required, 7. Last four of the patient's Social Security Number, and8. Any other special instructions.b) The Contractor shall be required to transport non-ambulatory veterans on gurneys, litters and Geri chairs who are not in need of emergency transportation or medical attention.2.10 Reimbursement for Mileage outside Contract Geographic Zone of Coverage: a) Mileage Reimbursement: Reimbursement for trips that extend beyond the geographic zone of coverage, defined as the rate paid to a contracted ambulance company for mileage traveled from point of pick up to the point of drop off when the point of drop off is outside the contracted geographic zone.? The mileage rate is paid in addition to the base rate which is charged within the zone.? For example: if the base rate in your contracted area is $150 for any travel within the geographic zone, then the VA would pay $150 plus $3 per mile for any trip that causes the contractor to leave their zone. Distances beyond the geographic zone of coverage shall be calculated using current Rand McNally Standard Mileage Guide. Allowable charges for mileage outside of the geographic zone of coverage shall not exceed + of the current Rand McNally Standard Mileage Guide.b) Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the Contractor to cancel the order. For orders that are cancelled while the contractor is already enroute to the designated pick-up, the Contractor shall be entitled to receive 50% of the base rate for the trip, as provided in Part I – The Schedule. This charge shall not include any mileage charge. c) Should the Contractor arrive at the destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, e.g., incorrect address, or patient absence, or patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in Part I – The Schedule, and applicable mileage if outside geographic zone of coverage.d) Other Charges: It is understood that the prices quoted in Part I – The Schedule, shall be inclusive of all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VA separately for any such charges.2.11 Patient Rights: a) The Contractor shall be courteous to VA beneficiaries and shall not smoke/play loud music while transporting patients. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. b) The Contractor shall immediately notify the VA of any incidents involving injury to a VA patient during transport. The Contractor shall complete and submit to the COTR, the form entitled, “Incident Report – Contract Ambulance Contractor” within 24 hours.c) The Contractor shall notify the COTR, in writing, within 24 hours of any complaints made by the patients with regards to the ambulance service. The Contractor may provide recommendations for improved services along with the patient complaints for the VA’s review. No recommendation shall be construed as being effective until a written modification to the contract is executed by the Contracting Officer. d) Upon delivery or pick-up of a patient, the Contractor shall log in the patient on a log sheet at the location designated at the facility. Contractor shall provide the following information on the log sheet:1. Patient name,2. Last four of the patient's Social Security Number,3. Time of delivery or pick-up,4. Point of origin or destination, and 5. Name of Contractor personnel picking or delivering patient.2.12 Waiting Time: a) For unscheduled trips, waiting charges shall commence 15 minutes from the time the Contractor actually arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence 15 minutes from the scheduled pick-up time or from the time the Contractor actually checks in as having arrived at the designated pick-up point, whichever is later.b) If the designated pick-up/delivery points are at other than the Medical Centers and waiting beyond the required 15-minute grace period is anticipated, the Contractor shall notify the individual requesting the travel as defined by the lists of points of contact stated in Paragraph 2.8(b)(i). This call is only for the purpose of verifying the Contractor's time of arrival at pick-up and/or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor's failure to notify the travel section when waiting beyond the grace period, shall result in non-payment for waiting time.2.13 Infection Control Procedures: When ambulance services are required, the Contractor shall use universal precautionary measures for the prevention and control of the spread of infectious agents to all persons. 2.14 Required Reports and Documents: Within fifteen (15) days after contract award, the Contractor shall provide the following:a) Contractor Personnel Roster: In this document, contractor shall identify the employee – 1. Name,2. Position, 3. Title, and 4. Work assignment area. Thereafter, all changes shall be submitted to the COTR within two (2) business days after the change(s) occur.b) At the time of delivery the Contractor shall provide a “Run Sheet” as part of the patient's permanent record. This Run Sheet shall include a record of the patient’s vital signs, medications used, oxygen use, and any changes in the patient’s condition. The list stated here shall not be construed as all inclusive, and the contractor shall provide all pertinent information.2.15 Contractor’s Quality Control Program (QCP): The Contractor shall establish andmaintain a complete QCP to ensure the requirements of this contract are provided as specified. An original and one (1) copy of this QCP will be forwarded to the CO along with the requested initial proposal. The Contractor’s QCP shall include, at a minimum, the following:a) 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, how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.b) 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 or all inspections which occur.c) Incorporation of either active or established internal policy and procedures for updating medical service protocols, that may affect performance of the contract. d) 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.e) On-site records of all vehicle maintenance and repairs performed, on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of ambulance.f) On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.g) The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.h) A log to account for all requests for service. The log shall indicate the date and time of service call, name of beneficiary requiring services, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. i) On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.j) The Contractor shall establish and maintain quality control to ensure all contract requirements and applicable Joint Commission requirements are met. The Contractor shall identify how he/she shall measure and provide customer satisfaction, the method of identifying deficiencies, the quality of service to be performed and methods for identifying and implementing necessary corrective actions.k) The Contractor shall participate in quarterly scheduled and/or non-scheduled conference calls with the VA representatives to provide a report of on-going operational issues.2.16 Invoices: All billing shall include items as listed below. Ambulance invoices shall be submitted every month and within 30 days of service. Invoices should be sent to the Dayton, VA Medical Center, Attn: Support Services Supervisor (136A), 4100 W. Third Street, Dayton, OH 45428. Invoices may be submitted electronically, if authorized. Note: Invoices shall not be sent to the Austin Financial Services Center.- Patient's name,-Last four of Social Security number- Trip date,- Pick-up point,- Drop-off point,- Identify as round trip or one way- Mode of transportation (i.e. ALS, BLS)- Number of miles traveled- Identify if trip extended outside of geographic zone of coverage,- Base charge plus an itemization of additional charges if applicable, and -Name of VA Official who authorized trip. 2.17 Contractor Personnel Qualifications: a) All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services. The failure of the contractor to provide qualified personnel, as specified in the contract, could result in termination of the contract for “cause,” (see FAR clause 52.212-4(m)).b) During the contract period of performance, if the Contractor proposes to add-on personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COTR. At no time shall the Contractor utilize personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.c) Within seven (7) days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer.d) Emergency Medical Technician (EMT) and Paramedic Qualifications: EMT’s and Paramedic’s providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:1. Have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 150 hours or equivalent including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154, Federal Register 39:24304. (1974).2. Shall submit evidence of equivalent training program, which has been successfully completed, to the Contracting Officer.3. Shall be certified, licensed or otherwise officially recognized by the local, state or regional government or public entity where the emergency ambulance service is operated or by which it is governed.4. Shall attend all refresher continuing education, or advanced training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.e) Registered Nurse (RN): a. Personnel assigned by the Contractor to perform the services covered by this contract shall be a Licensed Registered Nurses in a State, Territory, or Commonwealth of the United States or the District of Columbia. The Qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility Director or his/her designee.f) Ambulance Driver: Drivers shall have a valid operator's or chauffeur's license, in accordance with Federal, State and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and shall have successfully completed the Standard and Advanced First Aid Course of the American Red Cross or U.S. Bureaus of Mines or equivalent and be capable of providing necessary medical assistance to the attending medical care specialist.SPECIAL CONTRACT REQUIREMENTSHEALTHCARE RESOURCES SERVICES. The Contractor agrees, in accordance with the terms and conditions stated herein, to furnish for the Department of Veterans Affairs, hereinafter called the VA, the services specified. The initial listing of services to be furnished and the prices for same are identified in Schedule of Items and Description/ Specifications/Work Statement.RESOURCES. The services specified in Schedule of Items, Description/ Specifications/Work Statement and Special Contract Requirements may be changed by written modification to this contract. The modification shall be prepared by the VA Contracting Officer.TERM OF CONTRACT. The contract is effective from date of award through 12 months with four (4) option period renewals. The contract is subject to availability of VA funds. No service shall be performed by the Contractor after September 30th of any year, unless authorized by the Contracting Officer in writing.QUALIFICATIONS. Personnel assigned by the Contractor to perform the services covered by this contract shall be licensed in a State, Territory or Commonwealth of the United States or the District of Columbia and meet the professional qualification criteria of the VA. The qualifications of such personnel shall also be subject to review by VA Chief of Staff and approval by VA Facility Director. The Contracting Officer will be notified prior to any changes in personnel.WORK HOURS. The services covered by this contract shall be furnished by the Contractor as defined herein. The Contractor shall be required to furnish such services 24 hours a day, 365 days a year.PERSONNEL POLICY. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, in accordance with the personnel policy of the Contractor. To carry out this responsibility, the Contractor shall provide worker’s compensation, professional liability insurance, health examinations, income tax withholding, and social security payments. The parties agree that the Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.RECORDKEEPING SYSTEM – CONTRACTOR. Contractor must establish a recordkeeping system of itemized services provided under the contract.VAMC MONITORING/RECORDKEEPING (a) The Contracting Officer's Technical Representative (COTR) and/or Alternate COTR shall be responsible for verifying contract compliance. Any incidents of Contractor noncompliance, as evidenced by the monitoring procedures in the Performance Requirement Summary, shall be forwarded immediately to the Contracting Officer.Performance Requirement Summary MatrixPerformance ObjectivesPerformance StandardAcceptable Quality Level (AQL)Method of MonitoringDisincentive1)? TimelinessFurnish services within one 30 minutes after receiving a request 90%Review of Ordering Log5% deduction from monthly invoice for failure to meet AQL2)? Licensing of Employees and VehiclesContractor maintains current licenses100%COTR will periodically perform site visits/request copies of current licenses5% deduction from monthly invoice for failure to meet AQL.3)? Billing ErrorsBills comply with Schedule B of the Contract and Mileage Guide: Rand McNally98%COTR will perform random sampling of? monthly trip tickets against monthly invoiceCorrection of bill.4)? Customer SatisfactionNo customer complaints95%Customer complaints1% reduction in monthly invoice for every percent below AQL5) Uniforms/Name tagsAll staff to wear company uniform and name tag100%Check in with Travel and/or AOD Letter sent to contractor for failure to meet AQL (b) Documentation of services performed shall be reviewed prior to certifying payment. The COTR and/or Alternate COTR shall perform periodic spot checks and document with the using service to ensure records monitoring. VA shall pay only for services actually performed and in strict accordance with the schedule of prices/costs shown in the Schedule of Items. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and to allow audit verification that services were provided.(c) Ambulance invoices shall be submitted every month and within 30 days of service. Invoices should be sent to the Dayton, VA Medical Center, Attn: Support Services Supervisor (136A), 4100 W. Third Street, Dayton, OH 45428. Invoices may be submitted electronically, if authorized. Services are to be verified for actual performance against the schedule and logs. Only after verification are the invoices processed and certified for payment.(d) The using service, through the COTR, shall provide a written statement annually to the Contracting Officer to include a summary of Contractor actions and a statement that the Contractor has been compliant with all requirements of the contract and they have been fulfilled as agreed. This summary evaluation will be submitted 60 days prior to expiration of contract (and/or prior to election of option year renewals, if applicable).(e) A Contractor's employee may not certify bills for payment.PAYMENTS UNDER NONPERSONAL SERVICE CONTRACTS. The Government shall pay the Contractor in accordance with the Prompt Payment Act , upon submission of proper invoices or vouchers, the prices stipulated in this contract for services rendered and accepted, less any deductions provided in this PUTER SECURITY.(a) VA may provide Contractor and subcontractor, if any, with access to Department of Veterans Affairs (VA) automated patient records and general files maintained on VA computer systems. Contractor, Contractor's employees, and Contractor's subcontractors (if any) shall maintain, access, release, and otherwise manage the information contained in the automated patient record and general file system in accordance with all Federal laws governing that information, including Federal laws applicable to Federal agency records. Contractor shall take reasonable safeguards, both physical and electronic, to safeguard the information and prevent unauthorized disclosures. Contractor, Contractor's employees, and Contractor's subcontractors (if any) shall follow all VA policies governing access to, release of, and management of the information maintained in the automated system. Contractor shall take steps to ensure that its employees and subcontractors (if any) are bound by this requirement and subject to adverse action, up to and including termination of the relationship with Contractor, for failure to follow these requirements and that its employees and subcontractors, if any, meet the same requirements as VA employees for access to information contained in the automated record system. Contractor shall utilize computers that are consistent with VA requirements and upgrade its computers if instructed to do so by VA in order to ensure compatibility with the VA system.(b) In performing this agreement, Contractor shall be considered a part of VA for purposes of 5 U.S.C. §552a, 38 U.S.C. §5701 and 38 U.S.C. §7332. Contractor's employees and agents may have access to patient medical records and general files to the extent necessary to perform this contract. Notwithstanding any other provision of this agreement, Contractor and/or its employees may not disclose information contained in general files and patient records and or other individually identified patient health information, including information and records generated by the Contractor in performance of this contract, except pursuant to explicit instructions from the VA. For the purposes of this paragraph, instruction to disclose may be provided by these officials only: Contracting Officer, Contracting Officer Technical Representative, the facility Privacy Officer, or VA attorneys.(c) Records created by Contractor are subject to the provisions of FAR 52.227-14. Access to data will be limited to the minimum necessary for performance of the contract. Contractor shall take steps to ensure that access is limited to those employees who need access to the data to perform the contract. Contractor shall not copy information contained in the system, either by printing to paper or by copying to another digital format, without the express permission of one of the officials listed in paragraph (b), above, except as is necessary to make single copies in the ordinary course of providing patient care. Contractor shall not commingle the data from the system with information from other sources. Contractor shall report any unauthorized disclosure of VA information within one (1) hour of notice/occurrence of the breach to the officials listed in paragraph (b).(d) If this contract is terminated for any reason, Contractor shall provide the VA with all individually-identified VA patient treatment records or other information in its possession, as well as any copies made pursuant to paragraph (c), above within seven (7) days of the termination of the contract.(e) Certain information available from the database and other records created by the Contractor under this contract are medical quality assurance records protected by 38 U.S.C. §5705; its implementing regulations at 38 U.S.C. §17.500-511; VHA Directive 98-016,4.b.(1)(d), 4.6(2)(c) and 4.6(4); VHA Directive 1605.1, Dayton VA Medical Center Policy 136-08 Privacy Policy, and IRM-01 Security of Automated Information Systems. These records may be disclosed only as authorized by 38 U.S.C. §5705 and the VA regulations. Disclosure of these records in violation of §5705 is a criminal offense under 38 U.S.C. §5705(e).(f) Contractor shall follow all VA policies regarding the retention of records. In the alternative, Contractor may deliver the records to VA for retention.(g) Any changes in the law or regulations governing the information covered by this contract during the term of this contract shall be deemed to be incorporated into this contract. Contractor shall educate its employees and subcontractors, if any, of the requirements of this section and shall advise its employees and subcontractors, if any, of any changes as they occur. On Contractor's request, VA shall provide trainers who can educate Contractor's employees and subcontractors, if any, of their obligations under this section.(h) Contractor shall make its internal policies and practices regarding the safeguarding of medical and/or electronic information available to federal agencies with enforcement authority over the maintenance of those records upon request.Contractor Personnel Security Requirements: All contractor employees who require access to the Department of Veterans Affair's computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. Position Sensitivity - The position sensitivity for this contract has been designated as LOW RISK. Background Investigation - The level of background investigation commensurate with the required level of access for this contract is National Agency Check with Written Inquiries. 1. Contractor Responsibilities:The Contractor shall bear the expense of obtaining background investigations (approximately $270.00 per individual). If the Office of Personnel Management (OPM) conducts the investigation, the Contractor shall reimburse VA within 30 days. The Contractor shall pre screen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. The Contractor shall submit or have their employees submit the following required forms requested by Department of Veterans Affairs, Office of Security and Law Enforcement, Security and Investigations Center, 2200 Fort Roots Drive Bldg. 104, North Little Rock, AR 72114 within 30 days of receipt: Standard Form 85P, Questionnaire for Public Trust Positions Standard Form 85P-S, Supplemental Questionnaire for Selected Positions FD 258, U.S. Department of Justice Fingerprint Chart VA Form 0710 Authority for Release of Information Form Optional Form 306 Declaration for Federal Employment Optional Form 612, Optional Application for Federal Employment The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for cause. Government Responsibilities: The Privacy Officer, in conjunction with the VA Information Resource Management Section (IRM) and VA’s Security Officer of each VISN site shall ensure that the Contractor, Contractor's employees, and Contractor's subcontractors (if any) have security clearance, passwords, and electronic access to VA databases. The Privacy Officer or designee shall ensure that the Contracting Officer has a signed copy of the VA healthcare system of Ohio (VISN 10) Rules of Behavior and Rules of Behavior for One-VA VPN Service before each Contractor employee begins work. If a Contractor employee is removed, the Contracting Officer will be notified immediately.The VA Office of Security and Law Enforcement shall provide the necessary forms to the Contractor and/or the Contractor's employees after receiving a list of names and addresses via E-mail. Upon receipt, the VA Office of Security and Law Enforcement shall review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. The VA facility shall pay for investigations conducted by the Office of Personnel Management (OPM) in advance (approximately $270.00 per individual). In these instances, the Contractor shall reimburse the VA facility within 30 daysThe VA Office of Security and Law Enforcement shall notify the contracting officer and Contractor after adjudicating the results of the background investigations received from OPM via E-mail and with a hard copy to the Contracting Officer. The Contractor shall agree that all deliverables, associated working papers, and other material deemed relevant by the Contractor in the performance of this task order are the property of the United States Government. The Contractor shall agree that all individually identifiable health information shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. At the conclusion of the contract, all copies of individually identifiable health records shall be destroyed or returned to the VA. Any individually identifiable health records shall be deleted from computers not belonging to the VA. The contractor shall comply with the Privacy Act, 38 U.S.C. 5701, 38 U.S.C. 7332, and 5 U.S.C. 552(a) et. Seq. Contractor staff shall sign confidentiality statements as required. The Contractor shall comply with all provisions of the Health Information Portability and Accountability Act (HIPAA), including but not limited to privacy, security of electronic health data, and adherence to standards and code sets as required by HIPAA. Contractor shall insure the confidentiality of all patient and employee information and shall be held liable in the event of breech of confidentiality. Any person, who knowingly or willingly discloses confidential information obtained from the VA with non-essential persons may be subject to fines.HIPAA COMPLIANCE. HIPAA compliance is required. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA. BLOOD BORNE PATHOGENS: Contractor and the employees provided, pursuant to this contract, shall comply with the effective VAMC Policy (and Occupational Health requirements in accordance with OSHA Blood Borne Pathogens (BBP) Law and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA’s General Duty Clause) governing health care workers infected with a blood borne pathogen. If the Contractor obtains information that a health care worker providing care pursuant to this agreement may be infected with a blood borne pathogen, Contractor will advise the Contracting Officer immediately. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE SYSTEM (CPS)(a) As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $100,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement, VA uses an online database, the Contractor Performance System (CPS), which is maintained by the National Institutes of Health (NIH). The CPS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. (b) Each Contractor whose contract award is estimated to exceed $100,000 is required to register with the NIH CPS database at the following web address: . Help in registering can be obtained by contacting CPS Support E-mail (cps-support-l@list.) or by calling (301) 451-2771. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the Contractor’s registered representative. ( c ) For contracts with a period of one (1) year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one (1) year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPS to the Contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer. (d) Failure to have a current registration with the NIH CPS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond. MEDICAL LIABILITY INSURANCE. The Contractor shall carry required insurance (See VAAR Clause 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE) and vehicle insurance in accordance with the State of Ohio Revised Code, Chapter 4766, Medical Transportation Board.CONTRACTORS INTERNAL COMPLIANCE PLAN In Accordance with the American Health Information Management Association, (AHIMA), Centers for Medicare and Medicaid Services (CMS),? VHA Directive 2003-028 "Compliance and Business Integrity Program", its updates or replacement directives, HHS OIG Compliance Program Guidance for Hospitals, as published 63 FR 8987 (February 23, 1998) and HHS OIG Supplemental Compliance Program Guidance for Hospitals as published at 70 FR 4858 (January 31, 2005), the Offeror is to provide in writing their internal Compliance Program, Training and Monitoring Plans which is to include documentation of training and monitoring procedures along with the proposal. ?ANNUAL VHA TRAININGIn accordance with VHA Directive 2003-028 "Compliance and Business Integrity Program", its updates or replacement directives, IG Guidance at 8994, Section II(C); Guidance at 4875, Section III (B)(4) Sentencing Guidelines, Section 8B2.1 (b) (4) (B) annual compliance training is to be provided to all contractors within the scope of their work. The medical center COTR’s are to coordinate the annual training with their respective Contracting Officer and Compliance and Business Integrity Officers.?A copy of the documentation of the completed annual?training is to be provided to?the Compliance and Business Integrity Officers for their files.In accordance with VHA Directive 1605.1 “Privacy and Release of Information”, updates or replacement directives annual VHA Privacy Policy Training is to be provide to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the Contracting Officer and the facility Privacy Officer for their files.In accordance with VA Directive 6500, “Information Security Program”, updates or replacement directives annual VHA Cyber and Security Information Training is to be provided to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the Contracting Officer and the facility Information Security Officer for their files.CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMSThe Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.All on-site contractor personnel shall complete yearly EPA sponsored environmental training specified for the type of work conducted on-site. Upon contract award, the Contracting Officer's Representative will notify the facility-level Environmental Management Systems Coordinator to arrange EMS training for appropriate staff. END OF SPECIAL CONTRACT REQUIREMENTS ................
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