36C24721R0136 P0002 (Revised Solicitation).docx

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 ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

619-22-1-805-0002

36C24721R0136 09/15/2021 David W. Parente 843-789-6255 11/08/2021

5:00 PM

EDT

Department of Veterans Affairs Ralph H. Johnson VAMC

325 Folly Rd Charleston SC 29412

X

621910 $16.5 Million

N/A

Department of Veterans Affairs Birmingham VA Medical Center 700 19th St. South

Birmingham AL 35233

Department of Veterans Affairs Ralph H Johnson VAMC

325 Folly Rd Charleston SC 29412

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

NON-EMERGENT AND EMERGENT AMBULANCE SERVICES

CENTRAL ALABAMA VETERANS HEALTHCARE SYSTEM

THIS SOLICITATION IS SET ASIDE FOR SERVICE-DISABLED VETERAN

OWNED SMALL BUSINESS (SDVOSB) ONLY.

ALL SDVOSB'S NEED TO BE REGISTERED IN WWW.SAMS.GOV AND

HTTPS://WWW.VIP.VETBIZ.VA.GOV/.

SEE PERFORMANCE WORK STATEMENT

PERIOD OF PERFORMANCE: 12/01/2021 THRU 11/30/2022

INCLUDING 4 OPTION YEARS.

QUESTIONS REGARDING THIS SOLICITATION SHALL BE SUBMITTED NO

LATER THAN 5:00 PM EST ON 10/07/2021 AT 5:00 PM EDT. QUESTIONS

AFTER THIS DATE/TIME WILL NOT BE ENTERTAINED UNLESS IT’S

DEEMED IN THE BEST INTEREST OF THE GOVERNMENT.

PLEASE ENSURE RFP# 36C24721R0136 IS INCLUDED IN THE SUBJECT

LINE OF ALL CORRESPONDENCE.

See CONTINUATION Page

LaToyer Furbush Contracting Officer

Table of Contents

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 LaToyer Furbush

NCO 7 Contracting Office 325 Folly Rd Charleston SC 29412

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:

36C24721R0136

Page 1 of Page 1 of

B.2 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

1. Purpose The Central Alabama Veterans Healthcare System (CAVHCS) has a need for emergent and non-emergent ground 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 (SOW) serving to define terms and objectives that are mandatory to fulfill this requirement.

2. Definitions Advanced Life Support (ALS) Transports: Transports requiring higher level of care than a BLS transport on an ambulance equipped with Advance Life Support System and qualified staff as required by the. The contractor needs to comply with the Federal and State laws for the area(s) transportation will be provided.

Advanced Life Support, Level 1 (ALS1): Advanced life support, level 1 (ALS1) is the transportation by ground ambulance vehicle and the provision of medically necessary supplies and services including the provision of an ALS assessment or at least one ALS intervention.

Advanced Life Support, Level 1 (ALS1): Emergency; when medically necessary, the provision of ALS1 services, as specified above, in the context of an emergency response. An emergency response is one that, at the time the ambulance provider or supplier is called, it responds immediately. An immediate response is one in which the ambulance provider/supplier begins as quickly as possible to take the steps necessary to respond to the call.

Advanced Life Support, Level 2 (ALS2): Advanced life support, level 2 (ALS2) is the transportation by ground ambulance vehicle and the provision of medically necessary supplies and services including (1) at least three separate administrations of one or more medications by intravenous push/bolus or by continuous infusion (excluding crystalloid fluids) or (2) ground ambulance transport, medically necessary supplies and services, and the provision of at least one of the ALS2 procedures listed in the CMS Manual System, Pub 100-02 Medicare Benefit Policy.

Ambulance: Vehicles for emergency medical care which provide a driver compartment and a patient compartment that will accommodate an Emergency Medical Technician (EMT), Paramedic (or RN as needed), equipment and supplies for emergency care at the scene as well as during transport, and; communication device and equipment for light rescue procedures. The ambulance is designed and constructed to afford relative safety and comfort, and to avoid aggravation of the patient’s condition. The contractor needs to comply with the applicable state regulations.

Ambulatory Patient: A non-emergency VA beneficiary who does not require the use of an ambulance, wheelchair, or stretcher van, whose physical disability/impairment prevents use of normal modes of transportation, such as a car, van or taxi, or prevents the person from entering/exiting a normal vehicle without special assistance. A VA facility clinician determines if the patient requires special mode transportation based on a medical impairment or special need.

Administrative Hours: Monday through Friday from 8:00 AM to 4:00 PM excluding holidays.

Administrative Officer on Duty (AOD): Administrative specialist in charge after the normal administrative hours and holidays.

Base Rate: The base rate will consist of the all-inclusive rate for ALS or BLS ambulance transport with no additional charges for miles until miles are greater than 50 from the pickup point.

Basic Life Support (BLS): Basic life support (BLS) is transportation by ground ambulance vehicle and the provision of medically necessary supplies and services, including BLS ambulance services as defined by the State. The ambulance must be staffed by an individual who is qualified in accordance with State and local laws as an emergency medical technician-basic (EMT-Basic). These laws may vary from State to State or within a State. For example, only in some jurisdictions is an EMT-Basic permitted to operate limited equipment onboard the vehicle, assist more qualified personnel in performing assessments and interventions, and establish a peripheral intravenous (IV) line. The contractor needs to comply with the applicable state regulations.

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

Beneficiary: A VA patient being transported for care or services who is eligible to receive Beneficiary Travel benefits from the VA.

Community Based Outpatient Clinics (CBOC): operated by or under the auspices of VA. CAVHCS locations include Montgomery, AL, Monroeville, AL, Dothan, AL, Fort Rucker, AL, Tuskegee, AL, Fort Benning, GA and Columbus, GA.

Communications: Service providers will provide the VA with a primary telephone contact number, a secondary telephone contact number and an alternative method of communicating emergent needs should vendors’ primary method of communication fail.

Contracting Officer’s Representative (COR): Main point of contact for normal day-to-day service matters. Works closely with the contracting officer in monitoring contract compliance. Furnishes technical guidance and advice, and monitors the services provided by the contractor. Advises the contracting officer regarding contractor performance and recommends required contract modifications.

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

Non-Administrative Hours: Monday through Friday from 4:30 PM to 8:00 AM, all Saturdays, Sundays, and federal holidays.

Non-VA Escort/Caregivers: A non-VA escort/caregiver is defined as an individual not employed by the Contractor who aids the patient being transported and is usually a relative or significant other. They must be authorized by the VA and the contractor will be informed when the travel authorization is given.

Riders: Riders are defined as everyone being transported in the vehicle. The VA must authorize anyone other than contractor staff to be in the vehicle during a VA beneficiary transport.

Service Area: In general, many trips are for transportation to/from points within a one hundred and fifty (150) mile radius of CAVHCS locations identified in paragraph 4.1. In rare instances trips may exceed the 150-mile one-way radius.

Stretcher Patient: A non-emergency patient whose mobility impairment requires him or her to remain in a lying position, unable to sit in an upright position for prolonged periods of time. A VA facility clinician determines the patient's need for stretcher transport.

Travel Unit Personnel: VA Travel Unit employees authorized to coordinate transportation at VA expense. These include Administrative Officer on Duty (AOD), Beneficiary Travel Staff (Program Support Assistant), Beneficiary Travel Supervisor and Contract Officer Representative (COR). The Contracting Officer may authorize transportation although he/she is not a member of the Travel office.

VA Escort/Caregiver: A VA escort/caregiver is defined as VA clinical staff who aids the patient being transported. The contractor will be informed of a VA escort/caregiver when the travel authorization is given.

3. Ground Transportation The purpose of this contract is to furnish 24-hour ambulance ground transportation service for qualified beneficiaries of CAVHCS. Ambulance transportation services shall be furnished on an “as needed" basis twenty-four (24) hours every day of the year to include holidays, will involve trips to and from any VA or non-VA medical facility within the primary service area (PSA) of CAVHCS and at times outside of the PSA, as appropriate. Additionally, contractor(s) may transport beneficiaries from their place of residence to VA or non-VA facilities.

Contractors will furnish Basic Life Support (BLS), Advanced Life Support (ALS) Ambulance Services for the following CAVHCS sites to include a radius of 150 miles stretching from each CAVHCS facility regardless of facility type.

All details of transportation services will be pre-determined at time of request. Trips will generally be confined to the PSA. However, contractor(s) may be asked to travel to destinations in Northern Florida, if necessary. Communication will only take place between the VA and the vendor. At no time will VA beneficiaries contact contractor(s) requesting services. Should a VA beneficiary contact contractor(s) to request services; contractor(s) will redirect VA beneficiary to VA.

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 SOW. The Contractor shall provide all supplies, materials, equipment, vehicles, fuel, labor, supervision, management, and transportation to furnish Basic Life Support (BLS) and Advanced Life Support (ALS) ambulance transportation. Contractor(s) must be able to provide all modes of ambulance transportation services listed in the schedule.

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 destination point encompassing any area that is 150 miles from the beneficiaries’ pickup point. Beyond the 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 destination point.

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 always be attended by a Contractor-provided authorized responsible party. 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 Healthcare 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.

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.

When transporting patient(s) leaving the healthcare facility, the contractor may be required, if necessary, to transport items specific to the patient to include, but not limited to boxes, luggage, medical records, medications, prosthetic devices, comfort items, and/or durable medical equipment at no additional cost to the VA. The contractor shall only be responsible to transport belongings that are clean, contained in appropriate packaging, the size and weight of which one person can reasonably handle.

When transporting patients to a Community Nursing Home, upon arrival at the nursing home, the driver shall give the VA Nursing Home Packet that accompanies the patient to the responsible Nursing Home staff member. The driver shall sign and date the packet’s signature form. If there are any discrepancies between the address listed on the Nursing Home Packet and the address listed in the trip request, the driver shall clarify the correct destination address with the VA Travel office, or AOD if after hours.

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

The contractor shall be held responsible for replacing patient property damaged or lost during transport. Property may include, but is not limited to walkers, crutches, mobile chairs, DME, patient personal belongings, etc. The contractor shall comply with the provisions of the Privacy Act of 1974 and The Health Insurance Portability and Accountability Act (HIPAA) of 1996.

4. Primary Service Area (PSA) 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.

4.1 150-mile radius map for CAVHCS

4.2 CAVHCS Locations

Central Alabama 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 VA Clinic 3753 Ross Clark Circle Dothan, AL 36303

VA Outpatient Clinic Monroeville CBOC 159 Whetstone Street Monroeville, AL 36400

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

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

Columbus VA Clinic 1310 13th Street Columbus, Georgia 31906

5. Period of Performance The period of performance is January 1, 2022 thru December 31, 2022 with four (4) option years. Service with initial year starts January 1, 2022 and all vehicles shall be ready for inspection within two weeks upon award of contract and in coordination with the Contracting Officer’s Representative (COR).

5.1 Estimated Quantity of Trips

SEE SCHEDULE

5.2 Licensure and Qualification Requirements

The contractor is required to be licensed as both an advanced and basic life support ambulance service provider by their applicable state(s) of operation. The contractor shall provide evidence of compliance 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.

The contractor must maintain a valid Certificate of Public Convenience and Necessity (COPCN) within CAVHCS service area(s). Any lapses or expiration of any of the licenses or certifications could provide enough justification for termination of the contract or discontinuance of further ordering from the contractor.

The contractor must maintain performance documentation demonstrating compliance with all requirements of Federal, State, and County or City codes regarding operation of this type of service. Documentation shall be provided with the Technical Proposal submitted in their response to the solicitation.

5.3 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 as defined by the VA Standards of Conduct.

5.4 Response Time(s)

Response time will be calculated at the time of the request for services. At the time of the request, the Contractor shall acknowledge 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 unless the VA has approved the delay. Compensation will be obtained through the VA Bill of Collection process using the chart below and the pricing determined in the signed contract agreement.

In the event that the Contractor is unable to perform services or is unable to sub-contract the required services, 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 (AOD.) after normal administrative hours and provide a justification for non-performance. The VA will then re-procure any services that cannot be performed by the Contractor and the Contractor will be billed for any excess cost that exceeds the contract cost for that service type.

Response times will be based upon whether the transportation requested is Emergency or Routine. 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 response time.

5.5 Call Definitions and Response Time Requirements

5.6 Mileage Determination

Central Alabama Healthcare System utilizes Bing Maps located at http://www.bing.com/maps should there be any questions about mileage and/or discrepancies on invoices.

6. Origin and Destination 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. Primary Service Area (PSA).

6.1 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.

6.2 Number of Patients / Riders Per Vehicle

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.

7. Wait Times For time lost in waiting due to causes beyond the control of the driver, the contractor will be reimbursed in 15-minute increments, at the rate at the 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.

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 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 arrives as the designated pick-up point, whichever is later.

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 immediately. 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 wait time charges will be honored without documented 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. If the Contractor is notified of a cancellation by the veteran or the caregiver prior to dispatching the unit or on scene; the Contractor is required to notify the VA for documentation.

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.

7.1 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.

8. Trip Documentation 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).

The contractor shall include a copy of this document with all invoices and 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. The contractor will provide these documents to the VA weekly for review and verification of all information.

8.1 Trip Cancellation

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.

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.

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 150 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 150 miles.

8.2 Non-Pick Up of Patient

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. 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. If the non-pick up of a patient is the fault of the contractor, the VA reserves the right to procure the services with an outside vendor. In this instance, the contractor shall not account for that non-pick up on the monthly invoice.

8.3 Non-Arrival of Patient

When ambulance service involves the pick-up of a patient scheduled to arrive by air and the ambulance driver finds such patient does not arrive as scheduled, the ambulance driver will contact the 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.

8.4 Non-Contractor Escort/Caregiver

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 shall determine 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.

8.5 Incident, Adverse Event and Accident Reporting

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.

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.

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 (After hours).

9. Contractor Personnel 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 enough personnel for adequate patient care, at least one of whom shall be an Emergency Medical Technician (EMT).

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.

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 as additions, deletions, or revisions are made to the roster. The following information is to be included:

a) Name

b) Professional license number

c) Driver's license number

d) Date of initial training

e) Date of refresher training

f) Certification expiration date.

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 SOW 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.

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

Further, Contractor employees shall not be considered government employees for any purpose under the Contract.

9.1 Use of Sub Contractors

The contractor may subcontract service to satisfy the VA’s requirements; however, 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.

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 Paragraph 16 for additional information.

Submission of such documentation by the ‘contractor’ will be as a post-award contract administration matter (but as a pre- requisite before providing services under the contract).

10. Training and Licensure Requirements 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.

Records of training and certifications shall be maintained and available for VA inspection upon request.

10.1 Emergency Medical Technician (EMT)

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.

10.2 Paramedic

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.

10.3 Vehicle Driver

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 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 Cardiopulmonary 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.

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.

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.

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:

a) Accident and incident reporting (2 hours)

b) Safe operation of emergency vehicles (2 hours)

c) Quality Assurance (2 hours)

d) Fire and emergency preparedness planning (2 hours)

e) Handling patient complaints (1 hour)

f) Infection control (2 hours)

g) Universal precautions (policy and procedure) (2 hours)

h) Safety and occupational health procedures (3 hours)

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

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.

Contractor is expected to maintain 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 or contractor will agree to not bill the VA for mileage charges.

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.

Contractors must have a minimum number of seven (7) 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.

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.

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.