36C25025B0017 0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 03-04-2025 583-25-1-825-0003 None Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105 Y Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105 To all Offerors/Bidders

36C25025B0017

X X X See CONTINUATION Page 583-3650160-825-829800-2119 010041085 x One (1) The purpose of this Amendment is to answer submitted questions regarding the referenced solicitation. It also affirms that the period of performance for the contract will begin on April 1, 2025 and will allow time for transition.

This Amendment also amends the original solicitation in regards "in-delivery of sealed bids". Bidders may now submit their sealed bids via hand delivery, U.S. Postal Service, or commercial carriers (FedEx, UPS, etc.) to the address specified in the solicitation. To be considered timely, all bids must be received by 2:00 PM EST on March 21, 2025. The Government is not responsible for mail carrier delays. Late Bids shall not be considered.

Lastly, This amendment replaces B.3 Price Schedule/Performance Work Statement of Work in their entirety.

TONI D. WAGGONER-BOYKIN

CONTRACTING OFFICER

CONTINUATION PAGE

Questions and Answers Regarding Solicitation 36C25025B0017

1. Please confirm that contractors must hand deliver their bid to the address listed above. If confirmed, please provide the rationale the VA used to require in-person delivery. As a follow-up question; is FedEx or UPS considered acceptable forms of in-person delivery?

The Contracting Officer has revised the solicitation to remove the requirement for in-person delivery of sealed bids. Bidders may now submit their sealed bids via hand delivery, U.S. Postal Service, or commercial carriers (FedEx, UPS, etc.) to the address specified in the solicitation. To be considered timely, all bids must be received by 2:00 PM EST on March 21, 2025. The Government is not responsible for mail carrier delays, so vendors should track their shipments and allow sufficient time for delivery. Late Bids shall not be considered. A solicitation amendment will be posted on SAM.gov reflecting this change, and all potential offerors will be notified.

2. CLIN 0010 “Wheelchair Service per trip, day or night within 30 miles of zip code 46202”. The PWS does not mention requiring Wheelchair Service trips. Additionally, the Wheelchair Transportation solicitation for Indianapolis has already been bid. Is providing Wheelchair Transportation Services a requirement of this solicitation?

In certain areas, wheelchair transport services are unavailable, and we are unable to provide 24/7 wheelchair service. To address this gap, we intend to include wheelchair transport as a dedicated line item in the ambulance contract. This adjustment aligns with industry capabilities, as most ambulance service providers in the area also offer wheelchair transport, ensuring comprehensive and continuous service for Veterans in need.

3. Anticipated start date of 4/1/25. Question: Is the anticipated start date of 4/1/25 a definite date? With bids being due on 3/21/25, this timeframe only allows 10 calendar days for the VA to evaluate the bids, make an award and for the awarded vendor to prepare to assume service on 4/1/25. I feel this is unrealistic. Please consider allowing a start date of performance on either 5/1/25 or 6/1/25 to ensure a smooth transition.

The contract will be awarded on April 1, 2025, however, the Contracting Officer acknowledges that a transition period will be necessary to allow the awarded vendor adequate time for onboarding and preparation before full performance begins. A solicitation amendment will clarify the performance start date.

4. From Section 4.5.1.7. “The number of transports under normal operating conditions will typically range from 15 - 25 transports each weekday and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract.” Seeing as though the service area associated with this solicitation covers a large area, please provide additional detail where the majority of the trips originate or end to assist us in determining staging locations (i.e. which CBOCS and/or clinics are visited most often?).

Per the Performance Work Statement (PWS), the Richard L. Roudebush VA Medical Center (RLRVAMC) provides services across the following counties:

Bartholomew, Boone, Brown, Clay, Clinton, Decatur, Fountain, Greene, Hamilton, Hancock, Hendricks, Jennings, Johnson, Madison, Marion, Monroe, Morgan, Owen, Parke, Putnam, Rush, Shelby, Tipton, Union, Vermillion, Montgomery, Tippecanoe, and Vigo Counties.

Given the size and complexity of this service area, the awarded vendor must be fully prepared to provide 24/7 coverage for all VA-ordered ambulance transports starting on day one of contract performance. This includes:

· All transport methods (Basic Life Support, Advanced Life Support, Critical Care, and Wheelchair transport, if applicable).

· Full coverage across all listed counties, regardless of the time, distance, or pickup/delivery location.

This contract requires comprehensive, immediate, and scalable coverage due to the complex and unpredictable nature of patient transport needs. The vendor must have the capability to respond to urgent, non-scheduled transports, in addition to managing daily scheduled trips.

While the service area is primarily in central Indiana, transports are not limited to VA facilities within this region. Trips frequently extend well beyond the Indiana VA footprint, including multi-state transport needs.

There is no fixed or predictable "busiest" clinic or facility, as demand fluctuates daily. For example, at any given moment, an ambulance may be required for a long-distance transport to Chicago, which could consume the same resources needed for 3–6 local Indianapolis trips. The contractor must have sufficient assets and logistical capability to balance local and long-distance transport demands simultaneously.

5. Attachment A Critical Care Transport Capabilities Confirmation Pages 33 and 34 of 97. Are bidders required to submit Attachment A signed with their bid?

Bidders are not required to submit Attachment A – Critical Care Transport Capabilities Confirmation with their bid. This document will be utilized post-award as part of the contract administration process.

6. 52.212-3 Offeror Representations and Certifications Pages 80 - 97 of 97. Are bidders required to submit the completed 52.212-3 Representations and Certifications with their bid?

Bidders are not required to submit a completed 52.212-3 Offeror Representations and Certifications with their bid if they have an active registration in SAM.gov where these certifications are already completed and up to date. However, if a bidder is not registered in SAM.gov or needs to provide updates, they must submit a completed 52.212-3 with their bid.

7. A volume of 7950 seems high compared to the BLS volume of 75. Can you confirm that these volume numbers are correct?

The estimated quantities for Line Items 0001 and 0002 appear to have been inadvertently reversed. The higher volume should be for BLS non-emergent transports, not ALS non-emergent transports. A solicitation amendment has been issued to correct this discrepancy, and the updated Price Schedule reflects the accurate quantities. Please refer to the amendment for the corrected figures.

8. (PWS Section 4.2) Is the contractor going to be called to transport patient luggage, medical records, medication and comfort items as a separate transport or are these items only included in a non-emergency transport of a patient?

These items should be included as part of the veteran’s transport and not require a separate trip. The transported items will be small in nature, such as a foldable wheelchair, medical records, medication, and personal comfort items. The contractor should be prepared to accommodate these items alongside the patient during non-emergency transport.

9. (PWS Contract not to exceed $27 M) Is it the anticipation that the rates for services may not meet Medicare Allowable rates?

The pricing for this contract is not tied to Medicare rates, and Medicare reimbursement rates are not a factor in determining the bid prices. The solicitation requests proposed pricing based on market conditions and contractor costs, independent of Medicare allowable rates. However, it is anticipated that some bids may align closely with or include a small premium above Medicare rates.

10. Can you confirm the 12 month quantity estimates are correct for this bid? It seems unlikely that there would be 7950 ALS non emergency transports and only 75 BLS non emergency transports.

The estimated quantities for Line Items 0001 and 0002 appear to have been inadvertently reversed. The higher volume should be for BLS non-emergent transports, not ALS non-emergent transports. A solicitation amendment has been issued to correct this discrepancy, and the updated Price Schedule reflects the accurate quantities. Please refer to the amendment for the corrected figures.

11. We are performing independent research on the Presolicitation (36C25025B0017). We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number? Appreciate any insight you can provide.

36C25025B0017 0001 The solicitation 36C25025B0017 is not a brand-new contract. The current contract numbers for these services are 36C25019D0013 36C25023N0113.

PERFORMANCE WORK STATEMENT

The contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment, materials, and reports necessary to furnish services 24 hours per day, 7 days per week. All services provided shall be in accordance with the Performance Work Statement.

The prices in the schedule shall include all ferry, bridge, tunnel and road toll charges. Any toll charges incurred shall be part of the firm fixed price and shall not be part of the Contractor's invoice.

Period of performance: Five (5) years with five (5) one-year ordering periods.

All quantities are estimated. All prices are firm fixed prices (FFP). The guaranteed minimum only applies to the Federal Government Fiscal Year in which the contract is awarded. The guaranteed minimum for the fiscal year in which this contract is awarded is $1,000.00. The maximum total value of orders that can be placed under this contract, inclusive of all ordering periods, shall not exceed $27,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum.

AMBULANCE (Ground)

SCHEDULE OF SERVICES – PRICE SCHEDULE

ORDERING PERIOD ONE (1): April 1, 2025 - March 31, 2026

(Estimated Maximum)

(Maximum NTE)

(One-Way Trips)

Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way)

(One-Way)

(One-Way)

(One-Way)

(One-Way)

ORDERING PERIOD ONE (1):

SCHEDULE OF SERVICES – PRICE SCHEDULE

ORDERING PERIOD TWO (2): April 1, 2025 - March 31, 2026

(Estimated Maximum)

(Maximum NTE)

(One-Way Trips)

Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

ORDERING PERIOD TWO (2):

(Total Price)

SCHEDULE OF SERVICES – PRICE SCHEDULE

ORDERING PERIOD THREE (3): April 1, 2026 - March 31, 2027

(Estimated Maximum)

(Maximum NTE)

(One-Way Trips)

Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

ORDERING PERIOD THREE (3):

SCHEDULE OF SERVICES – PRICE SCHEDULE

ORDERING PERIOD FOUR (4): April 1, 2027 - March 31, 2028

(Estimated Maximum)

(Maximum NTE)

(One-Way Trips)

Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

ORDERING PERIOD FOUR (4):

SCHEDULE OF SERVICES – PRICE SCHEDULE

ORDERING PERIOD FIVE (5): April 1, 2028 - March 31, 2029

(Estimated Maximum)

(Maximum NTE)

(One-Way Trips)

Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

(One-Way Trips) Per Trip (One-Way)

Ordering Period Year One (1)

Ordering Period Year Two (2)

Ordering Period Year Three (3)

Ordering Period Year Four (4)

Ordering Period Year Five (5)

Aggregate Total

1. Purpose: The Richard L. Roudebush VA Medical Center (hereafter RLRVAMC), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergency ambulance transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Stretcher Transports, Basic Life Support (BLS), Advanced Life Support (ALS), Critical Care Transport (CCT) services. The contactor shall make these ambulance services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

2. Background: The RLRVAMC main campus is located 1481 W 10th Street Indianapolis, IN 46202-2803, serving over 65,000 veterans, primarily from the Cincinnati, OH, Dayton, OH, Ft. Wayne, IN, Hines, IL and Louisville, KY area and it’s six (6) Community-Based Outpatient Clinics. The hospital has 151 inpatient beds and sees approximately 5430 inpatient admissions and 840,456 outpatient visits a year. Veterans served within this facility lives within the following counties:

3. Acronyms ALS – Advanced Life Support AOD – Administrative Officers of the Day BLS – Basic Life Support CCT – Critical Care Transport CCTP – Critical Care Transport Paramedic CCEMTP – Critical Care Emergency Medical Transport CO – Contracting Officer COR – Contracting Officer’s Representative CPR – Cardiopulmonary Resuscitation DOL – Department of Labor EMT – Emergency Medical Technician IAW – In Accordance With OO – Ordering Officer PWS – Performance Work Statement QASP – Quality Assurance Surveillance Plan QC – Quality Control Plan TB – Tuberculosis TJC – The Joint Commission VTS – Veteran Transportation Service

4. Scope/Requirements

4.1. Types of Ambulance Service

4.1.1. The contractor shall provide Emergent, non-emergent Stretcher Transports, Basic Life Support (BLS), Advanced Life Support (ALS), and Critical Care Transport (CCT) Tier 1, 2, and 3 ambulance services on an as-needed basis in accordance with all federal, state, and local regulations.

4.1.2. Occasionally a veteran will need to be transported with VA staff and equipment; the contractor shall return VA Staff and equipment to the original place of pick-up.

4.2. Transport of Miscellaneous Items with the Patient

The Contractor may also be required to transport patient luggage, medical records, medication, and comfort items from pickup points to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types. When patients are transported to the RLRVAMC, destination is deemed to be the ER, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff.

4.3. Contractor Personnel: Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract.

4.3.1. Emergency Medical Technicians (EMTs), Critical Care Transport Paramedics (CCTPs) & Other Personnel

4.3.1.1. EMTs, CCTPs and other medical personnel (as applicable) shall at all times meet the qualifications specified in this contract as well as all applicable federal, state, and local government laws, regulations, and standards. EMTs, CCTPs and other medical personnel (as applicable) shall be certified, licensed, or otherwise officially recognized by the local, state, or regional government or public entity where the emergency service is operated or by which it is governed.

4.3.1.2. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing, and any other qualifications to the Contracting Officer’s Representative (COR) for review.

4.3.1.3. All ambulance drivers shall have a valid driver’s license in accordance with state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver’s license to the COR.

4.3.1.4. CCTPs shall have met all state requirements for the tier in which they are performing services in (I, II, III). Proof in the form of a current certificate for the successful completion of such must be provided to the COR upon request.

4.3.1.5. Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same investigative requirements as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Checks (SAC). Fingerprinting for contract personnel will be conducted at RLRVAMC. Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by RLRVAMC. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees.

4.3.1.6. EMTs, CCTPs, and other contractor personnel as applicable must pass the Contractor’s background check and must not have been convicted of (or have any pending charges for) a felony for the past five years. Personnel (and Contractor) must report any new or additional charges or convictions if they arise during the course of performance under this contract so VA can review them and determine whether the employee in question needs to be discharged of his or her duties until the matter is adjudicated.

4.3.2. Tuberculosis Exposure Control Policy

4.3.2.1. The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include TB decontamination.

4.3.2.2. The contractor shall have its personnel tested for TB in accordance with state guidelines and provide written confirmation to the COR that all personnel (current employees and any new hires) performing services under this contract are current in their TB test by at the start of each Ordering Period.

4.4. Contractor Equipment, Vehicles, and Inspection

4.4.1. Ambulances shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards.

4.4.2. The VA reserves the right to inspect the contractor’s equipment and vehicles or require documentation of compliance with state laws, rules, regulations, and guidelines governing emergency medical transport vehicles (ambulances). VA inspections of contractor equipment do not constitute a warranty or guarantee that the contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the contractor’s use of equipment and vehicles in the performance of this contract which are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA.

4.4.3. Vehicles shall be clean and maintained in good repair in accordance with manufacturer’s instructions.

4.4.4. The contractor shall not borrow or exchange supplies, equipment, and/or medications with the VA. Equipment attached to or in use by the patient at time of pick-up may remain with the patient during transport to ensure continuity of care. Medical Control Authorities are responsible for maintaining and supplying medication during patient transport. All VA equipment and unused medications must be returned to VA during patient drop-off or as promptly as feasible within 24 hours.

4.4.5. The contractor must be capable of transporting the drugs and/or equipment as required by the patient as listed in Attachment A Critical Care Transport Capabilities Confirmation. The contractor shall have the appropriate medications, up to and including CCT Tier III if necessary, based on the EMS region the ambulance provider is functioning in.

4.4.6. The contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.

4.4.6.1. The contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients.

4.4.6.2. Each driver shall possess a driver’s license that is valid for the class of vehicle driven. Evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

· 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:

· Have not had a driver’s license canceled or suspended.

· Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance.

· Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven

· Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance.

4.4.6.3. The contractor personnel will ensure that the patient is secured to the stretcher/cot and that the stretcher /cot is secure in the back of the ambulance before the vehicle moves.

4.4.6.4. Ambulance drivers shall have a valid driver’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, and U.S. Bureaus of Mines of equivalent and be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic.

4.4.6.5. Emergency Medical Technician (EMT) and Paramedic Qualifications: EMT’s and Paramedic’s providing services under this contract shall have the following qualifications, in additions to those required by Federal, State, and Local Government:

· 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).

· 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.

4.5. Transportation Request

4.5.1 VetRide or VA-Approved Transportation Software Utilization:

The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed:

a) Receive and respond to electronic trip requests

b) Receive, use, and ensure the use of the Vendor pass by the driver.

c) Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.

d) All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission.

i. The contractor’s invoice must be on the HCFA 1500 to include:

ii. Contract Number

iii. Date of Service (to include Box 24 A-J)

iv. Authorization number(s)

v. Pick-up and drop-off location of the patient

vi. Base Rate

vii. Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported

viii. Date of Birth and Sex

ix. Diagnosis Codes or Nature of Illness or Injury

x. Documentation of circumstances when billing for waiting time

xi. Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

xii. VA authorizing official’s name

xiii. Healthcare Procedure Coding System/National Level II (HCPCS)

e) Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges, which are being suspended.

4.5.1.1. A transportation request is defined as one incidence of a request for one-way service (Stretcher Transports, BLS, ALS, CCT). No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. RLRVAMC Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests.

4.5.1.1.1. RLRVAMC Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

4.5.1.1.2. The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. RLRVAMC Travel Program Staff/or authorized VA employees may place a “hold” on payment of this order until it has been reconciled.

4.5.1.2. Only the following VA staff are authorized to place, cancel, or make changes to transportation requests:

· Contracting Officer (CO)

· Ordering Officers (OO)

· Administrative Officer of the Day (AOD)

· Beneficiary Travel Office Staff

· Contracting Officer’s Representative (COR) The Contracting Officer will furnish the Contractor with the names of individuals above, who are authorized as Ordering Officers, by separate memorandum upon issuance of the contract. The Contracting Officer will update this list throughout the life of the contract as Ordering Officers change.

Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders.

Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests.

4.5.1.2.1. All patient pick-up(s) and drop-off(s) shall be authorized via “orders” which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information:

· Mode of transportation required,

· Required time of arrival

· Name of the beneficiary,

· Pick-up and delivery point,

· Type and number of additional medical care specialists required,

· Type of equipment required,

· Last four of the patient's Social Security Number, and

· Any other special instructions

4.5.1.3. For ALL Transports – an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response.

4.5.1.4. The type of transportation service (Stretcher Transports, BLS, ALS, CCT) required will be discussed and determined by VA clinical personnel and the contractor. The contractor shall transport the patient per its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale.

4.5.1.5. The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient’s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost.

4.5.1.6. The contractor shall have sufficient vehicles and personnel to provide services for all transportation requests. Transports required may be for any mix of Stretcher Transports, BLS, ALS transports. These simultaneous transports may require CCT capability up to Tier III.

4.5.1.7. The number of transports under normal operating conditions will typically range from 15 - 25 transports each weekday and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract.

4.5.1.8. 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.

4.5.1.9. Response Times*

4.5.1.9.1. Orders that are scheduled by 7pm local time the day before the required services are defined as scheduled in advance. With the exceptions found below, the contractor shall arrive on time for all orders scheduled in advance.

4.5.1.9.2. Emergent Transport (Originating from VA (Only): The contractor shall be required to provide Ground Ambulance arrangements within thirty (30) minutes of order/patient pick up call.

4.5.1.9.3. For all add-ons (not scheduled in advance) transportation requests, with pick up at RLRVAMC: The contractor will be allotted up to a sixty (60) minute response time from time of order placement for transportation requests that are not previously scheduled in advance.

a. For an urgent transport request for a critical patient (as deemed by the physician) with pick up at RLRVAMC, the contractor will be allotted up to a thirty (30) minute response time.

4.5.1.9.4. For transportation requests which do not have a pick-up at RLRVAMC:

a. The contractor may be required, if requested by the VA, to dispatch ambulances on short notice for transportation request not scheduled in advance; for these transportation requests the contractor shall dispatch ambulances within thirty (30) minutes of receiving the order.

b. Pick-up appointment times shall be agreed upon by the VA and contractor at time of order placement and be reasonable based upon travel distance, speed limits, and weather conditions.

c. The contractor’s patient pick-up time cannot be more than 15 minutes prior to the schedule pickup time nor 15 minutes later than the scheduled pickup time for transportation requests scheduled in advance.

* The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur.

4.5.2. Cancellations

4.5.2.1. For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government.

4.5.2.1.1. A “no show” is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for the type of service requested (Stretcher Transports, BLS, ALS, CCT) and the one-way mileage (Stretcher Transports, BLS, ALS, CCT) accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation.

4.5.2.2. For transportation requests OUT of RLRVAMC ONLY – The contractor will immediately dispatch a vehicle upon receipt of the order (including transportation requests in which the final destination may change prior to pick up due to the critical condition of the patient). When the contractor is notified of a cancellation prior to arrival at the RLRVAMC campus, there shall be no charge to the Government.

4.6. Pick-Up/Drop-Off/Reporting Procedures

4.6.1. Ambulance personnel shall pick-up and deliver patients at specified locations (e.g., front door of specified entrance). These locations will be specified by VA staff when an order is placed and communicated to the transporting personnel.

4.6.2. When applicable, ambulance personnel shall report to the Veteran Transportation Service (VTS) Dispatcher or Administrative Officer of the Day (AOD) to (1) announce his/her arrival to pick-up and transfer the patient and (2) obtain report of pertinent information regarding the patient’s condition from the primary nurse/physician.

4.6.3. When delivering a patient, ambulance personnel shall give report to the appropriate VA healthcare staff and provide a copy of the run sheet which will be retained by the facility for inclusion to the patient’s medical record.

4.6.4. In cases where ambulance personnel must divert to a local emergency department while performing a VA authorized transport, the contractor’s dispatcher shall notify the VA Beneficiary Travel Department or Administrative Officer of the Day of the patient’s location and status as soon as this information becomes available.

4.7. Patient Welfare

4.7.1. The contractor shall be responsible for the patient’s welfare during transport. The contractor shall be held responsible for patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor’s expense.

4.7.2. The VA requires the contractor to exercise extreme caution and care in the handling of patients.

4.7.3. If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify the Contracting Officer’s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported. In the event that the beneficiary refuses to be properly secured, they shall be returned back into the building which they came from.

4.8. Incident Reporting

4.8.1. The contractor shall notify the COR, Requestor, Program Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the COR, Program Manager, or Beneficiary Travel Department, by the close of business of the next working day.

4.8.2. The COR will monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions in a timely manner. The contractor shall promptly inform the COR of any complaints received directly from patients. If warranted, the VA may conduct incident investigations and require written response from the contractor within 48 hours of request.

4.9. Invoicing

4.9.1. Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.

4.9.2. When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile.