36C25022Q0601 - CLE Ambulance Transportation Services.pdf

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. UEI: EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C25022Q0601 05-11-2022

DAVINA PERRY 216-447-8300 06-01-2022

15:00 EDT

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300

Independence OH 44131

X 100

X

621910

$16.5 Million

N/A

X

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oaktree Blvd., 3rd Floor

Department of Veterans Affairs Network Contracting Office (NCO) 10

36C250

Department of Veterans Affairs Financial Services Center Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135 TX 78714-9971

See CONTINUATION Page

Contractor shall provide Ambulance Transportation Services to the Louis Stokes Cleveland VAMC - Wade Park Location, in accordance with the Performance Work Statement for the period of performance July 1, 2022 through June 30, 2024.

Complete the Price Schedule in Section B.2, pg. 5

Review the PWS in Section B.3, pg. 7

Review Provision 52.212-1, Instructions to Offerors, pg. 59

Address Provision 52.212-2, Evaluation on page 71

QUESTIONS/ CLARIFICATIONS:

All offerors are advised that any questions must be submitted via email to the Contracting Officer by 5/17/2022 at 11:59PM EST. Answers to the questions will be posted on www.sam.gov on 5/20/2022 at 5:00PM EST. Offerors are to submit final proposals on 6/1/2022 at 3:00PM EST.

See CONTINUATION Page

X X

X 1

DAVINA J PERRY

Contracting Officer

36C25022Q0601

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

B.4 IT CONTRACT SECURITY

SECTION C ‐ CONTRACT CLAUSES

C.1 52.212‐4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

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

C.3 52.216‐18 ORDERING (AUG 2020)

C.4 52.216‐19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216‐22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217‐8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217‐9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 52.224‐1 PRIVACY ACT NOTIFICATION (APR 1984)

C.9 52.224‐2 PRIVACY ACT (APR 1984)

C.10 52.237‐3, CONTINUITY OF SERVICES (JAN 1991)

C.11 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.12 VAAR 852.204‐70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (MAY

2020)

C.13 VAAR 852.212‐70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF

COMMERCIAL ITEMS (APR 2020)

C.14 VAAR 852.219‐74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE

(JUL 2018)

C.15 VAAR 852.219‐75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE

(JUL 2018)

C.16 VAAR 852.228‐71 INDEMNIFICATION AND INSURANCE (MAR 2018)

C.17 VAAR 852.242‐71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.18 VAAR 852.237‐75 KEY PERSONNEL (OCT 2019)

C.19 52.212‐5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JAN 2022)

C.20 MANDATORY WRITTEN DISCLOSURES

SECTION D ‐ CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 Wage Determination ‐ attachment

D.2 Quality Assurance Surveillance Plan

SECTION E ‐ SOLICITATION PROVISIONS

E.1 52.212‐1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.2 52.216‐27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

E.3 52.204‐24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204‐25 PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204‐26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES—REPRESENTATION

(OCT 2020)

E.6 52.209‐7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216‐1 TYPE OF CONTRACT (APR 1984)

E.8 52.233‐2 SERVICE OF PROTEST (SEP 2006)

E.9 52.252‐1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.10 52.212‐2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV

2021)

E.11 52.212‐3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS (FEB

2021) (JUL 2020) (DEVIATION)

E.12 VAAR 852.252‐70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY REFERENCE

(JAN 2008)

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 36C250 DAVINA PERRY

Department of Veterans Affairs Network Contracting Office (NCO) 10

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

[X] 52.232‐33, Payment by Electronic Funds Transfer—System For Award Management, or

3. INVOICES: Invoices shall be submitted in arrears:

[X] WEEKLY 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 Invoices to be Submitted Electronically www.ob10.com/us/en/veterans‐affairs// e‐Invoice Setup Info Phone 877‐489‐6135 TX 78714‐9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

The guaranteed minimum for this contract is $50,000. The contract maximum amount for this fixed priced IDIQ is $6 Million over the life of the contract.

The ordering officer will be the COR unless otherwise specified by the CO.

The Unit Price for BLS and ALS will be incurred twice for a round trip. Mileage per trip is estimated at a maximum of 45 miles per BLS, ALS, COS trip. All rates will be held at the current year Medicare rate plus a negotiated percentage not to exceed 10% based on the market area served.

Base Period:

Period of Performance (P.O.P.): July 1, 2022 – June 30, 2023

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

TRP

LSCVAMC Non-emergent Ambulance Transportation Services ALS Services

POP Begin: 7-01-2022 POP End: 6-30-2023

3,240

BLS Services

162,000

MI

Mileage

Cancel On-Site (COS) Services

Option Period One:

Period of Performance (P.O.P.): July 1, 2023 – June 30, 2024

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

ALS Services

POP Begin: 7-01-2023 POP End: 6-30-2024

3,305

BLS Services

165,240

MI

Mileage

Cancel On-Site (COS) Services

B.3 PERFORMANCE WORK STATEMENT

RESPONSIBILITY OF LOUIS STOKES CLEVELAND VA MEDICAL CENTER (LSCVAMC)

LSCVAMC is responsible for managing the selection of service as required, implementing the required services and overall monitoring of the performance of the Contractor. It is the policy of LSCVAMC to provide ambulance transportation services to eligible Veterans receiving health care in accordance with current beneficiary travel regulations and established procedures (Ref: VHA Handbook 1601B.05, Beneficiary Travel, Exp. 1/31/2027). LSCVAMC shall pay the cost of specialized modes of ambulance transportation services when a VHA health care clinician determines that this mode of transport is clinically required. (Ref: VHA Handbook 1601B.05, Para. 16b, Beneficiary Travel, Exp. 1/31/2027).

RESPONSIBILITY OF THE CONTRACTOR

The Contractor shall provide all required labor, material, equipment, and supervision of contractor personnel necessary to perform Basic Life Support (BLS) and or Advance Life Support (ALS), ambulance services for facilities at the LSCVAMC, located at 10701 East Blvd, Cleveland, OH 44106. All Ambulance Transportation Services shall be in accordance with the terms and conditions of this requirement. This contract will be awarded for a period of performance of one base period of 12 months with one (1) 12‐month option period as a fixed‐price Indefinite Delivery Indefinite Quantity (IDIQ) contract. Authority for this contract is FAR Part 12 Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures.

The Contractor shall transact business, hereunder or below, with the Contracting Officer (CO) and/or the Contracting Officer’s Representative (COR) and in no case shall deal directly with or solicit from beneficiaries of

LSCVAMC.

1. DEFINITIONS/ACRONYMS:

ALS – (Advanced Life Support ambulance transportation service) Advanced Life Support shall be provided by ambulance vehicles containing at a minimum an on‐board Paramedic, Cardiac monitoring, ALS drugs and procedures, Advanced airway management and Medication monitoring and administration, and provide restraint and seclusion management when needed.

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

Base Rate ‐ Base Rate is defined as the rate paid for one‐way ambulance transportation service and handling of a patient from a designated pick‐up point to a designated delivery point. This rate will be paid for all authorized one‐way trips ordered under this contract action.

Beneficiary ‐ Veterans and other members determined to be eligible for benefits by LSCVAMC.

BLS ‐ (Basic Life Support ambulance transportation service) Basic Life Support shall be provided by ambulance vehicles containing at a minimum, an on‐board Emergency Medical Technician (EMT), Basic airway management and IV keeping vein open (KVO) without additives. Contractor shall also provide restraint and seclusion management when needed.

Business Hours/Days ‐ Business Hours/Days are defined as the time of 8:00 a.m. to 4:30 p.m., Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United

States to be a national holiday. Off business hours/days are defined as the time of 4:31 p.m. to 7:59 a.m.

Monday through Friday, all day Saturday and Sunday and Federal holidays.

CBOC – (Community Based Outpatient Clinic) Satellite medical facilities of the Louis Stokes Cleveland Department of Veterans Affairs Medical Center, that offer limited health services.

CO ‐ Contracting Officer, VA official with the authority to enter, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team.

Consult ‐ The term “Consult” as used herein refers to a formal request document used by the medical center staff to request services from adjacent departments within LSCVAMC. Consults are also used to request ambulance transportation services for individual patients

Contractor ‐ The term “Contractor” as used herein refers to both the prime contractor and his employees, and any subcontractors and their employees. The contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract.

COS ‐ (Cancel on Site) Instance where a transport request is cancelled after the contractor has tried to transport a patient by physically dispatching a transport vehicle to the point of pick up.

COR ‐ (Contracting Officer’s Representative) VA official responsible for providing technical guidance to the contractor and Contracting Officer. Responsibilities include certification of invoices, providing technical guidance, overseeing technical aspects of the contract and are a member of the vehicle inspection team.

Emergency ‐ Emergency is the resuscitative or stabilizing treatment needed for any acute medical or psychiatric illness or condition that poses a threat of serious jeopardy to life, serious impairment of bodily functions, or serious dysfunction of any bodily organ or part.

EMT – Emergency Medical Technician

Emergency Trip ‐ An unscheduled situation where Ambulance transportation service is needed, requiring a response time of ten (10) minutes or less.

Federal Holidays ‐ Holidays that are observed by the Federal Government, which include, New Year’s Day, Martin Luther King Day, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically declared by the President of the United States to be a national holiday.

Full Service ‐ 24 hours per day, 365 days per year, including all holidays.

Holiday ‐ A Day set‐aside by any Federal, state, or local government as a day of special observance, which may provide for a decreased workforce during that day.

KVO ‐ Keeping vein open‐ a rate for infusing IVs.

Louis Stokes Cleveland Department of Veterans Affairs Medical Center (hereinafter called LSCVAMC)

Mileage Rate ‐ Mileage Rate is defined as the rate paid to a contracted ambulance company for mileage traveled from point of pick up to the point of drop off. For example, the total mileage from patient’s pick‐up address to LSCVAMC is 10 miles. The mileage rate is multiplied by the total miles for this one‐way trip.

Normal Working Hours (Contractor) ‐ The hours from 6:00 a.m. until 8:00 p.m., Monday through Friday, excluding Federal holidays. Normal working hours are greater than the business hours because this is the timeframe where many of the trips (pickups and drop offs) occur.

Other than Normal Working Hours ‐ Are the hours from 8:00 p.m. until 6:00 a.m., Monday through Friday, and 24 hours per day on weekends and all holidays.

PCAS ‐ Patient Care Administrative Service, an administrative department which processes patients' medical records, appointments, etc.

Peak Hours ‐ Peak hours represent the estimated quantity of trips per day that the Contractor should expect to have available vehicles to provide necessary transport of patients. These numbers are representations, and they are not exact figures; however, the Contractor shall be required to perform all required patient transports.

Quality Assurance ‐ Those actions taken by the Government to assure the services provided by the Contractor meet the requirements of the contract.

Quality Control ‐ Those actions taken by the Contractor to monitor/control the production of goods or services so they will meet the requirements of the contract.

Run Sheet ‐ Clinical documents showing what occurred during the ambulance trip. PCAS may request a copy for the patient's chart when necessary.

Scheduled Trip ‐ The term "scheduled trip" as used in this solicitation/contract, refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:30 p.m. the prior business day) of required services and a specific pick‐up time.

Universal Precautions ‐ Standard precautions when it's anticipated that an individual may encounter a blood or body fluid while performing normal duties, requiring the individual to wear personal protective equipment (e.g., gloves).

Unscheduled Trip ‐ The term "unscheduled trip" as used in this solicitation/contract, refers to those trips required on an as‐needed basis and advance notice is not given; generally, a request that is submitted same day.

Urgent – Urgent is unscheduled ambulatory care for an acute medical or psychiatric illness or minor injuries for which there is a pressing need for treatment to prevent deterioration of the condition or impairing possible recovery.

Urgent Trip ‐ An unscheduled situation where Ambulance transportation service is needed, requiring a response time of Forty‐five (45) minutes or less.

Waiting ‐ Waiting, as used in this solicitation/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 commencing after the required arrival check‐in with the individual(s) scheduling the travel.

2. GENERAL REQUIREMENTS:

LSCVAMC requires Service to transport beneficiaries including physically or mentally handicapped individuals, aged and infirm persons, their attendants, and personal belongings between points in Ohio. Contractor shall provide all labor, materials, and equipment necessary to transport VA beneficiaries by Basic Life Support (BLS) or Advance Life Support (ALS), ambulance services. Contractor shall provide all BLS/ ALS Ambulance services as stated in the scope of work for veteran beneficiaries, when requested by LSCVAMC.

3. GENERAL DESCRIPTION:

(a) The services of this contract will be utilized primarily for trips starting at a veteran’s location (residence, nursing home, and other medical facilities) with the trip terminating at LSCVAMC, in Cleveland, OH and surrounding areas. These transports will primarily take place five (5) days per week for approximately seven to fifteen patients a day for scheduled appointments and/or unscheduled trips. This number of patients is subject to change at any time. The contractor is responsible for bringing all eligible patients to and from the facility. In this particular contract, the facility will be for the LSCVAMC. For example, if a patient resides in Elyria and is referred to the Lorain VA division for treatment, the Contractor will be responsible for the roundtrip ambulance transportation service of the patient. There are also circumstances in which LSCVAMC outsources patients to other facilities to receive medical treatment. LSCVAMC is responsible for providing ambulance transportation services for these veterans who meet the eligibility requirements for travel. There are multiple ambulance transportation contracts for LSCVAMC. The Contractor awarded the contract to the closest VA facility to the outsourced site is responsible for the ambulance transportation service of this patient.

(b) Emergency transport requirements at the above stated facilities will be addressed by utilizing local 911 Emergency Services.

(c) Should LSCVAMC determine that immediate ambulance transportation service is essential to prevent loss of life or serious bodily harm, transportation, other services may be procured without referral to the Ambulance Contractor. However, in these rare cases, no charge shall be levied against the Contractor.

(d) In order for beneficiaries to receive the best possible treatment, it is essential that the COR be notified as soon as possible by the Contractor in instances when it is known that the required services cannot be fulfilled by the Contractor or any of its hired subcontractors. This notice will enable LSCVAMC to secure the service elsewhere to meet the requirements.

The minimum numbers of BLS capable Ambulance vehicles are outlined below:

Hours Minimum number of ALS/BLS ambulances

Remarks

On site 24 hours/7 days week/365 days a year 0 Includes weekends and Federal Holidays

6:00 AM ‐ 8:00 PM 7

“Normal working hours”, which is between the hours of 6:00 AM and 8:00 PM, Monday through Friday excluding Federal Holidays.

8:00 PM ‐ 6:00 AM 0

“Other than normal working hours”, which is between the hours of 8:00 PM and 6:00AM, Monday through Friday and all‐day Saturday, Sunday, and Federal Holidays.

The offeror shall submit documentation with its quote proving it has the minimum number of BLS and ALS capable ambulance vehicles. LSCVAMC does not guarantee that any of these estimated vehicle quantities or any percentage of these estimated quantities are sufficient to provide the required service at any point in time during the period of this contract.

(e) In the event that all Contractor vehicles are utilized on service runs for LSCVAMC and additional vehicles are needed, it is the Contractor’s responsibility to arrange ambulance transportation services through a subcontractor. If this circumstance were to arise, the Contractor will still bill LSCVAMC according to the details of this contract. In addition, the Contractor is required to notify the COR of this inability to provide the service and the Contractor shall pay any difference in costs. Failure to notify LSCVAMC may reflect upon the Contractor’s ability to perform under this contract and may constitute sufficient cause for termination of the existing contract.

(f) It is preferred that the Contractor bill the LSCVAMC by utilizing a secured means of Electronic Data Interchange (EDI). When billing, LSCVAMC requires that each trip is disclosed with the individual cost, exact mileage utilized point of pick‐up and point of drop‐off, along with the date of transport and associated patient identification.

4. VEHICLES AND EQUIPMENT:

(a) Ambulance vehicles and equipment with which the Contractor renders all services must meet Federal and State of Ohio (or Equal) requirements for insurance, licensing, registration, and equipment and are to include, but not be limited to the following:

i) An emergency safety kit.

ii) Portable oxygen unit(s).

iii) Fire suppression equipment.

iv) Appropriate road emergency warning equipment.

v) Written emergency procedures.

vi) Protective clothing required for the protection of contractor employees, such as gowns, gloves, masks, etc.

vii) Approved system for patient and/or securement devices and a tool designed for cutting securement straps in case of emergency.

viii) Safety requirements for seat belts and handling of motorized or manual wheelchair. Contractor must furnish shoulder/chest harness for double amputee patients when applicable.

(b) BLS vehicles shall also provide an on‐board EMT who can perform basic airway management and provide IV KVO without additives. Contractor shall provide restraint and seclusion management when needed.

(c) The Contractor shall not be permitted to borrow medical equipment from the Medical Center. The Contractor shall provide all medications required while in transport, sheets and blankets, and other equipment and supplies required for use while in transport. Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted by the Contractor shall be inclusive of consumables used in transport. Vehicles shall have equipment for critical patient care, which shall include, but not limited to, monitors, defibrillator with external pacemaker, intubation equipment, intravenous equipment, medications, patient compartment facilities, oxygen and suction system equipment including portable oxygen suction and accessories. Contractor shall be responsible for sharps disposal.

(d) Contractor shall provide non‐emergency vehicles with safe entry for non‐ambulatory patients requiring BLS ambulance transportation services.

(e) All additional items such as first aid kits, flashlights, warning triangles, ice scrapers, blankets, etc. shall be secured and stored below the level of seat backs.

(f) Dry chemical fire extinguishers shall be securely mounted in a bracket and readily accessible to the driver in an emergency. Extinguishers shall be serviced annually and bear a tag indicating the dates of all inspections.

(g) Heater(s) are to be of sufficient capacity to maintain patient’s warmth during winter months. All vehicles are to be air conditioned. Blowers must be operational.

(h) VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations, and guidelines governing transport vehicles. VA inspections of Contractor facilities shall in no way constitute a warranty by VA that the Contractor's vehicles and equipment are properly maintained. VA reserves the right to restrict the Contractor’s use of equipment and vehicles in need of repair, unclean, unsafe, damaged on the interior or exterior body, and not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor of performing in accordance with the strict intent and meaning of the contract.

(i) Ambulance vehicles and equipment shall adhere to all requirements listed herein as well as those set forth by The State Board of Emergency Medical, Fire and Transportation Services, Chapter 4766‐2 Ambulance (Https://codes.ohio.gov/ohio‐administrative‐code/chapter‐4766‐2).

5. STANDARDS FOR MAINTENANCE

(a) Contractor shall maintain all vehicles in a clean and orderly condition, free from debris and any accumulations which may create an accident, injury, or fire hazard.

(b) Contractor shall maintain vehicles in accordance with manufacturer’s recommended maintenance schedule or an improved schedule based on actual vehicle operating conditions.

(c) Contractor shall correct a deficiency that might interfere with safe operation of vehicle before vehicle is placed in service.

(d) Contractor shall ensure vehicle windows and lights are always kept clean.

(e) Contractor shall keep the interior of vehicles clean and in good repair.

(f) Lifts shall be maintained in conformance with operation/maintenance manual instructions provided by lift manufacturer. When a vehicle is serviced, the mechanic or service facility shall inspect, repair, or service the lift in accordance with the manufacturer’s instructions.

(g) Contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top. A statement from the Contractor indicating compliance of vehicle maintenance files is in place should be submitted at time of offer for evaluation purposes. Requested submission and verification of these documentation requirements will be a quality assurance procedure during the contract period.

(h) Maintenance procedures shall adhere to all requirements listed herein as well as those set forth by The State Board of Emergency Medical, Fire and Transportation Services, Chapter 4766‐2 Ambulance (Https://codes.ohio.gov/ohio‐administrative‐code/chapter‐4766‐2).

6. DRIVER QUALIFICATIONS:

(a) In order to operate a special ambulance transportation service vehicle a driver must have no current medical condition that interferes with the ability to drive safely. A medical condition includes but is not limited to issues with vision, hearing, and mental capacity.

(b) It is the Contractor’s responsibility to ensure that all employees servicing LSCVAMC contract obtain a physician’s statement, or the statement of a nurse practitioner certified by the American Nurses’ Association (or other professional nursing certifying organization having authority to certify registered nurses in advanced nursing practice) that the driver has no current medical condition that interferes with the driver’s ability to drive safely. It shall be obtained before driving a special ambulance transportation service vehicle and kept on file. It shall be made available to LSCVAMC upon request.

(c) Each driver shall be able to perform a vehicle safety inspection. Each driver and attendant, when a vehicle is staffed by both a driver and an attendant must be able to assist a passenger into and out of the vehicle and operate a lift or ramp.

(d) Each driver shall:

i) Possess a driver’s license that is valid for the class of vehicle driven and if required under Ohio Statutes (or other state Equal), evidence of a special ambulance transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

ii) Be at least 18 years of age and have not less than one year of experience as a licensed driver; and For the past three years:

iii) Have not had a driver’s license canceled or suspended under Ohio Statutes, (or other state Equal);

iv) Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance as required by Ohio Statutes, (or other state Equal).

v) Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and

vi) Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance under Ohio Statutes (or other state Equal).

vii) Have a record clear of criminal convictions of crimes or pending criminal indictments against persons, and crimes or anticipatory crimes reasonably related to providing special ambulance transportation services. This must be documented by a formal background check.

(e) Ambulance Drivers shall have a valid operator's or chauffeur's license, in accordance with Federal, State, and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and shall have successfully completed the Standard and Advanced First Aid Course of the American Red Cross or U.S. Bureaus of Mines or equivalent and be capable of providing necessary medical assistance to the attending medical care specialist.

(f) EMT and Paramedic Qualifications: EMT’s and Paramedic’s providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:

i) Have completed training 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).

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

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

iv) 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.

(g) Driver qualifications shall adhere to all requirements listed herein as well as those set forth by The State Board of Emergency Medical, Fire and Transportation Services, Chapter 4766‐2 Ambulance (Https://codes.ohio.gov/ohio‐administrative‐code/chapter‐4766‐2).

7. DRIVER TRAINING REQUIREMENTS

(a) Contractor employees performing services to VA beneficiaries under this contract must meet all requirements of Ohio Department of Transportation for drivers and attendants of special (ambulance) transportation service vehicles, including a basic First Aid Class. Contractor employees shall not be considered government employees for any purpose under the contract.

(b) Driver shall have successfully completed training in the techniques of transporting and assisting elderly and physically handicapped passengers which shall include instruction in the following elements:

i) Discussion of characteristics of the aging process and major disabling conditions;

ii) Discussion of common assistance devices used by elderly and handicapped persons;

iii) Discussion of attitudes toward elderly and handicapped persons, which includes the participation of handicapped and elderly persons;

iv) Instruction in methods of handling gurney;

v) Instruction in moving, lifting and transferring passengers;

vi) Guidelines for transporting handicapped persons;

(c) Each employee shall be instructed in fire extinguisher, radio dispatch, and securement devices, and shall know what to do and who to call in a medical emergency or accident.

(e) Each employee shall complete four (4) hours of classroom instruction in defensive driving and abuse‐ prevention training.

(f) Each employee shall successfully complete a refresher first aid course every two (2) years.

(g) The Contractor must have on file satisfactory evidence of above training, evidence that the instructor is qualified to teach the above, and First Aid certificates for instructor and trainee/driver available for review and inspection by LSCVAMC Contracting Officer and inspection team.

(h) A record of each employee as to character and physical capability of performing the duties of a driver must be maintained and made available for inspection upon request.

(i) VA reserves the right to restrict all Contractor employees from performing services under this contract who do not meet the required qualifications for the services they are required to perform, who violate Federal regulations, or are identified as a potential threat to the security, safety, health and/or operational mission of LSCVAMC 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 schedules contained herein.

(j) The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. During the contract period of performance, if the Contractor proposes to add‐on or replace personnel to perform contract services, the Contractor shall ensure the employee meets contract requirements as stated and upon request by LSCVAMC provide required evidence of training, certifications, licensing, and any other qualifications to the designated COR. At no time shall the Contractor utilize add‐on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

(k) Contractor personnel performing services to the Government shall always conduct themselves in a professional manner, maintain personal hygiene, maintain a clean, neat appearance, and be identified by a badge or license. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment, supplies, vehicle fuel, name tags and/or badges for performance of services under this contract. Employee identifications shall be always available. Contractor personnel shall not smoke in vehicles while transporting VA patients.

(l) Driver training shall adhere to all requirements listed herein as well as those set forth by The State Board of Emergency Medical, Fire and Transportation Services, Chapter 4766‐2 Ambulance ((Https://codes.ohio.gov/ohio‐administrative‐code/chapter‐4766‐2).

8. PASSENGER TRANSPORTATION

(a) It is understood that the patient plus one (1) additional passenger to be transported on a trip will be based on the size of the vehicle and authorization by VAMC.

(b) Drivers and passengers shall always use seat belts/securement devices.

(c) There shall be no smoking by the driver, attendants, or passenger.

(d) Contractor is required to provide “through the door service” for patients to and from their designated appointments. “Through the door service” is defined as patients being picked up either on the ward, in their homes, in their clinic or at other stated areas and taken to their stated destination or appointment. On the return trip the contractor will return the patient to either the ward, inside his/her home, or to other stated areas.

(e) The Contractor shall be required to transport non‐ambulatory veterans on gurneys and litters who are not in need of emergency ambulance transportation or medical attention.

(f) Upon delivery or pick‐up of a patient, the Contractor shall log in the patient on a log sheet at the location designated at the facility. Contractor shall provide the following information on the log sheet:

i) Patient Name

ii) Last four of the patient’s Social Security Number

iii) Time of delivery or pick‐up

iv) Point of origin or destination

v) Name of Contractor personnel picking up or delivering patient

(g) If a VA beneficiary being transported declines to be properly secured or removes the securement devices themselves, the driver will notify the Contracting Officer’s Representative (COR) of this fact prior to departure or upon arrival at destination. The Contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported.

(h) An authorized official of LSCVAMC (usually the COR) may, in the best interest of the patient, allow one (1) relative or concerned other to accompany the patient at no additional cost to the Government. The relative or concerned other is to only be transported home with the beneficiary unless approved by an official of LSCVAMC. The beneficiary will also be allowed to carry with her or him at least 1 bag of luggage during her or his transport. Prior to contract performance, the COR shall provide the Contractor with a list of names (or position titles) and phone numbers of authorized Government personnel who may request services. This list will be updated and submitted to the Contractor as changes occur. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

(i) Contractor is required to notify the COR of any unusual events, including but not limited to accidents, safety problems and deviations in ambulance transportation services that occur and involve any VA beneficiary being transported under this contract. This notification will be made immediately by telephone to the COR or AOD during other than normal working hours. A written report of the event will be delivered to the COR within 24 hours. Failure to comply with this provision may be grounds for default.

(j) At no time shall the Contractor’s vehicle use LSCVAMC ’s Ambulance Entrance unless the drop off or pick up is for a medical emergency. If waiting time is necessary, vehicle must park in appropriate designated general parking lot areas.

(k) The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

(l) If or when patient’s medical records are transported, Contractor will ensure that Privacy Act guidelines are followed.

(m) Patients will be entitled to transport one trained service animal. No pets are to be transported at any time.

According to the Americans with Disabilities Act (https://beta.ada.gov/topics/service‐animals/), service animals are trained to perform a task directly to a person’s disability. For example, a person in a wheelchair may have a dog that is trained to retrieve objects for them.

9. ORDERS

(a) When ordering services, LSCVAMC shall provide the Contractor with the following type of information:

i) Mode of ambulance transportation service required,

ii) Required time of arrival and/or within 30‐minute timeframe,

iii) Name of beneficiary,

iv) Pickup and delivery point,

v) Type and number of additional medical care specialists required,

vi) Type of equipment required,

vii) Last four of the patient’s Social Security Number, and

viii) Any other special instructions.

(b) The LSCVAMC will provide the contractor with a schedule of authorized patients requiring ambulance transportation services by 10:00 am on the day prior to the scheduled pick‐up. Same day or next day transport request will be faxed individually to the contractor. The transmission of this schedule will be submitted by encrypted email. The LSCVAMC will assist in arranging the approved encryption to the Contractor.

(c) A schedule in as far advance as possible shall be provided to the contractor. However, unscheduled requests for services during off business hours (4:31p.m. to 7:59am) will be made by telephone, encrypted email, or in writing by a secured facsimile machine or other secured electronic means by the COR and/or designated VAMC personnel. It is the responsibility of the Contractor to obtain formal documentation, of all transport requests made during off business hours, to be used to as validation during billing and invoicing of services. The preferred means of documentation is a copy of the provider’s Consult request for transport.

(d) The contractor shall, always during the contract period, have on his/her premises a functioning secured fax machine or secured network to communicate requirements with LSCVAMC (i.e., requests for service, patient incidents, special correspondence, etc.).

(e) Contractor must notify the COR at least six (6) hours in advance of need when Contractor believes he/she may be unable to meet the number of scheduled trips required.

(f) The contractor shall establish a system to remind patients that they are scheduled for ambulance transportation services with the said contractor, with at least one (1) day advance notice.

(g) Any requests to upgrade current transport services to services that are not specified in this contract must first be approved by the COR or a designated appointee.

(h) In the case of inclement weather, the decision as to whether a VA beneficiary will be transported will be made mutually by the COR or designee and the Contractor.

10. RESPONSE TIME

(a) The Contractor shall respond to all calls for ambulance transport service by being on‐site at the designated VA facility or point of pick up within forty‐five (45) minutes of notification. Should the time for pick‐up, stated herein, be physically impossible due to location of veteran beneficiary, the Contractor shall contact the appropriate individual at LSCVAMC (from a list of extensions which shall be provided to the Contractor from the PCAS department and the CBOC locations) and proceed to inform him/her of the anticipated time required for pick‐up and delivery of said patient.

(b) The Contractor shall maintain a 100% monthly compliance rate on response time to pick‐up during the contract year. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for “cause,” (see FAR clause 52.212‐4(m)).

11. CONFORMITY TO REGULATIONS

(a) The Contractor and his/her operators shall conform to all Federal, State, and local regulations governing the performance of contracted services.

(b) VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this no smoking policy may be subject to a $50 federal citation for disregarding posted safety rules and regulations. Furthermore, Contractor may be directed to stop work. Contractor is to notify all his/her employees and/or sub‐contractors of this strict enforcement policy.

(c) The Contractor must have the appropriate permits/licenses to perform services in the state of Ohio.

(d) All services provided by the Contractor shall comply with applicable current laws, regulations, and standards of the appropriate regulatory body.

12. EVIDENCE OF COVERAGE

Before commencing work under the contract, the Contractor shall furnish the Contracting Officer with a certification from his/her insurance company indicating that the coverage outlined in this contract has been obtained and that it may not be changed or canceled during the term of the contract.

13. WAGE RATES

(a) Wage Determination(s) as listed in this solicitation are applicable to any resulting contract.

(b) The Contractor/Contractor certifies by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

(c) The Department of Labor has held that Contractors must pay their employees the Service Contract Act wages while they are driving both to and from destinations for LSCVAMC. Please view Section D of the Wage Determination attachment.

(d) The solicitation and subsequent contact include FAR 52.222‐41, Service Contract Labor Standards (SCLS).

The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

VA reminds contractors of the Department of Labor Regulations which implement the SCLS and which read at

29 CFR § 4.155:

Employee coverage does not depend on form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that may be alleged to exist between the contractor or subcontractor and such persons. In other words, any person, except those discussed in §4.156 below, who performs work called for by a contract or that portion of a contract subject to the Act is, per se, a service employee. Thus, for example, a person's status as an “owner‐operator” or an “independent contractor” is immaterial in determining coverage under the Act and all such persons performing the work of service employees must be compensated in accordance with the Act's requirements.

14. INSPECTIONS

(a) The Government reserves the right to thoroughly inspect and investigate the establishment, vehicles, driver qualifications/training, facilities, business reputation and other qualifications of any Contractor and to reject any offer, irrespective of price, if it shall be administratively determined lacking any of the essentials necessary to ensure acceptable standards of performance. The Government may inspect Contractor’s establishment at least annually, and may inspect any element any time, and especially upon receipt of a complaint about the condition of the vehicle or its equipment, the driver or attendant, or service provided.

(b) Inspection by VA inspection team may be made of said vehicles and maintenance records of vehicles prior to award and at any time during the term of any resulting contract(s). The Contracting Officer will be notified in writing of any vehicle equipment added, changed or deleted after award of contract.

15. PATIENT RIGHTS:

(a) The Contractor shall be courteous to VA beneficiaries. Patients may bring a reasonable amount of equipment, such as any manual wheelchair, or prosthetic devices, consumable medical supplies, and one (1) personal suitcase during her or his transport.

(b) The Contractor shall immediately notify LSCVAMC by telephone of any incidents or accidents involving injury to VA patients during transport. The contractor shall promptly (within 24 hours of the occurrence) complete and submit to the COR, a detailed “Incident Report” with all information necessary to conduct a full review (Who, What, When, Where and How). Accidents must be reported even if there is no apparent injury to the patient(s) being transported. Failure to advise the Government of any incident or accident within the specified time above may be cause for termination of the contract.

(c) The Contractor shall notify the COR in writing within 24 hours of any patient complaints about Contractor’s service. The Contractor may provide recommendations for improved services along with the patient complaints for LSCVAMC’s review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

16. REQUIRED REPORTS AND DOCUMENTS:

(a) Within seven (7) days after contract award, the Contractor shall provide the following:

i) Contractor Personnel Roster. Contractor shall identify all employees by name and position and provide training documentation with date and location of such training.

ii) Contractor shall include Contractor’s project manager with telephone and fax numbers.

iii) Contractor shall include telephone…