36C24720R0040-002.docx

36C24720R0040 Contract Opportunity Modification to a Previous Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

BASE NOTICE

TYPE

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Modification to a Previous Notice V225

619-20-3-805-0004 / AMBULANCE SERVICE (VA-19-00084626)

36109-3798 36C24720R0040 03-05-2020 N

VSA

621910 Department of Veterans Affairs Central Alabama Veterans Health Care 215 Perry Hill Road Montgomery AL 36109-3798 Benford.Brundage@va.gov

USA

Benford.Brundage@va.gov Benford.Brundage@va.gov The Department of Veterans Affairs, Network Contracting Office 7, is soliciting proposals for Ambulances Services for the Central Alabama Veterans Healthcare Services, (CAVHCS), located in and around 2400 Hospital Road, Tuskegee, AL 36083 and 215 Perry Hill Road, Montgomery, AL 36109. The solicitation will be conducted in accordance with FAR 15.101-2, Lowest Price Technically Acceptable. The Government intends to award an Indefinite-Delivery, Indefinite-Quantity (IDIQ) base period contract plus a one-year ordering periods in accordance with all terms, conditions, provisions and specifications of the solicitation. Individual task orders will be issued for each period of performance. This solicitation is intended to be a Veteran Owned Small Business set-aside.

Contractor agrees to provide emergent and non-emergent ambulance services, 24 hours per day, 7 days per week (to include all federal holidays) for eligible veterans of the CAVHCS, Community Based Outpatient Clinics and to facilities providing care at VA expense.

Contractor shall have available the appropriate number of vehicles to provide services in a timely manner as outlined by the Performance Work Statement (PWS). All licensure, certification, insurance, and training requirements for both vehicles and staff must be met per PWS.

The North American Industry Classification System Code (NAICS) is 621910 Ambulance Service and the Small Business Administration size standard is $16.5 Million.

Performance shall be in accordance with the requirements contained in the PWS, standards of the state of Alabama, (and parts of Georgia and Florida that border Alabama when required). Contractor must be a certified provider of ambulance services in the state of Alabama, (and parts of Georgia and Florida that border Alabama when required), at the time of quote submission.

All interested parties must be registered in the System for Award Management (SAM) database (https://sam.gov) and complete online Representations and Certifications at (https://sam.gov/) prior to submitting a quote. If claiming veteran status, you must be verified in VIP (www.VIP.VETBIZ.gov) as a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Businesses (VOSB) prior to submitting a quote.

The solicitation closes on March 5, 2020. Potential offerors must register at https://beta.sam.gov or https://fbo.gov to receive notification and/or changes to the solicitation. Potential offerors are responsible for monitoring this site for the release of any other pertinent information and for downloading their own copy of the solicitation package.

This notice does not obligate the Government to award a contract neither does it obligate the Government to pay for any proposal preparation costs. No other information is available until issuance of the solicitation.

END OF DOCUMENT

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT

NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF

SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b.

CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF

SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTA

CHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIO

NS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF

CONTRACTING OFFICER (TYPE OR PRINT)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

619-20-3-805-0004 36C24720R0040 02-10-2020 Benford Brundage 334-725-2834 03-05-2020 Department of Veterans Affairs Central Alabama Veterans Health Care 215 Perry Hill Road Montgomery AL 36109-3798 X X 621910 $16.5 Million N/A X Department of Veterans Affairs VISN 7 Network Contracting Activity 2400 Hoptial Road Tuskegee AL Department of Veterans Affairs Central Alabama Health Care System East Campus 2400 Hospital Road Tuskegee AL 36083-5001

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Provide Ambuance Services to the Central Alabama Vetearans Health Care System in and around Tuskegee/Montgomery, AL.

This is a Veteran Owned Small Business set-aside.

Only one award may be made to one or more vendor that can provide all services at Lowest Price Technically Acceptable.

This action may be sole sourced to one or more vendors.

Vendor's Quote must include all associated Fees in final bid This RFQ must be completed by the vendor in order to be considered for award. A vendor bid/quote will not suffice.

See Bid instructions included in this rfq The most current Wage Determination as of 2/10/2020 is hereby incorporated into this solicitation.

THIS ACTION IS FOR A BASE PERIORD PL

US ONE OPTION PERIOD

See CONTINUATION Page X X X

BENFORD BRUNDAGE

CONTRACTING OFFICER

Table of Contents

36C24720R0040

Page 1 of Page 1 of

Page 1 of Page 1 of

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Benford C. Brundage Department of Veterans Affairs Central Alabama Veterans Health Care 215 Perry Hill Road Montgomery AL 36109-3798

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs

FMS-VA-2(101)

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

BID INSTRUCTIONS FOR COMPLETING RFQ / SF 1449

1) Please acknowledge if your firm is a SERVICE DISABLED VETERAN OWNED SMALL BUSINESS, VETERAN OWNED SMALL BUSINESS or NON-VETERAN OWNED SMALL BUSINESS in block 17a on the first page of the SF1449/Solicitation.

2) Please provide pictures and specifications if you are not offering EXACTLY what the government is requesting. If you are offering the EXACT ITEMS/SERVICE/SUPPLIES being requested by the government, please verify and/or state that fact in the on page one (1), block 19 of the SF1449/Solicitation.

3) Information about current or previous vendors providing this/these or similar services such as; Contract Information, Vendor Name, Contract Number, Pricing, etc. WILL NOT be provided to potential bidding vendors.

4) Review Statement of Work and Other Attachments, (if applicable), for DETAILED INFORMATION.

5) Per the solicitation, your firm MUST COMPLETE THE ATTACHED RFQ and email completed document back to this office by the close of award CST in order to be considered for award. A standard quote will not suffice.

SF 1449 sections for Vendor Completion – Section 17a – Vendor Information Section 26 - Total Amount of Bid/Offer Section 30a-c – Vendor name, signature and date

Section B. (Cost/Price Schedule) section for Vendor Completion – Unit Price – Unit Price for each separate line item Amount – Quantity multiplied by Unit price by each separate line item Grand Total – Total aggregate amount of all line items I have provided a SAMPLE of how to complete Section B.3 – The Price/Cost Schedule below:

B.3 PRICE/COST SCHEDULE

Item Information Item No. Description Quantity Unit Unit Price Amount

GRAND TOTAL $2,500.00

The B.3 Price/Cost Schedule above is a SAMPLE ONLY

CENTRAL ALABAMA VETERANS HEALTH CARE SYSTEM (CAVHCS)

EMERGENT AND NON-EMERGENT AMBULANCE TRANSPORTATION

PERFORMANCE WORK STATEMENT (PWS)

1. Purpose The Central Alabama Veterans Health Care System (CAVHCS) has a need for emergent and non-emergent ambulance transportation services. This requirement cannot be satisfied internally, therefore; these services will be procured and acquired from an external organization. This document will stand as the Performance Work Statement serving to clearly define terms and objectives that are mandatory to fulfill this requirement. This is a complex acquisition. Multiple vendors may be required to satisfy this requirement. Contractors may bid to provide service in one section or CAVCHS entire service area (see Attachment 1). (*VA Veterans Transportation System has first right of refusal for all trips.)

2. Description of Work

2.1. The purpose of this requirement is to furnish 24-hour ambulance transportation service for beneficiaries of the CAVHCS area VA Medical Centers and Community-Based Outpatient Clinics. Ambulance transportation services shall be furnished on an “as needed" basis twenty-four (24) hours every day of the year to include holidays and will involve trips to and from any VA or non-VA medical facility within the Primary Service Area (PSA) of CAVHCS VA Medical Center and beyond, as appropriate. In addition to unscheduled transports to-and-from a VA medical facility or a non-VA medical facility, beneficiaries may also be transported to and- from their place of residence for scheduled appointments.

Service transactions will be conducted by transporting VA beneficiaries to and from a pre-determined destination. Trips will generally be confined to the PSA; however, Contractor(s) may be asked to travel to points in Northern Florida if necessary. Service transactions will be initiated once the appropriate VA representative reaches out to the Contractor’s organization requesting transportation services. Communication will only take place between the VA and the Contractor(s). At no time will VA beneficiaries reach out to the Contractor(s) requesting services.

Ambulance transportation services will be provided to CAVHCS beneficiaries in accordance with all the terms of the established contract, and in a manner that is consistent with the objectives outlined in this PWS. The Contractors shall provide all supplies, materials, equipment, vehicles, fuel, labor, supervision, management and transportation to furnish BLS (Basic Life Support) and ALS (Advanced Life Support) ambulance transportation to VA beneficiaries in accordance with all relevant Federal and applicable State regulation(s) regarding such transport vehicles. Contractors must be able to provide all modes of ambulance transportation services listed in the schedule paragraph 2.5.

2.2. CAVHCS PSA consists of Three (3) geographical regions, defined by the following counties:

*South Region Contractor(s) should also have licensure with the State of Florida to allow for Case-by-Case pre-approved transports of eligible beneficiaries to and/or from their place of residence.

2.3. Contractors will furnish Basic Life Support (BLS) and Advanced Life Support (ALS) Ambulance Services for the following CAVHCS sites and encompass the surrounding areas (See attachments 1-4) to include a radius of 150 miles stretching from each CAVHCS facility regardless of facility type Montgomery VA Medical Center (CAVHCS West) 215 Perry Hill Rd Montgomery, AL 36109

Montgomery VA Clinic 8105 Veterans Way Montgomery, AL 36117

Wiregrass CBOC 301 Andrews Ave.

Fort Rucker, AL 36362

Dothan Mental Health Clinic 3753 Ross Clark Circle Dothan, AL 36303

Monroeville CBOC 159 Whetstone Street Monroeville, AL 36400

Tuskegee VA Medical Center (CAVHCS East) 2400 Hospital Road Tuskegee, AL 36083

Fort Benning CBOC 6635 Bass Road: Bld-9214 Ft. Benning, GA 31905

Columbus CBOC 1310 13th Street Columbus, Georgia 31906

2.4. The period of performance is April 1, 2020 through September 30, 2020 with one option period/year. (Please note that initial Performance Period is only a 6-month period to be followed by a full 12-month option period/year). Option Period/Year one is October 1, 2020 through September 30, 2021. Service is to begin April 1, 2020 and all vehicles shall be ready for inspection two weeks prior to start of service in coordination with the Contracting Officer’s Representative (COR).

2.5. Performance Schedule:

Base Year (6-Month Period only)

April 1, 2020 through September 30, 2020

Option Year 1

October 1, 2020 through September 30, 2021

2.6. Each basic ambulance transportation service transaction (ALS non-emergency, ALS emergency and BLS non-emergency) will be debited at the base rate. This rate is defined by a final destination point encompassing any area that is 150 miles from the beneficiaries’ pickup point. Beyond the aforementioned 150-mile basic ambulance transportation service transaction area, the contractor may incur an additional rate/per mile fee up until the point in which the beneficiary has arrived at the final destination point.

Example 1: BLS Ambulance is dispatched to pick up patient from Tuskegee VA campus and transport to Montgomery VA campus (trip 1) and return patient to Tuskegee VA campus (trip 2). Trip 1 is 35 miles. Trip 2 is 35 miles. The contractor will be paid the BLS base rate for each trip (each trip is 150 miles or less).

Example 2: ALS 1 Ambulance is dispatched to pick up patient from Montgomery VA campus and drop off at Atlanta VA campus. The trip is 165.5 miles. The contractor will be paid the ALS1 base rate for the first 150 miles plus the contract rate for the remaining 15.5 miles.

3. Qualifications:

3.1. The contractor is required to be licensed as both an advanced and basic life support ambulance service provider by their applicable state of operation. The contractor shall provide evidence of compliance with paragraphs 3.1 and 3.2 in the Technical Proposal submitted in their response to the solicitation by VA. Contractors must also operate in accordance with applicable state Department of Health regulations.:

3.2. The contractor must maintain a valid Certificate of Public Convenience and Necessity (COPCN) within their applicable state of operation. Any lapses or expiration of any of the aforementioned licenses or certifications could provide enough justification for termination of the contract or discontinuance of further ordering from the contractor.

3.3. The contractor must maintain documentation demonstrating compliance with all requirements of Federal, State, and County or City codes regarding operation of this type of service. Documentation shall be made available to the VA immediately upon request for the duration of this contract.

4. Performance Standards Contractor is to provide full service by complying with the objectives and standards outlined in this Performance Work Statement, the contract, and all applicable laws and regulations. The contractor shall specifically perform required services in accordance with the latest version of, and must adhere to all applicable Veterans Health Administration (VHA) regulations, policies, procedures, and directives to including the VHA Dir 2008-020, Patient Transportation Program and VHA Directive 1094, Inter-facility Transfer Policy.

Contractor employees shall conduct themselves in a business-like manner. In the event that the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the Beneficiary Travel Office between the normal administrative hours of 8:00am and 4:00pm or Administrative Officer of the Day (A.O.D.) after normal administrative hours and provide a justification for non-performance. The VA will re-procure any services that cannot be performed by the Contractor.

4.1. Response Time

4.1.1. Response time will be calculated at the time of the telephonic request for service and will be indicated on the VA Request for Transportation Consult.. At the time of the request, the Contractor shall acknowledge their ability to provide the service within the requested response time. If the Contractor cannot provide the service for any reason, they must notify the VA staff person requesting the service of their inability to provide the service.

The Contractor shall maintain at a minimum, a 95% compliance rate on response to pick-up or deliver during the contract year. If the Contractor fails to provide service within the time frames specified herein, the Government reserves the option of either obtaining service from an alternate source and charging the Contractor with any excess cost or assessing a fee for each late pick-up. Compensation will be obtained through the VA Bill of Collection process using the chart below and the pricing determined in the signed contract agreement.

*Trip value is the total of the basic trip plus any additional mileage, if applicable, for the scheduled trip.

4.1.2. Response times will be based upon whether the transportation requested is STAT/Emergency or Routine. Stat/Emergency response time is 15 minutes or less. Routine Unscheduled response time is 60 minutes or less. Routine Scheduled response time for appointments is within 15 minutes of scheduled pick-up time. A negative comment may be entered on the contract performance evaluation for any response time over the required STAT response time.

4.1.3. The Contractor is required to furnish service within the required response times. Repeated failure to meet required response time may result in termination of the contract, or discontinuance of further orders. Response time will be calculated from the receipt of the telephonic request for service as indicated on the VA Request for Transportation records.

4.1.4. Mileage Determination: Utilize Bing Maps located at http://www.bing.com/maps/

4.2. Origin and Destination

4.2.1. Patients may be transported to or from any designated location within the CAVHCS service area encompassing Alabama, Florida and Georgia. Transports will be performed in several scenarios as allowed by regulation: 1. between VA facilities or 2. between a VA facility and a VA-authorized community facility (hospital, clinic, nursing home, etc.) or 3. between the home of the beneficiary receiving services and a VA or VA-authorized community facility. The VA staff will specify the point of origin and the destination of every trip. Refer to Paragraph 4 Delivery.

4.2.2. Contractor shall provide “through the door” assisted service for all patients to and from their designated appointments. From pick-up point, patients will be taken to the authorized destination or appointment. All patients shall be attended by a Contractor-provided authorized responsible party at all times. When the destination is other than a VA facility, patient will be taken directly to their destination and presented to their caregiver. When transporting to another Health Care facility (either VA or Private) the patient shall be presented to a clinical staff member if drop-off is allowed and if necessary, a full report and any documentation will be provided as well. Patient shall not be left at the entrance or in the hallway of the facility or outside any location. Assistance in maneuvering stairs and other barriers shall be provided by the contractor’s staff when necessary or requested by patient or escort. These services may need to be provided within or outside the home (i.e., from the door to the vehicle). This service will be provided at no additional cost to the VA, patient, or escort.

4.2.3. The patient will be observed during transport. At the onset of any significant change in the patient’s condition (i.e., sudden onset of rapid or labored respiration, complaints of chest pains, etc.), the driver shall call 911 and proceed according to the operator’s instructions. If the patient is in an ALS unit and becomes unstable, the transport shall continue and use protocols as defined by the state of operation. After contacting 911, the driver shall communicate the scenario to CAVHCS POC’s within 15 minutes. All diversions from original destination shall be reported to the CAVHCS POC.

4.2.4. Trip Interruptions: No beneficiaries shall be transferred from the original ambulance to another vehicle or be removed from the original vehicle at a location other than the destination address supplied by CAVHCS unless extraordinary, urgent situations arise, such as vehicle failure, etc. All such events must be reported to the CAVHCS POC within the required reporting period addressed under incident reporting in this document.

4.3. Number of Patients / Riders Per Vehicle

4.3.1. Only one VA patient shall be transported on a trip unless specifically authorized by a VA official. The Contractor shall not transport non-VA patients with VA patients unless authorized by a VA official. While transporting VA patients, only contractor staff, non-VA escort/caregiver/family member (must be pre-authorized by VA) and VA escort/caregiver shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle to include vehicle staff and riders.

4.4. Wait Times

4.4.1. For time lost in waiting due to causes beyond the control of the driver, the contractor will be reimbursed in 30-minute increments, at the rate of one-half the hourly rate quoted. The base rate for medical transportation services shall include a 30-minute waiting grace period at origin and destination; the wait time charge only applies if the crew is delayed longer than 30-minutes at the time of pickup or delivery.

4.4.2. All add-on trips and wait-times must be pre-approved through the VA POC. For add-on trips, waiting charges shall commence 30-minutes from the time the Contractor actually arrives at the designated pick-up and/or delivery points. For add-on trips with specified time for pick-up, waiting charges shall commence 30-minutes after that pick-up time. For scheduled trips, waiting charges shall commence 30-minutes from the scheduled pick-up time or from the time the Contractor actually arrives as the designated pick-up point, whichever is later.

4.4.3. If the designated pick-up and/or delivery points are at other than the CAVHCS sites and waiting beyond the required 30-minute grace period is anticipated, the Contractor shall notify the VA Beneficiary Travel Unit or the AOD. This call is only for the purpose of verifying the Contractor’s time of arrival at pick-up and delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor’s failure to provide notification when waiting beyond the grace period shall result in non-payment for waiting time. No charges will be honored without prior approval. Immediate communication can often eliminate the possibility of delays. It is permissible for Contractor to confirm runs with beneficiaries by phone prior to dispatching units.

4.4.4. Wait time shall not be charged for the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area.

4.5. Patient Condition Upon Arrival

Upon arrival at the patient pickup point, if the Contractor determines the condition of the patient scheduled for pickup is different than what was stated on the travel request, the contractor shall notify the Beneficiary Travel staff or Administrative Officer on Duty (AOD) for further instruction.

4.6. Trip Documentation

4.6.1. The contractor shall document each transport with an appropriate document that specifies the date, patient name and identification #, time of pick up, destination, time of drop off, mileage, and any notes regarding issues particular to the specific transport, including recording oxygen, cardiac monitoring, and other services provided (i.e. material items, supplies). This documentation will be submitted in accordance with Section 12 of this document.

4.6.2. The contractor shall include a copy of this document with all invoices and also provide the trip documentation form upon request by the VA. These forms will serve as documentation of the transport and will be a source document for reconciliation of the contractor’s requests for payment.

4.7. Trip Cancellation

4.7.1. At the time of the request, contractor shall acknowledge their ability to provide the service within the requested response time. If the contractor cannot provide the services for any reason, they must notify the VA staff person requesting the service of their inability to provide the service.

4.7.2. The contractor shall not charge the VA a cancellation fee when cancellations are made prior to the ALS/BLS vehicle embarking upon the dispatch. There will be no charge to the government for cancellations made at least thirty (30) minutes prior to scheduled pick-up time. Inside of the Montgomery county limits, there will be no charge to the Government for cancellations made prior to the vehicle being dispatched.

For orders that are cancelled while the Contractor is already in route to the designated pick-up, the Contractor shall be entitled to receive 50% of the base rate for the trip if cancellation occurs before vehicle has logged 50 miles. If the cancellation occurs after the vehicle has exceeded 50 miles; the Contractor will be entitled to receive 50% the base rate plus the additional mileage. Should the Contractor arrive at a destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor’s control, e.g., incorrect address, or patient absence, or patient refusal, then the Contractor shall receive the base rate for trips and mileage for trips greater than 50 miles.

4.8. Non-Pick Up of Patient

4.8.1. When ambulance service under the terms of this contract involves a trip to or from a VA facility, but due to unforeseen circumstances the patient is not available for pick-up, the contractor shall bill for the trip at the base rate applicable to the service request (i.e. ALS 1, ALS 1-Emergency or BLS). That rate will be the rate determined in the contract. The VA reserves the right to substitute patients in these instances to prevent the “no-load situation” or a situation where the VA is paying for an empty transport.

4.8.2. The VA reserves the right to substitute another beneficiary requiring service at any time to prevent “Unloaded Trips”, delays, and cancellations. There shall be no additional charge to the VA when such changes occur.

4.9. Non-Arrival of Patient

4.9.1. 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 appropriate VA POC and inquire as to the status of the arrival. If appropriate, waiting time may be authorized for time lost 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.

4.10. Non-Contractor Escort/Caregiver

4.10.1. The VA reserves the right to have an escort, such as a relative or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will be the final judge in determining when an escort is beneficial. There shall be no additional charge to the VA when an escort(s) is authorized to travel with the beneficiary. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin. The VA assumes no liability for non-VA escort/caregivers/family members as riders.

4.11. Incident, Adverse Event and Accident Reporting

4.11.1. The contractor shall be responsible for patient welfare during pick-up, transport and delivery. The contractor shall be responsible to ensure that patients are not left abandoned at their destination. Any adverse events involving the welfare of a VA beneficiary while in the care of the contractor shall be recorded and reported the same day of the event to the COR.

4.11.2. The contractor shall make initial contact within 1 hour after the event via telephone or fax notifying the VA of any incidents, adverse events or accidents. The VA will provide POC’s and phone numbers after contract award and prior to contract start. If desired, an introduction meeting may be scheduled between the VA Travel Office and the Contractor to facilitate the relationship.

4.11.3. The contractor must prepare and submit a detailed report with all information necessary to conduct a full review (date, time, patient, place of incident, names of parties involved, a detailed summary of events, etc.) with recommended/implemented corrective actions no later than 24 hours after such incident to the COR or AOD.

5. Contractor Personnel

5.1. The contractor shall ensure that the following Emergency Medical Technicians (EMT), Paramedic, Non-Emergency Attendant/Drivers requirements are met:

a. Ensure and continuously verify that personnel performing the services required under this contract are properly licensed and fully trained in the use of the vehicle and equipment that will be used in the carrying out contracted services. These records must be maintained at the contractor's establishment and made available for inspection upon request of the contracting officer or COR.

b. The contractor shall ensure minimum staffing requirements as mandated by the States of Alabama, Georgia or Florida, are met, as applicable. Each vehicle shall be operated with sufficient personnel for adequate patient care, at least one of whom shall be an Emergency Medical Technician (EMT).

5.2. A record of each employee as to character, physical capabilities, and qualifications performing the duties of an ambulance driver or attendant must be maintained at the contractor's establishment and made available for inspection upon request of the contracting officer or COR.

5.2.2. A roster of Paramedics, Registered Nurses (RN), Emergency Medical Technicians (EMT), and Non-Emergency Attendants and Drivers shall be included in the contractor’s Technical Proposal in response to the VA solicitation. This information shall also be furnished to the contracting officer or COR upon request. The following information is to be included:

1. Name

2. Professional license number

3. Driver's license number

4. Date of initial training

5. Date of refresher training

6. Certification expiration date.

5.2.3. If the contractor proposes to add or replace personnel to perform contract services, the contractor shall submit the required evidence of training, certifications, licensing and all other qualifications designated in this PWS to the designated COR for approval. At no time shall the contractor utilize add-on or replacement personnel to perform contract services without prior approval of the COR or Contracting Officer. All contractor staff shall wear appropriate identification that clearly identifies them by name, title, job performed, and company name.

5.3. The contractor shall have internal policies and procedures for addressing drug and alcohol abuse by Contractor employees.

6. Use of Sub Contractors

6.1. The contractor may subcontract service to satisfy the VA’s requirements; however, all sub-contracting and sub-contracting plans shall be in accordance with FAR part 44.2 Consent to Subcontracts. All sub-contracting plans shall be in accordance with FAR part 19-.704 Subcontracting Plan Requirements. The contracting officer shall ensure all sub-contracting plans have been reviewed and approved by all appropriate levels and Small Business Administration (SBA) procurement. (VAAR Part 852, Solicitation Provisions and Contracts Clauses.)

6.2. All companies utilized as subcontractors are subject to approval of the VA and must meet all requirements of this contract. The contractor shall disclose use of any subcontractors and ensure all certification and training requirements follow federal, state, and county regulations governing ambulance services. The contractor shall be responsible for all subcontracting services provided under this contract.

6.3. Subcontractor’s invoices shall not be submitted directly to the VA, but rather shall be incorporated as part of the prime contractor’s regular monthly invoicing. These tickets must include all the same information required of the Contractor. Please see Section 12 for additional information.

7. Training

7.1. The contractor shall be responsible for ensuring contractor employees providing work on this contract are fully trained and completely competent to perform the required work; they shall also be required to maintain records that document competence/performance level of employees working on this contract. Upon request, the contractor shall provide a current copy of the competence assessment checklist and annual performance evaluation to the Contracting Officer’s Representative (COR) for each contractor employee working on this contract.

7.1.1. Records of training and certifications shall be maintained and available for VA inspection upon request. No contractor or subcontractor employee will be permitted to perform work on this acquisition until proper validation of training and certification, as required.

7.2. Emergency Medical Technicians (EMT’s) providing emergency services as defined by this contract must meet the following training requirements:

a. Have completed training in accordance with the standard published by the US Department of Health and Human Services and follow the applicable state and county licensure guidance.

b. EMTs must also meet ongoing recertification requirement standards determined by the both the States of Alabama, Florida, and Georgia. Evidence of the "equivalent" training program successfully completed by the EMT must be submitted by the Contractor to the contracting officer, within 24 hours of request.

c. The EMT must 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. Current and updated certifications of EMTs providing service under this contract must be submitted to the contracting officer.

7.3. Paramedics providing emergency services on this contract must have the following qualifications:

a. Have completed the required all emergency medical technician and paramedic recertification training. The rules shall provide that all recertification training equals at least 700 hours of training that provide didactic and skills practice components, including a field internship experience aboard an advanced life support permitted ambulance. The Paramedic must 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.

b. Must possess EMT – P Card. Evidence of the "equivalent" training from the States of Alabama, Florida or Georgia successfully completed by the Paramedic must be submitted to the contracting officer or COR as applicable.

7.4. Drivers providing service under this contract shall have the following qualifications:

a. Contractor shall ensure each driver who operates a permitted vehicle has the appropriate valid driver license for the applicable state Department of Motor Vehicles. The contractor shall be responsible for assuring that its drivers are knowledgeable and competent in emergency vehicle operations and thoroughly familiar with the vehicles assigned.

b. Ambulance drivers must complete at least a 16-hour course of instruction on driving an authorized emergency vehicle, as defined by the applicable State Department of Public Health, and local law.

c. Driver must have successfully completed a first aid course including use of Cardio Pulmonary Resuscitation Techniques (CPR); be able to safely use all associated equipment, such as lifts, and fire extinguishers; and been fully briefed and trained in passenger assistance techniques. Proof in the form of a current certificate that first aid training has been successfully completed must be available upon request.

7.5. All contractor employees must periodically complete continuing education or advanced training programs as approved and required by the contractor’s applicable state of operation. Such training shall be submitted to the contracting officer upon request for verification of compliance. In no instance may this continuing education training be less frequent than every two years. The Contractor shall submit to the Contracting Officer written certification of the follow-up orientation.

7.5.1. 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.

7.5.2. 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)

7. Vehicles:

7.1. The ambulances used under the terms of this contract shall be licensed and meet the minimum requirements governing emergency vehicles mandated by the contractor’s applicable state of operation. Licensure must be maintained in current status throughout the term of the contract and a copy of updates provided accordingly.

7.2. The contractor shall identify vehicles to be used exclusively for VA contract work. Identified vehicles shall be available for inspection and approval by the VA. Contractor shall allow fourteen (14) calendar days, from the date of award, to have the vehicles identified in the technical proposal, inspected and ready for work. Additional vehicles may be used for work only after the vehicle(s) has been inspected and approved by the VA.

7.3. The VA will cooperate with the contractor to the maximum extent practicable. Compliance with all applicable Federal and state Department of Highway Safety & Motor Vehicles for non-emergent and emergent transports is mandatory. The Contracting officer or the COR may authorize substitution of vehicles during work in emergency situations without prior inspection as authorized. Vehicles shall meet the following minimum inspection points:

a) All Vehicles shall be equipped with GPS systems which have the following capabilities: Line Mapping – step by step directions.

b) Have functioning mechanisms which ensure all access doors are capable of being opened from the inside; and during travel, remain closed and secure.

c) Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

d) Be equipped with operational air conditioning and heating systems.

e) Have exterior free of grime, oil or other substances, free from cracks, breaks, dents and damaged paint that noticeably detract from the overall appearance of the vehicle.

f) Be equipped with hubcaps or wheel covers.

g) Have all body molding in place, or if removed, holes shall be filled and painted.

h) Have a passenger compartment free of dirt, torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges, and vermin or insects.

i) Have an unobstructed vision on all sides.

j) Be equipped with an operable two-way radio and/or cellular telephone communication system, which affords contact with the vehicle(s) during all hours of operation. Beepers are not considered an acceptable substitute. If using a two-way radio, a base station for a scheduler shall be provided at the VA.

k) Meet all safety and mechanical standards established by Local, State and Federal statutes and regulations.

l) Have windows and doors, which can be opened and closed in accordance with manufacturer standards.

m) Not have leaks of any kind that may impact the beneficiaries’ comfort, health and/or safety.

n) Be equipped with a functioning horn.

o) Have operable seat belts on all seats.

p) Have fully charged, certified and non-expired fire extinguisher.

q) Transport vehicles shall have approved restraining devices that allow the patient to ride on stretchers and other approved transport devices while in transport or describe alternate means to transport and accommodate the patient and their transport device. Contractor’s fleet shall demonstrate an ability to restrain patients and all associated equipment traveling with the patients.

r) Have a backup lift for all capacity. The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty lift, if the power to the lift fails.

7.4. Contractors must have an adequate number of vehicles to meet the requirements of this contract making all Basic Life Support ambulances and Advanced Life Support ambulances available every day of the year to include weekends and U.S. federal holidays.

7.5. Every ambulance operated must have at least two personnel. The driver should be certified in cardiopulmonary resuscitation (CPR) and first aid and the person in the emergency compartment shall be certified at a minimum as an emergency medical technician-basic.

a. Basic Life Support (BLS) vehicles are required to have at a minimum an emergency technician (EMT) attending the patient and a driver meeting minimum ambulance driver requirements as stated in paragraph 10.

b. ALS vehicles are required to have at a minimum a paramedic attending the patient and an EMT, meeting training requirements as stated in paragraph 10.

7.6. All vehicles shall be radio dispatched and equipped with operational heating and air conditioning systems to ensure as comfortable temperature ranges as possible while in transit and staging/loading. Vehicles shall contain all equipment required by all applicable Federal, State, and local laws and provide for the safety and comfort of the VA patients being transported. Vehicles must be equipped as required by all applicable Federal, State or local laws and provide for the safety and comfort of the VA patients being transported. Vehicles and equipment used in the performance of this contract must be clean, orderly, and in excellent operating condition at all times, and records of maintenance/preventive maintenance must be made available for inspection upon request.

7.7. All vehicles shall be smoke free to include all tobacco or vaping products and have “No Smoking” signage posted.

7.8. The contractor shall notify the contracting officer of any vehicle and equipment…