36C24519R0053-0001000.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 08-20-2019 n/a Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg

WV

25405 Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg

WV

25405 To all Offerors/Bidders

36C24519R0053

X x x

The purpose of this amendment is to answer solicitation questions, revise the Performance of Work Statement, and provide a revised price schedule.

At this time, no additional questions shall be entertained.

All quotes are due by 8/23/2019 at 2:00 PM EST to caitlin.hippensteel@va.gov.

CONTINUATION PAGE

Questions:

1. Page 4 of 107:

We would like to bill weekly instead of monthly if possible.

Contractor shall bill the 1st and 3rd Monday of each month.

2. Page 12 of 107:

a) Wheelchair Van: a van capable of transporting a wheelchair bound patient with a driver and attendant that shall assist the patient as necessary; including but not limited to entering and exiting vehicles, entering locating and checking into appointments upon arrival at destination.

We will only have a driver, as required by our state. No attendant.

Correct and changed

3. Page 14 of 107:

a) When delivering a patient, the ambulance personnel will give report to appropriate nursing personnel and provide a copy of the run sheet which will be retained by the facility for the patient’s medical record.

Our patient record is electronic and there is not a way to leave a copy of the run sheet. One can be requested through our corporate office after the transport is complete.

4. Page 15 of 17

b) PAYMENT: Upon receipt of itemized statement payment will be processed. Itemized statement includes date, patient’s name, mileage, ALS or BLS, and use of oxygen. Charges are to be broken down for each run, total charge each run, and total charge per month.

We would like to see added: Upon receipt of itemized statement, invoices will be reviewed and processed within 15 calendar days by the individual VA then turned into Tungsten so that we can receive electronic payment within 30 days of actual receipt of the itemized statement by the VA. Right now, the VA representative will take 30 days to review the batch in house then after the 30 days, turn it in to Tungsten to be paid. When that is the process, it takes us 6 weeks to receive payment from the time that we billed the VA.

5. Page 16 of 107

c) Advanced Life Support (ALS) will be furnished for only life-threatening transport. If the Department of Veterans Affairs is unable to establish telephone contact with the Contractor for life threatening Advanced Life Support (ALS) service within five (5) minutes at the numbers specified, or Contractor fails to furnish an ALS ambulance within thirty (30) minutes after receiving a request, the Department of Veterans reserves the right to obtain service from another source and to charge the Contractor with any excess costs which may result. If, within five (5) minutes after receiving a request for ALS service, the Contractor determines they are unable to provide this service within thirty (30) minutes, the Contractor will contact the Harrison County EMS at 911 to respond to the call, providing them with the location and the need for an ALS unit. The Contractor will inform the Department of Veterans Affairs of their inability to meet the contractual needs and confirm they have contacted the Harrison County EMS to provide this service. The Contractor will furnish qualified Advanced Cardiac Life Support (ACLS) personnel who are competent to perform ACLS protocols.

This should not reference Harrison County EMS at all. Harrison County EMS is 2.5 hours away from the Beckley VA. It should simply state 911 and the closest emergency unit determined by the 911 center will respond.

Harrison has been removed.

6. All ALS ambulance transports will be staffed by at least one (1) currently licensed paramedic (EMT-P).

This should say “at least one (1) currently licensed ALS provider.” They are not all called paramedics now by the state office of OEMS.

Changed and corrected

7. Page 18 of 107

The contractor must provide inspection reports on all vehicles that will be used in the performance of this contract. New vehicles must be reported before being used for this contract.

Our fleet and any additions to our fleet are inspected and licensed by OEMS and therefore do not need to be individually reported to the VA.

The contractor shall provide a copy of the inspection to the VA.

8. Each advanced life support (ALS) vehicle will have certified paramedics, patient compartment facilities, oxygen, heart monitor, suction systems, and intravenous IV equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the State of West Virginia.

Replace the word “paramedics” with “ALS providers”

Corrected

Question 9

2) PERSONNEL REQUIREMENTS:

(1) Contractor’s employees Education/Experience:

Possess a high school education or equivalency, and have two (2) years of experience demonstrating the ability to meet and deal with the general public, to read, understand and apply printed rules, detailed orders, instructions, and training materials; to maintain pose and self- control under stress; and to construct and write clear, concise, accurate and detailed reports as determined by successful, high level of performance with other customers. Any type of military service may be credited toward meeting the requirements. In lieu of the above, each employee shall have two years of relevant education at a residency school above the high school level, or any combination of relevant education above the high school level and relevant experience totaling two (2) years.

(2) Drivers:

(a) Education/Experience: Possess a high school education or equivalency, and have two (2) years of experience demonstrating the ability: to meet and deal with the general public; to read, understand and apply printed rules, detailed orders, instructions, and training materials: to maintain pose and self-control under stress; and to construct and write clear, concise, accurate and detailed reports as determined by successful, high level of performance with other clientele.

(b) Possesses a valid West Virginia operator's license issued by the State of West Virginia, has not, within the last three years, been convicted of reckless driving or driving under the influence of alcohol or controlled substances and has not had a driver’s license suspended under the point system issued by the state. Possess a valid American Red Cross standard first aid and personal safety course card or its equivalent. Drivers must provide full name, date of birth, and social security number to the Department of Veteran prior to operating vehicles with Veteran Affair beneficiaries. Proof in the form of a current certificate that such first aid training has been successfully completed must be available upon request.

(c) Possess a working knowledge of route specific to the area and knowledge of the nearest hospital available.

(d) Contractor must provide an annual statement that drivers are screened, trained and competent to safely transport patients. This annual statement of driver competency must include any advanced certifications, such as Advanced Cardiac Life Support or specialized training to assist and secure patients by stretcher or wheelchair.

(3) Attendants-Emergency Medical Technician (EMT) and Paramedics Prices proposed in the schedule shall include the services of a minimum of two (2) Emergency- Medical Technicians (EMTs) for BCLS and a minimum of one EMT and one Paramedic for every ACLS Service. In the event the VA Medical Center determines it necessary for the patient to have more than one ACLS attendant at bed side during transport, the Contractor must provide the additional attendant. In the event that the patient being transported requires mechanical ventilation, and the Contractor is responsible for his or her own mechanical ventilator and the care of the patient during transport. In the event that the patient being transported requires accompaniment by an RN, and the Contractor does not supply the RN, an RN will accompany the patient during transport. The RN's responsibilities during transport will be clearly outlined in written physician orders. In the event of emergency, the care of the patient in transport will be the responsibility of the EMT/Paramedic. EMT's and Paramedics must provide full name, date of birth and Social Security Number to the Department of Veteran Affairs prior to assignments on vehicles with Veteran Affair Beneficiaries. Paramedics shall be licensed in advanced and basic life support and having completed an appropriate training course in the last two years. Attendant should have a minimum of four hours of training in crisis intervention (documented), since some of the patients requiring an attendant will be a psychiatric patient. An attendant will always be required for stretcher patients strictly for their safety during the trip and help during transfer to and from van. EMT's shall be licensed in basic life support and having completed an appropriate training course in the last two years.

(4) Age: Contractor and employees performing work under this contract shall be a minimum of eighteen (18) years of age or as required by local laws.

(5) Health and Physical Fitness Requirements:

(a) All employees assigned by the Contractor to work under this contract shall be physically able to perform all general duties, functions and activities; shall be free from any communicable disease, shall be in good general health without physical defects or abnormalities which would interfere with the performance of these duties, shall possess binocular vision correctable to 20/30 (Snellen), shall be free of color blindness, and be capable of hearing ordinary conversation at 15 feet with either ear without benefit of a hearing aid. Physical examination report to describe above requirements for each driver shall be provided upon request.

(b) All contractors employees shall be literate and able to communicate (speak) with clients in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material, and shall be able to compose reports which convey complete information. The Contractor is to certify the ability of all employees designated to provide service for this contract. When a patient is transported with any Veteran Affairs owned equipment the equipment shall be returned to the respective VA Medical Center within 24 hours in the same condition as it was released at no addition cost to the Government.

This is far different from the requirements to be certified by the state at each personnel level. The state certifies all of our personnel from EMVO (Emergency Medical Vehicle Operator) to CCT Paramedics. We follow their personnel certification, training, testing and recertification requirements.

This has been removed and corrected.

Q10: Is wheelchair service and minivan service a requirement? Will a response be considered without these included?

You may submit a proposal without minivan or wheelchair services

Q11: Section 26(2)(a) Can these reporting requirements be satisfied through AMR’s standard practices provided to the Veterans Administration?

No. Reporting standards must be in accordance with the Veterans Administration report requirements Q12:

-With respect to 4.1.1. Ground Ambulance Service Performance Standards.

-Is there a performance standard expectation for trips scheduled in advance such as a trip with an initial call receipt of noon with a requested pickup time scheduled for 3:00 PM?

Q: For these trips the expectation is for the contracted provider to arrive on time, but if an emergency arises and that truck is diverted we are ok with being here within 30 minutes of scheduled pick up time in these cases only.

-For “Disincentive”- The deduction would apply to “charges to begin at the 16 minute mark” would this be at 76 minutes from “notification?

Q: Disincentive has been removed.

13. please provide me the name of the incumbent and the awarded amount The incumbent is Jan-Care.

Award amounts were as followed:

Clarksburg Contract: VA244-14-D-0044 awarded in the amount of $7,438,104.50 Beckley Contract: VA246-16-D-0123 awarded in the amount of $4,371,035.00

PERFORMANCE OF WORK STATEMENT

Purpose: The purpose of this requirement is to furnish 24-hour ambulance transportation service for the beneficiaries of the Louis A. Johnson VA Medical Center, Clarksburg, West Virginia and Beckley WV VA Medical Center. This will involve trips to and from any location within the Primary Service Area (PSA) of the Louis A. Johnson VA Medical Center and the Beckley VA Medical Center. The PSA are as followed:

Louis A Johnson VA Medical Center, Clarksburg, WV 26301 PSA includes the following counties in West Virginia: Wetzel, Monongalia, Marion, Preston, Tyler, Pleasants, Harrison, Taylor, Doddridge, Wood, Ritchie, Lewis, Barbour, Tucker, Upsher, Randolph, Webster, Braxton, Filmer, Calhoun, Wirt, Jackson, and Roane.

The VAMC Beckley, WV, PSA includes the following counties in West Virginia: Clay, Fayette, Greenbrier, McDowell, Mercer, Monroe, Nicholas, Pocahontas, Raleigh, Summers, and Wyoming, and Tazewell, VA.

Community-Based Outpatient Clinics (CBOCs) are included within the counties of Clarksburg and Beckley’s PSAs.

3) DEFINITIONS:

a) Basic Life Support (BLS): the level of medical care which is used for patients with life threating injuries or illnesses until they can be given medical care at a hospital. BLS is generally used in the pre-hospital setting and can be provided without medical equipment (IAW Specification KKK-A-1822C).

b) Advanced Life Support (ALS): set of life-saving protocols and skills that extend BLS to further support the circulation and provide an open-airway and adequate ventilation (breathing) (must be IAW Specification KKK-A-1822C). Capabilities for, but not limited to, Endotracheal Intubation, IV therapy, Cardiac Monitoring, Defibrillation, and Intravenous and Cardiac Drug Therapy.

c) Critical Care Transport (CCT): specialty care patient transportation when medically necessary, for a critically ill or injured patient needing critical care paramedic (CCP) skills, between medical care facilities, and provided by an authorized ambulance service that is approved by the department to provide critical care transportation and staffed by one or more critical care paramedics or other health care professional in an appropriate specialty area.

d) Wheelchair Van: a van capable of transporting a wheelchair bound patient with a driver that shall assist the patient as necessary; including but not limited to entering and exiting vehicles, entering locating and checking into appointments upon arrival at destination.

e) Minivan: Van capable of transporting a patient that is mostly ambulatory with the driver assisting the patient as necessary; including but not limiting to entering and exiting vehicles; entering, locating and checking into appointments upon arrival at destination.

f) Contracting Officer’s Representative (COR)

g) Administrative Officer on Duty (AOD)

A. TASKING:

4) NUMBER OF PATIENTS: It is understood and agreed that only ONE patient will be transported on a trip unless specifically authorized or requested by the Department of Veterans Affairs. When, pursuant to the Department of Veterans Affairs authorization, more than one patient is transported concurrently on a trip, reimbursement shall be made only at the rates contained in the schedule of costs for transporting a single patient. Regardless of the number of patients transported concurrently on a single trip, the Contractor shall be reimbursed for only the Base Rate (Item 1) for one trip. An Authorized official of the Department of Veterans Affairs may, when in the best interest of the veteran, allow a relative or caregiver to accompany the veteran, but caregiver/relative will have to provide their own transportation home.

5) WAITING TIME: For time lost in waiting at either or both ends of a trip due to causes beyond the Contractor’s control, the Contractor will be reimbursed per quarter hour as proposed in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour for the time reported to the designated Veterans Affairs personnel. If the pick-up point is other than the Veterans Affairs Medical Center; the Contractor will call the Travel Clerk first or Transportation Assistant during administrative hours (7:30AM through 4:00PM, Monday through Friday) or the Administrative Officer of the Day (AOD) on duty during non-administrative hours (during evenings, nights, weekends, and holidays) as soon as it is anticipated that a delay may develop for which the Contractor expects to claim reimbursement. This call is only for the purpose of verifying the arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay for which reimbursement will be claimed. The Contractor’s failure to notify the travel section when waiting beyond the grace period shall result in non-payment for waiting time.

6) COMPLETED TRIP: When ambulance service under the terms of this contract involves pick-up of a patient who is to be brought to this medical center or to another hospital and/or clinic for hospitalization or treatment, the trip will be considered complete when the patient is delivered by ambulance personnel to the admitting/evaluation unit, a specified ward or unit, or to the location specified at the time the trip is requested.

7) NON-PICKUP OF PATIENT: When ambulance service involves a trip to or from this medical center, patient’s residence or patient refusal, but due to unforeseen circumstances the patient is not available for pick-up, the Contractor will collect for the trip at the rates applicable under the schedule portion of this contract. The Department of Veterans Affairs reserves the right to substitute patients in these instances to prevent the “no-load” situation.

8) NON-ARRIVAL OF PATIENT: When ambulance service involves the pick-up of a patient scheduled to arrive by air and the ambulance driver finds such patient does not arrive as scheduled, the ambulance driver will contact the Travel Clerk, Supervisor, Patient Support Unit, or the AOD and inquire as to the status of the arrival. If appropriate, waiting time may be authorized for time lost in waiting in accordance with the rate applicable under the schedule of costs of this contract. If Contractor reported as scheduled and no patient is transported, Contractor will be reimbursed at the rates applicable under the schedule of costs of this contract.

9) PATIENT PICKUP AND DELIVERY FROM/TO VAMCs:

b) Ambulance drivers will report and sign-in at the Travel Clerk’s desk, Monday through Friday, from 8:00 AM through 4:30 PM and at the Admission Office from 4:30 PM to 8:00 AM Monday through Friday and weekends.

c) Transport of baggage with Veterans will occasionally be required.

d) Ambulance drivers will deliver and pick-up patients at designated locations, i.e., Emergency Room, Special Treatment Room, Clinic Area, Ward (if known). These locations will be designated when designated Veteran Affairs personnel make contact.

e) The ambulance personnel will report to the Nursing Station to (1) announce his/her arrival to pick-up and transfer the patient, and (2) obtain report of pertinent information regarding the patient’s condition from the primary nurse/physician.

f) When delivering a patient, the ambulance personnel will give report to appropriate nursing personnel. When requested, a run sheet of that run shall be faxed or sent electronically to the VA Medical Center.

g) In cases which the contractor's dispatchers prioritize their requests for services as an emergency and a rescue squad is dispatched, the dispatcher will notify the calling party at the VAMC of the patient’s location as soon as it becomes available.

h) Universal Precautions will be used on all Veteran Affairs patients.

10) PATIENT CUSTODY: The Contractor shall not release the patient from his/her custody, unless custody is released to a charge nurse on duty at the facility patient is being transported to, or to a designated point of contact at the patient’s residence. The Contractor shall take every reasonable measure to assure the well-being of the patient at their destination. The ambulance crew shall wait with the patient when transporting for scheduled appointments and provide assistance as needed, unless otherwise released by medical personnel at the location of the appointment.

11) RATES: Rates will apply twenty-four hours per day seven days a week. Payment for mileage traveled beyond the county limits will be limited to “One Way Only” for the distance over which the patient is transported. Such mileage costs will be paid in addition to the applicable rate per trip for any trip entirely within the county limits. Trip mileage shall be determined by the latest edition of the Bing.Com Maps. The Contractor shall receive the base rate proposed in the schedule for all one-way trips ordered. The base rate shall constitute full compensation for one-way trips which do not exceed the mileage threshold as defined herein. The Contractor shall also receive reimbursement of mileage charges for any mileage less than the mileage threshold.

12) MILEAGE: For all trips ordered under this solicitation “Mileage Threshold” is considered to be 50 miles one way. Any trips beyond 50 miles will be subject to mileage. Mileage must be documented on the trip sheet if claimed on the invoice. Allowable charges for mileage: Threshold areas of coverage shall not exceed 5% of the current standard Rand McNally Mileage Guide or its equivalent. Mileage is determined using Bing Maps.

13) PAYMENT: Upon receipt of itemized statement payment will be processed. If itemized statement is not received a 5% penalty will be accessed based on the total monthly bill. Itemized statement includes date, patient’s name, mileage, ALS or BLS, and use of oxygen. Charges are to be broken down for each run, total charge each run, and total charge per month.

We would like to see added: Upon receipt of itemized statement, invoices will be reviewed and processed within 15 calendar days by the individual VA then turned into Tungsten so that we can receive electronic payment within 30 days of actual receipt of the itemized statement by the VA. Right now, the VA representative will take 30 days to review the batch in house then after the 30 days, turn it in to Tungsten to be paid. When that is the process, it takes us 6 weeks to receive payment from the time that we billed the VA.

14) TELEPHONE SYSTEM: The Contractor shall have telephone coverage to accept calls from the Clarksburg and Beckley VAMC seven (7) days a week/24 hour a day, Sunday through Saturday. The contractor shall have sufficient telephone capacity to ensure immediate communication access between the Clarksburg and Beckley VAMC and the Contractor’s facility for the purposes of scheduling and/or canceling trip requests as well as handling other emergencies. If the Contractor’s place of business is located beyond the local telephone call zone, the Contractor shall accept telephone orders for service on a collect basis or provide a toll-free number.

15) TOLL CHARGES:

a) It is agreed and understood that the prices proposed in the schedule do not include any ferry, bridge, tunnel, or road toll charges. Any such legitimate toll charges incurred shall be limited to one way only and shall be listed separately on the Contractor’s invoice.

b) If Contractor’s place of business is located beyond the local telephone call zone of this medical center, Contractor agrees to provide a toll-free telephone number or will accept telephone orders for service on a collect basis.

16) ORDERS FOR SERVICES:

a) Contractor will supply each VA with two ALS staffed and equipped ambulances and two BLS staffed and equipped ambulances at any given time to respond within 30 minutes of call intake. When those four resources are concurrently engaged on VA contract ambulance transports, the 30 minute timeliness guideline will be lifted starting with the 5th concurrent transport request.

b) Personnel authorized by the Contracting Officer shall make requests for service by telephone or Fax. Confirmation of each telephone authorization shall be faxed as soon as possible following the call for service. Request for services will be made to the telephone number specified by the Contractor or to one back-up number in the event of no answer at the primary number specified. All contacts from the Contractor will be with the Travel Clerk a, Transportation Assistant Mobility Manager or the Administrative Officer of the Day (AOD) at during non-administrative hours.

c) A list of authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of the Contracting Officer and the COR. The Contractor shall be notified of such changes as they occur.

d) If the Department of Veterans is unable to establish telephone contact with the Contractor for Basic Life Support (BLS) service within five (5) minutes or if the Contractor fails to furnish BLS ambulance service within a reasonable time, 30 minutes after receiving a request or within 30 minutes of the scheduled pick-up time, the Department of Veterans Affairs reserves the right to obtain the service from another source and to charge the Contractor with any excess costs which may result there from. The Department of Veterans will be the sole judge in determining when to order service from another source. In no instance will the Contractor be required to furnish more than six (6) ambulances at one time.

e) Advanced Life Support (ALS) will be furnished for only life-threatening transport. If the Department of Veterans Affairs is unable to establish telephone contact with the Contractor for life threatening Advanced Life Support (ALS) service within five (5) minutes at the numbers specified, or Contractor fails to furnish an ALS ambulance within thirty (30) minutes after receiving a request, the Department of Veterans reserves the right to obtain service from another source and to charge the Contractor with any excess costs which may result. If, within five (5) minutes after receiving a request for ALS service, the Contractor determines they are unable to provide this service within thirty (30) minutes, the Contractor will contact 911 and the closet emergency unit determined by the 911 center to respond to the call.

f) The Contractor will furnish qualified Advanced Cardiac Life Support (ACLS) personnel who are competent to perform ACLS protocols.

g) All ALS ambulance transfers will be staffed by at least one (1) currently licensed ALS pr.

h) 5 years of experience providing ALS ambulance service is required.

17) RESPONSE TIME: The Contractor shall maintain at a minimum, a 95% compliance rate on response to pick-up or deliver during the contract year.

Contractor shall provide a monthly report to the Transportation Assistant which identifies each request for service by patient name, time of receipt of call, whether BLS or ALS unit requested, time of arrival, and time elapsed from receipt of call and time of arrival. Other pertinent information as necessary may be included. This report, in conjunction with Veteran Affairs records, shall be used for calculation of late fees to be deducted from Contractor’s invoice, if applicable.

18) REPORTING REQUIREMENTS: For all scheduled appointments for patients entrance to the building will be in the Emergency Room entrance. Direct admissions will enter through the emergency entrance. Ambulance personnel will stop at the Emergency Department desk to let the clerk and nurse know the patient has arrived and to get any additional instructions. Emergent patients will enter the emergency entrance and need to have a “warm hand-off” to Veteran Affairs clinicians or designees.

19) GOVERNMENT OWNED EQUIPMENT OR SUPPLIES: Any and all government equipment, linens, etc., taken with patients must be returned. The Contractor shall furnish all linens, blankets, and supplies. The VA Medical Center will not participate in a linen exchange program or any supply exchange program. The Contractor shall not be permitted to borrow medical equipment from the Medical facilities. The Contractor shall provide all medications required while in transport, sheets, and blankets and other equipment and supplies required for use while in transport, for direct patient care. Contractor shall at no time and under any circumstances exchange supplies, equipment, and/or medications with Veteran Affairs Medical Centers.

20) RECORDS: At the option of the Government, the Contractor may be required to transport records with patients from station to station.

21) INCIDENT REPORT: Should an incident and/or accident occur involving the welfare of a beneficiary, the Contractor shall immediately notify the Travel Clerk, Supervisor, or the Administrative Officer (AOD) during evenings, nights, weekends, and holidays. This notification will be made by telephone within one (1) hour. A written report of the incident shall be filed with the Travel Clerk or the Contracting Officer’s Representative by the close of business the next business day. The Department of Veteran Affairs reserves the right to conduct patient satisfaction surveys to insure quality service is being provided. A copy of any survey will be provided to the contractor.

22) PATIENT WELFARE AND ABUSE

23) JOINT COMMISSION STANDARDS: Where the solicitation does not require Joint Commission accreditation or other regulatory body requirements, the Contractor must perform the required work in accordance with the Joint Commission standards. A copy of these standards may be obtained from the Joint Commission, One Renaissance Blvd., and Oakbrook Terrace, IL 60181.

24) VEHICLES:

a) BASIC LIFE SUPPORT AMBULANCE (BLS) per West Virginia § 64-48-8 is classified as a Class B Emergency Medical Services (EMS) vehicle. The Class B EMS vehicle is primarily intended for the response to the location of a call, the delivery of basic life support, and for the transportation of patients who require care. An EMS Agency may not use a Class B EMS vehicle for the delivery of advanced life support on a regular basis, but advanced life support level personnel and equipment may be added to a Class B vehicle for the purpose of increasing a patient’s level of care during a transport when assistance is requested from a basic life support vehicle and crew.

b) ADVANCED LIFE SUPPORT AMBULANCE (ALS) per West Virginia § 64-48-8 is classified as a Class C EMS vehicle. The Class C EMS vehicle is primarily intended for the response to the location of a call, the delivery of basic and advanced life support, and for the transportation of patients who require advanced life support. An EMS Agency may use a Class C EMS vehicle as a Class B EMS vehicle provided that all requirements for the operation of a Class B EMS vehicle are met. It may also be utilized for specialized life support services (Class D) if the proper additional equipment is added to the vehicle for the form of specialized life support being provided.

c) EMERGENCY MEDICAL CARE VEHICLE shall have patient compartment facilities, oxygen, suction systems and equipment and additional systems equipment, accessories and supplies as well as environmental climate equipment and communications.

d) BASIC LIFE SUPPORT AMBULANCE (BLS) (WEST VIRGINIA) shall be defined as an Ambulance Service that includes the necessary equipment to render basic emergency medical care and services as outlined by the West Virginia Office of Emergency Medical Services.

e) ADVANCED LIFE SUPPORT AMBULANCE (ALS) (WEST VIRGINIA) shall be defined as Ambulance Service that includes the necessary equipment and staff to render advanced life support services by the West Virginia Office of Emergency Medical Services.

f) The contractor must provide inspection reports on all vehicles that will be used in the performance of this contract. New vehicles inspection reports must be provided to the VA before being used for this contract.

g) Each contractor operating in West Virginia must comply with inspections and reporting as required by West Virginia Office of Emergency Medical Services.

h) The Contractor shall ensure the availability of mobile radio and /or cellular telephone communication with all vehicles providing transportation service at all time.

25) AMBULANCE MEDICAL EQUIPMENT:

a) Each emergency medical care vehicle will have patient compartment facilities, oxygen and suction systems and equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the State of West Virginia.

b) Each advanced life support (ALS) vehicle will have certified ALS providers, patient compartment facilities, oxygen, heart monitor, suction systems, and intravenous IV equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the State of West Virginia.

26) PATIENT RIGHTS: The Contractor shall be courteous to Veteran Affair beneficiaries and shall not smoke/vape while transporting patients. Patients may bring a reasonable amount of belongings such as a personal suitcase.

27) MISCELLANEOUS:

a) At no time will the Contractor leave vehicles on VAMC premises unless a pick-up or delivery is in process. Once a patient has been removed from vehicle and properly secured with Emergency personnel, the running vehicle will be removed from the Emergency Department exit door to prevent environmental hazards due to exhaust fumes.

b) Contractor employees shall conduct themselves in a business-like manner at all times while on VAMC premises and while transporting patients.

c) When transporting patients to or from Medical facilities, the driver, acting for the Contractor will ensure that the patient’s luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.

d) When requested the contractor shall provide a “Run Sheet” as part of the patient’s permanent record. This Run Sheet shall include a record of the patient’s vital signs, medications used, oxygen use, patient’s emotional attitude, and any changes in the patient’s condition. The list stated here shall not be construed to be as all-inclusive; the Contractor shall provide all pertinent information.

28) CONFIDENTIALITY: Protects printed and sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws. Protects the data from unauthorized release or from loss and alterations.

29) TRAINING

1. To be eligible to perform under this contract, each contract employee must meet the minimum training required outline below and minimum contractor furnished training outlined in paragraph (2) (c), (1) Through (8).

2. Contractor Furnished Training.

(a)The Contractor shall submit to the Contracting Officer written certification that each contract employee has been trained in the subject areas outlined in paragraph C prior to assignment under this contract. For replacement or new employees documentation of prior training must be submitted or the individual contract employee must complete the required training before being employed in support of this contract.

(b)All formal training required shall be administered (i.e., taught, presented) by persons who are certified as being qualified to instruct or teach, the specific subjects or topics required. Certification to instruct the specific subject shall be in the form of a certificate issued by an accredited institution of learning (school, college, university), a governmental (Federal, State, County, etc.) educational certification body (agency, board, commission), or by documentation that the person instructing has sufficient experience in/with the subject to be able to instruct the subject in an authoritative, practical and current manner.

(c) In addition to the formal training, the Contractor shall provide 16 hours of orientation training for each employee fourteen (14) days after his or her initial assignment to duty. This orientation may be accomplished while the employees are on duty. The Contractor shall certify to the COR as to the completion of the orientation for each employee within 45 days following assignment to duty. The follow-up orientation should include the following subjects and instructional time periods as well as other subjects as may be required:

(1)Accident and incident reporting (2 hours) (2)Safe operation of emergency vehicles (2 hours) (3)Quality Assurance (2 hours) (4)Fire and emergency preparedness planning (2 hours) (5)Handling patient complaints (1 hour) (6)Infection control (2 hours) (7)Universal precautions (policy and procedure) (2 hours)

(8) Safety and occupational health procedures (3 hours)

3. Contractor Furnished Training - The Contractor shall submit to the Contracting Officer written certification of the follow-up orientation.

4. The EMT/Paramedics must be enrolled in 'refresher" continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans or, a yearly basis. Such "refresher" training must be equivalent to that developed by the Department of Transportation or National Highway Safety Administration. Evidence of successful completion for "refresher" training must be provided to the Contracting Officer for inspection.

5. Contractors must complete training courses “VA Privacy and Information Security Awareness and Rules of Behavior” and “HIPAA and Privacy Training” on an annual basis while performing under this contract. All documentation must be submitted to the Contracting Officer Representative.

30) PERSONNEL REQUIREMENTS:

All personnel must meet certification, testing and training by the West Virginia Emergency Medical Vehicle Operator (EMVO). Certifications of all personnel under this contract shall be provided to the VA.

31) SAFETY COMPLIANCE:

It shall be the responsibility of the VHA to correct or resolve and hazardous or unsafe residential situations (i.e, defective ramps, porches, wheelchairs, etc.) in order to protect the well-being of the VHA patents as well as the contractor’s employees.

32) CONTRACTOR PROCEDURES FORMS AND REPORTS: Evidence of insurance coverage in the amount stated must be submitted prior to contract award. The contractor must maintain a record of the following procedures, reports, etc. and forward this information upon request if updated information is required after contract award.

a) List of all vehicles, inspection reports of vehicles, driver’s licenses, DOT permits, and other applicable licenses.

b) Education training records of contractor employees, orientation, and ongoing training.

c) Written operating plan and procedures for:

i) Accident and incident reporting

ii) Safe operation of vehicles

iii) Quality Assurance

iv) Equipment maintenance and management

v) Fire and emergency preparedness planning

vi) Handling patient complaints

vii) Infection Control

viii) Universal precautions (policy and procedures)

ix) Safety and occupational health procedures

x) Emergency procedures to be followed in case of break down when in route.

xi) Patient confidentiality, HIPAA/Privacy Act

33) HOURS OF OPERATION AND HOLIDAYS OBSERVED: Normal Medical Center working hours is Monday through Friday 8:00AM to 4:30PM. Off duty hours Friday through Monday, weekends and holidays; however, the contractor is required to provide service 24 hours a day, 7 days a week, including normal duty hours and off duty hours, weekends and holidays. The ten holidays observed by the Federal Government are: New Year’s Day, Dr. Martin Luther King’s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and any other day specifically declared by the President of the United States to be a national holiday. Pricing remains the same for holiday transportation.

4.1.1. The QASP and its performance standards are as follows:

Required Services (Tasks)

Ground Ambulance Service Reference PWS: 5.9

Certifications and Training Reference PWS:

5.2, 5.3, 5.4

Submit Monthly Invoices/Trip Tickets Reference PWS:

6.0, 7.0

Ambulance Maintenance/Safety Reference PWS: 5.6

Provide patient pick-up for scheduled trips by being on-site at the designated point of pick-up within 60 minutes (of notification for an Emergency Advanced Life Support (ALS) vehicle and/ or Emergency Basic Life Support (BLS) vehicle.

Provide patient pick-up for scheduled trips 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).

Disincentive:

--contractual action; contractor employee shall be removed from providing service until proof of proper certificates/ licensing requirements are met.

--Unfavorable Contractor performance evaluation.

Disincentive:

-- late payment if reports/ trip tickets are not submitted within time frame specified

Disincentive:

Contractor’s Quality Control Program (QCP) and Inspection Plan Reference PWS: 8.0

Disincentive: Unfavorable Contractor performance evaluation.

Revised Price Schedule.

A Microsoft Office Excel Sheet is available upon request.

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