36C25723Q1067.docx

SUBJECT*

Air Ambulance Transport Services

GENERAL INFORMATION

Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171

Temple TX 76504

POINT OF CONTACT*

Contract Specialist Abduel J. Sanford abduel.sanford@va.gov

(972) 708-0808

PLACE OF PERFORMANCE

VA Medical Center Big Spring Texas

300 West Veterans Boulevard

Big Spring TX

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

1. This market research notice is being conducted by Network Contracting Office (NCO) 17 VHA Regional Procurement Office-West (RPOW) 1901 Veterans Memorial Dr. Building #171 Temple TX 76504 for the procurement of Air Ambulances.

2. Background and Requirement: The Contract shall furnish 24 hours per day, seven (7) days per week, air ambulance transport services for the Amarillo and Big Spring VA Health Care Systems. Transportation will generally be located in Arizona, New Mexico or Texas. However, cross country flights and flights to other states may be required.

3. SPECIFIC INSTRUMENT REQUIRED: Air Ambulance See attached Performance Work Statement.

4. If this is an item your business can provide, please respond to this Sources Sought Notice by 11:00 AM CST on, July 12, 2023.

5. The intent of this notice is to establish sources to define the procurement strategy (e.g set-aside, sole source, unrestricted) for a solicitation that VA intends to post soon. Interested contractors are requested to respond in accordance with the following:

a. If you have an existing GSA or VA, Federal Supply Schedule contract, include the contract details in your response.

b. Please note that VA is particularly interested in determining the availability of Service Disable Veteran Owned Small Business/Veteran Owned Small Business or other Small Business manufacturers or authorized distributors that can provide this item.

c. Respond to this notice if you can provide these services. In the response, please cite your business size status.

d. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g. if CO determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

6. Responses should include:

(1) Business Name

(2) Business Address

(3) Point of Contact

- Name

- Phone Number

- E-mail Address

(4) SAM UID Number

(5) NAICS code

(6) Business Size: SMALL or LARGE

(7) Type of Business: SERVICE DISABLED VETERAN OWNED (SDVOSB), VETERAN OWNED(VOSB), 8A, HUBZone, WOMAN-OWNED (WOSB), etc.

(8) Letter stating OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment and/or services if applicable

(9) GSA/FSS Contract Number if applicable

All businesses eligible to provide this item are encouraged to reply as this information may be used to determine potential set-asides for the above-noted requirement.

7. Send responses to Abduel J. Sanford at abduel.sanford@va.gov.

DISCLAIMER: This notice is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this notice.

PERFORMANCE WORK STATEMENT

AIR AMBULANCE

DESCRIPTION OF SERVICES: The Contract shall furnish 24 hours per day, seven (7) days per week, air ambulance transport services for the Amarillo and Big Spring VA Health Care Systems. Transportation will generally be located in Arizona, New Mexico or Texas. However, cross country flights and flights to other states may be required.

PLACE(s) OF PERFORMANCE:

West Texas VA Health Care System VA Medical Center Big Spring Texas 300 West Veterans Boulevard Big Spring, TX 79720

PERIOD OF PERFORMANCE:

Base: December 12, 2023 – December 11, 2024 Option Year One: December 12, 2024 – December 11, 2025 Option Year Two: December 12, 2025 – December 11, 2026 Option Year Three: December 12, 2026 – December 11, 2027 Option Year Four: December 12, 2027 – December 11, 2028

SCOPE OF WORK – SPECIFICATIONS:

(SPECIAL NOTE: The Air Ambulance Contractor must be a “Covered Entity” as defined by Medicare.)

A. Patient Transportation:

1. For the purposes of this Contract, all patients shall be transported by “Critical Care Air Transport” if the patient requires continuous ECG monitoring and/or physician designates a patient as a critical care transport. It is further understood that only a physician or registered nurse with critical care training and current advanced cardiac life support will be designated as the medical flight attendant, in accordance with the standards of the Commission on Accreditation of Medical Transport System (CAMTS) for any critical care transport.

Contractor(s) shall refer to the CAMTS Accreditation Standards (latest edition) for determining the standards applicable to each transport.

2. It is understood that only one VA patient will be transported on a trip unless specifically authorized by the VA and approved by the Air Ambulance Contract. When more than one VA patient is transported on a trip, reimbursement shall be made at the rate not exceeding the cost of transporting a single patient; however, the longest distance over which a patient is transported may be claimed when more than one patient is transported in a single airplane concurrently. Under no circumstances will the VA order air ambulance service for more than two passengers for any one flight. Contractor is expected to accept all patients (e.g. heart cases, the mentally disturbed, the critically ill, or communicable disease cases), but has the right to refuse when inthe best interest of safety. Contractor shall not accept any patient unless the case manager or other designee authorizes the flight and informs the contractor regarding any medical treatment or care requirements for each patient (such as administration of oxygen or medication).

3. In the event the contractor is unable to support a formal request for patient pick-up service, it shall be the responsibility of the contractor to make arrangements with another air carrier to provide patient transportation. The cost for the substitute service with the replacement air carrier shall be borne by the contractor, to be submitted for reimbursement with the next monthly invoice. However, the government shall pay no more than the contract negotiated rate.

B. Orders:

1. Requests for services will be made in writing or by telephone. An authorization number will be provided to the Contractor at the time the order is placed or within 48 hours of transport. A separate number will be used for each trip. The Contractor will commence the flight at the scheduled times unless prevented from doing so by conditions of the weather, in which case he shall immediately notify the Veterans Transportation Service (VTS) Mobility Manager or his designee.

2. The VA physician requesting air ambulance is responsible for delineating medical care of the patient. Medical orders will be issued upon patient pick-up as well as travel authority. It is the provider’s responsibility to complete delivery of transfer paperwork to the receiving facilities’ accepting patient.

3. Orders, requests, or changes will only be made by the authorized VA officials as specified by the VA. Under no circumstances is there to be any deviation on request of any other party. In addition, no deviation will be made by the Contractor.

4. Only designated personnel of the VA Administration are authorized to order the contract services. A current list will be furnished to the Contractor at all times, and upon the contractor’s request. People not on this list are not authorized to order services. The Government will not be responsible for services performed by the Contractor for persons not on the list.

5. The air ambulance mileage rate is calculated per actual loaded (patient onboard) miles flown and is expressed in statute miles (not nautical miles). In case a circuitous route must be employed for reasons of safety (such as unfavorable terrain or weather), a copy flight log showing the reason which necessitated the detour from a direct route, shall be provided to the VA.

6. Payment will be paid by the releasing VA facility for travel. The initial transport will be the responsibility of the first facility and return transport (if needed) will be the responsibility of the second facility. The only exception to this rule is for transportation in relation to VA transplant care and for transportation. In such cases, the referring facility is responsible for round trip transportation for either inpatient or outpatient care.

C. Response Time/Waiting Time:

1. Response Time: The contractor shall respond to a Patient Pick-Up Call (en route to pick-up location) within two (2) hours.

2. Waiting Time: The contractor shall not be expected to wait more than one (1) hour for patients coming to the VA without receiving further payment. Delays due to causes beyond the control and without the fault of the VA for the beneficiary patient concerned shall not be considered waiting time. Such causes may include, but are not restricted to, acts of God or of the public enemy, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes or delays caused by weather conditions.

D. Ground Ambulance Coordination:

Contractor is responsible for coordinating ground ambulance services (see no. 1 below for specifics for Amarillo VAHCS). In order to provide continuity of transportation, the air ambulance operator should coordinate aircraft departures and arrivals with required surface transportation to avoid any delays at the points of origin and flight destination. If a delay is unavoidable, the patient must be protected from inclement weather, including temperatures that could adversely affect their conditions.

NOTE: The Air Ambulance Medical Team shall provide a bedside-to-bedside continuum of care for all patients.

Place of Performance: Shall be based on the origin of service to the destination.

WTVAHCS Business Hours: Normal business hours are Monday through Friday, 8:00 AM to 4:30 PM Central.

Time, excluding federal holidays.

New Year's Day (observed) Birthday of Martin Luther King, Jr.

Washington's Birthday (observed) Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day (observed) Thanksgiving Day Christmas Day However, the company shall be on call 24 hours per day, seven (7) days per week.

E. Patient Medical Records:

Contractor shall maintain for a period of five (5) years, a record of each air ambulance operation, including but not limited to the following:

(1) Patient’s name.

(2) Date of flight.

(3) Diagnosis.

(4) Originating and termination points and patient’s condition upon departure and arrival.

(5) An in-flight medical attendant’s report of the patient’s status, including vital signs, level of consciousness, drugs administered, and details of therapeutic intervention. (These notes can be vitally important to those who must provide subsequent care.)

(6) Unusual circumstances encountered during the flight, including inordinate altitudes flown, turbulence, times associated with these abnormal conditions, etc.

F. Operational Requirements:

1. Within 3 business days after award and notification, the successful offer shall supply certifications, competencies, and qualifications with a list of all the personnel and their titles that will be involved in the performance of the resulting contract. Also included must be names and telephone numbers of dispatchers.

2. Contractor shall hold a valid Air Carrier Operating Certification issued by the Federal Aviation Agency (FAA), for an Air taxi operator, a copy of which will be submitted with the bid. The operations authorized under this certificate shall be such that he/she can perform the services required by this contract. The contractor shall abide by all applicable FAA regulations. Contractor shall hold a valid commercial airman’s certificate with the appropriate ratings for the conditions of the flight being undertaken and operate under the air taxi rules for that certificate. The contractor shall be CAMTS accredited. Contractor shall comply with all applicable, Federal, State, and Local Regulations governing the operation of an Air Ambulance service.

3. An FAA flight plan shall be filed for any aircraft used for an air ambulance flight under this contract. Wherever practical and possible, the pilot shall take advantage of all existing ground and air communication facilities. Before each flight, the pilot shall obtain the latest information relative to weather, airport conditions and navigational facilities and, further, shall be satisfied that all conditions are such that they will not constitute a hazard. In the event a flight is interrupted short of destination, the contractor shall immediately notify the Business Office Manager and make necessary arrangements.

4. All operations under the contract must be supervised by competent trained personnel who adhere to safe practices. Definite precautions will be taken to keep passengers and spectators away from the aircraft when the power is on. All facilities, including ramps, ramp areas, building passenger areas etc., will be maintained in a clean and orderly condition, free from debris and any accumulation which may constitute an accident or fire hazard. The patient should be sufficiently isolated from the cockpit to minimize in-flight distractions and interference, which would affect flight safety.

5. All operations under the contract shall be supervised by competent, trained personnel who adhere to safe practices. Passengers shall not be allowed to board aircraft when engines are running. Definite precautions shall be taken to keep passengers and spectators away from aircraft when the power is on.

6. The contractor shall provide each air ambulance with an aircrew consisting of the minimum standard required by the FAA and the Texas Department of Health. A medical doctor may be substituted for the attendant. Additional contractor team members may accompany the aircrew at the discretion of the contractor, at no additional cost to the VA.

G. Information Relayed Between Pilot and Medical Attendant:

1. As a minimum, the pilot should provide the following information to the Medical Flight Attendant:

a. ETA (Estimated Time of Arrival).

b. Planned flight altitude.

c. Significant and/or expected weather.

2. The Medical Flight Attendant should provide at least the following information to the pilot:

a. Brief appraisal of the patient’s problem and condition.

b. Patient’s environment need’s e.g., pressurization, temperature, etc.

c. Significant changes in the patient’s condition during flight.

AIR AMBULANCE TRANSFER AND GROUND AMBULANCE POC(S)

Carol’s Ambulance 432-335-8081 126 S Dixie Blvd, Odessa TX 79761 Permian Basin 432-550-9410 808 Tower Drive #9, Odessa TX 79761 Tac Med 432-333-4700 12924 W Highway 80 E, Odessa TX 79765 Lubbock Aid 806-792-2166 2743 34th Street, Lubbock TX 79410 Metro Care 325-692-9367 4450 S 3rd Street, Abilene TX 79605 Rico Air 806-331-7426 2322 Lakeview Drive, Amarillo TX 79109

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