Air Ambulance Services for the El Paso Veterans Health Care System
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25719Q0871 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular. SET-ASIDE: This requirement is a 100% Total Service Disabled Veteran Owned Small Business (SDVOSB) set aside under the authority of 38 U.S.C. 8127(d). In order to be eligible for award an offeror must be certified/verified in VetBiz (www.vip.vetbiz.gov), and small for the applicable NAICS code at the time of the quote submission and at the time of award. Status as a qualified SDVOSB concern is under the authority of 38 CFR Part 74 in accordance with the VA Acquisition Regulation (VAAR) Part 819. Eligibility determination is performed by the Center for Veterans Enterprise (CVE). Only qualified offerors may submit bids. NAICS Code: 621910 Small Business Size Standard: $15.0 Million Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description of Services: Air Ambulance Service Contract for the El Paso Veterans Affairs Health Care System (ELPVAHCS). See the Performance Work Statement for full details. Place(s) of Performance: Type of Contract: A Firm Fixed Price Period of Performance: Base plus four (4) one-year option renewals. Base: July 1, 2019 June 30, 2020 Option Year One: July 1, 2020 - June 30, 2021 Option Year Two: July 1, 2021 - June 30, 2022 Option Year Tee: July 1, 2022 - June 30, 2023 Option Year Four: July 1, 2023 - June 30, 2024 The following clauses and provisions apply to this solicitation: 52.209-5, Certification Regarding Responsibility Matters 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4, Contract Terms and Conditions-Commercial Items 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items 52.217-8, Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. (End of Clause) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation.A Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price.A Evaluation of options will not obligate the Government to exercise the option(s). 52.217-9, Option to Extend the Term of the Contract 52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right 52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements 52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3). 52.222-3, Convict Labor 52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving 52.232-19, Availability of Funds for the Next Fiscal Year 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management 52.237-3 Continuity of Services (JAN 1991) 52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005) 52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html) 852.203-70, Commercial Advertising (JAN 2008) 852.232-72, Electronic Submission of Payment Requests 852.237-70, Contractor Responsibilities 52.252-1, Solicitation Provisions Incorporated by Reference: This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es). 52.252-2, Clauses Incorporated by Reference: This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2016) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern or SDVSOB : (1) Means a small business concern: (i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans or eligible surviving spouses (see VAAR 802.201 Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; (iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov); and (v) The business will comply with subcontracting limitations in 13 CFR 125.6, as applicable (2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (b) General. (1) Offers are solicited only from verified service-disabled veteran-owned small business concerns. Offers received from concerns that are not verified service-disabled veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation shall be made to a verified service-disabled veteran-owned small business concern. (c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, the concern will comply with the limitation on subcontracting requirements in 13 CFR A125.6. (d) A joint venture may be considered a service-disabled veteran owned small business concern if the joint venture complies with the requirements in 13 CFR 125.15, provided that any reference therein to SDVO SBC is to be construed to apply to a VA verified SDVOSB as appropriate. (e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in FAR 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program. (End of Clause) 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (a) This solicitation includes VA Acquisition Regulation (VAAR) 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018) SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (a) This solicitation includes the clause: 852.215-70 Service-disabled veteran-owned and veteran-owned small business evaluation factors. Accordingly, any contract resulting from this solicitation will include the clause 852.215-71 Evaluation factor commitments. (b) The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing Contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting commitments. (End of clause) WAGE AND DETERMINATION These services are subject to the Service Contract Act and Wage and Determination WD 15-5229 (Rev.-7) was first posted on www.wdol.gov on 01/01/2019 and can be assessed at https://www.wdol.gov/wdol/scafiles/std/15-5229.txt?v=7 SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS): The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. QUESTIONS must be received no later than Thursday, June 13, 2019, 8:00am CST. Email your questions directly to Victoria.Rone3@va.gov. The subject line must specify: Questions: 36C25719Q0871 (Air Ambulance Service Contract - ELPVAHCS. There will be no automated email notification of receipt of quotes. An amendment will be posted to FBO addressing all questions following the question submission date and time. QUOTES must be received no later than Thursday, June 20, 2019, 8:00am CST. Email your quote directly to Victoria.Rone3@va.gov. The subject line must specify: 36C25719Q0871 (Air Ambulance Service Contract - ELPVAHCS. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. QUOTE SHOULD BE BROKEN DOWN AS FOLLOWS: PRICE/COST SCHEDULE ITEM INFORMATION BASE YEAR ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY UNIT UNIT PRICE AMOUNT 0001 ___1____ EA ________________ ______________ El Paso to Dallas, Texas Air Ambulance Services (Fixed Price) Contract Period: Base Year 0002 1__ EA _______________ ______________ El Paso to Oklahoma City, Oklahoma Air Ambulance (Fixed Price) Contract Period: Base Year 0003 _____1___ EA _______________ ______________ El Paso to Las Vegas, Nevada Air Ambulance (Fixed Price) Contract Period: Base Year 0004 __1____ EA _______________ ______________ El Paso to Sierra Vista, AZ Air Ambulance (Fixed Price) Contract Period: Base Year 0005 1___ EA _______________ ______________ El Paso to Albuquerque, NM Air Ambulance (Fixed Price) Contract Period: Base Year 0006 _ 1_____ EA _______________ ______________ El Paso to Little Rock, Arkansas Air Ambulance (Fixed Price) Contract Period: Base Year 0007 1_____ EA _______________ ______________ El Paso to Huntsville, Texas Air Ambulance (Fixed Price) Contract Period: Base Year 0008 ____1____ EA _______________ ______________ El Paso to Jackson, MS Air Ambulance (Fixed Price) Contract Period: Base Year 0009 ___1_____ EA _______________ ______________ El Paso to Killeen, Texas Air Ambulance (Fixed Price) Contract Period: Base Year 0010 1____ EA _______________ ______________ El Paso to Madison, WI Air Ambulance (Fixed Price) Contract Period: Base Year ITEM INFORMATION OPTION YEAR ONE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY UNIT UNIT PRICE AMOUNT 1000 __1_____ EA ________________ ______________ El Paso to Dallas, Texas Air Ambulance Services (Fixed Price) Contract Period: Option Year One 1001 1___ EA _______________ ______________ El Paso to Oklahoma City, Oklahoma Air Ambulance (Fixed Price) Contract Period: Option Year One 1002 ____1____ EA _______________ ______________ El Paso to Las Vegas, Nevada Air Ambulance (Fixed Price) Contract Period: Option Year One 1003 ___1___ EA _______________ ______________ El Paso to Sierra Vista, AZ Air Ambulance (Fixed Price) Contract Period: Option Year One 1004 1__ EA _______________ ______________ El Paso to Albuquerque, NM Air Ambulance (Fixed Price) Contract Period: Option Year One 1005 ____1__ EA _______________ ______________ El Paso to Little Rock, Arkansas Air Ambulance (Fixed Price) Contract Period: Option Year One 1006 1____ EA _______________ ______________ El Paso to Huntsville, Texas Air Ambulance (Fixed Price) Contract Period: Option Year One 1007 __ 1___ EA _______________ ______________ El Paso to Jackson, MS Air Ambulance (Fixed Price) Contract Period: Option Year One 1008 1__ EA _______________ ______________ El Paso to Killeen, Texas Air Ambulance (Fixed Price) Contract Period: Option Year One 1009 1___ EA _______________ ______________ El Paso to Madison, WI Air Ambulance (Fixed Price) Contract Period: Option Year One ITEM INFORMATION OPTION YEAR TWO ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY UNIT UNIT PRICE AMOUNT 2000 ____1___ EA ________________ ______________ El Paso to Dallas, Texas Air Ambulance Services (Fixed Price) Contract Period: Option Year Two 2001 1___ EA _______________ ______________ El Paso to Oklahoma City, Oklahoma Air Ambulance (Fixed Price) Contract Period: Option Year Two 2002 ______1__ EA _______________ ______________ El Paso to Las Vegas, Nevada Air Ambulance (Fixed Price) Contract Period: Option Year Two 2003 1 EA _______________ ______________ El Paso to Sierra Vista, AZ Air Ambulance (Fixed Price) Contract Period: Option Year Two 2004 _____1__ EA _______________ ______________ El Paso to Albuquerque, NM Air Ambulance (Fixed Price) Contract Period: Option Year Two 2005 1___ EA _______________ ______________ El Paso to Little Rock, Arkansas Air Ambulance (Fixed Price) Contract Period: Option Year Two 2006 1__ EA _______________ ______________ El Paso to Huntsville, Texas Air Ambulance (Fixed Price) Contract Period: Option Year Two 2007 _____1___ EA _______________ ______________ El Paso to Jackson, MS Air Ambulance (Fixed Price) Contract Period: Option Year Two 2008 1___ EA _______________ ______________ El Paso to Killeen, Texas Air Ambulance (Fixed Price) Contract Period: Option Year Two 2009 _____1___ EA _______________ ______________ El Paso to Madison, WI Air Ambulance (Fixed Price) Contract Period: Option Year Two ITEM INFORMATION OPTION YEAR THREE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY UNIT UNIT PRICE AMOUNT 3000 ___1____ EA ________________ ______________ El Paso to Dallas, Texas Air Ambulance Services (Fixed Price) Contract Period: Option Year Tee 3001 1___ EA _______________ ______________ El Paso to Oklahoma City, Oklahoma Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3002 _____1___ EA _______________ ______________ El Paso to Las Vegas, Nevada Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3003 ___1___ EA _______________ ______________ El Paso to Sierra Vista, AZ Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3004 1___ EA _______________ ______________ El Paso to Albuquerque, NM Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3005 ____1__ EA _______________ ______________ El Paso to Little Rock, Arkansas Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3006 1__ EA _______________ ______________ El Paso to Huntsville, Texas Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3007 _____1___ EA _______________ ______________ El Paso to Jackson, MS Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3008 _____1___ EA _______________ ______________ El Paso to Killeen, Texas Air Ambulance (Fixed Price) Contract Period: Option Year Tee 3009 1___ EA _______________ ______________ El Paso to Madison, WI Air Ambulance (Fixed Price) Contract Period: Option Year Tee ITEM INFORMATION OPTION YEAR FOUR ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY UNIT UNIT PRICE AMOUNT 4000 __1_____ EA ________________ ______________ El Paso to Dallas, Texas Air Ambulance Services (Fixed Price) Contract Period: Option Year Four 4001 1___ EA _______________ ______________ El Paso to Oklahoma City, Oklahoma Air Ambulance (Fixed Price) Contract Period: Option Year Four 4002 ____1____ EA _______________ ______________ El Paso to Las Vegas, Nevada Air Ambulance (Fixed Price) Contract Period: Option Year Four 4003 __1____ EA _______________ ______________ El Paso to Sierra Vista, AZ Air Ambulance (Fixed Price) Contract Period: Option Year Four 4004 1___ EA _______________ ______________ El Paso to Albuquerque, NM Air Ambulance (Fixed Price) Contract Period: Option Year Four 4005 ___1___ EA _______________ ______________ El Paso to Little Rock, Arkansas Air Ambulance (Fixed Price) Contract Period: Option Year Four 4006 1___ EA _______________ ______________ El Paso to Huntsville, Texas Air Ambulance (Fixed Price) Contract Period: Option Year Four 4007 _____1___ EA _______________ ______________ El Paso to Jackson, MS Air Ambulance (Fixed Price) Contract Period: Option Year Four 4008 1__ EA _______________ ______________ El Paso to Killeen, Texas Air Ambulance (Fixed Price) Contract Period: Option Year Four 4009 1_____ EA _______________ ______________ El Paso to Madison, WI Air Ambulance (Fixed Price) Contract Period: Option Year Four GRAND TOTAL $________________ PRICE/COST SCHEDULE (IAW FAR 52.217-8, OPTION TO EXTEND SERVICES) ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY UNIT UNIT PRICE AMOUNT 5000 ___1____ EA ________________ ______________ El Paso to Dallas, Texas Air Ambulance Services (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5001 ___1____ EA _______________ ______________ El Paso to Oklahoma City, Oklahoma Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5002 1___ EA _______________ ______________ El Paso to Las Vegas, Nevada Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5003 1 EA _______________ ______________ El Paso to Sierra Vista, AZ Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5004 1 EA _______________ ______________ El Paso to Albuquerque, NM Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5005 1 EA _______________ ______________ El Paso to Little Rock, Arkansas Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5006 _1___ EA _______________ ______________ El Paso to Huntsville, Texas Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5007 _____1___ EA _______________ ______________ El Paso to Jackson, MS Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5008 _____1___ EA _______________ ______________ El Paso to Killeen, Texas Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 5009 1_____ EA _______________ ______________ El Paso to Madison, WI Air Ambulance (Fixed Price) Contract Period: Six Month Extension July 1, 2024 December 30, 2024 TOTAL $________________ PERFORMANCE WORK STATEMENT (PWS) El Paso Veterans Affairs Health Care System (ELPVAHCS) DESCRIPTION OF SERVICES: The Contract shall furnish all labor, supervision, parts, equipment, and support for 24 hours per day, seven (7) days per week, air ambulance and ground ambulance transport services for the El Paso Veterans Affairs Health Care System (ELPVAHCS) in accordance with all federal, state, city, and local statues. PLACE OF PERFORMANCE: El Paso VA Health Care System VA Medical Center 5001 N Piedras St El Paso, TX 79930 PERIOD OF PERFORMANCE: Base Year: July 1, 2019 June 30, 2020 Option Year One: July 1, 2020 June 30, 2021 Option Year Two: July 1, 2021 June 30, 2022 Option Year Tee: July 1, 2022 June 30, 2023 Option Year Four: July 1, 2023 June 30, 2024 COMMON/PROJECTED ROUTES: El Paso Dallas, Texas El Paso Oklahoma City, Oklahoma El Paso Las Vegas, NV El Paso Sierra Vista, AZ El Paso Albuquerque, NM El Paso Little Rock, Arkansas El Paso Huntsville, Texas El Paso Jackson, MS El Paso Killeen, Texas El Paso Madison, WI SCOPE OF WORK SPECIFICATIONS: SPECIAL NOTE: The Air Ambulance Contractor must be a Covered Entity as defined by Medicare. PATIENT TRANSPORTATION: For the purpose of this Contract, all patients shall be transported by Critical Care Air Transport if the patient requires continuous ECG monitoring and/or physical designates a patient as a critical care transport. It is further understood that only a physician or registered nurse with critical care training and current advanced cardiac life support will be designated as the medical flight attendant, in accordance with the standards of the Commission on Accreditation of Medical Transport System (CAMTS) for any critical care transport. Contractor(s) shall refer to the CAMTS Accreditation Standards (latest edition) for determining the standards applicable to each transport. It is understood that only one VA patient will be transported on a trip unless specifically authorized by the VA and approved by the Air Ambulance and Ground Ambulance Contract. When more than one VA patient is transported on a trip, reimbursement shall be made at the rate not exceeding the cost of transporting a single patient; however, the longest distance over which a patient is transported may be claimed when more than one patient is transported in a single airplane concurrently. Under no circumstances will the VA order air ambulance service for more than two passengers for any one flight. Contractor is expected to accept all patients (e.g. heart cases, the mentally disturbed, the critically ill, or communicable disease cases), but has the right to refuse when in the best interest of safety. Contractor shall not accept any patient unless the case manager or other designee authorizes the flight and informs the contractor regarding any medical treatment or care requirements for each patient (such as administration of oxygen or medication). In the event the contractor is unable to support a formal request for patient pick-up service, it shall be the responsibility of the contractor to make arrangements with another air carrier to provide patient transportation. The cost for the substitute service with the replacement air carrier shall be borne by the contractor, to be submitted for reimbursement with the next monthly invoice. However, the government shall pay no more than the contract negotiated rate. ORDERS: Requests for services will be made in writing or by telephone. An authorization number will be provided to the Contractor at the time the order is placed or within 48 hours of transport. A separate number will be used for each trip. The Contractor will commence the flight at the scheduled times unless prevented from doing so by conditions of the weather, in which case he shall immediately notify the Business Office Manager or his designee. The VA physician requesting air ambulance is responsible for delineating medical care of the patient. Medical orders will be issued upon patient pick-up as well as travel authority. It is the provider s responsibility to complete delivery of transfer paperwork to the receiving facilities accepting patient. Orders, requests, or changes will only be made by the authorized VA officials as specified by the VA. Under no circumstances is there to be any deviation on request of any other party. In addition, no deviation will be made by the Contractor. Only designated personnel of the VA Administration are authorized to order the contract services. A current list will be furnished to the Contractor at all times, and upon the contractor s request. People not on this list are not authorized to order services. The Government will not be responsible for services performed by the Contractor for persons not on the list. Payment shall be based upon one-way direct air mileage (nautical mile) as computed on the appropriate Sectional Aeronautical Chart prepared by the Coast and Geodetic Survey. In case a circuitous route must be employed for reasons of safety (such as unfavorable terrain or weather), a copy flight log showing the reason which necessitated the detour from a direct route, shall be provided to the VA. Payment will be paid by the releasing VA facility for travel. The initial transport will be the responsibility of the first facility and return transport (if needed) will be the responsibility of the second facility. The only exception to this rule is for transportation in relation to VA transplant care and for transportation to a VA Parkinson s Disease, Research, Education and Clinical Centers (PADECCs). In such cases, the referring facility is responsible for round trip transportation for either inpatient or outpatient care. RESPONSE TIME/WAITING TIME: Response time: The contractor shall respond to a Patient Pick-Up Call (en route to pick-up location) within two (2) hours. Waiting Time: The contractor shall not be expected to wait more than one (1) hour for patients coming to the VA without receiving further payment. Delays due to causes beyond the control and without the fault of the VA for the beneficiary patient concerned shall not be considered waiting time. Such causes may include, but are not restricted to, acts of God or of the public enemy, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes or delays caused by weather conditions. GROUND AMBULANCE COORDINATION: Contractor is responsible for coordinating ground ambulance services and to work in conjunction with each VA facility s Point of Contact (POC), along with the contracted ground ambulance carriers for the appropriate Vas. To assist the contractor with this requirement, refer to Attachment #1 (V17 Air Ambulance Transfer and Ground Ambulance POC s). This is a complete list of Government and ground ambulance personnel. In order to provide continuity of transportation, the air ambulance operator should coordinate aircraft departures and arrivals with required surface transportation to avoid any delays at the points of origin and flight destination. If a delay is unavoidable, the patient must be protected from inclement weather, including temperatures that could adversely affect their conditions. NOTE: The Air Ambulance Medical Team shall provide a bedside-to-bedside continuum of care for all patients. PATIENT MEDICAL RECORDS: Contractor shall maintain for a period of five (5) years, a record of each air ambulance operation, including but not limited to the following: Patient s name. Date of flight. Diagnosis. Originating and termination points and patient s condition upon departure and arrival. An in-flight medical attendant s report of the patient s status, including vital signs, level of consciousness, drugs administered, and details of therapeutic intervention. (These notes can be vitally important to those who must provide subsequent care.) Unusual circumstances encountered during the flight, including inordinate altitudes flown, turbulence, times associated with these abnormal conditions, etc. OPERATIONAL REQUIREMENTS: Within 3 business days after award and notification, the successful offer shall supply certifications, competencies, and qualifications with a list of all the personnel and their titles that will be involved in the performance of the resulting contract. Also included must be names and telephone numbers of dispatchers. Contractor shall hold a valid Air Carrier Operating Certification issued by the Federal Aviation Agency (FAA), for an Air taxi operator, a copy of which will be submitted with the bid. The operations authorized under this certificate shall be such that he/she can perform the services required by this contract. The contractor shall abide by all applicable FAA regulations. Contractor shall hold a valid commercial airman s certificate with the appropriate ratings for the conditions of the flight being undertaken and operate under the air taxi rules for that certificate. The contractor shall be CAMTS accredited. Contractor shall comply with all applicable, Federal, State, and Local Regulations governing the operation of an Air Ambulance service. An FAA flight plan shall be filed for any aircraft used for an air ambulance flight under this contract. Wherever practical and possible, the pilot shall take advantage of all existing ground and air communication facilities. Before each flight, the pilot shall obtain the latest information relative to weather, airport conditions and navigational facilities and, further, shall be satisfied that all conditions are such that they will not constitute a hazard. In the event a flight is interrupted short of destination, the contractor shall immediately notify the Business Office Manager and make necessary arrangements. All operations under the contract must be supervised by competent trained personnel who adhere to safe practices. Definite precautions will be taken to keep passengers and spectators away from the aircraft when the power is on. All facilities, including ramps, ramp areas, building passenger areas etc., will be maintained in a clean and orderly condition, free from debris and any accumulation which may constitute an accident or fire hazard. The patient should be sufficiently isolated from the cockpit to minimize in-flight distractions and interference, which would affect flight safety. All operations under the contract shall be supervised by competent, trained personnel who adhere to safe practices. Passengers shall not be allowed to board aircraft when engines are running. Definite precautions shall be taken to keep passengers and spectators away from aircraft when the power is on. The contractor shall provide each air ambulance with an aircrew consisting of the minimum standard required by the FAA and the Texas, New Mexico, and Arizona Department of Health. A medical doctor may be substituted for the attendant. Additional contractor team members may accompany the aircrew at the discretion of the contractor, at no additional cost to the VA. INFORMATION RELAYED BETWEEN PILOT AND MEDICAL ATTENDANT: 1. As a minimum, the pilot should provide the following information to the Medical Flight Attendant: a. ETA (Estimated Time of Arrival). b. Planned flight altitude. c. Significant and/or expected weather. 2. The Medical Flight Attendant should provide at least the following information to the pilot: a. Brief appraisal of the patient s problem and condition. b. Patient s environmental need s e.g. pressurization, temperature, etc. c. Significant changes in the patient s condition during flight. CONTRACT ADMINISTRATION: The Contractor shall contact the Contracting Officer on all matters pertaining to the contract. The Contracting Officer is the only person authorized to obligate the VA, to issue any changes, which affect the price, quantity, quality, or delivery terms of this contract. PAYMENT: Invoices must be submitted by the 10th calendar day of each month for trips provided during the prior month. ONLY ONE INVOICE PER MONTH WILL BE ACCEPTED. The invoice will be reviewed and reconciled to tickets and travel logs. Unauthorized charges will be suspended by the Contracting Officer. Unauthorized charges are those that have not been pre-approved by authorized VA personnel. Supporting documentation may be provided and submitted for payment consideration. Suspended charges will be reviewed by the Contracting Officer as to the validity of the charges and as to whether or not payment will be made. A final determination will be made within 30 days after notifying the Contractor of charges, which are being suspended. The Contractor s invoice must contain the following information: Contract Number. Date of Trip. Authorization number(s) and patient s name. Pick-up and drop-off location of patient. Base Rate. Name and Last Four of Social Security number of patient transported. Documentation of circumstances when billing for waiting time. Any miscellaneous charges for which the Contractor is expecting reimbursement i.e., Toll charges, Waiting Time, etc. VA authorizing official s name. Healthcare Procedure Coding System/National Level II (HCPCS) Contractor must provide a receipt or copy of receipt for all miscellaneous charges (Waiting time, etc.) NOTE: Contractor shall include Attachment 2, Vendor Invoicing Spreadsheet, with a courtesy copy emailed to the COR and CO. Invoices must be submitted electronically SCOPE OF WORK GENERAL REQUIREMENTS A. AIRCRAFT EQUIPMENT AND DESIGN: All aircraft shall be operated within Federal Aviation Administration (FAA) (www.faa.gov) rules and regulations governing air taxi operations. Contractor personnel and passengers shall abide by applicable FAA rules and regulations. All ambulance aircraft used in performance of this contract shall be equipped with functioning two-way radios. Such aircraft shall also be equipped with all flight instruments required by FAA Regulations for the type of flight operations to be conducted. Such aircraft shall also have the facilities to maintain proper cabin temperatures under all flight conditions. Aircraft must have an electrical invertors system for simultaneously required electrical supply for emergency medical equipment; the voltage of which is compatible to the medical equipment required. All medical equipment in the aircraft must be secured in approved racks, bins, or compartments during flight. It is critical that oxygen containers be properly restrained. REQUIREMENTS: The Fixed Wing Aircraft and helicopter shall consist if the medical transport vehicle, transport personnel, patient care equipment, and supplies in accordance with the FAA specifications. The tee components must be licensed/certified by the appropriate governmental authority. The air ambulance provider shall be responsible for ensuring that the following exist: Current air ambulance license or certificate; Appropriate license or certificate for the aircraft under applicable Federal Aviation Regulations; and Copies of license or certificate that shall be provided to the Contracting Officer within 3 business days after award. AIRCRAFT MAINTENANCE AND APPEARANCE: All aircraft used in the performance of this contract shall be maintained in the air-worthy condition, in accordance with all applicable FAA regulations by means of an established inspection and maintenance plan. Line inspections shall be performed at least once in the twenty-four (24) hours preceding flight. Aircraft shall be handled exclusively by trained personnel. All ambulance aircraft shall be maintained in clean condition, including windows, and aircraft exterior. Contractor shall own and operate adequate maintenance facilities or shall have a contract with an acceptable shop to perform aircraft maintenance; said contractor to provide that maintenance shall be performed as and when required by the FAA. FUELING PROCEDURES: No air ambulance shall be refueled with a patient aboard unless the fueling procedures are in accordance with those accepted by the FAA in the Certificate Holder s Operations Manual. Precautions shall be taken at all times when aircraft is being refueled with passengers aboard. Prior arrangements should be made with airport authorities to have a fire truck in the immediate vicinity of the aircraft during refueling operations. When a fire truck is not available, additional fire control equipment should be in the immediate vicinity and manned. Patient extrication in the face of a hazardous condition should be welled planned. Fuel fumes can complicate a patient s condition. Accordingly, fueling with a person aboard should be avoided when possible, or if fueling operations are unavoidable, the patient should be temporarily removed from the aircraft if his/her medical condition allows this latitude. SMOKING REGULATIONS AND PRECAUTIONS: Federal Aviation Regulations Part 135.9b prohibits smoking within 10 feet of oxygen storage And dispensing equipment carried on aircraft. Smoking should never be allowed within 50 feet of a parked air ambulance aircraft. LIFEGUARD FLIGHT PLANS: Operators engaging in air ambulance operations should use the word Lifeguard only when expeditious handling is required. An Air Traffic Controller can help a pilot avoid significant weather and turbulence, and can pass information to ground personnel to help expediate the handling of patients. These additional services will be provided when the controller s workload permits. BASIC MEDICAL EQUIPMENT REQUIRED FOR EACH FLIGHT: All medical equipment and supplies required by Texas, New Mexico, and Arizona Department of Health shall be available and maintained to manufacturer s standards and must be in air- worthy condition. The medical equipment and supplies shall be on board and shall be readily accessible for airplane ambulances services of this contract at no extra charge. The VA shall not provide any replacement supplies. Note: Medications, intravenous solutions, dressings, catheterization kitset, for specific patient problems will be provided by the VA. MAINTENANCE OF MEDICAL EQUIPMENT AND SUPPLIES Shall include the following: Each piece of linen and each blanket used for a patient should be cleaned after each use and disinfected as necessary. Each piece of equipment coming into contact with a patient should be properly washed and disinfected after use. Each stretcher pad, mattress, and pillow should be impervious to moisture. Each cover for any pad, mattress, and pillow, and each pad, mattress, and pillow, if used without a cover, should be cleaned and disinfected after each use. All medical equipment and emergency medication used in air ambulance operations must be maintained according to manufacturer s recommendations, and adequate records should be available to indicate that required maintenance has been performed. PATIENT CARE EQUIPMENT AND SUPPLIES: 1. Patient care equipment and supplies shall be available and maintained in an air-worthy condition. The medical equipment and supplies on board shall be readily accessible. All shall have provisions for easy and secure storage. 2. All items may have to be carried with patient during transport to and from the aircraft shall be appropriately packaged. 3. As a minimum, the following items or medical equipment shall be available to be carried on board, and shall comply with Medical and FAA approvals and regulations: a. Medical Oxygen Supply Systems b. Medical Gases and Airway Management Equipment c. Bandages and Medical Supplies d. Musculoskeletal Appliances e. Miscellaneous Medical Equipment 4. The Contractor shall ensure all special requirements are included, such as type of equipment that may need to be permanently installed inside aviation medical transport vehicle, etc. DRY RUNS: The Contractor will be reimbursed at the full contract amount for dry runs , (trips made by the contractor when the beneficiary is not available for pickup). The charge will not be allowed if authorized VA personnel cancel the trip within one (1) hour of the scheduled pick up time. DEFINITIONS: MEDICAL FLIGHT ATTENDANT: 1. A Medical Flight Attendant is defined as any licensed physician, nurse, physicians assistant, or emergency medical technician who has additional training in various aspects of aero medical transportation as specified below. A Medical Flight Attendant may not serve simultaneously as a requirement pilot or crew member on the flight. 2. Qualifications and Training: (a) Only employees of the Contractor who meet the qualifications of the Texas, New Mexico, and Arizona Department of Health will be allowed to perform duties on ambulance runs for the VA. (b) Records of each employee as to character and physical capabilities of performing the duties if an ambulance driver or attendant must be maintained and made available for inspection upon request. (c) Responsibilities during pre-flight, in-flight, and post-flight phases of an air ambulance mission; (d) Legal considerations of air ambulance; (e) Record keeping for air ambulance service; (f) Lifting and moving patients; (g) General patient care in-flight; (h) Medication including the times that medications are administered and the adjustments that are required when changes in time zones are made; (i) Medical equipment used aboard aircraft; (j) Changes in barometric pressure, decompression sickness, and air embolism; (k) Changes in partial pressure of oxygen; (l) Other environmental factors affecting patient care such as humidity, ventilation, noise, etc.; (m) Aircraft system, electrical, pressurization, lighting, ventilation, etc.; (n) Principal of survival; (o) Care of patients who require special consideration in the airborne environment. REGISTERED NURSE/PARAMEDIC: A registered Nurse/Paramedic will be the Medical Flight Attendant when medical conditions required nursing care that is not part of physician assistant or emergency medical technician curriculums. This would include administration of medications and intravenous solutions, tracheotomy care, cardiac monitoring, ventilator-dependent patients, nursing procedures requiring sterile techniques and evaluating medical conditions predisposing to hypoxic conditions in-flight. QUALIFIED REGISTERED NURSE: A qualified Registered Nurse, for the purpose of this contract, is one who has received training and has critical care experience and is proficient in the following areas: (1) Is certified in BCLS or ACLS. (2) Interprets basic and complex EKG rhythms. (3) Administers, monitors, and titrate IV fluids and vasoactive, inotropic, anti-arrhythmic and narcotic agents under the direction of physicians. (4) Recognizes indications for defibrillation and performs procedure. (5) Maintains potency of arterial lines and interprets arterial waveforms. (6) Maintains potency of CVP s and pulmonary artery and catheters, and interprets waveforms obtained from them. (7) Assume responsibility for the care of the patient with a pacemaker (transvaneous and/or cutaneous) insuring proper function, recognizing any malfunction and intervening appropriately. (8) Assume responsibility for the care of intubated patients requiring mechanical ventilation, including: a. Appropriate utilization of P.E.E.P. b. Adjusting ventilator settings according to M. D. orders. c. Assessing/troubleshooting ventilator/patient problems and making adjustments as indicated. d. Can appropriately ventilate by hand (ambu bag) when needed. e. The air ambulance contractor must have access to an aero medical consultant to act as technical advisor to assist the contractor and attending physician in identifying precautions and care required in-flight. f. A record of the qualifications and training of each Medical Flight Attendant and other employees performing under this contract must maintained and made available for inspection by the VA upon request at any time during the term of the contract. g. The VA will not provide primary medical/nursing care in-flight since our personnel do not necessarily qualify in aero medical transport. EMERGENCY MEDICAL TECHNICIAN: When required, Emergency Medical Technicians providing emergency services on ambulances serving VA hospitals and clinics must have the following qualifications. 1. Have completed training in accordance with the standards published by the Department of Health and Human Services with a Minimum of 100 hours or equivalent , which includes 20-hours in-hospital training period, tee (3) ambulance runs and pass the certification tests. These standards are the minimum requirements of the Texas, New Mexico, and Arizona Department of Health. 2. The equivalent training program successfully completed by the EMT must be submitted to the VA Acquisition & Material Management Service for appropriate action. 3. The EMT must 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. The EMT must be enrolled periodically in refresher continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans, but no instance shall this be less frequently than every tee years. Such refresher training must be equivalent to that developed by the Texas, New Mexico, and Arizona Department of Health. Such refresher training must be submitted to the VA Acquisition & Material Management Service for the appropriate action. PARAMEDICS: When required, paramedics providing services on ambulances serving VA and clinics must have the following qualifications. 1. Completed training in accordance with the standards published by the Texas, New Mexico, and Arizona Department of Health, which calls for a minimum of 400 hours of training to be licensed in the State of Texas, New Mexico, and Arizona or the equivalent of them. 2. The paramedic must be certified, licensed or otherwise officially recognized by the local, state, or regional government or public entity where emergency ambulance service is operated, or by which it is governed. Such certification must be submitted to the VA Acquisition and Material Management Service for the appropriate action. 3. The paramedic must be enrolled periodically in refresher continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans, but in no instance, shall this be less frequently than every tee years. Such refresher training must be equivalent to that developed by the Department of Health. Such refresher training must be submitted to the VA Acquisition and Material Management Service for the appropriate action. DEVIATIONS FROM FAA REGULATIONS: Deviations from FAA regulations shall be reported in accordance with FAA regulations Part 91.3 and 135.19. Deviation decisions related to flight safety can only be made by the pilot who must consider the safety of all persons aboard as well as the needs of the patient. This Performance Work Statement applies to the below facilities: Passengers, such as family members, may be carried at the discretion of the pilot, providing all applicable FAA regulations are met. There shall be no extra cost to the VA. El Paso Veterans Affairs Health Care System (ELPVAHCS) 5001 N. Piedras St El Paso, Texas 79930 - 4211 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. PERSONNEL Personnel. The contractor shall provide in writing the name and phone number of a person within (10) ten calendar days of the award of the contract. The personnel shall be qualified and experienced to oversee the personnel assigned to perform the installation and maintenance services. The contractor shall correspond with the COR on a regular basis to discuss any problems that the contractor or contractor s personnel may be experiencing during the performance of this contract. Unresolved problems shall be referred to the Contracting Officer for resolution. Contractor Service Personnel (CSP). All subcontractors performing work for primary contractor shall meet all specifications and standards that apply to CSP under this agreement. CSP shall maintain clean and neat appearance and shall wear an identification badge always when performing services at the Government site. Identification badges shall be worn in a clearly visible area of the outer garment. The COR shall furnish this badge. Due to conflict of interest, the contractor shall not employ a current DOD employee, military or civilian to provide services under this contract. Government point of contact (POC). The COR shall be the Government s POC. If required, the COR shall be designated in writing to the Contractor and the scope of authority shall be set forth therein. Contractor shall respond only to calls from COR or a designated representative from the Medical Center. SECURITY STATEMENT: The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer. A No other security statements are required. ACRONYMS AND DEFINITIONS Contracting Officer (CO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government. Contracting Officer s Representative (COR). An individual designated in writing by the Contracting Officer to act as an authorized representative of the Contracting Officer to perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer. INSURANCE: Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. QUALITY ASSURANCE SURVEILANCE PLAN (QASP): COR shall use surveillance methods listed below in the administration of this QASP. DIRECT OBSERVATION. (Can be performed periodically or tough 100% surveillance.) COR shall periodically review major aspects of the PWS to include response time, quality of services provided, equipment uptime and update. COR shall utilize direct observations both from the COR, as well as those of the using department or section to ensure a full 360-degree review of the level of service provided. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections shall be unscheduled, as required.) COR shall routinely inspect service records supplied by vendor with using service to ensure quality of service and positive customer interaction. COR shall periodically monitor interaction of vendor with using service to ensure services are provided timely, efficiently, and meet the customer s needs. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.) COR shall routinely engage customers in discussions regarding services rendered and ensure that all communications from the vendor are professional. COR shall review customer complaints regarding system maintenance, downtime, and general communication with vendor, to ensure vendor is aware of any situations where a high-quality of service may have been compromised.
36C25719Q0871 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
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