36C25725R0078.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

756-25-4-921-0227

09-19-2025

Mariangie Rios Vazquez 210-996-8816 10-06-2025 2:00pm CST

Department of Veterans Affairs Network Contracting Office 17 5441 Babcock Road Ste. 302 San Antonio TX 78240

X 100

X

621910

$22.5 Million

N/A

Central Texas Veterans HCS

5001 N. PIEDRAS

El Paso TX 79930

Same as block 16.

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

Air Ambulance Transportation Services IAW PWS.

The Contractor will provide 24/7 ALS/CCT pre-arranged Air Ambulance Services including all holidays.

All documentation for offer submission is due on Monday October 6, 2025, at 2:00 PM CST.

Please submit all questions no later than Monday September 29, 2025, by 2:00 PM CST.

No questions will be answered by telephone call.

Offerors are required to sign and return SF1449 solicitation document and its subsequent amendments.

See CONTINUATION Page

X 1

Astrid McKinney Contracting Officer

36C25725R0078

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 53

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

E.9 52.216-1 TYPE OF CONTRACT (APR 1984)

E.10 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C257 Astrid McKinney

Network Contracting Office 17

5441 Babcock Road Ste. 302

San Antonio, TX 78240

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE SCHEDULE

SINGLE AWARD IDIQ: Air Ambulance

Contract Minimum: $5,000.00

Contract Maximum: $1,000,000.00

IDIQ Ordering Period: 1 November 2025 to 31 October 2026

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 Y __________________ __________________

Air Ambulance Transportation Services. The Contractor will provide

ALS/CCT pre-arranged Air Ambulance Transportation Services twenty-four

(24) hours per day, seven (7) days per week, including all holidays for beneficiaries of the ELP VA.

Provide pricing for each of the locations below:

Dallas, TX $_____ Oklahoma City $_____ Las Vegas, NV $_____ Sierra Vista * $_____ Albuquerque, NM $_____ Little Rock, AR $_____ Huntsville, AL $_____ Jackson, MS $_____ Killeen, TX $_____ Madison, WI $_____

PRINCIPAL NAICS CODE: 621910 - Ambulance Services PRODUCT/SERVICE CODE: V225 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Ambulance

6.00 MO __________________ __________________

Extension IAW 52.217-8 Option to Extend Services.

Air Ambulance Transportation Services. The Contractor will provide ALS/CCT pre-arranged Air Ambulance Transportation Services twenty-four

(24) hours per day, seven (7) days per week, including all holidays for beneficiaries of the ELP VA.

Provide pricing for each of the locations below:

Dallas, TX $_____ Oklahoma City $_____ Las Vegas, NV $_____ Sierra Vista * $_____ Albuquerque, NM $_____ Little Rock, AR $_____ Huntsville, AL $_____ Jackson, MS $_____ Killeen, TX $_____ Madison, WI $_____

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001-

SHIP TO: El Paso VA Healthcare System 5001 N Piedras St El Paso, 79930

USA

All 11/01/2025 – 10/31/2026

MARK FOR: Christine Rodriguez

(915) 564-6100 7104 Christine.rodriguez2@va.gov

B.4 PERFORMANCE WORK STATEMENT

SPECIFICATIONS:

SPECIAL NOTE: The Air Ambulance Contractor must be a “Covered Entity” as defined by Medicare. The HIPAA Rules apply to covered entities and business associates. Individuals, organizations, and agencies that meet the definition of a covered entity under HIPAA must comply with the Rules' requirements to protect the privacy and security of health information and must provide individuals with certain rights with respect to their health information.

1. Scope The Contractor will provide ALS/CCT pre-arranged air ambulance service twenty-four (24) hours per day, seven (7) days per week, including all holidays for beneficiaries of the ELP VA. For this Contract, patients shall be transported by Air Transport only if the patient requires continuous ECG monitoring and/or the 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 must be designated as the medical flight attendant, in accordance with the standards of the Commission on Accreditation of Medical Transport System (CAMTS), Medical Transport and Medical Escort Accreditation (NAAMTA Global), or European Aero Medical Institute (EURAMI) for any critical care transport.

1.1 Air ambulance flights are expected to be one-way trips (patient onboard only) if the authorized beneficiary is transferred to another VA or non-VA facility. If a return Air Ambulance service would be required, it would be the responsibility of sending VA medical center to provide this under their current contracts.

1.2 It is understood that only one VA patient will be transported on a trip unless multiple VA patients are specifically authorized by the VA. 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 VA patient is transported in a single airplane concurrently. Under no circumstances will the VA order an air ambulance service for more than two VA passengers for any one flight. The contractor is expected to accept all patients (regardless of physical or mental health condition) but reserves the right to refuse service when it is in the best interest of the patient's safety. The contractor will not accept any patient unless the VA case manager or other assigned designee authorizes the flight. The VA case manager or assigned designee will inform the contractor regarding all medical treatment or care requirements for each patient (such as the administration of oxygen or medication).

1.3 In the event the contractor is unable to support the request for patient pick-up service, it shall be the responsibility of the contractor to decide with another air carrier to provide equivalent transportation. The contractor shall bear the cost for the alternate service with the replacement air carrier. The alternate service provider shall submit all bills for reimbursement to the contractor directly. Reimbursement can be submitted on the next monthly invoice; however, the government will pay no more than the contract-negotiated rate.

1.4 Response Time/Waiting Time:

1.4.1. Response Time: The contractor shall be enroute to provide transportation within one (1) hour of request from the VA facility.

1.4.2. 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.

1.5 Ground Ambulance Coordination:

If a VA facility does not have availability through a VA ambulance service for ground transportation, the contractor is responsible for coordinating ground ambulance services to provide continuity of transportation, the air ambulance operator will 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: Normal business hours (ELPVAHCS Travel Department) are Monday through Friday, 7:00 AM to 4:45 PM Local Time, excluding federal holidays.

1.6. Patient Medical Records:

The 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.

1.7. Operational Requirements:

1.7.1. Within three (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 the names and telephone numbers of dispatchers.

1.7.2. 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. The 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, and must maintain all CAMTS, NAAMTA Global, or EURAMI accreditations. The contractor must comply with all applicable, Federal, State, and Local Regulations governing the operation of an Air Ambulance service.

1.7.3. 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 the destination, the contractor shall immediately notify the VA Facility POC requesting the transport and make necessary arrangements.

1.7.4. All operations under the contract must be supervised by competent, trained personnel who adhere to safe practices. Definite precautions shall 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., shall 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.

1.7.5. Passengers shall not be allowed to board aircraft when engines are running.

1.7.6. The contractor will staff each air ambulance with an aircrew consisting of at least the minimum standard personnel required by the FAA and the (Contracted State) 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.

1.8. Information Relayed Between Pilot and Medical Attendant:

1.8.1. As a minimum, the pilot will 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.

1.8.2. The Medical Flight Attendant will provide, at a minimum, 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.

d. Care/medication administered during flight.

1.9. All work related to this contract shall be performed in accordance with any applicable Federal Aviation Administration (FAA), U.S. Department of Transportation (DOT), Occupational Safety Health Administration (OSHA) regulations, as well as applicable State health and safety regulations.

All aircraft used in the performance of this agreement must be maintained in an airworthy condition in accordance with all applicable FAA Regulations procedures by means of an established inspection and maintenance plan. Line inspections shall be performed at least once in the twenty-four (24) hour period preceding a flight. Aircraft shall be handled exclusively by trained personnel. Additionally, the vendor shall also provide preventative maintenance inspections of the aircraft to be used for the provision of these services, as required by the FAA monthly to the Contracting Officer Representative (COR) or designee.

1.9.1. The solicitation and subsequent contact include FAR 52.222-41, Service Contract Labor Standards (SCLS). The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

VA reminds contractors of the Department of Labor Regulations, which implement the SCLS and which read at 29 CFR § 4.155:

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

1.10 The Government intends to make one award. The resulting contract made against this solicitation will be an Indefinite Delivery Indefinite Quantity (IDIQ) firm-fixed price contract.

1.11 Period of Performance for one (1) Base Year of 12 months and with one (1) additional (up

to) 6-month extension. The Period of Performance reads as follows:

Base Year

1.12. The following chart includes the estimated trips per year along with the guaranteed minimum amount. The minimum guarantee will be included in the first funded task order that is awarded against the IDIQ contract.

Description 12 Month Estimate Minimum Maximum

Air ambulance services for

ELPVAHCS

96 -one-way trips

2. General Requirements:

2.1 Non-Personal Services: The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances will the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any action constitutes, or are perceived to constitute, personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.2 Business Relations: The contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The contractor shall manage the timeliness, completeness, and response to quality deficiencies identified. The contractor shall provide corrective action plans, proposal submittals, effective management of subcontractors, and the timely identification of issues which should be reported no later than 24 hours after they are noticed. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

3. Contract Administration and Management:

3.1 Designation of Contracting Officer Representative (COR)

3.1.1 The Contracting Officer (CO) will appoint a Contracting Officer Representative (COR) to perform tasks related to the execution and surveillance of this contract. The COR will be designated to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The foregoing is not construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspect of the contract. Those matters are the responsibility of the CO and will not be delegated.

3.1.2 The CO is responsible for the administration of this contract. The CO is the only individual authorized, to extent indicated in this contract, to take actions on behalf of the Government, which may result in changes in the contract terms, to include deviation from the statement of work, details, and performance schedules. Communications pertaining to contractual matters shall be addressed to the CO. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the CO. No oral statements of any person whosoever will in any matter or degree, modify or otherwise affect the terms of this contract.

3.1.3 The Contractor will receive a copy of Delegation Letter which will identify the COR appointed by the CO. 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 the validation/reconciliation of claims and authorization for payment.

3.2 Orders:

3.2.1 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 Business Office Manager or his designee.

3.2.2 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.

3.2.3 The VA Clinical Provider requesting an air ambulance is responsible for identifying a medical justification for an air ambulance transport and delineating the medical care of the patient during transport. Medical orders will be issued upon patient pick-up as well as a travel authority. It is the provider’s responsibility to complete the delivery of transfer paperwork to the receiving facilities’ accepting patients.

3.2.4 Orders, requests, or changes to transportation requests will only be made by 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.

3.2.5 Only designated personnel of the VA Administration are authorized to order the contract services. A current list will be always furnished to the Contractor, and upon the contractor’s request by the Mobility Manager. 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.

3.2.6 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 to a VA Parkinson’s Disease, Research, Education and Clinical Centers (PADECCs). In such cases, the referring facility is responsible for round trip transportation for either inpatient or outpatient care.

3.2.7 Payment shall be based upon one-way direct air mileage (nautical mile) as computed on the appropriate Sectional Aeronautical Chart prepared by the Coast and Geodetic Survey. 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.

4.0 Price/Cost Schedule - The guaranteed minimum award amount for this contract is

$5,000.00 and the maximum aggregate value of orders that can be placed under this contract is $1,000,000.00 (YEARLY)

ITEM INFORMATION

CLIN Description Estimated

Monthly Quantity

Estimated Monthly Trips (Annual)

A0001 Air Ambulance Flight

8 96

4.1 Rate: Line item is a rate per trip. No additional mileage.

4.2 This is a firm-fixed price contract. Quoted rates listed in Section B.2 Price Schedule shall not be modified. Additional charges for sub-contractor services, to transport the plane to the origin destination, or for transport after final destination are not authorized under this contract. In addition, the Government shall not receive any invoices from sub-contractors. There is no privity of contract between the Government and any sub-contractors.

4.3 Cancellation: If the order is cancelled by the Requesting Physician, VAPAHCS, the Contractor will be paid the base rate plus actual nautical miles traveled at the time of the cancellation, plus the necessary nautical miles the Contractor’s aircraft must travel to return to its starting location. The return mileage is only reimbursable if the contractor does not have another destination on its flight plan.

5 Contractor Licenses and Permits: The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of XXXX. Furthermore, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from.

5.1 Contract Management: The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between VAXXX ongoing operations and the contractor's corporate offices.

5.2 Contract Administration: The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in no later than three business days. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

5.3 Personnel Administration: The contractor shall maintain the proficiency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

5.4 Contractor Personnel, Disciplines, and Specialties: The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with the necessary combination of education, training, and experience, as required by the FAA. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

5.5 Contractor Identification: Contractor personnel shall wear the Contractor's ID badge at all times with name clearly visible and it shall be consistent with the Contractor’s personnel roster.

6. ELPVAHCS Normal Business Hours: ELPVAHCS normal business hours are Monday through Friday, from 07:00 AM to 4:30 Local Time, excluding the Federal Holidays as listed below:

a. New Year’s Day

b. Martin Luther King Jr. Day

c. Presidents Day

d. Memorial Day

e. Independence Day

f. Labor Day

g. Columbus Day

h. Veterans Day

i. Thanksgiving Day

j. Christmas Day

k. Juneteenth

And any other day specifically declared by the President of the United States to be a national holiday.

7.Additional Requirements:

7.1 Health Insurance Portability and Accountability Act (HIPAA), Privacy Rule, and Security Rule:

Whereas the Contractor will have access to Business Associate Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information ("Privacy Rule"), and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard ("Security Rule"); and whereas, Department of Veterans Affairs Veterans Health Administration is a "Covered Entity" as that term is defined in the HIPAA implementing regulations, 45 CFR 160.103, the Contractor shall be required to complete the blanks, sign, date and provide a completed Business Associate Agreement with their quotation (as provided as an attachment to this solicitation).

The contractor staff shall sign and follow confidentiality statements as required.

The C&A requirements do not apply, and a Security Accreditation Package is not required.

The Contractor shall comply with the Privacy Act, 38 USC 5701 and 38 USC 7332. Any information the Contractor may obtain on personnel and/or patient data as a result of performance of this contract will not at any time be disclosed to third parties or used for the Contractor’s own purpose except to the extent allowed by the Privacy Act.

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification.

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports.

(3) Data breach analysis.

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution.

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs

7.2. Patient Privacy and Confidentiality:

All "patient papers" transported with the patient are confidential in accordance with HIPAA.

Contractor's personnel may review these records for assessment and treatment purposes only.

Appropriate administrative and medical information will be provided to the Contractor for patient transport. If the medical record is transported with the patient, it may be used as a source of information if the situation warrants (i.e., emergent care while in-route). In all other instances, all documents will remain intact and sealed.

7.3. Smoking Regulations and Precautions: In accordance with VA smoking policy and FAA regulations, no smoking will be allowed in the aircraft. Contractor shall comply with Federal Aviation Regulation 135.91b which prohibits smoking within 10 feet of oxygen storage and dispensing equipment carried on aircraft.

7.4. Ambient Control: The aircraft should have the capacity of maintaining the cabin temperature at about 75⁰ Fahrenheit, or as per FAA regulations during all phases of operation.

7.5. Communication System: The aircraft must have radio capability to communicate air to ground and air to air which meets/exceeds standards of FAA.

7.6 Unusual Events: Contractor is required to notify the Contracting Officer or his/her designee of any unusual events, including but not limited to accidents or safety problems that occur involving any VA beneficiary being transported under this agreement. This notification will be made within one (1) hour by telephone and, if requested by the VA, a written report of the event will be delivered to the Contracting Officer or his/her designee by close of business the next working day.

7.7 Aircraft Equipment: All aircraft shall comply with the regulations of the FAA, Federal

Aeronautics Regulations (Parts 135/121) and rules and regulations of the state in which Contractor conducts business. Furthermore, all aircraft used in the performance of this agreement must be equipped with functioning two-way radios. Such aircraft must be equipped with all flight instruments required by the Federal Aviation Agency (FAA) regulations for the type of flight operations to be conducted. Such aircraft must also have the facilities to maintain proper cabin temperatures under all flight conditions.

7.8 Aircraft Information: The Contract shall also include the following information related to the aircraft:

• Type of Aircraft

• Adequate Seat Capacity

• Certificates of Insurance

7.9 Maximum Payloads: Will be in accordance with the FAA standard applicable to the respective aircraft.

7.10 Deviations from FAA Regulations: All work related to this contract shall be performed by the Contractor in accordance with any applicable FAA, U.S. Department of Transportation, or OSHA regulations, as well as applicable State health and safety regulations, health care accreditation standards (JCAHO or equivalent accreditation organization) and standard industry practices as defined by the Association of Air Medical Services for air ambulance transportation. Deviations from Federal Aviation Administration Regulations shall be reported in accordance with Federal Aviation Administration Regulations Part 91.3 and

135.19. Deviation decisions related to flight safety can only be made by the pilot who must consider the safety of all persons aboard as well as the needs of the patient.

7.11 This solicitation applies to non-scheduled operations of air transportation conducted under:

• 14 CFR Part 121 (“Supplemental Operations”) http://rgl.faa.gov/RegulatoryandGuidanceLibrary/rgFAR.nsf/MainFrame?OpenFrameSet

• 14 CFR Part 135 (“Commuter and On-Demand Operations”) http://rgl.faa.gov/RegulatoryandGuidanceLibrary/rgFAR.nsf/MainFrame?OpenFrameSet

7.12 FARs Part 135 Operators must be in compliance with applicable regulations as outlined in Federal Aviation Regulations Part 135: Operating Requirements: Commuter & On- Demand Operations & Rules Governing Persons on Board Such Aircraft.

7.13 FARs Part 121 Operators must be in compliance with applicable regulations as outlined in Federal Aviation Regulations Part 121: Operating Requirements: Domestic, Flag, and Supplemental Operations.

7.14 Medical Standards – refer to Federal Aviation Regulations (FARs) Part 61.23, Subpart A:

“Medical Certificates: Requirement and Duration”

• Medical Class (1st, 2nd, or 3rd)

• Medical Date (FAA certified physician check)

7.15 Insurance: The Contractor shall obtain all necessary licenses and/or permits, equipment and supplies required to perform this service. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury, damage, and danger during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees as well as for any damage and/or loss of federal, personal, or public property that occurs during the performance of this contract that is caused by his/her employee's fault or negligence and shall maintain personal liability and property damage.

7.16 Inspections: The Government has the right to inspect the contractor premises, maintenance records of medical equipment and aircraft(s), flight logs, and dispatch records being used for the contracted services. Furthermore, annually the contractor must provide proof of insurance (see paragraph 10.9 and Clauses 852.228-71, and 852.237-70 for further details on insurance requirements) and copies of any licenses for all staff providing services under this contract upon request of the COR.

8. Infection Control Requirements

8.1 Health tests. Contractor attests that assigned personnel have fulfilled all testing and screening requirements as described below prior to first duty shift. Evaluations and tests shall be current within the past year, except as noted. At the VA’s request, Contractor shall provide proof that all requirements are current and fully met as described within 2 business days of request.

8.2 Tuberculosis Screening and Testing.

8.2.1 For those with previously documented positive Purified Protein Derivative (PPD) test results: All Contractor personnel shall provide a note from their physician, dated within the past three months, stating they are free of any signs and symptoms of tuberculosis. This evaluation will be renewed annually.

8.2.2 For those with previously negative PPD skin test results: All Contractor personnel shall provide proof of a negative reaction to PPD testing, performed in accordance with the latest CDC standards and CDHC/California Tuberculosis Controllers Association guidelines, within the past 6 months. This test shall be renewed annually.

8.2.3 For PPD skin converters (a change from a previously negative skin test to positive; defined as an increase in duration of 10mm or more with 2 years): An evaluation from their physician within 30 days of the positive test stating they are free from signs/symptoms of TB and indicating whether prophylactic treatment is indicated. If treatment is indicated, a note from the physician stating it was satisfactorily completed.

8.2.4 Rubella Testing. All Contractor personnel shall provide proof of immunization for measles, mumps, rubella, or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with a follow-up documentation provided to the COR.

8.2.5 Varicella (Chicken Pox) Testing. Provide a history of varicella or, if unknown, results.

9 Applicable Directives:

9.1 14 CFR Part 119: Title 14 of the Code of Federal Regulations Part 119, issued by the Federal Aviation Administration (FAA).

9.2 14 CFR Part 121: Title 14 of the Code of Federal Regulations Part 121, issued by the

9.3 14 CFR Part 135: Title 14 of the Code of Federal Regulations Part 135, issued by the

10 Quality Control (QC)

10.1 The contractor shall develop, submit for contracting office acceptance, and maintain a quality control program to ensure the requirements of this contract are performed in accordance with established standards. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures (QCP) addressing the areas identified in the service summary. The contractor shall make appropriate modifications (at no additional costs to the government) and obtain acceptance of the plan by the CO. The VA shall reserve the right to determine contractor QCPs unacceptable at any time during contract performance. If a QCP is found to be unacceptable, the contractor shall be notified, and the CO will take action to enforce the inspection of services clause requiring an inspection system acceptable to the government.

11 Quality Assurance Surveillance Plan (QASP)

11.1 QASP is a systematic method used by the Government to evaluate Contractor’s actions and performance based on Performance Work Statement (PWS) requirements. The QASP is designed to provide an effective method of monitoring contractor performance for each listed objective on the PWS. A QASP is based on the premise the Government desires to maintain a quality standard in providing air ambulance services.

11.2 For the tasks listed in the Quality Assurance Surveillance Plan (QASP) below, the COR will follow the methods of surveillance in this contract.

11.3 When a required service in the QASP indicates defective performance, the COR will require the contract manager or representative at the site to document the observation and forward to the Contracting Officer to maintain in the file. The documentation of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance.

Government surveillance of tasks not listed in the QASP or by methods other than those listed in the QASP (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the contracting officer because of surveillance will be in accordance with the terms of this contract.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Required Services (Tasks) Indicator/Performance Standard

Adverse Actions

Acceptable Quality Level

Method of Surveillance

Incentive

Submission of Invoices

All invoices submitted within the timeframe and format per the PWS.

Noncompliance during rating period = unacceptable performance and unacceptable performance rating for the period.

Forwarded for action to the Contracting Officer.

90% 100% inspection of all monthly invoices.

Positive past performance rating

Certifications and Training

Contractor/employee maintain current proper.

licenses and ensure all attendees are properly trained and competent to provide services.

Noncompliance during rating period = unacceptable performance and

100% Quarterly Surveillance of licensure certification compliance.

Positive past performance rating unacceptable performance rating for the period.

Forwarded for action to the Contracting Officer.

Equipment Maintenance

Ensure all aircraft and medical equipment is in proper condition.

Noncompliance during rating period = unacceptable performance and unacceptable performance rating for the period.

Forwarded for action to the Contracting Officer.

95% Monthly Maintenance reports from the Contractor.

Positive past performance rating

Equipment Safety Ensure all aircraft and medical equipment is fit for patient and public safety.

Noncompliance during rating period = unacceptable performance and unacceptable performance rating for the period.

Forwarded for action to the Contracting Officer.

100% Monthly Safety reports from the Contractor.

Positive past performance rating

On-Time Response Rate Less than 2 validated complaints per quarter.

Noncompliance during rating period = unacceptable performance and unacceptable performance rating for the period.

Forwarded for action to the

90% COR,

Supervisory Staff quarterly inspection and by customer complaint(s).

Positive past performance rating

Contracting Officer.

11. Security Requirements:

11.1. Service contractor is expected to perform functions that will require access to VA sensitive information. In the course of providing services, it will be necessary for the service contractor to, view and receive protected health information (PHI), and personnel identifiable information (PII).

11.2. Contracts, in which VA sensitive information are accessed by a VA contractor/subcontractor require the following requirements per 38 U.S.C. § 5723 and 5725:

1) A prohibition on unauthorized disclosure: “Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA’ See VA Handbook 65006, Appendix C, paragraph 3.a.

2) A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor /subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COTR, the designated ISO, and Privacy Officer for the contract. The term ‘security incident’ means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph Ga.

3) A requirement to pay liquidated damages in the event of a data: “In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals.” See VA Handbook 6500.6, Appendix C, paragraph 7.a., 7, d.

4) A requirement for annual security/privacy awareness training: ‘Before being granted access to VA information, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either

(i) the VA security/privacy awareness training (contains VA’s security/privacy requirements) within 1 week of the initiation of the contract, or

(ii) security awareness training provided or arranged by the contractor that conforms to VA’s security) privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA’s requirements, they will provide the COTR or CC, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA’s contract have received their annual security/privacy training that meets VA’S requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

5) A requirement to sign VA’s Rules of Behavior: “Before being granted access to VA information, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract.” See VA Handbook 6500.6, Appendix…