V222--RFQ SHUTTLE SERVICES FOR VA CENTRAL CALIFORNIA HEALTH CARE SYSTEM

Performance Work Statement Shuttle Services for Veterans Affairs Central California Health Care System - Fresno (VACCHCS) Description of Services & Requirements VACCHCS - Fresno is requiring a contracted Shuttle Bus Service to transport employees between off-site parking lots and the main facility. Service shall be full charter supplying shuttle buses, drivers, covering all ancillary costs, and capable of being adjusted in response to facility needs. Services shall run Monday Friday, excluding Federal holidays, servicing multiple off-site locations. Prior to quote, vendors are encouraged to do a comprehensive site visit to fully understand site constraints and access. The Government reserves the right to add additional routes within the Fresno area or adjust the number of shuttle buses on current routes. If changes are made, a contract modification will be issued. The VA may also increase or decrease lot locations, shuttle routes, service times, shuttle bus counts, passenger capacities, and other service variables through contract modification, with an expected 24 hour turnaround for route or performance changes and a one week implementation period for asset changes by the contractor following a bilateral modification. Contract billing shall consist of certified invoices listing each vehicle and hours of operation per billing period. Invoices shall be certified by the COR prior to submission. Invoices shall be submitted monthly Vendor to assess timely route based on traffic flow patterns, access, and transport capabilities to maximize efficiency and timeliness of service. 1. Scope of Work The Contractor shall provide all vehicles, drivers, fuel, equipment, insurance as necessary to shuttle Veteran Affairs (VA) passengers from off-site parking locations to the main facility. Contractor shall increase shuttle buses in circulation according to passenger demand to ensure that wait times are under 15 minutes and transit times are approximately 10 minutes. Shuttle buses shall provide direct routes from off-site locations and the VA hospital as well as direct returns to off-site locations. 2. Period of Performance: Timeframe for the contract shall consist of five ordering periods to begin 02/01/2027. 3. Critical Criteria: The Contractor shall provide drivers knowledgeable of Fresno and surrounding communities to ensure the drivers are capable to meet all scheduled times provided by contract. Shuttle services will pick up passengers from the prescribed locations listed in this Performance Work Statement (PWS) as well as future locations that may be developed and transport passengers to the VACCHCS Bldg. 1 located at 2615 E. Clinton Ave., Fresno, CA 93703. Contractor shall provide an Onsite Supervisor every day from 4:15 am to 09:15 am, and 3:00 pm to 6:00 pm to monitor timely driver arrival, uniform compliance, shuttle bus pre-trip inspection and cleanliness, and service rollout. The Supervisor shall comply with all driver requirements to be immediately available to fill in for any driver issues. Contractor shall post signage on each shuttle bus identifying the route. Contractor shall provide shuttle buses with capacities of 20 seats at a minimum to accommodate timely service and navigation of city streets. Some of the roads are congested and cannot accommodate all sizes of shuttles. It is the responsibility of the contractor to provide properly sized shuttles. Contractor shall service direct routes between pick-up and drop-off locations. Contractor shall maintain as many shuttle buses as necessary to maintain reasonable wait times, considering location parking capacities, and at the discretion of the facility during service times. The Government estimates the need for eight (8) shuttle buses. Contractor shall operate enough shuttle buses to ensure wait times remain under 15 minutes. Contractor must have the ability to increase and decrease buses in service along with passenger demand. Contractor must have the ability to replace drivers & shuttle buses in case of personnel or mechanical deficiency. All vehicles used on the route will be clean, inside and out. In the event circumstances require sanitization due to public infectious diseases countermeasures, Contractors will clean vehicles in accordance with CDC, State and local guidelines. CO/COR may coordinate with Contractor in the event additional measures are required. Contractor shall be responsible for securing and maintaining appropriate parking and staging locations for all shuttle vehicles upon completion of daily routes. Contractors must ensure that shuttle vehicles are removed from service routes and parked in authorized locations at the conclusion of operations. The Government will not be responsible for providing shuttle parking, storage, or staging areas. VACCHCS reserves the right to increase or reduce shuttle bus counts and locations according to facility need and shall only pay for services provided. 4. Shuttle Schedule and Addresses (Currently) Shuttle Services are to begin at the following locations: Route A - Target Lot. 3201 E. Shields Ave. Fresno, CA 93726. 5:00 am 9:00 am (All shuttles) 3:00 pm 6:00 pm (All shuttles) Route B Masonic Temple, 3444 E Shields Ave, Fresno, CA 93726. 5:00 am 9:00 am (All shuttles) 3:00 pm 6:00 pm (All shuttles) Route C - Clinton Masonic Center, 2992 E Clinton Ave, Fresno, CA 93703 5:00 am 5:30 pm (1 Dedicated ADA compliant shuttle) 5:00 am 9:00 am (1 Additional ADA compliant shuttle required to supplement transportation during peak hours) 3:00 pm 5:30 pm (1 Additional ADA compliant shuttle required to supplement transportation during peak hours) All pickup locations are no more than 2 miles from VACCHCS campus and within 2 miles of each other. Service Times: Arrival & Departure Morning Peak Hours: 5:00 am 9:00 am Afternoon Peak Hours: 3:00 pm 6:00 pm On weekdays, Monday through Friday at 5:00 am 9:00 am & 3:00 pm 6:00 pm VACCHCS anticipates the need to transport approximately 1,200 or more employees. Currently, the Government uses shuttle buses that have at a minimum 20-seat capacity. These buses may be rotated as needed between routes. The Contractor shall provide enough shuttle buses to run on alternate routes back and forth to the VACCHCS campus. Shuttles shall run alternately and concurrently (not restricted to one route, dependent on availability of buses and needs of any particular route) to provide pick up times to satisfy the Shuttle Service Route Schedule. All shuttles utilized to transport employees to and from Route C must be ADA compliant. 5. Drivers: Contractor shall provide drivers familiar with the Fresno area to accommodate any changes in route due to traffic, police activity, or city construction. Drivers shall be certified accordingly to the size of shuttle they are operating, insured, and licensed according to CA DMV requirements. Contractors can go to [email protected] to get specific information, but license type needs to be at least a Class B with passenger (P) endorsement, or the license must be in line with actual vehicles being used to meet requirements. Drivers shall not display tip jars. Drivers shall be courteous and English speaking to ensure communication with passengers or in case of medical emergency. Drivers shall have hands free radio or cellular accessories for communication. Drivers, if required Contractor will provide all PPE or any other additional equipment and supplies as required by CDC guidelines for all drivers in the event its necessary to be donned and utilized. 6. Shuttle Buses: Shuttle Buses shall have capacities of at least 20 passengers. All shuttle buses assigned to and utilized for Route C transportation must be ADA compliant in case of handicapped passengers Shuttle buses shall have radio / cellular (hands free) communication to coordinate passenger transportation or medical emergency. Shuttle Buses shall have functioning, serviced, Air conditioning and heating Shuttle Buses shall have first aid kits installed. 6.1 Shuttle services and times are mandatory for the alternating AM and PM runs to provide adequate transportation services to those VACCHCS employees using the shuttle transportation. Should schedules need to be modified, any modifications must be coordinated with the Contracting Officers Representative (COR) and approved by the Contracting Officer prior to implementation. Any changes to the designated pick-up and drop-off zones, at VACCHCS and all off-site locations, will be coordinated and identified by the COR and executed by contract modification. 6.3 Federal Holidays Shuttle Services will not operate on Federal Holidays. Holidays are: New Year s Day, Martin Luther King s Birthday, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day. To include any other day specifically declared by the President of the United States to be a national holiday. When a holiday falls on a non-workday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday). Shuttle Service will not be provided on Weekends. 7. Traffic Compliance 7.1 While driving vehicles on the VACCHCS campus, contractor must follow all posted speed limits and traffic signs. Failure to do so will result in a traffic citation, issued by VACCHCS Police Service. The Contractor is responsible for any citation received by the contract drivers. 7.2 Lost and Found; in the event items are left on any of the vehicles, the Contractor shall ensure item(s) is turned over to the facility Police Services Dispatch Window, and then notify the COR either by phone or email within 12 hours. 8.) Contractor Personnel Qualifications 8.1 Contractor employees shall always conduct themselves in a business-like manner while on VA premises. Contractor personnel will wear an appropriate and professional uniform with company s name and name of the driver. Contractor personnel performing contract services shall always meet the qualifications 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. 8.2 Within seven (7) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licenses (Class B at minimum) and any other qualifications required for this contract. The initial documentation shall be provided to the COR. 8.3 During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract. 9. Driver s Qualifications 9.1 Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law. 9.2 Drivers shall have a valid operator's license (Class B at minimum with P endorsement) to operate the size and type of vehicles used in accordance with Federal, State and local government requirements for their place of operation for the services they perform. Drivers shall post their special, temporary or annual driver s permit in such a manner as to be continually visible and readable always by any passenger and in a manner prescribed by the Department of Veterans Affairs. 9.3 The contractor shall not operate or occupy the transport vehicles while under the influence of alcohol, controlled narcotic substances, legal or illegal, or while under the influence of any other inebriating substance that may impair vision, depth perception, mobility and reasonable judgment. 9.4 The Contractor shall be removed from performing services should he/she is identified as a potential threat to the security, safety, health or the operational mission of VACCHCS facilities and its population. The Contractor shall replace any personnel removed or relieved from the performance of services. 9.5 Contractor Attire and Identification: Contractor shall wear neat, clean and proper attire. Contractor personnel shall be identified by wearing the prime contractor company s logo and name tag attached to its attire. 9.6 Contract drivers are always expected to behave in a courteous manner while interacting with VACCHCS employees and staff. Any confrontations with staff should be documented and reported to the COR as early as possible, and no later than the end of the business day. 9.7 The contractor s personnel shall be kind and courteous to passengers and shall not play loud music or music that is objectionable to the passengers while transporting. 9.8 Drivers shall not use excessively their hands free mobile/cell phone communication devices when driving. Best practice is to pull over and conduct communication in a safe manner. Drivers shall not engage in personal communication of any kind while transporting passengers. 9.9 Drivers shall not Text Messages while driving. Drivers shall not vape or smoke within the vehicles at any time or within 100 ft. of the vehicles while waiting for passengers. 9.10 The Contractor shall immediately notify the VA of any incidents involving injury to passengers during transport. The Contractor shall promptly complete and submit to the COR within 24 hours, an Incident Report with all information felt to be necessary for any full review. 9.11 Customers Complaints. The Contractor shall notify the COR in writing within 24 hours of any complaints made by the passengers with regards to transportation services. 9.12 Customer Feedback. The government will provide to the Contractor enough comment cards with government address pre-printed to be placed in each vehicle that is readily accessible to customers to provide feedback, positive and/or negative. The COR will provide feedback to the contractor. Recommendations for improved services along with the passengers complaints will be reviewed by the COR. Implementation of recommendations will require written approval from the Contracting Officer. The Contractor shall notify the COR when comment cards are depleted. 10. Contractor Equipment, Vehicles and Inspection 10.1 The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained. 10.2 The VA reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA. 10.3 Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. 10.4 Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, always during the performance of this contract. All vehicles shall be smoke-free, non-smoking vehicles. 10.5 The Contractor shall ensure proper inspections are performed on all vehicles used in the performance of services. 10.6 The Vehicle s heating and air conditioning systems are to be fully operational and maintained in accordance with the manufacturer s specifications whenever the vehicle is in service. If either system fails or does not function properly, the Contractor will notify the COR immediately. 10.7 The Contractor shall remove any vehicles that are unsafe, in need of repairs, and does not meet the minimum operating specifications for compliance with the contract. The removal of said vehicles from service shall not relieve the Contractor from performance of services. 10.8 Contractor shall ensure all buses utilized for Route C be ADA compliant. 10.9 Contractor shall furnish COR monthly equipment and safety checks by email, or another agreed upon medium. 10.10 Contractor shall ensure all vehicles are kept at a high state of cleanliness. Contractor will follow all locally established government guidelines and the contractor will be advised by/coordinate with the CO/COR on any additional measures which may require changes to meet those specific circumstances. 11. Contractor Performance 11.1 The Contractor shall have a contingency/back-up plan in the event; the Contractor is unable to perform services or have services performed as required. The Contractor shall immediately notify the Veterans Transportation Service Mobility Manager, or other designated personnel, and provide a justification for non-performance and institute the contingency and/or back-up plan as quickly as possible. 12. Record Keeping / Administrative Tasks / Deliverables 12.1 Trip Record. The Contractor shall maintain and provide to the COR a record of trips taken each day. The trip record shall contain the information stated below. Contractor shall provide a copy of their daily trip records to the COR on a monthly basis. 12.2.1 Number of passengers per each pick-up 12.2.2 Deliverables Schedule 12.2.3 Due Monthly: Equipment and Maintenance logs 12.2.3 Due Monthly: Dispatch response time daily trip records 12.2.4 Due Monthly: Trip tickets with invoice to be turned in by the 7th working day. 12.2.5 Due Weekly: Passengers Safety incident reports are turned in the first business day of the following week and will consist of a summary of all Passenger Safety incident reports that were submitted for the current week 13. Contractor s Quality Control Program (QCP) 13.1 The contractor shall establish and maintain quality control to ensure all contract requirements are met. An original and one (1) copy of this QCP will be forwarded to the CO along with the requested initial quote. The COR will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: 13.2 An inspection plan covering all services is required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections. 13.3 On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. 13.4 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. 13.5 The Contractor shall maintain on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. Institute methods to identify and prevent vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle. 13.6 The Contractor shall maintain records that are available upon request identifying physical capabilities, certifications and ongoing training of each employee performing services under this contract. 13.7 The Contractor shall have methods of identifying and preventing radio communication breakdowns and provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios. Hands free cellphone communication is allowed. 13.8 The Contractor shall maintain 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. 13.9 The Contractor shall participate in scheduled and/or non-scheduled conference calls with the VA representatives to provide a report of on-going operational issues. 13.10 The Contractor shall have a system that verifies the licenses of individuals operating the vehicles and the driving records of individuals operating the vehicles. The contractor shall make this system available for review by the VA. 14. Contractor Furnished Property Equipment - Supplies 14.1 The Contractor shall provide enough vehicles to perform the contract requirements. 14.2 The Contractor shall ensure vehicles contain the following systems, supplies, and equipment. The contractor shall maintain all equipment in accordance with the manufacturer s specifications and guidelines. 14.2.1 Operating climate control system (heating and air conditioning system); 14.2.2 On board, a standard first aid kit, standard drugstore issue, to contain a minimum of a. Adhesive bandages b. Sponge dressing pads c. A sting relief pad d. Patch bandages e. Band-Aids f. A Knuckle bandage g. A fingertip bandage h. An iodine prep pad i. Antiseptic towelettes j. Triple Antibiotic ointment packs k. Alcohol cleansing pads l. ½ X 5 yd first aid tape (roll) m. First aid guidebook 14.2.3 Fire suppression equipment 14.2.4 Appropriate road emergency warning equipment 14.2.5 CB style radio, to provide communication between the dispatcher and the diver, and/or portable telephone dispatching system. Communication between dispatch and driver by hands-free cellphone is allowed. 14.3 The Contractor shall have written emergency procedures that are: Immediately accessible, concise, and understandable to the persons operating the vehicles. 15. Training 15.1 The contractor shall be responsible for the training of its personnel. Contractor personnel shall be trained and qualified to handle emergencies that may arise during contract performance. The contractor shall maintain and make available for VA inspection, certification of training for all personnel performing under this contract. The contractor s training program for drivers shall include, at a minimum, the most current instruction in: 15.1.1The organization s emergency procedures 15.1.2 The handling of accidents 15.1.3 Cardiopulmonary Resuscitation (CPR) 15.1.4 Basic first aid 15.1.5 Handling of road emergencies 15.1.6 The use of road emergency warning equipment 16. Technical Description of Work 16.1 Response Time: In the event the Contractor is unable to perform services as required, the contractor shall promptly notify the COR or designated representative for nonperformance. The Contractor shall initiate its contingency/back-up plan and provide a follow-up written justification to the COR within 24 hours. 16.2 Response Time Compliance Rate: The contractor shall maintain at a minimum, a 95% compliance rate on adhering to wait times under 15 minutes. A review of response time records will be performed by COR each month to determine compliance with this requirement. 16.3 The contractor shall provide enough vehicles to meet all the VA s requirements for pick-up and drop-off of employees, approved riders and documents, in accordance with the terms, conditions, and schedule of the contract. 16.4 The contractor shall notify the COR, in writing and within 24 hours of any complaints made by passengers with regards to the transport service. The contractor may provide recommendations for improved services along with the passengers complaints for the VA s review. No recommendations shall be construed as being effective until and unless they are provided in writing by the Contracting Officer. 17. Payments and Invoicing 17.1 Payment shall be made thirty (30) days in arrears, upon receipt of a proper invoice. Invoice should be turned in by the 7th working day to ensure prompt payment. All billing invoices shall include the authorized Purchase Order number, the type of transportation, and the number of trips. 17.2 The Contractor shall submit invoices to the COR 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, free of charge. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp. Vendor e-Invoice Set-Up Information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email: [email protected] FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: [email protected] 18. Phase In & Phase Out Requirements Due to the importance of these services FAR Clause 52.237-5, Continuity of Services is included in the contract.