36C24518R0206-001.docx

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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

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.

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

36C24518R0206 06-06-2018 Ryan Mullins, ryan.mullins2@va.gov 304-623-3461 x 4177 07-04-2018

11:00 AM

90C Department of Veterans Affairs Network Contracting Office 5 1 Med Center Drive Clarksburg WV 26301 X X Y 621910 $15 Million X N/A X 90C Department of Veteran Affairs Baltimore VA Medical Center 10 N Greene St Baltimore MD 21201 Department of Veterans Affairs Network Contracting Office 5 1 Med Center Drive Clarksburg WV 26301

90C FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135 See CONTINUATION Page Ambulance Services This solicitation closes on 7/4/2018 at 11:00 AM EDT.

All responses shall be submitted electronically to:

ryan.mullins2@va.gov before the closing date and time.

See section B.5 for pricing schedule, E.1 Instructions to Offerors, and E.9 Evaluation Criteria.

The requirement is subject to the Service Contract Labor Standards See wage determination attached.

Questions are d ue by 6/20 /2018 at 1:00 pm EDT.

Any questions submitted after specified date and time shall not be addressed Period of Performance: 10/1/2018 to 9/30/2023 See Continuation Pages for Details See CONTINUATION Page X X X Kristina Weir Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contract Specialist, 36C245 Ryan Mullins Department of Veterans Affairs Network Contracting Office 5 1 Med Center Drive Clarksburg WV 26301

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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-14 Limitations on Subcontracting. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the Contracting Officer (CO) may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 PERFORMANCE WORK STATEMENT (PWS)

Page 1 of Page 1 of Page 1 of

1.0. INTRODUCTION.

1.1. The contractor shall furnish 24 hour, ambulance service (ALS/BLS) support for the beneficiaries of the VA Maryland Health Care Systems (VAMHCS) to include the Baltimore, Perry Point and Loch Raven VA and all of the VAMHCS associated Community Based Outpatient Clinic’s (CBOC’s). The ambulance service support shall include, but not be limited to all counties within the patient service area. The patient servicing areas includes the areas surrounding the following:

10 North Greene Street, Baltimore MD 21201, Perry Point MD 31902, 3900 Loch Raven Boulevard, which includes a medical center, emergency room, geriatric and psychiatric care. In addition contractor will support all areas surrounding the Community Based outpatient Clinics (CBOC’s): Cambridge CBOC 830 Chesapeake Drive 21613, Glen Burnie 808 Landmark Drive 21061, Pocomoke 101 Market Street 21851, Fort Meade 2479 5th Street 20755 and White Marsh, 1700 Campbell Drive 21237.

The use of VAMHCS throughout this document shall be interpreted as the Veterans Administration Maryland Health Care System and all CBOCs associated with it. The contractor shall provide ambulance coverage for the VAMHCS, 24 hours per day/7 days per week, 365 days per year.

The contractor(s) shall provide safe and comfortable ambulance transportation services upon request to or from any pickup points, to or from any floor, ward, nursing home, patient(s) home, medical center, or facility, Monday through Friday, excluding Federal holidays during the hours of 6 AM to 6 PM under direction of the VAMHCS Beneficiary Travel Office or Administrator on Duty (AOD). Occasionally, transportation will be required prior to 6 AM or after 6 PM Monday-Friday, on weekends and Federal Holidays. The VAMHCS will provide the contractor with a minimum of twenty-four (24) hours advance notice of these transportation requirements, which will be reimbursed in accordance with the Schedule of Supplies or Services and Prices/Costs, depending on the current contract period. There may be some instances where 24-hour notice is not feasible and contractor shall make every effort to accommodate these request.

2.0. DESCRIPTION / SCOPE / OBJECTIVE.

2.1. The contractor shall provide all vehicles, supplies, materials, equipment, labor, personnel, supervision, management, and transportation to furnish Basic Life Support and Advanced Life Support (BLS/ALS) ground ambulance emergency transport services to eligible VA beneficiaries of the VAMHCS. The contractor shall provide response in ALS/BLS vehicles and/or car and wheelchair transports with the time frames specified in the contract. Contractor’s ambulance vehicles used in the performance of this contract shall meet the current specifications of Federal Specification KKK-A-1822E. The contractor shall comply with all licensing and other applicable requirements of federal, state, and local government regarding the operation of patient transport ambulance services. Contractor care shall cover the full range of paramedic and ambulance services as provided in the local community. Paramedics responding shall bring equipment/supplies required by all applicable regulations. The contractor shall supply ALS equipment and medication to include, but not limited to, cardiac monitoring, intubation equipment, automated external defibrillator (AED), laryngoscope, pulse oximetry, glucometer, portable O2, protective clothing, and written procedures. Performance shall be in accordance with the requirements contained in this PWS and standards of the Maryland Department of Health and Mental Hygiene and The Maryland Institute for Emergency Medical Services Systems (MIEMSS). The contractor shall complete all required training by the VAMHCS to include, but not limited to, Privacy Training and Computer Security Training.

2.2. Period of Performance: The period of performance will be five (5) years.

3.0. APPLICABLE DOCUMENTS.

3.1. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

http://www.miemss.org/home/policy/proceduremedical_services/14138/ems_regulations/556947

4.0. Definitions:

4.1. Ambulance: Vehicles for emergency medical care which provide a driver compartment and a patient compartment that will accommodate an Emergency Medical Technician (EMT), Paramedic (or RN as needed), equipment and supplies for emergency care at the scene as well as during transport, and; communication device and equipment for light rescue procedures. The ambulance is designed and constructed to afford relative safety and comfort, and to avoid aggravation of the patient's condition. Transports requiring higher level of care than a Basic Life Support (BLS) transport are those equipped with an Advance Life Support (ALS) System and qualified staff.

4.2. Advanced Life Support (ALS) – Non-Emergency: Defined as ambulances (staffed by a Maryland Paramedic) to transport patients who need a higher level of care during transport above those services provided by a BLS ambulance, but still do not require an R.N. Patients who typically require ALS transport include: any medical/surgical patient with a continuous IV medicine but does not need a RN per state protocols, any patient on a Cardiac Monitor, Obstetrical Patients, Patients from urgent care centers, Patients with potential airway compromise, Any patient deemed to have a potential complication during transport when report is received from the sending facility.

4.3. Advanced Life Support (ALS) – Emergency: When medically necessary, the provision of ALS services, as specified above, in the context of an emergency response. An emergency response is one that, at the time the ambulance provider or supplier is called, it responds immediately. An immediate response is one in which the ambulance provider/supplier begins as quickly as possible to take the steps necessary to respond to the call.

4.4. 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 VAMHCS and acts as hospital administrator during off-tour hours; their number is 410-605-7000 Ext: 7316.

4.5. 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, during all phases of the trip made on behalf of the Government. That Base Rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” included in the pricing schedule.

4.6. Basic Life Support (BLS) – Non-Emergency: Basic Life Support (BLS) means a basic level of pre-hospital and inter-hospital emergency care and non-emergency medical services that includes airway management, cardiopulmonary resuscitation (CPR), control of shock and bleeding and splinting of fractures, as outlined in the Basic Life Support national curriculum of the United States Dept. of Transportation and any modifications to that curriculum specified in rules adopted by the Department.

4.7. Basic Life Support (BLS) – Emergency: When medically necessary, the provision of BLS services, as specified above, in the context of an emergency response. An emergency response is one that, at the time the ambulance provider or supplier is called, it responds immediately. An immediate response is one in which the ambulance provider/supplier begins as quickly as possible to take the steps necessary to respond to the call.

4.8. Beneficiary: Veterans and other members determined to be eligible for benefits by the VA.

4.9. 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.

4.10. 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.

4.11. Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and are a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

4.12. Contractor: The term “contractor” as used herein refers to both the prime contractor and his/her employees, and any subcontractors and their employees. The contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract.

4.13. Dry Run: Dry Run/No Patient charge: These trips are defined as either 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 or 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.). The contractor will be entitled to the applicable base rate only due to no fault or negligence of the contractor. No charge shall be assessed on scheduled pick-ups that are cancelled by the VAMHCS and/or the patient prior to the departure of the transport.

4.14. Durable Medical Equipment (DME): Medical equipment that is ordered by a provider for use in the home, such as walkers, wheelchairs, etc.

4.15. Escort: A relative of the patient (age 16 or older) or a VAMHCS representative accompanying the patient when the VAMHCS has determined such an escort is in the best interest of the patient.

4.16. Excess Cost: The difference between prices regularly charged by another source utilized and the applicable contract prices.

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

4.18. KKK Specification: Each ground ambulance used in the performance of this contract must meet the current specifications of Federal Specification KKK-A-1822E.

4.19. Mileage Rate: Mileage for ground ambulance services is the rate paid for each mile traveled beyond the designated Mileage Threshold. This rate applies to one-way transportation only, whether loaded or unloaded. In no event shall the contractor receive this rate for miles traveled within the defined areas in the pricing schedule.

4.20. On-Site Vehicle: (To Be Determined) a functional, suitable vehicle, which will remain on campus at all times, for transporting paramedics and equipment to the location of all codes and conditions on the campus. * The VAMHC would like a unit to be available within 30-45 minutes of an emergency call for the Baltimore and Perry Point Campuses.

4.21. Quality Assurance: Those actions taken by the Government to assure services meet the requirements of this contract.

4.22. Quality Assurance Evaluator: Government personnel responsible for surveillance of contractor performance.

4.23. Quality Assurance Surveillance Plan (QASP): An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the contractor’s continuous performance.

4.24. 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.

4.25. 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 4:30 p.m. the prior business day) of required services and a specific pick-up time.

4.26. Specialty Care Transport (SCT) – Non-Emergency: Specialty care transport is the interfacility transportation of a critically injured or ill beneficiary by a ground ambulance vehicle, including the provision of medically necessary supplies and services, at a level of service beyond the scope of the EMT-Paramedic. SCT is necessary when a beneficiary’s condition requires ongoing care that must be furnished by one or more health professionals in an appropriate specialty area, for example, emergency or critical care nursing, emergency medicine, respiratory care, cardiovascular care, or a paramedic with additional training.

4.27. Specialty Care Transport (SCT) – Emergency: When medically necessary, the provision of ALS services, as specified above, in the context of an emergency response. An emergency response is one that, at the time the ambulance provider or supplier is called, it responds immediately. An immediate response is one in which the ambulance provider/supplier begins as quickly as possible to take the steps necessary to respond to the call.

4.28. 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. Preferred pick-up time is within 60 minutes of reqeust, also depending on weather, and ambulance availability.

4.29. 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.

4.30. 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 while performing contract services.

4.31. 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.

5.0. PERFORMANCE REQUIREMENTS.

5.1 Contractor Employees:

5.1.1 Under this contract, VAMHCS reserves the right to demand contractor take corrective action for unsatisfactory performance or misconduct by contractor employees providing services to the VAMHCS. Unsatisfactory performance and misconduct are determined at the VAMHCS’s sole discretion. The Contracting Officer may proceed with any and all remedies available to it under this contract and applicable law, including termination, if corrective actions are not taken and the performance of the contract is endangered.

5.1.2 The contractor shall furnish qualified personnel as required by the contract specifications to accomplish all services under this contract.

5.1.3 Contractor personnel performing services to the VAMHCS 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 at any time or while transporting VA beneficiaries.

5.2. Contractor Personnel Qualifications:

5.2.1. 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.

5.2.2. During the contract period of performance, if the contractor proposes to add-on or replace personnel to perform contract services, the contractor shall maintain required evidence of training, certifications, licensing, background and security clearances, and any other qualifications and submit to the designated COR if requested. 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.

5.2.3. 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 who will be performing services under this contract. The initial documentation shall be provided to the Contracting Officer and COR.

5.2.4. The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and Accountability Act (HIPAA) of 1996, as well as all applicable (Veterans Health Administration) VHA regulations pertaining to Fire and Safety, VA Directive 7701, Occupational Safety and Health. Issued March 2003 VA Handbook 7701.1, Occupational Safety and Health Program Procedures. Current Joint Commission Standards and Department of Labor’s Occupational Safety and Health Administration (OSHA) Policy on Blood Airborne Pathogens issued March 2003.

5.2.5. Per VHA Directive 2008-020, Patient Transportation Program, the contractor must provide the COR an annual statement of certification of state driving records, license verification, and insurance. This shall include an annual statement that drivers are screened, trained, and competent to safely transport beneficiaries. This annual statement of the driver competency must include any advanced certifications, such as Advanced Cardiac Life Support or specialized training to assist and secure beneficiaries by stretcher or wheelchair.

5.3. Paramedic Qualifications: Paramedics providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:

5.3.1. Have completed training in accordance with the standards published by the Department of Health and Human Services with the minimum curriculum 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 DHHS under PL 93-154, Federal Register 39:24304. (1974). Contractor shall submit evidence of re-certifications and equivalent training program successfully completed to the COR when requested.

5.3.2. Shall submit evidence of re-certifications and equivalent training program successfully completed to the COR.

5.3.3. Shall be certified, or otherwise officially recognized, by Maryland Institute for Emergency Medical Services System, and the Maryland Department of Health and Mental Hygiene.

5.3.4. 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 every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.

5.4. Ambulance Driver Qualifications: 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 the Standard and Advanced First Aid Course for the American Red Cross or U.S. Bureau of Mines or equivalent and be capable of providing necessary medical assistance.

5.5. Authorized Medical Center Personnel: Prior to performance, the Contracting Officer 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.

5.6. Contractor Equipment, Vehicles, and Inspection:

5.6.1. The VAMHCS 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). VAMHCS inspections of contractor facilities shall in no way constitute a warranty by the VAMHCS that the contractor’s vehicles and equipment are properly maintained. The VAMHCS 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, determined by the sole discretion of the VAMHCS. 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 and without additional cost to the VAMHCS. If any ambulance equipment is added or replaced after inspection, subsequent to the award of this contract, it shall be inspected and approved by the Contracting Officer or his/her representative before being placed in use under this contract.

5.6.2. Ambulances shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, safety standards, and any other applicable requirements. Current and appropriate licensing, issued by the Institute for Emergency Medical Services System and the Maryland Department of Health and Mental Hygiene.

5.6.3. Contractor’s ambulance vehicles used in the performance of this contract shall meet the current specifications of Federal Specification KKK-A-1822E.

5.6.4. All ambulances/care and wheelchair transports 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:

5.6.4.1. An emergency safety kit,

5.6.4.2. Portable oxygen unit (s),

5.6.4.3. Fire suppression equipment,

5.6.4.4. Appropriate road emergency warning equipment.

5.6.5. BLS ambulance transports shall, in conjunction with the above, be equipped with stretchers to accommodate beneficiaries over 500 lbs. and have an on-board EMT or Paramedic, qualified to perform basic airway management.

5.6.6. ALS ambulance transports shall, in conjunction with the above, be equipped with pulse oximetry and on-board Paramedic, perform cardiac monitoring, provide Advanced Cardiac Life Support (ACLS) drugs and procedures, and perform advanced airway management and medication monitoring and administration. Advanced airway management means the ability to intubate a patient and provide appropriate respiratory care, which does not include tracheotomies, cricoidotomies or cricotracheotomies.

5.6.7. The contractor shall provide oxygen when it is requested by authorized medical facility personnel or required by the beneficiaries’ medical condition.

5.6.8. 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 beneficiary care. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VAMHCS. The prices quoted in the schedule of services shall be inclusive of consumables used in transport. All vehicles used for critical patient care (ex. 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.

5.7. Request for Services:

5.7.1. VAMHCS Travel Office or the Administrative Officer of the Day (AOD) will make requests for services. ALS or BLS mode of transport shall be discussed and determined by the Contractor and the VA clinician providing the level of care. The contractor shall transport per its policies and standard industry practices.

5.7.2. Authorized personnel will place scheduled and unscheduled transportation requests to the contractor's dispatch office. All requests will be placed against schedule items, on a unit price basis in accordance with pricing schedule, and will be verified against invoices. The contractor is responsible for providing all routing and directions to drivers prior to arrival at the pickup location. When ordering services, (whether it is by telephone, facsimile, mail, e-mail, and/or in person), the VAMHCS will provide the contractor with the following type of information:

5.7.2.1. Mode of transportation required,

5.7.2.2. Required date and time of arrival,

5.7.2.3. Name of beneficiary,

5.7.2.4. Pick-up and delivery point,

5.7.2.5. Any other special instructions.

5.7.3. Requests for Transportation services will be made to the contractor dispatch personnel identified below:

Company: _____________________________________________________ Address: ______________________________________________________ City/State/Zip: _________________________________________________ Contact Person: _______________________________________________ Normal Hours Telephone No.: ____________________________________ After Hours Contact Person: ______________________________________ After Hours Services Telephone No.: ______________________________

5.7.4. The contractor shall be required to transport non-ambulatory Veterans, who are not in need of emergency transportation or medical attention, on gurneys, litters, and Geri chairs.

5.7.5. When transporting beneficiaries to Community Nursing Homes, upon arrival at the nursing home, the driver shall give the facility any packets or information that accompanies the beneficiary to the responsible Nursing Home staff member. The driver shall sign and date all forms required. If there are any discrepancies between the address listed on the Nursing Home Packet and the address listed in the trip request, the driver shall clarify the correct destination address with the VAMHCS Travel Office, or AOD (Ext: 7316) if after hours.

5.7.6. When transporting a beneficiary to a local hospital, upon arrival at the hospital, the driver shall give the hospital the copy of the medical information accompanying the beneficiary and the history of present illness, vital signs, and medical actions or medications provided during transport.

5.7.7. If the Contractor’s place of business is located beyond the local telephone call zone of the VAMHCS (area code 410), the contractor shall install and provide to the VAMHCS, a toll free number for accepting the VAMHCS calls. It is estimated that 75% of all requests for service will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VAMHCS, and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request). (Vender will receive an authorized letter of users.)

5.7.8. Electronic Transmissions: The contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the VAMHCS (i.e., patient incidents, requests for service, special correspondence, etc.). The contractor shall indicate if there is e-mail availability for their company to complete communications with the VAMHCS (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner).

5.8. Contractor Notification:

5.8.1. The contractor shall be responsible for providing all transports, vehicle, and manpower necessary to meet all ALS and BLS transport requirements and may find it necessary to utilize another ambulance service. If the contractor utilizes another ambulance service company, as a subcontractor, to complete any transport requests, the subcontractor must follow all laws, regulations, policies, and procedures and all subsequent changes or updates as referenced in 3.1 of the performance work statement. All invoices for this subcontracted service will be paid directly to the contractor at the contract rate, and the contractor shall reimburse 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 VAMHCS Travel Office or AOD. The VAMHCS reserves the right to re-procure services which cannot be performed by the contractor. The contractor shall indemnify and reimburse the VAMHCS for all costs associated with excess re-procurement costs. Payment of re-procurement costs shall not relieve the contractor from any terms and conditions in this contract. The VAMHCS 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 “Default”.

5.8.2. Should the VAMHCS 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.

5.9. Ambulance Service Response Time:

5.9.1. The contractor shall respond promptly to all calls for ground ambulance transport service by being on-site at the requested facilities at the designated point of pick-up within 30 minutes of notification for an Emergency Advanced Life Support (ALS) vehicle and/ or Emergency Basic Life Support (BLS) vehicle. The Contractor shall respond to all calls immediately for emergency ground ambulance transport. The Contractor shall provide service 24 hours per day/7 days a week.

5.9.2. The contractor shall respond to all calls for ground ambulance transport service by being on site at the designated point of pick-up within 60 minutes of notification for a Non-Emergency Advanced Life Support (ALS) vehicle and/or Non-Emergency Basic Life Support Vehicle (BLS).

5.9.3. If the time period for pick-up, stated herein, is physically impossible due to location of veteran beneficiary, the contractor shall contact the VAMHCS Travel Office and inform him/her of the anticipated time required for pick-up and delivery of said beneficiary.

5.9.4. The contractor shall provide and respond to all emergency calls in accordance with Federal, State, and Local regulations, governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board beneficiaries, to include the use of sirens and other measures to ensure timely arrival at the designated VAMHCS Medical facility.

5.9.5. Immediate Notification: It is the responsibility of the contractor to immediately notify the VAMHCS Travel Office when unable to make a pick-up or delivery by the exact time specified for previously scheduled trips, or unable to dispatch an ambulance to a designated pick-up point within the required time frame for unscheduled request for services. The immediate notification shall include the reason for the delay and whether the pick-up or delivery can be made at a later time and if so, specification of that time. However, it shall be the sole discretion of the VAMHCS Travel Office to accept the later pick-up or delivery time or pursue services from another source. If the Travel Office orders the services from another source, the VAMHCS will reduce the total invoice by the amount of the excess paid to another ambulance company when the contractor is unable to perform.

5.9.6. Response Time Compliance Rate: The contractor shall be compliance on responses to pick-up or deliver during the contract year. Travel office and/or AOD will track reported late pick up or delivery. The AOD will report the lateness to the COR on this contract. This will be accomplished by Validated User/Customer Complaints, and reviewing trip tickets with medical center requests. Failure of the contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract.

5.10. Waiting Time: In the event a vehicle must wait for a patient beyond the contractor’s control, reimbursement must be authorized and claimed. The payment will be at one-fourth (1/4) the negotiated rate. Fractional times will be in ¼ hours (15 minute) increments

5.10.1. For scheduled trips, waiting charges shall commence sixteen minutes from the scheduled pick-up time or from the time the contractor actually arrives at the designated pick-up point, whichever is later.

5.10.2. If the designated pick-up and/or delivery points are at locations other than the VAMHCS facilities and waiting beyond the required fifteen (15) minute grace period is anticipated, the contractor shall notify the Travel Office or AOD. This call is only for the purpose of verifying the contractor’s time of arrival at pick-up and/or delivery points and is not necessary if the contractor does not anticipate a delay for which waiting charges will be claimed. The contractor’s failure to notify the Travel Office or AOD when waiting beyond the grace period shall result in non-payment for waiting time.

5.11. Escort: The VAMHCS reserves the right to have an escort, such as a relative, care provider, or staff accompanies the beneficiary when the VAMHCS determines that such an escort is in the best interest of the beneficiary. The VAMHCS clinician providing the level of care will be the sole judge in determining when an escort is required. In the event, that a staff member of the VAMHCS accompanies a beneficiary, it does not relieve the contractor from responsibility to provide appropriate care to the beneficiary. There shall be no charge to the VAMHCS when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport the escort with the beneficiary and shall not be required to return the escort back to point of origin.

5.12. Substitution of Beneficiary: The VAMHCS reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VAMHCS when such changes occur.

5.13. Invoice Procedure:

5.13.1. Invoices and/or copies of trip tickets that provide all aspects of the transport with regards to the Veteran name, pickup point and time, destination with arrival time, type of transport and any additional services provided to include wait time, if applicable, as described in the price schedule. This information shall be submitted to the VAMHCS Travel Office via secured correspondence (electronic or standard) no later than ten (10) calendar days following the end of the month of services and are to include all contract services furnished for the preceding month. Please email a copy of the invoice to the COR for their review.

5.13.2. Contractor shall file invoices electronically to the VA Financial Service Center.

5.13.3. All billing invoices shall specify items 5.14.3.1. Through 5.14.3.8. listed below:

5.13.3.1. Patient’s name,

5.13.3.2. Trip date,

5.13.3.3. Pick-up point and time,

5.13.3.4. Drop off point and time,

5.13.3.5. Number of miles if outside contract geographic area of coverage,

5.13.3.6. Contract Number and CURRENT Purchase Order (obligation number),

5.13.3.7. Base charge plus an itemization of additional charges, if applicable, and name of VA

5.13.3.8. VA Official who authorized trip

5.13.4. The Government will review and reconcile invoices with trip tickets and VAMHCS requests for transport. Unauthorized Commitments/charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by designated authorized government personnel, delegated the authority to commit government funds. A final determination will be made, within thirty (30) days, after notifying the contractor of charges being suspended of whether or not payment will be issued. If it is determined that a trip was the result of either an unauthorized commitment and/or transport of an individual ineligible for Government coverage, such payment will not be made and the ineligible person transported and/or person/entity that made the unauthorized commitment becomes responsible for payment for the transport. The Government may authorize the contractor to collect the payment directly.

5.14. Infection Control Procedures: The contractor shall follow the VAMHCS Infection Prevention and Control policies and procedures to prevent and control the spread of infectious agents to all persons.

5.14.1. The contractor shall not re-use or re-sterilize Single Use (disposable) medical devices. Contractual action will be taken if this happens.

5.15. Incident/Accident Report:

5.15.1. Any adverse events involving the welfare of a VAMHCS beneficiary while in the care of the contractor during transport shall be recorded and reported to the COR during normal business hours (6:00 AM – 6:00 PM) or to the AOD after normal business hours (6:01 PM-5:59 AM) within 24 hours of the event

5.15.2. The contractor shall make contact immediately notifying the Government of any incident, accidents, or medication or transfusion errors involving injury to VAMHCS beneficiaries during transport. The Government will provide POC's and phone numbers after contract award and prior to service start.

5.15.3. The contractor shall prepare and submit a detailed incident report with all information necessary to conduct a full review (date, time, beneficiary, place of pick, place of incident, names of parties involved, a detailed summary of events etc.) with recommended/implemented corrective action within 24 hours of such incident to the Contracting Officer, COR, and the Chief, Medical Administration Service, Baltimore VA Medical Center.

5.16. Origin and Destination:

5.16.1. Beneficiaries may be transported to or from VAMHCS facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics, and designated Veterans Choice Providers) and/or between the home of the beneficiary receiving travel services and the VA facility. The VAMHCS Travel Office or AOD will specify the points of origin and the destination of every trip.

5.16.2. Direct Patient Transfer: All patient transfers between VAMHCS facilities shall be direct transfers. Direct Patient Transfer also includes trips between the vet’s home and a facility that provides care under VA auspices.

5.16.3. Should the VAMHCS make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VAMHCS may notify the contractor to cancel the order. For orders that are cancelled while the Contractor is already in route to the designated pick-up, the contractor shall be entitled to receive ¼ or 25% of the base rate for the trip, as provided in Pricing Schedule. This charge shall not include any mileage charge.

5.16.4. Should the contractor arrive at the destination before VAMHCS cancels the order, or if the contractor is unable to perform a scheduled pick-up, because of VAMHCS or beneficiaries such as incorrect address, beneficiary absence, or beneficiary refusal then the contractor shall receive the base rate for the trip as provide in Pricing Schedule.

5.16.5. Other Charges-It is understood that the prices listed in the accepted Pricing Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VAMHCS for any such separate charges.

5.17. Patient Rights:

5.17.1. The contractor shall be courteous to VAMHCS beneficiaries and will not smoke while transporting beneficiaries. Beneficiaries may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase.

5.17.2. The contractor shall notify the COR, Travel Office (during normal…