36C26224Q0944 Sources Sought Notice.docx

SUBJECT*

Non-Emergent Medical Transportation (VALLHCS)

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Officer Michael Williams michael.williams48@va.gov

(520) 792-1450, x1-2586

PLACE OF PERFORMANCE

Department of Veterans Affairs

NCO 22 - Network Contracting

11201 Benton Street

Loma Linda CA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

Network Contract Office (NCO) 22 is seeking a qualified vendor to provide safe and comfortable door-to-door ambulatory, wheelchair, and stretcher transportation services to eligible beneficiaries that use VA Loma Linda Healthcare System (VALLHCS) located at 11201 Benton Street, Loma Linda, CA 92357. Contractor shall provide all labor, supervision, facilities, equipment, supplies, materials, and vehicles to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement of the capabilities stated below:

DRAFT PERFORMANCE WORK STATEMENT DRAFT

Title: Non-Emergent Wheelchair, Stretcher, and Ambulatory Services (VALLHCS)

1.0 Background

1.1. VA Loma Linda Healthcare System (VALLHCS) has a need for safe, comfortable non-emergent ambulatory, wheelchair and stretcher transportation services for eligible beneficiaries residing in San Bernardino and Riverside Counties to get to and from their scheduled medical appointments at the VALLHCS’s main facility and its associated Community Based Outpatient Clinic locations (CBOC) on an as needed basis, twenty-four (24) hours a day, seven (7) days a week (including holidays).

1.2. Services include pre-arranged, scheduled, unscheduled, and will call door to door service from beneficiary’s apartments and homes, and other areas designated by the Veterans Transportation Services (VTS) Department. It also includes discharges from VALLHCS inpatient wards, the Emergency Department, as well as transports to and from contracted nursing homes. The Government shall not exercise any supervision or control over the contract service providers performing these services.

1.3. Contractor shall always treat Veteran patients with courtesy and respect. Verbal and/or physical abuse will not be tolerated, and shall be reported immediately to the COR or VALLHCS Veteran Travel Section (VTS).

Note: This contract is not for emergency medical services.

2.0 Scope:

2.1 Contractor shall furnish all labor, supervision, equipment, supplies, materials, and vehicles necessary to provide the appropriate means of transportation required by this contract. This includes a 24-hour dispatch center to accommodate requests from VALLHCS, and dispatch vehicles to where they are needed.

2.2. Transportation Coordinator

Contractor shall provide an on-site Transportation Coordinator for VALLHCS VTS Department. No Government Furnished Equipment (GFE) except public Wi-Fi access will be provided to the Contracted Vendor Transport Coordinator. A working space for the employee within the Travel Department will be provided to handle daily operational tasks. The responsibilities of the Contracted Vendor Transportation Coordinator include:

· The single point of contact for the VA Travel Department staff.

· Available on site at VALLHCS Monday thru Friday, 7:30 am to 4:00 pm, with backup coverage provided when primary Transportation Coordinator is out of office.

· Provide real time data entry of approved transports.

· Assist Travel Department team with questions and/or concerns involving Transportation Services.

· Provide Estimated Time of Arrival (ETA) for Veterans and Travel Department team.

· Assist with data collection for requested travel arrangements to ensure VA contract and billing terms are met by Contractor. The attached Confirmation Transportation Excel Spreadsheet shall be used by assigned Transportation Coordinator to document all required information. Coordinator must have access to billing information in order to properly conduct assistance duties.

· Mitigate any discrepancies in information which may occur post transport.

2.3. Drivers:

2.3.1. Services shall be provided by a qualified driver, licensed in accordance with applicable state, city, and local regulations.

2.3.2. Drivers shall be trained in various methods for securing patients utilizing wheelchair lifts, restraint systems, and other assistive devices during transportation. An annual statement of competency shall be included in the driver’s records documenting specialized training for assisting and securing patients has been completed.

2.3.3. Drivers must have successfully completed an American Red Cross Standard First-Aid and Personal Safety Course or any other related courses in first aid and have current certifications.

2.3.4. Drivers must be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the State of California, but in no instance shall this be less frequently than every two years. Such “refresher” training must be equivalent to that developed by the American Red Cross Standard first aid and personal safety.

2.3.5. Record of each employee’s qualification must be maintained at the Contractor’s establishment and made available for inspection upon request.

2.3.6. Contractor shall ensure that all drivers and staff performing under this contract comply with the participating VAMC alcohol and drug free workplace policy. Contractor shall conduct random alcohol and drug tests on all drivers. Random alcohol and drug tests shall be conducted at least once a year on each employee performing under the resulting contract. Drivers shall also be subject to drug and alcohol testing when reasons exist to suspect the use of illegal drugs and/or alcohol while on duty that impaired judgment, performance, and operation of vehicles and the safety of Veteran patients. Upon request, the Contractor shall provide evidence or copy of the results of employee drug and alcohol testing.

2.3.7. Solicitations by Contractor personnel of beneficiaries for any reason is STRICTLY PROHIBITED.

2.4. Vehicles

2.4.1. All vehicles shall be in excellent mechanical condition with clean and sanitary interiors. Interiors and exteriors of each vehicle shall be well maintained and present a respectable appearance. Each vehicle shall be of a model and make to ensure safe and comfortable transportation for the patient and shall be inspected and maintained daily to assure mechanical fitness for public safety. Each vehicle shall be equipped with safety items required by federal, state, and local authorities in the area in which they operate to load and unload passengers under all circumstances. In addition, all vehicles shall have:

· Proper functioning patient lifts and safety restraints for all seating, wheelchairs, scooters, and stretcher positions.

· Permanently mounted cot-locking devices in a number equal to the maximum capacity of the vehicle.

· Heater and air conditioner in good operating condition, capable of maintaining a comfortable temperature throughout the vehicle interior.

· One stretcher in good operating condition with adjustable straps and anchor system to ensure safe transportation of patients (for stretcher transport vehicles only).

· All stretcher transports shall be equipped with a wheelchair (used only if needed upon patient pickup/delivery).

· All vehicles shall be equipped with a wheelchair (Used only if needed upon patient pickup/delivery).

· One of the following fire extinguisher types:

-- Five-pound dry chemical

-- ABC

-- 10-pound BC (minimum J.L.)

· Fire extinguisher shall be mounted so it can be easily accessed.

· 24-unit American Red Cross type first aid kit or equivalent

· Disposable masks for use by driver and/or patients with cough, flu like symptoms.

· Adequate supply of clean sheets, pillows, pillowcases, and blankets.

· Warning lights that flash, activated when loading or off-loading passengers.

· Two-way communication devices.

· A secured cooler containing water for patients being transported in the event of traffic delays or vehicle breakdowns.

· Written emergency procedures that are immediately accessible, concise, and comprehensible to the person operating the vehicle.

2.4.2 Contractor’s vehicles shall accommodate all patients regardless of their weight or size in accordance with the vehicles stated maximum capacity. Contractor’s vehicles shall have seats for patient caretakers and shall accommodate medical equipment, devices and luggage with a maximum weight of 50 pounds each. Vehicles shall have sufficient room so patients are not required to bow their heads to avoid hitting the ceiling during loading/unloading and transport regardless of height of patient.

2.4.3. The Contractor shall submit sufficient evidence in the event that cleanup is required as a result of pest infestation or bodily fluids that the actions transpired while transporting a VAMC veteran in order to be reimbursed.

2.4.4. Contractor shall have a 24-hour dispatch center and vehicle management site. The dispatch center shall be equipped with tracking devices and equipment to maintain two-way communications between the dispatcher and each transportation vehicle dispatched in support of this contract.

2.4.5. Contractor shall have metering devices, or an established method used in determining mileage.

2.4.6. Any vehicle involved in an accident, no matter how insignificant, shall be taken out of operation until the Contractor has provided written documentation to VALLHCS that the vehicle has been repaired and is in good working order.

2.4.7. Drivers/vehicles shall be equipped with cell phones to maintain two-way communication with Contractor’s Dispatch Center and VALLHCS dispatcher for out-of-town pick-up and drop-offs (Out of town travel can be 250 miles one-way).

2.4.8. The Government reserves the right to inspect and approve vehicles utilized for contract performance at any time. Mechanical defects noted at the time of inspection shall be corrected prior to being placed in service. Maintenance of vehicles and their equipment shall be on a periodic basis and meet or exceed manufacturers recommendations. Inspection of maintenance records shall be made available to the COR upon request.

2.5. Service Requests:

VTS shall provide Contractor next day’s transportation schedule by 5:00 pm the day prior to pick-up. (VTS will provide Contractor directions to pick-up locations on VALLHCS).

· Schedules, patient information, or additional requests will be provided via fax/secure email during workweek (Monday through Friday) by a VALLHCS authorizing representative (Contractor shall provide VALLHCS a dedicated phone/Email Address throughout the life of the contract).

· Contractor shall contact each patient the day prior to pick-up to confirm transport request and patient’s address.

· Patients may be added to the daily manifest with 1 hours’ notice of pick-up or drop-off.

· Patient transportation request may be cancelled with a 4-hour notice and will not be charged to the Government.

· Driver shall go to VTS or AOD (After hours), or applicable ward at time of pick-up/drop-off. If the driver cannot locate the patient, the driver shall notify the unit and VA dispatcher. After hours, weekend, and holidays, the driver will notify the AOD on duty.

Note: VALLHCS averages five to ten unscheduled requests a day (Monday-Friday, and possibly more on holidays) for all mobility types. VTS will notify Contractor so pick-up can be completed within 1 hour of request.

· For questions or updates during hours of operations, Contractor shall call VTS

· at (909) 716-7838.

· For questions or updates after hours, weekends and/or holidays, Contractor should contact the ADO at (909) 716-6892 (For example: if Contractor arrives for pick-up and beneficiary has moved, is sick or requires a different mobility type).

2.5.1. Basic Services:

Contractor shall provide non-emergent door to door transportation services IAW VTS’s daily transport schedule within 30 minutes of the requested pick-up time. Contractor shall also provide transportation services based on patient discharges as well as contract nursing home placement needs. Transport services will be provided on as needed basis and will be communicated to the Contractor via fax/secure email.

2.5.2. Life Sustaining Treatment Patient Transportation: For scheduled, unscheduled, and will calls for Life-Sustaining Treatment Patients, and transportation for Dialysis, Hematology/Oncology, Radiation, Contractor shall provide door to door transportation services within 20 minutes of the requested pick-up time.

Note: The VA requires patients to check in 15 minutes (at minimum) to 30 minutes (maximum) prior to their scheduled appointment time.

2.5.3. Multiple or Single Riders

a. It is understood and agreed that when transporting Veterans who reside within the same geographical area, a ride share will be utilized by the contractor. A ride share is when two or more veterans residing within a 10-mile radius ride together to the VA for their appointments if/when veterans’ appointments are scheduled within a 30-minute timeframe. When transporting more than one patient on a trip, reimbursement will be made at the rate for a single rider. Each additional rider will be reimbursed at a rate of one-half the single rider rate. Contractor shall ensure pickups and drop offs are scheduled to ensure that all patients make it to appointments at least 15 minutes prior to scheduled start times. Contractor shall annotate on invoices the names and trip times of patients when ride share option is utilized.

b. If a patient requires an attendant or caregiver, or requests to have one present, the Contractor shall provide the service at no additional cost. The attendant or guest rides along with patient to assist with the needs of the patient.

2.5.4. Constant Watch Patients

a. Constant watch patients require continuous observation by a patient caretaker. These patients have been determined to be an elopement risk, hostile (verbal or physical) or confused.

b. In the event a constant watch patient requires a higher level of transport than initially ordered, the VAMC Beneficiary Travel section shall be contacted immediately to obtain authorization to provide the level required. Contractor personnel shall be trained and proficient in handling constant watch patients in a safe and courteous manner.

c. Constant watch patients shall be left at delivery point only with a responsible party designated at the time of order. Patients shall not be left unattended and shall be turned over to designated parties at drop-off locations. The designated party shall be identified by the VAMC Beneficiary Travel section at the time the order is placed.

2.5.6. Transportation of Auxiliary Equipment

Contractor shall transport the following auxiliary equipment for patients: wheelchair/power wheelchair, scooters, luggage, medical records, medication, comfort items, and adaptive devices medical equipment from pick-up point to destination.

2.5.7. Failure to Provide Services:

If Contractor is unable to furnish Ambulette/Medical Coach/Wheelchair service within the timeframe stated, Contractor is responsible for furnishing alternative transportation to meet patient pick-up requirements. If Contractor is unable to find alternative transportation, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost that may result.

The VA shall be the sole judge in determining when to order service from another source.

2.5.6. Cancellation:

If Contractor is provided notification 30 minutes prior to pick-up time, the VA shall not be charged for the cancellation or dry run (A dry run is when a driver is already at the designated pick-up location and the patient is not ready or cancels).

2.5.6. Dry Run Charge: When transport service is requested by the VA and is canceled less than 30 minutes prior to pick-up, a dry run charge of half the regular single rate will be charged. The charge shall be addressed immediately to VTS document.

2.5.7. Rates:

Mileage traveled will be limited to "One Way Only," the distance the patient was transported. Trip mileage shall be determined by utilizing Bing Maps (the standard utilized throughout the VA for patient travel) whenever possible (Base rates include mileage up to 20 miles from VALLHCS or associated CBOC locations.

2.5.8. Waiting Time:

For time lost waiting for a patient at either a pick-up or drop-off location due to causes beyond the Contractor’s control, the Contractor shall be reimbursed at the rate quoted in the schedule in 15 minute or one-quarter hour increments after the first 15 minutes from the time they report to the designated person. If the pickup is other than the VA Medical Center, the Contractor will call the Veteran Travel Section or AOD as soon as the driver anticipates a delay may develop for which the Contractor will claim reimbursement. Wait time must be pre-approved by authorized VA staff. (Call is only for verifying the arrival time at the pick-up point and is not required if the Contractor does not anticipate any delays).

2.5.9. Incomplete Pick-up:

In the event a scheduled patient refuses the pick-up by the Contractor, Contractor may charge a “trip charge” as indicated on the Schedule of Services and Price. This charge shall be for one-way trip charge only either as an incomplete pick-up or incomplete pick-up plus mileage if the trip is beyond a 20-mile radius from the pick-up point to drop-off location. Patients that cancel trips at the door may be billed as incomplete pick-up only if VALLHCS Veteran Travel Section is notified immediately that the patient cancelled or refused to be transported.

2.5.10. Delays:

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

2.5.11. Medical Incidents/Accidents:

Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, that occurs while transporting VA beneficiaries. Contractor’s driver shall either call 911 from the scene of the accident or go to the nearest emergency room and immediately report the incident to the COR. If a VA Medical Center is the closest Emergency Room, the driver will use the VA. Under no circumstances will 911 or the closest emergency room be bypassed in favor of using the VA. The priority must be the quick provision of medical care for any persons involved. If, for any reason, any occupant of the contractor’s vehicle refuses medical assistance through 911 or refuses transport to the closest hospital or to the VA medical center the driver shall immediately notify his supervisor who shall contact the VAMC Beneficiary Travel section of such refusal. A written report from the driver documenting the facts of the incident/accident must be provided to VALLHCS within 24 hours of the occurrence. The written report will include:

· Name and address of patient being transported.

· Whether patient was injured or not.

· If patient was transferred to another contract vehicle.

· If patient was transported to an Emergency Department by ambulance.

· Date and time when incident occurred.

· Location where incident occurred.

· Telephone numbers of any witnesses.

· Mandatory police reports.

2.5.12. Complaints:

The Contractor shall respond to complaints from Veterans served by this contract, or VALLHCS Veteran Transportation Services office within 4 working days. The Contractor shall maintain a written record of all complaints, both written and oral, showing the identity of the individual, the nature of the complaint, and the Contractor's response. The Contractor shall permit the Government to inspect such records upon reasonable notice.

3.0. General Information

3.1. Protected Health Information (PHI):

Contractor will be given the protected health information (PHI) of name, address, and telephone number for the purpose of locating and transportation of the patient(s). Drivers will secure the daily pick-up list at all times. Contractor will be given protected health information of name, address, and telephone number via fax, phone, or letter for the purpose of billing.

3.2. HIPPA Compliance:

Contractor must adhere to the provisions of Public Law 104 191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of PHI. As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs. In accordance with HIPAA, the Contractor may be required to enter into a BAA with VA.

3.3. Security Requirements:

3.3.1. Background Investigations:

In accordance with VHA Directive 0710 all Contractor personnel providing services under this contract shall be the subject to a background screening and shall receive favorable adjudication from the VA prior to contract performance. The level of screening for this contract is: Special Agency Check (SAC) only unless a National Agency Check is determined to be required by the VA ISO and/or Privacy Officer for contract personnel assigned to a low risk/non-sensitive position is expected to work more than 180 days. Any employee whose background investigation yields unfavorable results shall be removed immediately from performance under this contract. In the event the screening is not completed prior to contract performance; the Contractor shall be responsible for the actions of those individuals performing under the contract.

3.3.2. Security Badges:

All Contractor personnel shall wear VA provided identification (I.D.) badges above the waist at all times while on the VA grounds. Contractor shall coordinate with COR in order to obtain the VA provided I.D. badges for all drivers. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from Federal Property.

3.4. Privacy and Security Training:

Contractor is required to ensure that all personnel (Contractor or subcontractor) receive annual Privacy and Security Awareness Training that conforms to the requirements of the Department of Veteran Affairs Office of Cyber and Information Security Training. C&A requirements do not apply, and a Security Accreditation Package is not required.

3.5. Quality Control:

Contractor shall develop and maintain an effective quality control program to ensure services are performed IAW the PWS. Contractor shall develop and implement procedures to identify, prevent, and ensure non recurrence of defective services. The Contractor’s quality control program is the means which the vendor assures their work complies with the requirements of the contract. A quality control plan shall be delivered with the proposal and updated as necessary during the life of the contract.

After acceptance of the quality control plan. the Contractor shall receive the Contracting Officers Representative’s (COR) acceptance in writing of any proposed changes to the QC Plan.

3.6. Quality Assurance:

The government shall evaluate the contractor’s performance IAW the Quality Assurance Surveillance Plan. The plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

3.7. Post Award Conference/Periodic Progress Meetings:

Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. The COR will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

3.8. Estimated Quantities:

All quantities for trips/mileage are estimated quantities, since it is impossible to determine the exact number of trips or mileage required during the contract term. The estimated quantities specified in the price schedule do not obligate the government to order those exact quantities however they are representative of the types and numbers of services historically procured.

3.9. Invoicing:

a. Invoices paid to the Contractor for services rendered will be considered paid in full.

Neither the Veteran, their insurer, or any third party shall be billed for services stated in the contract. Only services stated within the contract will be billed. Contractor shall submit invoices 30 days in arrears, unless otherwise requested by VALLHCS. Invoices dhall include:

(1) Contract Number.

(2) Obligation Number.

(3) Date of Trip.

(4) Authorization number(s) and patient’s full name.

(5) Pick-up and drop-off location of patient.

(6) Line item from Schedule of Services associated with each charge.

(7) Base Rate.

(8) Total mileage from first pick-up to destination if additional miles are charged to base rate.

(9) Total transportation cost.

(9) Documentation of circumstances when billing for waiting time.

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

(11) VA authorizing official’s name. Invoices not showing the VA authorized representative shall not be paid.

(12) Healthcare Procedure Coding System/National Level II (HCPCS).

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

c. Unauthorized charges will be suspended by the COR. Unauthorized charges are those that authorized VA personnel have not pre-approved.

Supporting documentation shall be provided and submitted for payment consideration.

d. Suspended charges will be reviewed by COR for validity and to whether or not the payment will be made. Final determination will be made within 30 days after notifying Contractor of suspended charges. Incomplete or incorrect invoices shall be returned for correction.

3.10. VetRide/VA-Approved Transportation Software

Contractor agrees to utilize VetRide, Third Party Portal and Vendor Pass with every passenger transported under this contract. Software and access to VetRide Third Party Portal shall be provided to the Contractor by the Department of Veteran Affairs. Contractor shall utilize VetRide Third Party Portal as stated below:

· Receive and respond to electronic trip requests.

· Receive, use, and ensure the use of the Vendor pass by the dispatcher and aircrew.

· Submit claims via the electronic HCFA 1500 in the VetRide Third-Party Portal (See note below) Note: Invoices for government transportation contracts will transition from Tungsten to VetRide during the life of the contract. A modification will be provided with the start date and updated instructions from those listed above. Until the transition has been approved, Contractor shall use Tungsten to submit all invoices:

3.11. Main Facility

VA Loma Linda Health Care System 11201 Benton Street, Loma Linda, CA 92357

Community Based Outpatient Clinics Rancho Cucamonga 8599 Haven Avenue, Suite 102, Rancho Cucamonga, CA 91730

Murrieta 27278 Baxter Road, Suite 540, Murrieta, CA 92653

Palm Desert 41900 Cook Street, Palm Desert, CA 92211

Corona 2045 Compton Avenue, Building 7, Corona, CA 92879

Victorville 12138 Industrial Blvd., Suite 120, Victorville, CA 92395

Blythe 1273 W. Hobsonway, Blythe, CA 92225

3.12. Contracting Officer Representative

Phone:

Email:

3.13. Period of Performance:

This is a base plus three-year contract, from August 1, 2024 to September 30, 2027.

3.14. Hours of Operation:

VALLHCS’s normal hours of operation are Monday through Friday, 4:00 am to 10:00 pm, exclusive of Federal Holidays; however, transportation services are required 24 hours/day, 7 days/week, including Federal Holidays. This includes but is not limited to after hour discharges from the VA hospital. A one-time charge for round-trip transportation services is required outside normal working hours and shall be paid to the contractor IAW the fee stated in the price schedule.

3.15. Recognized Holidays:

The following holidays are observed by the Federal Government. If a Federal Holiday falls on a Saturday, the immediately preceding Friday will be observed as the holiday; if a Federal Holiday falls on a Sunday the immediately succeeding Monday will be observed as the holiday. In addition to those holidays listed below, on occasion there may be other holidays declared by Executive Order:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day

Independence Day

Note: The Contractor is required to perform on holidays should there be scheduled transports, as well as hospital and ED discharges.

3.16. Identification of Contractor Employees:

a. While performing services under the contract, the company name and employees' names must appear on the driver and attendant's attire. This can be a legend on a uniform jacket or by means of a name pin or a combination of both, while performing services under the contract. Uniforms are to be clean and maintained in good repair. Drivers transporting patients must either wear uniforms or other form of easily identifiable insignia, which identifies the person as an employee of the Contractor. Drivers must maintain accepted standards of cleanliness and grooming and demonstrate courtesy to the patients being transported.

b. All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

c. Contract personnel shall ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

3.17. Smoking and Vaping Policy:

Smoking or vaping are not permitted on VA grounds.

3.18. Definitions and Acronyms:

a. Definitions:

· Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

· Contracting Officer: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

· Contracting Officer’s Representative (COR): An employee of the U.S. Government appointed by the contracting officer to monitor the contractor’s performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

· Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

· Deliverable: Anything that can be physically delivered but may include non-manufactured items such as meeting minutes or reports.

· Dry Run: When the driver shows up at residence and all attempts are made to contact the patient and no one is at the residence, or the patient has cancelled.

· Physical Security: Actions that prevent the loss or damage of Government property.

· Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

· Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

· Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end-product or service shall meet contract requirements.

· Ride Share: An arrangement in which two or more people who reside in the same geographic area share a vehicle for transportation.

· Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

b. Acronyms:

· COR: Contracting Officers Representative

· FAR: Federal Acquisition Regulation

· HIPAA: Health Insurance Portability and Accountability Act of 1996

· CO: Contracting Officer

· PWS: Performance Work Statement

· QASP: Quality Assurance Surveillance Plan

· QC: Quality Control

· AOD: Administrative Officer of the Day

· PHI: Protected Health Information

4.0. Attachments

a. Attachment 1 Performance Objectives

Attachment 1 – Performance Objectives

Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (Service required)

#1 Invoice Submissions PWS para. 3.9(a)

#3 Provide pickup for unscheduled and will-call trips that are identified on the daily schedule within 1 hour after notification PWS, Section 2.5 and para. 2.5.2.

Contractor shall provide non-critical transport services within 1 hour of being notified of an unscheduled transport (e.g., discharges, transport to nursing homes, ED, or Arizona State Veteran Home).

Exceptions are critical transports:

- Dialysis patients within 20 minutes of the requested pickup time.

- Hematology/Oncology patients within 20 minutes of the requested pickup time.

- Radiation patients within 20 minutes of the requested pickup time.

- Oxygen patients within 20 minutes of the requested pickup time.

95%

95%

#4 Ensure all vehicles are in proper condition and fit for public safety PWS, para. 2.4.1, 2.4.2, and 2.4.4.

#5 Ensure drivers are properly licensed, trained and competent to provide the services in this contract PWS, Section 2.3.

Contractor shall have no more than 3 no-fault instances of patient incidents or accidents without injuries in a 12-month period.

Contractor shall have no more than 0 no-fault instances of patient incidents or accidents with injuries in a 12-month period.

Contractor shall have no more than 1 no-fault instances of a patient incident or accident with injuries in a 12-month period.

Contractor shall have no more than 0 at-fault instances of a patient incident or accident with injuries in a 12-month period.

100%

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 485991 – Special Needs Transportation ($19.0 Million).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors must submit information by e-mail to michael.williams48@va.gov. All information submissions should be received no later than 7:00 am Arizona Time on April 15, 2024. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.