36C25921Q0449.docx

36C25921Q0449

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.

DUNS:

DUNS+4:

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 ATTA

CHED

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. SIGNAT

URE 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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25921Q0449 05-28-2021 Monica Gary 918-577-3855 06-02-2021 14:00

CDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 X X 621910 $16.5 Million N/A X Department of Veterans Affairs VA Montana Health Care System 3687 Veterans Dr Fort Harrison MT 59636

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Indefinite contract for ambulance services for VA Montana Health Care System transporting patients to/from airport and to locations in surrounding counties.

Offerors must carefully review Section E thoroughly.

See CONTINUATION Page X X Monica Gary Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259 Monica Gary Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 CONTRACTOR PAYMENT REQUESTS

Contractor e-Invoice Set-Up Information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Access the web site for more invoicing instructions: https://www.fsc.va.gov/einvoice.asp

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov Payment requests may be impacted, along with the active status of the contract, if contractor fails to maintain SAM registration, has legally changed its business name or "doing business as" name (whichever is shown on the contract), or has transferred the assets used in performing the contract. Refer to FAR clause 52.204-13 for compliance requirements.

B.3 CONTRACT TYPE

This is a firm-fixed-price (FFP), indefinite quantities (IDV or IDIQ) contract.

B.4 ESTIMATED QUANTITIES

Eastern Oklahoma VA Health Care System (EOVAHCS) requires services where the estimated quantities (QTY) for each dialysis treatment are identified in the items of the Price/Cost Schedule. The estimated quantities are not guaranteed.

B.5 PRICE/COST SCHEDULE OVERVIEW

The maximum aggregate ceiling value for this indefinite quantity contract is $_________________*, which are the estimated quantities listed in each item of the Price/Cost Schedule, including all possible extensions of services, per FAR clause 52.217-8 Option to Extend Services (“Maximum Ceiling Value”).

The Government does not guarantee that it will place any order under this contract in excess of the Guaranteed Minimum Award Amount. The Guaranteed Minimum Award Amount is the sum of the total of the dollar value assigned to the guaranteed minimum quantities in items 0001,0002, 0003, 0004, 0006, 0009 and 0011: $__________________________*

[*Dollar amount(s) to be updated at time of award.]

Contract Period of Performance: Date of Award, to May 31, 2022.

There are no option periods on this contract and orders will be placed by funded task orders issued by the Contracting Officer. Refer to FAR clauses 52.216-18, -19 and -22.

B.6 PRICE/COST SCHEDULE

ITEM INFORMATION

Ambulance Services (county locations) BASIC LIFE SUPPORT - ONE-WAY SERVICE WITHIN A 20 MILE RADIUS FOR A FLAT RATE, per the PWS.

Estimated quantities: 200 each.

Guaranteed Minimum Quantity this item only: 50 EA Contract Pricing Period 1 POP Begin: 06-01-2021 POP End: 05-31-2022

Ambulance Services (county locations) BASIC LIFE SUPPORT - ONE-WAY SERVICE WITHING A 21 - 120 MILE RADIUS FOR A FLAT RATE, per the PWS.

Estimated quantities: 75 each.

Guaranteed Minimum Quantity this item only: 1 EA Contract Pricing Period 1 POP Begin: Date of Award

Ambulance Services (county locations) BASIC LIFE SUPPORT - ONE-WAY SERVICE WITHIN A 121-250 MILE RADIUS FOR A FLAT RATE, per the PWS.

Estimated quantities: 15 each.

Guaranteed Minimum Quantity this item only: 1 EA Contract Pricing Period 1

Ambulance Services (county locations) BASIC LIFE SUPPORT - OUTSIDE THE 250-MILE RADIUS AS SPECIFIED per the PWS (RATE IS IN ADDITION TO THE FLAT RATE).

Estimated quantities: 800 each Guaranteed Minimum Quantity this item only: 200 EA Contract Pricing Period 1

Ambulance Services (county locations) BASIC LIFE SUPPORT - WAIT TIME AFTER THE FIRST 30 MINUTES (PER QUARTER HOUR), per the PWS.

Estimated quantities: 16 each.

Contract Pricing Period 1

Ambulance Services (county locations) ADVANCED LIFE SUPPORT - ONE-WAY SERVICE WITHIN A 20 MILE RADIUS FOR A FLAT RATE, per the PWS.

Estimated quantities: 100 each.

Guaranteed Minimum Quantity this item only: 25 EA Contract Pricing Period 1

Ambulance Services (county locations) ADVANCED LIFE SUPPORT - ONE-WAY SERVICE WITHIN A 21-120 MILE RADIUS FOR A FLAT RATE, per the PWS.

Estimated quantities: 25 each.

Contract Pricing Period 1

Ambulance Services (county locations) ADVANCED LIFE SUPPORT - ONE-WAY SERVICE WITHIN A 121-250 MILE RADIUS FOR A FLAT RATE, per the PWS.

Estimated quantities: 20 each.

Contract Pricing Period 1

Ambulance Services (county locations) ADVANCED LIFE SUPPORT - OUTSIDE THE 250 MILE RADIUS AS SPECIFIED IN THE PWS (RATE IS IN ADDITION TO THE FLAT RATE).

Services performed per the PWS. Estimated quantities: 350 each.

Guaranteed Minimum Quantity this item only: 87 EA Contract Pricing Period 1

Ambulance Services (county locations) ADVANCED LIFE SUPPORT - WAIT TIME AFTER THE FIRST 30 MINUTES (PER QUARTER HOUR), per the PWS.

Estimated quantities: 4 trips.

Contract Pricing Period 1

Ambulance Services (trips to airport) ONE-WAY SERVICE WITHIN A 120-MILE RADIUS FOR A FLAT RATE, per the PWS.

Estimated quantities: 108 trips.

Guaranteed Minimum Quantity this item only: 27 EA Contract Pricing Period 1

Ambulance Services (trips to airport) WAIT TIME AFTER THE FIRST 30 MINUTES (PER QUARTER HOUR), per the PWS.

Estimated quantities: 5 occurrences (wait times).

Contract Pricing Period 1

B.7 PERFORMANCE WORK STATEMENT (PWS)

PURPOSE

The Montana VA Health Care System requires a qualified contractor to provide 24/7 ambulance services that result in timely, safe transportation of eligible Veteran beneficiaries, whilst caring for, and stabilizing, the patient to prevent the development of the patient’s symptoms before reaching their destination. Services must be performed in accordance with the PWS, in a cost effective and efficient manner, in support of the VA Mission.

GENERAL DESCRIPTION

Contractor must provide twenty-four (24) hour 7 day a week ambulance service consisting of basic life support, advance life support as well as ambulance services to/from the airport for the eligible Veteran beneficiaries of the Montana VA Health Care System. Services include urgent or emergent requirements and non-emergency requirements.

This is non-personal service contract. The Contractor shall provide all labor, materials, insurance, licenses and equipment to provide basic life support units, advanced life support (critical care) unit ambulance services and airport transportation service requirements to satisfy the tasks per the PWS.

DEFINITIONS

· Basic Life Support (BLS) – BLS service includes basic, noninvasive interventions to reduce morbidity and mortality associated with acute out-of-hospital medical and traumatic emergencies.

· Advanced Life Support (ALS) – ALS service includes advanced, invasive, and pharmacological interventions to reduce morbidity and mortality associated with acute out- of-hospital medical and traumatic emergencies.

· Airport Transport – Transportation for those patients who require supine service and/or transport of Flight team(s) to Air Taxi, Charter Air, and/or Air Ambulance requirements.

REQUIREMENTS

Vehicles: The contractor shall have a minimum of 2 properly equipped vehicles in its fleet. A minimum of 2 vehicles shall be handicap accessible. The vehicle fleet and its equipment shall be of the quality, model, and condition to assure the patient high quality medical transportation and/or emergency first aid, if needed, and shall meet the minimum standards for maintenance, equipment, and staffing of all vehicles operated. Vehicles shall have adequate straps and seat belts necessary to secure patients and stretchers. Contractor shall have a record of preventive maintenance of all vehicles being used for service to the Montana VA Health Care System. Contractor shall provide a list of vehicles that will be used in supplying the requirements for this contract. This list shall include the mode of transportation that the vehicle is providing, bumper number and Vehicle Identification Number.

Each vehicle shall be equipped in accordance with the Federal Specification for Ambulances, KKK- A- 1822F, dated August 1, 2007 (including Change Notices 1-6 through July 1, 2014), and with such safety items as required by Federal State and Local authorities in the area in which the vehicles are operated. In the future if any items are required by Federal, State and Local authorities in the area in which the vehicles are operated, then they shall be added to each vehicle. Proof of compliance with Federal, State and Local authorities shall be provided upon request by the Contracting Officer’s Representative (COR). Each ambulance shall be equipped with not less than the following equipment at no additional charge to the Government.

· Shall have one ambulance cot and a collapsible stretcher.

· Shall have adequate straps to secure the patient safely to stretcher or ambulance cot and adequate means of securing the stretcher or ambulance cot within the vehicle.

· Shall have adequate supply of sanitary sheets, pillows, pillowcases, blankets, urinals and emesis basins.

· Shall have standard first aid kit.

· Shall have a two-way radio or portable phone

· Shall have oxygen and oxygen breathing apparatus in good operating condition. Oxygen masks must be of the disposable type or be thoroughly sterilized after each use and kept sterile.

· Shall have all necessary equipment in accordance with the provisions set forth in the Administrative Rules of Montana (ARM) Chapter 104, sub-chapter 2.

· Vehicles shall provide a level-change mechanism or boarding device (e.g., lift or ramp) and sufficient clearances to permit a wheelchair or other mobility aid user to reach a location when requested. Common wheelchairs and mobility aids means belonging to a class of three or four wheeled devices, usable indoors, designed for and used by persons with mobility impairments which do not exceed 30 inches in width and 48 inches in length, measured 2 inches above the ground, and do not weigh more than 600 pounds when occupied. The securement system shall secure common wheelchairs and mobility aids and shall either be automatic or easily attached by a person familiar with the system and mobility.

In addition, each vehicle used in performance of this contract shall:

(1) Have functioning mechanisms, which ensure that all access doors are capable of being opened from the inside and remain closed and secure during travel.

(2) Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.

(3) Be equipped with operational air conditioning/heating systems. If the air conditioning system becomes inoperable or is unable to maintain temperatures between 68-79 degrees Fahrenheit in the patient compartment, the vehicle must be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning/heating system has been repaired.

(4) The exterior free of grime, oil or other substances and free from cracks, breaks, dents and damaged paint that noticeably detracts from the overall appearance of the vehicle.

(5) Be equipped with hubcaps or wheel covers and have all vehicle body molding in place, or if removed, holes must be filled and painted.

(6) The passenger compartment shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges and vermin or insects.

(7) Have unobstructed vision on all sides.

(8) Be equipped with an operable two-way mobile radio and/or cellular telephone communication system, which affords contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute.

(9) Meet all safety and mechanical standards established by State and Federal statutes and regulations.

(10) Have windows and doors, which can be opened and closed in accordance with manufacturer standards.

(11) Not have leaks of any kind.

(12) Be equipped with a functioning horn.

(13) Have operable seat belts on all seats.

(14) Have fully charged, certified and non-expired fire extinguisher.

(15) The Contractor shall provide the COR with a list of all vehicles to provide services under this contract, including vehicle identification numbers, and insurance certificates prior to initiating service. An updated list shall be provided upon request by the COR.

The Department of Veterans Affairs (VA) will not be responsible for providing items that normally would be used or required for comfort, safety, or necessity of the patients being transported. These items include but are not limited to wrist restraints, disposable gloves, large pampers, linens, blankets, bedpans, urinals, emesis basins, pillows, and all other items normally stocked in ambulances.

Vehicle Inspection: Vehicles and maintenance records shall be made available to the Montana VA Health Care System Health Care System upon request by the Montana VA Health Care System. Montana State inspection records will be forwarded to the COR upon completion of the inspection or upon request by Montana VA Health Care System.

PERSONNEL

Emergency Medical Technician: Emergency Medical Technicians (EMT), Advanced EMT (AEMT) and Paramedics providing services under this contract shall have the following qualifications:

· Have completed training in accordance with the standards published by the Department of Public Health and Human Services (DPHHS) with a minimum curriculum of 81 hours or “equivalent” including an in-hospital training period. Such training must be acceptable under the regulating requirement for local EMS systems supported by DPHHS under Administrative Rules of Montana (ARM) Chapter 104, Sub Chapter 3.

· The EMT shall periodically be enrolled in “refresher” continuing education, or advanced training programs, as required by the local or state government entity in which the service is rendered to the veterans, but in no instance shall this be less frequently than every two years. Such “refresher” training shall be equivalent to that developed by the Department of Transportation (DOT), National Highway Safety Administration (NHSA). The Contracting Officer may request evidence of such “refresher” training.

· EMT(s) 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.

Attendants: There shall be an Emergency Medical Technician and Driver on board each time a patient is transported. The Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of an ambulance driver or attendant and be made available for inspection upon request by the Contracting Officer or the COR.

· Driver shall also be a licensed EMT

· Drivers or attendants shall not be allowed to transport the Montana VA Health Care System beneficiaries if they appear to be ill or under the influence of drugs or alcohol.

· All contractor personnel shall always display professional manners. Rude or obscene behavior or language will not be accepted.

· Drivers and attendants shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for.

· Drivers or attendants shall secure all patients and passengers with approved security devices prior to transport.

· Drivers shall have and maintain a current Driver's License, valid in the State in which Contractor's facility is located, with no assessed violations for "Reckless Driving” or “DUI."

· Only employees of the Contractor who meet the qualifications above shall be allowed to accompany the Attendant/Driver on trips provided for the Montana VA Health Care System. Contractor shall demonstrate to the Montana VA Health Care System that their attendants are adequately trained in the safe and proper transport of beneficiaries.

· Contractor may allow, upon authorization from an authorized official of Montana VA Health Care System, a VA clinician, relative, or other appropriate person to accompany the veteran at no extra charge.

· For airport trips, attendant shall remain with the patient until patient safely boards aircraft.

· Psychiatric patient transports require one medical attendant, not the driver, to be fully dedicated to patient care during the transport.

The following shall not be permissible by contractor personnel:

(1) Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors' prescriptions which do not impair driver's driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability).

(2) Gambling in any form.

(3) Smoking and other uses of tobacco while on duty.

(4) Carrying of pistols, firearms or concealed weapons.

(5) Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

(6) Using unsanitary, offensive or insensitive practices or behavior.

(7) Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees.

(8) Stopping for personal business while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Patient must always be attended by at least one contract staff member.

(9) Engaging customer in a verbal confrontation to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

(10) Soliciting or accepting tips from customers, companions or others at any time.

(11) Use of loud music.

COMMUNICATION SYSTEM

Contractor's Communication System shall consist of:

(1) Telephone and Facsimile System.

(2) Contractor shall make available sufficient telephone capacity to ensure immediate communication access between the Montana VA Health Care System Travel Offices and the Contractor's facility for the purposes of canceling trip requests as well as handling other emergencies.

(3) The Contractor must always be able to be contacted when patient transporters are on duty for the Montana VA Health Care System.

(4) The Contractor Administration shall have telephone coverage to accept calls from Montana VA Health Care System COR during all regular business days from 8:00 am to 4:30 pm.

(5) Contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times in the event of an emergency or to be able to be contacted in the event a change in the order is needed while transporting a VA patient.

SPECIAL CONDITIONS

When conditions, not foreseeable and/or controllable by the Contractor occur, such as but not limited to severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Nurse of the Day (NOD). The COR will make a determination as to whether such delays in service will be excused.

PERSONNEL SECURITY

The Contractor and all personnel employed by the Contractor shall observe the requirements imposed on sensitive data by law, federal regulations, VA status and Department of Medicine and Surgery (DM&S) policy and the associate requirements to ensure appropriate screening of all personnel because of the inherent sensitivity of data at the facilities concerned and the level of security clearance carried by the Health Care Facility (HCF) personnel for the function under contract. The Contractor shall ensure that their personnel meet the above restrictions and that confidential and proprietary information shall be divulged only to those officers and officials of Montana VA Health Care System that are authorized to receive such information.

Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs. To satisfy the requirements of the Department of Veterans Affairs a low risk level Background Investigation shall be conducted prior to performing work under this contract. Appropriate Background Investigation (BI) forms will be provided upon contract award and shall be completed and returned to the VA Office of Security and Law Enforcement (OSL&E) within 30 days for processing. Access to VA information resources cannot be made available until the Security Investigations Center submits the investigatory packet to OPM for processing. At that time the investigation is considered “initiated” and access can be provided.

Contractors will be notified by OSL&E when the BI has been completed and adjudicated.

The investigative history for contractor personnel working under this contract shall be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company shall be certified by OPM/DSS to conduct contractor investigations.

All costs associated with obtaining clearances for contractor provided personnel shall be the responsibility of the contractor. Further, the contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor-provided personnel, under the auspices of this contract, the contractor shall be responsible for all resources necessary to remedy the incident.

CONTRACTOR PRIVACY/SECURITY TRAINING

All Contractor employees shall complete the VA’s on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors shall provide signed certifications of completion to the Contracting Officer during each year of the contract in addition to providing a signed Statement of Commitment and Understanding each year. This requirement is in addition to any other training that may be required of the contractor.

If the ambulance service is required based on the condition of the patient, it’s considered health care for treatment and a Business Associate Agreement (BAA) isn’t required.

ORDERS

Placing Orders: The contractor shall have a dispatcher available 24 hours days, 7 days a week to receive requests. VA will telephone a transportation request to the Contractor for same day transportation (usual) requirements. The VA transportation office will maintain a log for all trips on the request.

Orders, requests, or changes will only be made by the Patient Travel Nurse or Nursing Officer of the Day (NOD) or other authorized personnel. Changes will be made by telephone and shall be confirmed immediately upon receipt. A list of authorized ordering personnel will be made available upon award of the contract. VA employees may be added or deleted from the list as required. The VA will notify the contractor of such changes as they occur.

Same Day Transportation Request: During the day, it may become necessary to add additional trips to the transportation request. When this occurs, the VA will telephone or email the request to the contractor. The transportation office will maintain a log for all same day trips (including weekend and holidays) which will include the patients name, location/destination, time of call and requested pick up time. The contractor shall immediately confirm the request and confirm the time the patient is to be picked up.

Pick-Up and Delivery: The Contractor shall pick-up and deliver patient to the specific clinic where the patient’s treatment is being provided. Patients shall be picked up within 30 minutes (before or after the scheduled pick up time). If the ambulance will be 10 min or more late, they must contact the NOD with an ETA that is still within the initial 30-minute timeframe. Three incidences of past 30 minutes late will result in a finding. Wait times cause stress issues as well as comfort issues for our veterans. This must be held to a minimum. In no instance shall Contractor drop patients off in the hall or entrance of the VA. Adherence to schedules is of utmost importance. If a patient is unwilling to be transported the Contractor shall notify the medical center before leaving without the patient. If the patient is not at the designated location when the ambulance arrives for pick up the contractor shall notify the Patient Travel Nurse or NOD before leaving without the patient.

Trip tickets shall be delivered to the travel office no later than 4:30 pm for all trips completed between 7:30 am and 4:00 pm each day. Trip tickets for all trips completed after 4:00 pm shall be delivered by no later than 7:30 am the next business day. Trips completed on weekends and holidays shall be delivered to the travel office no later than 7:30 am the next business day. Trip tickets shall indicate date of trip, pick-up and delivery points, veteran’s name, driver’s name or number, total amount charged, schedule item number (from contract schedule), corresponding invoice number, actual mileage if based on mileage, and if same day service the person’s name that ordered the service.

Airport Transportation: When patients are transported to the airport the attendants shall remain with the patient until they have safely boarded the aircraft. If a Montana VA Health Care System attendant accompanies the patient the contractor attendant may leave after the patient and attendant are aboard the aircraft. If the contractor is required to park at the airport and free parking arrangements cannot be made with airport security a receipt must be submitted with the trip ticket in order to receive payment.

CANCELLATIONS

The contractor shall not charge for scheduled trips cancelled sixty (60) minutes prior to pick-up time. For trips scheduled for the same day there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.

DRY RUNS:

A. For the purposes of this contract, dry runs are defined as trips made by the Contractor when the VA beneficiary is not available for pick-up.

B. The Contractor will be reimbursed one way at the full contract amount for dry runs. This charge will not be allowed if the trip is canceled by authorized VA personnel within one (1) hour before the scheduled pick-up time.

WAITING TIME:

Wait time is defined as the amount of time spent waiting after a scheduled pick up time. For time lost in waiting at either end or both ends of the trip due to causes beyond the contractor’s control, the contractor shall be reimbursed at the rate specified in the schedule of supplies and services. If the pick- up is other than at the designated area, the Contractor shall call the Nurse on Duty (NOD) as soon as the Contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay for which he shall claim reimbursement. All wait time charges shall be approved by the NOD and supported by Notification to the NOD.

RESPONSE TIME:

A. If Contractor fails to furnish ground ambulance service within the specified delivery time for the order; the Montana VA Health Care System reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result there-from. Contractor shall provide signed written documentation with an explanation when contract services are unavailable. Three incidences will result in a finding. Montana VA Health Care System will issue Bill of Collections for any excess costs incurred when service must be obtained from another source. Failure to pay as charged within timeframes specified in the Bill of Collections will result in cost deduction from the next month’s invoice.

B. Montana VA Health Care System will be the sole judge in determining when to order service from another source. However, the Contractor shall not be required to furnish more ambulances at any given time than are contractually required for the awarded service area(s). When all contract vehicles are in use and the VA requires additional vehicles, the Contractor will be contacted first and has the option to provide additional vehicles at the contract price if an agreed upon time of pick-up can be arranged. In the event the patient is not picked up or delivered as scheduled or agreed to, the Montana VA Health Care System will be allowed a late credit equal to the rate charged by the Contractor.

To the maximum extent possible, patient ambulance needs in the Montana VA Health Care System shall be fulfilled by the contractor. Montana VA Health Care System reserves the right to utilize other ambulance vendors outside of the contract as necessary for patient comfort and/or safety. Use of other vendors shall be exercised at the sole discretion of the VA Medical Center. The contractor shall have the right of first refusal for services.

SCHEDULED PICK-UPS:

Adherence to schedules is of the utmost importance. Contractor shall pick-up the patient as near to the scheduled pick-up time as possible. If Contractor arrives earlier than the scheduled pickup, the driver must wait at the pick-up location until fifteen (15) minutes past the scheduled pick-up time before calling the dispatcher for instructions.

TOLL CHARGES:

A. It is agreed to and understood that the prices quoted in the schedules do not include any ferry, bridge, tunnel, or road charge. Any such legitimate toll charges incurred shall be limited to one way only and shall be listed separately on Contractor’s invoices.

B. The Contractor is responsible for all expenses incurred from the services provided under this contract to include ferry, bridge, tunnel and toll road charges subject to reimbursement when invoiced. Contractor shall be responsible for all county, city, local or state fees imposed on the Contractor during performance of this contract.

LINENS/MEDICAL EQUIPMENT:

A. Contractor shall furnish all linen required for patient transport at no additional cost to the government. Linen shall not be exchanged with linen belonging to the Montana VA Health Care System.

B. All medical equipment shall be furnished by the Contractor. However, if the Montana VA Health Care System agrees that its medical equipment can be used by the Contractor to expedite the patient's transfer, the Contractor shall return the equipment to the Montana VA Health Care System as soon as possible and at no expense to the Montana VA Health Care System. The Contractor shall not leave Montana VA Health Care System’s equipment at another facility.

PATIENT TRANSPORTATION:

A. The Contractor will check in with the NOD upon arrival and departure at Montana VA Health Care System. After determining if a patient is BLS or ALS all ALS patients will be hooked up and monitored from the ambulance. If a patient is ALS and requires a cardiac monitor they must have bedside hookup for transport to the ambulance and their destination. If a patient is identified as unstable the contractor will provide a critical care paramedic prior to the transfer taking place.

B. Patients receiving treatment in the outpatient clinics will be dropped off and picked up in their respective clinic areas. Patients being transported to Montana VA Health Care System for inpatient treatment will be presented to Admissions where further instruction on where the patient is to be taken will be provided. Patients will not be left at the Emergency Department, Admissions desk, or with the NOD.

C. Contractor shall not release the patient from his/her custody, unless custody is released to charge nurse on duty at the facility to which the patient is being transported, to a designated point of contact at the patient’s residence when ordered, or to the patient’s residence if patient lives alone, or if patient is to be moved. Contractor shall take every reasonable measure to assure the well-being of the patient at their destination and verify that the patient has all their personal belongings. In the event personal items are not delivered with the patient, contractor shall bring them to the patient immediately when found aboard the vehicle or requested by Montana VA Health Care System.

MEDICAL REPORT

When a patient is delivered to a medical facility, the patient shall be delivered to personnel as explained above and a full medical report shall be made to the facility medical staff receiving the patient. Report shall be made about any changes in patient status during transport, whether Contractor’s oxygen, monitor or infusion pump was used, whether an IV was started, or any medical intervention was provided in route.

EMERGENCIES:

The contractor shall notify Bed Control (or AOD during non-administrative hours) as soon as reasonably possible in the event of any patient emergency and patient transport to a community hospital.

TRAINING PROGRAM:

The Contractor shall provide documentation of training on transporting and assisting disabled passengers for all personnel who will be assigned to perform any transportation for VA patients under this contract. Training should be in place covering Blood borne Pathogens, Age-Related Personal interactions and communication, and Body Mechanics. Copies of this documentation of training shall be submitted to and held by the VA Contracting Officer and/or COR.

SERVICE DISRUPTION

The Contractor shall immediately report to the COR any and all vehicle breakdowns or other problems, which may cause service disruptions. When a breakdown occurs, the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the NOD.

Contractor shall immediately report all incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.

NUMBER OF PATIENTS

Generally, only one patient shall be transported on a trip unless authorized by the Montana VA Health Care System. If Contractor transports more than one patient without approval, payment for extra patient shall not be made. With proper approval, the VA will allow the Contractor to charge on a per patient basis when more than one patient is transported. The Contractor shall ensure that pick- ups and drop-offs are scheduled so that the total distance traveled results in the most economical charge to the Government. One attendant who is at least 18 years of age will be permitted to accompany the patient at no charge.

RATES

For all one-way trips within 120- and 250-mile radius of the Montana VA Health Care System (using the Fort Harrison VA Medical Center as the epicenter for the CLINs distances) the Contractor shall receive the flat rate awarded for that trip. The flat rate shall constitute full compensation for one-way trips which do not exceed the mileage radius as defined herein. The Contractor shall also receive the mileage rate awarded for any one-way trips in excess of the 250-mile radius. The mileage rate is applicable only for mileage beyond that radius and under no circumstances shall the contractor receive reimbursement for the mileage rate for any mileage within 250-mile radius. Payment for mileage travel beyond 250-mile radius shall be limited to the distance, according to Rand McNally’s Trip Maker, over which the patient is transported. Access Rand McNally’s Trip Maker at: http://www.randmcnally.com.

Long Distance Charges: If the Contractor’s place of business is located beyond the local telephone call zone of the Montana VA Health Care System, the Contractor agrees to accept telephone orders for service on a collect basis. It is contemplated that most of the orders will be placed by FAX.

Toll Charges: It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel, or road toll charges. Any such legitimate toll charges incurred shall be limited to two-way only and shall be listed separately on Contractor’s trip tickets and invoice.

ADDITIONAL REQUIREMENTS

A. Contractor shall transport patient luggage, medical records, medications, prosthetic devices, wheelchairs, litters, nutritional supplements, and comfort items from pick-up points to destination as needed by the patient or the Montana VA Health Care System during the trip or as required by the ordering official.

B. Contractor shall resolve patient complaints of damage to personal material. Contractor shall be responsible for repair replacement of patient personal property damaged while in the custody of the contractor until delivery and turnover of patient.

C. Transportation of significant others/caregivers will be arranged in advance with approval from the COR or an ordering official.

B.8 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Monitoring of contractor performance shall be in accordance with the Quality Assurance Surveillance Plan (QASP) as provided below. The QASP shall be subject to review and revision as necessary. The COR shall be the VAMT HCS official responsible for verifying contract compliance. After contract award, any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded to the Contracting Officer for action.

95% of occurrences

Delinquency Notice, Remedy/Rework/Revised Action Plan

95% of occurrences

Incident Report; Random Audit/Inspection;

Validated Complaints Positive or Negative Past Performance Evaluation,

B.9 COVID-19 HEALTH REQUIREMENTS

Employee Physical Health: Contractor's employees are expected to be in good physical health and able to work in patient care areas without risk to the patients. No personnel shall be assigned to this contract who are not in good physical health or pose a risk to patients. Contractor's personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. All employees will be screened daily upon arriving on the VA Medical Center property, any contract worker complaining of or showing symptoms will be sent away and must quarantine for 14 days (unless they provide a Doctor’s note stating they are able to work and are not contagious).

If a contractor refuses screening, they can be denied access to the facility. 38 C.F.R. § 1.218(a)(1) vests the Secretary or his designee with authority to close facilities or portions of facilities that are under the charge and control of VA to the public. This includes the authority to prohibit contractors from entering VA facilities, if they refuse to undergo screening measures. Additionally, FAR 52.212-4(q) requires contractors to comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under contracts for commercial services and supplies.

The CDC states that employees, including contractors, with symptoms of influenza-like illness at work during a pandemic should leave the workplace. The CDC provides guidance for the workplace which OMB references in their COVID-19 guidance. The CDC recommends that employees who appear to have acute respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work, or become sick during the day, should be sent home immediately. Additionally, if the employee is asymptomatic but tests positive, the employee should be sent home immediately. The responsible Contracting Officer must be notified immediately.

It is incumbent upon the contractor to familiarize themselves with the state’s quarantine rules by visiting the latest information on the web. Suggested sites are listed below.

https://www.va.gov/coronavirus-veteran-frequently-asked-questions/ RFQ 36C25921Q0449 Ambulance Services at Montana VA Health Care System

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered…