BOSTON ALS/BLS TRANSPORT SERVICES
Added: Feb 23, 2017 3:04 pm Pre-Solicitation Notice for notice of intent to solicit for the requirement listed below. THIS IS NOT A SOLICITATION. The Department of Veterans Affairs intends to negotiate an indefinite-delivery, indefinite-quantity (IDIQ) contract for a one (1) year base with four (4) annual option years to obtain ambulance transport services for the VA Boston Healthcare System and its associated Community-Based Outpatient Clinics (CBOC). The solicitation will be posted to the FedBizOps (FBO) website. The applicable NAICS code is 621910; Ambulance Services and the FSC/PSC is V225. The Small Business size standard is $15.0 million. The solicitation package will be made available on or about March 15, 2017. All relevant solicitation documents may be accessed for download on the date of the issue at the following website: www.fbo.gov. Any amendments to the solicitation will be posted solely to the website. It is the responsibility of the offeror to verify the number of amendments issued. All interested parties MUST be registered in the System for Award Management (SAM) Database. If you are not registered with SAM, you may access at http://www.sam.gov. Any Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be certified in Vet Biz. If you are not certified with Vet Biz, you may access at www.VetBiz.gov. If you are certified or have received notification of pending certification this must be supplied with your solicitation package. Interested persons may contact the Contract Specialist via email at anna.norcross@va.gov regarding this procurement. I. GENERAL OVERVIEW: The VA Boston Healthcare System (HCS) requires a contractor to furnish Basic Life Support (BLS) and Advanced Life Support (ALS) Ambulance Services to its beneficiaries. The contractor must provide all equipment, personnel, supervision, and support to provide these transportation services. All services will be provided in accordance with the terms and conditions of this contract, applicable federal and state regulations, and industry accepted quality standards highlighted in this Statement of Work. The Boston Healthcare system includes the facilities tee major medical centers and five community based outpatient clinics (CBOC) as laid out in section II. 2., below. Services include patient transport twenty four (24) hours per day, seven (7) days per week, including all holidays for trips originating at one of the VA facilities. The Boston Healthcare System is dividing Massachusetts counties into the following zones: Zone 1: Suffolk and Norfolk Counties Zone 2: Middlesex and Essex Counties Zone 3: Plymouth and Bristol counties Zone 4: Barnstable, Nantucket and Duke Counties Zone 5: Worcester County The government intends to award the zones to one or more primary contractors (or transportation brokers) who will now handle the entire zone and the logistics of establishing subcontracting networks (if necessary). In the Price/Cost schedule, the intent is to establish an all inclusive price to the greatest extent possible by establishing a fixed price per trip for the routine described transports for each zone. Pricing is established on a per trip basis with additional line items to cover mileage over the 25 mile radius, or special scenarios. An estimated number of trips per year, based on past year data, is listed on each line item. Base trips are defined as being within a 25 mile radius of the pick-up point. II. TASKING/SPECIFICATIONS: Scope of Contract - The contractor shall provide twenty four (24) hour ambulance service (ALS and BLS) to VA beneficiaries receiving care at one or more of the facilities listed below. Upon request by the VA, the contractor shall transport VA beneficiaries from the beneficiaries place of origin to the beneficiaries place of treatment. All vehicles, personnel, and services rendered shall conform to all Federal, state, and local statutes, rules, and regulations. VA Medical Facilities - The following facilities require transportation of VA beneficiaries. Any and all facilities may order transportation. A list of authorized persons to place orders will be provided upon award. Jamaica Plains VA Medical Center 150 South Huntington Avenue Boston, MA 02130 Brockton VA Medical Center 940 Belmont Street Brockton, MA 02301 West Roxbury VA Medical Center 1400 Parkway West Roxbury, MA 02132 Hale Hospital CBOC 140 Lincoln Avenue Haverhill, MA 01830 Lowell CBOC 122 Marshall Road Lowell, MA 13201 Framingham CBOC 61 Lincoln Street, Suite 112 Framingham, MA 01701 Boston CBOC 251 Causeway Street Boston, MA 02114 Quincy CBOC Manet Community Health Center Quincy, MA 02169 Plymouth CBOC 116 Long Pond Road Suite 4 Plymouth, MA 02360 Services The contractor shall furnish ambulance service 24 hours per day, 7 days per week, including all holidays for all patients including trips originating at one of the VA facilities. The contractor shall furnish all linen supplies. The contractor shall transport the patient s personal belongings of reasonable weight and quantity (e.g. adjustable walkers, shower chairs, wheelchairs, and portable televisions, etc.). The average number of daily runs among all four of the medical centers (Jamaica Plain, West Roxbury, Brockton and Bedford) is approximately forty-five (45). The contractor shall provide as many ambulances as necessary to furnish timely service. Timely service is service that meets the response times indicated in Section 4 Response Time or subcontract the job to another company that meets all the terms and conditions in this contract. The Contractor s subcontractor shall not bill the VA directly. The VA will not pay more than the rates in this contract for all trips performed by the Contractor or their subcontractor. It is the responsibility of the Contractor to pay their subcontractors directly. The contractor s business, vehicles and personnel shall be licensed in accordance with the Commonwealth of Massachusetts s regulation 105 CMR 170.00; Emergency Medical Services System. Emergency medical technicians (EMT) shall have completed training in accordance with the standards published by the Department of Health and Human Services (DHHS) with a minimum of 81 hours or equivalent training including but not limited to an in-hospital-training period. Emergency Medical Technicians: Basic B and Paramedic P, in full compliance with training, certification, current CPR certification, valid Massachusetts drivers licenses and all other applicable provisions of Massachusetts 105 CMR 170.00 shall be supervised by a qualified EMT-A or Paramedic. Such training shall be accepted and consistent with the requirements for local EMS systems supported by DHHS under P.L. 93-154, 39 Federal Regulation 24,304 (1974). All emergency medical technicians shall be currently certified and/or licensed by local, state and regional authorities as required by law in the area in which service is performed including but not limited to EMT basic Certification, Valid Massachusetts driver s license. The emergency medical technician shall be enrolled periodically in refresher , continuing education and/or advanced training programs as required by state and local laws where service is performed. Refresher training shall be at a minimum equivalent to that developed by the Department of Transportation and National Highway Safety Administration. Evidence of successful training shall be provided to the Contracting Office upon request. The contractor s ambulances shall meet the minimum vehicle requirements for ALS and BLS services with regard to storage, equipment, and supplies as well as required safety inspections and certifications as specified in 105 CMR 170.000.  The VA reserves the right to confirm compliance by viewing the Contractor s records and/or performing a physical inspection themselves. Federal HIPPA, state, and local laws shall govern the release of patient information to the contractor. For trips within Massachusetts, upon request and as required by 105 CMR 170.240, the VA shall release relevant patient information, including medical condition at scene. For trips originating outside of Massachusetts, laws of the state in which the trip originates or federal HIPPA law shall govern the release of patient information. Response Time The contractor shall respond to VA requests for ambulance service by arriving at the patient s place of origin within thirty (30) minutes for ALS and BLS requests from the time the order/call is placed by VA. The contractor will also provide emergency ambulance service to all VA campuses in Boston and Brockton. The contractor shall respond to operator s emergency request for ambulance services by arriving at the requested location on the Boston and Brockton VA Campus less than 15 minutes from the time the call is placed to the contractor. The contractor shall have a designated line to received emergency calls from the Boston and Brockton VA centers and the contractor will immediately notify the City of Brockton and Boston 911 emergency services if they are unable to respond to the emergency request from the VA operator within the designated response time. If prior to travel or during travel to the beneficiaries place of origin the contractor determines that they cannot comply with the response time, the contractor shall notify the appropriate VA travel office. Notification shall consist of the reason why the contractor cannot comply with the response time and an indication of the extent to which the contractor will be delayed. The contractor shall not withhold notification for any reason. Upon receiving notification, the contractor shall provide the VA with the name of the company that has been subcontracted to fulfil the obligations of this contract and an estimated time of arrival of the subcontractor. The VA shall deduct the waiting time fee in 15-minute increments from the Contractor s next invoice for a late transport. Failure to respond to any calls within the response period due to causes not beyond the contractor s control may result in the Government taking corrective action pursuant to FAR 52.212-4(m) Termination for Cause. Upon request, the contractor shall cooperate and furnish to the VA information detailed in the contractor s dispatch logs, electronic records or equivalent real time recording system, ambulance sheets, or other materials requested. If available, the Contractor shall sign a Transport Log upon arrival at the VA facilities. Contractors may be asked to sign out for items listed but not limited to hospital linens, pillows, and any and all hospital equipment or property moved with a patient for transport. Contractor Employees Contractor employees shall not be considered Government employees for any purpose. Boston Healthcare System reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services he/she is required to perform and who violates Federal regulations or is identified as a potential teat to the security, safety, health and/or operational mission of the VA and its patient population. The restriction of such contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein. The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. Contractor personnel performing services to the Boston Healthcare System shall conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications (that associate the employee with the Contractor) shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Care Unit. There shall be no smoking within the vehicles by Contractor, patient or any other passenger. Each patient shall be treated with the utmost of respect and concern, with a professional approach to his/her dignity as an individual and patient. All communication, both verbal and non-verbal, by Contractor's personnel with and in the presence of the patient, will be conducted in a professional manner. The Contractor's personnel shall practice the utmost discretion when discussing the patient's condition with hospital professionals in the presence of the patient, relatives, and/or caregivers. Contractor Personnel Qualifications: All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services. Record of each employee as to name, level, and certification to perform the duties of an ambulance driver or attendant shall be maintained and made available for inspection upon request. The VA requires that all contractor personnel receive a physical verification of safe driving record and drivers check every 2 years, and safety training one time per year. During the contract period of performance, if the Contractor proposes to add on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract. Within seven (7) days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licensing, and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer. Emergency Medical Technician-Paramedic (EMT-P) and Emergency Medical Technician-Basic (EMT-B) Qualifications. EMT-P and EMT-B providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government: Have completed training in accordance with the standards published by the Department of Health and Human Services (HHS). Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154. Shall submit evidence of equivalent training program successfully completed to the Contracting Officer. 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. Shall attend (at the expense of the contractor) 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. http://www.nhtsa.gov/About+NHTSA/Traffic+Techs/current/Emergency+Vehicle+Operators+Course+Revised+for+Ambulances Ambulance Driver: Drivers shall have a valid operator's or chauffeur's license in accordance with Federal, State, and local government requirements for their place of operation for the services they perform. Drivers shall have EMT-B certification as a minimum. Prices quoted in the Schedule include the service of a qualified driver and a qualified level of EMT on any ambulance assignment. All attendants/van drivers on duty must be qualified to administer oxygen and shall have successfully completed the Standard and Advance First Aid Courses of the American Red Cross, U.S. Bureau of Mines, or equivalent. Proof in the form of a current or unexpired certificate that such first aid training has been successfully completed must be available upon request. Contractor Equipment, Vehicles and Inspection: Boston Healthcare System reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, State laws, rules, regulations, and guidelines governing emergency medical transport vehicles (ambulances). Inspections of contractor facilities shall in no way constitute a warranty by Boston Healthcare System that the contractor's vehicles and equipment are properly maintained. Boston Healthcare System 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 government. Ambulances shall meet all current applicable Federal, State, and local specifications and regulations including, but not limited to, licensing, registration, and safety standards by the respective states of service. Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications at all times during the performance of this contract and shall contain - An emergency safety kit, Portable oxygen unit(s), Fire suppression equipment Appropriate road emergency warning equipment. Written emergency procedures. Protective clothing required for the protection of contractor employees where patient care is expected, such as - i) gowns, ii) gloves, iii) masks, etc BLS vehicle shall, in conjunction with the above, also provide on-board EMT-B, perform basic airway management, and provide IV at KVO without additives. ALS vehicle shall, in conjunction with the above, also provide an on-board EMT-P, perform cardiac monitoring, provide Advanced Cardiac Life Support (ACLS) drugs and procedures, and perform advanced airway management and medication monitoring and administration. Advanced airway management means the ability to intubate a patient and provide appropriate respiratory care, including emergency criothyroidotomy. All vehicles are to be equipped in accordance with the laws and regulations promulgated by the respective states of service. Radios shall be adequately powered to provide communication within the regional area as a minimum. All vehicles must remain locked when not attended by Contractor employees to avoid unauthorized entrance. Vehicles (when not attended) shall NOT remain running, due to exhaust fumes. The Contractor that is providing ambulance services shall provide oxygen when it is requested by authorized Boston Healthcare System facility personnel (authorized employees will be identified per Section 17 of this SOW.) or required by the patient's medical condition. With the exception of intravenous administration pumps, the Contractor shall not be permitted to borrow medical equipment from the Boston Healthcare System 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. An exception will be made for medications which are outside the realm of what is carried in the vehicle and are case-specific to the patient needs. Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with Boston Healthcare System (with the exception of intravenous administration pumps, as determined by the transporting facility). The prices quoted in the Price/Cost Schedule (Section B.1. of the contract) shall be inclusive of consumables used in transport. All vehicles used for critical patient care (i.e. ALS, BLS), shall include, but not be limited to, monitors, defibrillator with external pacemaker, intubation equipment, intravenous equipment, medications, patient compartment facilities, oxygen and suction system equipment including portable oxygen suction and accessories. Upon approval by the transporting facility, the Contractor will be allowed to transport the intravenous administration pumps that are delivering a fluid or medication to a patient during transfer. The Contractor shall return the pumps to the lending facility within 72 hours of patient delivery. The Contractor shall submit a letter, electronically, fully describing the make, model, and year of the vehicle which they agree to furnish under this contract along with the location and telephone numbers of their establishment where calls are received and vehicles are dispatched. The Contracting Officer shall be notified, in writing, of any equipment added or deleted after award of contract. The Boston Healthcare System shall be provided with a formal written report regarding the ambulance vehicles utilized by the Contractor. The report shall identify the various ambulance levels, their staffing criteria, stock equipment and medications carried, and procedures. Contractor Notification: The Contractor shall provide all vehicles and manpower necessary to meet the ALS and BLS transport requirements of this contract. The Contractor will be authorized to utilize other ambulance service companies, as subcontractors (certified to be within all requirements of this contract) to complete these transportation requests. All bills for this subcontractor service will be paid directly to the Contractor at the contract rate, and the Contractor shall reimburse the subcontractor at their agreed to rate. In the event the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the Boston Healthcare System Travel Section and provide a justification for non-performance. Boston Healthcare System reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this contract. The Contractor shall indemnify Boston Healthcare System for excess re-procurement cost, which may result from the Contractor's inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract covering inspection, acceptance, and deductions from payment. Boston Healthcare System shall be the sole judge in determining when services will be re-procured. Should Boston Healthcare System determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the ambulance contractor. However, in these extremely rare cases, no charge shall be levied against the Contractor. Patient Escort The Boston Healthcare System reserves the right to have an escort, such as a relative, or care provider of a beneficiary when it is determined that an escort is in the best interest of the beneficiary. There shall be no additional charge when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport the escort with the patient and will not be required to return the escort back to point of origin. The escort shall ride in the front passenger seat so the proper seat belt restraints can be utilized. At no time shall escorts or other personnel, except a physician, nurse or respiratory therapist treating the patient, be allowed in the patient compartment of the ambulance while the vehicle is in route. Substitution of Beneficiary The Boston Healthcare System 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 Boston Healthcare System when such changes occur. Number of Patients The Contractor shall transport only one beneficiary per trip, under ambulance services, unless specifically authorized by Boston Healthcare personnel (authorized employees will be identified per Section 16 of this SOW) to transport more than one, and at no time shall the Contractor transport more than two beneficiaries. Standards of Care The Contractor shall adhere to the highest quality standards of both patient and medical care. Contractor shall adhere to the city, county, and state protocols established for emergency medical care and transportation. However, Boston Healthcare System may order specific levels of ambulance service to their campuses or to pick-up patients at other hospitals, nursing homes or patient homes when transporting to Boston Healthcare System. Hours of Performance and Response Times Hours of Performance. Contractor shall provide all ALS and BLS ground ambulance services for patient beneficiaries as requested (See Section 4 of this SOW). Response Time The Contractor shall respond to all calls for ambulance transport service by being on-site at the designated point of pick-up within 30 minutes of pick-up time. Should the time period for pick-up, stated herein, be physically impossible due to the location of the beneficiary, the Contractor shall contact the Boston Healthcare System travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said patient. The Contractor shall provide and respond to all emergency calls in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board patients, to include the use of sirens and other measures to ensure timely arrival at the designated VA Medical facility. Response 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. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for "cause," (see FAR clause 52.212-4(m)). It is estimated that 70% of all requests for service will be placed by telephone and 30% by fax. Requests for service may also be in writing or oral from an authorized representative of Boston Healthcare System (authorized employees will be identified per Section 17 of this SOW), and may be completed by telephone, mail, e-mail, or in person (by giving a written or verbal request). Electronic Transmissions. The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with Boston Healthcare System (i.e., patient incidents, requests for service, special correspondence, etc.). The Contractor shall indicate if there is e-mail availability for their company to complete communications with Boston Healthcare System (use of this communication system shall be mutually agreed upon after award of contract before any communications are completed in this manner). Waiting Times For unscheduled trips, waiting charges shall commence 15 minutes from the time the Contractor actually arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence 15 minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up point, whichever is later. If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 15 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. Under no circumstance shall a patient wait for transportation service for more than thirty (30) minutes without corrective action being initiated. If the Contractor fails to dispatch a vehicle for the requested service within thirty (30) minutes after receiving a request or any order, Boston Healthcare System reserves the right to obtain the service from another source and to deduct the charges incurred by the VA for services provided by another vendor from the next invoice submitted by the Contractor. Alternative transportation will be initiated by Boston Healthcare System at the time of need and Contractor will be notified after the fact. In addition, if Boston Healthcare System initiates an alternate transportation call and the successful contractor and alternate come at the same time, a dry run will be paid to the alternate for responding. The dry run fee will be equivalent to the fee paid to the Contractor as shown in the Section B Pricing/Cost Schedule. This dry run fee will be deducted from the Contractor's invoice. Trips shall be scheduled by Contractor so that patients are not held at any point to meet another vehicle for the purposes of carpooling unless authorized by the Boston Healthcare System Travel Clerk. Authorized Boston Healthcare Personnel Authorized personnel will be full time staff employed by Boston Healthcare System. Authorized personnel shall be calling directly from government telephones from within the facility. Prior to performance, the Contracting Officer will 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. Requests of Services All requests shall be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices and contractor s request for service log submitted per Section 20. When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the Boston Healthcare System representative will provide the Contractor with the following type of information: Mode of transportation required; Required date and time of arrival; Name of beneficiary; Pick-up and delivery point; Type and number of additional medical care specialists required; Type of equipment required; and Last four digits of the patient's Social Security Number Dispatcher Requests for Transportation services shall be made to the contractor personnel identified as seen below: Company: Address: City/State/Zip: Contact Person: Normal Hours Telephone No.: After Hours Contact Person: After Hours Telephone No.: Invoices Payments for services will be monthly, in arrears, on certified invoices, per VAAR clause 852.232-37 Electronic Submission of Payment Requests. Reimbursement for Mileage Mileage Reimbursement. Reimbursement for mileage shall be based upon the miles from the pick-up point and the specified destination. Should Boston Healthcare System make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, Boston Healthcare System 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 will be the base rate for the trip, as provided in the Prices/Costs Schedule. This charge shall not include any mileage charge. Should the Contractor arrive at the destination before Boston Healthcare System 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, patient absence, patient refusal) then the Contractor shall receive 100% of base rate for a one-way trip. Other Charges. The prices listed in the accepted Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill Boston Healthcare System for any such separate charges. Patient Rights Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Care Unit. There shall be no smoking within the vehicles by Contractor, beneficiary, or any other passenger. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. Each patient shall be provided with safe and comfortable transportation to and/or from the Boston Healthcare System Healthcare System. The Contractor shall assume the total responsibility for the patient's safety and comfort during the entire transfer process, from the time the Contractor's staff reaches the patient, tough the loading and unloading of the patient into the vehicle, and until the time the patient is properly delivered to the professional staff of the medical Center or other final destination. Incident/Accident Reports: IMMEDIATELY upon any incident/accident involving a Boston Healthcare System patient being transported or escorted, verbal notification shall be made to the Boston Healthcare System COR and/or CO with all the facts as they relate to the incident/accident. A written report with a list of the Contractor staff names (drivers/escorts), patient's name, and pertinent information and witnesses shall be filed within forty-eight (48) HOURS OF THE INCIDENT/ACCIDENT with the COR or CO. The report shall be filed no matter how minor the incident/accident appears to be. The Contractor shall notify the COR in writing within 24 hours of any complaints made by the beneficiaries with regard to the ambulance service. The Contractor may provide recommendations for improved services along with the patient complaints for Boston Healthcare System review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the CO. Infection Control Procedures Health Tests: Contractor must submit proof of the following with their quote (all tests must be current within the past year): Tuberculosis Test. Any past positive results will need a negative chest Xray results prior to starting work. PPD results needed to be submitted to the VA contracting office on an annual basis. 2. Hepatitis B Vaccination. Contractor must provide documentation of ambulance employees who have received hepatitis B vaccination series and those ambulance employees who decline to receive the series. The contractor shall delay using drivers and/or attendants who have the cold, flu, chickenpox, measles, or have been around someone who is sick on trips until well or no longer symptomatic. If any ambulance employee has suffered from a communicable disease and has been cleared to return to work, a copy of the clearance documentation must be submitted to the VA contracting office prior to the ambulance employee starting work for this contract. Required Reports and Documents Within seven (7) days after contract award the Contractor shall provide the following: Contractor Personnel Roster. In this document, Contractor shall identify the employee Name Position Title, and Work assignment area Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur. Contractor shall provide a "Run Sheet" as part of the beneficiary s permanent record. This Run Sheet shall include a record of the beneficiary s vital signs, medications used, oxygen use, beneficiary s attitudes and any changes in the beneficiary's condition. The list stated herein shall not be construed to be as all inclusive; the Contractor shall provide all pertinent information. Contractor s Quality Control Plan The Contractor shall establish and maintain a complete Quality Control Plan to assure the requirements of this contract are provided as specified. A copy of this Quality Control Plan shall be forwarded to the CO along with the requested initial proposal. The Contractor's Quality Control Plan shall include the following or have incorporated into during performance of contract, as a minimum: An inspection plan covering all services required by this contract. The inspection plan shall specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. Incorporation of both active or established internal policies and procedures for updating medical service protocols that could affect performance of contract. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable. On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract, the methods of preventing vehicle breakdowns, and detailed procedures for alternative transportation of patients in the event of mechanical breakdown of ambulance. On-site records identifying the physical capabilities, certifications, and ongoing training of each employee performing services under this contract. The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle communication radios. A log to account for all requests for services. The log shall indicate the date and time of service call, name of the beneficiary requiring services, any required Medicare/Medicaid forms with doctor's signatures, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract. Miscellaneous At no time shall the Contractor leave vehicles on Boston Healthcare System premises unless a pick-up or delivery is in process. Contractor employees shall conduct themselves in a businesslike manner at all times while on Boston Healthcare System premises. When 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 required. Contractor Administrative Representative The Contractor gaining award of this contract shall provide a list with the names, addresses, telephone numbers, and facsimile number of authorized Contractor representative(s) who have the binding authority to act on behalf of the Contractor on administrative and/or performance matters pertaining to this contract. The Contractor shall maintain this list and submit any changes thereof to the Contracting Officer as changes occur. SPECIAL CONTRACT REQUIREMENTS Contractor's Responsibilities and Insurance Requirements - The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to themselves, their employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or his employees' actions and/or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the states, and in accordance with VAAR 852.228-71 INDEMNIFICATION AND INSURANCE and 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE. Evidence of coverage shall be submitted to the Contracting Officer before commencing work under this contract (copy of Certificate of Insurance), and it shall not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer. Safety Requirements - In order to protect the lives and health of all VA employees, patients, guests, and visitors on VA property, the Contractor in the performance of this contract shall take such safety precautions as the Contracting Officer, or his designate, may determine to be reasonably necessary. The Contracting Officer, or his designate, will notify the Contractor of any non compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work, and hold the Contractor in default. Interference with Normal Functions - The Contractor's personnel shall interrupt their work at any time so as not to interfere with the normal functioning of the Boston Healthcare System, including utility services, fire protection systems, and passage of facility veterans, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive shall be brought to the attention of the Contracting Officer. Disposal of Hazardous Waste - The Contractor shall not dispose of any hazardous materials at any location on the Boston Healthcare System premises except as specified by the Contracting Officer. Sales of Companies or Name Changes - The Contractor gaining award of the contract shall notify the Contracting Officer, Department of Veterans Affairs, Contracting Office ( 90C) 940 Belmont St. Brockton MA 02301 in writing immediately upon entering an agreement (either oral or written) to sale or transfer all or part of its stock or other ownership interest to any other party. Contractor shall also contact the Contracting Officer immediately in writing (at the above referenced address) in the event a company name change will happen, with information as to the reasons and/or determinations causing this action. Health Insurance Portability And Accountability Act (HIPAA), Privacy Rule, and Security Rule Because the Contractor will have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) and is considered a covered entity, the Contractor is subject to regulations and guidelines issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information ( Privacy Rule ), and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard ( Security Rule ); and whereas, Department of Veterans Affairs Veterans Health Administration is a Covered Entity as that term is defined in the HIPAA implementing regulations, 45 CFR 160.103. Patient Privacy and Confidentiality - All "patient papers" transported with the patient are confidential in accordance with HIPPA. Contractor's personnel may review these records for assessment and treatment purposes only. Appropriate administrative and medical information will be provided to the Contractor for patient transport. If the medical record is transported with the patient, it may be used as a source of information if the situation warrants (i.e. emergent care while in-route). In all other instances, all documents will remain intact and sealed. ALS/BLS AMBULANCE TRANSPORT ESTIMATES FOR ENTIRE BOSTON HCS ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES ESTIMATED QUANTITY PER YEAR UNIT 0001 One-Way Trip Rates for Advanced Life Support (ALS) Transport Services including Oxygen, Cardiac Monitoring Unit and IV Therapy 1,545 TRIP 0002 Additional Mileage Rates for Advanced Life Support (ALS) Transport Services including Oxygen, Cardiac Monitoring Unit and IV Therapy 31,400 MILES 0003 One-Way Trip Rates for Basic Life Support (BLS) Transport Services including Oxygen 12,090 TRIP 0004 Additional Mileage Rates for Basic Life Support (BLS) Transport Services including Oxygen 234,500 MILES CONTRACT DEFINITIONS AND ACRONYMS Advanced Life Support (ALS) - ALS shall be provided by ambulance vehicles containing at a minimum, an on-board EMT-P, cardiac monitoring, Advanced Cardiac Life Support (ACLS) drugs and procedures, advanced airway management and medication monitoring and administration. Ambulances for ALS services shall be staffed, certified, and licensed in accordance with current laws and regulations governing the certification and licensure of private ambulances by the respective states of service, and all ALS services shall be in accordance with current laws and regulations by the respective states of service. Base Rate - Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action. Basic Life Support (BLS) - BLS is defined as services required for non-critical patient care in which patient requires an ambulance, which has been staffed, certified, and licensed in accordance with current laws and regulations governing the certification and licensure of private ambulances by the respective states of service. All BLS services shall be in accordance with current laws and regulations by the respective states of service. The ambulance at a minimum shall be staffed with a vehicle operator and an Emergency Medical Technician (EMT) - Basic Ambulance, basic airway management, and IV's at Keep Vein Open (KVO) without additives. Beneficiary - Veterans and other members determined to be eligible for benefits by the Veterans Administration (VA). BFR - A Billed For Responses run is defined as a request for service by authorized personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the medical center needs. The Contractor will be entitled to the applicable base rate only when BFR s are encountered due to no fault or negligence of the Contractor. Business Hours/Days - Business hours/days are defined as the time of 8:00AM to 4:30PM, Monday tough Friday, except Federal holidays. The Federal Government observes the following days as holidays. New Year s Day January 1st* Martin Luther King s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th* Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Cistmas Day December 25th* *If the date of the holiday falls on a Saturday, the Government holiday is the preceding Friday. If the date of the holiday falls on a Sunday, the Government holiday is the following Monday. In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation Off Business hours/days are defined as the time of 4:31PM to 7:59AM, Monday tough Friday, all day Saturday and Sunday, and Federal holidays. Contracting Officer (CO) Veterans Administration official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. Any changes to a resultant contract may only be made tough a written modification as prepared and executed by the CO. Contracting Officer s Representative (COR) - VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities will include, but not be limited to: surveillance of services required under this contract, determining the adequacy of Contractor performance according to the specifications of this contract, acting as the Government's representative, ensuring compliance with contract requirements insofar as the work is concerned, certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and serves as a member on the vehicle inspection team. The COR cannot authorize deviations from the specifications and requirements of this contract. In the event the Contractor deviates without approval from the CO, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. The POC will be designated in writing by the CO after contract award. Contractor - The term "Contractor" as used herein refers to both the prime Contractor, their employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that their subcontractors comply with the provisions of this contract. Joint Commission - A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment. Mileage Rate Mileage charge will be assessed from pick up location to drop off location, according to BING. When trip is booked, VA will inform contractor of mileage according to BING. Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this contract. Quality Assurance Surveillance Plan - An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance. Quality Control - Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract. Scheduled Trip(s) - The term "Scheduled Trip" as used in this contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:00 p.m. the prior business day) of required services and a specific pick-up time and location. Unscheduled Trips(s) - The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given. Vehicle(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. Waiting - Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel. Waiting Grace Period - The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for ambulance services shall include a fifteen (15) minute waiting grace period at origin and destination.
VA24116R0521 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 1
2/23/17, 3:04 PM