EMS SOW - FINAL.pdf

EMERGENCY MEDICAL TRANSPORTATION SERVICES

STATEMENT OF WORK

Introduction The Federal Correctional Complex (FCC) in Pollock, LA, intends to award a single-award contract for the provision of population at Federal Correctional Complex-Pollock in Pollock, Louisiana. The contractor shall be prepared to provide qualified support staff as listed in the statement of work to meet FCC Pollock’s anticipated need for services.

Description of FCC Pollock FCC Pollock is considered a Care Level 1 facility that is currently housing approximately 3,500 generally healthy male offenders. FCC Pollock consists of three separate facilities: Federal Prison Camp, Federal Correctional Institute (FCI) and United States Penitentiary (USP). Additional information regarding FCC Pollock and the Federal Bureau of Prison (BOP) may be located at www.bop.gov. The contractor must have the ability to transport several inmates throughout the course of the day as there is no predicate forecast available to estimate the need for this service.

There may be instances where more than one ambulance will be required at one time. The contractor shall be responsible for responsiveness, adherence to all service requests, technical quality of work, and commitment to customer satisfaction.

Scope of Services The Contractor shall provide Basic Life Support (BLS) and Advance Life Support (ALS) ambulance services on an as needed basis for the inmate population at FCC Pollock. These services will be required to include all necessary supplies, equipment, staff, licensing, and expertise. The scopes of services include but are not limited to:

• The estimated volume of trips consists of an estimate of 4 ambulance service calls per week (16 per month). However, unforeseen situations may occur requiring additional emergency services to be performed outside of the daily estimate. Therefore, the contractor shall develop a contingency plan in the event of an occurrence of a catastrophic incident. A copy of the contingency plan will be sent to the to the Contracting Officer Representative (COR) by the Effective Date of Award (EDOA) to ensure that an increased volume of emergency service calls will be completed by the awardee.

• Services that are performed under the terms of this contract include drop off and/or pick up of inmate(s). The trip will be considered complete when the inmate is delivered by ambulance with ambulance personnel to the admitting/evaluation unit, a specified ward or unit, or to the location specified at the time the trip is ordered.

Unscheduled Emergency Medical Transport The contractor shall provide ambulance transport services for inmates experiencing medical emergencies, requiring immediate care. Emergency transport will be on an as-needed basis, 24/7, with an established response time of no more than 15 minutes from the initial request. EMTs and paramedics must meet the state of Louisiana licensing and certification requirements, with appropriate training for inmate transport. Ambulances provided must be appropriately equipped to handle the medical needs of inmates, including BLS and ALS units, depending on the medical condition of the inmate.

Scheduled Medical Transport FCC Pollock will require non-emergency scheduled transport of inmates to and from medical appointments at hospitals, specialized clinics or airports for air charter services. These scheduled trips may include transport to the hospital, return trips, or other related medical services, as requested. Each scheduled transport must adhere to an agreed-upon schedule, with allowances for adjustments as necessary due to health or security reasons. Scheduling of these transports will be conducted with as much notice as possible by the Government. However, there will be a minimum of 48 hours’ notice for scheduled transport(s).

Non-Exclusive Intra-Facility Transfers It is acknowledged that hospital-to-hospital transfers are often governed by independent agreements between parish EMS designation authorities. FCC Pollock does not control vendor selection for private inter-facility transfers or emergency calls initiated by hospitals.

Place of Performance The contractor will be responsible for transporting inmates to various locations as required by FCC Pollock. Most services are expected to occur, but are not limited to the following:

Transport inmates from the Federal Correctional Complex (FFC) located at 1000 Airbase Road, Pollock, LA 71467 to:

• Rapides Regional Medical Center 211 4th St. Alexandria, LA 71301

• Christus St. Frances Cabrini Hospital 3330 Masonic Drive, Alexandria, LA 71301

• Riverside Hospital 13 Heyman Lane, Alexandria, LA 71301

The contractor will agree to transport inmates to a destination requested by the FCC regardless of if another hospital is a shorter distance from the FCC Pollock

Special Qualifications Required The contractor must hold and retain a current State of Louisiana license that permits the contractor to operate a BLS and Emergency ALS Ambulance Service. In addition, the contractor shall meet the requirements of Federal, State, and City codes regulating the operations of this type of service.

The contractor will be responsible for maintaining full compliance with all standards and regulations designated by the DHH 105 CMR 170.305 (c). These requirements are in regard to staffing a Paramedic-level ambulance with a Paramedic and EMT-Intermediate (Paramedic- Intermediate), a paramedic and Advanced EMT (Paramedic-Advanced), or Paramedic and EMT- Basic (Paramedic Basic) configuration.

The contractor must be able to perform and meet all requirements identified by ensuring the ambulance service has the necessary equipment and personnel to furnish services in the volume required by this contract.

EMT(s), paramedics and ACLS (advanced cardiac life support) staff providing emergency services on any ambulance serving the facility must be able to perform all required duties in accordance with regulations governing the institution. It is the contractor's responsibility to ensure their employees are properly trained and are provided with updated training regarding changes or updates in all Statewide Treatment Protocols, service policy, and procedures. This includes but is not limited to utilizing all equipment that is required to perform within the basis of this contract.

The contractor must be certified, licensed, or otherwise officially recognized as required by the local, state, regional government, or public entity where the emergency ambulance service is operated or by which it is governed. A copy of the license and/or certification must be furnished to the Contracting Officer. The contractor must be insured and will be required to provide insurance certificates to FCC Pollock at the time of the solicitation and each exercised option year.

All personnel must have the appropriate educational experience in those areas of medicine that are commensurate with the medical transport service. The contractor must have the mechanisms to provide the appropriate care required for inmates who are being transported in a safe and secure manner. This includes providing medical supplies and equipment consistent with the scope of care. Medical transport personnel shall ensure that all medical equipment/supplies are in working order.

The Government expects the contractor to perform at the acceptable levels throughout the life of the contract. The Government will periodically evaluate the Contractor's performance by appointing a Contracting Officer's Representative (COR) to monitor performance to ensure services are received in an adequate manner. The contractor must be registered in the System for Award Management (SAM).gov with the status to accept all awards.

Risk Acknowledgement-Sole Provider Reliance

Both parties must acknowledge and agree that this contract agreement remains valid only while the vendor is the authorized emergency service provider for Grant Parish. Based on recent regional disruptions in adjacent parishes with changes in emergency services provider, there have been instances of provider changes which have led to service gaps and complex inmate transport issues.

Scheduled Trips For scheduled medical trips, as much notice as possible will be given to the contractor. There will be a 48-hour minimum for all scheduled trips. These trips will be coordinated with the Contracting Officer Representative and a contractor focal point of contact for all scheduled trips.

Emergency trips:

• Availability: Ambulance services will be available 24/7, with response times meeting the standards defined in the contract.

• Timeliness: Emergency transports must arrive at each institution at FCC Pollock’s front entrance within a specified window of 15 minutes.

• Communication: The contractor must maintain open communication with the designated contact person at the prison and report any delays, issues, or deviations from schedule immediately.

• Emergency Response: In case of emergency, the contractor will provide services in line with industry best practices, ensuring that care is given promptly and professionally.

Scheduled and Unscheduled Basic Life Support/Advance Life Support:

A minimum of 75% of all scheduled and unscheduled ALS/BLS trips will be provided by the contracted ambulance company, or another private ambulance company, to ensure the Federal Government is not producing additional strain on the local public resources of the Pollock Fire Department and surrounding public EMS community resources.

The contractor will submit a monthly summary report to the COR. This report will provide the following information:

• Total number scheduled and unscheduled BLS/ALS calls requested by FCC Pollock,

• Total number of calls taken/responded to by the awardee •Total number of calls deferred to local EMS providers.

This report will be used to track compliance with this performance standard.

Response Procedures:

Prior to contract effective award date, the contractor will provide a dispatch number in which to call in unscheduled ambulance services.

When FCC Pollock determines it needs an ambulance, the contractors provided phone number will be called by FCC Pollock Operational Lieutenants or Control Room Officers. The correctional services staff will state a brief nature of the emergency and any known conditions.

The contractor will respond to FCC Pollock’s front entrance(1000 Airbase Road, Pollock LA 71467) within 15 minutes of this call.

Upon arrival at FFC Pollock front entrance, a staff member will screen the ambulance in. Cell phones will not be allowed inside the secure perimeter of FCC Pollock. They will be held by FCC Pollock staff while contractor staff are inside FCC Pollock prison fence line. The Government reserves the right to inspect any ambulance used to provide services under this contract and reject equipment, without advance notification.

The ambulance will be escorted to Health Services or designated area to collect and transport the inmate to the designated medical facility.

The contractor must follow all security procedures as mandated by FCC Pollock and the Federal Bureau of Prisons' institutional security policies. The contractor must allow and make available space for an FCC Pollock staff member to ride with the inmate; constant supervision is required in accordance with institutional policy. Additionally, a Government Vehicle with an FCC Pollock armed or unarmed staff member will travel directly behind the ambulance.

Equipment/Supplies The contractor will be responsible for furnishing all supplies necessary for the contractor to provide the required services that is needed by the institution. The inmate may be secured on a government owned back board prior to the contractor's arrival. In such cases, the contractor must leave a backboard to replace the Government owned back board. This can be described as a one-for-one agreement. Unless specifically identified as Government furnished property (i.e.

restraints, handcuffs, etc.), the contractor shall supply all necessary requirements to perform the services listed in the SOW. Equipment and supplies can include, but are not limited to paramedics, drivers, ambulances, supplies for ambulances, stretchers, etc.

Rates Payment for mileage traveled will be limited to “one way only” up to 20 miles, the distance over which the patient is transported. The actual distance of the authorized trip from the specified point of origin (pick-up point) to the specified final destination (drop-off point), including applicable waiting time shall determine total cost per trip.

Payments for trips beyond the 20-mile radius limit will be made under “rate per miles” and will include the base rate and the rate per mile for distance travelled beyond the 20-mile local base travel radius.

Should the BOP make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, BOP may notify the Contractor to cancel the order. Should the Contractor arrive at the destination before BOP cancels the order, of if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor’s control, e.g., incorrect address, or inmate absence, or inmate refusal, then the Contractor shall receive 100% of base rate for a one way trip as provide in the Schedule of Supplies or Services and Prices/Costs, and applicable mileage if outside Contract Mileage Threshold areas of coverage. ALS Non-Emergency and BLS Non-Emergency would be utilized if EMS comes to the institution and the inmate is identified to need to be transported to the local hospital; however, the trip has been identified as no longer emergent. Other Charges: It is understood that the prices listed in the accepted Schedule of Supplies or Services and Prices/Costs shall be inclusive of all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the BOP for any such separate charges.

Billing for Services The contractor is expected to bid a fixed/capitated price for each transport. The contractor shall submit a consolidated bill for all services provided in each calendar month. The contractor agrees to be paid for monthly bill via electronic funds transfer. ·Upon request, the contractor shall supply individual run sheets and itemized bills for any service provided to FCC Pollock.