RFQ 36C24523Q0323 0002.pdf

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)

1 28

N/A

Department of Veterans Affairs

VISN 5 Contracting

849 International Drive

Linthicum MD 21090

Department of Veterans Affairs

VISN 5 Contracting

849 International Drive

Linthicum MD 21090

To all Offerors/Bidders

36C24523Q0323

03-09-2023

X

X 1

The purpose of this amendment is to update the Statement of work and Questions and Answers. Changes in the Statement of

Work will be listed on the updated Questions and Answers.

Proposals are extended to March 16, 2023 by 1:00PM EST.

All other terms and conditions remain unchaged.

CS: Dan Feng Lu | danfeng.lu@va.gov

Mark Smith

Contracting Officer

Question for RFQ 36C24523Q0323

1.Are all items number required for successful award? Such as item 1007, 1008,1009. If we do not price these will that reject our BID?

This will be competed by each CBOC, if you completed all the line items for the CBOC you want to compete for, it would not be rejected. For example, Items 1007, 1008 and 1009 are for

Prestonsburg CBOC, if you want to compete for Prestonsburg CBOC, 1007, 1008 and 1009 are required. You can compete for more than one CBOC.

2. Are you asking that five different contractors have 6 BLS ambulances and 3 ALS ambulances at your disposal during daytime hours?

In the Statement of Work, it states in no instance will the Contractor be required to furnish more than 6 BLS ambulances and 3 ALS ambulances at any one time. However, if the minimum cannot be met, let the government know how many BLS ambulances and ALS ambulances you can provide at a given time for each CBOC that you are competing for.

3. On page 5, it states that "...and award to no more than five capable contractors". Does this mean one contractor will be awarded for each of the five facilities? Example: One for the main hospital and one each for the four CBOCs?

Correct, it is competed by CBOC, the plan is to award one contractor for each CBOC and the main hospital.

4. One page 6 in 1.1 Background it says "provide non-emergent" but on page 11 in 2.1.3, it says

"...twenty (20) for emergent calls". I wanted to clarify that the contract is for both emergent and non-emergent.

It will be both non-emergent and emergent medical transport. The vast majority of transports will be non-emergent. However, there will be occasions that emergent transport will be needed from our facility, or CBOCs, to another facility.

5. If I am correct, currently, the VA chooses which of the contractors it calls for calls coming out of the main hospital. If I am reading section 2.1.5 correctly, one provider will be used for all calls until their capacity has been met before moving on to another contractor. Am I interpreting that correctly?

Correct, the next lowest evaluated contractor will be called after the originally awarded contractor reached its capacity.

The following sections in the Statement of work has been updated:

Section 1.1 - “non-emergent and emergent medical transport”

Section 2.2.2 - “a copy of the run sheet will be provided upon request to be retained by the facility for the patient’s medical record.”

Section 2.2.3 g. - “A method to maintain and hang an IV and stair chair”.

Section 2.2.3 h. - “For ALS transports, access to IV pumps and cardiac monitors which are compatible to those used by the VAMC.”

Section 7.2.5.1 a. to remove “including an in-hospital training period”.

Section 8.1 Changed definition to “Services required for critical patient care in which patient requires an ambulance, containing an on-board ALS provider, cardiac monitoring, Advanced

Cardiac Life Support (ACLS) drugs and procedures, advanced airway management and medication monitoring and administration.”

Statement of Work (SOW) for the

BLS and ALS Ambulance Services for the Hershel "Woody" Williams VAMC

1.0 General

1.1 Background

The mission of the Hershel “Woody” Williams VA Medical Center is to provide patient care. The mission of the Transportation Department is to provide non-emergent and emergent medical transport for Veteran patients and their beneficiaries. This acquisition is to provide BLS and ALS Ambulance services for these patients.

1.2 Objective

This acquisition is to provide BLS and ALS ambulance services to Veteran patients and their beneficiaries receiving care and healthcare support from the Hershel "Woody"

Williams VA Medical Center located in Huntington, WV, and its surrounding clinics. The

Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.3 Scope of Work

The Contractor must provide all equipment, personnel, supervision, and support to provide these Ambulance services. All services will be provided in accordance with the terms and conditions of any resultant contract, applicable federal and state regulations, and industry accepted quality standards highlighted in this SOW. The contractor is to furnish 24-hour BLS and ALS ambulance services to the beneficiaries of the Hershel

"Woody" Williams VA Medical Center, to include all weekends and federal holidays.

1.3.1 Ambulance Fleet

To meet the requirements of this contract, sufficient vehicles must be available to furnish the services required. The ambulance fleet, and its equipment and supplies must be of the quality, model and condition to assure the patient complete, high quality medical transportation and emergency first aid, if needed; shall meet the minimum standards for maintenance, equipment and staffing of all ambulance vehicles operated. Each ambulance vehicle shall be of model and make to ensure safe and comfortable transportation of the patient. It must have sufficient headroom to accommodate the patient in Fowler’s position and must be effectively heated and air-conditioned. It must be inspected and maintained daily to assure mechanical fitness and cleanliness. In no instance will the Contractor be required to furnish more than six (6) ambulances for

Basic Life Support service, three (3) ambulances for Advanced Life Support service and one (1) must have the capability to transport Class 3 Interfaculty transports at any one time. Only two (2) ambulances will be required between the hours of 10:00 p.m. – 6:00 a.m. When the total numbers of contracted vehicles are in use with VAMC patients, and the VAMC requires additional vehicles, the Contractor may provide additional vehicles at the rates contained herein.

1.3.1.1 Inspection

The VA reserves the right to inspect the Contractor’s equipment and vehicles or require documentation of compliance with contract specifications, and State Laws, rules, regulations and guidelines governing emergency medical transport vehicles

(ambulances). VA inspections of Contractor facilities shall in no way constitute a warranty by the VA that the Contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor’s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA.

1.3.1.2 License

The ambulance (emergency medical care vehicle) under the terms of this contract will be licensed and meet the minimal vehicle requirements as established by the West Virginia

Department of Health. The specifications are mandatory as minimal requirements for such vehicles, but chassis or compartment modifications are permissible when they clearly exceed the minimal specifications.

1.4 Period of Performance

The period of performance on this contract is April 1, 2023 through March 31, 2024. The contract is subject to the availability of VA funds. The contractor shall perform no service after March 31th, 2024.

1.5 Place of Performance

The Contractor shall provide Scheduled, Unscheduled, and Urgent/Emergency

Ambulance services twenty-four (24) hours per day, seven (7) days per week, for both

BLS and ALS, to VA beneficiaries receiving care at the Hershel "Woody" Williams VA

Medical Center in Huntington, WV, as well as the Community Based Outpatient Clinics

(CBOC’s) in Prestonsburg, KY, Charleston, WV, Lenore, WV and Gallipolis, OH. Upon request by the VA, the Contractor shall transport VA beneficiaries from their place of origin to the beneficiaries’ place of treatment and return to beneficiary’s place of origin, unless otherwise specified. All vehicles, personnel, and services rendered by the

Contractor shall conform to all federal, state, and local statutes, rules, and regulations;

specifically, for the states of West Virginia, Kentucky and Ohio. The average mileage per transport is approximately 35 miles.

1.6 General Information

1.6.1 Quality Control

The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which they assure that their work complies with the requirement of the contract. The Quality Control Plan is to be delivered to the Contracting Officer within 30 days after contract award or with the

Contractors proposal.

1.6.2 Quality Assurance

The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Hours of Operation

The Contractor is responsible for conducting business twenty-four (24) hours a day, every day of the week and on holidays, except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings; at which time the Contracting Officer will provide further direction. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4 Type of Contract

The government will award a one year Firm Fixed Price Multiple Award Indefinite

Delivery/Indefinite Quantity contract.

1.6.5 Post Award Conference/Periodic Progress Meetings

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition

Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the

Contractor to review the Contractor's performance. At these meetings, the Contracting

Officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.6 Contracting Officer (CO)

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the

Contracting Officer on all matters pertaining to contract administration. Only the

Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity or quality of performance of this contract.

1.6.7 Contracting Officer Representative (COR)

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including

Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the

Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.8 Contract Performance & Monitoring

The Government may evaluate the quality of professional and administrative services provided, but retain no control over the medical, professional aspects of services rendered (e.g. professional judgments, diagnosis for specific medical treatment), in accordance with FAR 37.401(b).

1.6.8.1. The Contractor will develop a quality assurance program and will provide such information to the COR on a quarterly basis. The quality assurance program will be mutually agreed upon at the beginning of the contract and may be modified by either party but the VAMC retains final approval of any modifications. The COR has responsibility for validating the data provided by the

Contractor. The Contractor is advised that only the Contracting Officer has the authority to make changes to the contract. After contract award, any incidents of non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

1.6.8.2. The COR shall furnish a statement in writing to the Contracting Officer at close of the contract to include a summary of Contractor actions and a statement that all requirements of the contract were fulfilled as agreed.

1.6.8.3. The Contractor shall permit on-site visits by VA personnel and accrediting agencies to assess contracted services, e.g., adequacy, compliance with contract requirements, and record keeping if applicable. The Contracting

Officer Representative (COR) maintains vendor certificates and contract records.

State driving records, license verification, training and insurance are to be reviewed by the COR on an annual basis prior to the exercise of an option year.

The COR must conduct a review prior to the assignment of a new contract driver, upon an accident event, and at any other time at the discretion of the COR.

1.6.11 Organizational Conflict of Interest

Contractor and personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5.

The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI.

The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the

Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.7 Applicable Documents

63 FR 8987

70 FR 4858

FAR 9.5

FAR 37.401(b)

FAR 42.5

FAR 52.224-1

FAR 52.224-2

FAR 52.212-5

HIPPA

OMB Circular A-130

Privacy Act of 1974

Public Law 104-191 https://www.govinfo.gov/content/pkg/FR-1998-02-23/pdf/98-4399.pdf https://www.govinfo.gov/content/pkg/FR-2005-01-31/pdf/05-1620.pdf https://www.acquisition.gov/far/subpart-9.5 https://www.acquisition.gov/far/37.401 https://www.acquisition.gov/far/subpart-42.5 https://www.acquisition.gov/far/52.224-1 https://www.acquisition.gov/far/52.224-2 https://www.acquisition.gov/far/52.212-5 https://www.govinfo.gov/content/pkg/CRPT-104hrpt736/pdf/CRPT-104hrpt736.pdf https://www.govinfo.gov/content/pkg/FR-2016-07-28/pdf/2016-17872.pdf https://www.govinfo.gov/content/pkg/USCODE-2018-title5/pdf/USCODE-2018-title5-partI-chap5-subchapII-sec552a.pdf https://www.govinfo.gov/content/pkg/PLAW-104publ191/pdf/PLAW-104publ191.pdf

2.0 Specific Requirements/Tasks

2.1 Orders

2.1.1 Requests for service will be made in writing or by telephone. Only VA authorized personnel are authorized to place orders. Private agencies, i.e., nursing homes, are not considered authorized personnel. The Contractor will not alter determination of the mode of travel. A list of all authorized personnel will be forwarded to the contractor upon award of the contract.

2.1.2 A log will be maintained listing all pertinent information regarding patient transport such as date and time of request, patient’s name and SSN, Contractor name, mode of transport, etc. A log will be maintained in the Travel Office and/or designated area.

2.1.3 If the Contractor fails to furnish ambulance service within thirty (30) minutes after receiving VAMC request for service or twenty (20) minutes for emergent calls, the VAMC reserves the right to obtain the services from another vendor. The requested crew and ambulance must arrive at the same time; prepared to provide service. No delay is acceptable for emergent calls. The Contractor is to notify the VAMC when it becomes apparent that the emergent timeframe cannot be met. The VAMC will be the sole judge in determining when to order service from another source.

2.1.4 When the Contractor has been notified in advance of a scheduled run and service is not provided within fifteen (15) minutes after the scheduled time, the VAMC reserves the right to obtain the service from another source and charge the Contractor with any excess cost which may result. The Contractor shall immediately notify the VAMC of any delays in transporting patients.

2.1.5 The VAMC will be the sole judge of determining when to order service from another source. However, in no instance will the Contractor be required to furnish more than six (6) BLS and three (3) ALS at any given time. Only one (1) BLS and one (1) ALS will be required between the hours of 10:00 p.m. and 6:00 a.m.

2.2 During Transport

2.2.1 Completed Trip

When ambulance service under the terms of this contract involve pickup of a patient who is to be taken to this hospital, or to another hospital or clinic for hospitalization or treatment, the trip will be considered completed when the patient is delivered by the ambulance to the admitting service, and/or a particular ward of the hospital, as may be specified by the doctor is charge of Admitting Service.

2.2.2 Transportation Procedures.

Transport of baggage, medical records and other personal effects with Veterans, will occasionally be required. 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 contact is made by authorized VA personnel. The ambulance personnel will report to the Nursing Stations 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.

When delivering a patient, the ambulance personnel will give report to appropriate nursing personnel and a copy of the run sheet will be provided upon request to be retained by the facility for the patient’s medical record. In cases where the ambulance crew must divert to a local emergency room while performing a VAMC authorized transport, the Contractor’s dispatcher will notify the VAMC Travel Department or AOD of the patient’s location and status as soon as this information becomes available. In cases where the Contractor’s dispatchers prioritize their requests for services as an emergency and a rescue squad is dispatched, the dispatcher shall notify the calling party at the

VAMC of the patient’s location as soon as it becomes available.

2.2.3 Equipment

Each ambulance shall be equipped at all times when transporting a patient in the performance of this contract with not less than that required by Federal laws of the State, County and/or City in which the ambulance is operated as well as the optional medical equipment described in Federal Specifications KKK-A-1822D:

a. At least one (1) ambulance cot and collapsible stretcher or two stretchers, one of which is collapsible;

b. Adequate straps to secure the patients safely to stretcher or ambulance cot, and adequate means of securing the stretcher or ambulance cot within the vehicle;

c. Adequate supply of sanitary sheets, pillowcases and blankets;

d. Portable oxygen unit in good operating condition and with spare tank and with adequate supply of nasal cannulas or oxygen masks: oxygen masks must be of the disposable type or be thoroughly sterilized after each use and kept sterile;

e. Standard first aid kit;

f. Portable suction unit available for emergency use or transfer of severely ill patients, to be operated by professional staff only;

g. A method to maintain and hang an IV and stair chair; and

h. For ALS transports, access to IV pumps and cardiac monitors which are compatible to those used by the VAMC.

2.2.4 Toll Charges

It is agreed and understood that the price quoted in the Schedule includes any ferry, bridge, tunnel, or road toll charges. If the Contractor’s place of business is located beyond the local telephone call zone of the VAMC, the Contractor agrees to accept telephone orders for service on a collect basis, or provide a toll-free telephone number.

2.2.5 Escort

An authorized official of the Department of Veterans Affairs Medical Center may, in the interest of the patient, allow a caregiver to accompany him/her at no extra charge to the

Government.

2.2.6 Accidents and Emergencies

If an incident and/or accident should occur, involving the welfare of a VAMC patient or beneficiary, the Contractor shall file a report immediately to the Contracting Officer

Representative (COR) with a copy to the Contracting Officer. The Contractor shall provide the drivers with either a cellular phone or a two-way radio for communication in emergency situations. In any event of accident, the VA should be contacted as soon as possible giving the name of patient/s and/or companions, patients SSN, and an account of what happened and to what hospital, if any, VA beneficiaries are being transported. It is requested that a copy of the accident report be forwarded to Mobility Manager, Travel

Office, Department of Veterans Affairs, 1540 Spring Valley Drive, Huntington, WV

25704. Any traffic fines are the responsibility of the Contractor.

2.2.7 Patient Welfare and Abuse

2.2.7.1 The Contractor shall be held responsible for the patient welfare during transport. The Contractor shall be held responsible for patient and/or

Government property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings will be replaced at the Contractor’s expense.

2.2.7.2 The Government requires the Contractor to exercise extreme caution and care in the handling of patients. Any abuse of patients will be grounds for default action or immediate termination of the Contract.

2.2.7.3 The Contractor must take into consideration that they will be transporting ill patients. Drivers of vehicles are required to observe speed limits, vehicles should be swept clean and the exteriors washed periodically, and drivers will refrain from smoking. Drivers are to escort patients in need of assistance to and from point of pick-up and destination.

2.2.7.4 All of the Contractor’s employees will be required to sign a Department of

Veteran Affairs’ confidentiality statement and it is the responsibility of the

Contractor to assure these statements are kept current.

2.2.8 Meals

When patients will be traveling during mealtime in an ambulance, the Contractor shall provide meals for the patient. The cost of the patient’s meal shall be listed as a separate item on the Contractor’s invoice and shall be supported by a receipt for the patient’s meal from the restaurant. No payments for meals will be made unless a copy of the receipt is furnished by the Contractor. The maximum amount authorized for any one meal is $10.00. The Contractor will be notified at the time the call for service is made if patients are authorized to receive meals. No meals will be furnished unless authorized by the VAMC. There may also be stipulations for providing patients and beneficiaries with special nutritional needs during long trips to receive specialty care.

2.2.9 Waiting Time

Waiting time shall not begin until 15 minutes after the designated pick-up time.

However, if the contractor’s driver arrives earlier than the specified time, it is not considered waiting time for the purposes of payment. For the time lost in waiting at either or both ends of a trip due to causes beyond his/her control, the Contractor will be reimbursed at the rate of one-fourth (1/4) the hourly rate quoted in his/her bid for each quarter hour or fraction thereof in excess of one-quarter hour from the time he/she reports to the designated person. If the pick-up is at other that the VAMC the Contractor will call the Travel Office or Administrative Officer of the Day on duty as soon as he/she anticipates that a delay may develop for whom he/she expects to claim reimbursement to obtain prior authorization for waiting time charges. This call is only for the purpose of verifying his/her arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay for which he/she will be reimbursed.

2.2.10 Mileage Threshold

The Mileage Threshold is a distance of thirty-five (35) miles from the beneficiaries point of origin to their destination for treatment; the additional “Mileage Charge” will only apply to those miles traveled after the thirty-five (35) mile threshold per trip has been reached.

In the event fraction miles result, the VA will pay the round-off amount to the nearest mile. Trip mileage shall be determined by the latest edition of Bing Standard Mileage

Guide at www.bing.com online Driving Directions from VA to patient’s home address.

The Bing online Driving Directions (fastest route) will be used to calculate the mileage. If the online directions do not go all the way to patient’s address, VA will consider the actual mileage within a 5-10 mile difference.

2.2.11 Cancelations

On trips within the Mileage Threshold there will be no charge to the Government for canceled trips if the Contractor is notified before the vehicle is dispatched. Outside the

Mileage Threshold there will be no charge to the Government prior to the vehicle being dispatched. A “no show” is defined as a trip which is canceled upon the Contractor’s arrival at the pick-up point and the Contractor may request reimbursement for a one-way trip.

2.3 Training

2.3.1 Contracted agency shall be responsible for supervising the daily services provided under this contract; and shall provide and document orientation and training programs for all employees regarding safety, equipment management, and patient confidentiality appropriate to the service provided.

2.3.2 The contracted agency shall have written policies and procedures regarding staff credentials.

2.3.3 Contracted agency shall provide orientation to designated staff regarding agency policy and procedures, and any agency processes necessary for cooperative functioning between the agency and VAMC. Up-dates and refreshers shall be provided upon request and when policy, procedures or processes change.

3.0 Delivery or Deliverables

Furnish 24 hour BLS and ALS ambulance service to beneficiaries of the Hershel

"Woody" Williams VA Medical Center (VAMC), Huntington, WV and Community Based

Outpatient Clinics (CBOC’s) in Prestonsburg, KY, Charleston, WV, Lenore, WV and

Gallipolis, OH in accordance with all the terms, conditions and provisions of this solicitation.

Contract Period: Resulting contract shall cover the year period beginning April 1, 2023 and running through March 31, 2024.

4.0 Meetings

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition

Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the

Contractor to review the Contractor's performance. At these meetings, the Contracting

Officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

5.0 Required Travel and Other Direct Costs (ODCs)

The principal place of performance is southwestern West Virginia, southern Ohio, and eastern Kentucky. Accordingly, reimbursable travel and per diem for the contractor’s employees performing work on a regular basis at this place of performance is not authorized. Any changes to this must be approved in advance by the contracting officer.

6.0 Government Furnished Property/Equipment/Information

The Government will normally transport a beneficiary while still utilizing Government medical equipment or healthcare personnel; both of which may accompany the beneficiary during Ambulance transport. The Contractor is responsible for the safe and operational return to the VAMC of that medical equipment and/or medical personnel.

7.0 Special Instructions

7.1 Services

7.1.1 The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and, after advice and consultation with the Contracting Officer’s Representative (COR), has the authority to make changes which effect contract prices, quality, quantity, delivery terms and conditions, term of contract. In no event shall any understanding or agreement, contract modification, change order, or other matters in deviation from the terms of this contract between the Contractor and a person other that The Contracting Officer, be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer. The services specified in the

Sections entitled Schedule of Supplies/Services and Special Contract Requirements may be changed by written modification to this contract. The VA Contracting Officer will prepare the modification.

7.1.2 Other necessary personnel for the operation of the services contracted for at the

VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming.

7.1.3 The services to be performed by the contractor will be performed in accordance with VA policies and procedures and the regulations of the medical staff by laws of the

VA facility.

7.1.4 The VA may provide professional direction to the contractor and/or the contractor’s employee(s).

7.1.5 There is no employer-employee relationship between the VA and the contractor or the contractor’s employee(s).

7.1.6 The service specified in this contract may be changed by written modification to the contract. VAMC Contracting Officer will prepare the modification.

7.2 Qualifications of Bidders

7.2.1 Bids will be considered only form offerors who are regularly established in the business called for a minimum of two years and who in the judgment of the Contracting

Officer are financially responsible. Who have the necessary equipment and personnel to furnish service in the volume required for all the times under this contract, and able to show evidence of their reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to meet the requirements called for in this solicitation. Successful bidder shall meet all requirements of Federal, State or City codes regarding operation of vehicles required for this contract. The Contracting Officer shall be notified in writing of any equipment added after award of the contract.

7.2.2 Each bidder must submit with his/her bid of letter, in duplicate, fully describing the make of vehicle, model and year which they agree to furnish under this proposal, including the location and telephone numbers of his/her establishment where calls are received and vehicles are immediately available for dispatch. If any equipment is added after inspection subsequent to award of contract, it shall be inspected and approved by the Contracting Officer before being placed in use under this contract.

7.2.3 Bidder may be required to present proof of repairs and preventative maintenance for vehicles to be used in the performance of this contract.

7.2.4 The right is reserved to thoroughly inspect and investigate the establishment, facilities, business reputation, and other qualifications of any offeror and to reject the proposal, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance.

7.2.5 Personnel

7.2.5.1 Emergency Medical Technicians. Emergency Medical Technicians providing emergency services on ambulances under this contract shall have the following qualifications:

a. Have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 81 hours or “equivalent”. Such training programs shall also be acceptable under the regulating requirement for local EMS systems supported by DHHS under PL 93-254. 39 Federal Regulations 24,304

(1974).

b. Evidence of the “equivalent” training program successfully completed by the EMT shall be submitted with the offer to the Contracting Officer for inspection.

c. The EMT shall be certified, licensed or otherwise officially recognized by the local, state or regional Government or public entity where the emergency ambulance service is operated or by which it is governed.

Copies of all licenses/certificates shall be submitted with offeror’s proposal and available upon request.

d. The EMT shall be enrolled periodically 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, but in no instance shall this be less frequently than every two years. Such

“refresher” training shall be equivalent to that developed by the

Department of Transportation, National Highway Safety Administration.

Evidence of successful completion of refresher training must be submitted to the Contracting Officer for inspection.

7.2.5.2 EMT Attendant / EMT Drivers. EMT Attendant / EMT Drivers shall be capable to administer oxygen and have successfully completed the Standards and Advanced First Aid Courses of the American Red Cross or U.S. Bureau of

Mines or equivalent. Proof in the form of a certificate that such first aid training has been successfully completed shall be submitted with offeror’s proposal and available upon request.

7.2.5.3 All Contractor personnel performing contract services shall meet the qualifications and be licensed as specified in the contract, as well as any qualifications required by Federal, State, County and local Government entities from the place in which they operate. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility

Director.

7.2.5.4 The parties agree that such personnel shall be considered employees of the Contractor. Minimum contract submittals require an annual statement of certification of State driving records, license verification, and insurance.

Contractors 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.

7.2.5.5 The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the

Contractor shall provide the following for these personnel:

a. Workers’ Compensation

b. Professional Liability Insurance

c. Health Examinations

d. Income tax withholding

e. Social Security payments

7.3 HHS/OIG

To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human

Services – Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

7.4 Confidentiality

7.4.1 Contactors to the Department of Veterans Affairs may be unintentionally exposed to sensitive information. Information may be overheard, seen on documents or electronic devices, or observed that could potentially violate the privacy and confidentiality of our veterans, employees, volunteers, and their families. Regulations such as, but not limited to the Health Insurance Portability and Accountability Act of 1996

(HIPAA), Freedom of Information Act (FOIA) and Privacy Act of 1974 have been enacted to protect sensitive information from being improperly disclosed. Information should not be divulged or released to anyone unless specifically authorized by this contract or its’ attached documents in accordance with the contracted services. Failure to comply with applicable statutes and regulation can result in the termination of this contract and civil and criminal penalties, including fines and imprisonment. All suspected or actual breaches of privacy and confidentiality should be reported immediately to the

Contracting Officer, Contracting Officer Representative (COR) or the Facility Privacy

Officer.

7.4.2 The Contractor shall assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the

Department of Veterans Affairs health care activity. The Contractor is considered a VA

Contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. For purposes of VA records access and patient confidentiality, the Contractor is considered a VA Contractor for the following provisions: Title 38 U.S.C.5701, 5705, and 7362. The Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department of Veterans Affairs, and notwithstanding any other provisions of the contract, the Contractor is restricted from making disclosures of

VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The

Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA.

7.4.3 The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimant’s records), 5 U.S.C. 552 (FOIA), 38 U.S.C.

5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332

(Confidentiality of certain medical records) and federal laws, rules and regulations.

Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA’s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records.

7.5 HIPPA Compliance

Contractor must adhere to the provisions of Public Law 104-191, Health Insurance

Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the

Contractor may be required to enter into a Business Associate Agreement (BAA) with

VA.

Business associates must follow VHA privacy policies and practices. All Contractor and business associates must receive privacy training annually. For Contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or Contractor furnished training that meets the requirements of the HHS Standards for Privacy of Individually Identifiable Health Information as determined by VHA. For Contractors and business associates who are granted access to the VHA computer systems, this requirement is met by completing VHA National

Privacy Policy training or other VHA approved privacy training. Proof of training is required.

7.6 Evidence of Insurance Coverage

Before commencing work under this contract, the contractor shall furnish to the

Contracting Officer, a certificate of insurance indicating the coverage outlined in the insurance clause and containing an endorsement to the effect that cancellation of or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a thirty day advance written notice of cancellation or change is furnished the contracting officer. Said policy must bear an appropriate “loss payable clause” to the United States as its interest may appear. Such evidence of insurance will not be waived.

7.7 Wage Rates

The DOL Wage Determination listed below will apply to this solicitation and any contract award. Copies of the determinations provided at the end of FAR Clause 52.212-5. The

Contractor is responsible to ensure that their employees working under this RFQ receive all pay and benefits due them under the applicable Service Contract Act wage determinations.

Wage Determination 2015-4367 Rev (22) covers the following VA Medical Center, Huntington, West Virginia Patient Service Areas:

State of West Virginia counties of Cabell, Lincoln, Putnam, Wayne

State of Kentucky counties of Boyd, Greenup

Wage Determination 2015-4351 Rev (20) Covers:

State of West Virginia Counties of Greenbrier, Logan, McDowell, Mercer, Mingo, Monroe, Nicholas, Pocahontas, Summers, Webster, Wyoming

Wage Determination 2015-4347 Rev (20) Covers:

State of West Virginia Counties of Boone, Clay, Kanawha

Wage Determination 2015-4771 Rev (22) Covers:

State of Ohio Counties of Adams, Athens, Gallia, Highland, Jackson, Meigs, Pike, Ross, Scioto, Vinton

Wage Determination 2015-4709 Rev (22) Covers:

State of Kentucky Counties of Carter, Elliott, Floyd, Johnson, Lawrence, Magoffin, Martin, Pike

7.8 Federal Access

Federal officials, authorized by the VA, involved in the review, funding, or certification of any portion of the contract will have access to all materials produced or connected with the project. Access shall include, but is not limited to, financials, books, documents, papers, and records of the Contractor for the purpose of examination, audit, or making excerpts or transcriptions.

7.9 Security Requirements for Contractor Employees

7.9.1 Contractor shall insure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality according to federal regulations contained in HIPPA. Any person, who knowingly or willingly discloses confidential information from the VA Medical Center, may be subject to fines of up to

$50,000.00 and may be subjected to civil litigation from the patient.

7.9.2 Background Investigations: Contractor(s) personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information systems belonging to or being used on behalf of the

Department of Veterans Affairs. To satisfy the requirements of the Department of

Veterans Affairs a LOW LEVEL NACI Investigation shall be conducted prior to performing work under this contract. The level of access and the individual’s capability to perform work under this contract will be the determining factor in deciding if a higher investigative requirement is needed. The Contractor(s) shall ensure that those requirements are fully satisfied within 30 days of initiation of such investigations.

7.9.3 The contractor shall prescreen all personnel requiring access to the VA records to ensure they maintain a U.S. citizenship or valid work VISA and are able to read, write, speak and understand the English language.

7.9.4 The contractor shall submit or have their employees submit the following required forms to the VA Security and Investigations Center within 30 days of receipt: (The VA

Security and Investigations Center will provide the documents to the designated point of contact for the Contractor.)

7.9.4.1 Standard Form 85, Questionnaire for Non-Sensitive Positions

7.9.4.2 Standard Form 85A, Continuation Sheet

7.9.4.3 FD 258, U.S. Department of Justice Fingerprint Applicant Chart

7.9.4.4 Optional Form 306, Declaration for Federal Employment

7.9.4.5 Optional Form 612, Optional Application for Federal Employment.

7.9.5 The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

7.9.6 Failure to comply with the contractor personnel…