36C24621Q0886.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

POINT OF CONTACT*

Contract Specialist Keyasha Williams Keyasha.Williams@va.gov 757-728-7158

PLACE OF PERFORMANCE

Durham VA Medical Center

508 Fulton Street

Durham NC

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

SOURCES SOUGHT NOTICE ONLY

This notice does NOT constitute a request for proposal, request for quote, or invitation for bid. No formal solicitation document exists at this time. We are seeking information for market research purposes only. The Government will not pay for any information solicited

The VHA Network Contracting Office 6 (NCO 6) is conducting a market survey to find qualified vendors who can provide Ambulatory Services for the Department of Veterans Affairs, Durham VA Medical Center (VAMC), 508 Fulton Street Durham, NC 27705:

DESCRIPTION OF SERVICE

Performance Work Statement: (Please See Attachment)

All interested parties should respond, in writing via email to Keyasha.Williams@va.gov. No telephone inquiries will be accepted. In response, please include the following:

· Company/individual name

· Address

· Point of contact with phone number

· Company Socio-Economic SIZE (example…large, small, SDVOSB, VOSB, WOSB etc.)

· Information describing your interest

· Indicate FSS/GSA contract number

· FSS Category you qualify for

· Tax ID number

· DUNS number

· NAICS code (if different than below)

· Capabilities statement

If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov) to be recognize as such.

The NAICS 621910 Ambulance Services is applicable to this acquisition, with a size standard of $16.5M.

Interested firms are reminded that in accordance with FAR 4.1201(a) Prospective contractors shall complete electronic annual representations and certifications at the System for Award Management (SAM) as a part of required registration in conjunction with FAR 4.1102(a) that states, Prospective contractors shall be registered in the (SAM) database prior to award of a contract or agreement. Therefore, due to time constraints, vendors will be required to be registered in System for Award Management (SAM) at http://www.sam.gov to be considered for an award.

Your response is required by 10:00AM, Thursday July 8, 2021.

Performance Work Statement ALS/BLS Ambulance Service Veteran Affairs Medical Center Durham 508 Fulton Street Durham, North Carolina

INTRODUCTION

The Department of Veterans Affairs Medical Center, Durham North Carolina (VAMC) provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, psychiatry, and skilled nursing home care. This facility also provides ambulatory services to those veterans not requiring hospitalization. The contract will include a requirement for Basic Life Support (BLS) and/or Advanced Life Support (ALS) Ambulance Services. The contractor shall furnish twenty four (24) hour ambulance service for the beneficiaries of the Department of Veterans Affairs Medical Center (VAMC), Durham, North Carolina, and all Community Based Outreach Clinics (CBOC) of the Durham VAMC and the twenty-seven (27) counties within the Durham VAMC catchment area, which are: Alamance, Beaufort, Bertie, Carteret, Caswell, Chatham, Craven, Durham, Edgecombe, Franklin, Granville, Greene, Halifax, Hyde, Johnston, Martin, Nash, Orange, Pamilico, Person, Pitt, Rockingham, Vance, Warren, Washington, Wake, and Wilson.

All services conducted in North Carolina must be in compliance with the North Carolina Department of Human Resources, North Carolina Office of Emergency Medical Services standards. All VAMC Durham required services conducted in North Carolina, must be in compliance with the rules and regulations required of firms, corporations, agencies, organizations or associations providing emergency medical services within the State of North Carolina.

1. GENERAL REQUIREMENTS

A. Any and all equipment, machinery, linens, etc. taken with patients from the VA Medical Center must be returned to the Medical Center. The Contractor is responsible for furnishing linen and blankets for use in the ambulance. Clean and fresh linen and blankets must be used for each patient. The Medical Center will not furnish linen or participate in a linen exchange program. The following items must be provided on each ambulance:

· 2 sheets, disposable or cloth

· 2 pillowcases, disposable or cloth for each pillow

· 2 cloth towels

Universal Precautions will be used on all VA patients.

B. If the contractor fails to furnish ambulance service within one hour after receiving a VAMC request for service, the VAMC reserves the right to obtain the services from another source and to charge the contractor any excess cost which may result. The VAMC will be the sole judge in determining when to order service from another source.

When conditions, neither foreseeable and/or controllable by the Contractor occur, such as but not limited to severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Travel Clerk or Administrative Officer of the Day (AOD). The COR will make a determination as to whether such delays in service will be excused.

C. For excusable time lost in waiting at either or both ends of a trip, the contractor will be reimbursed at the rate of one-fourth the hourly rate for each quarter hour. As soon as a delay is anticipated, the contractor will contact the transportation office at (919)286-0411, extension 6240 Monday thru Friday 8:00 a.m. to 4:30 p.m. During other than normal duty hours, the contractor shall contact the Administrative Officer of the Day (AOD) at (919)286-0411, extension 6250.

D. Unless specifically authorized by the Chief, Health Administration Service or his/her designee, the driver is to take the shortest distance available. The contractor will be reimbursed accordingly if advised to take the most expeditious route regardless of mileage.

E. If a BLS unit is requested and dispatched and after arrival at the pick-up point, the crew feels an ALS unit is needed, approval must be granted by an official of the Medical Center prior to transporting the patient if ALS rates are to be applied.

F. Requests for services will be made in writing or by telephone under the authority of the Chief, Health Administration Service, typically by the Travel Clerk, Contracting Officers Technical Representative (COR), or AOD. The contractor will be informed of that time and location for pick-up and drop-off of the patient. The contractor shall notify the VAMC of any delays in the transporting of patients.

G. On evenings and weekends the contractor shall have the right staff units in accordance with the typical demand requirements of the Medical Center. Reduction in available units during the evening and weekend does not relieve the contractor of the responsibility to provide ambulance services when requested.

H. In accordance with the North Carolina Office of Emergency Medical Services, each ambulance shall be equipped as outlined for vehicles designated to provide Advanced Life Support (ALS) and Basic Life Support (BLS) services.

I. The contractor must provide the 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.

J. Each contractor operating in North Carolina must comply with inspections and reporting as required by the North Carolina Office of Emergency Medical Services.

K. Adherence to schedules is of the utmost importance. Contractor shall pick up the customer as near to the scheduled pickup time as possible. If Contractor arrives earlier than the scheduled pickup the driver shall wait at the pickup location until fifteen (15) minutes past the scheduled pickup time before calling the dispatcher for instructions.

L. Contractor shall report to the COR any and all vehicle breakdowns or other problems, which may cause service disruptions immediately. When a breakdown occurs, it is the responsibility of the Contractor’s to provide a back-up vehicle to minimize any delay or inconvenience to the customer(s).

M. The Contractor shall be required to maintain 95% on time performance on a daily basis. Trips shall be considered “on-time” as long as they arrive at the destination on or before the scheduled arrival time.

2. TERM OF CONTRACT.

The contract is to be effective from October 1 2021 plus one-year option renewal period that may perform no services after September 30th, each year until the Contracting Officer authorizes such services in writing. The workload is estimated to be:

3. PATIENT PICK-UP AND DELIVERY FROM/TO VAMC

A. Ambulance drivers will report to the floor in which the patient is located. The Durham VA Medical Center is staffed 24 hours a day, seven days a week. The contractor will follow the following protocol.

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

· When delivering a patient, after checking in at the assigned floor, the driver will take patient to specified location in the facility and provide report to appropriate nursing personnel along with a copy of the run which will be retained by the facility for the patient’s medical record.

4. NUMBER OF PATIENTS

A. Only one patient shall be transported on a trip unless specifically authorized by the VAMC. When, pursuant to the Department of Veterans Affairs authorization, more than one patient is transported concurrently on a trip, reimbursement shall be made at the rate not exceeding the cost of transporting a single patient. No more than one psychiatric patient shall be transported at one time. If the patient is being committed by a physician no law enforcement escort is needed. Regardless of the number of patients transported concurrently on a single trip beyond the mileage threshold, the Contractor shall be reimbursed at the Mileage Rate for only one trip to the longest distance traveled with any one patient on that particular trip. The contractor shall ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

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

5. RATES:

A. For all one-way trips within a 20 mile radius of the Durham VAMC, the Contractor will receive the flat rate awarded for that trip. The Contractor will also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the 20-mile radius of the Durham VAMC and all Community Based Outreach Clinics (CBOC) of the Durham VAMC. In no event shall the Contractor receive reimbursement for the mileage charge for any mileage inside the 20-mile radius of the Durham VAMC and all Community Based Outreach Clinics (CBOC) of the Durham VAMC. Mileage charges are only applicable outside the 20-mile radius of the Durham VAMC and all Community Based Outreach Clinics (CBOC) of the Durham VAMC.

B. Payment for mileage travel beyond the 20-mile radius of the Durham VAMC and all Community Based Outreach Clinics (CBOC) of the Durham VAMC shall be limited to the distance. One-Way mileage for travel beyond the twenty (20) mile threshold shall be at the base rate plus the mileage for each mile beyond twenty (20) miles. Mileage shall be calculated using the current www.bingmaps.com guide or an agreed upon equivalent.

1. Toll Charges:

1. It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to two way only and shall be listed separately on Contractor’s trip tickets.

1. Disaster Plan:

1. In case of a disaster, natural or man-made, Contractor shall utilize maximum available resources to assist in the emergency transport of beneficiaries either to or from the Durham VAMC.

6. PATIENT WELFARE AND ABUSE

A. The contractor shall be held responsible for 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 shall be replaced by the contractor.

B. The contractor shall exercise extreme caution and care in the handling of patients. Any abuse of patients shall be grounds for default action or termination of the contract.

C. The contractor must take into consideration that he 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.

7. INCIDENT REPORT

A. Contractor shall immediately report all medical incidents or accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. A written report from the driver documenting the facts of the incident/accident shall be provided to the Contracting Officer Technical Representative (COR) within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports.

B. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

8. EQUIPMENT SPECIFICATIONS – VEHICLES

A. The ambulance (Emergency Medical Services Vehicle) under the terms of this contract will be licensed and meet the minimal vehicle requirements as established by the North Carolina office of Emergency Medical services

· North Carolina Office of Emergency Medical Services, pertaining to ambulance services and (OMES Rules and Regulations) and must be a licensed EMS Provider in the State of North Carolina. All applications apply in which are applicable to the needs and requirement of the Department of Veterans Affairs, Durham VAMC. http://www.ncdhhs.gov/dhsr/EMS/ems.htm

B. 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, contain damages to 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.

9. EMERGENCY VEHICLES REQUIRED FOR THIS CONTRACT

· BASIC LIFE SUPPORT AMBULANCE (BLS) shall be defined as a Class B Emergency Medical Services (EMS) vehicle. BLS is defined in the “Rules of Regulations of the Board of the North Carolina Office of Emergency Medical Services” (see Sec. 10A NCAC 13P). The Class B EMS vehicle is primarily intended for the response to the location of a call for the delivery of basic life support, and for the transportation of patients who require such care.

· ADVANCED LIFE SUPPORT AMBULANCE (ALS) shall be defined as a Class C Emergency Medical Services (EMS) vehicle. ALS is defined in the “Rules of Regulations of the North Carolina Office of Emergency Medical Services” (see Sec. 10A NCAC 13P). The Class C EMS vehicle is primarily intended for the response of the call, delivery of basic and advanced life support, and for the transportation of patients who require such care.

· EMERGENCY MEDICAL CARE VEHICLE shall have patient compartment facilities, oxygen, suction systems and equipment, and additional systems equipment, accessories, and supplies (see Sec. 10A NCAC 13P .0207), as well as environmental climatic equipment, and communications.

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

· ADVANCED LIFE SUPPORT AMBULANCE (ALS)(North Carolina) shall be defined as Ambulance Service that includes the necessary equipment and staff to render advanced life support services as outlined by the North Carolina Office of Emergency Medical Services.

· Each ambulance shall have patient compartment facilities, oxygen and suction systems and environmental climatic supplies as required by the North Carolina Office of Emergency Medical Serviceshttp://www.ncdhhs.gov/dhsr/EMS/ems.htm

· On evenings and weekends the contractor shall have the right staff units in accordance with the typical demand requirements of the Medical Center. Reduction in available units during the evening and weekend does not relieve the contractor of the responsibility to provide ambulance services when requested.

· In accordance with the North Carolina Office of Emergency Medical Services, each ambulance shall be equipped as outlined for vehicles designated to provide Advanced Life Support (ALS) and Basic Life Support (BLS) services.

· The contractor must provide the 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.

· Each contractor operating in North Carolina must comply with inspections and reporting as required by the North Carolina Office of Emergency Medical Services.

10. DRIVER/ATTENDANTS

CONTRACTOR SHALL INSURE THAT:

· A record of each employee as to character and physical capabilities of performing the duties of an ambulance driver and/or attendant shall be maintained and made available for inspection upon request.

· All attendants providing EMS services shall be in accordance with the North Carolina Office of Emergency Medical Services pertaining to EMT-D, EMT-I and EMT-P http://www.ncdhhs.gov/dhsr/EMS/credcomp.htm

· Perform their duties with due regard for the safety, comfort and convenience of customers and their property.

· Comply with all applicable Federal and State laws, regulations and licensing requirements, including drug testing.

· Have and maintain a current Driver’s License, valid in the State in which service provider’s facility is located, with less than five current points, none of which were assessed for “Reckless Driving.”

· Contact the Contactor’s dispatcher before leaving the designated location without picking up the customer(s) and when encountering problems such as customer(s) not being ready, incorrect addresses or addresses which are inaccessible to wheelchairs.

· Wear clothing that is clean and neat in appearance and display an AOPC approved name tag stating the driver’s name and Contractor’s company name.

· Ensure that no playing of audio/visual equipment in vehicles will be allowed without the approval of all customers aboard unless such equipment is used by a passenger with a headset.

· Ensure its personnel comply with 49 Code of Federal Regulations (CFR) Parts 40, 653 and 654 on Substance Abuse Prevention, which are respectively incorporated herein by reference and made part of this contract.

· At no time shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Contractor employees shall conduct themselves in a businesslike manner at all times while on VA premises. When transporting patients to or from VAMC Durham, the driver, acting for the Contractor, shall ensure that the patient’s luggage and medical record (when appropriate) is properly accounted for and delivered with the patient.

11. EMERGENCY MEDICAL TECHNICIAN (EMT):

A. Contractor Emergency Medical Technicians (EMTs) who perform emergency services on ambulances servicing the Durham VAMC shall have the qualifications/training in accordance with the published standards of the North Carolina Department of Health under the regulating requirements for local EMS Systems supported by the Department of Health.

· The “equivalent” training program successfully completed by the EMT shall be submitted to the Contracting Officer for appropriate action.

· 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.

· 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 three years. Such “refresher” training shall be equivalent of that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer and COR.

12. PARAMEDICS

A. Paramedics providing emergency services on ambulances servicing the VAMC Durham shall have the following qualifications:

· Complete training in accordance with the standards published by the Department of Health and to be licensed in the state of North Carolina, of the equivalent thereof.

· The paramedic 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 governs it. Proof of such certification must be submitted to the Contracting Officer.

· The paramedic 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 three (3) years. Such “refresher” training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer for appropriate action.

B. Paramedics providing emergency services on ambulances servicing the VAMC Durham, North Carolina shall be required to have the following qualifications:

· Complete training in accordance with the standards published by the North Carolina Office of Emergency Medical Services.

· Shall be certified, licensed or otherwise official recognized by the local, state, or regional government or public entity where the ambulance service is operated, or by which is governed governs it. Proof of such certification must be submitted to the Contracting Officer.

· Paramedic refresher and continuing education or advanced training programs must be completed as required by the North Carolina Office of Emergency Medical Services.

13. TOLL CHARGES

A. Prices in quoted in the schedules do not include any ferry, bridge, tunnel, or road charge. Any such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on Contractor’s invoices.

B. If Contractor’s place of business is located beyond the local telephone call zone of the hospital; the Contractor agrees to accept telephone orders for service on a collect basis. It is estimated that all orders will be placed by telephone.

C. Service Provider shall be responsible for all county, cities, local or state fees imposed on the Service Provider during performance of this contract.

14. PATIENT CUSTODY

A. Contractor shall not release the patient from his/her custody, unless custody is released to charge nurse on duty at the facility patient is being transported, or to a designated point of contact at the patient’s residence. Contractor shall take every reasonable measure to assure the well being of the patient at their destination. Patients brought in by ambulance for a scheduled clinic appointment shall be delivered directly to that specific clinic, released to the custody of clinic personnel, and picked up, as ordered, in the clinic after the appointment by the ambulance crew.

15. CONDUCT

The following acts are not permissible, while providing services under this contract or while on VA premises:

· Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors’ prescriptions which do not impair drive’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

· Gambling in any form.

· Carrying of pistols, firearms or concealed weapons.

· Smoking and other uses of tobacco while on duty.

· Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

· Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior.

· Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees.

· Stopping for personal business, including use or restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

· Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his dispatcher/supervisor via the radio system.

· Soliciting or accepting tips from customer, companions or others at any time.

16. COMMUNICATION SYSTEM

Contractor’s Communication System shall consist of:

· Telephone System

1. Contractor shall have sufficient telephone capacity to ensure immediate communication access between the Durham VAMC and the Contractor’s facility for the purposes of 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.

· The Contractor shall have telephone coverage to accept calls from Durham VAMC seven (7) days a week/24 hours a day Sunday through Saturday.

· Vehicle Communication

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

17. COMPLAINTS

Complaints against behavior or courtesy shall be taken by VAMC Durham may result in requiring Contractor to remove offender from the provisions of contracted services. Offenders who accumulate five (5) unrelated, substantiated complaints in a 12 month period shall be prohibited from providing any further services under this contract. The COR shall monitor the service provided. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the COR. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR within five (5) working days after receipt by the Contractor.

17. PERFORMANCE STANDARDS SUMMARY

Sources Sought Notice