36C24222Q1089.docx

36C24222Q1089

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

630-23-1-150-0001 36C24222Q1089 01-23-2023 Safa Shleiwet 347-224-5637 02-22-2023 17:00

EST

36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx

NY

10468-3904 X X 621910 $20 Million N/A X See Performance Work Statement

36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx

NY

10468-3904

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/veteransaffairs/

See CONTINUATION Page This Indefinite Delivery, Indefinite Quantity (IDIQ) is for Ambulance Services in which the Contractor shall provide all labor, equipment, materials, transportation, and supervision necessary to provide 24-hour 7-days-a-week Basic Life Support (BLS) and Advanced Life Support (ALS) to eligible beneficiaries of the VA New York Harbor Healthcare System.

See Instructions to Offerors, Addendum, and Evaluation Factors Sections E.2, E.3 See CONTINUATION Page x X X Jadwiga Kustra Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C242 Jadwiga Kustra Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C24222Q1089

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B.2 PERFORMANCE WORK STATEMENT

The New York Harbor Healthcare System has a requirement for 24-hour Ambulance service to transport eligible beneficiaries of the medical center for medical services. Ambulance services for Basic Life Support (BLS) and Advance Life Support (ALS) shall be provided 24 hours, 7 days per week, 365 days per year for eligible beneficiaries of the New York Harbor Healthcare System and (2) Community-Based Clinics (CBOCs).

Veterans Affairs New York Harbor Healthcare System (VA NYHHS)

MAIN FACILITY LOCATIONS

Outpatient Clinics Harlem Community Based Clinic Staten Island Community Based Clinic

The Contractors MUST be authorized to provide services in the state of New York and these primary territories: Counties of the Bronx, Kings, Queens, New York, and Richmond.

On occasion the contractor may be required to provide services in the following areas: Nassau County, Suffolk County, and areas within the states of New Jersey, Pennsylvania, and Connecticut. These trips may be due to patients discharges after procedures or treatment at a VA NYHHS facility. These trips comprise of transfers to other VA facilities, patient’s residents, rehabilitation, or nursing facilities. The facility providing treatment is responsible to facilitate the transportation for eligible patients.

The government intends to award an Indefinite-Delivery Requirements-type Contract with Fixed Price line-item costs associated with varying levels of trip distances and service levels.

The intent of an awarded contract shall be to have a business entity provide non-emergent ambulance transport services and wheelchair transport services for beneficiaries of the New York Harbor Healthcare System (VA NYHHS) southern tier and surrounding areas. For purposes of this contract, the term “non-emergent” means services scheduled ahead of time.

The Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment, reports, and anything else necessary to provide non-emergent ambulance transport services and wheelchair transport services as identified in the Schedule of Supplies/Services and Prices/Costs and the Performance Work Statement (PWS) in accordance with all requirements, terms, and conditions stated herein.

The vehicles, personnel and services rendered will conform to all federal, state, and local statues, laws, codes rules and regulations; including, but not limited to those required by the State of New York, Department of Health Emergency Medical Services Program. The Contractor SHALL maintain Ambulance Service Certificate (DOH-3414) issued by the New York State Department of Health, which cites the operating territory. Primary operating territory shall include the Counties of Bronx, Kings, Queens, New York, and Richmond.

The contractor’s care shall cover the full range of paramedic and non-emergent ambulance transport services provided in the local community. Performance shall continuously be compliant with the requirements contained herein and meet or exceed the standards of the Commission on Accreditation of Ambulance Services (CAAS) and the New York State Department of Health, Bureau of Emergency Medical Services.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

BASIC LIFE SUPPORT (BLS)

Basic Life Support unit will be staffed with non-emergency attendant/drivers. Vehicles shall be dispatched immediately and arrive at the site within forty-five (45) minutes of calls for BLS ambulance.

ADVANCED LIFE SUPPORT (ALS)

Advanced Life Support Unit shall be staffed with Paramedics, ALS trained Registered Nurse (RN), and/or Certified Emergency Medical Technician (EMT) with controlling capabilities for, but not limited to, Endotracheal Intubation, IV Therapy, Cardiac Monitoring, Defibrillation, and Drug therapy, to be used in and out of town. EMT or ALS trained RN to be provided by Contractor. Vehicles shall be dispatched immediately and arrive at the site within (30) minutes of call for an ALS ambulance.

ALS and BLS ambulance drivers shall assist the patient as necessary, to enter and exit vehicles, enter, locate, and sign in at appropriate clinic areas upon arrival at destination. Vehicles transporting VA beneficiaries will be dedicated exclusively to VA transports. The contractor may not carry non-VA contract beneficiaries or private pay patients with VA beneficiaries.

The Contractor gaining award shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to cover all Ambulance services as identified in this Performance Work Statement.

PERFORMANCE PERIOD

12 Months base plus (2) six-month option period.

SERVICE AREA

Services are required in the boroughs of Queens, Brooklyn, Bronx, Manhattan, and Staten Island. On occasion services will be needed throughout Nassau and Suffolk counties, as well as areas within the states of New Jersey, Pennsylvania, and Connecticut.

DEFINITIONS:

Add-On Service / Add-On Trips – Service not pre-scheduled but submitted to the contractor daily requiring a 60-minute response time or better. These are services which are needed after the scheduling deadline submitted by hospital staff (i.e. emergency room runs, clinic add on appointments, transfers to or from other facilities, etc.)

Administrative Officer of the Day (AOD) – VA employee who acts as the administrator during all hours that are not normal working hours. Normal working hours are 7:30 a.m. to 4:30 p.m. Monday through Friday, excluding holidays.

No service or no-load charge –When a driver is dispatched to pick up a patient and for various possible reasons, the run is not completed, at no fault of the driver. A no service form will be completed by the driver and submitted to Contracting Officer Representative (COR) or designee (staff who approved the no-service) for signature/concurrence. When the VA NYHHS travel office provides reasonable notification, a no-load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation (15) minutes prior to the scheduled pickup time.

CONTRACTOR QUALIFICATIONS

a. Proposals shall be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this contract. Successful offeror shall meet all requirements of Federal, State and City codes regarding operations of this type of service.

b. REQUIRED SUBMISSIONS. Offerors shall submit the following information with proposal and prior to exercise of any option to this contract:

WORK HOURS

The services covered by this contract shall be furnished by the Contractor as defined herein. The Contractor will be required to furnish such services seven (7) days per week, 24-hours per day, including National Holidays:

New Year’s Day Martin Luther King’s Birthday Presidents Day Memorial Day Juneteenth Independence Day

RATES AND MILEAGE

Base Rate: For all one-way trips and no-loads within the city limits from a designated pick-up point to a designated delivery point, the contractor shall receive the flat base rate awarded for that trip. The Base Rate shall constitute full compensation for one-way trips which do not exceed the city limits.

Mileage Rate: In addition to the base rate, the contractor shall receive the mileage rate awarded for each mile traveled beyond the specified city limits. This rate applies to loaded, one-way transportation as well as no load trips. In the event fraction miles result, VA shall pay the rounded off amount to the next higher whole mile. In no event shall the Contractor receive this rate for miles traveled within the specified city limits.

City Limits: The city limits, for the purpose of this contract, are defined as the five (5) counties comprising of the boroughs Bronx, Brooklyn, Queens, Staten Island, and the City of New York.

Mileage Beyond City Limits: The areas located outside the five boroughs comprising the city limits.

Mileage Determination: utilize the latest Internet Google Maps version that provides the shortest route in terms of mileage, or a similar mapping service (i.e. Microsoft, or use of a Global Positioning System within the Vehicle) that provides the shortest route in terms of mileage.

Mileage Dispute: In the event of a dispute over the distance which the patient is transported to arrive at a specific destination, mileage will be defined/measured by the latest edition of the Rand McNally Standard Mileage Guide.

Toll Charges: Any such legitimate toll charges incurred shall be limited to loaded trips when the Veteran patient is traveling in the vehicle, shall be listed separately on the invoice.

The Contractor shall provide a list of anticipated tolls.

All invoices must be accompanied by supporting documentation of tolls actually paid (i.e. receipts, EZ Pass, etc.)

Ferry use is prohibited for all trips unless approved by the COR or Business Office Chief or Assistant Chief.

WAIT TIME

For time lost in waiting due to causes beyond the control of the driver, the contractor will be reimbursed in 15-minute increments, at the rate of one-fourth the hourly rate quoted. The base rate for medical transportation services shall include a 15-minute waiting grace period at origin and destination; the wait time charge only applies if the crew is delayed longer than 15 minutes at the time of pickup or delivery.

1. For add-on trips, waiting charges shall commence 15 minutes from the time the Contractor arrives at the designated pick-up and/or delivery points. For add-on trips with specified time for pick-up, waiting charges shall commence 15 minutes after that pick-up time. For scheduled trips, waiting charges shall commence 15 minutes from the scheduled pick-up time or from the time the Contractor arrives as the designated pick-up point, whichever is later.

2. If the designated pick-up and/or delivery points are at other than the VA Medical Center and waiting beyond the required 30-minute grace period is anticipated, the Contractor shall notify the Beneficiary Travel Clerks or their Supervisor; if these individuals are not available, the Contractor shall notify the AOD. This call is only for the purpose of verifying the Contractor’s time of arrival at pick-up and 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 provide notification when waiting beyond the grace period shall result in non-payment for waiting time. No charges will be honored without prior approval. Immediate communication can often eliminate the possibility of delays. It is permissible for Contractor to confirm runs with beneficiaries by phone prior to dispatching units.

3. Wait time shall not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading, and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. Fifteen minutes is routine.

ORDERS

a. Requests for services will be made by authorized VA staff only (Travel Clerk, Travel Supervisor, Administrative Officer of the Day (AOD), or Chief or Assistant Chief, Business Office), in writing, telephone, or via fax. The contractor will be provided a list of the names and telephone numbers of the persons authorized to place orders upon award of the contract. Patients are not permitted to order transportation at VA expense. The government will not be held liable for those services performed by the Contractor which are ordered by people who are unauthorized.

b. Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via fax, e-mail and/or telephone, by the Travel Office personnel at the VA NYHHS, no later than 4:30 p.m. prior to the day the transportation is required.

c. Services Requests: If the Contractor fails to furnish ambulance service within contracted time after receiving a request or any order, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result from the Contractor’s failure to provide the service. The VA will be the sole judge in determining when to order service from another source. However, in no instance will the Contractor be required to furnish more than five (5) ambulances at one time.

The following information shall be provided by the VA to the contractor:

· Patient name (first and last name)

· Last 4 of Social Security Number

· Pick up point (include address, telephone #, city, state, bldg. and/or room number if applicable)

· Destination

· Time of pick up

· Additional information as needed (whether there are papers, medications or other items to be transported with the patient and location of those items)

· Any specific physician instructions

PATIENTS

a. Beneficiaries may be referred to as patients, Veterans and/or beneficiaries.

b. A trip constitutes transporting the beneficiaries from their point of origin to their destination, VAMC or Non-VA (Private) Facility.

c. Destination will be considered within the premises of the area the beneficiary is required to report to or within their home in accordance with the address destination given by the COR.

d. Beneficiary shall not be left at the entrance or in the hallway of the facility or outside their place of origin. When transporting to another Health Care facility (either VA or Private), the beneficiary must be presented to a staff member.

e. If a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. Any such events will reflect negatively in the Contractor’s past performance review.

f. Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor.

g. The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patients name and last four of social security number, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact the Transportation Office with any questions, requests for clarification, or the need for additional information at the VA NYHHS travel office between the hours of 8:00 a.m. to 4:30 p.m. From 4:30 p.m. to 8:00 a.m., Holidays and weekends, the Contractor shall contact the AOD (Administrator on Duty).

h. Add-On Trips: Requests for add-on trips not initially recorded on the travel log shall be made by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within 60 minutes after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source. This will reflect negatively in the Contractor’s past performance review. For add-on trips that are over 100 miles, the COR or Business Office Chief or Assistant Chief may allow some flexibility in the 60-minute response time. The COR and/or Contracting Officer will determine when to order service from another source.

i. Inclement Weather: In case of inclement weather, the decision as to whether a VA Patient will be transported shall be made mutually by the COR or Business Office Chief or Assistant Chief and the contractor.

j. Upon request of the Travel Clerk or AOD, the Contractor shall provide the estimated time of arrival for any vehicle in-route to pick-up a VA Patient or any VA loaded vehicle in-route to a specific destination.

k. The Contractor shall notify Travel, by telephone, at least two-hours in advance if the Contractor is unable to provide trips within the time frame necessary for the VA Patient to maintain their scheduled appointment or return trip from the medical facility. For trips outside the Service Area, the contractor must notify the VA in time for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor’s call.

NUMBER OF PATIENTS

It is understood and agreed that only one patient shall be transported on a trip unless specifically authorized by the COR, Business Office Chief or Assistant Chief. When approved by the COR, Business Office Chief or Assistant Chief, and more than one patient is being 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 transported in a single vehicle concurrently. The Contractor must ensure that pick-ups and drop-offs are scheduled so that the totaled distance traveled will result in the most economical charge to the Government. If Contractor transports more than one patient without approval, payment for extra patient (distance) will not be allowed.

PATIENT TRANSPORT

1. Upon the request of authorized medical center staff, the Contractor will provide Basic Life Support (BLS) and Advanced Life Support (ALS) ambulance transports of patients to designated locations, depending on the specific request and clinical needs of the patient. The Contractor may be required to transport patients to another facility for treatment or tests, wait, and transport same patient to a pre-determined destination. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All patients shall be always attended by an authorized responsible party. When the destination is other than a VA facility, patient will be taken directly to their destination and presented to their caregiver. When transporting to another Health Care facility (either VA or Private) the patient shall be presented to a staff member. Patient shall not be left at the entrance or in the hallway of the facility or outside their place of origin. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle).

2. Contractor drivers shall ensure proper loading/unloading techniques are always followed, in accordance with Department of Transportation guidelines. Contractor shall always comply with the most current guidelines, including any revisions that occur during the life of this contract.

3. Contractor’s driver shall notify the COR, Business Office Chief or Assistant Chief, of any problems transporting patients, including but not limited to accidents, safety problems, and patients unbolting themselves. The COR, Business Office Chief or Assistant Chief shall be notified within one hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer (CO), a written report of the incident(s) will be delivered to the COR, Business Office Chief or Assistant Chief by close of business the next working day.

4. If the Contractor cannot furnish its own Ambulance during this contract performance period, the Contractor is authorized to utilize another Ambulance Service Company, as a subcontractor (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 COR and provide a justification for non-performance.

***NOTE: THE CONTRACTOR WILL NOTIFY THE PATIENT AND THE TRAVEL UNIT BY TELEPHONE OF ANY DELAYS IN THE TRANSPORTING OF PATIENTS. THE VA WILL ESTABLISH PRIORITIES WHEN NECESSARY. ***

PICK-UP PROCEDURES

1. When an ambulance is at a pick-up facility, the driver or the EMT shall announce to the Travel Office at the medical center, with responsibilities for releasing or facilitating the release of patients that the ambulance is waiting and provide the beneficiary’s name as well as any other pertinent information as to his identification. The individual so informed will verify the time on the trip ticket and indicate his name. From this verified time of arrival fifteen (15) minutes will be allowed as normal and not to lost time for the facility to release the patient to the Contractor. Such release time cannot be claimed as waiting time unless, through no fault of the Contractor, the patient is not released at all. Boarding activities are also normal to the services required and time spent at the pick-up location reaching the patient and assisting him to and into the waiting ambulance is not lost time.

2. When an individual is picked up at his residence, the beneficiary will verify the time and sign the trip ticket, or if unable to do so, a member of his household will sign the trip ticket. The household member will be allowed up to fifteen (15) minutes after this verified time of arrival for preparatory tasks exclusive of boarding activities which shall commence when the individual is ready to be placed in the travel device to transport the patient to the ambulance.

TRIP INTERRUPTIONS

1. No beneficiaries enroute in any kind of trip shall be transferred from the original Ambulance and enter another vehicle or be removed from the original vehicle at a location other than the destination address supplied by the Veterans Administration’s Beneficiary Travel Unit unless extraordinary, urgent situations arise, such as vehicle failure. All such events must be reported to the COR, Business Office Chief and Assistant Chief and the Travel Unit that submitted the request for service.

ADDITIONAL SERVICES:

1. Contractor will be required to transport patient luggage, medical records, medication, and any other items (including manual wheelchairs, Stryker frames, litters, etc.) from pick-up point to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types.

KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS

The Contractor shall assign to this contract the following key personnel:

Dispatcher:

(1) The Contractor shall provide a dispatcher assigned to this agreement. The dispatcher will be the primary point of contact for all transportation orders placed by the New York Harbor Healthcare System. This should include a primary dispatcher assigned to each working tour, 24-hours, and 7 days/week. A list of the dispatchers, including contact information and hours of duty, shall be provided to the Contracting Officer prior to the start of performance.

(2) During the first sixty (60) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, absence for leave, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (3) below. After the initial 60-day period of the contract, the Contractor shall submit the information required by paragraph (b) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

(3) The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

(4) For temporary substitutions where the key person will not be reporting to work for three (3) consecutive workdays or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure stated in paragraph (3) above.

AMBULANCE DRIVERS/ ATTENDANTS

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 always meet these qualifications while performing contract services. The VA requires that all contractor personnel receive a physical, verification of safe driving record and drivers check every 2 years and safety training once per year.

a. Contractor Personnel performing services under this contract shall always conduct themselves in a professional manner, maintain personal hygiene, and wear clean, neat uniforms.

b. Contractor personnel shall not smoke in vehicles while transporting VA patients.

c. Prices include the provision of a non-emergency attendant/driver for each vehicle. In accordance with applicable New York State Laws, all drivers must meet the following requirements:

1. Must be twenty-one (21) years or older.

2. Must have a valid Commercial Driver License, valid for operation of this type of vehicle.

3. Must have passed a driver physical examination, administered to New York State standard, and confirming physical ability to operate this type of vehicle (Ambulance/Bus). Physical examination is to be an annual requirement for continued employment.

4. Must have passed a documented criminal background investigation, including fingerprints.

5. Must have a clean driving record in compliance with applicable New York State requirements. The individual resided or worked and/or held a Commercial driver’s license or learner’s permit during three (3) years preceding employment with Contractor.

6. Must have passed a drug/alcohol screening examination.

7. Must have completed and passed Safety and First Aid training provided by the organization, pursuant to applicable state laws of New York State.

8. A defensive driving course, with annual defensive driving review forms completed per NYS guideline.

9. Successful offeror shall provide a list of all personnel that will be performing contract tasks and requirements, including the name, title and job description of each employee, 3 days after award.

10. Successful offeror shall provide written verification that all drivers are in compliance with applicable New York State requirements for the performance required under this contract 3 days after award.

ADDITIONAL REQUIREMENTS:

1. Identification: All Contractor’s drivers and attendants shall wear, in a readily observable area on the employee, a Contractor supplied photo identification badge (including employee’s name and business name) and company uniform, which identify the drivers and attendants while performing any aspect of service prescribed in this contract.

2. Contractor personnel shall not text message while driving and adhere to all state traffic laws.

3. 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, shall be capable of administering oxygen. Ambulance personnel shall have successfully completed the Standard and Advanced First Aid Course of the American Red Cross or U.S. Bureaus of Mines or equivalent and shall be capable of providing necessary medical assistance to the patient.

4. The educational competencies of each crew shall be provided. This shall include dates of certifications for BLS/ALS and recertification’s for licensure. A copy of the Regional Standing orders that the crew functions under shall be provided and shall include the training program and dates of completion for these standing orders. These Standing Orders shall include Basic, Intermediate and Paramedic pre-hospital protocols. The name of the physician functioning as Medical Control shall be provided, and any changes shall be communicated to NYHHS. In transporting patients, the care provided by an EMT Basic, EMT Intermediate, or Paramedic shall not exceed the scope of practice as defined by the State of New York.

5. 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.

6. Offeror’s proposal shall include evidence of required training, certifications, licensing, and any other qualifications of any personnel performing services under this contract.

7. Emergency Medical Technician (EMT) and Paramedic Qualifications: EMTs and Paramedics providing services under this contract shall have the following qualifications in addition to those required by Federal, New York State Laws and Local Government.

8. Shall have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 150 hours or equivalent including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DOHHS under PL 93-154, Federal Register 39:24304. (1974).

9. Shall submit evidence of equivalent training program successfully completed to the Contracting Officer as part of response to the solicitation.

10. Shall be certified, licensed or otherwise officially recognized by the local, state, regional government and public entity where the emergency ambulance service is operated.

11. Shall attend all refresher continuing education, or advance training programs as required by the by Federal, New York State Laws and Local Government.

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.

12. Paramedics providing cardiac transport shall possess expertise in the areas of:

a. Endotracheal Intubation

b. Administering IV infusions meds including Dopamine, Dobutamine, Levophed, Cordarone, nitrates.

13. The Qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility Director or his/her designee.

14. Shall possess expertise in the areas of:

a. Endotracheal Intubation

b. IABP (Intra-aortic balloon pump) [this level of service shall be considered ALS]

c. Administering IV infusions meds including Dopamine, Dobutamine, Levophed, Cordarone, nitrates [this level of service shall be considered ALS]

VEHICLES

The ambulance vehicle (Emergency Medical Service vehicle) under the terms of this contract will be licensed and meet the minimum requirements as mandated by the Department of Transportation of the State of New York under Chapter VI of the Transportation Regulations. The contractor must be a licensed EMS provider in the State of New York

A. All (Emergency Medical Service vehicles) utilized in performance of this contract must comply with New York State Department of Transportation Rules & Regulations Vehicles must display DOT inspection sticker. In addition to the above, all vehicles must be equipped with a standard size wheelchair, always kept/stored onboard with all vehicles assigned under this contract. Furthermore, all vehicles must possess the following salient characteristics:

1. Capacity: Vehicles must be able to accommodate two standard wheelchairs locked down in place as well as one ambulatory seat with space for a folded wheelchair.

2. Air conditioning and heating.

3. Be equipped with permanently mounted cylinder holders for patients requiring oxygen. Patients will have portable oxygen cylinders.

4. Be equipped with, a five-pound dry chemical or ABC type fire extinguisher or an IOBC (minimum D.L.) extinguisher mounted in an accessible place.

5. Be equipped with an American Red Cross type 24 first aid kits or equivalent.

6. Be maintained in a clean and sanitary condition.

7. Be equipped with two (2) six-inch amber flashing warning lights or one rotating amber beacon activated by opening of the loading door.

B. The Contractor is required to provide proof of vehicle inspection/maintenance records, reflecting compliance with Department of Transportation regulations, for each vehicle to be utilized under this contract as part of response to the solicitation.

C. Standard wheelchair securement devices shall not be attached to van doors.

D. All standard wheelchair restraints (for occupied or unoccupied wheelchairs) shall hold the standard wheelchair stable in all manners of driving. Installation of wheelchair restraints should be installed according to the restrain manufacturer’s installation instructions. After installing the resistant system, the standard wheelchair should be properly positioned and restrained in the vehicle and tested for motion. The standard wheelchair should not be able to move more than 6 inches in any direction while driving under normal conditions.

E. Wheelchair securement systems intended for use while the standard wheelchair is occupied shall not be attached to any part of the standard wheelchair designed for easy removal (e.g., footrest or arm rest), or to the cross member of the standard wheelchair. Patient must be always secured in the standard wheelchair when he/she is being transported to and from vehicle as well as being driven in an Ambulance.

F. Wheelchair restraints for use by driver of a motor vehicle must be operable (into and out of) the restraint solely by the driver, without the need of assistance. When the standard wheelchair is restrained in the driver’s position, there must be an audible or visual signal to the driver that assures the driver that the wheelchair is fully restrained by the restrain system.

G. Vehicles equipped with a transfer seat should have a tie-down system to secure the unoccupied wheelchair and be placed in such a position as to allow adequate client transfer. The tie-down must be operable by the client and shall be clearly labeled, “for unoccupied wheelchair only”, unless unit has been safety tested and approved for occupant use.

H. The only positions acceptable for a wheelchair occupant will be forward facing or side facing, Securement systems for passengers must conform to all other wheelchair tie-down requirements.

I. A seat belt restraint system must be provided at each driver and passenger position. Anchorage’s for occupied restrains shall either be directly to the vehicle or be mounted to suitable points on the standard wheelchair or wheelchair restraint, provided that such seat belts comply with the 30 MPH/20G force testing. Do not anchor to any movable or removable parts of the motor vehicle.

J. Additional chest straps, body positioners or other equipment may be added where necessary to assist in a client’s balance and stabilization.

K. All wheelchair securement systems, in conjunction with a safety belt system, must keep the standard wheelchair and occupant securely retained in the event of a 30MPH/20g frontal collision.

L. All wheelchair securement systems must be installed according to the manufacturer’s specifications and instructions.

M. Three/four-wheel scooter type wheelchairs or transport chairs will be transported only if properly secured within the vehicle. No one will be allowed to be transported in a three/four-wheel scooter type wheelchair or transfer chair.

N. Safety belt systems will be provided whether the client is a driver or passenger.

O. All occupant restraints must meet provisions of FMVSS 209 and 210

P. On some vehicles, occupant restraint attachment points may be in the roof area. This type of attachment may require reinforcements to facilitate proper mounting support.

AMBULANCE MEDICAL EQUIPMENT

Each emergency care vehicle will have patient compartment facilities, oxygen and suction systems and equipment, environmental climatic equipment communications and additional systems equipment accessories and supplies as required by the applicable codes, rules and regulations established by Federal, New York State Laws and Local Government regulating authorities.

VEHICLE PERFORMANCE

The Government reserves the right to inspect any vehicle which will be used to provide services under this contract and reject any vehicle or equipment within the vehicle, without advance notification, found to be in a faulty condition or equipped in a manner which does not comply with contractual provisions. Such suspensions will be effective at the time of arrival of such equipment, or at the time the Contracting Officer notifies the contractor that deficiencies have been reported.

GLOBAL POSITIONING SYSTEM (GPS)

All vehicles shall be equipped with a GPS system which has the following capabilities:

1. Address to address routing

2. Voice prompts for turns & guidance

3. Built in road maps – detailed road map displays

4. Route capabilities show best route to take from point A to point B

5. Waypoints capable show’s locations & ability to pint to a desired destination

6. Turn Here – unit gives signal for a next turn

7. Maps user can upload maps for area needed

8. Traveling user can input series of addresses the unit displays lowest time/distance route between several destinations’ points

9. Large & bright screen that is easily visible to the driver

10. Engine idle – tells you that the vehicle has stopped and is on/running

11. Calculates speed from starting point to ending point

12. Calculates travel mileage

EXTRAORDINARY CONDITIONS

When conditions unforeseeable and/or uncontrollable by the Contractor occur, such as: storms, flooding, or other hazardous road and travel situations, time and distance qualifications shall be considered secondary to safety precautions. Any delays or exceptions to the required quality of services, due to such substantial difficulties, shall be reported to the Travel Unit/per vehicle, if only a few ambulances are involved, or per event if all drivers in particular area were affected. The COR or designee will indicate concurrence or non-concurrence re-excusing such delays for the reasons communicated to the Contracting Officer.

RESPONSE TIME

Response time requirements are delineated below. 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 notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time. The term “Unscheduled Trip” as used in this contract refers to those trips required on an as needed basis where advance notice is not given).

Response time for emergencies must be within 30 minutes of the call placed to the Contractor by the VA.

A. AMI (Acute Myocardial Infarction) Criteria is to be followed for all patients with acute myocardial infarct. A response time must be within 30 minutes or less to ensure that patient can be transported to appropriate designated site. Contractor is required to notify the VA within five (5) minutes of call that requested services can be provided.

B. 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 notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time. Unscheduled Trip(s) – The term “Unscheduled Trip” as used in this contract refers to those trips required on an as needed basis where advance notice is not given).

C. The Contractor shall be present to receive the patient at the specified time; within 30 minutes or sooner FOR SCHEDULED CALLS, or 60 minutes FOR UNSCHEDULED CALLS. For time lost in waiting at either end or both ends of a trip due to causes beyond his control, the Contractor will be reimbursed at a rate of one-fourth the hourly rate quoted in his bid for each quarter hour or fraction thereof more than one quarter (1/4) hour from the time he reports to the designated person. The Contractor will call the Beneficiary Travel Office, alerting the travel representative as soon as he anticipates that a delay may develop for which he expects to claim reimbursement. This call is for the purpose of verifying his arrival time at pick-up/drop off point and is not necessary if the Contractor anticipates no delay for which he will claim reimbursement.

SPECIAL REQUIREMENTS

Contractor will be responsible to ensure that Contractor employees providing work on this contract is fully trained, certified, and when appropriate, licensed and completely competent to perform the required work.

1. Contractor’s Responsibilities and Insurance Requirements:

The Contractor shall obtain and maintain all necessary licenses and/or permits required to perform this work. They shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. They shall be responsible for any injury to himself, his 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’ fault or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance as prescribed by the laws of the State of New York and in accordance with VAAR 852.237-70 and VAAR 852.228-71. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without (30) thirty calendar days prior written notice to the Contracting Officer. Failure of the Contractor to maintain all licenses and/or permits required to perform the work or any lapse in licensure and/or permit coverage that is not immediately corrected shall result in the contractor being Terminated for Cause.

The Contractor must be licensed as both an advanced and basic life support ambulance service by the State of New York and outside the city limits to provide Emergency Medical Services.