Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 30, 2015 FBO #5089
DOCUMENT

V -- SPECIAL MODE TRANSPORTATION FOR EMERGENCY AMBULANCE - Attachment

Notice Date

10/28/2015
 

Notice Type

Attachment
 

NAICS

621910 — Ambulance Services
 

Contracting Office

Department of Veterans Affairs;VISN17 Network Contracting Activity;7400 Merton Minter Blvd. (10N17/90C);San Antonio TX 78229
 

ZIP Code

78229
 

Solicitation Number

VA25716Q0100
 

Response Due

11/10/2015
 

Archive Date

12/10/2015
 

Point of Contact

BEN CANALES
 

E-Mail Address

TONIO,
 

Small Business Set-Aside

N/A
 

Description

Solicitation Number: 549-16-1-230-0004 Notice Type: Sources Sought Sources Sought Only. This Sources Sought Notice is not a request for formal proposals or quotes. No formal solicitation document exists at this time. The Department of Veterans Affairs North Texas Health Care Systems (VANTHCS), 4500 S. Lancaster Road, Dallas, Texas 75216 is conducting this Market Survey for qualified firms capable of providing twenty-four (24) hour 7 day a week ambulance service for consisting of basic life support / advanced life support transportation and wheelchair van services for the Dallas/Fort Worth Metroplex area, specifically the Dallas VA Medical Center and the Fort Worth Outpatient Clinic and 4243 Polk Street Annex, Dallas Texas 75216. The service required is a seven (7) month short-term procurement starting on 12-1-2015 thru 6-30-2016. The Service shall include a requirement of for Basic Life Support and Advance Life Support Ambulance Services. The Government is seeking information for market research purposes only. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification (service disabled veteran owned small business) relative to NAICS 621910, size standard $7M. The Government may or may not issue solicitation documents. Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions. Responses to this notice should include company name, Business size ( large or small) identify whether or not firm falls into any of the socioeconomic categories and any pertinent information which demonstrates firms ability to meet the above requirement. Vendors are encouraged to provide a brief capability statement/prior work within the scope of work being requested. This not a solicitation announcement for proposal and no contract will be awarded from this announcement. Responses to this notice must be submitted in writing (email) and received no later than November 10, 2015@ 12:00 P.M CST. All correspondence and responses shall be e-mailed only to: E-MAIL: walter.epps@va.doc Responses must indicate Subject Title: 549-16-1-230-0004, SPECIAL MODE TRANSPORTATION FOR EMERGENCY AMBULANCE PURPOSE: The North Texas Health Care System, Dallas, Texas has requirements for special mode transportation. This includes Basic Life Support, Advanced Life Support Services, and Wheel Chair Van. 1. 1.1 The Contractor shall furnish all vehicles, personnel, management, equipment, supplies, services, and facilities to provide these services on an as needed basis. 2.GENERAL REQUIREMENTS: 2.1.The Contractor shall provide special mode transportation within various counties within the state of Texas for eligible beneficiaries of the Department of Veterans Affairs, North Texas Veterans Health Care System. Special mode for the purposes of this requirement is defined as ambulance and wheelchair vans. The Contractor shall be responsible for providing all vehicles and manpower necessary to meet all, ALS, and BLS transport requirements. 2.2. The Contractor is required to furnish all emergency medical service equipment, supplies, medical devices, parenteral solutions, pharmaceuticals, vehicles, personnel, supervision, and administrative support to meet scheduled special mode transportation requirements for the Dallas VA Medical Center, located at 4500 S. Lancaster, Dallas Texas, 75216, the Fort Worth Outpatient Clinic located at 2201 SE Loop 820, Fort Worth, Texas, 76119, and the Polk Street Facilities located at 4243 South Polk Street, Dallas, Texas, 75224. Services provided under this contract shall strictly adhere to all current laws and regulations applicable to the state of Texas unless supplemented to exceed those requirements as specified herein. In no circumstances will any section or clause of this contract authorize the contractor to provided care and/or equipment below these established guidelines. 3.PLACE OF PERFORMANCE: 3.1 Dallas VA Medical Center located at 4500 S. Lancaster, Dallas Texas, 75216, and various surrounding Counties within the state of Texas. 4.DEFINITIONS/ACRONYMS: 4.1Advanced Life Support (ALS) - shall be provided by ambulance vehicles containing at a minimum of one (1) on-board Emergency Medical Technician-Intermediate certified in advanced airway management, Intravenous (IV) administration, and medication monitoring and administration as required by medical director protocol (Ref: Texas Administrative Code, Title 25, Part 1, Chapter 157). Ambulances for ALS services shall be staffed in accordance with current Texas State laws and regulations governing the certification and licensure of private ambulances. The contractor shall return any external pacemakers and/or halter monitors, if transported with the patient, to the VA. 4.2Administrative Officer of the Day (AOD) - VA 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 hospital administrator during off-hours. 4.3Base 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 under attachments), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations 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." 4.4Basic 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 Texas State laws and regulations governing the certification and licensure of private ambulances. This ambulance at a minimum shall be staffed with two (2) Emergency Medical Technicians (EMT) with basic airway management and automated external defibrillator (AED) capability, as well as pharmaceuticals as required by medical director protocols (Ref: Texas Administrative Code, Title 25, Part 1, Chapter 157). 4.5Beneficiary - Veterans and other members determined to be eligible for benefits by the VA. 4.6Business Hours/Days - Business hours/days are defined as the time of 8:00 AM to 4:30 PM, 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. 4.7Contracting Officer (CO) - VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. 4.8Contracting Officer's Representative (COR) - VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer. 4.9Contractor - The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract. 4.10Critical Care Transport (CCT) Ambulance: Shall be staffed by a licensed Texas State Registered Nurse or Texas State Certified paramedic and Emergency Medical Technician 4.10.1Nurses shall have current Emergency Department and/or Critical Care Unit experience 4.10.2Nurses and Paramedics shall be certified in Critical Care Transport 4.10.3Shall have invertors that allow transport of complex hospital monitoring and/or life support equipment 4.11Dry Run - A dry run is defined as a request for service by authorized medical center personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the medical center'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. 4.12Emergency Service Personnel - pre-hospital medical providers who are trained at the Emergency Medical Technician (EMT)-Basic Life Support level or higher to care for patients at accident scenes and in transport by ambulance to a hospital. Pre-hospital providers are trained and certified at primarily three levels: 4.13Emergency Medical Technicians (EMT)-Basic Life Support (BLS) -an individual who continues the patient care initiated by the first responder to provide the first level of field care based on assessment findings; treats conditions based on the specific symptoms observed or described by the patient. 4.14Emergency Medical Technicians (EMT)-Intermediate Life Support (ILS) -an individual who provides all basic life support measures plus invasive medical procedures such as starting intravenous fluids, or administering certain medications and solutions. The scope of support provided may vary based on differing medical controls and may include some specializations such as Cardiac or Shock Trauma. These individuals supplement paramedic or advanced life support staff. 4.15Emergency Medical Technicians (EMT)-Paramedic - an individual who provides all basic and intermediate life support measures in addition to using invasive medical procedures including intravenous therapy, cardiac defibrillation, administering medications and solutions, and using ventilation devices, as dictated by state law and performed under medical control. 4.16Hazardous Material (HAZMAT) - any substance (solid, liquid, or gas) to which exposure results or may result in adverse effects on the health or safety of persons, property, and/or the environment. 4.17Healthcare Common Procedure Coding System (HCPCS) is a set of health care procedure codes based on the American Medical Association's Current Procedural Terminology (CPT). 4.18Joint Commission (JC) - A national accrediting organization dedicated to improving the care, safety, and treatment of patients in a health care facility and environment. 4.19RESERVED. 4.20Mileage Rate - Mileage rate for ambulance and wheelchair van services is the rate paid for each mile traveled outside the specified Mileage Threshold for each applicable 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. The contractor shall ensure that pick-ups and drop-offs are scheduled and managed so that the total distance will result in the most economical charge to the Government. 4.21Mileage Threshold - Mileage included in the base rate for transport of Veterans. Mileage Threshold will be defined as the first (40) forty miles of a loaded one-way Veteran transport. This rate applies to one-way transportation only. In no event shall the Contractor bill for miles traveled within the specified Mileage Threshold. 4.22No-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 accessed on actual trips to the patient pick-up point, and shall not be accessed on scheduled pick-ups, that are cancelled in advance by the VA and/or the patient. 4.23Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this contract. 4.24Quality Assurance Evaluator(s) - Government personnel responsible for surveillance of Contractor performance. 4.25Quality 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. 4.26Quality Control - Those actions taken by the Contactor to control the production of goods or services so they will meet the requirements of a contract. 4.27Scheduled 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. 4.28Special Mode of Transportation. Special mode of transportation is defined for this requirement as ambulance and wheelchair vans specially designed to transport disabled persons (this does not include a mode of transportation not specifically designed to transport disabled persons, such as a bus, subway, taxi, train, or airplane). A modified, privately-owned vehicle, with special adaptive equipment and/or capable of transporting disabled persons is not a special mode of transportation. 4.29Unscheduled 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. 4.30Vehicle(s) - The term "Vehicle(s)" as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified. 4.31Waiting - 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. 4.32Waiting Grace Period - The waiting grace period is defined as twenty (20) minutes prior to the time waiting charges commence. The base rate for ambulance and wheelchair van services shall include a twenty (20) minute waiting grace period at origin and destination. 4.33References: Texas Health & Safety Code - Chapter 773. Emergency Health Care Act. http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.773.htm Texas Administrative Code - Title 21, Part 1, Chapter 157. Emergency Medical Care. http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tac_view=5&ti=25&pt=1&ch=157&sch=A&rl=Y National Registry of Emergency Medical Technicians - http://nremt.org/ 5.SPECIAL CONSIDERATIONS: 5.1Services are to commence within ten (10) calendar days (or sooner date, as specified by the Contracting Officer) after receipt of official notice of award. 5.2At no time shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. 6.CONTRACTOR PERSONNEL 6.1All 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 (Ref: Texas Administrative Code, Title 25, Part 1, and Chapter 157). 6.2A record of each employee as to qualifications, character, and physical capabilities of performing the duties of their position must be maintained and made available for inspection upon request. Copies of any applicable licenses or certifications must be made available upon request. No less than quarterly, the contractor shall forward to the Contracting Officer a list of Contractor employees listing the employee's name, position(s), and licenses and/or certifications (EMT, Paramedic, etc.) held and shall include their current certification number. 6.2.1During the contract period of performance, if the Contractor proposes to add/or replace personnel, the Contractor shall notify the COR and the CO of the proposed changes and submit the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor add or replace personnel of this contract without written approval from the Contracting Officer. 6.2.2Within seven (7) business days after receipt of award notification and/or upon written request from the Contracting Officer, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. 6.2.3The Government reserves the right to restrict any Contractor employee from performing services under this contract who does not meet the required qualification of the services they perform, violates federal regulations or is identified by the VA as a potential threat to the security, safety, health or operational mission of the Department of Veterans Affairs and their populations or beneficiaries. The restriction of such a person shall not relieve the Contractor from providing all the required services as described herein. The VA reserves the right to investigate contractor personnel as to character and physical capabilities for performing the duties under this contract. 6.2.4The Contractor, its employees, agents or subcontractors shall not be considered VA employees for any purpose. 6.3The company name and the employees/ name must appear on the driver's, EMT, Paramedic, and/or attendants' attire. This can be a legend on a uniform or uniform jacket or by means of a name pin or a combination of both. This identification shall be worn at all times while performing work under this contract. It is the responsibility of the contractor to provide appropriate uniform, jacket, or name pin for personnel. 6.3.1Employee identifications shall be worn in clear view above the waist. 6.3.2All vehicles must be smoke free. Contractor personnel are prohibited and shall refrain from smoking while performing transportation duties and shall not smoke in vehicles while transporting VA patients. 6.3.3At all times during the performance of this contract, Contractor employees shall conduct themselves in a professional manner and be clean and neat in appearance. 6.3.4The Contractor shall provide any and all personal protective clothing required for the protection of his/her employees; i.e. gowns, gloves, masks, etc. The provision of protective clothing will be at no added cost to the VA. 6.4Emergency Medical Technician (EMT) Qualifications: EMT-Basics, EMT-Intermediates, and EMT-Paramedics providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government www.nremt.org: 6.4.1Contractor shall complete training in accordance with the standards published by the Department of Health and Human Services 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 DUBS under FL 93-154, Federal Register 39:24304. (1974). 6.4.2The Contractor shall submit evidence of equivalent training program successfully completed to the COR within seven (7) business days. 6.5The Contractor 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. 6.6The Contractor 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 at no additional cost to the Government. Contractor shall provide documentation of all refresher training seven (7) days after completion. 6.7Registered 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, the Qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility Director or his/her designee. 6.8Emergency Vehicle Operator: Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation. 6.9Wheel Chair and Power Wheel Chair Vehicle Operator: Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation and be trained in CPR in accordance with standards of the American Heart Association or the American Red Cross. 7.AREAS OF COVERAGE: Contractor shall provide coverage in any or all areas of coverage listed and outside of the area catchment or Spinal Cord Injury patients of the greater Texas area as follows: TarrantWiseParkerGraysonDelta BaylorCookeHoodBryanLamar ThrockmortonDentonJohnsonFanninChoctaw ArcherCallahanEllisHuntMcCurtain YoungEastlandRockwallHopkinsRed River ClayStephensKaufmanFranklinCamp JackPalo PintoCollinTitusRains MontagueWoodSmithHendersonVan Zandt 8. CONTRACTOR EQUIPMENT, VEHICLES, AND INSPECTION: VEHICLES 8.1Ambulances shall meet all current applicable Federal, State and local specifications and regulations including licensing, registration, and safety standards. Appropriate licensing by the State of Texas is required (Ref: Texas Administrative Code, Title 25, Part 1, Chapter 157). 8.2 Advanced and Basic Life Support Vehicles - 8.2.1All newly purchased EMS Vehicles (Paramedic, Intermediate and Basic Life Support) used under the terms of this contract will meet the minimum vehicle requirements as mandated by Federal Specification KKK-A-1822E or newer and the Texas State Department of Transportation and as stated in this solicitation. 8.2.2Vehicles used in the performance of this contract must be capable of high quality medical transportation and, of providing basic life support and/or advanced life support measures, as appropriate. 8.2.3All vehicles and equipment shall be maintained to ensure mechanical fitness and cleanliness to provide for adequate infection control. 8.2.4All vehicles shall have sufficient headroom to accommodate patients in the Fowler position and must provide adequate heat and air conditioning for the comfort of the beneficiary. 8.2.5All vehicles shall be equipped with suitable warning lights, siren and markings to operate as an ambulance vehicle in various counties, cities, and towns in the State of Texas. 8.2.6All vehicles must be licensed and/or certified as required by the laws and rules of the State of Texas. Provision of extrication equipment is not required under this contract. 8.2.7As required by the aforementioned Federal Specification, the successful offeror is required to certify to the Government that all vehicles bearing the "Star of Life," its components, and equipment meet or exceed all the requirements and tests set forth in the specification and to provide an authenticated certification and label which certifies a "Star of Life" vehicle. 8.3Wheel Chair and Power Wheel Chair Vehicle Requirements: All vehicles used to provide wheel chair and/or power wheel chair transportation services on this contract shall meet the following requirements: 8.3.1Have functioning mechanisms which ensure that all access doors are capable of being opened from the inside and remain closed and secure during travel. 8.3.2Be equipped with operational air conditioning heating systems. 8.3.3Meet all safety and mechanical standards established by Local, State and Federal statutes and regulations. 8.3.4Be equipped with an operable two-way radio and/or cellular telephone communication system, which afford contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute. 8.3.5Be equipped with wheelchair tie down straps and effective secure devices to secure both wheelchair and wheelchair beneficiaries. 8.3.6The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty lift if the power to the lift fails. Have a backup for all lift capacity. 8.3.7A fixed seat position or a fixed secured floor or sidewall wheelchair lock must be approved for each ambulatory or wheelchair restricted passenger being transported, according to the passenger's needs. 8.3.8Driver shall ensure wheelchair locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven. 8.4Ambulances 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: 8.4.1Oxygen unit(s) for ambulances 8.4.2Oropharyngeal airways 8.4.3Portable and vehicle mounted suction 8.4.4Bag valve mask units, oxygen capable 8.4.5Portable and vehicle mounted oxygen 8.4.6Oxygen delivery devices 8.4.7Dressing and bandaging materials 8.4.8Ridged cervical immobilization devices 8.4.9Spinal immobilization devices 8.4.10Extremity splints 8.4.11Equipment to meet special patient needs 8.4.12Equipment for determining and monitoring patient vital signs, condition, or response to treatment 8.4.13Pharmaceuticals as directed by medical director protocols 8.4.14Portable External cardiac defibrillator appropriate to staffing level 8.4.15Patient transport device capable of being secured to the vehicle 8.4.16Epinephrine auto-injector or similar device capable of treating anaphylaxis 8.4.17Fire suppression equipment 8.4.18An emergency safety kit 8.4.19Appropriate road emergency warning equipment 8.4.20Written emergency procedures 8.4.21Protective clothing required for the protection of contractor employees where patient care is expected, such as gowns, gloves, masks, sharps container, bio-hazard bags, portable battery-powered flashlight, etc. 8.5BLS vehicles shall, in conjunction with the above, also provide two (2) on-board EMT-Basics. 8.6ALS vehicles shall, in conjunction with the above, also provide an (1) on-board EMT-Intermediate and at minimum one (1) EMT-Basic, and the following advanced equipment: 8.6.1Advanced airway equipment 8.6.2IV administration equipment and supplies 8.7Reserved. 8.8All vehicles will have, at a minimum, the following: 8.8.1One (1) five pound Standard ABC fire extinguisher in operating condition with a current inspection tag. 8.8.2Adequate straps, tie downs, latches, etc. to secure stretchers, cots, wheelchairs, etc. to the specific vehicle used in performing work under this contract. 8.8.3Adequate straps to secure beneficiaries safely to any seat, stretcher, cot, and/or collapsible stretcher appropriate to the vehicle used in performing work under this contract. 8.8.4Adequate supply of sanitary and/or disposable sheets, pillow cases and blankets for transport of advanced or basic life support transports (NOTE--LINENS WILL NOT BE EXCHANGED. contractor will be responsible for their own linen.) 8.9Maintenance: 8.9.1Vehicles shall undergo preventive maintenance at intervals recommended by manufacturer and equipment specifications. 8.9.2Contractor shall maintain and make available, upon the request of the Contracting Officer, individual maintenance records for each vehicle used in the performance of this contract. 8.9.3The VA reserves the right to inspect contractor's equipment and vehicles or request documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (ambulances). 8.9.4Inspection and/or observation of vehicles, equipment, and premises may occur at any time prior to or during the performance period of the contract. Visits may be either scheduled or unscheduled. VA inspections of contractor facilities shall in no way constitute a warranty by the VA that the contractor's vehicles and equipment are properly maintained. 8.9.5 If any vehicle and/or equipment are added subsequent to award of a contract, the Contracting Officer shall be notified and an inspection performed prior to use. 8.10The VA 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 VA. 8.11The Contractor shall provide oxygen when it is requested by authorized medical facility personnel or required by the patient's medical condition. 8.12The 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 no circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Schedule shall be inclusive of consumables used in transport. 9. MEDICAL EQUIPMENT: 9.1Each EMS vehicle used in the performance of this contract shall be appropriately equipped with medical equipment as required by Federal, State, and Local laws, rules and regulations. Such equipment includes but is not limited to oxygen (on-board and portable), suction and airway equipment, etc. 9.2In addition to the general medical equipment Advanced Life Support vehicles shall be equipped with advanced life support equipment for critical patient care such as blood pressure and oxygen profusion monitors, cardiac monitor, defibrillators, intubation equipment, IV sets, intravenous setups, medications, etc. and meet all applicable requirements including Federal, State, and Local laws, ordinances, rules, regulations, and approved protocols. In addition the Advanced Life Support vehicles shall have available, at a minimum one pump available for use on Texas transports at any given time. Although it is not necessary for the IV pumps to match those in use by the facilities, the contractor will be required to change out all required tubing, at no additional expense to the government if the tubing is not compatible with the tubing on government owned equipment. At a minimum, two ventilator(s) will be available for those transports scheduled by Dallas VA. 9.3The Contractor shall have available, upon request, at a minimum, one (1) EMS/Ambulance cot specifically rated to hold patient weighing up to 500 pounds. This cot shall be available upon request for use on either Advanced or Basic Life Support transports ordered. 10. COMMUNICATIONS EQUIPMENT 10.1All vehicles shall be equipped with cell phones or similar device to enable direct communication with their dispatch and/or VA medical staff in case of emergency. 10.2During transports at least one staff member on each transport vehicle shall have available to them and in their possession an operational pager, two-way radio or other similar device to allow for appropriate communication between the contractor's dispatcher and the transport vehicle. 11.CONTRACTOR NOTIFICATION: 11.1The 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 or have services performed as required, the Contractor shall immediately notify the VA Travel Section and provide a justification for non-performance. 11.2Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, as in calling 911, emergency transportation services may be procured without referral to the ambulance contractor. With this type of unscheduled case, no charge shall be levied against the contractor. 12.ESCORT: The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized by authorized medical center personnel 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. 13.SUBSTITUTION OF BENEFICIARY: The VA 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 the VA when such changes occur. 14NUMBER OF PATIENTS: The contractor shall transport one veteran beneficiary per trip, under ambulance services, unless specifically authorized by medical facility personnel to transport more than one, and at no time shall the contractor transport more than two patients. 15.HOURS OF PERFORMANCE AND RESPONSE TIMES: 15.1Hours of Performance: Contractor shall provide ambulance services and ground transportation for veteran beneficiaries as requested 24 hours a day, 365/366 days a year. 15.2Response Time: The contractor shall respond to all calls for ambulance transport service by being on-site at the designated point of pick-up within 45 minutes of notification. If the time period for pick-up, stated herein, is physically impossible due to location of veteran beneficiary, the contractor shall contact the VA travel coordinator at 214-857-1350 or 214-857-1336, Monday - Friday, 8 a.m. - 4:30 p.m. and after hours, weekends and federal holidays the Administrative Officer of the Day (AOD) at 214-857-1449 or 214-857-1340, and inform him/her of the anticipated time required for pick-up and delivery of said patient. VA reserves the right to verify standard response times with local reviews (e.g. Run Sheet audits). 15.3Electronic Transmissions: The contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine, phone, and email access to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). 15.4Response Time Compliance Rate: The contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver during the contract year. 16.WAITING TIME: 16.1For scheduled trips, waiting charges shall commence 20 minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up point, whichever is later. 16.2If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 20 minute grace period is anticipated, the Contractor shall notify the travel section. This call is only for the purpose of verifying the Contractor's time of arrival at pick-up and or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges 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. The travel section will document delays on run sheets. 17. AUTHORIZED MEDICAL CENTER PERSONNEL: 17.1Prior to performance, the COR 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 medical center 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. 17.2 Request for services will be made either in writing (e.g. established or advance schedule for dialysis patient) and sent by facsimile or by telephone the VA travel coordinator at 214-857-1350 or 214-857-1336, Monday - Friday, 8 a.m. - 4:30 p.m. and after hours, weekends and federal holidays, the Administrative Officer of the Day (AOD) at 214-857-1449 or 214-857-1340 17.3All requests will be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices. When ordering services the VA medical facility will provide the contractor with the following type of information: 17.3.1Mode of transportation required 17.3.2Required date and time of arrival 17.3.3Name of beneficiary 17.3.4Pick-up and delivery point 17.3.5Last four of the patient's Social Security Number 17.3.6Any other special instructions 18.DISPATCHER: (Contractor shall be required to complete this paragraph as part of proposal and subsequent contract) Requests for Transportation services shall be made to the contractor personnel identified below: Company: _______________________________________________ Address: ________________________________________________ Count/City/State/Zip: ______________________________________ Contact Person: ___________________________________________ Normal Hours Telephone No.: (____) _________________________ After Hours Contact Person: _________________________________ After Hours Services Telephone No.: (____) ____________________ 19.INVOICES: 19.1All invoiced items will be submitted on Form CMS-1500 (Health Insurance Claim Form) and shall be submitted weekly to the VA Financial Services Center (VAFSC), P.O. Box 149971, Austin, TX 78714-8971. A proper invoice will consist of the following items: 19.1Vendor Name, Invoice Number, and Date 19.2Remittance Address 19.3Complete purchase order/contract number assigned by the VA facility 19.4Itemized description of services to include the following: Quantity, Unit of Measure, and Unit Price (to include breakdown showing costs/mileage) 19.5Patient's Name and Last Four of Social Security Number 19.6Trip Date, Pick up location and time, Drop-off location and time 19.7VA official who authorized the trip 19.8Total Dollar Amount of Invoice 19.9Must be typed rather than handwritten 20.SERVICE REQUEST CANCELLATIONS: 20.1Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the Contractor to cancel the order. For orders that are cancelled while the contractor is already in route to the designated pick-up, the contractor shall be entitled to receive 50% of the base rate for the trip, as provided in the Schedule of Supplies or Services and Prices/Costs. This charge shall not include any mileage charge. 20.2Should the Contractor arrive at the destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, e.g., incorrect address, or patient absence, or patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in the Schedule of Supplies or Services and Prices/Costs, and applicable mileage if outside contract Mileage Threshold area of coverage. 21.INFECTION CONTROL PROCEDURES: 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. (Ref: 29 CFR 1910.1030(b)) 22. REQUIRED REPORTS AND DOCUMENTS: 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 attitudes and any changes in the patient's condition from time of pick-up to time of drop-off. The list stated here shall not be construed to be as all inclusive; the contractor shall provide all pertinent information. 23.DISPOSAL OF HAZARDOUS WASTE: The Contractor shall not dispose of any hazardous materials at any location on the medical facility premises except as specified by the COR. 24.NUMBER OF BENEFICIARIES PER TRANSPORT: 24.1It is understood and agreed that only ONE (1) beneficiary will be transported on a trip unless specifically authorized by the VA. The VA will be solely responsible for determining who will be transported, and how many may be transported on each specific trip. When more than one is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient; however, when travel outside the catchment area is involved, the longest distance over which a beneficiary is transported may be claimed when more than one beneficiary is transported in an ambulance concurrently. Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government. 24.1.1In no instance will the contractor be permitted to refuse multiple loads. 24.1.2The VA reserves the right to substitute patients to prevent cancellation or delays in transportation. 24.1.3At no time will the Government require or demand that the Contractor transport multiple loads that are in excess of those allowed under any other federal, state, or local law or ordinance. 25. RECORDS AND PERSONAL EFFECTS: 25.1When applicable the contractor will be required to transport with the beneficiary, medical records, lab specimens, X-Rays and a reasonable amount of personal effects during pick-up and/or delivery. This will be accomplished with the priority being on the safety of the beneficiary and safe completion of the transport. In no instance will the contractor be required, without compensation, to transport these items by separate vehicle (i.e. transport of oversize wheelchair that cannot be safely secured in an ambulance). Should the equipment need to be transferred separately, the contractor shall notify the COR for approval to charge for a second transport due to oversized items. 25.2When transporting patients to or from medical facilities, the driver, acting for the Contractor, shall ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as part of the patients permanent record and documented on the patients Run Sheet. 26.ORDERS 26.1Requests for individual transports may be in writing or by telephone. 26.2Contractor will accept and initiate transports only from authorized personnel of the Department of Veterans Affairs (VA). Upon award of contract, the contractor will be provided with a list of authorized personnel and appropriate contact phone numbers. 26.3Providing transport upon the request from other than authorized personnel may result in non-payment of transport by the Government. 26.4Requests for transport services shall specify the originating point (point of pickup), destination point and the time of pickup and/or the arrival time (time the beneficiary is to arrive at the destination). Only such travel is authorized and any costs incurred for unauthorized travel, top-offs, unauthorized waiting time, etc. will be the responsibility of the Contractor. The Contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized personnel, may be deemed as unauthorized travel for which the Contractor may bear the risk of non-reimbursement. 26.5Authorized Personnel- The following Ambulatory Care Center personnel are authorized to request services outlined in this solicitation and any resulting contract(s): Administrative Officer, Specialty Medicine, Supervisory, Medical Administration Specialist or their appointed designee. Names of authorized VA personnel will be provided to the Contractor in writing. 26.6 If a transport is accepted by the contractor and the maximum order has been reached, acceptance of the transport is agreement that the transport will be made as specified in the contract and at the contract price set forth within the contract. 27.FAILURE TO PROVIDE SERVICE AS ORDERED: 27.1If at any time a transport is canceled by the facility due to the contractor's failure to arrive to pick up the beneficiary in ample time to make the designated appointment, this cancellation shall be considered as a failure to meet the requirement of the contract as it pertains to response time. At no time shall this failure to complete the transport as scheduled result in reimbursement for a "Dry Run." Repeated failures of this nature may result in termination of the contract for cause. 27.2If at any time a transport is ordered and the contractor meets response times, completes a transport, but for reasons beyond the control of the contractor, fails to do so in time for the patient to meet the scheduled appointment time, that transport will be invoiced and paid at one-half (1/2) the contracted rate (base rate, mileage, etc.). The condition claimed to be "beyond the contractor's control" shall be fully documented and submitted with the invoice. 27.3If the Contractor refuses to accept an order or fails to furnish service within the specified time frames set forth in the solicitation and any resulting contract that shall be considered as a failure to meet the requirement of the contract. 28.OXYGEN 28.1Oxygen will be provided as required by doctor's orders or as becomes necessary during transport on any Basic or Advanced Life Support transport at no additional cost to the government. 29.PROVISION OF SUPPLIES OR SERVICES NOT SPECIFICALLY AUTHORIZED 29.1The Contractor shall not provide unauthorized supplies or services to any beneficiary of the VA. 29.2In the event the beneficiary's condition warrants the use of on-board supplies or medications, every attempt will be made to contact the VA for appropriate guidance. 29.3Invoices submitted by the Contractor for services furnished in accordance with the terms and conditions of any resulting contract(s) or transports placed under any resulting contract(s) shall be in full, and the beneficiary nor any person, party, estate, etc. will be required to bear the burden of additional payment, surcharges, tips, or other gratuity. Any attempt by the Contractor to assess such charges will be in direct violation of this solicitation and any resulting contract(s) and may be reason and/or cause for Termination for Cause. 30.LINEN 30.1The Contractor will be required to furnish, at no additional cost to the Government, at his/her expense, any disposable sheets, pillows, and pillow cases necessary for litters, cots, and/or stretchers used in transporting patients to and/or from point of pick up and point of destination. 30.2Linens will not be exchanged with the contractor. 31.EVIDENCE OF INSURANCE/WORKER'S COMPENSATION COVERAGE 31.1Written proof of Insurance coverage as required and outlined in this solicitation is required prior to award of any contract. Coverage must be maintained continually through the life of the contract. 31.2Within 10 days of Notification of Acceptance and Pending Award of Contract, the Contractor shall furnish to the Contracting Officer 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 a 30 day advance written notice of cancellation or change is furnished to the Contracting Officer. 31.3Within 10 days of Notification of Acceptance and Pending Award of Contract, and prior to award of a contract, the Contractor shall furnish to the Contracting Officer a copy of the Contractor current and valid Worker's Compensation certificate. 32.CONTRACTOR'S QUALITY CONTROL PROGRAM (QCP): 32.1The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. An original and one (1) copy of this QCP shall be forwarded to the CO along with the requested initial proposal. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: 32.2An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, or the title of the individual(s) who will perform the inspections. The Government reserves the right to request copies of any and/or each inspection and if requested, the contractor shall provide on-site records of all inspections conducted by the Contractor noting necessary corrective action taken. 32.3Incorporation of either active or established internal policy or procedures for updating medical service protocols that may affect performance of contract. 32.4The 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. 32.5On-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. 32.6On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. 32.7The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios. 32.8A 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 pick-up 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. 32.9On-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. 33.QUALITY ASSURANCE/IMPROVEMENT PROGRAM 33.1The Contractor will have an on-going quality assurance and/or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. 33.2Contractor must achieve and sustain the level of performance outlined in the contract. Monitoring of contractor performance will be achieved by verification of documentation, visual inspections, investigation of complaints, etc. 33.3The contractor shall maintain a 95% customer satisfaction rate per 100 trips to be considered providing acceptable performance. Acceptable performance is considered as having no more than five (5) valid complaints per 100 trips. Validity of complaint is to be determined by the Contracting Officer. Valid complaints in excess of 5% per quarter may be grounds for termination. 34.QUALITY ASSURANCE: 34.1The Contracting Officer's Representative (COR) is identified as the designated representative of the service has an approved Delegation of Authority letter for the specific contract. 34.2The COR shall use the following surveillance methods listed to monitor contractor performance: 34.2.1100% Inspection: The COR shall conduct an inspection on those items identified in the services summary. 34.2.2Validated Customer Complaint. COR shall evaluate and adjudicate all customer complaints about contractor performance. 34.2.3Periodic Inspection: The COR review and inspect documents and reports submitted by the contractor according to the frequency identified in the Services Summary. 34.3Identification of non-compliance items: 34.3.1The COR shall be responsible for researching and validating each performance objective identified as being non-compliant upon receipt of invoice. 34.3.2The COR shall complete a Contract Discrepancy Report when weekly report reveals non-compliance 34.3.3Contracting Officer shall be notified through a written Contract Discrepancy Report (CDR) within one business day to forward identified discrepancies to the contractor. 34.4If objective is not met due to the fault of the VA, the contractor shall not be assessed the disincentive identified in the Services Summary. Performance RequirementFrequencyAcceptable Quality LevelSOW ReferenceMethod of SurveillanceIncentiveDisincentive Number of Employees in Compliance with Licensing and Competency and Joint Commission Requirements / Total Number of EmployeesAnnually100%6.2100% InspectionPositive Past Performance Rating and Exercise of OptionNegative Past Performance Reported The contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver during the contract year. Annually95%15.4Periodic InspectionPositive Past Performance Rating and Exercise of OptionNegative Past Performance Reported Performance RequirementFrequencyAcceptable Quality LevelSOW ReferenceMethod of SurveillanceIncentiveDisincentive The Contractor shall notify the travel section if waiting is beyond the anticipated required 20 minute grace period.Daily100%16.2100% InspectionPositive Past Performance Rating and Exercise of OptionNon-payment for those trips adjudicated Bills for service will be submitted to the appropriate office weekly. Weekly100%19Periodic InspectionPositive Past Performance Rating and Exercise of OptionNegative Past Performance Reported Maintain a record of all patient complaints, including problem resolution, and all Performance Improvement activities, in a retrievable file / The total number of Veteran requiring special mode transportation.Annually95%32.3Validated Customer ComplaintsPositive Past Performance Rating and Exercise of OptionNegative Past Performance Reported
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VASTHCS/VASTHCS/VA25716Q0100/listing.html)
 

Document(s)

Attachment
 

File Name: VA257-16-Q-0100 VA257-16-Q-0100.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2392808&FileName=VA257-16-Q-0100-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2392808&FileName=VA257-16-Q-0100-000.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: 4500 S. LANCASTER RD;DALLAS TEXAS

Zip Code: 75216
 

Record

SN03931846-W 20151030/151028234035-1694abb0a374202f57f2b601484fe789 (fbodaily.com)
 

Source

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

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |