36C24418Q9359-001.docx

36C244-18-Q-9359

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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

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

693-19-1-134-0001 36C244-18-Q-9359 Mark Ryan Andrews | mark.andrews3@va.gov 7172726621 7/20 /18@ 4:30pm 00244 Department of Veterans Affairs Network Contracting Office 4

X 621910 $15 Million X N/A X Wilkes- Barre VAMC 1111 East End Blvd Wilkes-Barre, PA 18711

00244

Network Contracting Office 4

Austin Payment Center

PO Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429 See CONTINUATION Page This is a Request for Quote for Ambulance Transportation Services for the Wilkes-Barre Veteran Affairs Medical Center (VAMC) in accordance with the Performance Work Statement (PWS) and Schedule.

Anticipated Period of Performance:

October 13, 2018 through October 12, 2023 This will be a 5 year fixed price Indefinite Delivery Indefinite Quantity (IDIQ) Contract.

This procurement is being competed in accordance with FAR 13.5. Any reference to FAR 15 is unintended and the contractor should seek clarification from the CO.

See CONTINUATION Page X X 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: TBD

b. GOVERNMENT: Contract Specialist - Mark Ryan Andrews Department of Veterans Affairs Network Contracting Office 4

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.

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

Note: The Government shall order the below specified minimum contract value of services and shall order up to and including the below specified maximum contract value of services through task orders under this basic IDIQ contract for all ordering periods. The maximum amount under this contract is not guaranteed.

IDIQ contract Minimum $50,000.00

IDIQ contract Maximum $1,000,000.00

ITEM INFORMATION

QUANTITY

YEAR 1

Period of Performance: 10/13/2018-10/12/2019 Ambulance Transport services as required for Cardiac Cath Lab. Based on 20 hours per week.

MO

YEAR 2

Period of Performance: 10/13/2019-10/12/2020

YEAR 3

Period of Performance: 10/13/2020-10/12/2021

YEAR 4

Period of Performance: 10/13/2021-10/12/2022

YEAR 5

Period of Performance: 10/13/2022-10/12/2023

36C244-18-Q-9359

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B.3 PERFORMANCE WORK STATEMENT (PWS)

Contract Definitions:

(1) Administrative Officer of the Day (AOD) - VA official that works in the admissions area during evenings and nights, and monitor hospital activities during other than normal working hours. This person is located at the main site of the Wilkes-Barre VA Medical Center (WILKES-BARRE VAMC) and acts as hospital administrator during off-hours.

(2) Advanced Cardiac Life Support Support/Advanced Life Support Transport (ACLS/ALS) - Defined as services required for critical patient care in which Patients require an ambulance, staffed in accordance with Pennsylvania State laws and Pennsylvania Department of Health (DOH) rules and regulations governing the certification and licensure of private ground ambulances. This ambulance, at a minimum, will be staffed with an Emergency Medical Technician (EMT) and a Paramedic who can provide cardiac monitoring, Advanced Cardiac Life Support (ACLS), advanced airway management, and medication administration and monitoring.

(3) 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, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included under Attachments), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations will be updated each year, when/if new revisions are issued. That Base Rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” as shown in the Schedule of Supplies or Services and Prices/Costs.

(4) Basic Life Support (BLS) - Defined as services required for non-critical patient care in which Patient requires an ambulance, staffed in accordance with current Pennsylvania State laws and Pennsylvania DOH rules and regulations governing the certification and licensure of private ground ambulances. This ambulance, at a minimum will be staffed with a vehicle operator and an Emergency Medical Technician (EMT) who can provide basic airway management and IV’s at KVO (Keep Venous Open) without the use of medications. This may also include psychiatric emergencies that do not involve any ACLS/ALS care.

(5) Beneficiary - Veterans and other members determined to be eligible for benefits by the VA.

(6) Business Hours/Days - Business hours/days are defined as the time of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays. Federal holidays, include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a Federal holiday. Off business hours/days are defined as the time of 4:31PM to 7:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays.

(7) Contract – The Contract awarded as a result of this solicitation.

(8) Contracting Officer (CO) - VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team.

(9) Contracting Officer’s Representative (COR) – WILKES-BARRE VAMC official responsible for providing Contract oversight and technical guidance to the CO. Responsibilities include certifying invoices, placing orders for service, providing technical guidance, and overseeing technical aspects of the Contract. Also acts as member of the vehicle inspection team. All contacting authority remains with the CO.

(10) Contractor - The term “Contractor” as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this Contract. The Government has a contracting relationship with the Prime Contractor only.

(11) Dry Run - A dry run is defined as a request for service by authorized Medical Center personnel, whereby the Contractor arrives at the designated pick-up point and no Patient is transported due to a change in the Medical Center’s needs. The Contractor shall be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor.

(12) Emergency ALS/ BLS – Set of clinical interventions for the urgent treatment of cardiac arrest, stroke and other life-threatening medical emergencies, as well as the knowledge and skills to deploy those interventions. These need a response from the contractor in a much lower amount of time than the regular ALS and BLS.

(13) Escort - Such as a relative of the Patient or a WILKES-BARRE VAMC employee accompanying the Patient when the WILKES-BARRE VAMC has determined such an escort is in the best interest of the Patient.

(14) Excess Cost - The difference between prices charged by another source used and the applicable Contract prices.

(15) Financial Services Center VA - (FSC) – Payment is made through electronic funds transfer - Department of Veterans Affairs, Financial Services Center, PO Box #149971, Austin, TX 78714- 9971; FAX: 512-460-5540 (services).

(16) The Joint Commission (TJC) – A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

(17) KKK Specification - Each ground ambulance used in the performance of this Contract must meet the current specifications of Federal Specification KKK-A-1822F (http://apps.fss.gsa.gov/vehiclestandards/).

(18) Medical Command Operation – Where the paramedics call for instruction and speak to the Medical Command physician.

(19) Mileage Rate - Mileage for ground ambulance services is the rate paid for each mile traveled beyond the specified Mileage Threshold for each applicable medical facility. This rate applies to one-way transportation only. In no event shall the Contractor receive this rate for miles traveled within the specified Mileage Threshold.

(20) Mileage Threshold - The Mileage Threshold for the WILKES-BARRE VAMC is a 20 mile radius from the designated pick-up point for each trip. Extra mileage cost shall not exceed 3.5% of flat rates (ALS, BLS,and WHEELCHAIR VAN TRANSPORT etc.).

(21) No-Patient Charge - Fee allowed to Contractor for scheduled pick-ups for which due to circumstances beyond the Contractor’s control (i.e. Patient refuses pick-up, Patient not home, Patient not medically/mentally suitable for transport, etc.) are not completed. This charge shall only be accessed on actual trips to the Patient pick-up point, and shall not be assessed on scheduled pick-ups that are cancelled by the VA and/or the Patient.

(22) Patient - A Beneficiary, VA employee, or visitor to WILKES-BARRE VAMC receiving services from the ambulance Contractor under this Contract.

(23) Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this Contract.

(24) Quality Assurance Evaluator - Government personnel responsible for surveillance of Contractor performance.

(25) 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

(26) 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.

(27) Ready Mode- Ambulance (vehicle) and staff members to include Paramedic and Emergency Medical Technician/driver on site and ready for departure within 15 minutes of initial notification from Wilkes-Barre VA Clinical staff.

(28) 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 notice given by 4:30PM the prior business day) of required services and a specific pick-up time.

(29) Travel Assistant - Individual employed in VA Travel Section who is authorized to request services from the Contractor and receives copies of the Trip Sheets from the Contractor.

(30) Trip Sheet – Document that specifies the date, Patient name and last four digits of Social Security number, time of pickup, destination, time of drop off, mileage if outside the Contract Mileage Threshold, and any notes regarding issues particular to the specific transport or condition, including recording oxygen, cardiac monitoring, and any other items provided.

(31) Unscheduled Trip(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.

(32) Vehicle(s) - The term “Vehicle(s)” as used in this Contract refers to all modes of ground transportation provided under the requirements of this Contract, unless a specific mode of transportation is identified.

(33) Waiting - Waiting as used in this Contract is defined as the time required and verified by authorized medical facility personnel for the Contractor to wait at designated pick-up and/or delivery points in performing Contract services.

(34) 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.

(35) Wheelchair Transport - Means the transport of a disabled or wheelchair-bound patient who does not require medical supervision, for medical appointments to and from WILKES-BARRE VAMC facilities or clinics. The vehicle must be equipped with an electronic lift.

Purpose:

The intent of this Contract is to have an indefinite delivery indefinite quantity contract for Ambulance Service vehicle transportation and personnel to include a paramedic and Emergency Medical Technician (EMT)/Ambulance Driver in support of services provided at the VA Medical Center Cardiac Catheterization/Electrophysiology Laboratory, 1111 East End Blvd., Wilkes-Barre, PA 18711, in accordance with all terms and conditions of this contract. Transport will be provided to a destination within a 30 mile radius of the Wilkes -Barre VAMC Main Campus with destination information to be provided at time of initial notification by Clinical Staff of Wilkes-Barre VA Medical Center to Ambulance staff members. Performance shall be in accordance with the requirements contained in this PWS and standards of the Pennsylvania DOH, Bureau of Emergency Medical Services, and The Joint Commission.

Contract Period: Five-Year IDIQ Wilkes- Barre VAMC Facility:

Wilkes-Barre VAMC consists of one campus/location- 1111 East End blvd Wilkes- Barre, PA 18711.

Ambulance Transportation Services:

(1) ACLS ambulance transportation services shall be furnished on a regular and recurring basis on normal business days/hours of operation for Cardiac Catheterization Laboratory at the WB VAMC. This will be a minimum of 8 hours, maximum 40 hours per week. Initial operation for the Cardiac Cath Lab will be (3 to 4) 8 hour day(s) per week. An additional day per week will be added as determined by the VA Medical Center Clinician Staff with ultimate expansion to a 5 business days a week when Cardiac Cath Lab is fully operational. The WB VAMC Clinical staff shall provide the Contractor a schedule of days and hours of Cardiac Cath lab operation a minimum of two week in advance for permanent schedule changes and 24 hours’ notice in the event of an unforeseen circumstance. Should the VA 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.

(2) Ambulance and contract personnel shall report to and be on site at the WBVA Medical Center in ready mode status from 8:00a.m. - 4:30p.m per work day and remain on site in ready mode status until dismissed by WB VAMC clinical staff for the work day. As required without notice, the last case may extend beyond normal business hours after, 4:30 p.m. requiring the ambulance vehicle and Contractor personnel to remain in ready mode on site with overtime provided by WB VAMC until case completion and release from duty by WB VAMC clinical staff is confirmed. Contractor personnel shall report to Cardiac Catheterization Laboratory area as assigned to sign in/out and confirm on site and in ready mode status to a clinical staff member of the WB VAMC as determined by WB VAMC COR. Contractor personnel shall remain at VA Medical Center main campus in ready mode until notification by Cardiac Catheterization Laboratory clinical staff of patient transport or release from service for that business day. A parking space by the Community Living Center will be designated for the ambulance vehicle during normal business hours while contract is actively in effect. At no time will the ambulance vehicle or contractor personnel remain on WBVAMC property during non-business hours or when contract is not in effect.

(3) Contractor personnel will include at minimum 2 staff: 1 Emergency Medical Technician/Ambulance Driver and 1 Paramedic must be present, signed in and in ready mode status on site at the medical center site to be available to transport a patient in no more than 15 minutes of initial notification by WB VAMC clinical staff of the need for emergency transport. A form of communication, such as cell phone, walkie talkie, etc as determined by Contractor as the accepted mode of communication of readily available contact to ensure departure time from the WB VAMC shall be completed within the 15 minutes of being notified to transport.

(4) Contractor personnel shall drive directly to the designated site as stated by the WB VAMC clinical staff. Ambulance Contractor personnel shall be provided access to the Cardiac Catheterization Lab area for use of bathroom facilities and an area for use by VAMC staff employees typically used for storage of lunches, if available. Additionally, Contractor personnel will have access to common areas of the WBVAMC Medical Center and Community Living Center such as: waiting areas; Community Living Center lobby, bathrooms and Patriot Cafeteria and Store. Contractor staff must remain in ready mode on WB VAMC property.

i. When transport service is completed, ambulance vehicle and contract personnel will return back to the VA Medical Center and resume a stand-by ready mode.

ii. The contractor shall provide all manpower, equipment, materials, supplies, vehicles insurance auto liability, fuel, and supervision necessary to perform all tasks.

iii. When transporting a patient to a local hospital, upon arrival at the hospital the ambulance driver shall give the hospital any pertinent medical information accompanying the patient as provided by WB VAMC clinical staff.

iv. Subject to limitations of current regulations, the WB VAMC reserves the right to have one escort, such as VAMC staff member accompany patient when the VAMC clinicians determines that such an escort is in the best interest of the patient. The VAMC will be the final judge in determining when an escort is required. There shall be no additional charge to the VAMC when staff escorts are authorized to travel with patient. Contractor shall be required to return the VAMC escort staff back to the WB VAMC main campus.

a. Ordering: In accordance with FAR 16.505, The CO shall issue Task Orders against the IDIQ contract with a period of performance not to exceed one year. Authorized Government personnel shall place service calls against these Task Orders as stated below in paragraphs (k) and (l). Each Task Order will be funded with an estimated value for that period of performance. The contractor, along with the COR, must monitor the contract value as service calls are placed and invoices are paid. The contractor is not authorized to continue services if the contract value falls below a zero balance, therefore the CO must be notified when remaining contract value is low so that more funds can be added.

b. Authorized Medical Center Personnel: Prior to performance, the CO shall 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.

c. Request for Services: All requests will be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices and Contractor’s request for services log submitted under Paragraph, Invoices. When ordering services (whether it is by telephone, facsimile, mail, e-mail and/or person), the WILKES-BARRE VAMC will provide the Contractor with the following type of information:

(1) Mode of transportation required,

(2) Required date and time of arrival,

(3) Name of Patient,

(4) Pick-up and delivery point, and

(5) Any other special instructions.

General Contract Requirements:

a. Contractor Employees:

(1) The Wilkes-Barre VAMC reserves the right to restrict any Contractor employees from performing services under this Contract who do not meet the required qualifications for the services they are to perform, who violate Federal and/or any applicable regulations, or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran 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.

(2) The Contractor shall furnish qualified personnel as required by the Contract specifications to accomplish all services under this Contract.

(3) The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S. Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services under this Contract.

(4) Contractor personnel performing services to the VA shall at all times 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 shall be worn in clear view above the waist. Contractor personnel shall not smoke in vehicles while transporting VA Patients.

(5) Contractor employees shall not represent themselves as VA employees while performing under this Contract.

b. Contractor Personnel Qualifications:

(1) 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.

(2) During the Contract period of performance, if the Contractor proposes to add-on or replace personnel to perform Contract services, the Contractor shall submit required evidence of training, certifications, licensing, background and security clearances, 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.

(3) 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.

(4) Emergency Medical Technician (EMT) and Paramedic Qualifications:

EMTs and paramedics providing services under this Contract:

a) EMTs shall have completed training in accordance with the standards published by the Pennsylvania DOH with a minimum curriculum of 152 hours of clinical and didactic training or equivalent. Paramedics shall have completed training in accordance with the standards published by the Pennsylvania DOH with a minimum of 1,250 hours of combined clinical and didactic training or equivalent. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by the Pennsylvania DOH under PL 93-154.

b) Shall have evidence of re-certifications and equivalent training programs that are successfully completed.

c) Shall be certified, 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.

d) Shall attend 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 annually. Such refresher training shall be equivalent to that developed by the Pennsylvania Department of Health Bureau of Emergency Medical Services

(5) Contractor shall provide a yearly competency verification report(s), for each employee assigned to the Wilkes-Barre VAMC , of critical skills to include, but not limited to, IV insertion and emergency airway management including intubation. The methodology used to determine that an employee is competent to perform critical emergency functions will be outlined in the competency verification report(s). All personnel assigned to the WBVAMC shall be evaluated to be competent to perform critical emergency functions. The Contractor shall submit a competency verification report(s) to the Contracting Officer for each active year of this Contract.

(6) Ambulance Drivers: 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, be capable of administering oxygen and have successfully completed an Emergency Vehicle Operator course approved by the Department of Health for the State of Pennsylvania and be capable of providing necessary medical assistance to the attending medical care specialist.

(7) Should governmental requirements differ on this contract, then the strictest shall apply.

(8) The ambulance Contractor’s Medical Director shall certify all EMTs and Paramedics and direct emergency medical response processes. The Contractor will submit the list of paramedics on Medical Command Operation to the CO.

(9) All staff of the ambulance Contractor is required to be assessed regarding competence and performance per Pennsylvania DOH, Emergency Medical Services.

(10) The VA reserves the right to remove any driver from transporting VA patients should he/she violate any terms of this contract

c. Contractor Equipment, Vehicles and Inspection:

(1) The VA reserves the right to inspect Contractor’s equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (ambulances). VA inspections of Contractor facilities shall in no way constitute a warranty by the VA that the Contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor’s use of equipment and vehicles which are in need of repair, unclean, 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 VA.

(2) Ambulances shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Appropriate licensing by the State of Pennsylvania is required.

(3) All 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:

a) An emergency safety kit,

b) Portable oxygen unit (s),

c) Fire suppression equipment, and

d) Appropriate road emergency warning equipment.

(4) ACLS/ALS ambulance transports shall, in conjunction with the above, be equipped with pulse oximetry and on-board Paramedic, perform cardiac monitoring, provide 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, which does not include tracheotomies, cricoidotomies or cricotracheotomies.

(5) The Contractor shall provide oxygen when it is requested by authorized medical facility personnel or required by the Patient’s medical condition. Oxygen required for ambulance services shall be at the rate and price shown in the Schedule of Supplies or Services and Prices/Costs.

(6) 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. The Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the Schedule of Supplies or Services and Prices/Costs shall be inclusive of consumables used in transport. All vehicles used for critical patient care (e.g., 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 equipment and accessories.

(7) All vehicles shall be equipped to allow for direct communication, at all times, between the drivers and staff of the Wilkes-Barre VAMC. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the Wilkes-Barre VAMC by telephone. The Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication.

(8) All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s well-being.

(9) All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) sanitary blankets.

(10) All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage, odor, debris and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the Contractor’s establishment and made available for inspection upon request.

(11) All vehicles shall be smoke free and provide the proper ventilation for the patient.

(12) All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs.

(13) The CO reserves the right to prohibit specific vehicles from being used to perform transportation services under this contract. This determination will be at the sole discretion of the CO and will be based on documented evidence.

(14) The Contractor shall transport patients authorized for transport by the VA, which shall include bariatric patients that may require more than one person to lift.

d. Contractor Notification:

(a) The Contractor shall be responsible for providing all vehicles and personnel, necessary to meet all ALS and BLS transport requirements of this Contract. The Contractor shall be authorized to utilize another ambulance service company, as a subcontractor (certified to be within all requirements of this Contract) to complete these transportation requests only if prior approval for the subcontractor has been received from the Contracting Officer. The Government has a business relationship with the Prime Contractor only. Only the Prime Contractor may bill the Government for services. All bills for this subcontractor service will be paid directly to the Prime Contractor at the Contract rate, and the Prime Contractor shall make payment to the subcontractor at their agreed rate. In the event the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA Travel Section and provide a justification for non-performance. The VA 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 is responsible for excess re-procurement costs 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. The VA will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the Contract for “cause,” (see FAR clause 52.212-4(m)).

(b) Should the VA 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.

(c) There are occurrences when a Beneficiary will be scheduled for appointments requiring transportation from Wilkes-Barre VAMC facilities, nursing home or Beneficiary place of residence. At no time shall a Beneficiary be required to wait arrival of a pre-scheduled trip beyond fifteen (15) minutes. Failure of the vehicle to arrive at the Beneficiary’s residence or VA facility /nursing home within the allotted time frame (15 minutes), may result in automatic cancellation of the trip, and services may be secured from other sources with default action to be considered against the Contractor.

e. Patient Incidents and Complaints:

(1) The Contractor shall immediately notify the CORs and the clinical leadership at the affected site for any incidents involving injury to VA Patients during transport. The Contractor shall promptly complete and submit to the CORs an Incident Report with all information necessary for a full review.

(2) The VA may request incident reports for any customer service related incident reported by patients, visitors, or staff requiring investigation. Fully documented reports are required within 24 hours of request and may result in additional requests for information.

(3) The Contractor shall notify the CO and COR in writing within 24 hours of any complaints made by the Patients with regards to the ambulance service. The Contractor may provide recommendations for improved services along with the Patient complaints for the VA’s 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.

f. Patient/ Resident Rights:

(a) The Contractor shall be courteous to Patients and will not smoke while transporting Patients / Residents. Patients / Residents may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase.

(b) The Contractor shall immediately notify the COR, Associate Chief of Nursing at the affected site, and the Administrator of the Community Living Center (CLC) of any incidents involving injury to VA Patients during transport. The Contractor shall promptly complete and submit to the COR, an Incident Report with all information necessary for a full review.

(c) The Contractor shall notify the Contracting Officer, COR, Administrator of the CLC, and Associate Chief, Long Term Care in writing within 24 hours of any complaints made by the Patients with regards to the ambulance service. The Contractor may provide recommendations for improved services along with the Patient complaints for the VA’s review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the Contract from the Contracting Officer.

(d) The VA may request incident reports for any customer service related incident reported by patients, visitors, or staff requiring investigation. Fully documented reports are required within 24 hours of request and may result in additional requests for information.

g. Infection Control Procedures:

(1) The Contractor shall follow the Infection Prevention and Control policies and procedures according to city, state, federal, and any accrediting agency regulations for ambulance personnel to prevent and control the spread of infectious agents to all persons.

(2) Screening of Contractor personnel for all vaccine preventable diseases and tuberculosis as outlined by city, state, federal, and any accrediting agency regulations is the responsibility of the Contractor. The contracting agency must provide WILKES-BARRE VAMC with written documentation of clearance for each of their staff who will be transporting patients.

(3) The Contractor shall also be in compliance with all Reusable Medical Equipment (RME) policies and procedures according to city, state, federal, and any accrediting agency regulations for ambulance personnel.

h. In-Service Meetings: Due to developments of new techniques or VA policy changes or to resolve problem issues in the handling and transporting of Patients, the Contractor may be required to attend meetings at the VA facility at no additional cost to the Government. The COR will schedule all in-service meetings.

i. Electronic Transmissions: The Contractor shall, at all times during the Contract period, have on the premises a functioning fax machine to communicate requirements with the VA (i.e., Patient incidents, requests for service, special correspondence, etc.). Each Contractor shall indicate if there is e-mail availability for their company to complete communications with the VA (use of this communication system must be approved by the COR before any communications are completed in this manner).

j. Required Reports and Documents:

Seven (7) days after Contract award, the Contractor shall provide the following to the CO:

Thereafter, any personnel changes shall be submitted within three (3) business days after the changes occur.

(b) Certification of Minimum Liability Insurance Coverage - A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities (ref. VAAR 852.228-71, Indemnification and Insurance). Contractor shall provide the required proof of insurance with ten (10) calendar days after award and prior to providing any services. Thereafter, all changes shall be submitted within (7) days after changes occur. Refer to Section C, par. C.9, Insurance Schedule, for additional insurance requirements.

k. Invoices: Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Schedule of Supplies/Services. All monthly invoices from the contractor will be electronically submitted to the following through the Tungsten Network within 30 days of the end of each month’s services:

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791)

The information page for the Financial Service Center of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp

NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices without the required information will be returned.

Invoices must be approved by the Contracting Officer’s Representative prior to payment release. Invoices without the required information will be returned.

All invoices must include the assigned purchase order number and be submitted within 10 days following the month of service.

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor will identify and assign personnel to be the liaison for billing purposes.

Billings rendered by the Contractor to the VAMC for services furnished a VAMC beneficiary under the terms of this contract shall be billings in full. Neither the beneficiary his insurer, nor any third party shall be billed. Billed services will be verified by VA staff and COR.

The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing.

1. For ambulance transportation, a copy of the billing items below will be submitted via email to the Ambulance Transportation COR prior to invoices being sent to FSC:

a. Patient’s name

b. Patient’s last four digits of SSN

c. Trip date

d. Pick up point name and address

e. Pick-up point arrival time

f. Pick-up point departure time

g. Drop off point name and address

h. Drop off point arrival time

i. Number of miles if outside Contract Mileage Threshold

j. Contract Number and CURRENT Purchase Order (obligation number)

k. Base charge plus an itemization of additional charges, if applicable, and name of VA Official who authorized trip

l. Copies of the request for services log [as required in Contractor’s Quality Control Plan (QCP)] that correspond to the trips included in the invoice.

(1) Contractor Remittance Address: All payments by the Government to the Contractor will be made by Electronic Funds Transfer (EFT).

(2) Upon Contract award, a kick-off meeting will be initiated within three (3) days by CORs to discuss to implementation of this Contract.

(3) Required Reports and Documents: Seven (7) days after Contract award, the Contractor shall provide the following to the CO:

(4) Paramedic roster and evidence of required training, certifications, licensing and any other qualifications for performing services under this Contract.

(5) Certification of Minimum Liability Insurance Coverage: A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities.

(6) Thereafter, all changes shall be submitted within three (3) days after changes occur.

Contractor’s Quality Control Plan (QCP) The Contractor shall establish and maintain a complete QCP to assure the requirements of this Contract are provided as specified. The WILKES-BARRE VAMC Ambulance Committee will review the QCP and list any needed clarifications, and return to the Contractor for response, if necessary. The Contractor’s QCP shall include the following or have incorporated into during performance of Contract, at a minimum:

(a) An inspection plan covering all services, equipment and supplies (glucometers, oxygen, medications, defibrillators, etc.) required by this Contract. The inspection plan must 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.

(b) 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.

(c) Incorporation of either active or established internal policy and procedures for updating medical service protocols that may affect performance of Contract.

(d) The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable, and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

(e) On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this Contract. The methods of identifying and preventing vehicle breakdowns, and detailed procedure for alternative transportation of Patients in the event of mechanical breakdown of ambulance.

(f) On–site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this Contract.

(g) 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 two-way radios.

(h) A log to account for all requests for service. The log shall indicate the date and time of service call, name of Patient requiring services, required Medicare/Medicaid form 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…