36C24820R0020-001.docx

36C24820R0020

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

Shirley Courtney, shirley.courtney@va.go 352-381-5705

36C248 Department of Veterans Affairs Network Contracting Activity 8 Commerce Building 300 E. University Ave. Ste. 180 Gainesville FL 32601-3460 x x x x x

621910 $16.5 Million

N/A

X

Department of Veterans Affairs

NF/SG VHS

619 S Marion Ave.

Lake City, FL 32025 00573 Department of Veterans Affairs Network Contracting Activity 8 (NCO 8) Commerce Building 300 E. University Ave. Ste. 180 Gainesville FL 32601-3460

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page Ambulance Services

SEE B.2 Price/Cost Schedule

Contract Specialist: Shirley Courtney Contracting Officer: Jorge Munoz

See CONTINUATION Page 573-3600160-774-829800

Jorge Munoz

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 36C248 Department of Veterans Affairs Network Contracting Activity 8 Commerce Building 300 E. University Ave. Ste. 180 Gainesville FL 32601-3460

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 Financial Services Center P.O. Box 149971 Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Basic Life Support (BLS) Contract Period: Base POP Begin: 01-01-2020 POP End: 12-31-2020

Advanced Life Support (ALS)

Special Care Transport (SCT)

Mileage

Wait Time for each 15 minutes increments

Basic Life Support (BLS) Contract Period: Option 1 POP Begin: 01-01-2021 POP End: 12-31-2021

Advanced Life Support (ALS)

Special Care Transport (SCT)

Mileage

Wait Time for each 15 minutes increments

Basic Life Support (BLS) Contract Period: Option 2 POP Begin: 01-01-2022 POP End: 12-31-2022

Advanced Life Support (ALS)

Special Care Transport (SCT)

Mileage

Wait Time for each 15 minutes increments

Basic Life Support (BLS) Contract Period: Option 3 POP Begin: 01-01-2023 POP End: 12-31-2023

Advanced Life Support (ALS)

Special Care Transport (SCT)

Mileage

Wait Time for each 15 minutes increments

Basic Life Support (BLS) Contract Period: Option 4 POP Begin: 01-01-2024 POP End: 12-31-2024

Advanced Life Support (ALS)

Special Care Transport (SCT)

Mileage

Wait Time for each 15 minutes increments

B. 3 STATEMENT OF WORK

I. DESCRIPTION OF WORK:

The Contractor will furnish Basic Life Support (BLS) and Advanced Life Support (ALS) Ambulance Services to beneficiaries of the Lake City VA Medical Center and Nursing Home Care Unit in accordance with all terms and conditions of this contract. The Contractor shall provide all supplies, materials, equipment, labor, supervision, management and transportation to furnish BLS/ALS/Stretcher transportation to eligible VA beneficiaries located in Lake City and the allowable surrounding areas in Florida.

II. DEFINITIONS:

· ALS Transports: Transports requiring higher level of care than a BLS transport on an ambulance equipped with Advance Life Support System and qualified staff (must be in accordance with Specification KKK-A-1822(F).

· ALS/BLS Service Area: To encompass North Florida and South Georgia.

· 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. (in accordance with Specification KKK-A-1822E dated June 1, 2002 or later version)

· BLS Transports: Transports on an ambulance equipped with Basic Life Support System and qualified staff that provides medically necessary basic life support services defined in the National EMS Education and Practice Blueprint.

· Contracting Officer 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 walkers, wheelchairs, etc.

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

· Travel Unit Personnel: VA Travel Unit Employees authorized to coordinate authorized transportation at VA expense; Administrative Officer on Duty (AOD), Transportation Assistant, and COR.

III. DELIVERY:

Services shall be provided twenty-four (24) hours a day, seven (7) days a week, three hundred and sixty-five (365) days a year, including government holidays. Service will include transportation to points within a two hundred (200) mile radius of the VAMC, for beneficiaries located within our catchment areas in the state of Florida. Ambulance transportation services shall be furnished on an “as needed” basis.

The contractor shall provide all manpower, equipment, materials, supplies, vehicles, fuel, and supervision necessary to perform all tasks.

IV. QUALIFICATIONS:

The contractor must 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). The contractor must maintain licensure/certification/Certificate of Public Convenience Necessity (COPCN) with the State of Florida, and Columbia 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 contract or discontinuance of further ordering from the contractor.

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

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 applicable VHA regulations pertaining to fire safety and blood born pathogens, which will be provided by the COR.

V. JOINT COMMISSION STANDARDS:

A. The contractor shall perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization; 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 Veterans Health Administration (VHA) regulations and the policies, procedures, and regulations of the Medical Staff by laws of the North Florida/South Georgia Veterans Health System.

B. The contractor, upon request, shall provide quality data and information related to services provided and participate in Lake City VAMC Performance Improvement Programs when requested to do so. Upon request the contractor shall also provide documentation of the competency of staff that will be providing the contracted services.

C. 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 Technical Representative (COR) for each contractor employee working on this contract.

VI. HEALTH INFORMATION PORTABILITY AND ACCOUNTABILITY ACT (HIPPAA)

A. 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 applicable VHA regulations.

B. 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 agreement.

C. VA SENSITIVE INFORMATION/DATA:

All Department Information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions. SOURCE: 38 U.S.C. § 5727

VHA Handbook 6500 APPENDIX A. TERMS AND DEFINITIONS

1. Application: A software program hosted by an information system. SOURCE: NIST SP 800-137

2. Application Wrapping: Applying additional security features, such as encryption, to a mobile application or group of applications to add layers of protection to mobile application(s) requiring additional security. SOURCE: VA Adapted

3. Assessment and Authorization (A&A): The official management decision given by a senior agency official to authorize operation of an information system and to explicitly accept the risk to agency operations (including mission, functions, image, or reputation), agency assets, or individuals, based on the implementation of an agreed-upon set of security controls. SOURCE: NIST SP 800-37; VA Adapted

4. Authentication: Verifying the identity of a user, process, or device, often as a prerequisite to allowing access to resources in an information system. SOURCE: NIST SP 800-53; NIST SP 800-53A; NIST SP 800-27A; FIPS 200

5. Authorizing Official (AO): Senior (Federal) official or executive with the authority to formally assume responsibility for operating an information system at an acceptable level of risk to organizational operations (including mission, functions, image, or reputation), organizational assets, individuals, other organizations, and the Nation. SOURCE: NIST SP 800-53; NIST SP 800-53A; NIST SP 800-37. In VA, this is the VA CIO.

6. Availability: Ensuring timely and reliable access to and use of information. SOURCE: 38 U.S.C. § 5727

7. Business Associate: An entity, including any individual, company, or organization that, performs or assists in the performance of a function or activity on behalf of VHA that involves the creation, receipt, maintenance, or transmission of protected health information (PHI), or that provides to or for VHA certain services as specified by the HIPAA Privacy Rule that involves the disclosure of PHI by VHA. SOURCE: 45 C.F.R. § 160.103; VHA Handbook 1605.05

8. Common Security Control: Security control that is inherited by one or more organizational information systems. SOURCE: NIST SP 800-53; These controls affect all VA facilities and systems with operations at the local site(s).

9. Compensating Security Controls: The management, operational, and technical controls (i.e., safeguards or countermeasures) employed by an organization in lieu of the recommended controls in the baselines described in NIST SP 800-53 and the Committee on National Security Systems Instruction (CNSSI) 1253, that provide equivalent or comparable protection for an information system. SOURCE: NIST SP 800-53

VII. CONTRACTOR PERSONNEL:

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

1. Ensure and certify 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 carrying out contracted services.

2. The contractor shall ensure minimum staffing requirements 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).

B. Contractor must maintain records of each employee as to character and physical capabilities of performing the services of a driver and/or attendant.

1. 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.

2. 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 upon request, and shall contain the following information:

· Name

· Paramedic or EMT license number

· Driver's license number

· Date of initial training

· Date of refresher training

VIII. USE OF SUB CONTRACTORS

The contractor is free to subcontract service in order to satisfy the VA’s requirements.

A. All companies utilized as subcontractors are subject to approval of the VA and must meet all requirements of this contract.

B. The contractor shall disclose use of any subcontractors and ensure all certification and training requirements are in compliance with federal, state, and county regulations governing ambulance services.

C. The contractor shall be responsible for all subcontracting services provided under this contract.

D. 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.

IX. TRAINING:

A. Emergency Medical Technicians providing emergency services on this contract must 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 must also meet ongoing recertification requirement standards determined by the State of Florida.

2. Evidence of the "equivalent" training program successfully completed by the EMT must be submitted to the contracting officer, immediately upon request.

3. 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.

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

1. 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.

2. Must possess EMT – P Card.

3. Evidence of the "equivalent" training program successfully completed by the Paramedic with a copy State of Florida Certification Certificate must be submitted to the contracting officer or COR.

C. Drivers: Drivers providing service under this contract shall have a valid ambulance personnel license with a driver designation as required by Federal, State, and local law.

1. Contractor shall ensure each ALS and BLS driver who operates a permitted vehicle meets qualifications listed in Section 401.281, F.S. and shall be responsible for assuring that its drivers are knowledgeable and competent in emergency vehicle operations and thoroughly familiar with the vehicles assigned.

2. Ambulance drivers must complete at least a 16-hour course of instruction on driving an authorized emergency vehicle, as defined by Section 316.003 (1), F.S., which must include at a minimum, classroom and behind-the-wheel training.

3. Attendant/driver must have successfully completed standard and advanced first aid courses including use of cardiopulmonary resuscitation techniques (CPR) of the American Red Cross, U.S. Bureau of Mines, or equivalent; be able to safely use all associated equipment, such as wheelchair 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.

D. All contractor employees must be enrolled periodically in “refresher” continuing education or advanced training programs as approved and required by the State of Florida, Department of Health Bureau of Emergency Medical Services. Such refresher 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.

X. VEHICLES:

A. The ambulances used under the terms of this contract shall be licensed and meet the minimum requirements governing emergency vehicles that is mandated by Florida Department of Health, Bureau of Emergency Medical Services. Licensure must be maintained in current status throughout the term of the contract and a copy of updates provided accordingly.

B. The contractor must have an adequate number of vehicles to meet the requirements of this contract, along with the evidence of satisfactory vehicle inspection prior to use under this contract.

C. Every ambulance operated must have at least two personnel, At least one person shall be licensed in cardiopulmonary resuscitation or first aid and the person in the emergency compartment shall be certified as an emergency medical technician-basic.

1. BLS vehicles are required to have at a minimum an emergency technician (EMT) attending the patient and a driver meeting minimum ambulance driver requirements in 401-281, Florida Statutes.

2. ALS vehicles are required to have at a minimum a paramedic attending the patient and an EMT, meeting requirements as a driver.

D. Vehicles and equipment used in the performance of this contract must be clean, orderly, and in excellent operating condition at all times, and records of maintenance/preventive maintenance must be made available for inspection upon request.

E. All vehicles shall be smoke free and have “No Smoking” signage posted.

F. The contractor shall notify the contracting officer of any vehicle and equipment added/changed/deleted after award of contract.

G. The Department of Veteran Affairs reserves the right to thoroughly inspect contractor vehicles prior to award and at any time during performance of any awarded contract. Mechanical defects noted at the time of inspection must be corrected and the ambulance (s) re-inspected prior to use under the contract.

XI. AMBULANCE MEDICAL EQUIPMENT/MEDICATION:

A. Every ambulance in service under this contract shall be equipped as required by the State of Florida and carry at least the minimal equipment and medication necessary for the type of service to be provided, as determined by standards adopted by the State of Florida. Ambulances and medical equipment may be subject to periodic inspection by the COR.

B. Each emergency care vehicle shall have patient compartment facilities, oxygen and suction systems and equipment, environmental climatic equipment communications and additional systems equipment accessories and supplies as required by the applicable codes, rules and regulations established by Federal, State and Local regulating authorities. When a patient is transported with VA owned equipment, the equipment shall be returned to the VAMC within 24 hours in the same condition as it was released.

XII. INSURANCE COVERAGE: Throughout the effective period of this contract, the contractor shall possess insurance coverage in the minimum amounts to satisfy contract clause 852.237-71, Indemnification and Insurance, or Florida state requirements, or Palm Beach county requirements, whichever are higher. Any lapse in required coverage could result in discontinuance of further ordering. Prior to the start of contract performance, the contractor must submit to the contracting officer their certificate of insurance coverage evidencing required levels.

XIII. ORDERING SERVICE

A. VA Transportation Assistant or the Administrative Officer on Duty (AOD) will make requests for services. ALS or BLS mode of transport shall be discussed and determined by the contractor and the VA clinical personnel. The contractor will transport per its policies and standard industry practices. If mode of transport differs from what was agreed upon, the contractor must submit documentation explaining the reasons for alternate course of action.

B. Authorized personnel will place scheduled and unscheduled transportation requests via telephone to the contractor’s dispatch office. The request for services shall specify the originating point, final destination, and any special needs required. Only such travel specified is authorized. The contractor is responsible for providing all routing directions to drivers prior to arrival at the pickup location.

C. When transporting patient(s) leaving the healthcare facility, the contractor may be required, if necessary, to transport a maximum of three (3) items, to include boxes, luggage, 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.

D. When transporting patients to a VA 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.

E. 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.

XIV. RESPONSE TIME

A. Response time will be calculated from the receipt of the telephonic request for service. At the time of the request, the contractor shall acknowledge their ability to provide the service within the requested response time. If the contractor cannot provide the service for any reason, they are responsible for subcontracting services to another local transport company.

B. Response times will be based upon whether the transportation requested is Standard, STAT or non-medical transport. Unless otherwise agreed upon, a Standard response time is within 30 minutes. A non-medical transport response time is within 15 minutes of scheduled pick-up time. If not scheduled, follow standard transport timeframe.

C. If the contractor fails to furnish service within the required response times, the VA reserves the right to obtain this service from another source and may charge the contractor with any excess cost which may result and could be deducted from their monthly invoice. The VA will be the sole judge in determining when to order service from another source. Repeated failure to meet required response time may result in termination of the contract, or discontinuance of further orders.

XV. ORIGIN AND DESTINATION: Patients may be transported to or from any designated location within the defined service area, encompassing the state of Florida. All transports will 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 will specify the points of origin and the destination of every trip. Refer to section III. Delivery.

XVI. WAITING TIME: Patient waiting time shall not exceed 15 minutes. There shall be no payment or reimbursement for “waiting time” and the contractor shall not invoice for such.

XVII. PATIENT CONDITION UPON ARRIVAL:

Upon arrival at the patient pick-up point, if the contractor determines the condition of the patient scheduled for pick-up is different than what was stated on the travel request, the contractor shall notify the Transportation Assistant or Administrative Officer on Duty (AOD) for further instruction.

XVIII. TRIP DOCUMENTATION:

A. 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).

B. 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.

XIX. CANCELLATION:

A. 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.

B. The contractor shall not charge the VA a cancellation fee when cancellations are made prior to the ALS/BLS vehicle embarking upon the dispatch.

XX. NON-PICK UP OF PATIENT:

A. 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 collect for the trip at the rates applicable under the pricing portion of this contract.

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

XXI. ESCORT: Subject to limitations of current regulations, 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. Contractor shall pick up and escort the patient to his/her appropriate ward, nursing home, clinic or to the travel office when requested. The VA will also be the final 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.

XXII. INVOICE PROCEDURES:

A. The contractor shall use an itemized billing format, with the resources furnished when submitting ambulance service invoices.

B. Invoices shall be submitted to the Austin Finance Center by mail no later than ten (10) calendar days following the end of the month of services and are to include all contract services furnished for the preceding month. Invoices shall specify the patient name, date of service, pick-up and delivery point, VA trip authorization number, and an itemized list of charges allowed under the contract.

C. The VA will review and reconcile invoices with trip tickets and travel logs. Unauthorized charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized VA personnel, and that are not allowable under the contract. A final determination will be made, within 30-days, after notifying the contractor of charges being suspended. However, if an item or service is required on a trip that is not specifically listed in the pricing section of this contract, the contractor shall not withhold use of that item or service on that particular trip, and the pricing for that item/service will be negotiated afterwards.

XXIII. INSPECTIONS: During the effective period of the contract, the VA reserves the right to thoroughly inspect and investigate the establishment, facilities, business reputation, and other licensure and qualifications of the contractor.

XXIV. INCIDENT/ACCIDENT REPORT:

A. Any adverse events involving the welfare of a VA beneficiary while in the care of the contractor during transport shall be recorded and reported to the COR during normal business hours or to the AOD after normal business hours (4:30pm-8:00am) within 24 hours of the event.

B. The contractor shall make initial contact immediately after the event via telephone, fax, or email notifying the VA of any incident, accidents, or medication or transfusion errors involving injury to VA patients during transport. The VA will provide POC’s and phone numbers after contract award and prior to service start.

C. The contractor must prepare and submit a detailed incident report with all information necessary to conduct a full review (date, time, patient, place of pick, place of incident, names of parties involved, a detailed summary of events etc.) with recommended/implemented corrective action within 24 hours of such incident to the contracting officer with a copy to the Chief, Medical Administration Service, North Florida/South Georgia Health System.

XXV. PATIENT RIGHTS:

A. The contractor shall be courteous to VA beneficiaries under their care. Any substantiated mistreatment of patients in the performance of this contract may be cause for termination of the contract, or discontinuance of further placement of orders. The VA reserves the right to request driver removal from transporting VA patients if mistreatment is substantiated. Drivers must be courteous and considerate of all patients they are transporting.

B. The contractor shall notify the COR, in writing within 24 hours of any complaints made by the patients regarding service issues, providing recommendations for improved services.

XXVI. SAFETY REQUIREMENTS:

In order to protect the lives and health of patients, the contractor shall take such safety precautions as the contracting officer or COR may determine to be reasonably necessary. The contracting officer or COR will notify the contractor of any safety non-compliance and the action to be taken. The contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the contractor fails or refuses to comply promptly, the contracting officer may issue an order stopping all or any part of the work and discontinuance of further order placement.

XXVII. INFECTION CONTROL:

A. Contractor employees shall receive ongoing training on universal precautions and infection control as appropriate to their duties. Contractor drivers and attendants shall use universal precautionary measures at all times for the prevention and control of the spread of infectious agents to all persons.

B. The contractor shall delay using drivers and/or attendants who have the cold, flu, chickenpox, measles, or have been around someone who is sick on trips until well or no longer symptomatic.

XXVIII. DISPOSAL OF HAZARDOUS WASTE:

Contractor employees shall be trained on how to handle bio-hazardous waste during transport and how to properly dispose of bio-hazardous waste in designated containers, including how to dispose in designated containers when onsite at VA Medical Center. The contractor shall not dispose of any bio-hazardous materials at any location on the premises except as specified by the contracting officer.

XXIX. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP):

The contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified, during the life of the contract. The contractor’s QCP shall include the following:

1. An inspection plan covering all services required by this contract.

The inspection plan must specify the type of inspections (i.e. scheduled, unscheduled), areas for inspection, frequency of inspections and documentation of inspections, and who will conduct the inspections, with his or her title specified.

2. On-site records of all inspections conducted by the Contractor The inspection records must note findings and necessary corrective action taken, the timeframe, and follow-up responsibility/issues. The VA reserves the right to request copies of any and/or each inspection.

3. Internal procedures for updating medical service protocols The contractor must have established internal procedures for updating medical service protocols that have been revised, requires changes and/or incorporation of new protocols since licensing. The changes to processes, equipment, and/or protocol that may affect performance of contract must be communicated in writing to the Contracting Office.

4. Methods for identifying and preventing deficiencies The contractor must have quality improvement mechanisms in place that allows the business to evaluate the quality of services performed by using established methods for identifying and preventing deficiencies before the level of performance becomes unacceptable. Specific organizational monitoring functions and areas must be identified with levels of responsibility associated, noting intermediate supervisory responsibility and overall management responsibility for ensuring total acceptable performance.

5. On-site competency records of each employee The contractor must have employee records available on-site that identifies the character, physical capabilities, certifications, and ongoing training records of each employee performing services under this contract.

6. A log or trip ticket to account for all requests for service.

The contractor must use a log or trip ticket to account for all requests for services. The log shall indicate the date and time of service call, name of beneficiary requiring service, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points. The trip ticket shall also contain a patient trip evaluation section, which should be completed for ongoing monitoring of customer comments.

7. On site records for tracking of customer complaints and actions taken The contractor shall keep onsite records for tracking customer complaints or problems with the procedures or initiatives implemented for correction and/or elimination of the problem before negative effects caused interruption of performance on contract.

8. Drug Testing Policy:

The contractor shall have internal policies and procedures for addressing drug and alcohol abuse:

XXX. MISCELLANEOUS:

A. Contractor employees shall conduct themselves in a professional manner at all time while on VA premises.

B. VA Vehicles transporting VA beneficiaries must be dedicated exclusively to VA transports. The contractor shall not carry private pay patients with VA beneficiaries under this contract.

(End of Clause)

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XXXI. PERFORMANCE STANDARDS:

A. The contractor shall miss no more than three patient pickups per 100. The COR will review the circumstances of each incident to determine who is at fault. A Letter of Concern shall be issued after every four missed pickups for which they are at fault, and the contractor shall provide a plan to prevent further instances.

Ensure enough vehicles are available during normal duty hours to meet the wheelchair and stretcher transport needs.

SECTION C - CONTRACT CLAUSES

C.2 52.216-18 ORDERING (OCT 1995)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 01/01/2020 through 12/30/2024.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.

(End of Clause)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $2,500.00, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of $2,000,000.00;

(2) Any order for a combination of items in excess of $2,000,000.00; or

(3) A series of orders from the same ordering office within 365 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 30 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 12/31/2025.

(End of Clause)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

NOTE: The specified rates under this clause will be those rates in effect pursuant to the CLINs under which the contractor is currently providing services.

(End of Clause)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

NOTE: The specified rates under this clause will be those rates in effect pursuant to the CLINs under which the contractor is currently providing services.

(End of Clause) C.7 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

(a) In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business status and their proposed use of eligible service-disabled veteran-owned small businesses (SDVOSBs) and veteran-owned small businesses (VOSBs) as subcontractors.

(b) Eligible service-disabled veteran-owned small businesses offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the Service-Disabled Veteran-Owned and…