Rehabilitative Driving Services | Request for Information | Indefinite Delivery Requirement

This is a request for information and will be used for market research purposes only. The sources sought notice is used to identify potential vendors that have the resources and capabilities to provide the Rehabilitation Driving Services requested in the following preliminary Statement of Work: Statement of Work (SOW): The Louis A. Johnson VA Medical Center in Clarksburg, West Virginia, is seeking to procure an Indefinite Delivery/Indefinite Quantity (IDIQ) contract for driver rehabilitation services. Definition Driver rehabilitation for the disabled, within the Department of Veterans Affairs is designed to provide professional evaluation and instruction for eligible veterans in the safe, competent utilization of special add on equipment, and mastery of specific skills and techniques to effectively drive a motor vehicle, independently, and in accordance with State Department of Motor Vehicle (DMV) regulations. The following objectives shall be accomplished: The patient will acquire specific knowledge in all areas of the driver training course including didactic theory and practical experience. Psychomotor improvements in handling segments of the driver training task will be noted by comparison of function before and after completion of the training course The patient will maximize independence in all aspects of driving Supporting adaptive equipment will enable patients to mainstream themselves into society. Staff Qualifications It is required that at least one contract driver rehabilitation specialist in the organization be licensed, registered or certified by their professional organization. All specialists must have a minimum of a Baccalaureate Degree in adapted physical education, kinesiotherapy, physical therapy, occupational therapy or a specifically related rehabilitation therapy area. Completion of the National Driver Rehabilitation Specialist Examination is preferred. Components of Driver Training Services Pre-driving Testing Evaluation will be completed on all patients and will be comprised of the following components: Vision evaluation-evaluate visual acuity, field of vision, depth perception, glare recovery and reaction time. Basic perceptual testing Functional muscle testing Range of motion of all extremities Coordination testing Hearing (subjective) Sitting tolerance Activity tolerance and susceptibility to fatigue Spasticity Precautions to be taken for patients without bowel and/or bladder control Upon completion of the Driving Evaluation, the contractor shall report the recommended driver training services to the Contracting Officer’s Representation (COR) at the appropriate facility site for review and/or approval of the recommended driver training services for the referred veteran. Adapted Driver Training Shall include the following activities: Transfer to and from conveyance Stowage and retrieval of wheelchair or ambulatory aid Orientation to vehicles controls Proper body positioning and alignment Mirror references, including blind spot checks and tests Passenger responsibility (for example, seat belts, door locks) Pre-driving checks, including external considerations (for example, lights, tire pressure), and internal (for example, gas supply) Starting and stopping the vehicle Right and left turns, U-turns and 3 point turnabouts Centrifugal forces Backing up Parking, parallel parking Lane changes Emotional stability behind the wheel Hill driving, uphill and downhill parking Passing other vehicles Hazardous driving situation (i.e. inclement weather, brake failure, flat tire, stuck accelerator) Changing traffic flows Pedestrian hazards Freeway entry and exit Night driving Vehicle Needs Assessment: Adapted Equipment Evaluation -evaluate the need for assistive devices, equipment adaptations and vehicle modification. A copy of all evaluations will be provided to the COR for inclusion in their files. Vehicle Inspection -inspect vehicle after modification to ensure that equipment was properly installed and the patient can operate the adaptations. A copy of all evaluations will be provided to the Contracting Officer’s Technical Representative for inclusion in their files. Vehicle Consultation and Selection- assist the patient in the selection of an appropriate vehicle that best suits the needs of the particular patient. Equipment Qualifications Adaptive Equipment for driver rehabilitation training shall include the following: Hand controls (reversible with optional dimmer switch & horn button) Ignition key adapter Dimmer switch on steering column Transfer bar inside (portable) Steering devices (spinner knob, V-grip, tri-pin, and amputee ring) Assorted seat belts Panavision rear view mirrors Parking brake extension Left-foot gas pedal Right-Turn signal adapter Shift lever extension Spinner mount receivers for various assistive devices Driver training sign Slide boards-varied designs Instructor rear view mirror Instructor eye-check mirror Van Modification and Adaptive Equipment. Van modification and adaptive equipment shall include: Power doors and switches in the steering area and right rear fender. A side-mount lift and/or side-ramp system. A dropped floor with leveling and appropriate wheelchair flooring. A raised roof with structural support and insulation (a full-size van must have, in addition, a headliner); A removable 6-way power transfer seat base. An occupant-restraint system with wheelchair tie-down system in the driver’s station. An occupant-restraint system with wheelchair tied down in the passenger area. A variable steering and braking system with backup. An extended-steering column, as applicable. A key extension. An electric emergency brake. A dual back-up battery system. Hand control (reversible) with dimmer switch and horn button. Spinner mount receivers for various assistive devices. Steering devices such as spinner knob, v-grip, tri-pin, and amputee ring. An instructor and/or dual steering system for high-tech driving systems. An instructor and/or dual braking system. A turn signal extension. A gear shift extension. A secondary control system for high-tech driving systems, e.g., touchpad, voice-activated system, etc. An instructor rear-view mirror; and An instructor eye-check mirror Maintenance and Safety. Routine maintenance and weekly safety checks of all adaptive equipment shall be scheduled and documented. Clinical Evaluation for Adaptive Equipment: The following areas of clinical evaluation are defined: Vision. Portable vision devices provide an evaluation of certain vision factors necessary to perform a safe driving task. Equipment must be available to measure the following: visual acuity, color perception, field of vision, depth perception, glare recovery, and night vision. Reaction Time. A device is used to measure reaction time from acceleration to breaking. Cognitive and Perceptional Screening. In screening of basic cognitive and perceptional motor materials, identification and/or verification of a potential problem must be referred to the appropriate professional for a more in-depth evaluation. Neuromotor Assessment. This is a physical assessment of range of motion, strength, sensation, coordination, and endurance. Evaluations Types of Disabilities that are treated in the VA Driver Rehabilitation Program: Paraplegia. Tetraplegia. Brain dysfunction. Hemiplegia. Neurological disorders. Amputation, i.e., upper and lower extremities. Orthopedic problems. Psychiatric disorders. Disabilities associated with aging. Pre-driving Assessment and Evaluation: The Driver Rehabilitation Specialist shall address the following areas as part of the initial assessment and evaluation: Initial Contact - Have initial contact with patient (driver rehabilitation candidate) in an interview atmosphere. VA Form 10-9028, Driver Training Functional Evaluation Record - Prepare patient’s VA Form 10-9028, for each patient’s continual use throughout training period. History - Obtain from patient the history of the patient’s driving record, including any citations, accidents, or suspensions. Medical Clearance - Inform patients of steps to be taken to obtain medical clearance, if such is required by the State medical authority. Pre-driving Testing: Visual acuity, depth-perception, color-vision, peripheral-vision, night acuity, and glare recovery (tests may be administered by use of visual screening tools) Functional muscle testing. Basic perceptual test (e.g., dynamic figure-ground). Range of motion of all extremities, plus neck, if feasible. If lower extremities are non-functional, emphasis on exactness of upper extremity range of motion becomes greater. Coordination testing. Hearing (subjective). Balance (static and dynamic). Activity tolerance and susceptibility to fatigue. Spasticity. Bowel or bladder control. Reaction time, i.e., response time from accelerator to brake. Sensation and proprioception. Functional activities of daily living (ADL). Educational training Verification of Driver’s license On Road Testing: Pre-Driving Skills Knowledge of controls (turn signals, etc.) Basic Driving Skills (low traffic area) Complex Driving Skills (high traffic area) Reaction time in real-world situations Navigation skills Parking skills Overall driving skills Scheduling & Documentation: COR will contact contractor when the consultation for driver rehabilitation training is ordered. Veteran will be scheduled by contractor within seven days of referral. Training will be completed within 14 days of contractor’s initial contact with veteran unless, veteran prefers a later time. Contractor will attempt to schedule the Veteran within 7 days of referral, based on Veteran availability. In some cases, the contractor is required to see the patient at the Clarksburg VAMC. Under some circumstances, the contractor may be required to go to the veteran’s home for the evaluation if the veteran is unable to drive to the Clarksburg VAMC. Contractor will submit a written report using, VA Form 10-9028, within one week of evaluation to: Aimee Ashcraft, Aimee.Ashcraft@va.gov Records Management Language for Contracts. When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records. Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations. This language should not replace specific records management requirements included within Federal information system contracts. RECORDS MANAGEMENT OBLIGATIONS A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: 1. includes [Agency] records. 2. does not include personal materials. 3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. 4. may include deliverables and documentation associated with deliverables. C. Requirements 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. 8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flow down of requirements to subcontractors 1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. 2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. BAA Standardized Language for PWS/SOW: It has been determined that protected health information (PHI) may be used, disclosed, accessed, transmitted, created, stored/maintained, and/or destroyed (providing appropriate proof of destruction in compliance with VA Directive 6371) by the Contractor, and a signed Business Associate Agreement (BAA) will be required. The Contractor will adhere to the requirements set forth within the BAA, referenced in the solicitation, and will comply with all applicable VA/VHA Directives. Once awarded, Contractor and Contracting Officer will collaborate with vhaclaprivacyofficers@va.gov to implement the appropriate BAA. 1. GENERAL This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy 2. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter contract ) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License. b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations. e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies. f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service. g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor. h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations. i. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for demands for production of or inquiries about, VA information and information systems to the VA CO for response. k. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response. l. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service. m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules. n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition. o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA. The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract. p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO. 3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract. a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor. b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted. c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM). d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted. e. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following: (1) Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems. (2) Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason. (3) Contractor believes their own personnel or subcontractor personnel may pose a threat to their company’s working environment or to any company-owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data. (4) Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record. (5) Contractor/subcontractor personnel have their authorization to work in the United States revoked. (6) Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel. f. Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel. g. Contractors/subcontractors who no longer require VA accesses will return VA-issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO. 4. TRAINING. This entire section applies to all acquisitions which include section 3. a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems: (1) VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS #10176) initially and annually thereafter. (2) Sig...