Loren Data's SAM Daily™

FBO DAILY ISSUE OF MAY 10, 2012 FBO #3820
DOCUMENT

V -- Ambulance Services - Attachment

Notice Date

5/8/2012
 

Notice Type

Attachment
 

NAICS

621910 — Ambulance Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

VA24912I0495
 

Response Due

5/18/2012
 

Archive Date

6/17/2012
 

Point of Contact

Joe G Little
 

E-Mail Address

5-3356<br
 

Small Business Set-Aside

N/A
 

Description

D - Sources Sought. **THIS IS NOT AN OFFER** The VAMC, Lexington, KY site has a requirement for Ambulance Services to be provided ON SITE at VAMC, Lexington, KY. A draft of the Statement of Work is attached. If you have the capabilities to provide these services, please complete the attached capabilities questionnaire and the attached business declaration form. The NAICS code is 485991, and the size standard is $7.0 million. Submission date to Contracting Officer by email at joe.little@va.gov is required by 5/18/2012. NO phone calls will be accepted. This is not a request for proposal, nor an offer. DRAFT STATEMENT OF WORK 1.Furnish 24-hour ambulance transportation service for the beneficiaries of the VA Medical Center, Leestown Road and Cooper Drive Divisions, Lexington, Kentucky. This will involve trips to and from any location within the Primary Service Area (PSA) of the Lexington VA Medical Center and beyond, as appropriate. Trips are generally confined to within the PSA; however, they may encompass travel to points as far away as Richmond, Virginia, or beyond, if necessary. 2.NUMBER OF PATIENTS: It is understood and agreed that only ONE patient will be transported on a trip unless specifically authorized or requested by the VA. When, pursuant to Department of Veterans Affairs authorization, more than one patient is transported concurrently on a trip, reimbursement shall be made only at the rates contained in the schedule of costs for transporting a single patient. Regardless of the number of patients transported concurrently on a single trip within Fayette County limits, the Contractor shall be reimbursed for only the Base Rate (Item 1) for one trip. Regardless of the number of patients transported concurrently on a single trip beyond Fayette County limits, the Contractor shall be reimbursed for the Mileage Rate (Item 2) for only one trip to the longest distance traveled with any one patient on that particular trip. 3.WAITING TIME: For time lost in waiting at either or both ends of a trip due to causes beyond the Contractor's control, the Contractor will be reimbursed per quarter hour as quoted in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour for the time reported to the designated VA personnel. If the pick-up point is other than the VA Medical Center; the Contractor will call the Travel Clerk first, (859) 281-4951 or Supervisor, Patient Support Unit (859) 233-4511 extension 4373 during administrative hours (8:00AM through 4:30PM, Monday through Friday) or the Administrative Officer of the Day (AOD) at (859) 281-4950 on duty during non-administrative hours (during evenings, nights, weekends, and holidays) as soon as it is anticipated that a delay may develop for which the Contractor expects to claim reimbursement. This call is only for the purpose of verifying the arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay for which reimbursement 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. 4.COMPLETED TRIP: When ambulance service under the terms of this contract involves pick-up of a patient who is to be brought to this medical center or to another hospital and/or clinic for hospitalization or treatment, the trip will be considered complete when the patient is delivered by ambulance personnel to the admitting/evaluation unit, a specified ward or unit, or to the location specified at the time the trip is requested. 5.NON-PICKUP OF PATIENT: When ambulance service involves a trip to or from this medical center, patient's residence or patient refusal, but due to unforeseen circumstances the patient is not available for pick-up, the Contractor will collect for the trip at the rates applicable under the schedule portion of this contract. The VA reserves the right to substitute patients in these instances to prevent the "no-load" situation. 6.NON-ARRIVAL OF PATIENT: When ambulance service involves the pick-up of a patient scheduled to arrive by air and the ambulance driver finds such patient does not arrive as scheduled, the ambulance driver will contact the Travel Clerk, Supervisor, Patient Support Unit, or the AOD and inquire as to the status of the arrival. If appropriate, waiting time may be authorized for time lost in waiting in accordance with the rate applicable under the schedule of costs of this contract. If Contractor reported as scheduled and no patient is transported, Contractor will be reimbursed at the rates applicable under the schedule of costs of this contract. 7.RATES: Rates will apply twenty-four hours per day seven days a week. Payment for mileage traveled beyond the county limits will be limited to "One Way Only" for the distance over which the patient is transported. Such mileage costs will be paid in addition to the applicable rate per trip for any trip entirely within the county limits. Trip mileage shall be determined by the latest edition of the Yahoo.Com Maps. The Contractor shall receive the base rate quoted in the schedule for all one-way trips ordered. The base rate shall constitute full compensation for one-way trips which do not exceed the mileage threshold as defined herein. The Contractor shall also receive reimbursement of mileage charges for any mileage less than the mileage threshold. The odometer reading at the time of the county line is crossed shall be provided and the odometer reading at the arrival of destination. 8.PAYMENT: Upon receipt of itemized statement payment will be processed. If itemized statement is not received a 5% penalty will be accessed based on the total monthly bill. Itemized statement includes date, patient's name, social security number, from and to mileage, ALS or BLS, oxygen, charges are to be broken down for each run, total charge each run, and total charge per month. 9.TOLL CHARGES: a.It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel, or road toll charges. Any such legitimate toll charges incurred shall be limited to one way only and shall be listed separately on the Contractor's invoice. b.If Contractor's place of business is located beyond the local telephone call zone of this medical center, Contractor agrees to provide a toll-free telephone number or will accept telephone orders for service on a collect basis. 10. ORDERS FOR SERVICES: a.Personnel authorized by the Contracting Officer shall make requests for service by telephone. Confirmation of each telephone authorization shall be faxed as soon as possible following the call for service. Request for services will be made to the telephone number specified by the Contractor or to one back-up number in the event of no answer at the primary number specified. All contacts from the Contractor will be with the Travel Clerk at (859) 281-4951, Supervisor, Patient Support Unit (859) 233-4511 extension 4373 or the Administrative Officer of the Day (AOD) at (859) 281-4950 during non administrative hours. b.A list of authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of the Contracting Officer and the COTR. The Contractor shall be notified of such changes as they occur. c.If the VA is unable to establish telephone contact with the Contractor for Basic Life Support (BLS) service within one (1) minute or if the Contractor fails to furnish BLS ambulance service within a reasonable time, 45 minutes after receiving a request or within 45 minutes of the scheduled pick-up time, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess costs which may result there from. The VA will be the sole judge in determining when to order service from another source. In no instance will the Contractor be required to furnish more than six (6) ambulances at one time. To include the following: 1.Basic Life Support (BLS) - BLS is defined as services required for non-critical patient care in which patient requires an ambulance, staffed in accordance with current Kentucky State laws and regulations governing the certification and licensure of private ambulances. This ambulance at a minimum will be staffed with a vehicle operator and an Emergency Medical Technician (EMT), and with basic airway management and IV's at KVO without additives. BLS services shall be staffed and supplied in accordance with current Kentucky State laws and regulations. d.Advanced Life Support (ALS) will be furnished for only life-threatening transport. If the VA is unable to establish telephone contact with the Contractor for life threatening Advanced Life Support (ALS) service within one (1) minute at the numbers specified, or Contractor fails to furnish an ALS ambulance within fifteen (15) minutes after receiving a request, the VA reserves the right to obtain service from another source and to charge the Contractor with any excess costs which may result. If, within five (5) minutes after receiving a request for ALS service, the Contractor determines they are unable to provide this service within fifteen (15) minutes, the Contractor will contact the Lexington Fire Department at 911 to respond to the call, providing them with the location and the need for an ALS unit. The Contractor will inform VA of their inability to meet the contractual needs and confirm they have contacted the Lexington Fire Department to provide this service. To include the following: 1. Advanced Life Support (ALS) - ALS shall be provided by ambulance or air ambulance vehicles containing at a minimum and on-board Paramedic, cardiac monitoring, Advanced Cardiac Life Support (ACLS), drugs, (drips required to maintain hemodynamic stability), procedures, advanced airway management and medication monitoring and administration. Ambulances for ALS services shall be staffed in accordance with current Kentucky State laws and regulations governing the certification and licensure of private ambulances. e.The Contractor will furnish qualified Advanced Cardiac Life Support (ACLS) personnel who are competent to perform ACLS protocols. f.All ALS ambulance transfers will be staffed by at least one (1) currently licensed paramedic (EMT-P). 11.RESPONSE TIME: The Contractor shall maintain at a minimum, a 95% compliance rate on response to pick-up or deliver during the contract year. If the Contractor fails to provide service within the time frames specified herein, the Government reserves the option of either obtaining service from an alternate source and charging the Contractor with any excess costs there from (see 9c and 9d above), or assessing a fee for each late pick-up. Compensation will be obtained by deducting the applicable amount from Contractor's invoice as specified below: Minutes LateDeduction 15 to 3025% of trip value* 31 to 4550% of trip value* 46 to 6075% of trip value* 61 or moreTrip shall be at no cost to VA *Trip value is the total of the basic trip plus any additional mileage, if applicable, for the scheduled trip. Contractor shall provide a monthly report to the Travel Clerk which identifies each request for service by patient name, time of receipt of call, whether BLS or ALS unit requested, time of arrival, and time elapsed from receipt of call and time of arrival. Other pertinent information as necessary may be included. This report, in conjunction with VA records, shall be used for calculation of late fees to be deducted from Contractor's invoice, if applicable. 12.REPORTING REQUIREMENTS: For all scheduled appointments for patients entrance to the building will be in the Tower entrance (old patient entrance). Direct admissions will enter through the emergency entrance. Ambulance personnel will stop at the Emergency Department desk to let the clerk and nurse the patient has arrived and to get any additional instructions. Emergent patients will enter the emergency entrance and need to have a "warm hand-off" to VA clinicians or designees. 13.FAYETTE COUNTY LIMITS: Fayette County limits, for the purpose of this contract, are defined as follows: "That area that falls within Fayette County, Kentucky, as indicated on the official maps of the Commonwealth of Kentucky." 14.GOVERNMENT OWNED EQUIPMENT OR SUPPLIES: Any and all government equipment, linens, etc., taken with patients must be returned. The Contractor shall furnish all linens, blankets, and supplies. The VA Medical Center will not participate in a linen exchange program or any supply exchange program. The Contractor shall not be permitted to borrow medical equipment from the Medical facilities. The Contractor shall provide all medications required while in transport, sheets, and blankets and other equipment and supplies required for use while in transport, for direct patient care. Contractor shall at no time and under any circumstances exchange supplies, equipment, and/or medications with the VA. 15.RECORDS: At the option of the Government, the Contractor may be required to transport records with patients from station to station. 16.INCIDENT REPORT: Should an incident and/or accident occur involving the welfare of a beneficiary, the Contractor shall immediately notify the Travel Clerk, Supervisor, Patient Support Unit, or the Administrative Officer (AOD) during evenings, nights, weekends, and holidays. This notification will be made by telephone within one (1) hour. A written report of the incident shall be filed with the Travel Clerk or the Contracting Officer's Technical Representative by the close of business the next business day. 17.JOINT COMMISSION STANDARDS: Where the solicitation does not require Joint Commission accreditation or other regulatory body requirements, the Contractor must perform the required work in accordance with the Joint Commission standards. A copy of these standards may be obtained from the Joint Commission, One Renaissance Blvd., Oakbrook Terrace, IL 60181. 18.VEHICLES: Ambulance used under this contract shall be licensed and shall meet the minimum vehicle requirements as mandated by the Kentucky Department of Transportation and the Fayette Urban County Government. 19.AMBULANCE MEDICAL EQUIPMENT: a.Each emergency medical care vehicle will have patient compartment facilities, oxygen and suction systems and equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the State of Kentucky. b.Each advanced life support (ALS) vehicle will have certified paramedics, patient compartment facilities, oxygen, heart monitor, suction systems, and intravenous IV equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the State of Kentucky. 20.PATIENT RIGHTS: The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients. Patients may bring a reasonable amount of belongings such as a personal suitcase. 21.MISCELLANEOUS: a.At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Once a patient has been removed from vehicle and properly secured with Emergency personnel, the running vehicle will be removed from the Emergency Department exit door to prevent environmental hazards due to exhaust fumes. b.Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises and while transporting patients. c.When transporting patients to or from Medical facilities, the driver, acting for the Contractor will ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required. d.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, patient's emotional attitude, and any changes in the patient's condition. The list stated here shall not be construed to be as all-inclusive; the Contractor shall provide all pertinent information. 22.CONFIDENTIALITY: Protects printed and sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws. Protects the data from unauthorized release or from loss and alterations. **END OF STATEMENT** CAPABILITIES QUESTIONNAIRE 1.Have you performed this service or a similar service in the last 3 years on contracts valued at $2.5 to $5.0 million? 2.What is your average response time for emergent and non-emergent transportations? 3.What are your capabilities for BLS, ALS, and Bariatric transports? 4.How many trucks of each would be available to us at any given time? 5.How much notice to you require for out of state transports? 6.If you answered "yes" to question 5., please provide 2 or more references whether from the Government or private industry, hospitals, etc. regarding your successful performance. **INSTRUCTIONS TO INTERESTED SOURCES** -PHONE CALLS WILL NOT BE ACCEPTED! Please submit only that information requested within this notice. Complete the questionnaire and attached Business Declaration and submit electronically (via e-mail) to: Joe.little@va.gov The VA will not consider information submitted after May 18, 2012.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24912I0495/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-12-I-0495 VA249-12-I-0495.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=336116&FileName=VA249-12-I-0495-003.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=336116&FileName=VA249-12-I-0495-003.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02742460-W 20120510/120508235640-6933a53b4aa51d50ca222cbdf6d9748f (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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