36C24819R0150-007.pdf

COMBINED SYNOPSIS/SOLICITATION 36C24819R0150

General Information

Action Code:

Document Type:

RFP Number:

Posted Date:

Response Date:

Classification Code:

Set Aside:

NAICS Code:

Combined Synopsis Solicitation

RFP

36C24819R0150

October 4, 2019

October 30, 2019

V225

Unrestricted

621910

Contracting Office Address

NCO 8

ATTN: LaVerne Astroth

8875 Hidden River Parkway

Tampa, FL 33637

Description

(I) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal

Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for

Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation for this action. Proposals are being requested, and a written solicitation document will not be issued.

(II) This solicitation is issued as a Request for Proposal (RFP). Submit written proposals on 36C24819R0150.

(III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition

Circular FAC 2019-05, 08-13-2019.

(IV) Any amendments issued to this solicitation will ONLY be available on the FBO website (www.fbo.gov).

(V) The Network Contracting Office 8-RPO East intends to award a firm-fixed price contract for Advanced Life

Support (ALS) and Basic Life Support (BLS) Ground Transportation Service, as identified within this statement Of

Work (SOW) for beneficiaries of the James A. Haley Veterans Hospital (JAHVH), 13000 Bruce B Downs Blvd, Tampa, Florida 33612, and, its associated healthcare facilities.

(VI) The North American Industrial Classification System (NAICS) code for this procurement is 621910, with a small business size standard of $15 million.

(VII) All offerors shall be registered in System for Award Management (SAM) at https://www.sam.gov prior to award in accordance with the provisions at 52.212-3 Offeror Representations and Certifications – Commercial Items, to be eligible for an award. Also, if you are a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran-

Owned Small Business, (VOSB), you must be registered in VIP (Vendor Information Pages) at https://www.vip.vetbiz.gov/ prior to award.

(VIII) All questions regarding this RFP must be in writing and may be sent by e‐mail to: LaVerne.Astroth@va.gov All questions or inquires must be submitted no later than 4:00 pm Eastern Standard Time (EST) on 18 October 2019.

http://www.fbo.gov/ https://www.sam.gov/ https://www.vip.vetbiz.gov/ mailto:LaVerne.Astroth@va.gov

No phone call will be accepted. Answers to vendor questions will be posted to FBO on or before October 22, 2019 by4:30 PM EST.

(IX) You are reminded that representatives from your company SHALL NOT contact any Tampa VA Healthcare System personnel to discuss this RFP during this RFP process. All questions and concerns regarding this RFP shall be directed to the Contract Specialist listed on the combined synopsis/solicitation listed as the POC.

(X) The Government will award a contract resulting from this RFP to the responsible offeror whose proposal is the best overall value to the government. Proposals are due by 4:00 P.M. EST on October 30, 2019. Proposals received after this date and time will be considered late in accordance with 52.212-1(f). Proposals shall be submitted via email to LaVerne.Astroth@va.gov.

mailto:LaVerne.Astroth@va.gov

Table of Contents

COMBINED SYNOPSIS/SOLICITATION RFP 36C24819R0150

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

DESCRIPTION

VENDOR QUESTIONS

ANSWERS TO VENDOR QUESTIONS

SECTION B - CONTINUATION OF COMBINED SYNOPSIS/SOLICITATION 36C24819R0150

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

B.2 STATEMENT OF WORK

B.3 CONTRACT ADMINISTRATION DATA

SECTION C - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (1-17)

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE(FEB 1998)

C.2 MANDATORY WRITTEN DISCLOSURES

C.3 52.216-21 REQUIREMENTS (OCT 1995) )

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JULY 2018)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.8 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 Attachment Past Performance Reference

D.2 Attachment Past Performance Questionnaire D.3 Attachment Contract Security Services Request) D.4 Attachment Contractor Employee Fingerprinting Request

D.5 Attachment VA-National-Rules-of-Behavior

D.6 Attachment Quality Assurance Surveillance Plan

D.7 Attachment Subcontracting Plan Model

D.8 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.2 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS

COMMERCIAL ITEMS (OCT 2018)

E.4 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS COMMERCIAL ITEMS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT…(A…PR…1.9..8..4..)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED.SMALL BUSINESS EVALUATION FACTORS (JUL 2016)(DEVIATION)

E.8 INSTRUCTIONS TO OFFERORS

Proposals shall provide a price within the following Price/Cost Schedule.

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

Contract Period: BASE YEAR- Period of Performance: (January 1, 2020 – December 31, 2020)

LINE

ITEM

DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Basic Life Support (BLS)

Pickup Charge

6609 EA

Basic Life Support (BLS)

Mileage Rate

132,314 MI

Advance Basic Life Support

(Pickup rate)

277 EA

Advance Life Support (ALS)

Mileage rate

9,718 MI

Oxygen(As needed priced per trip)

1,056 EA

Advance and Basic Life (wait time, dry runs, no shows)

30 EA

National Agency Check with

Written Inquiries and Special

Agency Check

Reimbursement to

Government is required for release of payment to

Contractor for

Investigation.

Current 2019 NACI cost

IAW Security and

Investigation Center

100 EA

TOTAL

ESTIMATED

VALUE

For billing individual trips, the mileage rate shall not be added to the base rate (pickup) charge.

The per-mile rate is applicable to all one-way trips, regardless of length.

Contract Period: OPTION YEAR ONE

Period of Performance: (January 1, 2021 – December 31, 2021)

LINE

ITEM

DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE

Basic Life Support

(BLS) Pickup

Charge

6609 EA

1002 Basic Life Support

(BLS) Mileage Rate

132,314 MI

Advance Basic Life

Support (Pickup rate)

277 EA

Advance Life

Support (ALS)

Mileage rate

9,718 MI

1005 Oxygen(As needed priced per trip)

1056 EA

1006 Advance and Basic

Life (wait time, dry runs, no shows)

30 EA

TOTAL

ESTIMATED

VALUE

Contract Period: OPTION YEAR TWO

Period of Performance: (January 1, 2022 – December 31, 2022)

LINE

ITEM

DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE

Basic Life Support

(BLS) Pickup

Charge

6609 EA

2002 Basic Life Support

(BLS) Mileage Rate

132,314 MI

Advance Basic Life

Support (Pickup rate)

277 EA

Advance Life

Support (ALS)

Mileage rate

9,718 MI

2005 Oxygen(As needed priced per trip)

1056 EA

2006 Advance and Basic

Life (wait time, dry runs, no shows)

30 EA

TOTAL

ESTIMATED

VALUE

Contract Period: OPTION YEAR THREE

Period of Performance: (January 1, 2023 – December 31, 2023)

LINE

ITEM

DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE

Basic Life Support

(BLS) Pickup

Charge

6609 EA

3002 Basic Life Support

(BLS) Mileage Rate

132,314 MI

Advance Basic Life

Support (Pickup rate)

277 EA

Advance Life

Support (ALS)

Mileage rate

9,718 MI

3005 Oxygen(As needed priced per trip)

1056 EA

3006 Advance and Basic

Life (wait time, dry runs, no shows)

30 EA

TOTAL

ESTIMATED

VALUE

Contract Period: OPTION YEAR FOUR

Period of Performance: (January 1, 2024 – December 31, 2024)

LINE

ITEM

DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE

Basic Life Support

(BLS) Pickup

Charge

6609 EA

4002 Basic Life Support

(BLS) Mileage Rate

132,314 MI

Advance Basic Life

Support (Pickup rate)

277 EA

Advance Life

Support (ALS)

Mileage rate

9718 MI

4005 Oxygen(As needed priced per trip)

1056 EA

4006 Advance and Basic

Life (wait time, dry runs, no shows)

30 EA

TOTAL

ESTIMATED

VALUE

For billing individual trips, the mileage rate shall not be added to the base rate (pickup) charge.

The per-mile rate is applicable to all one-way trips, regardless of length.

TOTAL PROPOSED ESTIMATED PRICE, BASE PERIOD + OPTION PERIODS:

(NOTE: Option pricing for any potential extension under clause 52.217-8 will be evaluated by using half of the last-priced year's price.

NON-PERSONAL SERVICES:

Provide all supervision, personnel, vehicles, equipment, transportation, material, supplies and other items and services necessary to provide Advanced (ALS) and Basic (BLS) ambulance transportation for beneficiaries of the James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd., Tampa, FL, for the period of contract award date through base year contract expiration, with four 12-month option periods, in accordance with this contract’s Statement of Work, Quality Assurance Surveillance Plan and all terms and conditions of the contract.

NOTE 1: The contract pricing structure is based upon the premise of “one-way trips”; the pricing listed herein shall be on a “loaded passenger” basis, i.e., the mileage charge shall only apply after the patient is loaded. Toll charges shall not be separately reimbursable.

NOTE 2: This is a fixed price requirements contract for the services listed, effective for the periods stated. The quantities of services listed are estimates only.

NOTE 3: All trips will be either originating from or going to the Tampa James

Haley Veterans hospital location and various locations in accordance with this contract’s Statement of Work.

NOTE 4: Pricing shall be all inclusive of any/all required materials, supplies, devices, etc. The only exception shall be oxygen, which is separately identified with an allowable charge per trip, when it is required.

NOTE 5: Contractor may or may not be awarded all items on the schedule.

(See pricing schedule pages).

B.2 STATEMENT OF WORK (SOW)

ADVANCED LIFE SUPPORT GROUND TRANSPORTATION SERVICE

The Contractor shall provide all requested Advanced Life Support (ALS) and Basic Life Support (BLS)

Ground Transportation Service, as identified within this statement Of Work (SOW) for beneficiaries of the James A. Haley Veterans Hospital (JAHVH), 13000 Bruce B Downs Blvd, Tampa, Florida 33612, and, its associated healthcare facilities. The Contractor shall provide all emergency vehicles

(ambulances), personnel, management, supplies, transportation, fuel, equipment, reports, and anything else necessary to successfully furnish Advanced Life Support (ALS) and Basic Life Support (BLS)

Ground Transportation Service as identified in the Price and Cost Schedule and the PWS in accordance with all terms, conditions, and provisions stated herein. The contract term shall cover a one-year Base

Period with four (4) one (1) year Option Period; the 1year option periods are subject to be exercised at the

Government’s discretion. The Contractor responsibility shall cover /encompass all Advanced Life

Support and Basic Life Support (BLS) patient ground transportation services within James

A. Haley Veterans Hospital (JAHVH) coverage area (Florida). Performance are required to continuously be compliant with the requirements contained herein, and meet or exceed the standards of, but not limited to, the Joint Commission and Florida State Department of Health Regulations.

SECTION 1 CONTRACT DEFINITIONS/ACRONYMS and TERMS

1.1 Advanced Life Support (ALS) – ALS shall be provided by ambulance vehicles containing at a minimum an on-board Paramedic, cardiac monitoring, Advanced Cardiac Life Support(ACLS) drugs and procedures, advanced airway management and medication monitoring and administration. Ambulances for ALS services shall be staffed in accordance with current Florida State laws and regulations governing the certification and licensure of private ambulances (must be in accordance with Specification KKK-A-

1822E).

1.2 Baker Act – Allows for involuntary examination (emergency or involuntary commitment) which can be initiated by judges, law enforcement officials, physicians, or mental health professionals.

1.3 Basic Life Support (BLS) Transports - Transports on an ambulance equipped with Basic Life Support systems and qualified staff (in accordance with Specification KKK-A-1822E) that provides medically necessary basic life support services defined in the National EMS Education and Practice Blueprint.

1.4 Beneficiary Travel Department Personnel – An individual designated by the Contracting Officer for the medical facility, who is authorized to commit and obligate the government through the life of the contract, with consent from the Contracting Officer.

1.5 Administrative Officer of the Day (AOD) - VA official that works in the admissions area during evenings and nights and monitors hospital activities during other than normal working hours. This person acts as the hospital administrator during off-hours.

1.6 Beneficiary Travel Department – Department within the VA that oversees the Beneficiary Travel Program and its entitlements. This includes transportation such as the ALS/BLS services.

1.7 Beneficiary Travel Department Supervisor - Individual who manages the employees working within the Beneficiary Travel Department.

1.8 Base Rate – Base Rate is defined as the rate paid for one-way transportation from a designated pick-up point to a designated delivery point. This rate shall be paid for all authorized one-way trips ordered under this contract action, with employees (included in Section Contract Documents, Exhibits, or Attachments) during all phases of the trip made on behalf of the Government. The attached Service

Contract Act wage determination shall be updated for each option when/if new revisions are issued. The

Base Rate shall constitute full compensation for one-way trips as shown in the Price and Cost Schedule for the medical facility.

1.9 Beneficiary – Veterans and other members determined to be eligible for benefits by the VA.

1.10 Business Hours/Days - Business hours/days are defined as the time of 7:30AM to 4:30PM, Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin

Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the

President of the United States to be a national holiday. Off Business hours/days are defined as the time of 4:31PM to 7:29AM, Monday through Friday, all day Saturday and Sunday and Federal holidays.

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies.

1.11 Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

1.12 Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and serves as a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

1.13 Contractor – The term "Contractor” as used herein refers to both the prime Contractor and his/her employees, and any sub-Contractor and their employees. The Contractor shall be responsible for assuring that his/her Subcontractors comply with the provisions of this contract.

1.14 Dry Run - A dry run is defined as a request for service by authorized Medical Center personnel whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center’s needs.

1.15 A “No Show” is defined when the beneficiary receiving services is not present at the time of transport or declines to go with the contracted service.

1.16 Joint Commission (JC) (Formerly Joint Commission on Accreditation of Healthcare Organizations) – A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

1.17 Mileage Rate – Mileage rate for ambulance is the rate paid for each mile traveled for medical facility. This rate applies to one-way transportation only. Reimbursement for mileage shall be at the mileage rate stated in the schedule and shall be based upon the miles from the pick-up point and the specified destination. Distances areas of coverage shall be calculated using current www.bing.com/maps.

1.18 No-Patient Transport – The Contractor shall not assess charges on scheduled pick-ups that are cancelled in advance by the VA and/or the patient cancels due to being unable to arrive for scheduled appointment in time.

1.19 Quality Assurance Surveillance Plan – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

1.20 Quality Control – Those actions taken by the Contractor to control the production of goods or services, so they shall meet the requirements of the contract.

1.21 Routine Services – Trips scheduled in advance by the VA, typically one day prior to travel.

Beneficiary, caregiver, or significant others cannot contact the Contractor directly to schedule routine trips.

1.22 Scheduled Trip(s) – The term "Scheduled Trip" refers to those trips in which the Contractor has been given advance notice (notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time.

1.23 For return trips from scheduled outpatient visits, the Contractor shall ensure Veterans and other beneficiaries do not wait more than 45 minutes for pick up, no matter where patient lives.

1.24 Ambulance Vehicle(s) — The term Vehicle(s) refers to modes of transportation equipped with the capability to provide prehospital and interhospital emergency care which includes basic life support functions including cardiopulmonary resuscitation (CPR), cardiac monitoring, cardiac defibrillation, telemetered electrocardiography, administration of antiarrhythmic agents, intravenous therapy, administration of specific medications, drugs and solutions, use of adjunctive ventilation devices, trauma care and other authorized techniques and procedures.

1.25 Durable Medical Equipment (DME) - Medical equipment that is ordered by a doctor for use in the home, such as walkers and wheelchairs.

SECTION 2 PERFORMANCE AND QUALIFICATIONS

http://www.bing.com/maps

2.1 The Contractor shall provide all levels of Advanced Life Support (ALS), Basic Life Support (BLS), and Patient Transportation Services (Ambulance) 24 hour/7 days a week, within the state of Florida, subject to the response time lines and other requirements as further detailed below and contained on the Florida State Department of Health website www.health.gov .

2.2 The Contractor shall perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization and the established principles and ethics of the medical profession established by the American Medical Association (AMA) and American College of Emergency Physicians (ACEP). The Contractor shall adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of Medical Staff bylaws of the James A. Haley

Veterans Hospital. The regulation that governs the Beneficiary Travel Program is Title 38 Code of

Federal Regulations (CFR) Section 70.

2.3 The Contractor, upon request, shall provide quality data and information related to services for participation in JAHVH Performance Improvement Programs when requested to do so. Upon request the

Contractor shall also provide documentation of the competency of staff that shall be providing the contracted services. The Contractor shall ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work; they shall also maintain records that document competence/performance level of employees working on this contract. Upon request, the

Contractor shall provide a current copy of their competency assessment checklist and annual performance evaluation to the Contracting Officers’ Representative (COR) for each Contractor employee working on this contract.

2.4 The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance

Portability and Accountability Act (HIPAA) of 1996, as well as all VA Directive and Handbook 0710.

The Contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established business associate agreement (BAA). By entering into this contract, the Contractor certifies they comply with

HIPAA as it pertains to general patient information, HIV, drug and alcohol abuse, and sickle cell anemia.

2.5 The Contractor shall provide a minimum of a toll-free telephone and/or a locally dialed telephone number for accepting VA calls. It is estimated that 90% of all requests for Beneficiary/Patient Transportation Services shall be placed initially by telephone - followed by a written request via Facsimile or email. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, text message or in person.

2.6 If the Contractor’s place of business is located beyond the local telephone call zone of the JAHVH

(813) area code, the Contractor shall install and provide to the JAHVH, a toll-free number for accepting the JAHVH calls. It is estimated that 90% of daily contacts regarding questions and/or problems are initially addressed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request).

2.7 The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine, email and telephone to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). Each Contractor shall indicate if there is e-mail, fax and telephone availability for their company to complete communications with the VA (use of this communication system shall be mutually agreed upon).

2.8 Electronic Transmissions - The Contractor shall propose an electronic media (e.g. facsimile, e-mail), http://www.health.gov/ available at all times during the Contract period to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system shall be mutually agreed upon after award but prior to contract performance.

2.9 Secure/Encrypted Email - The Contractor shall acquire compatible Public Key Infrastructure (PKI) to transmit encrypted email with personally identifiable information and receive similar encrypted email from the VA.

2.10 Request for Services

a) Request(s) for VA Beneficiary/Patient Advanced Life Support Transportation Service

(Ambulance) shall be provided to the Contractor as soon as it is known by the Beneficiary Travel Department (section)Supervisor of Transition Unit and/or AOD.

b) Request for services shall be made in writing, email or telephonically. If the Contractor fails to provide emergency medical transportation (ambulance) service within the requested time after receiving a request or any order, STAT consult pick-up for Baker Acted patients

(voluntary/involuntary) under Mental Health commitments with a time frame of 15 – 30 minutes, the James A Haley VA Medical Center reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result. Authorized representatives from the James A Haley VA Medical Center shall be the sole judge in determining when to order service from another source. If all required contracted vehicles are already in use by the James A

Haley VA Medical Center and the VA requires additional service, the Contractor shall be contacted first to provide service. If the Contractor is not able to provide additional service, the

VA shall contact another source at the VA's expense. The VA reserves the right to use station vehicles/drivers prior to using those of the Contractor.

c) The Contractor shall ensure that requests for services are received from authorized medical center personnel and/or from Beneficiaries/Patients pre-approved by authorized VA staff which includes the Administrator on Duty (AOD), the Beneficiary Travel Office staff and the COR. Requests for services will be requested via secure email, manifests, fax and all requests will be followed up with a phone call to the dispatch center.

d) Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto may be borne by the Contractor.

e) The Contractor shall submit an invoice summary to account for all requests for services. The summary shall indicate the date and time of service call, name of beneficiary requiring services, type of transportation requested, designated pick-up and delivery points and actual time of arrival at the pick-up and delivery points. Copies of invoice summary shall be provided along with the invoices sent for payment to the COR and Budget Technician.

f) The Contractor shall submit an invoice summary that includes the contract number, invoice date, invoice number, dates of service, total amount due and billable rates per the price and cost schedule. This is located in Section B of the Contract.

g) All patient transportation requests shall be placed against the daily manifests and shall be verified against invoices and trip tickets. When ordering services, the VA medical facility shall provide the following information:

a) VA authorization number

b) Mode of transportation required;

c) Required date and time of arrival;

d) Name of beneficiary;

e) Pick-up and delivery point;

f) Type of equipment required;

g) Last four of the patient's Social Security Number;

h) Any special instructions.

h) Patients may be transported to or from any designated location within the defined service area, encompassing the state of Florida, to include county to county transports and within county transports for wheelchair and stretcher. All transports shall be between VA facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics,) and/or between the home of the beneficiary receiving travel services and the VA facility. The VA staff shall specify the points of origin and the destination of every trip.

i) When transporting patient(s) leaving the hospital, the Contractor shall be required, if necessary, to transport a maximum of three (3) items (boxes or luggage) of the patient’s personal effects at no additional cost to the VA. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and a personal suitcase. When transporting patients to or from Medical facilities, the driver, acting for the Contractor, shall ensure that the patient's luggage, medical records, medications and prosthetic devices are properly accounted for and delivered with the patient, as required.

2.11 Nursing Homes / Assisted Living Facilities (ALF)

a) When transporting patients to a VA or Community nursing home and/or ALF, 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. 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 Beneficiary Travel Department or the AOD prior to proceeding to the destination.

2.12 Response Time

a) The Contractor shall provide and respond to all Advanced Life Support patient transportation (Ambulance) calls in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical (Ambulance) transportation vehicles and medical care of on-board patients.

b) The Contractor shall maintain at a minimum, a 95% compliance rate on responses to pick- up or deliver quarterly. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for cause [see FAR Clause 52.212- 4(m)].

c) The Contractor’s vehicles must respond within 30 minutes after receiving a request or order. If the Contractor fails to furnish service within the required response times, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost that may result, which shall be deducted from the contactor’s monthly invoice. The VA shall be the sole judge in determining when to order a transport service from another source. Response time shall be calculated from the Contractor’s receipt of the telephonic/fax or email request for service.

d) Baker Acted transports will have a shorter request time frame necessity between 15-30 minutes. If the Contractor is unable to meet the terms of the elevated transport request, The VA reserves the right to obtain service from another source.

2.13 PATIENT RIGHTS

a) The Contractor shall be courteous to VA Beneficiaries/Patients and any Authorized Escort, Family Member passenger or Significant Other passenger and “SMOKING SHALL NOT BE PERMITTED” in the Contractors’ Vehicle.

b) The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor shall promptly complete and submit to the Contracting

Officer and the COR, an Incident Report with all information necessary for any full review. The

Contractor shall notify the COR, in writing or verbal, within 24 hours, of any complaints made by the patients or staff with regards to transportation services.

c) Drivers must be courteous and considerate of all patients they are transporting. Any substantiated mistreatment of patients in the performance of this contract may be cause for immediate termination of the contract. Substantiated reports of mistreatment maybe referred to appropriate law enforcement authorities as applicable. The VA reserves the right to request driver removal from transporting VA patients if mistreatment is substantiated.

d) The Contractor shall report any patient incident initially on a signed incident report within twenty-four hours of the incident to the Supervisor of the Transition Unit or the AOD. An assessment of the incident and a signed Contractor response to the incident to include training and process changes shall be submitted to the Transition Unit Supervisor within five days from the date of the incident. A signed final analysis to include education, training, and process changes to prevent future incidents shall be submitted within thirty days to the

Transition Unit Supervisor and the COR.

e) Drivers shall return patients in the order that they are called in. Drivers shall not skip departing patients to cover a longer distance versus a shorter distance. Only with the approval of the Supervisor of Transition Unit shall this be authorized. Any instances of without prior approval may lead to termination of the contract.

f) The Contracting Officer may request an investigation of any unauthorized actions by the

Contractor and a Plan of Correction. Repeated problems may warrant a Cure Notice issued by the

Contracting Officer and/or Termination for Cause. The Contractor may provide recommendations for improved services along with the patient complaints for the VA's review.

No within scope recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

g) The Contractor shall not employ any persons for work on this contract if such employee is considered by the VA contracting officer to be a potential threat to the health, safety, security, or operations of the VA its facilities or its staff. Contractor's employees shall understand, speak, read, and write the English Language. No employee of the Contractor can be a Federal employee, nor can they have any conflict of interest either real or perceived.

h) The Contractor shall display a visible means of a medium (comment card with the Contractor’s address pre-printed, point of contact information to include, name, phone number, email address and fax numbers) that allows the patient to provide feedback, positive and/or negative to the Contractor. Contractor shall provide a quarterly report of patient feedback to the COR.

2.14 GENDER

a) For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender.

2.15 ESCORT

a) An authorized official of the James A Haley Hospital Medical Center may, in the best interest of the beneficiary, allow a relative to accompany him/her. 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 also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with 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 (unless the escort is a VA attendant). James A Haley VA Medical

Center reserves the right to send an authorized official (registered nurse, Licensed Practical

Nurse, Nursing Assistant, or Physician) to attend the patient in a transfer from our facility when in the opinion or our medical staff such as trained attendant is necessary to the patient's welfare.

b) Contractor is required to return VA attendant to the point of origin. Reimbursement shall be limited to mileage rates as stated in the Price/Cost Schedule. The furnishing of the VA attendant does not relieve the Contractor from furnishing a qualified attendant in accordance with this contract.

c) The Contractor shall provide an attendant upon request of the VA. An attendant is defined as a

Contractor employee other than the driver on a given trip that meets the qualifications needed for medical transport. The VA shall provide the Contractor with the medical diagnosis, medical condition, and special needs of the patient to determine the specific training and qualifications of the attendant needed. The Contractor shall ensure that each person employed is trained, qualified and certified to perform the duties required, including CPR certification.

2.16 RATES

a) The web-based application at www.bing.com/maps, using the shortest time driving option, shall determine trip mileage. For all one-way trips ordered under this Contract, the Contractor shall receive the ALS or BLS base rate quoted. The ALS or BLS Base Rate shall constitute full compensation for one-way trips as defined herein.

b) The same rates shall apply 24 hours per day. Payment for mileage traveled shall be limited to

“one way only”, the distance over which the patient is transported. Such mileage costs shall be paid in addition to the applicable ALS/BLS rate per trip for any trip. Allowable charges for mileage outside the contract service area (Florida) shall not exceed +5% of the web-based application at www.bing.com.maps using the shortest time driving option shall determine trip mileage.

2.17 WAIT TIME

a) If the pickup is other than that at the James A Haley VA Medical Center, the Contractor shall call the Beneficiary Travel Office, during normal working hours, or the AOD, after- hours, as soon as the Contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival at the pickup point and is not necessary if the Contractor anticipates no delay for which he/shall claim pickup point and is http://www.bing.com/maps http://www.bing.com.maps/ not necessary if the Contractor anticipated no delay for which he/she shall claim reimbursement.

2.18 TOLLS

a) Transportation services listed in this Performance Work Statement do not include ferry, bridge, or road toll charges.

2.19 DRY RUNS/NO SHOW

a) The Contractor shall be entitled to the applicable base rate when dry runs or no shows are encountered due to no fault or negligence of the Contractor. Order of services must have been requested by authorized VA Medical Center personnel.

b) Contractor shall not charge dry run or no shows for trips if driver arrives too late to allow patients to keep scheduled clinic appointment. Driver shall take the most direct route from pick up location to destination unless legitimately unavoidable.

c) Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, the VA may notify the Contractor to cancel such order. For orders that are cancelled while the Contractor is already enroute before being notified, the Contractor shall be entitled to receive reimbursement based upon the following criteria:

Distance variables Unit Price

0-10 miles $25.00

11-50 miles $50.00

51-150 miles $75.00

d) This charge shall not be allowed if authorized VA personnel cancelled the trip within two (2) hours of the scheduled pickup time.

e) Should the Contractor arrive at the destination before the VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor control, e.g., patient absence, or patient refusal, then the Contractor shall receive 100% of ALS or BLS PICK-UP for a one-way trip as provided in the schedule. Contractor shall not be entitled to mileage reimbursement.

f) Contractor must report all dry runs or no shows at time of occurrence and verify with VA staff before driver is allowed to depart location.

2.20 Contractor Performance

a) In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the Beneficiary Travel Department Transportation Clerks

(813) 972-2000, extension 6208 or email at VHATAMVTSHASEmployees@va.gov and provide a justification for non-performance. The VA shall re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. The VA shall be the sole judge in determining when services mailto:VHATAMVTSHASEmployees@va.gov shall be re- procured.

b) The Contractor shall be given “First-Right-of-Refusal” to travel to distant locations to pick-up “in-bound” VA Beneficiaries/Patients, on a “Request by Request” Basis. The Contractor is solely responsible for payment to the sub-contract provider; and for obtaining all of the paperwork from the sub-Contractor for the VA.

c) 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 services for any reason, they must notify the VA personnel requesting the service of their inability to provide the service.

(All companies utilized as Subcontractors are subject to the approval of the VA and the

Contractor must provide a list of such Subcontractors to the VA). In the case when a

Subcontractor is utilized, they must meet all response times and all other requirements of this contract. The Contractor shall not charge the VA a cancellation fee when cancellations are made prior to the request to the special mode transportation dispatch.

d) The VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or no-shows. There shall be no additional charge to the VA when such changes occur.

e) The Contractor employee shall determine upon arrival at the Beneficiary/Patient pick-up point, if the condition of the Beneficiary/Patient scheduled for pick-up is different than what was stated on the travel request, if so, the Contractor shall immediately notify the VA Travel

Section and/or Administrative Officer of the Day (AOD) for further instruction in Patient

Transport mode. If a Beneficiary/Patient being transported declines to be properly seat-belted he/she should not be transported. The Transportation Clerk should be notified promptly who may discuss such safety requirement with the Beneficiary/Patient via Telephone and/or in person. If the patient removes the securing devices during the trip, the transportation office should be notified of this upon Contractor employee’s arrival at destination. The Contractor is not required to transport any Beneficiary/Patient who refuses to be properly secured while being transported.

f) Contractor employee shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat.

NO patient shall be allowed to ride a motorized cart (scooter) on to the vehicle lift at

ANY time. The Contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m)

2.21 Contractor Responsibilities

a) The Contractor shall meet all requirements of Federal, State, and City code regarding operation of this type of business to include ALS/BLS support and ground transportation services. The

Contractor shall be licensed as both an advanced and basic life support ambulance service by the State of Florida Department of Health, Bureau of Medical Services to provide Emergency

Medical Services (reference Section 401, Florida Statutes and Section 64-E-2, Florida

Administrative Code). Specific to here, the Contractor shall (Reference Section 401, Florida

Statutes and Section 64-E-2, Florida Administrative Code). The Contractor shall maintain licensure/certification/Certificate of Public Convenience Necessity (COPCN) with the state of

Florida, and Hillsborough County, as applicable, throughout the life of the contract. In the event the license/certification/COPCN lapses or expires, this could be cause for termination of the

b) Contractors must have established the relevant experience with providing ALS and BLS ambulance service and are financially responsible and capable of providing the services. The

Contractor shall maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service. Required documentation shall be made available to the VA immediately upon request by the Contracting

Officer for the duration of this contract and applies to any sub- Contractors employed by the

Contractor.

2.22 CONTRACTOR QUALIFICATIONS

a) The successful offer or must submit a letter in duplicate, prior to award, fully describing the make of vehicle(s), model and year which he agrees to furnish under this offer including the location and telephone numbers of the establishment where calls are received, and vehicles are immediately available for dispatch. This letter must contain information as the metering devices or methods the offeror proposes to use in determining mileage. The Contracting Officer shall be notified in writing of any vehicle equipment adds/subtracts after award of contract.

b) Offers shall be considered from offerors who are established in the business and are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this contract. Successful offeror shall meet all applicable Federal, State and Hillsborough County licensure/certification/Certificate of Public Convenience Necessity (COPCN) requirements regarding operations of this type of service.

2.23 CONTRACTOR PERSONNEL QUALIFICATIONS

a) Within fourteen (14) days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer. Within fourteen (14) days after receipt of award notification, the

Contractor shall provide the COR with a list of all employees authorized to provide ALS/BLS transportation services under this contract. These individuals must complete a VA issued security check within thirty (30) days from the Government’s receipt of the list of names. The background check shall be conducted by the James A. Haley VA Hospital Human Resource

Department and shall include the Contractor’s employees to have their fingerprints captured.

Within fourteen (14) business days after contract award the Contractor shall provide to the COR the following employee information:

i. Name

ii. Position

iii. Title and Work assignment area

Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur.

b) Drug Testing Policy - The Contractor shall have internal policies and procedures for identifying and preventing employee drug and alcohol abuse.

c) Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises and or at other affiliated healthcare facilities. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel shall wear an appropriate and professional uniform.

d) Contractor personnel performing contract services shall meet at all times, the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

e) Contractor employees shall conduct themselves in a professional manner at all times while on

VA premises. Contractor employees shall be clearly identified by a company uniform and badge/logo. Contractor vehicles shall also be clearly marked with the company badge/log. The veteran beneficiary receiving the transportation services shall have the VA authorization number associated with the trip request and can confirm that the Contractor employees are authorized and proper to transport.

f) The Contractor shall ensure the all personnel performing services under this contract shall meet the following requirements:

1) Ensure and certify personnel performing the services required under this contract are properly licensed and fully trained in the use of the vehicle and equipment that shall be used in carrying out contracted services.

2) The Contactor shall ensure minimum staffing requirement as mandated by the State of Florida are met. Each vehicle shall be operated with sufficient personnel for adequate patient care, at least one of whom shall be an Emergency Medical Technician (EMT).

3) A record of each employee as to character, physical capabilities, and qualifications performing the duties of an ambulance driver or attendant shall be maintained at the

Contractor’s establishment and made available for inspection upon request for the

Contracting Officer or COR. A roster of Paramedics, Registered Nurses (RN), Emergency

Medical Technicians (EMT), and Non-emergency Attendant Drivers (EMTs and LPNs if used to provide these services) shall be furnished to the Contracting Officer or COR and shall contain the following information:

a) Name

b) Paramedic or EMT license number

c) Date of initial training

d) Date of refresher training

g) Record of each employee as to character and physical capabilities of performing the duties of a medical patient transport driver/attendant must be maintained and made available for inspection upon request.

h) The contracting entity shall ensure that all services provided by Contracted individuals who are LIPs (Licensed Independent Practitioner) shall be within the scope of his or her privileges.

i) Emergency Medical Technicians providing emergency services on this contract shall meet the following training requirements:

1) Have completed training in accordance with the standard published by the US Department of Health and Human Services (PL 93-154) and follow Florida Statutes (401.2701) requiring a minimum of 110 hours, with at least 20 hours of supervised clinical supervision, including 10 hours in a hospital emergency department. EMTs shall also meet ongoing recertification requirements standards determined by the State of Florida.

2) Evidence of the “equivalent” training program successfully completed by the EMT shall be submitted to the Contracting Officer or COR upon completion of the certification no later than one week from the completion date.

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