36C25020Q0004-001.docx

PERFORMANCE WORK STATEMENT (PWS)

Ambulance Service for Columbus VAACC (Non-Personal Services)

5 September 2019

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide Advanced Life Support (ALS) and Basic Life Support (BLS) ambulance service for Chalmers P. Wylie Veterans Administration Ambulatory Care Center (VAACC) in Ohio. The government shall not exercise any supervision or control over the contract service providers performing the services herein.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide ambulance service for Columbus VAACC as established in this Performance Work Statement (PWS). The contractor shall adhere to Ohio Administrative Code (OAC), State Board of Emergency Medical, Fire, and Transportation Services and all applicable Federal, State and Local laws, rules, regulations and procedures as required to perform services under this contract. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS in support of the following primary operating location:

Chalmers P. Wylie VAACC 420 North James Road Columbus, Ohio 43219

1.2 PERIOD OF PEFORMANCE. The periods of performance for base period and all option periods for this contract are summarized as follows:

· Base Year: 1 December 2019 to 30 November 2020

· Option Year One (1): 1 December 2020 to 30 November 2021

· Option Year Two (2): 1 December 2021 to 30 November 2022

· Option Year Three (3): 1 December 2022 to 30 November 2023

· Option Year Four (4): 1 December 2023 to 30 November 2024

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, COR or individual(s) designated by the COR and/or CO in writing. The contractor’s quality control program shall include the following:

1.3.1.1 An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections.

1.3.1.2 The methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable.

1.3.1.3 The on-site records of all inspections conducted by the contractor and corrective action taken.

1.3.1.4 The on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract.

1.3.1.5 The on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns to include a detailed procedure for alternative transportation of patients in the event of mechanical breakdown of any vehicle.

1.3.1.6 The on-site records identifying the character, security and background checks, current driving records, physical capabilities, certifications and ongoing training of each employee performing services under this contract. This will include training in the safe and proper transport of beneficiaries and the necessary healthcare training, i.e., Health Insurance Portability and Accountability Act (HIPPA), Privacy Training for each employee performing services under this contract.

1.3.1.7 The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

1.3.1.8 A log to account for all requests for service. The log shall indicate the date and time of service call, name of beneficiary requiring services, any required Medicare/Medicaid forms with Doctor’s signatures, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed.

1.3.1.9 The on-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

1.3.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s):

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

1.3.4 Hours of Operation. The contractor shall provide all ALS and BLS ambulance service on a 24-hours per day and 365 days per year basis as required in accordance with the terms and conditions of this PWS and the contract. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.3.5 Place of Performance. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified by the government. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations and transportation across state lines as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS.

1.3.6 Type of Contract and Task Orders. The government intends to award a single-award indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. The base and option periods (if any) specified in the SCHEDULE OF SERVICES - PRICE SCHEDULE shall be exercised at the discretion of the government through the issuance of a task order for the entire period of performance. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to provide this service described in this PWS in support of this VA medical facility in the state of Ohio.

1.3.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.3.7.2 Key Control: Not Applicable.

1.3.7.3 Lock Combinations: Not Applicable.

1.3.7.4 Contractor Personnel Security Requirements | Background Investigations: The position sensitivity for this service has been designated as LOW RISK. The level of background investigation commensurate with the required level of access for this contract is National Agency Check with Written Inquiries. All contractor employees who require access to the Department of Veterans Affair's computer systems or who come into contact with veteran/beneficiaries shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA with contractor responsibilities summarized as follows:

· The contractor shall pre-screen all personnel requiring VA access to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language.

· The contractor shall submit or have their employees submit the following required forms requested by Department of Veterans Affairs, Office of Security and Law Enforcement, Security and Investigations Center, 2200 Fort Roots Drive Bldg. 104, North Little Rock, AR 72114 within 30 days of receipt.

· The contractor shall submit all fingerprints as required at the primary medical facility supported under this contract.

· All documents completed and submitted at the following website: http://www.va.gov/SECURITYINVESTIGATIONSCENTER/

· The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract for cause.

1.3.8 Special Qualifications. The contractor shall provide qualified personnel as required by contract specifications to accomplish all services under this contract. The cognizant VA medical facility reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services they are required to perform, and who violates Federal, State or local regulations, or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedule contained herein. The contractor shall ensure that all Emergency Medical Technician (EMT) and Paramedic personnel providing services under this contract have the following qualifications, in additions to those required by Federal, State, and Local Government to include the following:

· Shall have completed all training required in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 150 hours or equivalent including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154, Federal Register 39:24304. (1974).

· Shall submit evidence of equivalent training program, which has been successfully completed, to the Contracting Officer.

· Shall be certified, licensed or otherwise officially recognized by the local, state of regional government or public entity where the emergency ambulance service is operated or by which it is governed.

· Shall attend all refresher continuing education, or advanced training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.

· Shall maintain and enforce an approved protocol in accordance with the requirements of the state of Ohio that meets the needs of the VA medical center with website reference material provided as follows:

· http://www.publicsafety.ohio.gov/links/ems_Guidelines-Emergency-Medical-Responders.pdf

· http://www.publicsafety.ohio.gov/links/ems_Guidelines-Procedures-Manual.pdf

· http://www.ems.ohio.gov/

· http://codes.ohio.gov/oac/4766-2

1.3.9 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.10 Contracting Officer’s Representative (COR). The (COR) if designated will be identified by separate letter issued by the cognizant government Contracting Officer. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available 7 days a week, 24 hours per day, 365 days per year.

1.3.11.1 Personnel Roster. Within one (1) day of contract award, the contractor shall provide a list of all personnel that will perform services under this contract to the Contracting Officer (CO) that the CO shall forwarded to the requiring activity for review/action as appropriate. Thereafter, any changes to the personnel roster of the contractor shall be submitted to the CO within 24 hours of any change in staff. All personnel roster submissions shall include the following information:

· Full Name

· Position and Title

· Assigned Responsibilities

· Qualifications and Professional Certifications

· Other information as requested by the COR and/or Contracting Officer

1.3.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

· BASE RATE. The 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 will be paid for all authorized one-way trips requested under this contract with employees receiving at a minimum the Department of Labor Service Contract Act (SCA) wage rates for the county in which the primary VA medical facility supported under this contract resides, as specified by the contracting officer for this requirement, during all phases of the trip made on behalf of the Government. Service Contract Act (SCA) wage rate determinations will be updated each option year, when/if new revisions are issued. The base rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” as shown below.

· BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

· COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for VAMC nursing homes.

· CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

· CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

· CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

· CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

· CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR). A government official or officials that work under the authority of the government Contracting Officer responsible for placing patient transport requests for authorized work within the scope and in accordance with the terms and conditions of this contract as specified in the COTR designation letter.

· DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

· DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

· 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. The contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the contractor.

· EMERGENCY MEDICAL, FIRE, AND TRANSPORTATION SERVICES (EMFTS) BOARD: Responsible for the licensing of Ohio’s medical transportation services (air medical, ambulance, MoICU and ambulettes), and in accordance with Chapter 119 of the Ohio Revised Code, has adopted rules regulating medical transportation services and vehicles.

· EMERGENCY MEDICAL TECHNICIAN (EMT). A person who is specially trained and certified to administer basic emergency services to victims of trauma or acute illness before and during transportation to a hospital or other healthcare facility in accordance with Federal, State, and local requirements to include the Ohio Administrative Code (OAC).

· KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

· MEDICAL ADMINISTRATIVE ASSISTANT (MAA). The Medical Administrative Assistant (MAA) is a management position located in the Patient Business Services and Transfer Center and is the central point-of-contact after normal duty hours (1600-0800) responsible for all medical, legal, and administrative functions of the health care facility. The MAA maintains the operations of all administrative activities during these hours, investigating all problems and incidents which may occur during the tour of duty, and assume full administrative responsibility in the event of an emergency or disaster until relieved by the appropriate personnel. The MAA is to represent the Medical Center Director and the Chief of Patient Business Services (PBS) on all administrative matters occurring when assigned to other than a normal tour of duty. The MAA provides administrative support during at least 66% of all the overall operation tours at this Medical Center. Coordination of all contacts received by the health care facility after normal business hours, serving in the capacity of MAA and as a medical-legal resource person for all contact from the Medical Center Director’s prerogative in matters occurring during the tour of duty, represents management in administrative matters (non-policy making); represents management in matters pertaining to the lawful retention of Veterans in the VAMC; maintains continuity of functions and provides full medical administrative support during other than normal tours of duty to clinical and administrative medical center staff; is responsible for achieving management objectives and supporting the decisions of management in carrying out their duties; and provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients to achieve optimum use of available resources.

· MILEAGE RATE. Mileage rate for ambulance service is the rate paid for each mile traveled beyond the specified mileage threshold for each applicable medical facility. This rate applies to one-way transportation only. In no event shall the contractor receive this rate for miles traveled within the specified Mileage Threshold.

· NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

· OHIO MEDICAL TRANSPORTATION BOARD (OMTB): The former state board prior to EMFTS responsible for the licensing of Ohio’s medical transportation services (air medical, ambulance, MoICU and ambulettes), and in accordance with Chapter 119 of the Ohio Revised Code, has adopted rules regulating medical transportation services and vehicles.

· PARAMEDIC. A specially trained medical technician licensed to provide a wide range of emergency services (as defibrillation and the intravenous administration of drugs) before or during transportation to a hospital in accordance with Federal, State, and local requirements to include the Ohio Administrative Code (OAC).

· PATIENT BUSINESS SERVICES. An administrative department which processes patients’ medical records, appointments, etc.

· PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

· QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

· QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

· QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

· QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

· QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

· QUALITY CONTROL PLAN (QCP). The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

· RUN SHEET. The clinical document which shows what occurred during the patient transport which is required by the government for the patient’s chart as specified herein.

· SAME DAY TRIP(S). A trip or trips requested the same day as specified herein for patient transport on an as need basis with little notice. The price for a same day trip shall be that same as a price for a prescheduled trip as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE.

· SCHEDULED TRIPS(S). The term “Scheduled Trip” as used on this contract refers to those trips in which the contractor has been given advanced notice (advanced notice is defined as a notice given by 3:30p.m. the prior business day) of required services and a specific pick-up time.

· SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

· THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

· UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

· UNSCHEDULED TRIP(S). The term “Unscheduled Trip” as used in this contract refers to those trips required on an as needed basis and advanced notice is not given.

· VEHICLE(S). The term “vehicle(s)” as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

· VETERANS TRANSPORTATION DEPARTMENT (VTD). This department is under Patient Business Service (PBS) and coordinates Veteran transportation and eligibility issues. This section works under the authority of the Contracting Officer and is responsible for placing orders for service and certification of invoices under the terms and conditions of this contract.

· VETERANS TRANSPORTATION MANAGER (VTM). The manager/supervisor of the VA section under PBS that is responsible for coordinating Veteran transportation and eligibility issues.

· WAITING. Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel, for the contractor to wait at designated pick-up and/or delivery points in performing contract services.

· WAITING GRACE PERIOD. The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for all ambulance services shall include a fifteen (15) minute waiting grace period at origin and destination.

2.2. ACRONYMS:

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1.Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow medical equipment from the Medical facilities. The contractor shall provide all drugs and medications required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. The contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the SCHEDULE OF SERVICES – PRICE SCHEDULE shall be inclusive of consumables used in transport.

5. REQUIREMENTS:

5.1 RESPONSE TIMES. The contractor shall be on time for all scheduled and unscheduled patient transports. The contractor shall transport and deliver beneficiary to the specific pick up/drop off transit point designated by the authorized government representative(s) to include but not limited to any VA Medical Center location (i.e. clinic or ward area), VAMC Nursing Homes, Community Living Centers (CLC), Community Based Outpatient Clinics (CBOCs), private residences or other requested non-VA locations both within and outside the state of Ohio. Under no circumstances shall the contractor drop beneficiaries off in the hall or entrance of any facility. Adherence to schedules is of utmost importance. If the Veteran patient is not at the location, unable to be transported, or refuses to be transported, the contractor shall be reimbursed for a one-way trip only after VA has authorized contractor to leave without the beneficiary:

5.1.1. All contractor driver employees shall report to the assigned appointment locations specified by the authorized government representative(s) designated in writing by the COR or authorized government representative designated in writing by the contracting officer and sign the log for that trip.

5.1.2 Performance Requirements Standards. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements Summary (PRS) section of this PWS.

5.1.3 Excusable Delays. In the event that scheduled time period for patient pick-up be physically impossible due to location of veteran beneficiary, the contractor shall contact the COR and/or the authorized government representative(s) designated in writing by the Contracting Officer to inform the authorized government representative of the anticipated time required for pick-up and delivery of said patient.

5.1.4 The contractor shall respond to each request for patient transport (or travel consult) in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board patients, to include the use of sirens and other measures to ensure timely arrival at the designated location.

5.1.5 Required Response Time | Routine Patient Transportation Requests (or Travel Consults). A routine patient transportation request (or travel consult) may be either prescheduled or same-day pick up. A routine request may either be for Basic Life Support (BLS) or Advanced Life Support (ALS). For any routine transportation requests (or travel consult) that are pre-scheduled, the contractor shall arrive at the pickup location not later than the time specified on the request. When a routine transportation request (or travel consult) is placed on the same day, the contractor shall arrive at the requested patient transport location not later than one (1) hour after receipt of patient transportation request (or travel consult) from an authorized government representative. The government will annotate either BLS or ALS and mark as ROUTINE all patient transportation requests (or travel consults) that are routine (see Performance Requirements Standards).

5.1.6 Required Response Time | STAT Patient Transportation Requests (or Travel Consults). A patient transportation request (or travel consult) identified as STAT is considered to be a higher priority than a routine request. The medical abbreviation “STAT” is a common term utilized to denote a situation that is urgent or rush and is derived from the Latin word “statum” meaning immediately. STAT requests shall only be authorized to provide Advanced Life Support (ALS). All STAT requests (or travel consults) are considered urgent but non-emergency in nature. This contract should not be utilized to execute emergency transportation requests (or travel consults) unless there are unusual and compelling circumstances which have been fully justified by the government. The contractor shall perform STAT runs under this contract only upon receipt of a STAT patient transportation request (or travel consult) issued in writing by an authorized government representative that is designated by the Contracting Officer. The contractor is required to arrive at the requested patient transport location not later than 20 minutes after receipt of the STAT patient transportation request (or travel consult) from an authorized government representative. The government will annotate ALS and mark as STAT all patient transportation requests (or travel consults) that are STAT which must be medically justified as urgent in nature by the government (see Performance Requirements Standards).

5.2 PATIENT TRANSPORT REQUESTS. A patient transportation request (or travel consult) is a government issued request for the contractor to transport a patient in accordance with the terms and conditions established in this contract. All patient transports under this contract shall be executed by issuance of a patient transport request issued in writing with Virtru Pro encrypted email by the authorized government representative(s) designated in writing by the COR and/or CO. Any patient transport request issued verbally by any authorized government representative should be immediately be followed by a written request utilizing Virtru Pro encrypted email. Specific requirements are summarized as follows:

5.2.1 Virtru Pro Encrypted Email | Patient Transport Correspondence. The contractor shall utilize Virtru Pro encrypted email capability for all for all patient transport related correspondence (i.e. travel requests, travel consults, etc.). Virtru Pro is an encrypted e-mail technology that provides VA a secure method of exchanging information with community providers. It enables recipients to do so in their existing email account without installing software, using portals, or creating accounts summarized as follows:

5.2.1.1 Virtru Pro provides VA a secure method of exchanging information with community providers using encrypted email. Virtru Pro reduces the time it takes to share Veterans’ protected health information (PHI) by allowing VA staff to send this information securely over email instead of via fax or by mail.

5.2.1.2 Virtru Pro allows only the intended recipient of the email to decrypt and respond to secure messages. It enables recipients to do so in their existing email account without installing software, using portals, or creating accounts.

5.2.1.3 Virtru Pro improves care coordination by ensuring VA and community providers can share patient documentation in a timely manner. This allows Veterans to receive the care and follow-ups they need more quickly and appropriately.

5.2.1.4 Virtru Pro improves Health Insurance Portability and Accountability Act (HIPAA) compliance by reducing paper medical records and providing integrity controls and encryption to meet HIPAA transmission security requirements.

5.2.1.5 It is not necessary for community providers or contractors to install Virtru Pro to be able to receive and reply to secure messages from VA. For community providers and contractors, Virtru Pro is accessed directly through email in the same way you receive other emails. Within your email account, a Virtru-secured email will appear in the same format as a regular email, but will only allow the intended recipient of the email to decrypt and respond to the message.

5.2.2 The contractor is NOT authorized to access any government Information Technology (IT) systems, networks, or equipment during the performance of this contract.

5.2.3 The contractor shall be responsible for furnishing and maintaining their own IT equipment (i.e. printers, laptops, etc.) as necessary to comply with the terms and conditions of this contract. The contractor shall have at all-times during contract performance on the contractor’s premises the ability to receive, read, and transmit emails to and from the VA and a have functioning fax machine to communicate with the VA. If PII or PHI data is to be transmitted via email, the contractor shall must ensure that all email messages are transmitted in an approved encrypted email format.

5.2.4 The COR will designate an area within the VAMC/VAACC (upon contract award) that the contractor may utilize to set-up a stand-alone contractor printer that is off-line from all government IT systems. The purpose of this designated area is to provide a location within the VAMC/VAACC where the contractor may be allowed to printout contractor generated patient care reports as necessary to comply with the terms and conditions of this contract. Any and all IT equipment that the contractor may utilize during the performance of this contract is NOT authorized to access any government IT systems, networks, or equipment during the performance of this contract.

5.2.5 The contractor shall only receive requests for patient transports (or travel consults) from the COR and/or authorized government representative(s) designated in writing by the Contracting Officer.

5.2.6 The contractor shall under no circumstances correspond or directly interact with any patient (or beneficiary) or solicit from any patient (or beneficiary) of the VA.

5.2.7 The contractor shall provide ambulance transportation services for patients (or beneficiaries) of the Department of Veterans Affairs as established herein. The contractor shall provide all services necessary to execute the full range of paramedic and ambulance services as provided in the local community. Performance shall be continuously compliant with the requirements contained within this PWS to include but not limited to the standards established by the Ohio Emergency Medical Services, Ohio Administrative Code, and all applicable Federal, State and local rules, regulations, and procedures and industry standards as appropriate.

5.2.8 The contractor shall furnish vehicles sufficient to provide full and complete coverage for pick-up and delivery of all veteran patients requiring transport in accordance with the terms and conditions of this contract. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient as requested by the COR in accordance with the procedures specified within this PWS.

5.2.9 The contractor shall be required to provide patient pick-up and deliveries from community hospitals and VA facilities within and outside the service area which may include the personal residence of the patient as requested by the COR in accordance with the procedures specified within this PWS. The trip rate provided in any category shall be all-inclusive regardless of time of day as agreed to in the SCHEDULE OF SERVICE – PRICE SCHEDULE established in the awarded contract.

5.2.10 Requirements for Patient Transportation Requests (or Travel Consults). A patient transportation request (or travel consult) is a government issued request for the contractor to transport a patient in accordance with the terms and conditions of this contract. All requests for transportation of patients under this contract shall be executed via the issuance of an authorized patient transportation request (or travel consult). The contractor shall perform services under this contract only upon receipt of a patient transportation request (or travel consult) issued in writing (normally via facsimile) by a government representative authorized by the Contracting Officer. Any patient transportation request (or travel consult) issued verbally by any authorized government representative should immediately be followed by a written copy of the verbally issued request (or travel consult). Patient transportation requests (or travel consults) shall only be issued by the primary COR, alternate COR and/or other authorized government representatives designated by the Contracting Officer. The contractor shall only be authorized to accept patient transportation requests (or travel consults) that are issued by those individual(s) authorized in writing by the government Contracting Officer. If the time requested for pick-up is determined to be physically impossible due to location of veteran beneficiary, the contractor shall contact the appropriate individual at the VA from a list of extensions (which shall be provided to the contractor by the PBS department and the CBOC locations) and inform the designated government representative of the anticipated time required for pick-up and/or drop-off of the patient. The designated government representative shall contact the designated contractor point of contact(s) and provide the following information when issuing all requests for patient transportation (or travel consult):

· Mode of transportation required (ALS or BLS) and;

· Criticality of transportation required (Routine or STAT) and;

· Requested time of arrival and;

· Name of beneficiary and;

· Pick-up and drop-off point and;

· Medical condition/status of patient and;

· Type and number of additional medical care specialists required and;

· Type of equipment required and;

· Patient's date of birth and;

· Any other special instructions

5.2.11 Patient Log Sheet(s). Upon delivery or pick-up of all patients, the contractor shall log in the patient on a log sheet at the location designated at each individual facility. The following information shall be provided on the log sheet for each patient:

· Patient name and;

· Patient's date of birth and;

· Time of delivery or pick-up and;

· Point of origin or destination and;

· Name(s) of contractor personnel picking and/or delivering patient.

5.2.12 Run Sheet(s). At the time of delivery of the patient to their destination, the contractor shall provide a “Run Sheet” as part of the patient's permanent record. This Run Sheet shall include a record of the patient’s vital signs, medications used, oxygen use, and any changes in the patient’s condition. The Run Sheet shall provide the following information either in this format or in the contractors established format:

· http://www.publicsafety.ohio.gov/links/ems_generic_run_report_form.pdf

5.2.13 Wait Time | Patient Transport Requests. Wait time is defined as the amount of time spent waiting after a scheduled transport time. In no instance shall a beneficiary wait longer than thirty (30) minutes after scheduled transport time or receipt of a patient transport request for an unscheduled transport. When a beneficiary is required by the government to wait longer than 30 minutes, the contractor shall receive authorization to invoice in wait time increments of 15-minute only with written authorization of the government representative(s) specified by the contracting officer in accordance with the following terms and conditions:

5.2.13.1 For time lost in waiting after the first 30 minutes at either end, or both ends of the trip due to causes beyond control, the contractor shall be reimbursed at the rate specified in the SCHEDULE OF SERVICES – PRICE SCHEDULE. If the transport is other than at the designated area, the contractor shall call the COR or authorized government representative(s) designated in writing by the COR and/or CO as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This phone call is only for the purpose of verifying his arrival time at the transport point and is not necessary if the contractor anticipates no delay for which he shall claim reimbursement.

5.2.13.2 In order to keep waiting time at an absolute minimum, the contractor shall immediately notify the authorized government representative(s) designated in writing by the COR and/or CO when all vehicles are in service. All wait time charges shall be supported by notification to the authorized government representative(s) designated in writing by the COR and/or CO that the driver (vehicle) is in a waiting status. At this point, information concerning the reason for the wait time shall be provided.

5.2.13.3 For unscheduled trips, wait time charges shall commence 15 minutes from the time the contractor actually arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence fifteen minutes from the scheduled pick-up time or from the time the contractor actually arrives at the designated pick-up point, whichever is later.

5.2.13.4 If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 15-minute grace period is anticipated, the contractor shall notify the COR or authorized government representative(s) designated in writing by the COR and/or CO during business hours and after hours. This phone call is only for the purpose of verifying the contractor’s time of arrival at pick-up and or delivery points and is not necessary if the contractor does not anticipate a delay for which waiting charges will be claimed.