36C26126Q0041 0003.docx

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) 12-10-2025 None

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21

To all Offerors/Bidders

36C26126Q0041 11-13-2025

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 12-16-2025 15:00 PST X The purpose of the amendment is to remove mention of Commission on Accreditation of Medical Transport Systems (CAMTS) or National Accreditation Alliance/Medical Transport Applications (NAAMTA) from Section 5 of the Performance Work Statement (PWS) as the accreditations are not mandatory. Additionally, Addendum to 52.212-1 and Addendum to 52.212-2 was revised to reflect this change. The solicitation response due date is extended to 12/16/2025. The revised PWS and changes to the addendums are highlighted below. Offerors are encouraged to review the addendums to ensure their responses comply with preparation instructions and provide the required documents and certifications.

All terms and conditions remain unchanged

Tim Smith Contracting Officer Performance Work Statement (PWS)

1. CONTRACT TITLE: Air Ambulance Services to include Ground Transportation to and from Airport

2. GENERAL INFORMATION:

This Performance Work Statement (PWS) defines services to provide Air Ambulance (emergent/non-emergent fixed wing or rotary wing) transportation services under a fixed price Indefinite Delivery Indefinite Quantity (IDIQ) contract for the VA Sierra Nevada Health Care System (VASNHCS). Transportation originates at a medical facility in the local area and ends at a medical facility outside the local area. The price should include all legs of transportation including ground ambulance to and from respective airports.

3. DEFINITIONS:

AIR AMBULANCE: Fixed wing aircraft with a compartment that is designed and constructed to afford relative safety and comfort and to avoid aggravation of the patient's condition. The aircraft, compartment, and personnel must meet all applicable federal and state standards for medical air transport.

ALS: Advanced Life Support.

GROUND AMBULANCE: Vehicles for emergency medical care which provide a driver compartment and a patient compartment that will accommodate emergency personnel and patient, equipment and supplies for emergency care at the scene as well as during transport, and two-way radio communication and equipment for light rescue procedures. The ambulance must be designed and constructed to afford relative safety and comfort and to avoid aggravation of the patient's condition.

AOD: Administrative Officer of the Day. This government employee is the administrative officer in charge during other than normal business hours.

BLS: Basic Life Support.

CCT: Critical Care Transport.

CO/Contracting Officer: The person executing this contract on behalf of the Government and the only person authorized to make changes to the contract.

COR/Contracting Officer Representative: Person or persons authorized to act for the Contracting Officer within the limits of his / her authority.

Chief, Health Administration Service: Person or persons authorized to act for the Contracting Officer within the limits of his / her authority in the absence of a COR.

Federal Holidays: New Year's Day, Martin Luther King Jr. Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Christmas Day, and any day determined by the President of the United States to be a Federal Holiday.

Normal Business Hours: Normal business hours are defined as Monday thru Friday, 8:00 a.m. to 4:30 p.m. local time excluding Federal Holidays.

TRIP: A trip is defined as the distance, "ONE WAY ONLY," over which a beneficiary will be transported. For all one-way trips ordered under this contract, the Contractor shall receive the base rate.

POC: Point of contact.

4. SCOPE:

The purpose of this contract is to provide air and ground transportation as deemed medically necessary for VA Sierra Nevada Healthcare System (VASNHS) enrolled and eligible Veterans to outpatient medical appointments or for inpatient admissions. These appointments and/or admissions are within a mileage range up to 300 miles per one-way trip.

*Base Rate: Base rate for Air Ambulance service includes: Ground transportation, which shall include BLS, ALS, CC-ALS to and from the airport. Appropriate basic medical equipment listed under Basic Medical Equipment that meets or exceeds standards CAMTS. Base rate will include air transportation for up to 300 nautical miles.

The following is a list of most flight plans along with estimated miles but are not limited to just these:

RENO TO SAN FRANCISCO VA (SFO) – 190 miles RENO TO PALO ALTO VA (SJC) – 189 miles RENO TO MATHER (SAC) – 113 miles RENO TO LOS ANGELES VA (LAX) – 392 miles RENO TO SALT LAKE CITY VA (SLC) – 421 miles

5. COMPLIANCE:

All work related to this contract must be performed by the Contractor in accordance with all applicable Federal Aviation Administration (FAA), U.S. Department of Transportation, or Occupational Safety and Health Administration (OSHA) regulations, as well as applicable State health and safety regulations, health care accreditation standards (Joint Commission or equivalent accreditation organization) and standard industry practices as defined by the Association of Air Medical Services for air ambulance transportation.

6. SPECIFIC TASKS:

· Response Time:

Contractor shall respond within thirty (30) minutes of notification twenty-four (24) hours a day, three hundred sixty-five (365) days per year, including all Federal Holidays.

For prescheduled pickups, the Contractor shall be required to furnish the ground ambulance within twenty (20) minutes of the prearranged time.

For unscheduled pickups, the Contractor agrees to have patient(s) transported to the departing airport, prepared, and airborne within 4 hours after the receipt of order or as agreed between the contractor and the authorized VASNHCS requestor. If the Contractor identifies they cannot furnish the services within the time required, they shall notify the government at the time of scheduling, or as soon as possible.

Contractor shall commence the flight within four (4) hours of notification of patient pick-up from the Contracting Officer’s Representative (COR). In the event the contractor cannot begin the flight within this time frame, the VA Sierra Nevada Healthcare System (VASNHS) may contact another Air Ambulance Company to provide the services.

· Ground Ambulance:

The contractor shall coordinate all (origin and destination) ground transportation for VASNHS patients. These services shall be a Department of Transportation (DOT) approved ambulance staffed with appropriately trained medical personnel.

Patients will be transported from VASNHCS located at 975 Kirman Ave. Reno, NV 89502.

· Authorization:

Personnel authorized to order service shall make requests for service via telephone. Contractor will be provided with patient’s pick-up and delivery points and vehicle requirements. Only such travel is authorized, and any costs incurred for unauthorized travel, stops, waiting time, etc. shall be the responsibility of the Contractor. Under no circumstances shall orders or changes be accepted by any other party.

VA Ordering Officials by position:

Travel Clerk Transfer Coordinator Nurse/Case Manager Administrative Officer of the Day (AOD) Mobility Manager Chief, Patient Benefits Chief, Health Administration Service

A list of authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of the VASNHS. The contractor shall be notified to such changes as they occur.

· Payments:

Payments shall be based upon one-way direct air mileage (Nautical Mile) (one-way trip is defined as one-way pick-up from the VA hospital) and is computed on the appropriate Sectional Aeronautical Chart prepared by the Coast and Geodetic Survey In case a circuitous route shall be employed by reasons of safety (such as unfavorable terrain or weather), a copy of the flight log showing the reason which necessitated the detour from a directed route, shall be provided to the COR.

Invoices shall be submitted (monthly in arrears) no later than fifteen (15) calendar days following the end of the month in which services are rendered. The invoice must contain the following information:

(1) Contract Number

(2) Purchase Order Number

(3) Date of Service

(4) Time of pick-up

(5) Patient’s Full Name

(6) Last Four Digits of Patient’s Social Security Number

(7) Origination and Destination points

(8) Ground Ambulance Costs (if applicable)

(9) Detailed Documentation of all items used and circumstances

(10) Total Dollar Amounts

All invoices must include a Health Insurance Claim Form OMB-form-1500 (HCFA).

All invoices shall include a fixed base-rate line item & a mileage rate line item. Each line item shall include rate, quantity, description, and line total.

Invoices will be reviewed and reconciled with trip tickets and travel logs. Unauthorized charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized VA personnel. A final determination will be made within 30 days after notifying the Contractor of charges being suspended.

All invoices rendered by the Contractor to VASNHCS for contract services furnished in accordance with this contract shall be in full. Neither the beneficiary nor any other party shall be required to bear the burden of additional payments, surcharges, tip or other gratuity.

Authorized invoices shall be submitted through Tungsten Network (formally OB10) for payments. Invoicing information can be found at http://www.tungsten-network.comius/enheterans-affairs-us/.

· Rates:

For all one-way trips ordered under this contract, the Contractor shall receive the base rate as stated in the price/cost schedule. The "BASE RATE" shall constitute full compensation for ONE-WAY trips up to 300 miles. For all one-way trips exceeding 300 miles the contractor shall receive the base rate as stated in the price/cost schedule plus a per mile fee for every mile over 300 miles.

The government will obtain compensation for late pickups according to the following chart:

*Minutes Late refer to when a team is available or estimated time provided when a team is unavailable.

**Trip value is the total of the basic trip for the scheduled trip.

The Government reserves the right to cancel any patient pick-up due to late response time at any time after the specified or latest pick-up time ordered. Government may employ the services of another source, contracted or non-contracted, for same day service. Contractor will be responsible for all additional costs incurred by the Government if another source is utilized.

The Government will not pay for services under this contract for late response time when such delays are not determined to be excusable by VA.

The Government reserves the right to cancel any patient pick-up.

If the delivery order is cancelled by the Requesting Physician, the Contractor will be paid for actual statute miles traveled at the time of the cancellation, plus the necessary statute miles the Contractor's aircraft must travel to return to its starting location. The return mileage is only reimbursable if the contractor does not have another destination on its flight plan.

DRY RUNS: The contractor shall be reimbursed at the full contract amount for “dry runs” (trips made by the contractor when the VA patient is not available at the scheduled pick-up time). This charge shall not be allowed if the trip is cancelled by the COR (authorized VA personnel) within one (1) hour before the scheduled pick-up time.

· Government’s Minimum Quantity:

The VA attempts to be as accurate as possible when providing estimated quantities; however, actual dollar value quantities may vary from the dollar value quantities as listed in the price schedule. The Government's guaranteed minimum amount to be ordered from this contract is $2,500.00 for the base year and during each ordering period, if exercised.

· Number and Types of Patients The contractor will transport only one (1) VA patient per trip, unless specifically authorized by the COR and in agreement of the contractor. When more than one VA patient is transported on a trip, reimbursement shall be made at the rate not to exceed the cost of transporting a single VA patient; however, the longest over which a VA patient is transported may be claimed. Under no circumstances shall the VA order the contractor to transport more than two (2) VA patients for any one (1) flight.

The contractor shall not refuse to transport VA patients deemed transportable by VA medical staff.

Contractors shall not be expected to accept any VA patient unless the COR authorizes the flight and informs the contractor regarding any special treatment or care required on route (such as administration of oxygen or medications).

Passengers, such as family members may be carried at the discretion of the pilot in command, providing all applicable FAA regulations are met. There shall be no extra cost to the VA.

The contractor shall transport patient belongings and specialized equipment at no additional charge.

The contractor shall provide at the destination any VA patient mobility devices deemed by the contractor to be to large or heavy for air transport, at no additional charge to the VA.

7. QUALIFICATIONS/DUTIES:

· Contractor Qualification:

The contractor must obtain a State of Nevada Emergency Medical System’s Air Ambulance Transportation Permit per required for Air Ambulance performing emergency response services.

· Driver/Pilot List:

Note: The term “driver” will be interpreted also as “pilot” and applicable and comparable vehicle control license requirements, character, qualifications, training, physical abilities, and behavior, shall be equally applied to aircraft transportation.

Contractor shall provide the COR a complete list of all drivers, utilized for this contract by the fifth day of each month. Updates must be submitted prior to drivers beginning to transport patients.

· Driver/Pilot Qualification:

A record of each employee as to character, qualifications and physical capabilities of performing the duties of ambulance care driver or attendant must be maintained and made available for inspection upon request. Air Ambulance Pilot shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation and for the services they perform.

All drivers of said contractor MUST possess a valid state driver’s license. The contractor shall ensure all drivers providing services under this contract will have less than five (5) current points on their driver’s license, none of which were assessed for “Reckless Driving.” VASNHS will be provided copies of driver licenses and may independently verify the driving record of drivers at any time. VASNHS reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section.

· Driver Duties:

Contractor shall ensure its drivers will:

(1) Perform their duties with due regard for the safety, comfort and convenience of customers and their property.

(2) Comply with all applicable Federal and State laws, regulations and licensing requirements, including drug testing.

(3) Have and maintain a current driver’s license, valid in the state in which contractor’s facility is located, with less than five current points, none of which were assessed for “Reckless Driving.”

(4) Contact the Contractor’s dispatcher before leaving the designated location without picking up the customer(s) and when encountering problems such as patient(s) not ready, incorrect addresses or addresses which are inaccessible to wheelchairs.

(5) Drivers will also be required to dress in a professional manner at all times when transporting VA patients. Dress will contain and emblem of the transport company.

(6) No passengers other than the patient and/or their attendant will be allowed in the vehicle during transport

(7) Ensure smoking, eating and/or drinking in vehicles are not permitted by the drivers.

(8) Ensure no playing of audio/visual equipment in vehicles will be allowed without the approval of the patient aboard.

(9) Ensure its personnel comply with 49 Code of Federal Regulations (CFR) Parts 40, 653 and 654 on Substance Abuse Prevention, which are respectively incorporated herein by reference and made part of this contract.

· Driver Conduct:

The following acts are not permissible by drivers, which provide services under this contract or while on VA premises. Violations will be reported to the appropriate law enforcement agency:

(1) Use of intoxicating liquor, narcotics or controlled substances of any kind (excluding doctor prescribed medications which do not impair driver’s driving ability) while on duty or reporting for duty while under the influence.

(2) Smoking and other uses of tobacco while on duty

(3) Carrying of pistols, firearms or concealed weapons

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

(5) Spitting in prohibited places or other unsanitary, offensive or insensitive practices or behavior

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

(7) Stopping for personal business, including use of the restroom facilities, 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 be attended at all times by at least one contract staff member

(8) Engaging patient or family member in a verbal confrontation in any attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his dispatcher/supervisor via the radio system

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

(10) Use of loud music

(11) Lack of security/confidentiality of patient health information (HIPAA violations)

8. CERTIFICATIONS AND INSURANCE:

· Aircraft Certification:

All aircraft shall hold a valid Air Carrier Operating Certificate issued by the Federal Aviation Administration (FAA) for an air operator and provide a copy to the COR. The operations authorized under this certificate shall be such that he/she can perform the services required by this contract. The contractor shall abide by all applicable FAA regulations. Each pilot who performs under this contract shall hold a valid commercial airman’s certificate with the appropriate ratings for the conditions of the flight being undertaken and operate under the air taxi rules for that certificate. The contractor shall comply with all applicable Federal, State and Local Regulation governing the operation of an air ambulance service.

(1) A FAA flight plan shall be filed and used for any aircraft used for air ambulance flight under this contract. Whenever practicable and possible, the pilot shall take advantage of all existing ground and air communication facilities. Before each flight, the pilot shall obtain the latest information relative to weather, airport conditions and navigational facilities and, further, shall be satisfied that all conditions are such that they shall not constitute a hazard. In the event a flight is interrupted short of destination, the contractor shall immediately notify the COR by telephone. When appropriated medical personnel accompanying the flight determine that the patient requires medical attention, the contractor shall obtain authorization from the COR and make the necessary arrangements.

(2) Pilots shall use the “LIFEGUARD” call sign only when time critical medical and emergency operations warrant such service.

· Evidence of Insurance Coverage:

After award of a contract, the contractor shall furnish to the COR a certificate of insurance which shall contain an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interest of the Government in such insurance cancellation, shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the COR.

Certification of insurance per contract clause VAAR 852.237-7, and VAAR 852.237-70, must be provided to the Contracting Officer no later than 10 days after notification of award, but SHALL BE SUBMITTED PRIOR TO THE START OF WORK.

It shall be the responsibility of the Contractor to provide insurance in the amounts required by law.

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

9. TRAINING:

The contractor will provide documentation of training on transporting/assisting disabled passengers for all personnel who will be assigned to work performing any transportation for VA patients under this contract. Training shall be in place covering Blood borne Pathogens, Age Related Personal interactions and communication, Body Mechanics, and HIPAA (as stated in Clause 852.273-75 Security Requirements for Unclassified Information Technology Resources). Copies of this documentation of training will be submitted to and held by the COR.

10. OPERATING PRACTICES:

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

VA patients and accompanying guest shall only board and depart the aircraft when engines are not running. Definite precautions shall be taken to keep passengers and spectators away from aircraft when the power is on.

All contractor facilities, including ramps, ramp areas, buildings, passenger areas, etc., shall be maintained in a clean and orderly condition, free from debris and any accumulation which may constitute an accident or fire hazard. Fences and warning signs shall be provided for public protection against hazards.

No aircraft shall be refueled with the VA patient and accompanying guest on board. If completely unavoidable, all precautions shall include but are not limited to an attendant on watch near the cabin door, a dependable fire extinguisher, and adequate grounding of aircraft, fueling nozzle and fuel truck.

· Reporting Responsibilities:

The Contractor shall furnish an in-flight medical attendant report of the patient's status to the receiving facility. The report should include:

(1) Patient's full name and social security number (whenever possible) — if not possible, explain the reasons.

(2) Time picked up.

(3) Originating and terminating points.

(4) Who called (initiator).

(5) Presenting problem.

(6) Immediate First Aid Measures (bandages, oxygen, restraints, etc.)

(7) State of consciousness.

(8) Blood pressure.

(9) Pulse.

(10) Respiration.

(11) Any other noted symptoms or pertinent information, including vital signs not already described, level of consciousness, drugs administered, and details of therapeutic intervention.

(12) Any unusual circumstances encountered during the flight, including but not limited to inordinate altitudes flown, turbulence, and times associated with these conditions.

All personnel transporting veteran patients should be immunized against influenza, or wear face masks during the influenza season.

· Contractor Aircraft:

(1) Shall comply with all FAA criteria.

(2) Shall provide a climate-controlled environment to prevent temperature extremes that would adversely affect patient care.

(3) Shall have an entry that allows loading and unloading without excessive maneuvering of the VA patient and does not compromise functioning of monitoring systems, IV lines, manual or mechanical ventilation.

(4) Shall be configured in such a way that the medical transport personnel have access to the patient to begin and maintain both basic and advanced life support.

(5) Shall have interior lighting to ensure adequate observation of the patient. Aircraft cockpit should be capable of being shielded from the light in the patient care area.

(6) Shall provide sufficient isolation from the patient care area to minimize in-flight distractions and interference.

(7) Shall provide an inverter or appropriate power source with sufficient output and outlets to meet the requirement of the complete specialized equipment without compromising the operation of any electrical aircraft equipment.

(8) Shall be configured so all equipment, stretchers and seating allow for rapid and safe transport of the veteran.

(9) Shall be configured so that all equipment and supplies are secured in racks, compartments or straps to meet or exceed all FAA Regulations.

(10) Shall be equipped with sufficient quantities of medical supplies and equipment specific to the type of mission being assigned and adhere to all local and state requirements. VA Medical Centers shall not provide supplies replenishment. These supplies shall include, but are not limited to:

(a) Industry standard medications and disposable medical bandages and supplies.

(b) Airway management equipment including oxygen, mechanical suction, intubation equipment and ventilator support equipment.

(c) Cardiac monitor/defibrillator.

(d) ACLS drugs and therapeutic modalities; or equivalent specific to type of mission assigned.

(e) Other electronic devices deemed necessary to deliver specific patient care for the mission assigned.

Medications/intravenous solutions, dressing, catheterizations kits for specific patients’ needs shall be provided by the VA.

(11) Shall be equipped with sharps disposal container for contaminated needles. Disposal of all contaminated materials from aircraft and/or ambulance shall meet Federal OSHA Guidelines.

(12) Shall be equipped with collection container for soiled and disposable items.

· Medical Equipment and Supplies:

Each piece of linen (including blankets, pillows, sheets) that has come into contact with the patient shall be thoroughly cleaned and if necessary disinfected after each flight. Disposable or single use items may be used but shall be disposed after usage.

(1) Each piece of equipment that has come into contact with the patient shall be properly washed and disinfected after each flight.

(2) Each stretcher pad, mattress, and pillow shall be impervious to moisture.

All hazardous material shall be contained and disposed of in accordance with Federal, State, Local laws, regulations and procedures.

Contractor shall maintain all medical equipment in accordance with manufacturer’s recommendations, be functional at all altitudes and shall not interfere with aircraft avionics. Likewise, aircraft avionics shall not interfere with medical equipment. Adequate records showing maintenance and calibrations shall be kept and presented to the Contracting Officer or COR upon written request.

All communication equipment shall be capable of transmitting and receiving clear and understandable voice communications to and from the base station at a reasonable distance.

All communication equipment shall be maintained in full operating condition and in good repair. Radios on aircraft (as range permits) shall be capable of communicating with the following:

(1) Medical advice and direction

(2) Communication center

(3) Air traffic control

(4) EMS and law enforcement agencies

The aircraft shall be equipped with appropriate survival equipment.

Contractor shall use FAA approved air medical stretchers.

· Flight Crew:

The Contractor shall provide the necessary licenses/certificates, competencies, privilege and credentialing in accordance with applicable State(s) and Federal regulation for each employee that will perform services under this contract.

At a minimum, Flight crew shall consist of three (3) personnel:

(1) One (1) Pilot in command

(a) Pilot(s) shall not be considered as part of the medical crew.

(b) Shall meet or exceed the minimum requirements of the FAA for type of aircraft being used in fulfillment of this contract

(c) Shall follow all FAA flight regulations

(d) Shall be responsible for all in-flight security for the patient and crew.

(2) Designated Flight Nurse (a Flight Physician may be substituted for a Critical Care Nurse) with the following minimum qualifications as required for the mission assigned:

(a) Certified in BLS and ACLS. (Certification by Board of Emergency Nursing (CFRN) is desired.)

(b) Be ventilator certified from an accredited program.

(c) Shall be current on certifications and continuing education.

(3) Medical Flight Attendant with minimum qualifications, education, and certifications of an EMT. An additional Flight Nurse meeting the qualifications as Number 2 above shall meet the requirement.

(4) If VA deems necessary, a VA Doctor or VA Nurse may accompany the VA patient at no additional cost to the VA. This person would be in addition to the required minimal three (3) person flight crew.

(5) Flight Crew shall have access to a program Medical Director to act as a technical advisor to assist the Flight Crew and attending physician in identifying precautions and care while inflight.

· Aircraft Maintenance:

All aircrafts used in the performance of this contract shall be maintained in an air worthy condition in accordance with all applicable FAA regulations by means of an established inspection and maintenance plan. Line inspections shall be performed at least once in twenty-four (24) hours preceding a flight. Aircraft shall be handled exclusively by trained personnel.

Contactor shall own and operate adequate maintenance facilities or shall have a contract with an acceptable shop to perform aircraft maintenance; said contract to provide that maintenance shall be performed as and when required by air taxi operator per FAA regulations.

All ambulance aircraft shall be maintained in clean condition, including cabin interior, windows and aircraft exteriors.

· Smoking:

There shall be no smoking:

(1) Within 10 feet where oxygen is stored, dispensed or is in use.

(2) Aboard aircraft in which VA patients shall be transported

(3) In ground ambulances where VA patients shall be transported

(4) Within 50 feet of any Government building.

(5) In an area where prohibited by Federal, State, Local ordinances.

· ID Badges All Contractor personnel required to wear identification (ID) badges during the entire time they are on the VA grounds. ID badges shall have an identification picture, name of the individual and the represented company depicted on it.

· Parking It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police Service. The VA shall not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

11. CONTRACT CHANGES:

Changes determined by the assigned Contracting Officer to be within the general scope and intent of this contract shall be made in accordance with FAR 52.212-4, Contract Terms and Conditions – (c) Changes, and shall not necessitate a new procurement action.

Changes can only be made by the Contracting Office. Any deviation/changes from this contract by the Contractor shall not be paid nor authorized by the VA.

12. INSPECTION, QUALITY AND PERFORMANCE STANDARDS:

The Contractor will provide a list of all drivers, copies of certifications of operations, a certificate of insurance, and if requested by the COR any copies of maintenance schedules. The COR will review each request for transport and once approved, receive a copy of the rate quote. The COR will maintain each rate quote on a spreadsheet to compare and verify when the invoice is received that the charges are accurate before paying the invoice. The COR will track any patient related issues or complaints, meet with the Contractor to coordinate any respond and answer the issue or complaint timely to ensure quality; if the issue is medical in nature, the COR will seek guidance/review with the Chief of Staff’s office.

The Government has the right to inspect the contractor premises, maintenance records of medical equipment and aircraft(s), flight logs, and dispatch records being used for the contracted services. Furthermore, annually the contractor must provide proof of insurance (see paragraph J.4 and Clauses 852.228-71, 852.237-7, and 852.237-70 for further details on insurance requirements) and copies of any licenses for all staff providing services under this contract upon request of the POC (see also paragraph D).

The last month of each contract year the Contracting Officer will review contract compliance reports submitted by the POC. The review will employ various monitoring methods but will specifically include complaints and timeliness.

Maintain full compliance with Quality Assurance Surveillance Plan (QASP)

13. DELIVERY SCHEDULE:

Within three (3) calendar days of contract award, Contractor shall provide copies of certifications, and qualifications of all the personnel and aircraft involved in the performance of this contract to the Contracting Officer. Included shall be names and telephone numbers of dispatchers. Contactor shall keep the assigned Contracting Officer apprised of any changes to personnel and aircraft throughout the life of this contract.

Contractor shall provide monthly, quarterly, and/or annual Usage Reports to the Contracting Officer or COR upon written request at any time throughout the life of this contract. Information may be requested includes:

(1) Patient Last Name, First Initial

(2) Patient Social Security Number, last four digits

(3) Date of Flight

(4) Origin of Flight

(5) Destination of flight

(6) Total Nautical miles

(7) Amount invoiced, per patient for Nautical Miles

(8) Timeframe and Total amount invoiced, per patient

14. Records Management Obligations

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, regardless of the medium in which the record exists. All data, information, and supporting documentation created as part of this contract is owned by the Government Agency. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

The term “Federal record” is defined in 44 U.S.C. § 3301. Federal records:

· Include all recorded information, regardless of form or characteristics.

· Are made or received by a Federal agency under Federal law or in connection with the transaction of public business.

· Are preserved or are appropriate for preservation as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

Contractors are responsible for complying with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to:

· The Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33)

· NARA regulations a 36 CFR Part 1222 and Part 1228

· Privacy Act of 1974 (5 U.S.C. 552a)

· Freedom of Information Act (5 U.S.C. 552a)

Contractor shall:

· Comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format, mode of transmission, or state of completion.

· Treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

· Deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

· Immediately report to the Contracting Officer any unlawful or accidental removal, defacing, alteration, or destruction of records.

· Obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract.

· Incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

· Abide by Government and Agency guidance for protecting sensitive and proprietary information.

· Immediately notify the Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment.

· Ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.

· Ensure employees assigned to this contract who create, work with, or otherwise handle records are required to take Veterans Health Administration provided records management training.

Contractor shall not:

· Create or maintain any records that are not specifically tied to or authorized by the contract.

· Remove records from the legal custody of the Agency.

· Create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

· Disposition or destroy documents without the prior written consent of the Contracting Officer.

· Retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

15. Quality Assurance Surveillance Plan (QASP):

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

· For the tasks listed in the Performance Requirement Table (PRT) below, the COR will follow the methods of surveillance specified in this contract.

· When a required service in the PRT indicates defective performance, the COR will require the contract manager or representative at the site to document the observation and forward to the Contracting Officer to maintain in the file. The documentation of the observation does not necessarily constitute concurrence with the observation, only acknowledgement the he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the PRT or by methods other than those listed in the PRT (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the Contracting Officer as a result of surveillance will be in accordance with the terms of this contract.

Performance Requirements Table:

Surveillance Reduction when AQL Exceeded

Standards and Safety Guidelines

Aircraft Maintenance Program

Aircraft maintenance logs reviewed semi-annually

minutes

Data

travel coordinator

travel coordinator

Satisfaction

travel coordinator

Coordination

ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS AND COMMERCIAL SERVICES

SUBMISSION INSTRUCTIONS

(a) General Instructions

(1) Electronic Submissions: Contractors must email their quote to Timothy.smith9de3@va.gov. Any attachments must be readable using Microsoft Office or Adobe PDF. The size of the email is limited to 5 megabytes (MB) but multiple emails are allowable. Quotes must be submitted electronically and will not be accepted through fax or postal mail.

(2) Follow the quote preparation instructions as given in the solicitation and prepare your response and supporting documents. Contractors must be registered in the System for Award Management (SAM) and have a Contractor’s Unique Entity ID (SAM) number. This requirement is in effect from time of submission through time of award, and through the entire contract period of performance. All questions regarding this solicitation should be emailed to timothy.smith9de3@va.gov as stated within the SF1449. Verbal inquiries or questions will not be addressed or accepted.

NOTE: For purposes of computer and administrative efficiencies, it is required that each “Volume” is its own pdf document: Volume One – Technical Submission, Volume Two – Past Performance, Volume Three SDVOSB/VOSB status, Volume Four – Price. Email messages exceeding 5 MB may not be delivered. Please number all pages of the quote.

(b) Selection Process

(1) Evaluations will be conducted under the procedures of FAR Part 13.

(2) In accordance with FAR 13.106-2(b)(3), the quotes will undergo a comparative evaluation to determine which vendor provides the best offer to the government in terms of technical capability, past performance, SDVOSB/VOSB status while also providing a competitive price. The Government reserves the right to consider quotes that offer more than the minimum in selecting the proposal that provides the best offer to the Government. Therefore, it is at the Governments discretion to consider other than the lowest priced offer for award.

(3) The Government intends to establish a contract without exchanges with contractors. Consequently, Contractors are highly encouraged to offer their best technical and pricing quote in their initial submissions. However, the Government reserves the right to discuss submissions with any or all contractors submitting a technical and price quote, if it is determined advantageous to the Government to do so. This statement is not to be construed to mean that the Government is obligated to conduct exchanges. A Contractor may be eliminated from consideration for award without further exchanges if its technical and/or pricing quote/information is not among those Contractors considered most advantageous to the Government.

(c) Quote Package Contents

(1) Standard Form (SF) 1449 shall be submitted fully completed. The contractor shall acknowledge all amendments to the solicitation that may be issued. Quotes shall be submitted to timothy.smith9de3@va.gov. Use subject title: VASNHCS Air Ambulance “CONTRACTOR NAME”. Offerors will be subject to an initial screening for compliance with preparation instructions found above. Failure to comply may result in a quote package being deemed unacceptable and may be excluded from competition without further evaluation beyond the initial screening. This decision will be made by the Contracting Officer. Prospective Offerors are required to submit responses to the following four factors as part of their quote package:

a. Volume 1 -Technical Submission (Factor 1) An offeror will be evaluated to the extent to which it provides technical capability in the following technical subfactors.

1. If offeror is accredited by the Commission on Accreditation of Medical Transport Systems (CAMTS) or National Accreditation Alliance/Medical Transport Applications (NAAMTA), they will provide documentation showing current accreditation.

2. Offeror shall provide valid Air Carrier Operating Certificate issued by the Federal Aviation Administration (FAA) for an air operator.

3. Offerors shall describe their experience in providing services as described in the Performance Work Statement.

b. Volume 2 - Past performance (Factor 2) Offerors are encouraged to provide information relating to up to three contracts to demonstrate their past performance history. If submitting past performance information, this information must include, period of performance, dollar amount of contract, a description of the services provided, customer name, as well as a point of contact name and contact information. The Government may contact these references.

Additionally, Contractor Performance Assessment Reporting System (CPARS) will be reviewed to determine if vendor’s previous work was recent (within the past 3 years) and relevant (similar in size and for Air Ambulance Services). Past performance information will also be reviewed to determine the overall trend in the ratings of quality for previous contracts. Federal Awardee Performance and Integrity Information System (FAPIIS) will be reviewed to determine if the contractor has had any adverse actions associated with federal contracts and grant. Per FAR 15.305(a)(2)(iv), “in the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.”

c. Volume 3 – SDVOSB/VOSB Status This factor will be used to assess the Offeror's status as a service disabled veteran-owned small business (SDVOSB) or veteran-owned small business (VOSB) concern, or the Offeror's proposed use of eligible SDVOSB/VOSB concerns as subcontractors. In accordance with VAAR 852.215-70 Eligible and certified service-disabled veteran-owned small businesses offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor.