36C26020Q0746 0001.docx

36C26020Q0746

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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

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

E. IMPORTANT:

is extended,

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

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

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

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

15C. DATE SIGNED

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

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

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

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

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

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 36C260 Department of Veterans Affairs Network Contracting Office 20 5115 NE 82nd Ave, Suite 102 Vancouver

WA

98662 36C260 Department of Veterans Affairs Network Contracting Office 20 5115 NE 82nd Ave, Suite 102 Vancouver

WA

98662 To all Offerors/Bidders

08-14-2020

X

See CONTINUATION Page X

a. SECTIONS A.1 AND E.8 HAVE BEEN REVISED TO PROVIDE ADDITIONAL CLARITY FOR THIS REQUIREMENT.

b. NO OTHER CHANGES APPLY TO THIS AMMENDMENT.

c. VA CONTRACTING POC FOR THIS AMENDMENT IS JAMES HARRIS @ JAMES.HARRIS13@VA.GOV.

CONTINUATION PAGE

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

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 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. 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

36C26020Q0746

JAMES HARRIS

3605537618 08-25-2020 16:00 Department of Veterans Affairs Network Contracting Office 20 5115 NE 82nd Ave, Suite 102 Vancouver WA 98662 X 621910 $16.5 Million N/A X Department of Veterans Affairs Portland VA Medical Center

3710 SW US VETERANS HOSPITAL RD

PORTLAND OR 97239-2999

Y Department of Veterans Affairs Network Contracting Office 20 5115 NE 82nd Ave, Suite 102 Vancouver WA 98662

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971 See CONTINUATION Page

NON EMERGENT AMBULANCE TRANSPORTATION SERVICES FOR THE

PORTLAND VA HEALTH CARE SYSTEM IN ACCORDANCE WITH INCLUDED

PERFOMANCE WORK STATEMENT.

THIS WILL BE A SINGLE AWARD IDIQ CONTRACT FUNDED BY

INDIVIDUAL TASK ORDERS AS NEEDED BY THE DEPARTMENT OF

VETERANS AFFAIRS.

PERIOD OF PERFORMANCE IS 9/1/2020 THROUGH 8/31/2025.

ALL VENDOR QUESTIONS REGARDING THIS SOLICITATION SHALL BE

SHALL BE SUBMITTED IN WRITING BY 4:00 PM ON 8/14/2020 TO

JAMES.HARRIS13@VA.GOV AND JACOB.JACKSON2@VA.GOV

QUESTIONS AND OFFERS ARE TO BE SUBMITTED ELECTRONICALLY ONLY

TELEPHONE CALLS WILL NOT BE ACCEPTED.

See CONTINUATION Page X X

ONE

JACOB JACKSON

CONTRACTING OFFICER

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: TBD

b. GOVERNMENT: Contracting Officer 36C260

Department of Veterans Affairs Network Contracting Office 20 5115 NE 82nd Ave, Suite 102 Vancouver WA 98662

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

FMS-VA-2(101)

Financial Services 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:

Page 1 of Page 1 of Page 1 of Page 1 of

PEFORMANCE WORK STATEMENT (PWS)

A.1. OVERVIEW

The purpose of this contract is to provide non-emergent Ambulance services for beneficiaries within the Department of Veterans Affair, Portland Healthcare System (VAPORHCS) catchment area, as defined in section A.1.1. The Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary for all non-emergent ambulance services, as identified on the Schedule in Section A.

The total duration of this contract is 60 months (3-Month base period and 48-month option period) from date of award. The estimated number of ambulance transport trips per day and per year are listed in Section D of this document. The Government guarantees a minimum of $200.00.00 to the vendor within the first 3 months of service and a maximum value of $3,608,468.73 under this 60-month contract.

A.1.1 DEFINITIONS

1. Advanced Life Support (ALS): ALS shall be provided by ambulance vehicles containing at a minimum an on-board EMT-P, cardiac monitoring, Advanced Cardiac Life Support (ACLS) drugs and procedures, advanced airway management and medication monitoring and administration. Ambulances for ALS services shall be staffed in accordance with current Oregon and Washington State laws and regulations governing the certification and licensure of private ambulances, and all ALS services.

1. Base Rate: Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point within city limits. This rate will be paid for all authorized one-way trips ordered under this contract action, with Contractor employees receiving at minimum the Department of Labor Service Contract Act wage rates (included under attachments), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations will be updated each option year, when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips which do not exceed the "Mileage Transport Threshold" as defined in Section B.3.1(l).

1. Basic Life Support (BLS): BLS is defined as services required for non-critical Veteran care in which Veteran requires an ambulance, staffed in accordance with current Oregon and Washington State laws and regulations governing the certification and licensure of private ambulances. This ambulance at a minimum will be staffed with a vehicle operator and an EMT - Basic Ambulance, and with basic airway management and IV's at KVO without additives. BLS services shall be staffed and supplied in accordance with current Oregon and Washington State laws and regulations

1. Beneficiary: Veterans and other members determined to be eligible for benefits by the VA.

1. Catchment Area: The catchment area is comprised of the 27 counties in SW Washington and NW Oregon, which define the boundaries of the VAPORHCS area of responsibility:

Southwest Washington counties: Pacific, Wahkiakum, Cowlitz, Clark, Skamania and Klickitat.

Northwest Oregon Counties: Columbia, Clatsop, Tillamook, Yamhill, Polk, Lincoln, Benton, Linn, Marion, Clackamas, Washington, Multnomah, Hood River, Sherman, Gilliam, Morrow, Wasco, Jefferson, Wheeler, Crook and Deschutes.

1. Contract Discrepancy Report (CDR): This is a document to be completed by the Contracting Officer’s Representative (COR) when the vendor is not meeting the Performance Work Statement requirements and/or not meeting the Quality Assurance Surveillance Plan (QASP) standards. The CDR will then be sent to the vendor to respond to the issues raised in the CDR and provide a plan to resolve/fix the issues raised. Contracting will have final input on the CDR

1. Contracting Officer (CO): VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. Any changes to a resultant contract may only be made through a written modification as prepared and executed by the CO.

1. Contracting Officer's Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. (COR) responsibilities will include, but not be limited to: surveillance of services required under this contract; determining the adequacy of Contractor performance according to the specifications of this contract; acting as the Government’s representative; ensuring compliance with contract requirements insofar as the work is concerned, certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, serving as a number on the vehicle inspection team.

The COR cannot authorize deviations from the specifications and requirements of this contract. In the event the Contractor deviates without approval from the CO, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. The COR will be designated in writing by the CO after contract award.

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

1. Dry Run: A dry run is defined as a request for service by authorized Medical Center personnel (authorized employees will be identified per Paragraph A.1.13), whereby the Contractor arrives at the designated pick-up point and no Veteran is transported due to a change in the Medical Center's needs, Veteran refuses pick-up, Veteran not home or Veteran not medically/mentally suitable for transport. The Contractor will be entitled to the applicable base rate only (no mileage) when dry runs are encountered due to no fault or negligence of the Contractor.

1. Joint Commission on Accreditation of Healthcare Organizations (JCAHO): A national organization dedicated to improving the care, safety and treatment of Veterans in a health care facility and environment.

1. Mileage Rate: Mileage rate for non-emergent ambulance services is the rate paid for each mile a Veteran is transported beyond the specified Mileage Transport Threshold. This rate applies to one-way transportation only. In no event shall the Contractor receive this rate for miles transporting a Veteran within the specified Mileage Transport Threshold.

1. Mileage Transport Threshold: A distance 15 miles from the pick-up location to destination. Any miles transporting a Veteran within the mileage transport threshold will be paid in accordance with CLINS 0001 and 0002 located in the Schedule of Supplies or Services and Price/Costs

1. Quality Assurance: Those actions taken by the Government to assure services meet the requirements of this contract.

1. Quality Assurance Evaluator(s): Government personnel responsible for surveillance of Contractor performance.

1. Quality Assurance Surveillance Plan (QASP): An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance (See Section D for the QASP)

1. Quality Control: Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract.

1. Scheduled Trip(s): The term "Scheduled Trip" as used in this contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:00 p.m. the prior business day) of required services and a specific pick-up time.

1. Unscheduled Trip(s): The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given.

1. Vehicle(s): The term "Vehicle(s)" as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

1. Waiting: Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel (authorized employees will be identified per Paragraph A.1.13), for the Contractor to wait at designated pick-up and/or delivery points in performing contract services.

1. Waiting Grace Period: The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for ambulance services shall include a fifteen (15) minute waiting grace period at origin and destination.

A.1.2. CONTRACTOR EMPLOYEES:

1. Contractor employees shall not be considered Government employees for any purpose. The VA reserves the right to restrict any Contractor employee from performing services under this contract who do not meet the required qualifications for the services they are required to perform, and who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its' Veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.

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

1. Contractor personnel performing services to the VA shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Department. Smoking within the vehicles by Contractor or patient is not permitted.

1. Each Veteran will be treated with the utmost of respect and concern, with a professional approach to his/her dignity as an individual and Veteran. All communication, both verbal and non-verbal, by Contractor's personnel with and in the presence of the Veteran, will be conducted in a professional manner. The Contractor's personnel will practice the utmost discretion when discussing the Veteran's condition with hospital professionals in the presence of the Veteran or relatives.

1. When transporting Veterans to or from Medical facilities, the driver, acting for the Contractor, will ensure that the Veteran's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the Veteran as required.

A.1.3 CONTRACTOR PERSONNEL QUALIFICATIONS:

(a) All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County and local Government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services. Record of each employee as to name, level, and certification to perform the duties of an ambulance/van driver or attendant must be maintained and made available for inspection upon request.

(b) During the contract period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.

(c) Within seven (7) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. The documentation shall be provided to the Contracting Office.

(d) Emergency Medical Technician (EMT-P) and (EMT-B) Qualifications: EMT-P providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:

1. Have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 150 hours or equivalent including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154, Federal Register 39:24304. (1974). The referenced policies and standards may be accessed through the following websites:

http://history.nih.gov/research/downloads/PL93-154.pdf http://www.archives.gov/federal-register/publications/

1. Shall submit evidence of equivalent training program successfully completed to the Contracting Officer.

1. 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.

1. Shall attend (at their own expense) all refresher continuing education, or advance training programs as required by the local or state Government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.

(e) Ambulance Driver: Drivers shall have a valid operator's or chauffeur's license in accordance with Federal, State and local government requirements for their place of operation, for the services they perform. Drivers will have EMT-B certification at a minimum.

(f) Prices quoted in the Schedule include the service of a qualified driver and a qualified level of EMT on any ambulance assignment. All attendants/van drivers on duty must be qualified to administer oxygen and shall have successfully completed the Standard and Advance First Aid Courses of the American Red Cross or U.S. Bureau of Mines, or equivalent. Proof in the form of a current or unexpired certificate that such first aid training has been successfully completed must be available upon request.

A.1.4 CONTRACTOR EQUIPMENT, VEHICLES AND INSPECTION:

(a) The VA reserves the right to inspect Contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (ambulances). VA inspections of Contractor facilities shall in no way constitute a warranty by the VA that the Contractor's vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA.

(b) Ambulances shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Appropriate licensing by the State of Oregon and Washington is required.

(c) Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract, and shall contain:

1. An emergency safety kit

1. Portable oxygen unit(s)

1. Fire suppression equipment

1. Appropriate road emergency warning equipment

1. Written emergency procedures

1. Protective clothing required for the protection of Contractor employees where Veteran care is expected, such as gowns, gloves, and masks

(d) BLS vehicle shall, in conjunction with the above, also provide on-board EMT — B, performs basic airway management, and provide IV at KVO without additives.

(e) ALS vehicle shall, in conjunction with the above, also provide an on-board EMT-P, perform cardiac monitoring, provide ACLS drugs and procedures, perform advanced airway management, and medication monitoring and administration. Advanced airway management means the ability to intubate a patient and provide appropriate respiratory care, including emergency cricothyrotomy.

(f) All vehicles must remain locked when not attended by Contractor employees to avoid unauthorized entrance. Vehicles (when not attended) may NOT remain running, due to exhaust fumes. At no time shall the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

(g) The Contractor that is providing ambulance services shall provide oxygen when it is requested by authorized Medical facility personnel (authorized employees will be identified per Paragraph A.1.13) or required by the patient's medical condition. Oxygen required for ambulance services shall be at the rate and price shown in Section B.2.

(h) The Contractor that is providing ambulance services shall provide infusion pumps when it is requested by authorized Medical facility personnel (authorized employees will be identified per Paragraph A.1.13) or required by the patient's medical condition. Infusion pumps required for ambulance services shall be at the rate and price shown in Section B.2.

(i) The Contractor that is providing ambulance services shall provide electrocardiography when it is requested by authorized Medical facility personnel (authorized employees will be identified per Paragraph A.1.13) or required by the patient's medical condition. Electrocardiography required for ambulance services shall be at the rate and price shown in Section B.2.

(j) The Contractor shall not be permitted to borrow medical equipment from the medical facilities. The Contractor shall provide all medications required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct Veteran care. Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Schedule shall be inclusive of consumables used in transport. All vehicles used for critical Veteran care (ex. ALS, BLS), shall include, but not be limited to: monitors, defibrillator with external pacemaker, intubation equipment, intravenous equipment, medications, Veteran compartment facilities, oxygen and suction system equipment including portable oxygen suction and accessories.

(k) The Contractor must submit a letter, in duplicate, fully describing the make of vehicle, model and year which he agrees to furnish under this contract; and location and telephone numbers of his/her establishment where calls are received and vehicles are dispatched. This letter must contain information as to the metering devices or methods Contractor proposes to use in determining mileage. The Contracting Officer will be notified, in writing, of any equipment added or deleted after award of contract.

(l) The Medical Center will be provided with a formal written report regarding the ambulance vehicles utilized by the Contractor. The report will identify the various ambulance levels, their staffing criteria, medications carried, equipment and procedures.

(m) The Contractor must submit to the Contracting Officer the above documentation for review prior to contract award. Failure to do so may result in rejection of bid as "non-responsive".

A.1.5 CONTRACTOR NOTIFICATION:

1. The Contractor shall be responsible for providing all vehicles and manpower, necessary to meet all ALS and BLS transport requirements of this contract. The Contractor will be authorized to utilize another Ambulance Service Company, as a subcontractor (certified to be within all requirements of this contract) to complete these transportation requests. All bills for this subcontractor service will be paid directly to the Contractor at the contract rate, and the Contractor shall reimburse the subcontractor at their agreed to rate. In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA Travel Section and provide a justification for non-performance. The VA reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this contract. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract covering inspection, acceptance and deductions from payment. The VA will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may also provide basis for termination of the contract for "cause," (see FAR clause 52.212-4(m)).

1. Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the ambulance Contractor. However, in these extremely rare cases, no charge shall be levied against the Contractor.

A.1.6 ESCORT:

The VA reserves the right to have an escort, such as a relative, or care provider of a beneficiary or VA staff accompany a beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin. The relative must ride in the front passenger seat so the proper seat belt restraints can be utilized. At no time will relatives or other personnel, except a physician, nurse or respiratory therapist treating the Veteran be allowed in the Veteran compartment of the ambulance while the vehicle is enroute.

A.1.7 SUBSTITUTION OF BENEFICIARY:

The VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur.

A.1.8 NUMBER OF PATIENTS:

The Contractor shall transport one (1) beneficiary per trip, under ambulance services, unless specifically authorized by Medical facility personnel (authorized employees will be identified per Paragraph A.1.13) to transport more than one (1) and at no time shall the contractor transport more than two (2) beneficiaries.

A.1.9 STANDARDS OF CARE:

The Contractor will adhere to the highest quality standards of both Veteran and medical care. Contractor must adhere to the city, country and state protocols established for emergency medical care and transportation. In the State of Oregon and Washington, first response transportation (911) must be performed utilizing Advanced Life Support Vehicles. However, the Portland VA Medical Center may order specific levels of ambulance service to their campuses or to pick-up Veterans at other hospitals, nursing homes or Veteran homes when transporting to a VA Medical Center.

A.1.10 Reserved.

A.1.11 HOURS OF PERFORMANCE AND RESPONSE TIMES:

(a) Hours of Performance: Contractor shall provide all ALS and BLS ground ambulance services for veteran beneficiaries as requested 365 days a year, 24 hours a day.

(b) Response Time:

1) It is expected that orders made in advanced will be met with an on-time response, whether within or outside of the 15-mile radius from the Portland VA Health Care System.

(c) Immediate Orders:

1) If the point of pick up is within a 15-mile radius of the Portland VA Health Care System, the Contractor shall arrive at the point of pick up no later than 30 minutes from the time of request.

2) If the point of pick up is outside a 15-mile radius of the Portland VA Health Care System, the Contractor shall be in route to the pick-up location within 30 minutes from the time of request.

3) Should the time period for pick-up, stated herein, be physically impossible due to location of the beneficiary, the contractor shall contact the VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said Veteran.

(d) The Contractor shall provide and respond to all emergency calls in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board Veterans, to include the use of sirens and other measures to ensure timely arrival at the designated VA Medical facility.

(e) Response Time Compliance Rate: The Contractor shall maintain at a minimum, a 90% compliance rate on responses to pick-up or deliver during the contract year. Failure of the Contractor to perform in accordance with this compliance rating may constitute a sufficient basis for termination of the contract for "cause," (see FAR clause 52.212-4(m)).

(f) If the contractor's place of business is located beyond the local telephone call zone of the VA, the contractor shall install and provide to the VA, a toll free number for accepting the VA calls. It is estimated that 90% of all requests for service will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA (authorized employees will be identified per Paragraph A.1.13), and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request).

(g) If a freeze on non-emergent service is declared by Multnomah County, Clackamas County & Washington County, Oregon and Clark County Washington, due to 911 requirements and only emergent trips are permitted upon submission of valid documentation to the Contracting Officer of this occurrence, Contractor will not be charged for delay or excess charges as it would be deemed beyond the Contractor's control. Valid documentation includes copies of log sheets or county records of such emergency. This allowance would only apply for the actual time the freeze is in effect as is required by County ordinance for Multnomah County, Clackamas County & Washington County, Oregon and Clark County Washington. Upon the freeze being lifted, the response times shall resume to those as required by the contract. If the freeze is imposed by the County, it shall become the responsibility of the Contractor to immediately notify the VA Contracting Officer or COR of the situation. The VA will be the sole judge in determining when to order service from another source.

(h) Electronic Transmissions: The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the VA (i.e., Veteran incidents, requests for service, special correspondence). Each Contractor shall indicate if there is e-mail availability for their company to complete communications with the VA (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner).

A.11.12 WAITING TIME:

1. For unscheduled trips, waiting charges shall commence 15 minutes from the time the Contractor actually arrives at the designated pick-up location. For scheduled trips, waiting charges shall commence 15 minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up location, whichever is later.

1. If the designated pick-up and/or delivery location(s) are at other than the VA Medical facilities and waiting beyond the required 15 minute grace period is anticipated, the Contractor shall notify the travel section. This call is only for the purpose of verifying the Contractor's time of arrival at pick-up and or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor's failure to notify the travel section when waiting beyond the grace period shall result in nonpayment for waiting time.

1. Under no circumstance shall a patient wait for transportation service for more than forty five (45) minutes without corrective action being initiated. If the Contractor fails to dispatch a vehicle for the requested service within forty five (45) minutes after receiving a request or any order, the VA reserves the right to obtain the service from another source and to charge the Contractor and costs incurred in excess of the awarded contract price will be charged against the Contractor. Alternative transportation will be initiated by the VA at the time of need and Contractor will be notified after the fact. In addition, if the VA initiates an alternate transportation call and the successful Contractor and alternate come at the same time, a dry run will be paid to the alternate for responding. The dry run fee will be equivalent to the fee paid to the Contractor as shown in the Section B.2 Pricing Schedule. This dry run fee will be deducted from the Contractor's invoice.

1. Trips will be scheduled by Contractor so that patients are not held at any point to meet another vehicle for the purposes of carpooling unless authorized by the VA Travel Coordinator.

A.1.13 AUTHORIZED MEDICAL CENTER PERSONNEL:

(a) Authorized personnel will be full time staff Employed by VA Portland Health Care System. Authorized personnel should be calling directly from government telephones from within the facility. Requests for service may also be in writing by facsimile, mail, e-mail, or in-person from an authorized representative of the VA.

(b) Prior to performance, the Contracting Officer shall provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

A.1.14 REQUEST FOR SERVICES:

(a) Routine Orders: Routine Orders are defined to be those orders that are place by the end of the prior workday to allow the Contractor scheduling time. Attempts will be made to have the orders placed by 5:00 PM the proceeding day if possible. Requests for services will be made in writing, by fax or by telephone, (VAPORHCS). Travel Clerks will fax the Contractor the following day’s routine orders.

(b) The following information will be provided when placing orders for support:

1. Mode of transportation required

2. Required date and time of arrival

3. Name of beneficiary

4. Pick-up and delivery point

5. Type and number of additional medical care specialists required

6. Type of equipment required

A.1.15 DISPATCHER:

Requests for Transportation services shall be made to the Contractor personnel identified. The following information will be supplied by the Contractor:

1. Company name

1. Address

1. Normal business hours contact person(s)

1. Normal business hours phone number

1. Fax number

1. After hours contact person(s)

1. After hours phone number

A.1.16 INVOICES PROCEDURES:

(a) Please review link for electronic invoicing procedures:

http://www.tungsten-network.com/uk/en/veterans-affairs/

(b) Invoices shall include the following information in addition to the times specified at clause 52.212-4(g):

1) Unique trip number

2) Date of service

3) Time of service

4) Date of order

5) Time of order

6) Name of VA representative placing order

7) Name of Veteran

8) Pickup location and zip code

9) Destination location and zip code

10) Time at scene

11) Time at destination

12) Additional charges/ information to be listed and specified in all instances:

i) Oxygen

ii) "waiting time"

iii) “Dry-Run”

13) Indicate individual who approved waiting time

14) Number of miles Veteran was transported

15) Purchase order number

(c) A duplicate copy of the invoice (MS Excel format) shall be submitted to the COR, for review and validation, prior to invoice payment approval.

A.1.17 REIMBURSEMENT FOR MILEAGE OUTSIDE CONTRACT MILEAGE TRANSPORT THRESHOLD:

1. Long Distance Mileage — Payment for mileage outside the contract Mileage Transport Thresholds of coverage, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up location and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement, but would be expected to be incorporated into the mileage rate as part of the administrative costs (or costs of doing business). Distances beyond the contract Mileage Transport Threshold areas of coverage shall be calculated using Bing Maps (https://www.bing.com/maps). Allowable charges for mileage outside the contract Mileage Transport Threshold areas of coverage, shall not exceed ±5% of the route mileage calculated using Bing Maps.

(a) Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the Contractor to cancel the order. For orders that are cancelled while the Contractor is already in route to the designated pick-up, the Contractor shall be entitled to receive 50% of the base rate for the trip, as provided in Schedule of Supplies or Services and Prices/Costs. This charge shall not include any mileage charge.

(b) Should the Contractor arrive at the destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, (e.g., incorrect address, patient absence, patient refusal) then the Contractor shall receive 100% of base rate for a one-way trip as provided in Part I – Section B.2 (Prices).

(d) Other Charges – It is understood that the prices listed in the accepted Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VA for any such separate charges.

A.1.18 VETERAN RIGHTS:

1. The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting Veterans. Veterans may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase.

1. Each Veteran will be provided with safe and comfortable transportation to and/or from the Medical Center. The Contractor will assume the total responsibility for the Veteran's safety and comfort during the entire transfer process, from the time the Contractor's staff reaches the Veteran, through the loading and unloading of the Veteran into the vehicle, and until the time the Veteran is properly delivered to the professional staff of the medical center or other final destination. Medical Center staff will not be expected to assist in off-loading Veterans from vehicles into the Emergency Department area or elsewhere in the Medical Center. When additional personnel are required, the dispatcher will anticipate the need and summon additional support at no additional charge to the Government. Ambulance is prohibited from parking in other then designation parking areas specified for ambulance use.

(b) Incident/Accident Reports: IMMEDIATELY upon any incident/accident involving a VA Veteran being transported or escorted, verbal notification is required to the VA Contracting Officer and/or Contracting Officer's Representative (COR) with all the facts as they relate to the incident/accident. Written report is required to be filed within forty-eight (48) HOURS OF THE INCIDENT/ACCIDENT WITH A LIST OF THE Contractor staff names (drivers/escorts), Veteran's name, and pertinent information and witnesses, must be filed with the Contracting Officer or COR. This is to be done no matter how minor or innocent the incident/accident appears to be.

1. The Contractor shall notify the COR, in writing within 24 hours of any complaints made by the beneficiaries with regards to the ambulance service. The contractor may provide recommendations for improved services along with the Veteran complaints for the VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

A.1.19 INFECTION CONTROL PROCEDURES:

When ambulance services are required, the contractor shall use standard and transmission based precaution measures for the prevention and control of the spread of infectious agents to all persons. The VA Infection Control Manual can be accessed at: http://moss.portland.med.va.gov/ICM/default.aspx

A.1.20 REQUIRED REPORTS AND DOCUMENTS:

Within seven (7) days after contract award the contractor shall provide the following to the designated COR:

(a) Contractor Personnel Roster: In this document, contractor shall identify the employee –

1) Name

2) Position

3) Title, and

4) Work assignment area

i) Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur.

(b) Certification of Minimum Liability Insurance Coverage: A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities (ref. VAAR 852.237-7). Contractor shall provide the required proof of insurance within 10 calendar days after award and prior to providing any services. Thereafter, all changes shall be submitted within seven (7) days after changes occur.

(c) Contractor shall provide a PCR "Patient Care Report" as part of the Veteran’s permanent record. This Run Sheet shall include a record of the Veteran's vital signs, medications used, oxygen use, Veteran attitudes and any changes in the Veteran's condition. The list stated here shall not be construed to be as all inclusive; the contractor shall provide all pertinent information.

A.1.21 CONTRACTOR'S CONTINUING QUALITY IMPROVEMENT (CQI):

The Contractor shall establish and maintain a complete Quality Control Inspection Plan (QCIS) to assure the requirements of this contract are provided as specified. An original and one (1) copy of this QCIS will be forwarded to the CO along with the requested initial quote. The Contractor's QCIS shall include the following or have incorporated into during performance of contract, at a minimum:

1. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, or the title of the individual(s) who will perform the inspections.

(a) On-site records of all inspections conducted by the Contractor noting necessary corrective action taken.