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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 12, 2019 FBO #6259
SOLICITATION NOTICE

V -- BUFFALO/BATAVIA NY VAMC - AMBULETTE SERVICES

Notice Date
12/10/2018
 
Notice Type
Synopsis
 
NAICS
485991 — Special Needs Transportation
 
Contracting Office
Department of Veterans Affairs;Network Contracting Office (NCO) 2;2875 Union Road;Suite 3500;Cheektowaga NY 14227
 
ZIP Code
14227
 
Solicitation Number
36C24219Q0147
 
Point of Contact
(716)834-9200 x5054
 
Small Business Set-Aside
N/A
 
Description
Pre-Solicitation Notice The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (NCO 2), Cheektowaga, New York intends to solicit quotes from contractors to provide Ambulette Transport Services for eligible Veteran beneficiaries at Buffalo and Batavia VAMCs and associated CBOCs, New York under a Requirements Contract. The VA anticipates issuing an RFQ solicitation for this requirement on or about December 17, 2018, to be posted to www.FBO.gov. This procurement will be solicited in accordance with FAR Part 12 Commercial Items and FAR Part 13.5 Simplified Acquisition Procedures. Interested contractors will be responsible for downloading copies of the solicitation (and any subsequent amendments) from that website, and no hard copies will be made available. The solicitation will provide instructions to contractors about the quote submission process. Prospective Offerors are encouraged to register their interest in the solicitation on the FBO website (https://www.fbo.gov) so that they are notified of the issuance of the solicitation and any amendments. Perspective offerors must be registered in System for Award Management (SAM) prior to receipt of quotes. Contractors may obtain SAM information at https://www.sam.gov. NAICS Code is 485991 (Special Needs Transportation) with a Small Business Size Standard of $15M. The classification code is V212. The solicitation will be issued a small business set-aside. All responsible small businesses under the identified NAICS may submit quotes to be considered by the Agency. Questions concerning this announcement should be directed to the Contract Specialist using the email link provided. Telephone requests for information or questions will NOT be accepted. Please email requests or questions to Joseph Cellino at the following e-mail address: Joseph.Cellino@va.gov and ensure that the subject line includes: RFQ no. 36C24219Q0147. Contracting Office Address: Department of Veterans Affairs, Network Contracting Office (NCO2), 2875 Union Road, Suite 3500, Cheektowaga, NY 14227. Draft PWS PERFORMANCE WORK STATEMENT I. PURPOSE. The Department of Veterans Affairs (VA) has a requirement to provide Ambulette transportation services as prescribed by policies and procedures at Government expense to VA Veteran beneficiaries. The mode of travel is based on what is most economical and consistent with the patient's needs. The contractor shall provide standard wheelchair, bariatric wheelchair and stretcher van transportation with and without 2-man assist for eligible Veterans when in-house VA transportation resources are unavailable. The VA seeks to establish a Requirements Contract with a commercial provider of ambulette services in accordance with the Simplified Procedures for Certain Commercial Items at FAR Subpart 13.5 and Acquisition of Commercial Items at FAR Part 12. II. BACKGROUND. The Department of Veterans Affairs has a requirement for an ambulette service provider to augment the transportation staffed by VA drivers. The contractors shall respond to scheduled and on-demand requests for ambulette services within the stated service area. The contractor must be available and respond to requests for service 24 hours per day, 365 days per year; however the majority of requests are expected to be for services between the hours of 8:00am and 5:00pm EST. The period of performance shall be a one-year base period with four subsequent one-year option periods. The anticipated period of performance is: Base: 02/01/2019 through 01/31/2020 Option 1: 02/01/2020 through 01/31/2021 Option 2: 02/01/2021 through 01/31/2022 Option 3: 02/01/2022 through 01/31/2023 Option 4: 02/01/2023 through 01/31/2024 III. DEFINITIONS. Travel Unit Beneficiary Travel Clerks or the Travel Supervisor at the applicable VA facility AOD Administrative Officer of the Day; VA employee who acts as the administrator after 4:30pm Monday through Friday, on weekends and holidays. IV. SERVICE AREA. The primary performance area for coverage will include Two separate VA Medical facilities (VAMC) and seven separate Community Based Outpatient Clinics (CBOC) which will require transportation of VA beneficiaries. The medical centers are identified as the Buffalo and Batavia campuses belonging to the VA Western New York Healthcare System located at: Buffalo VA Medical Center 3495 Bailey Ave Buffalo, NY 14215 716-862-8761 (M-F 0800-1600) 716-862-3232 (M-F 1600-0800, Weekends, Holidays) Batavia VA Medical Center 222 Richmond Ave Batavia, NY 14020 585-297-1053 716-862-3232 (M-F 1600-0800, Weekends, Holidays) The seven community based outpatient clinics (CBOCs) are listed as follows: Dunkirk, Jamestown, Lackawanna, Lockport, Niagara Falls, Olean and Springville located at: Dunkirk Community Based Outpatient Clinic 166 East 4th Street Dunkirk, NY 14048 716-203-6474 Jamestown Community Based Outpatient Clinic 608 West 3rd Street Jamestown, NY 14701 716-338-1511 Lackawanna Community Based Outpatient Clinic 1234 Abbott Road Lackawanna, NY 14218 716-821-7815 Lockport Community Based Outpatient Clinic 5883 Snyder Drive Lockport, NY 14094 716-438-3890 Niagara Falls Community Based Outpatient Clinic 2201 Pine Avenue Niagara Falls, NY 14301-2300 716-862-8580 Olean Community Based Outpatient Clinic 465 North Union Street Olean, NY 14760-2658 716-373-7709 Springville Community Based Outpatient Clinic 15 Commerce Drive Springville, NY 14141 716-592-2409 V. SCOPE. The existing government transportation personnel and resources will continue to be used to transport patients to the maximum extent possible. Patient transport will be performed by the contractor when government resources are unavailable and other modes of travel (i.e. public transportation, taxi etc.) are ruled out. The VA retains full authority and control over the decisions effecting the operations of VA travel affairs and supervisory/management status over VA personnel. The contractor shall not maintain any control or make any changes to VA personnel policies and matters. The contractor shall provide any personnel required to perform in accordance with the contract. Such contract workers shall not be employees of the VA. The contractor and any subcontractors under the supervision of the contractor shall perform the entire contract services required hereunder. All personnel engaged in the performance of this transportation contract shall be fully qualified to perform such contract services. The contractor shall assign key personnel (such as safety manager, operations officer, dispatcher), with requisite experience to the contact. The Contractor shall identify an account manager. The account manager will be the Department s point of contact through which the parties will communicate and resolve all contract accounts receivable, billing and invoicing. If the contractor terminates the employment of any key personnel or if the VA requests their removal from participation in the contract, the contractor shall reassign personnel to the position within seven days of such action. The VA shall have the right to approve new key personnel, which shall not be unreasonably withheld. All contracted employees are subject to Federal HIPPA and VA information security regulations. VII. PERFORMANCE REQUIREMENTS The transportation service will be conducted primarily in the western NY area, to a lesser degree in the Batavia NY area, and with occasional transports throughout VISN 2, which could include trips to rural/remote areas of the region (example: Trips to Jamestown, or Syracuse VAMC, etc.). The transportation cost is from point of pick up to drop off location. Door to door service is required. The contractor must be capable of transporting all veterans regardless of size or weight. The mobility devices continue to be upgraded and improved (increase weight and size) to meet the needs of the Veteran population. The contractor will need to remain abreast of these changes and have vehicles and staff to meet the transportation needs. The contractor must also be able to transport Veteran s with oxygen tanks/holders. The Medical Center reserves the right to have an escort, such as a relative, or care provider or staff members accompany a Veteran when it s determined that such an escort is in the best interest of the beneficiary. There shall be no additional charge to VA when escorts are authorized to travel with the beneficiary. If necessary, the contractor may be subject to additional training provided by the VA specific to the needs of the Veteran population. Any additional training will be coordinated with the COTR and the contracting supervisor. VIII. ESTIMATED USAGE The contractor shall have the capacity to perform up to 200 trips per month and handle significant fluctuations in actual trips (potentially 60 trips/month or less). The contractor should expect an average of about 120 trips per month. The trip estimate includes an aggregate of wheelchair, non-ambulatory and ambulatory trips. The contractor must be able to handle a similar number of trips per month throughout the term of the contract. The VA experiences seasonal and demand changes that the contractor must respond to and accommodate. Actual usage may be more or less than the given estimate. The transportation service will primarily be conducted in the WNY area with the bulk of trips. The transportation company will need to provide transports throughout VISN 2, which could include trips to rural/remote areas of the region (example: Trips to Jamestown, or Syracuse VAMC, etc.), short mileage trips within Olean to Olean General Hospital. The transportation cost is from point of pick-up to drop off location. VIII. RATES AND MILEAGE BASE RATE: For all one-way trips and no-loads within the threshold limits from a designated pick-up point to a designated delivery point, the contractor shall receive the flat base rate awarded for that trip. The Base Rate shall constitute full compensation for one-way trips which do not exceed the threshold. MILEAGE RATE: In addition to the base rate, the contractor shall receive the mileage rate awarded for each mile traveled beyond the specified threshold. This rate applies to loaded, one-way transportation. In the event fraction miles result, VA shall pay the rounded off amount to the next higher whole mile. In no event shall the Contractor receive this rate for miles traveled within the specified threshold. MILEAGE THRESHOLD: The mileage threshold is defined as within ten (10) driven road miles from the patient s pickup point. Mileage shall be calculated utilizing the latest Internet Google Maps version that provides the shortest route in terms of mileage, or a similar mapping service (i.e. Microsoft, or use of a Global Positioning System within the Vehicle) that provides the shortest route in terms of mileage. TOLL CHARGES: It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to only loaded trips, and shall be listed separately on the contractor's invoice. The contractor is responsible for all initial EZ PASS or payment of all tolls, to be reimbursed after the fact by VA. Tolls will not be billed or paid for bridges or tunnels used when a non-toll road was feasibly available for the trip. All invoices must be accompanied by supporting documentation of tolls actually paid (i.e. receipts, EZ Pass invoicing, etc.). IX. ORDERS: Ordering Officials: Requests for services shall be made by authorized VA staff only by telephone or email. The contractor will be provided a list of the names and telephone numbers of the persons authorized to place orders upon award of the contract. The contractor must provide a telephone number and email for scheduling trips. Updates will be provided as changes occur. Veterans and other VA employees are not permitted to order transportation at VA expense. The government will not be held liable for those services performed by the Contractor which are ordered by people who are unauthorized. Scheduled Trips: Scheduled requests for services will be furnished to the Contractor no later than 4:30 p.m. prior to the day the transportation is required. The following information will be provided by the VA to the contractor: Patient name (first and last name) Specified nonstandard requirements (amount of steps and/or stairs, 2 man assist, oxygen) Pick up point (include address, telephone #, city, state, bldg and/or room number if applicable) Destination/drop-off Time pick-up is required Additional information as needed (persons accompanying patient, whether there are papers, medications or other items to be transported with the patient and location of those items) Any specific physician instructions Add-on Trips: Any trip ordered the same day, as needed, is an add-on. An order will be generated for an add-on that reflects the date and time the request was received by Contractor. X. TRIP TICKETS AND TRAVEL CLERK NOTIFICATION: The driver is required to notify the Travel Unit in person when picking up a patient during regular duty hours of 8am 4:30pm, Monday through Friday. After 4:30pm, weekends and holidays, the AOD shall be notified at the Admissions desk. Signed trip tickets for all transports must be provided by the Contractor driver at the time of transport to the VA Travel Unit or AOD. All trip tickets should contain the following information: All trip tickets will be completed with the following information written legibly: Company name Patient's Name Date and time of pickup and/or delivery Vehicle Identification Number Name of driver VA employee s signature observing pick-up or delivery occurred Tickets will be maintained by the COR for record. Copies of signed trip tickets may also be requested/used for proof of transport for billing purposes. Failure to comply could result in non-payment. XI. PICK-UP PROCEDURES: When the individual is picked up at a VA facility, the driver or attendant shall notify the Travel Unit or AOD that the Ambulette is waiting. The driver shall provide the Veteran s name as well as any other pertinent information as to his identification. The time on the trip ticket will be verified and provided to the facility representative. The patient shall be transported in the method of transport specified when ordered. When an individual is picked up at his residence, the Veteran will verify the time and sign the trip ticket, or if unable to do so, a member of his household will sign the trip ticket. The household member will be allowed up to fifteen (15) minutes after this verified time of arrival for preparatory tasks exclusive of boarding activities which shall commence when the individual is ready to be placed in the travel device which will be used to bring him to the waiting vehicle. The patient shall be transported in an appropriately sized wheelchair appropriately secured to the vehicle. XII. RESPONSE TIME: For unscheduled calls for service that originate and terminate within a 15-mile radius of the Buffalo VAMC, the driver must arrive within 45 minutes of the call for service. For unscheduled calls for service in all other areas, the contractor shall deploy a driver with a vehicle equipped for the service requested within 30 minutes of a request for service. If the Contractor fails to dispatch a vehicle for the requested service within 30 minutes, the VA reserves the right to obtain the service from another source. If a driver is not in route within 30 minutes, and the VA obtains the service from another source, the contractor will be held liable for any costs incurred in excess of the awarded contract price. The contractor must be capable of tracking the location of the driver in route. When requested, the location of the driver must be provided to the Travel Office personnel. For unscheduled trips requested between 5:00pm and 6:00am or on weekends or holidays, the contractor will be allotted an additional 15 minutes to the required response time. For trips scheduled in advance, the driver shall arrive at the patient s place of origin within 15 minutes of the requested time. If the driver is, or will be, more than 45 minutes late, the VA reserves the right to obtain the services from another source; the contractor will be held liable for any costs incurred in excess of the awarded contract price. Response time will be monitored by the COR to ensure the contractor s performance is within the acceptable quality level established in the Quality Assurance Surveillance Plan (QASP). XIII. SUBCONTRACTING The Contractor may subcontract as necessary for transportation services to meet the requirements as outlined in this performance statement of work. VA terms and conditions shall be included in any subcontract with service providers. If the intent is to subcontract, a plan must be submitted with the response to ensure the VA needs are met. Offerors proposing to utilize subcontractors must clearly demonstrate how they will comply with the limitations on subcontracting. Any subcontractors must also have New York State Operating Authority. XIV. PATIENT COMPLAINTS: Receive and resolve complaints as follows: Provide notice of any patient incident to the VA as soon as practicable and no later than within 24 hours after the contractor learns of the incident. Implement activities to monitor or circumvent like incidents in the future. Communicate contractor activities and findings back to the complainant and the VA in a timely fashion. Undertake surveys, attend meetings and conferences, and prepare informational reports as requested. XV. COMPLIANCE: The contractor shall monitor and ensure that all work performed under this contract complies with, all applicable requirements of the Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. 12101 et. Seq. The contractor is required to ensure all applicable federal, state and local laws and regulations are followed in performance of this contract. Including, but not limited to, laws and regulations relating to driver training and qualification requirements as well as vehicle specifications, maintenance and insurance. If necessary, the contractor may be subject to additional training provided by the VA specific to the needs of the veteran population. Any additional training will be coordinated with the COR and the contracting supervisor. Maintain and inspect vehicle fleet in accordance with federal, state, local and manufacturer guidelines. Fleet records and maintenance logs should be on site, kept up-to- date, and available for immediate review by VA staff or designates. The COR will monitor compliance as described in the attached Quality Assurance Surveillance Plan. XVI. INVOICES AND REPORTING Invoices shall be submitted monthly in arrears and must contain the following: Veteran name address of point of pick-up time of pick-up address of point of delivery separate line items for standard rate, mileage and sum of costs Invoices will be listed in order of transport date and contain total charges. The contractor shall provide progress reports providing a written report of significant activities including problems encountered and how they were resolved, findings of quarterly reviews, and recommendations for actions as appropriate. The contractor shall provide a safety and quality management report as incidents arise to include: accidents, complaints, and other issues, investigation of events, outcomes and recommendations. NOTE: THIS NOTICE MAY HAVE POSTED ON FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (10-DEC-2018). IT ACTUALLY APPEARED OR REAPPEARED ON THE FEDBIZOPPS SYSTEM ON 10-JAN-2019, BUT REAPPEARED IN THE FTP FEED FOR THIS POSTING DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 
Web Link
Link To Document
(https://www.fbo.gov/spg/VA/VAWNYHCS528/VAWNYHCS528/36C24219Q0147/listing.html)
 
Record
SN05191445-F 20190112/190110230012 (fbodaily.com)
 
Source
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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