36C25725Q0011 Sources Sought.pdf

SUBJECT* North Texas VA Medical Center Special Mode Wheelchair Transportation Services

(Area B-2)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 76504

SOLICITATION NUMBER* 36C25725Q0011

RESPONSE DATE/TIME/ZONE 10-03-2024 1500 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* V999

NAICS CODE* 485991

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Central Texas Veterans HCS

1901 Veterans Memorial Dr. Building #171

Temple TX 76504

POINT OF CONTACT*

Contract Specialist: Ms. Angela Kyte

Contracting Officer: Mr. Shawn R. Reinhart angela.kyte@va.gov & shawn.reinhart@va.gov

Please respond to both the Contract Specialist and the Contracting Officer listed here.

PLACE OF PERFORMANCE

ADDRESS North Texas VA Medical Center

4500 S. Lancaster Rd.

Dallas TX

POSTAL CODE 75216

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL

ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

1. This market research notice is being conducted by Network Contracting Office (NCO) 17

VHA Regional Procurement Office-West (RPO-W), 1901 Veterans Memorial Dr. Building

#171, Temple, TX 76504.

2. The requirement is for Special Mode Wheelchair Transportation Services in support of the

North Texas VA Medical Center Catchment Area of Operations. See DRAFT PWS, paragraph

1, for additional details for the catchment area.

3. If this is a Service your business can provide, please respond to this Sources Sought Notice by

3:00 PM Central Time on Thursday, October 03, 2024.

4. 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 Small

Business that can provide this service.

c. 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 the CO determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

5. Responses shall include:

a) Business Name

b) Business Address

c) Point of Contact

- Name

- Phone Number

- E-mail Address

d) SAM UID Number

e) Currently registered in SAM (Yes or No). If Yes, provide expiration date.

f) NAICS code

g) Business Size: Small or Large

h) Type of Business: Service-Disabled Veteran Owned (SDVOSB), Veteran Owned

(VOSB), 8(a), HUBZone, Woman-Owned (WOSB), etc.

i) GSA or VA FSS Contract Number, if applicable

j) Current fleet size

k) Will you be able to acquire additional vehicles to meet the needs of the requirement, if needed.

l) Estimated patient trips per year is approximately 14,976.

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

6. Send responses to both the Contract Specialist and the Contracting Officer.

Contract Specialist: Ms. Angela Kyte at angela.kyte@va.gov.

Contracting Officer: Mr. Shawn R. Reinhart at shawn.reinhart@va.gov

Responses in the email subject line shall state: 36C25725Q0011, Sources Sought Notice

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.

B2 Wheelchair – Special Mode Transportation Services

PERFORMANCE WORK STATEMENT (PWS)

1. RESPONSIBILITY OF THE CONTRACTOR. The Contractor shall provide all required labor, material, supplies, equipment, and supervision of Contractor personnel necessary to perform Wheelchair services to and from the veteran’s residence or any of the following locations:

Facility Name Facility Address

Dallas VAMC 4500 S Lancaster Rd, Dallas, TX 75216

Decatur VA CBOC 1713 S FM 51, Decatur, TX 76234

Denton VA CBOC 2223 Colorado Blvd, Denton, TX 76205

Fort Worth VA OPC 2201 SE Loop 820, Ft. Worth, TX 76119

Garland VA OPC 2300 Marie Curie Blvd, Garland, TX 75042

Granbury VA CBOC 1210 Paluxy Medical Circle, Granbury, TX

76048

Grand Prairie VA CBOC 2737 Sherman St, Grand Prairie, TX 75051

Greenville VA CBOC 8325 Jack Finney Blvd, Greenville, TX 75402

Plano VA CBOC 3804 W 15th St, Plano, TX 75075

Polk VA CBOC 7243 S Polk St, Dallas, TX 75224

Sam Rayburn (Bonham) VA OPC 1201 E 9th St, Bonham, TX 75418

Sherman VA CBOC 1715 Texoma Parkway, Sherman, TX 75090

Tyler Centennial VA CBOC 428 Centennial Parkway, Tyler, TX 75763

Community Care appointments in the surrounding Counties in catchment Area A2

Texas Counties: Archer, Baylor, Collin, Cottle, Denton, Foard, Hardeman, Jack, Montague, Wichita, Wilbarger, Wise, Young

Community Care appointments in the surrounding Counties in catchment Area B2

Texas Counties: Bowie, Camp, Cass, Delta, Fannin, Franklin, Grayson, Harrison, Hopkins, Hunt, Lamar, Marion, Morris, Red River, Titus, Bryan

Oklahoma Counties: Bryan, Choctaw, McCurtain, Pittsburg, Pontotoc

Community Care appointments in the surrounding Counties in catchment Area C2

Texas Counties: Anderson, Cherokee, Dallas, Ellis, Gregg, Henderson, Kaufman, Navarro, Rains, Rockwall, Rusk, Smith, Upshur, Van

Zandt, Wood

Community Care appointments in the surrounding Counties in catchment Area D2

Texas Counties: Eastland, Erath, Hill, Hood, Johnson, Palo Pinto, Parker, Somervell, Stephens, Tarrant

Examples:

• Veteran A resides in Ellis County (pick up location) and has an appointment at the

Denton VA. Veteran A will be assigned to the Vendor awarded the C2 contract.

• Veteran B resides in Fannin County (pick up location) and has an appointment at the

Dallas VA. Veteran B will be assigned to the Vendor awarded the B2 contract.

• Veteran C resides in Dallas County (pick up location) and has an appointment at the

Dallas VA. Veteran C will be assigned to the Vendor awarded the C2 contract.

The Contractor shall transact business as described herein, with the Contracting Officer (CO) and/or the Contracting Officer’s Representative (COR) as appropriate. The Contractor shall under no circumstances correspond or directly interact with any patient (or beneficiary) or solicit from any patient (or beneficiary) of the VA.

2. DEFINITIONS/ACRONYMS.

ACO - Administrative Contracting Officer. An individual designated by the Contracting Officer who is authorized to commit and obligate the government through the life of the contract, with consent from the Contracting Officer.

Base Rate - Base Rate is defined as the rate paid for one-way transportation 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 others determined to be eligible for benefits by the VA.

Class D Operators License - Defined by the Texas Department of Motor Vehicles as a driver’s license issued to a person to operate a motor vehicle, or motor-driven cycle, other than a commercial motor vehicle and includes probationary license, restricted license, and any operators or chauffeurs license issued before January 1, 1990.

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

CBOC - Community-Based Outpatient Clinic

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

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 Medical Technician - A person who is specially trained and certified to administer basic emergency services to victims of trauma or acute illness before and during transportation to a hospital or other healthcare facility.

Excusable delays - The Contractor shall respond to all calls for ambulance transport service by being on-site at the designated VA facility within 1 hour after notification. STAT notifications require a 20-minute response time. Should the time for pick-up, stated herein, be physically impossible due to the location of the veteran beneficiary, the Contractor shall contact the appropriate individual at the VA (from a list of extensions which shall be provided to the

Contractor from the PBS department and the CBOC locations) and proceed to inform him/her of the anticipated time required for pick-up and delivery of the said patient.

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

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

MAA - Medical Administrative Assistant. 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.

Medical Transportation Organization (MTO) - MTO has the same meaning as an emergency medical service organization as defined in division (H) of section 4766.01 of the Revised Code.

North Texas - Department of Veterans Affairs Medical Center (hereinafter called the VAMC)

Dallas VA Medical Center, 4500 S. Lancaster Road, Dallas, Texas 75216.

Not to Exceed (NTE) - The price and/or quantity that the contract or purchase order shall not exceed.

Nursing Home Care Unit - (NHCU)

No Patient - Invoicing and payment is allowed to the Contractor for scheduled pick-ups for circumstances beyond the Contractor’s control (patient refuses pick-up, patient not home, patient not medically/mentally suitable for transportation, or other extenuating patient circumstances).

This charge shall only be assessed on actual trips to the patient pick-up point and shall not be accessed on scheduled pick-ups that are canceled in advance by the VA and/or the patient.

Immediate notification to the COR within 15 minutes is required.

Paramedic - A specially trained medical technician licensed to provide a wide range of emergency services (such as defibrillation and the intravenous administration of drugs) before or during transportation to a hospital.

Patient Business Service (PBS) - An administrative department that processes patients' medical records, appointments, etc.

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. PBS requires a copy of the patient's chart.

Scheduled Trip(s) - 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.

Same Day Trip(s) - Trips scheduled the same day as used in this solicitation/contract refer to those trips required on an as-needed basis with little notice. The cost shall be the same for same-day and prescheduled trips.

Task Orders - The award of a funded task order for the appropriate period of performance is required before the commencement of any/all work per FAR part 16.506 as specified herein.

The Joint Commission - A national organization dedicated to improving the care, safety, and treatment of patients in a healthcare facility and environment.

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

Veteran Onboard - The veteran is in the vehicle being transported to and from an appointment.

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.

Waiting Grace Period - The Waiting Grace Period is defined as fifteen (15) minutes before the time waiting charges commence. The base rate for ambulance services shall include a fifteen

(15) minute waiting grace period at the origin and destination. After the 15-minute grace period charges are applied in 15-minute increments.

3. GENERAL REQUIREMENTS. The Contractor shall provide Wheelchair transportation services for patients (or beneficiaries) of the Department of Veterans Affairs as established herein. The Contractor shall provide all services necessary to execute the full range of paramedic and ambulance services as provided in the local community. Performance shall be continuously compliant with the requirements contained within this PWS to include the standards established by the Joint and the Division of Emergency Medical Services, Texas Emergency Medical

Services, and all applicable Federal, State, and local rules, regulations, and procedures.

• Reference: Texas Administrative Code- Title 21, Part 1, Chapter 157, Emergency

Medical Care.

http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157

&sch=A&rl=Y

4. CONTRACT ADMINISTRATION. The Contractor shall contact the Contracting Officer on all matters pertaining to the contract. The Contracting Officer is the only person authorized to obligate the VA, to issue any changes, which affect the price, quantity, quality, or delivery terms of this contract. The Contracting Officer Representative (COR) will be included on all communications between the Contractor and the Contracting Officer, and the COR shall be responsible for validation/reconciliation of claims and authorization for payment.

5. GENERAL DESCRIPTION. The Contractor shall provide all Wheelchair services, 24 hours per day, 365 days per year, as required per the terms and conditions contained herein. The contractor shall furnish vehicles sufficient to provide full and complete coverage for the pick-up https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html?tacview=5&ti=258pt=18ch=157&sch=A&rl=Y https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html?tacview=5&ti=258pt=18ch=157&sch=A&rl=Y and delivery of all veteran patients requiring transport by Wheelchair as shown in paragraph 1 above.

5.1. Prior to contract performance, the COR will 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 costs related thereto shall be borne by the Contractor.

5.1.2. Pick-up and deliveries will also be required from community hospitals and VA facilities within and outside the service area to include the patient’s residence as requested by the COR per the procedures specified within this PWS. The trip rate provided in any category shall be all-inclusive regardless of the time of day as agreed to in the price schedule of the resultant award.

6. VETRIDE UTILIZATION. The Contractor shall utilize the VetRide Third Party Portal and

Vendor Pass with every passenger transported under this contract. The Department of Veteran

Affairs will provide the software and access to the VetRide Third Party Portal for the vendor/contractor in this contract. The Contractor shall utilize the VetRide Third Party Portal fully as instructed.

• Receive and respond to electronic trip requests.

• Receive, use, and ensure the use of the Vendor pass by the dispatcher and air crew.

• Submit claims via the electronic HCFA 1500 in the VetRide Third-Party Portal

6.1. VETRIDE INVOICING PROCEDURE. The awarded Contractor shall invoice the VA

North Texas Health Care System by utilizing a secured means of Electronic Data Interchange

(EDI). When invoicing, the VA requires that each trip is disclosed with the individual cost, mileage utilized, point of pick-up, and point of drop-off, along with the date of transport and associated patient identification.

6.1.1. At the time of delivery of the patient to their destination, the Contractor shall provide a

“Run Sheet” as part of the patient's permanent record. This Run Sheet shall include a record of the patient’s vital signs, medications used, oxygen use, and any changes in the patient’s condition. The Run Sheet shall provide the following information either in this format or in the

Contractors’ established format.

6.1.2 The Contractor shall submit an original invoice and three copies (or an electronic invoice, if authorized) to the address designated in the contract to receive invoices.

The Contractor’s invoice must include:

(1) Contract Number / Purchase Order Number

(2) Date of Trip

(3) Authorization number(s) and patient’s name

(4) Pick-up and drop-off location of the patient

(5) Base Rate

(6) Name and “Last Four” of Social Security number of patient transported

(7) Documentation of circumstances when billing for waiting time

(8) Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Toll charges, Waiting Time, etc.

(9) VA authorizing official’s name

(10) Healthcare Procedure Coding System/National Level II (HCPCS)

The Contractor shall provide a receipt or copy of the receipt for all miscellaneous charges. (Waiting time, etc.)

Unauthorized charges will be suspended by the Contracting Officer. Unauthorized charges are those that have not been pre-approved by authorized VA personnel. Supporting documentation may be provided and submitted for payment consideration.

Suspended 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.

7. VEHICLES AND EQUIPMENT. Wheelchair vehicles and equipment with which the

Contractor renders all services shall meet Federal and State of Texas (or equal) requirements for insurance, licensing, registration, and equipment. All vehicles used to provide transportation services shall meet the following requirements:

• Texas Health & Safety Code-Chapter 773.Emergency Health Care Act.

http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.773.htm

• Texas Administrative Code- Title 21, Part 1, Chapter 157, Emergency Medical Care.

http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157

&sch=A&rl=Y

• Have functioning mechanisms that ensure that all access doors are capable of being opened from the inside and remain closed and secure during travel.

• Be equipped with operational air conditioning/heating systems.

• Meet all safety and mechanical standards established by Local, State, and Federal statutes and regulations.

• Be equipped with an operable two-way radio and/or cellular telephone communication system, which afford contact with the vehicle during all hours of operation.

Beepers/pagers are not an acceptable substitute.

• Be equipped with stretcher tie-down straps and effective secure devices to secure both stretcher and wheelchair beneficiaries.

• The lift shall incorporate an emergency method of deploying, lowering to ground level with a lift occupant, and raising and stowing the empty lift if the power to the lift fails and have a backup for all lift capacity.

• A fixed seat position or a fixed secured floor or sidewall stretcher lock must be approved for each ambulatory, wheelchair, or stretcher-restricted passenger being transported, per the passenger’s needs.

• Driver shall ensure stretcher locks are secured and seat belts and shoulder harnesses are in place before the vehicle is driven.

8. STANDARDS FOR MAINTENANCE. The objective of Standards for Maintenance is to protect veteran and to cause no harm to all parties.

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

• The Contractor shall ensure they are compliant with the CDC Coronavirus guidance:

https://www.cdc.gov/coronavirus/2019-ncov/infection-control/control-recommendations.html http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157&sch=A&rl=Y http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157&sch=A&rl=Y https://www.cdc.gov/coronavirus/2019-ncov/infection-control/control-recommendations.html

• The Contractor shall maintain vehicles per the manufacturer’s recommended maintenance schedule, or an improved schedule based on actual vehicle operating conditions.

• The Contractor shall correct any deficiency that might interfere with the safe operation of the vehicle before the vehicle is placed in service.

• The Contractor shall ensure vehicle windows are free of obstructions and lights are kept clean so that they can be easily seen when in operation.

• The Contractor shall keep the interior of vehicles clean and in good repair.

• The 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 with vehicle maintenance files is in place should be submitted at the time of offer for evaluation purposes. The requested submission and verification of these documentation requirements will be a quality assurance procedure during the contract period.

• Maintenance procedures shall adhere to all requirements listed for the state the contractor is based. Texas Medical Transportation Board Administrative Code, SECTION 380.501.

Standards for Motor Vehicles.

• All motor vehicles used to provide transportation services shall:

o meet or exceed warranty and component standards for both state and federal safety mechanical operating and maintenance standards.

o be identified with the transportation provider name and vehicle number using letters that are at a minimum of six inches in height; and be equipped with:

▪ functioning, clean, and accessible seat belts for each passenger seat position that must be stored off the floor when not in use.

▪ an operating speedometer and odometer.

▪ working interior lights within the passenger compartment.

▪ adequate interior sidewall padding and ceiling covering.

▪ two exterior rear-view mirrors, one on each side of the vehicle.

▪ an interior mirror, which should be used for monitoring.

▪ a clean interior and exterior (which must be free of broken mirrors or windows, excessive grime, rust, chipped paint, and major dents).

▪ a functional fire extinguisher (which must be secured within reach of the motor vehicle operator and visible to passengers).

▪ a first aid kit (which must include at a minimum latex glove, hazardous waste disposal bags, scrub brush, disinfectant, and deodorizer).

▪ working heating and cooling systems adequate for the heating, cooling, and ventilation needs of both the motor vehicle operator and the passengers; and

▪ signage posted within the vehicle that reads: "No Smoking, Eating or

Drinking." "All passengers must wear seat belts." "Concealed Weapons

Prohibited."

• All motor vehicles used to provide transportation services shall comply with all applicable state and federal laws, including the Americans with Disabilities Act (ADA)

Accessibility Guidelines for Transportation Vehicles (36 C.F.R. 1192), Federal Motor

Vehicle Safety Standards (49 C.F.R. 571), and Chapter 547 of the Texas Transportation

Code.

9. DRIVER QUALIFICATIONS

9.1. The Department of Veterans Affairs Medical Center (VAMC) reserves the right to restrict any Contractor employee from performing services under this contract who does not meet the required qualifications for the services they are required to perform, and who violates Federal regulations or is identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all the required services, by all terms, conditions, and schedules contained herein.

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

9.1.3 The Contractor personnel performing services for the VA, shall, always, professionally conduct themselves, 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 the 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.

9.1.4 The Contractor shall employ personnel, who are fluent in English without the use of an interpreter. Contractor personnel shall be able to speak and understand English to transport the patients successfully.

9.1.5. Contractor staff shall 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.

9.1.6. Each driver shall:

• Possess a driver’s license that is valid for the class of vehicle driven and, if required under Texas Statutes (or another state equal), 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:

o Have not had a driver’s license canceled or suspended under Texas Statutes, (or other states equal).

o Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance as required by Texas Statutes, (or other states equal).

o Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and o Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance under Texas Statutes (or another state equal) o 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 transportation services. This shall be documented by a formal background check.

9.1.7. Wheelchair and Power Chair Vehicle drivers shall have a valid driver’s license, by

Federal, State, and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and shall have completed the standard and advanced first aid course of the American Red Cross of U.S. Bureaus of Mines of equivalent and be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic.

9.1.8. Emergency Medical Technician (EMT) and Paramedic Qualifications: EMTs and

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

• https://dshs.texas.gov/emstraumasystems/Certinfor.shtm

• Have completed training by 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 shall also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154, Federal Register 39:24304. (1974).

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

• 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.

• 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. http://search.usa.gov/search?utf8=%E2%9C%93&affiliate=dot-nhtsa&query=refresher+training+&searchCommit=Search

10. PASSENGER TRANSPORTATION

10.1. The Contractor shall transport the patient plus one (1) additional passenger, family member, or caregiver at the discretion of the transport crew to be transported on a trip and based on the size of the vehicle and authorization by VAMC.

10.2. Passengers shall be transported in compliance with CDC standards:

https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html

10.3. Drivers and passengers shall always use seat belts/securement devices.

10.4 There shall be no smoking by the driver, attendants, or passengers while in the vehicle or on the Medical Center Campus unless in a designated smoking area.

10.5 The 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 with the proper transfer of patient care to an equal or higher level of care. On the return trip, the Contractor shall return the patient to either the designated ward, inside his/her home or other stated areas.

http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?utf8=%E2%9C%93&affiliate=dot-nhtsa&query=refresher+training+&searchCommit=Search http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?utf8=%E2%9C%93&affiliate=dot-nhtsa&query=refresher+training+&searchCommit=Search

10.6. No unauthorized stops shall be permitted. An unauthorized stop is any stop not necessary for patient care. In the event, an emergency arises while in transit, the Contractor shall transport the patient to the closest facility that can mitigate the emergency.

10.7. The Contractor shall be required to transport non-ambulatory veterans on gurneys and litter who do not require emergency transportation or medical attention.

10.8. 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. The Contractor shall provide the following information on the log sheet:

• Patient name,

• Last four of the patient's Social Security Number,

• Time of delivery or pick-up,

• Point of origin or destination, and

• Name of Contractor personnel picking or delivering patient.

10.9. If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver shall notify the Contracting Officer’s

Representative (COR) of this fact before departure. The Contractor shall not transport any VA beneficiary who refuses to be properly secured while being transported. If the beneficiary refuses to be properly secured, they shall be returned into the building which they came from.

10.10. An authorized official of the VA Medical Center, the COR, or the Mobility Manager may, in the best interest of the patient, allow one (1) relative of the concerned other to accompany the patient at no additional cost to the Government. The relative or concerned other only is to be transported home with the beneficiary if approved by an official of the VA Medical Center. The beneficiary will also be allowed to carry with her or him one (1) bag of luggage during his or her transport. Before 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 costs related thereto shall be borne by the contractor.

10.11. The Contractor shall notify the COR of any unusual events, including but not limited to accidents, safety problems, and deviations in transportation that occur and involve any VA beneficiary being transported under this contract. This notification shall be made within 15 minutes by telephone to the COR and AOD during normal working hours. A written report using email or company letterhead of the event shall be delivered to the COR within 24 hours. Failure to comply with this provision may be grounds for default.

10.12. The patient pick-up/drop-off location at the North Texas VA Medical Center shall be the

South Entrance during business hours, the Emergency Department after business hours, weekends, and holidays and the SCI Entrance for Veterans who have SCI appointments. The patient pick-up/drop-off location for any CBOC shall be the main entrance of that respective

CBOC. If waiting time is necessary, the vehicle shall park in the appropriately designated general parking lot areas.

10.13. 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.

10.14. If or when a patient’s medical records are transported, the Contractor shall ensure that

Health Insurance Portability and Accounting Act (HIPAA) guidelines are followed.

10.15. Patients will be entitled to transport one certified trained service animal. No pets are to be transported at any time. Refer to VHA Directive 1188, Animals on Veterans Health

Administration (VHA) Property, dated August 26, 2015.

11. CALLS. All patient pick-up(s) and drop-off(s) shall be authorized via “calls” which shall only be issued by the designated primary or alternate Contracting Officers Representative

(COR). When placing calls for services, the COR will contact the designated Contractor point of contact(s) to provide the following information:

• Mode of transportation required,

• Required time of arrival and/or within a 20-minute timeframe.

• 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?

12. HOURS OF PERFORMANCE AND RESPONSE TIMES

12.1. Hours of Performance: This is a full-service contract, 24 hours per day, 365 days per year. The Contractor shall provide all Wheelchair services as stated in the performance work statement for veteran beneficiaries when requested by the VA.

12.2. The Contractor shall furnish and maintain vehicles to ensure timely pick-up and delivery service to all veterans serviced by the VA.

12.3. Response Time:

12.3.1. The Contractor shall respond to all calls for Wheelchair transport service by being on-site at the designated VA facility within 1 hour after notification. STAT notifications require a 20-minute response time. Should the time for pick-up, stated herein, be physically impossible due to the location of the veteran beneficiary, the Contractor shall contact the appropriate individual at the VA (from a list of extensions which will be provided to the Contractor from the PBS department and the CBOC locations) and proceed to inform him/her of the anticipated time required for pick-up and delivery of the said patient.

12.3.2. The Contractor shall provide and respond to each call-in accordance with all Federal, State, and Local regulations governing the dispatch of emergency medical (ambulance) vehicles and medical care of onboard patients, including the use of sirens and other measures to ensure timely arrival at the designated location.

12.4. Electronic Transmissions: The Contractor shall, always during the contract period, have on his/her premises both the ability to receive, read, and transmit emails to and from the VA and a functioning fax machine to communicate with the VA. If PII or PHI is to be transmitted, an approved encrypted email shall be used.

13. CONFORMITY TO REGULATIONS

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

13.2. 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 $50.00 federal citation for disregarding posted safety rules and regulations. Furthermore, the Contractor may be directed to stop work. The Contractor is to notify all his/her employees and/or sub-contractors of this strict enforcement policy.

13.3. The Contractor shall have the appropriate permits/licenses to perform the required services.

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

14. 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.

15. WAGE RATES

15.1. Wage Determination(s) are listed in Section D in this solicitation and apply to any resulting contract.

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

15.3. The Department of Labor has held that Contractors shall pay their employees the Service

Contract Act waged while they are driving both to and from destinations for the VA.

16. INSPECTIONS

16.1. The VA reserves the right to inspect the contractor's equipment and vehicles and/or require documentation of compliance with contract specifications, and State laws, rules, regulations, and guidelines governing emergency medical transport vehicles (ambulance). VA inspections of

Contractor facilities shall in no way constitute a warranty by the VA that the Contractor's vehicles and equipment are properly maintained. Inspections shall take place at the outset of the contract and on an as-needed basis thereafter. To be in and remain in compliance, the contractor shall adhere to the Texas Department of State and Human Service and the Texas Department of

Motor Vehicles. The VA reserves the right to restrict the contractor’s use of equipment and vehicles which need repair, are unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract specifications. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA.

16.2. The VA reserves the right to have VA personnel, such as the Contracting Officer and

Contracting Officer's Technical Representative, or their designee, observe and inspect contractor operations at any time during the term of this contract. The VA shall conduct scheduled or unscheduled site visits to observe and inspect contractor operations. A scheduled site visit is defined as a visit that the contractor is made aware of in advance. An unscheduled site visit is defined as a visit without advance notice.

17. PATIENT RIGHTS

17.1. The Contractor shall be courteous to VA beneficiaries and shall not smoke/play loud music while transporting patients. Patients may bring a reasonable amount of equipment, such as a folding wheelchair, consumable medical supplies, and personal suitcases.

17.2. The Contractor shall immediately notify the VA of any incidents involving injury to a VA patient during transport. The Contractor shall complete and submit to the COR, the form entitled, Report of Accident within 24 hours, http://vaww.va.gov/vaforms/va/pdf/VA2162.pdf.

17.3. The Contractor shall notify the COR, in writing, within 24 hours of any complaints made by the patients about the ambulance service, http://vaww.va.gov/vaforms/va/pdf/VA119.pdf. The

Contractor may provide recommendations for improved services along with the patient complaints for the VA’s review. No recommendation shall be construed as being effective until a written modification to the contract is executed by the Contracting Officer.

17.4. 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. The Contractor shall provide the following information on the log sheet:

• Patient name,

• Last four of the patient's Social Security Number,

• Time of delivery or pick-up,

• Point of origin or destination, and

• Name of Contractor personnel picking or delivering patient.

18. REQUIRED REPORTS AND DOCUMENTS. Within fifteen (15) days after contract award, the Contractor shall provide the following:

• Contractor Personnel Roster: In this document, the Contractor shall identify the employee by Name, Position, Title, and Work assignment area.

Thereafter, all changes shall be submitted to the COR within two (2) business days after the change(s) occur.

At the time of delivery, the Contractor shall provide a patient care report as part of the patient's permanent record. This patient care report shall include a record of the patient’s vital signs, medications used, oxygen use, and any changes in the patient’s condition. The list stated here shall not be construed as all-inclusive, and the contractor shall provide all pertinent information.

19. NUMBER OF PATIENTS. The Contractor shall not exceed vehicle capacity for the patient and one (1) passenger transported in vehicles.

http://vaww.va.gov/vaforms/va/pdf/VA2162.pdf

20. WAITING TIME. Waiting charges shall commence 15-minutes from the time the

Contractor arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence 15-minutes from the scheduled pick-up time. If the designated pick-up/delivery points are at other than the Medical Centers and waiting beyond the required 15-minute grace period is anticipated, the Contractor shall notify the individual requesting the travel as defined by the lists of points of contact stated in the solicitation. This call is only to verify the

Contractor's time of arrival at pick-up and/or delivery points and is not necessary if the contractor does not anticipate a delay for which waiting charges will be claimed.

21. SAFETY REQUIREMENTS

21.1. In the performance of this contract, the Contractor shall take additional safety precautions as determined necessary by the CO or COR. If the Contractor is advised of noncompliance issues, the Contractor shall take immediate corrective action. Such notice shall be administered in writing to the Contractor. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or any part of the work and hold the contractor in default.

21.2. When ambulance services are required, the contractor shall use universal precautionary measures for the prevention and control of the spread of infectious agents to all persons.

https://www.osha.gov/SLTC/etools/hospital/hazards/univprec/univ.html

21.3. Safety practices shall adhere to all requirements listed herein as well as those set forth by the

• Texas Health & Safety Code-Chapter 773.Emergency Health Care Act.

http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.773.htm

• Texas Administrative Code- Title 21, Part 1, Chapter 157, Emergency Medical Care.

http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157

&sch=A&rl=Y

21.4. Each licensed Medical Transportation Organization (MTO) shall comply with all

Occupational Safety and Health Administration OSHA) bloodborne pathogens regulations as defined by 29 C.F.R. 1910.1030.

21.5. A licensed MTO shall ensure that sanitation procedures are provided to all personnel in a written document that conforms with current standards as outlined in occupational safety and health administration-blood-borne pathogens protocol.

21.6. A licensed MTO shall maintain and follow a written sanitation plan that conforms with the latest blood-borne pathogen standards as written by the occupational safety and health administration. The following documentation shall be maintained for each vehicle:

• Sanitation schedule.

• Date the sanitation was completed.

• Documentation of who performed sanitation.

21.7. All licensed MTOs shall establish a written policy governing the use of emergency lights and audible warning devices under: https://dshs.texas.gov/emstraumasystems/Certinfo.shtm

22. PERFORMANCE REQUIREMENT SUMMARY

http://search.usa.gov/search http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.773.htm http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157&sch=A&rl=Y http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157&sch=A&rl=Y http://vaww.va.gov/vaforms/va/pdf/VA119.pdf

22.1. Scheduled Trips are trips requested in advance by a schedule, telephone, encrypted email, or fax; and are requested before 4:00 pm on the prior day. Scheduled patients shall be brought to the location of their appointment no more than one hour before their scheduled appointment time and no later than their scheduled appointment time. Scheduled patients that have a round trip scheduled need to be transported within thirty (30) minutes for their return trips once they have notified the Contractor that they have completed all their appointments. In the cases of inclement weather and/or traffic, the COR of the contract or the designee needs to be informed of each situation in which the patient will be brought in past his or her appointment time.

22.2. Response time is within one hour of notification of the need for a new not prescheduled trip. The Contractor shall be responsible for providing a vehicle to transport the patient home within one hour of the trip notification.

22.3. When unforeseeable or uncontrollable conditions occur, such as but not limited to severe storms, flooding, or other hazardous road and travel situations, time and distance qualifications shall be considered secondary to safety precautions. Any delays or exceptions to the required quality of services, due to such substantial difficulties, shall be reported to the Travel Office during normal business hours. Outside normal business hours, the Administrative Officer of the

Day (AOD) for the medical center is to be contacted. The Contracting Officer will decide as to whether any such delays in service will be excused. VA will not be charged for trips canceled due to the conditions listed within this paragraph.

22.4. The Contracting Officer's Representative (COR) and/or Alternate COR shall be responsible for verifying contract compliance. Any incidents of Contractor noncompliance, as evidenced by the monitoring procedures in the Performance Requirement Summary, shall be forwarded to the

Contracting Officer within one business day:

Required Services

(Tasks)

Performance Standard Acceptable

Quality

Level

(AQL)

Method of

Monitoring

Incentive (Positive and/or Negative

Impact on

Contractor

Payments)

1) Wheelchair

Service

The Contractor for Wheelchair service will provide patient pickups within 45 minutes of receiving a request or within 45 minutes of the scheduled pick-up time.

100% 100% review of each patient pick-up

5% deduction of monthly payment if >

15 minutes late

2) Certifications and

Training/Customer

Service

Contractor/employee to maintain current proper licenses and ensure all attendants are properly trained and competent to provide service

100% Random

Surveillance

/ Customer

Complaint record

2% deduction of monthly payment if 1 or more employees do not have current licenses or > 1 customer complaint on attendant competence

3) Submit Monthly

Reports

All monthly reports are submitted within 5 calendar days of the due date.

90% 100% inspection of all monthly deliverables

1% deduction of monthly payment for deliverables >5 calendars late

Required Services

(Tasks)

Performance Standard Acceptable

Quality

Level

(AQL)

Method of

Monitoring

Incentive (Positive and/or Negative

Impact on

Contractor

Payments)

4) Wheelchair

Vehicle

Maintenance/Safety

Ensure all Wheelchair Vehicles are in proper condition and fit for the patient and public safety

100% Random

Surveillance

5% deduction from monthly payment with

1 or more findings of unsafe conditions

22.5. Documentation of services performed shall be reviewed before certifying payment. The

COR and/or Alternate COR shall perform routine audits in conjunction with the contracting service to ensure proper documentation of services. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and to allow auditors to verify that services were provided.

23. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP). The Contractor shall establish and maintain a complete QCP to ensure the…