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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 16, 2014 FBO #4467
DOCUMENT

V -- Connecticut Special Mode Transportation Contract - Attachment

Notice Date

2/14/2014
 

Notice Type

Attachment
 

NAICS

485991 — Special Needs Transportation
 

Contracting Office

Department of Veterans Affairs;VAMC Manchester;BST Suite 105;718 Smyth Road;Manchester NH 03104
 

ZIP Code

03104
 

Solicitation Number

VA24113R0567
 

Archive Date

5/15/2014
 

Point of Contact

Richard Coutermarsh
 

E-Mail Address

Contracting Officer Email
(richard.coutermarsh@va.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

Pre-Solicitation Notice VA Connecticut Healthcare System Wheelchair Transportation This is a pre-solicitation Notice. Solicitations are not being requested at this time. 1.GENERAL: The Contractor shall provide Wheelchair Van Services 24 hour, 7days a week service for the VA Connecticut Healthcare System's for beneficiaries of the VA. Contractor shall transport patients to or from any pickup point, to or from any floor, ward, nursing home, patient's home, medical center facility, appointment area office or personal belonging that the transporting patients leaving the healthcare facility has (e.g. walkers, shower chairs, wheelchairs, suitcase, luggage, boxes). Contractor shall use contractor-owned, wheelchairs, liens or any other items required in transporting patient(s) from one place to another. 2.VA MEDICAL FACILITIES Upon request, the following facilities will require transportation for eligible veterans for travel from his/her place of origin to authorized locations. Locations to include but are not limited to the following: VA Medical Center VA Medical Center 950 Campbell Ave 555 Willard Ave West Haven, CT 06516 Newington, CT. 06111 3.SERVICES REQUIRED: 3.1.All Wheel Chair vehicles to be used by the Contractor in the performance of this contract must comply with Section 19a-179 (Attachment 1) of the State of Connecticut's Department of Health Services' OEMS Emergency Medical Services Regulations. 3.2.Vehicles shall be made available for inspection when it is requested by the VA. 3.3.The Contractor will be required to furnish more than one wheel chair van at a time, but no more than ten (10) wheel chair vans at one time simultaneously. 3.4.If the Contractor has been requested to furnish more than ten (10) Wheel Chair Vans to a facility during the same block of time, the Contractor shall be contacted to determine if he/she can or cannot furnish the added vehicle. If the contractor cannot, the VA has the right to use outside contractors to meet the demand. The COTR will record the time of the call, the time service is required, the name of the Contractor's representative and whether or not the Contractor cannot provide the added vehicle. If the Contractor cannot provide the added vehicle, the COTR will record the name of the ambulance service called which did provide the added vehicle. 4.ORDER PROCESS: a. Requests for services will be made in writing, telephone or electronic by the Supervisor, Beneficiary Travel, Travel staff or during evenings, nights and weekends, the administrative staff on duty or his/her designee. b.To the maximum extent possible, trips will be scheduled 24 hours in advance. However, trips of patients being returned from clinic visits or discharges from treatment will probably not be able to be scheduled more than 30 minutes in advance. c.Requests for services will be made by telephone from authorized person designated by the VA. A listing of personnel authorized to arrange Wheel Chair Vans services will be forwarded to the Contractor after award of contract. Updated listings shall be provided to the contractor when required during the term of the contract. d.Wheel Chair drivers shall report to and sign in at designated locations at VA Connecticut as follows: "West Haven Campus-24 hours per day/7 days a week - Travel Office-Building 2, 1st Floor, Room 183. "Newington Campus, Travel Office building 1, first floor room 2C-1108 "After normal business hour, report to Triage - The clerk is located at the Registration/Emergency Service/Triage Desk. e.The driver shall be required to confirm the Veteran and provide in writing the following information upon pick-up and /or deliver of the patient to and from the VA. -Patient's Name -Last Four (4) Digits of the Patient's Social Security Number -Destination of the Patient 5.RESPONSE TIME 5.1.The VA requires transport arrival within 15 minutes of scheduled and 30 minutes for unscheduled calls. 5.2.The VA shall monitor arrival times closely as this is an essential element in the performance of these services. Accordingly, the VA shall bill the Contractor in $15.00 per quarter (1/4) hour increments when late arriving for pick-ups. 5.3.CANCELED CALLS AND NON PICK-UP: a.Contractor will be notified of cancellations. Name of person notified and date/time of notification will be documented. b. Any call dispatched which has arrived at destination and is canceled shall be billed to the VA as a one way trip. Both, the VA and the Contractor will document canceled calls. c.When a non pick-up occurs, the VA must be notified so that proper authorization for billing can be given. VA will be billed for one way only. 6.NUMBER OF PATIENTS: One to four patients will be transported on a trip unless specifically authorized by the VA. When, pursuant to VA's authorization, more than one patient is transported at the same time on a trip, reimbursement will be made only at the rates contained in Supplies or Services and Prices/Costs section for transporting a single patient. Regardless of the number of patients being transported at the same time on a single trip within a 25 mile radius of the designated destination, the Contractor will be reimbursed for the Mileage Rate for only one trip to the farthest distance traveled with any one patient on that particular trip. 7.LICENSING AND PERMITS: It is the responsibility of the contractor to have all the required licensing and permits necessary to perform this contract. Before award will be made, the potential contractor will be required to provide evidence of this. However, VA will not make any independent determination of the sufficiency of these licenses and permits. Potential bidders are advised to immediately contact Connecticut's applicable states to begin the process for gathering all required licenses and permits. All employees shall have appropriate credentials and/or licensure for the State of Connecticut under applicable State Law or Regulation. 8.CONTRACTOR PERSONNEL REQUIREMENTS: 8.1.Prices quoted in Supplies or Services and Prices/Costs section shall include the services of a driver and an attendant on any assignment where a patient is transported in the performance of this contract. 8.2.An authorized official of the VA may, in the best interests of the beneficiary, allow a relative to accompany him/her. The transportation of family members shall be at no expense to the Government. 8.3.Drivers and attendants of vehicles shall have sufficient manpower and equipment to load and unload patients at time of pick-up and arrival at destination. 8.4.All personnel will have required VA privacy and information security training as they will have access to protected health information as part of this contract including office and dispatch staff that has access to VA's information. 8.5.All Wheel Chair personnel must comply with Section 19a-179 (Attachment 1) of the State of Connecticut's Department of Health Service's OEMS emergency Medical Services Regulations. 8.6.Contractor must maintain and make available for inspection, upon request, records of each employee as to the character and physical capabilities of performing the duties. No employee will be allowed to work on the contract until all training and background checks have been completed. Failure to comply will result in non-payment for that trip. 8.7.Contractor shall be required to provide additional personnel to assist with the transportation of "difficult" patients at no additional charge to the VA. Upon initial request for service, the VA will make every reasonable attempt to alert the Contractor when a patient's condition may complicate his/her transport. 8.8.Wheel Chair drivers shall be courteous and considerate to VA patients at all times. 9.CONTRACTOR VEHICLE REQUIREMENTS: 1. All Wheel Chair vehicles to be used by the Contractor in the performance of this contract must comply with Section 19a-179 (Attachment 1) of the State of Connecticut's Department of Health Services' OEMS Emergency Medical Services Regulations. 2. Vehicles shall be made available for inspection when it is requested by the VA. 10.TRIP DOCUMENTION The contractor shall document each transport with an appropriate document that specifies the date, patient name and identification #, time of pick up, destination, time of drop off, mileage, and any notes regarding issues particular to the specific transport, including recording oxygen, cardiac monitoring, and other services provided, (i.e. material items, supplies). VA may computerize the documentation using a program that we will provide. The contractor agrees to abide by any changes in managing the routing that the Chief Business Office in VA Central Office may designate. The contractor shall include a copy of this document with all invoices and also provide the trip documentation form upon request by the VA. These forms will serve as documentation of the transport and will be a source document for reconciliation of the contractor's requests for payment. 11.WAITING TIME: For time lost, waiting at either end or both ends of a trip, due to causes beyond Contractor control, the Contractor will be reimbursed at the rate quoted in the Supplies or Services and Prices/Costs section for quarter (1/4) hour increments in excess of a half (1/2) hour from the time the Contractor reports to the designated area. The first half-hour is free. If pick-up is at other than the VA, the Contractor shall call the Chief, Travel Unit, administrative staff on duty or his/her designee. The West Haven number is (203) 932-5711, ext. 3327 or ext. 4702 regular hours (M-F, 8:00 a.m. - 4: 30 p.m.) and ext. 3131 after hours. Such a call shall be made as soon as it anticipated that a delay may develop for which the Contractor expects to claim reimbursement. 12.RATES: For the purpose of this contract, the contractor will need to price per mile based on an estimated quantity of miles provided in section B.2 (price/cost schedule). Two rates will be asked for: within a 25 miles around the West Haven Campus or the Newington Campus, and over a 25 mile radius of those campuses. The West Haven Campus is at 950 Campbell Ave. West Haven, CT 06516, and Newington is 555 Willard Ave, Newington, CT 06111. 13.ARRIVAL TIME: The VA requires transport arrival within 15 minutes of scheduled and 30 minutes for unscheduled calls. The VA shall monitor arrival times closely as this is an essential element in the performance of these services. CANCELED CALLS AND NON PICK-UP: a.Any call dispatched which has arrived at destination and is canceled shall be billed to the VA as a one way trip. Both, the VA and the Contractor will document canceled calls. b.When a non pick-up occurs, the VA must be notified so that proper authorization for billing can be given. VA will be billed for one way only. SPECIAL CONTRACT REQUIREMENTS: (1)All contractor and subcontractor personnel providing on-site service, services at VA are required to have annual TB tests. The Contractor shall provide certification of the TB testing to the Contracting Officer within 30 days after contract award. (2)The Contractor shall be responsible for the protection of the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: -Worker's Compensation- Income Tax Withholding -Professional Liability Insurance- Social Security Payments PAYMENT AND INVOICES: Invoices shall be submitted to the Austin Finance Center (per section B of this contract) by mail no later than ten (10) calendar days following receipt of the late charge reductions for the month of services and are to include all contract services furnished for the preceding month. The VA will review and reconcile invoices with trip tickets and travel logs. Unauthorized charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized VA personnel, and that are not allowable under the contract. A final determination will be made, within 30-days, after notifying the contractor of charges being suspended. However, if an item or service is required on a trip that is not specifically listed in the pricing section of this contract, the contractor shall not withhold use of that item or service on that particular trip, and the pricing for that item/service will be negotiated afterwards. Invoices shall be paid in arrears on a monthly basis. To constitute a proper invoice, the invoice must include the following information and/or attached documentation: (1)Invoice date (2)Firm's name, address and telephone number (3)Purchase order number/contract number (4)Description, price, quantity, name of patient, and period of services rendered (5)Name, title, telephone number and complete mailing address of responsible official to whom payment is to be sent. (6)All invoices must clearly specify the services performed, i.e., description, location, name of patient, and what action was taken. Toll Charges: a.It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridges, tunnels or road charges. Any such legitimate toll charges incurred will be limited to one way only and shall be listed separately on the contractor's invoice. b.If the contractor's place of business is located beyond the local telephone zone of the VA, the contractor agrees to accept telephone and fax orders for services on a collect basis or to provide toll-free numbers for VA to use. c.All calls will be made directly to the contractor. Calls to subcontractors, if any, shall be the responsibility of the contractor. The VA shall not deal with subcontractors. SERVICE PERFORMANCE SUMMARY: The service requirements are summarized into performance objectives that relate directly by mission essential items. The Performance threshold briefly describes the minimum acceptable levels of service required for each Objective. These thresholds are critical to Contractor's success. Performance ObjectiveSOW ParaPerformance Threshold Delivery and Response Time3Services shall be performed within the specified time 100% of the time. Qualifications and Training of Contractor and his/her personnel. 7, 8, 13, Qualifications and Training to be maintained and current 100% of the time Vehicles and Equipment 10, 11All vehicles and equipment shall be maintained in accordance with applicable licenses, maintenance and requirements mandated by the State of Rhode Island, 100% of the time. Ordering Services, Origin/Destination, Waiting Time and Patient Condition upon arrival.1, 2, 4, 15The process of ordering and transporting patients shall be provided as specified 100% of the time. Invoice Procedures, Inspections, Incident/Accident Reports, Safety Requirements, Infection Controls, Disposal of Hazardous Waste and Contractor Quality Control Plan.27, 29, 31, 32, 33Adherence to invoice and reporting requirements as specified 100% of the time. Customer Satisfaction90% Customer Satisfaction rating or higher based on Individual Customer Evaluations reports and Independent surveys conducted by COTR. Business RelationsXXVBusiness and management problems are resolved timely and efficiently. No more than two (2) unresolved incidents during contract period.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MaVAMC608/MaVAMC608/VA24113R0567/listing.html)
 

Document(s)

Attachment
 

File Name: VA241-13-R-0567 VA241-13-R-0567_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1209255&FileName=VA241-13-R-0567-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1209255&FileName=VA241-13-R-0567-000.docx

 

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

Place of Performance

Address: Department of Veterans Affairs;VAMC Connecticut;950 Campbell Ave;West Haven, CT 06516-2770

Zip Code: 06516-2770
 

Record

SN03289215-W 20140216/140214234056-2c1ee0e3a11cc3a3c951678ba9c7d03b (fbodaily.com)
 

Source

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

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