Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 01, 2015 FBO #4817
DOCUMENT

Q -- DC VAMC Ambulance RFI - Attachment

Notice Date

1/30/2015
 

Notice Type

Attachment
 

NAICS

621910 — Ambulance Services
 

Contracting Office

Department of Veterans Affairs;VAMC;10 N Greene St;Baltimore MD 21201
 

ZIP Code

21201
 

Solicitation Number

VA24515N0057
 

Response Due

2/6/2015
 

Archive Date

2/6/2015
 

Point of Contact

Vanessa Jacobs
 

E-Mail Address

vanessa.jacobs@va.gov
(vanessa.jacobs@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a sources sought for the DC VAMC to determine the availability of potential sources (and their size classification relative to NAICS 621910 (Ambulance Services) having the skills and capabilities necessary to provide services in accordance with the attached SOW. All interested vendors are invited to provide information to contribute to this market survey/sources sought including, commercial market information. This is not a solicitation announcement. No award will be made from this sources sought. Requested information should be submitted by email to vanessa.jacobs@va.gov by 12:00pm EST February 9, 2015. Provide only the requested information below. REQUESTED INFORMATION STATEMENT OF CABABILITY: Submit a brief [ Five (5) pages or less] capability statement explaining your capability to perform ambulance transportation services for the DCVAMC. Include past experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity (maximum number of ambulance vehicles) and your availability to start. Please indicate the distance of your facility from the DCVAMC located at 50 Irving Street NW, Washington, DC 20422. BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at www.sam.gov and/or the VetBiz Registry at www.vetbiz.gov. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in SAM. To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. STATEMENT OF WORK SUPPLIES OR SERVICES AND PRICE/COSTS The Contractor shall furnish ambulance service on as needed basis 24 hours a day, seven days a week to the beneficiaries of the Washington D.C. Veterans Affairs Medical Center (DC VAMC) at 50 Irving Street, N.W., Washington D.C. 20422. The Contractor shall provide all labor, equipment, support, and supervision to provide the transportation described in this solicitation. B.3 PERFORMANCE WORK STATEMENT 1.Purpose - The Washington D.C. Veterans Affairs Medical Center (DC VAMC), 50 Irving Street, NW, Washington D.C. 20422 has a requirement for twenty-four (24) hour, 7 days a week, ambulance service for the beneficiaries of the DC VAMC. 2.General Description - The Contractor shall furnish all vehicles, personnel, management, equipment, supplies, services and facilities to provide Basic Life Support (BLS) unit and Advanced Life Support (ALS) unit ambulance service. The contract will cover a Base Period (one year from date of award) plus four (4) one-year option years. 3.Contract Definitions/Acronyms - (a)Advanced Life Support (ALS) - ALS shall be provided by ambulance vehicles containing at a minimum an on-board Paramedic, cardiac monitoring, Advanced Cardiac Life Support (ACLS) drugs and procedures, advanced airway management and medication monitoring and administration. Ambulances for ALS services shall be staffed in accordance with current District of Columbia/and or state laws and regulations governing the certification and licensure of private ambulances. (b) Administrative Officer of the Day (AOD) - DC VAMC official that works in the admissions area during evenings and nights and monitors hospital activities during other than normal working hours. This person acts as the hospital administrator during off-hours. (c) Base Rate - Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included in Section D - Contract Documents, Exhibits, or Attachments) during all phases of the trip made on behalf of the Government. The attached Service Contract Act wage rate determination will be updated each option year when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips which do not exceed the "Mileage Threshold" as shown in the Schedule of Prices for the medical facility. (d) 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 District of Columbia 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). (e) Beneficiary - Veterans and other members determined to be eligible for benefits by the VAMC. (f) Business Hours/Days - Business hours/days are defined as the time of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays. Federal holidays include New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off Business hours/days are defined as the time of 4:31PM to 7:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies. (g) Contracting Officer (CO) - DC VAMC official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team. (h) Contracting Officer's Technical Representative (COTR) - DC VAMC official responsible for providing contract oversight and technical guidance to the CO. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and are a member of the vehicle inspection team. All administrative functions remain with the CO. (i) Contractor - The term "Contractor" as used herein refers to both the prime Contractor and his/her employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract. (j) Dry Run - A dry run is defined as a request for service by authorized DC VAMC personnel whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the DC VAMC's needs. The Contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor (see Schedule of Prices for more details). (k) Estimated Quantities (l) Gender - For the purpose of equal rights, wherever the masculine gender (e.g. he) is used in this solicitation and the resulting contract, it shall be considered to include both masculine and feminine gender. (m) Joint Commission on Accreditation of Healthcare Organizations (JCAHO) - A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment. (n) Mileage Rate - Mileage rate for ambulance is the rate paid for each mile traveled beyond the specified Mileage Threshold for medical facility. This rate applies to one- way transportation only. In no event shall the Contractor receive this rate for miles traveled within the specified Mileage Threshold. (o) No-Patient Charge - Fee allowed to Contractor for scheduled pick-ups for which due to circumstances beyond the contractor's control (i.e. patient refuses pick-up, patient not home, patient not medically/mentally suitable for transport, etc.). This charge shall only be assessed on actual trips to the patient pick-up point and shall not be assessed on scheduled pick-ups that are cancelled in advance by the DC VAMC and/or the patient (see Schedule of Prices for additional information). (p) Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this contract. (q) Quality Assurance Evaluator(s) - Government personnel responsible for surveillance of Contractor performance. (r) Quality Assurance Surveillance Plan - An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance. (s) Quality Control - Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract. (t) Specialty Care Transport - Patients with aortic balloon pump systems or post cardiac cauterizations. (u) Scheduled Trip(s) - The term "Scheduled Trip" as used in this contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time. (v) Unscheduled Trips(s) - The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given. (w) Vehicle(s) - The term "Vehicle(s)" as used in this contract refers to ambulance transportation provided under the requirements of this contract. (x) Waiting - Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel for the Contractor to wait at designated pick-up and/or delivery points in performing contract services. (y) Waiting Grace Period - The Contract waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for ambulance services shall include a fifteen (15) minute waiting grace period at origin and at destination. B.4 SPECIAL CONTRACT REQUIREMENTS 1. Contractor's Responsibilities and Insurance Requirements: The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or his employees' fault or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance as prescribed by the laws of the District of Columbia and in accordance with VAAR 852.237-7 and VAAR 852.228-71. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the CO. 2. Safety Requirements: In order to protect the lives and health of occupants of the buildings, the Contractor in the performance of this contract shall take such safety precautions as the Contracting Officer, or his designate, may determine to be reasonably necessary. The CO, or his designee, will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or any part of the work and hold the Contractor in default. 3. Disposal of Hazardous Waste: The Contractor shall dispose of all hazardous waste in accordance with established federal and state laws and regulations. 4. Sales of Companies or Name Changes: The Contractor shall notify the CO (90C), in writing immediately upon entering an agreement (either oral or written) to sell or transfer all or part of its stock or other ownership interest to any other party. This Contractor will also contact the CO immediately in writing (at the above referenced address) in the event a company name change will happen with information as to the reasons and/or determinations causing this action. 5. Contractor Employees: (a) The DC VAMC reserves the right to restrict any contractor employee from performing services under this contract who do not meet the required qualifications for the services they are required to perform and who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the DC VAMC and its' veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services in accordance with all terms, conditions, and schedules contained herein. (b) The Contractor shall provide qualified personnel as required by contract specifications to accomplish all services under this contract. (c) Contractor personnel performing services to the DC VAMC shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke in vehicles. 6. Contractor Personnel Qualifications: (a) All Contractor personnel performing contract services shall meet the qualifications as specified in this contract as well as any qualifications required by Federal, State, County and Local Government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services. The DC VAMC requires that all contractor personnel receive a physical, verification of safe driving record and drivers check every 2 years and safety training one time per year. (b)The educational competencies of each crew will be provided. This will include dates of certifications for BLS/ACLS and recertification's for licensure. A copy of the Regional Standing orders that the crew functions under will be provided and will include the training program and dates of completion for these standing orders. These Standing Orders will include Basic, Intermediate and Paramedic pre-hospital protocols. (c) During the contract 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 designated COTR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract. (d) Offeror's proposal shall include evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. (e) Emergency Medical Technician (EMT) and Paramedic Qualifications: EMT's and Paramedic's providing services under this contract shall have the following qualifications in addition to those required by Federal, State, and Local Government: 1. Have completed training in accordance with the standards published by the Department of Health and Human Services (DHHS) with a minimum curriculum of 150 hours or equivalent including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154, Federal Register 39:24304. (1974). 2. Shall submit evidence of equivalent training program successfully completed to the Contracting Officer. 3. Shall be certified, licensed or otherwise officially recognized by the local, state or regional government or public entity where the emergency ambulance service is operated or by which it is governed. 4.Shall attend all refresher continuing education, or advance training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. (f) Registered Nurse (RN): Personnel assigned by the Contractor to perform the services covered by this contract shall be Licensed Registered Nurses in a State, Territory, or Commonwealth of the United States or the District of Columbia. (g) Ambulance Driver: Drivers shall have a valid operator's or chauffeur's license in accordance with Federal, State and Local Government requirements for their place of operation for the services they perform, be capable of administering oxygen and have successfully completed the Standard and Advanced First Aid Course of the American Red Cross or U.S. Bureaus of Mines or equivalent and be capable of providing necessary medical assistance to the attending medical care specialist. 7. Contractor Equipment, Vehicles and Inspection: (a) The DC VAMC will inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (ambulances) before the award and prior to exercising each option year to ensure compliance with Federal Specifications KKKA-1822F (Attachment B). DC VAMC inspections of contractor facilities shall in no way constitute a warranty by the DC VAMC that the contractor's vehicles and equipment are properly maintained. The DC VAMC reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract 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 without additional cost to the DC VAMC. (b) Ambulances shall meet all current applicable Federal Specification No. KKK-A-1822F (see Section D), State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards are required. (c) Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract, and shall contain - 1. An emergency safety kit, 2. Portable oxygen unit(s), 3. Fire suppression equipment 4. Appropriate road emergency warning equipment. 5. Written emergency procedures. 6. Protective clothing required for the protection of contractor employees where patient care is expected, such as - i) gowns, ii) gloves, iii) masks, etc (d) BLS vehicle shall, in conjunction with the above, also provide on-board EMT, perform basic airway management, and provide IV a KVO without additives. (e) ALS vehicle shall, in conjunction with the above, also provide an on-board Paramedic or RN as appropriate, perform cardiac monitoring (ECG), pressure monitoring, suction, ventilator, IABP (are removed from the Paramedic's responsibilities and will be treated under the Specialty Care transport rate when an RN is needed), resuscitation equipment including defibrillator, provide ACLS drugs and procedures, perform advanced airway management and medication monitoring and administration, to include multiple drips such as IV heparin and nitroglycerin. Advanced airway management means the ability to incubate a patient and provide appropriate respiratory care which does not include tracheotomies, cricoidotomies or cricotracheotomies. (f) The Contractor shall provide all necessary equipment for the transport of BLS/ACLS patients. This shall include multiple infusions pumps, tubing and a mechanism to support the device(s). The Contractor shall provide a list of available stock equipment and medications in the ambulance and the drug box in the proposal. (g) Stretchers and lifts shall meet the needs of veterans that weigh in excess of 300 pounds. (h) The Contractor that is providing ambulance services shall provide oxygen when it is requested by authorized medical facility personnel or required by the patient's medical condition. Oxygen required for ambulance services shall be included in the ALS and BLS rates shown in the Schedule of Prices. (i) 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 DC VAMC. The prices quoted in Schedule of Prices shall be inclusive of consumables used in transport. All vehicles used for critical patient care (e.g. ALS, BLS) shall include, but not be limited to, monitors, defibrillator with external pacemaker, intubation equipment, intravenous equipment, medications, patient compartment facilities, oxygen and suction system equipment including portable oxygen suction and accessories. (j) Contractor Equipment, Vehicle, and Inspection Compliance Rate: The Contractor shall maintain at a minimum a 98% compliance rate regarding equipment, vehicles, and inspection during the contract year. Failure of the contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for cause (see FAR Clause 52.212-4(m)). 8. Contractor Notification: (a) The Contractor shall be responsible for providing all vehicles and manpower, necessary to meet all ALS and BLS transport requirements of this contract. In the event the Contractor is unable to perform services within the reasonable time (defined herein as 45 minutes for routine response, and 15 minutes for emergency response), the DC VAMC reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result from. The DC VAMC will be the sole judge in determining when to order services from another source. In no instance shall the Contractor be required to provide more than five (5) ambulances at a time: "5 BLS Units, between 6:00 am - 6:00 pm "1 ALS Unit, between 6:00 am - 6:00 pm "1 ALS Unit, between 6:00 pm - 6:00 am "2 BLS Units, between 6:00 am - 6:00 pm "2 BLS Units, between 6:00 pm - 6:00 am The failure of the contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for cause [see FAR Clause 52.212-4(m)]. (b) Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the ambulance contractor. However, in these extremely rare cases, no charge shall be levied against the Contractor. 9. Escort: The DC VAMC reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the DC VAMC determines that such an escort is in the best interest of the beneficiary. The DC VAMC will also be the sole judge in determining when an escort is required. There shall be no additional charge to the DC VAMC when escorts are authorized to travel with beneficiary. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin. 10. Substitution of Beneficiary: DC VAMC reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract to prevent delays, cancellations, or dry runs. There shall be no additional charge to DC VAMC when such changes occur. 11. Number of Patients: (a) It is understood and agreed that only one patient will be transported on a trip unless specifically authorized by the DC VAMC. When more than one patient is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient; however, when travel beyond the designated boundary limits is involved, the longest distance over which a patient is transported may be claimed when more than one patient is transported in a single ambulance concurrently. This paragraph applies only to Basic Life Support transports. The Contractor shall ensure that the pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government. (b) If contractor proposes discounts based on concurrent trips, those rates shall apply. 12. Rates: a.DAY RATES: shall apply to any trip between the hours of 6:01 am and 6: 00 pm. b.NIGHT RATES: shall apply to any trip between the hours of 6:01 pm and 6:00 am. The time the ambulance departs on a trip for mileage traveled beyond the city limits shall be limited to "one way only" - the distance over which the patient is transported. Such mileage costs shall be paid in addition to the applicable rate per trip for any trip entirely within the city limits. Trips mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide. Link is as follows: http://www.randmcnally.com/ 13. Hours of Performance and Response Times: (a) Hours of Performance: Contractor shall provide all ALS and BLS ground ambulance services for veteran beneficiaries 365 days a year, 24 hours a day. (b) Response Time: The Contractor shall provide and respond to all emergency calls in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board patients, to include the use of sirens and other measures to ensure timely arrival at the designated DC VAMC facility. (c) Response Time Compliance Rate: The Contractor shall maintain at a minimum, an 80% compliance rate on responses to pick-up or deliver quarterly. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for cause (see FAR Clause 52.212-4(m)). (d) If the contractor's place of business is located beyond the local telephone call zone of the DC VAMC (area code 202), the Contractor shall install and provide to the DC VAMC, a toll free number for accepting the DC VAMC calls. It is estimated that 90% of daily contacts regarding questions and/or problems are initially addressed by telephone. Requests for service may also be in writing or oral from an authorized representative of the DC VAMC and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request). (e) Electronic Transmissions: The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the DC VAMC (i.e., patient incidents, requests for service, special correspondence, etc.). Each Contractor shall indicate if there is e-mail availability for their company to complete communications with the DC VAMC (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner) 14. Waiting Time: For time lost in waiting at either end or both ends of a trip due to causes beyond his control and beyond the Waiting Grace Period, the Contractor shall be reimbursed at the rate of one-forth the hourly rate quoted in his offer for each quarter hour or fraction thereof in excess of one-quarter hour from the time he reports to the designated person. If the pickup is other than at the DC VAMC, the Contractor will call the Travel Office or Administrative Officer of the Day (AOD) as soon as he anticipates that a delay may develop for which he expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the pickup point and is not necessary if the Contractor anticipates no delay for which he will claim reimbursement. 15. Authorized Medical Center Personnel: Prior to performance, the CO shall provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized DC VAMC personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. 16. Request for Services: (a) All requests will be placed against pertinent schedule items on a unit price basis and will be verified against invoices and Contractor's request for service log submitted. When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the DC VAMC facility will provide the Contractor with the following type of information: 1. Mode of transportation required; 2. Required date and time of arrival; 3. Name of beneficiary; 4. Pick-up and delivery point; 5. Type and number of additional medical care specialists required; 6. Type of equipment required; 7. Last four of the patient's Social Security Number; 8. Any other special instructions; and 17. Dispatcher: Requests for Transportation services shall be made to the Contractor personnel identified below: Company: ________________________________________ Address: _________________________________________ City/State/Zip: ____________________________________ Contact Person: ___________________________________ Normal Hours Telephone No.: _(____)_________________ After Hours Contact Person: __________________________________ After Hours Services Telephone No.: _(____)_____________________ 18. Patient Rights: (a) The Contractor shall be courteous to DC VAMC beneficiaries and shall not smoke. Patients may bring a reasonable amount of equipment such as folding wheelchair, consumable medical supplies and personal suitcase. (b) The Contractor shall immediately notify the DC VAMC of any incidents involving injury to DC VAMC patients during transport. (c) The Contractor shall notify the COTR in writing within 24 hours of any complaints made by the patients with regards to the ambulance service. The Contractor shall provide recommendations for improved services along with the patient complaints for the DC VAMC's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the CO. (d) The Contractor shall maintain a minimum 98% compliance rate regarding patient rights. Failure of the Contractor to perform in compliance with this contract rating may constitute sufficient cause for termination of the contract for cause (see FAR Clause 52.212-4(m)). 19. Infection Control Procedures: Health Tests: Contractor shall submit proof of the following with their proposal. Tests shall be current within the past year. (a)Tuberculosis Testing - All contractor personnel shall provide documentation of a Purified Protein Derivative (PPD) test performed with the past year. In case of a past positive PPD test, a negative chest radiographic report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually. (b)OSHA Regulation Concerning Occupational Exposure to Blood borne Pathogens - The Contractor shall provide training or a self-study training module to its personnel, provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it, maintain and distribute an exposure determination and control plan to its personnel, maintain required records, and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series. DC VAMC shall notify the Contractor of any significant communicable disease exposures to it employees as appropriate. The Contractor's occupational health provider shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (AJIC 1998; 26:289-354) for disease control. If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow-up documentation of employee's clearance to return to the workplace prior to their return. When ambulance services are required, the Contractor shall use universal precautionary measures for the prevention and control of the spread of infectious agents to all persons. The DC VAMC reserves the right to inspect the vehicle for cleanliness on an as requested basis. The contractor shall provide the usual and regular cleaning schedule of each vehicle upon request. 20. Required Reports and Documents: Contractor's initial proposal shall include the following: (a) Contractor Personnel Roster - In this document, contractor shall identify their employees by - 1. Name 2. Position 3. Title, and 4. Work assignment area (b) Thereafter, any personnel changes shall be submitted to the COTR within two (2) business days after the changes occur during the term of the contract. (c) Certification of Minimum Liability Insurance Coverage - A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities (ref. VAAR 852.237-7 and VAAR 852.228-71). Thereafter, all changes shall be submitted within seven (7) days after changes occur during the term of the contract. (d) Contractor shall provide a "Run Sheet" as part of the patient's permanent record. This Run Sheet shall include a record of the contractor's arrival and departure time at the pick-up location, patient's vital signs, medications used, oxygen use, patient attitudes and any changes in the patient's condition. The list stated here shall not be construed to be as all inclusive and the Contractor shall provide all pertinent information. (e) Contractor shall cooperate with the DC VAMC Quality Assurance Program. 21. Contractor's Quality Control Program (QCP): The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be submitted along with the Contractor's initial proposal. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: (a) An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on both a scheduled or unscheduled basis, how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections. (b) On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. (c) Incorporation of either active or established internal policy or procedures for updating medical service protocols that may affect performance of contract. (d) The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. (e) On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of ambulance, it is critical to develop a backup system. (f) On-site records identifying the character, physical capabilities, certifications and on-going training of each employee performing services under this contract. (g) The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicles two-way radios is essential, i.e., cell phones etc. and or other effective communicating means are essential. (h) A log to account for all requests for service. The log shall indicate the date and time of service call, name of beneficiary requiring services, any required Medicare/Medicaid forms with Doctor's signatures, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. (i) On-site records of any complaints or problems with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract. (j) Contractor shall have internal policies and procedures for addressing drug and alcohol abuse. 22. Customer Service: (a) At no time will the Contractor leave vehicles on DC VAMC premises unless a pick-up or delivery is in process. (b) Contractor employees shall conduct themselves in a businesslike manner at all times while on VA premises. (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) The contractor shall maintain at a minimum a 98% compliance rate regarding customer service. Failure of the contractor to perform in compliance with this contract rating may constitute sufficient cause for termination of the contract for cause (see FAR Clause 52.212-4(m)). 23. Contractor Personnel Security Requirements All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. 1.Position Sensitivity - The position sensitivity has been designated as low risk. 2.Background Investigation - The level of background investigation commensurate with the required level of access is minimum background investigation. 3. Contractor Responsibilities a.The contractor shall bear the expense of obtaining all background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days. b.The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. c.VA Office of Security and Law Enforcement will provide required forms to the contractor. These shall be submitted by the contractor or their employees within 30 days of receipt: Forms may include: (i)Standard Form 85P, Questionnaire for Public Trust Position (ii)Standard Form 85P-S, Supplemental Questionnaire for Selected Positions (iii)FD 258, U.S. Department of Justice Fingerprint Applicant Chart (iv)VA Form 0710, Authority for Release of Information Form (v)Optional Form 306, Declaration for Federal Employment (vi)Optional Form 612, Optional Application for Federal Employment d.The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. e.Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. f.After contract award and prior to contract performance, the contractor shall submit a letter to the Contracting Officer providing the following information: (1)List of names of contractor personnel. (2)Social Security Number of contractor personnel. (3)Home address of contractor personnel or the contractor's address. (4)Billing information for the program office, (5)Name and telephone number of the contracting officer. 4. Government Responsibilities a.The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses. b.Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. c.The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the contractor will reimburse the VA facility within 30 days. d.The VA Office of Security and Law Enforcement will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. e.The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. 24. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA): The DC VAMC (and therefore the Contractor) must comply with all applicable privacy and confidentiality statues and regulations. 25. HIPAA COMPLIANCE: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs. In accordance with HIPPA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with DC VAMC. 26. Evidence of Insurance Coverage Prior to award of a contract, the Contractor shall furnish to the CO, a certificate of insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interests of the Government in such insurance shall not be effective unless 30 days written notice of the cancellation or change is furnished to the CO.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAMHCS512/VAMHCS512/VA24515N0057/listing.html)
 

Document(s)

Attachment
 

File Name: VA245-15-N-0057 VA245-15-N-0057.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1839013&FileName=VA245-15-N-0057-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1839013&FileName=VA245-15-N-0057-000.docx

 

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

Record

SN03629896-W 20150201/150130235224-97b0c8649fbe7815a0bed3869cdeac49 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
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