Presolicitation Notice 36C26225R0026.docx
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- Solicitation number
- 36C26225R0026
About this file
This presolicitation notice is for non-emergent medical transportation services for the Southern Arizona VA Healthcare System (SAVAHCS), to be awarded as a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside contract. The solicitation (36C26225R0026) seeks a contractor to provide wheelchair, stretcher, and ambulatory transportation services for VA beneficiaries 24/7, covering transport to and from medical appointments at the main facility and associated Community Based Outpatient Clinics in multiple Arizona counties.
Key contract details include a five-year performance period from October 1, 2025, to September 30, 2030, with services covering door-to-door transportation for veterans, including scheduled, unscheduled, and will-call trips. The contractor must provide a dedicated transportation coordinator, maintain a fleet of up to 16 vehicles (including ambulette, stretcher, and wheelchair vans), comply with strict driver training and vehicle maintenance requirements, and adhere to HIPAA privacy standards. The solicitation will be officially issued on July 18, 2025, with a response deadline of July 11, 2025, at 5:00 PM Pacific Time. The estimated service area includes Yuma, Pima, Pinal, Cochise, Graham, Santa Cruz, Greenlee, Southern Maricopa, and Southern La Paz counties in Arizona.
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Presolicitation Notice
| SUBJECT* |
| Non-Emergent Medical Transportation Southern Arizona VA Healthcare System (SAVAHCS) |
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 85723 |
| SOLICITATION NUMBER* |
| 36C26225R0026 |
| RESPONSE DATE/TIME/ZONE |
| 07-11-2025 5:00 PM PACIFIC TIME, LOS ANGELES, USA |
| ARCHIVE |
| 15 DAYS AFTER THE RESPONSE DATE |
| SET-ASIDE |
| SDVOSBC |
| PRODUCT SERVICE CODE* |
| V212 |
| NAICS CODE* |
| 485991 |
PLACE OF PERFORMANCE
Department of Veterans Affairs
NCO 22 - Network Contracting
3601 S. 6th Avenue
Tucson AZ
| POSTAL CODE |
| 85723 |
| COUNTRY |
| USA |
CONTACT INFORMATION
| CONTRACTING OFFICE ADDRESS |
| Network Contracting Officer 22 |
Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723
POINT OF CONTACT*
Contract Specialist Katharine Robert katharine.robert@va.gov
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
Presolicitation Notice Presolicitation Notice This is not a solicitation announcement. This is a pre-solicitation notice only. The purpose of this notice is to announce that the Department of Veterans Affairs, Veterans Integrated Service Network (VISN 22), Network Contracting Office (NCO) 22 is seeking contractors interested in providing a quote for Non-Emergent Wheelchair, Stretcher, and Ambulatory Transportation Services at the Southern Arizona VA Healthcare System; 3601 S. 6th Avenue, Tucson, AZ 85723. Solicitation shall be issued on or about July 18, 2025. The following NAICS code: 485991 and PSC code: V212 apply to this requirement. This is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside. ALL SDVOSB’s MUST BE CERTIFIED WITH THE GOVERNMENT. All interested parties must respond to the solicitation announcement. A response to this notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Telephone responses will not be accepted. Point of Contact for this announcement is Katharine Robert at katharine.robert@va.gov.
*DRAFT* PERFORMANCE WORK STATEMENT (PWS) *SUBJECT TO CHANGE*
Title: Non-Emergent Wheelchair, Stretcher, and Ambulatory Transportation Services
(SAVAHCS)
1.0 Background:
1.1 The Southern Arizona VA Healthcare System (SAVAHCS) has a need for safe, comfortable non-emergent ambulatory, wheelchair, and stretcher transportation services for eligible beneficiaries to get to and from their scheduled medical appointments at the 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 Patient Travel Office (PTO). It also includes discharges from SAVAHCS 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.
Note: This contract is not for emergency medical services. Ambulette services shall meet all applicable federal, state, and local regulations.
2.0 Scope:
2.1 Contractor shall furnish all parts, labor, equipment, personnel, qualified supervision, and vehicles necessary to provide the appropriate means of transportation required by this contract.
2.2 Transportation Coordinator: Contractor shall provide an on-site Transportation Coordinator for SAVAHCS VA Travel Department. No Government Furnished Equipment (GFE) or 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 operation 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 SAVAHCS Monday through Friday, 8:00 am to 4:30 pm.
· 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.
· Mitigate any discrepancies in information which may occur post transport.
2.3. Drivers/Attendants:
Note: Passengers traveling with scooters must be able to enter a vehicle under their own power. If they are unable to enter a vehicle under their own power, the passenger will have to be transported in a conventional wheelchair that they have provided. At no time will passengers ride scooters onto or off of a vehicle.
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/attendants 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 drivers and attendants records documenting specialized training for assisting and securing patients being transported by stretcher or wheelchair has been completed.
2.3.3. Drivers/Attendants 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/Attendants must be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the State of Arizona, 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 are operate. In addition, the vehicles shall have:
· Safety restraints for all seating, wheelchair, 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 adequate 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) and onboard oxygen (Not to exceed 4 liters).
· 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.
· Forward and Aft looking cameras with audio recording capabilities (Video and audio recordings will be provided to the government upon request).
· Warning lights that flash, activated when loading or off-loading passengers.
· A secured cooler containing water for patients being transported in the event of traffic delays or vehicle breakdowns.
Note: A minimum of five vehicles utilized for ambulatory and/or wheelchair transport shall be equipped with onboard oxygen. In no instance will the Contractor be required to have more than sixteen (16) Ambulette, two (2) S Stretcher vans, and twelve (12) Wheelchair vans available to transport return rides at one time.
2.4.2. Any vehicle involved in an accident, no matter how insignificant, shall be taken out of operation until the Contractor has provided written documentation to SAVAHCS that the vehicle has been repaired and is in good working order.
2.4.3. Drivers/vehicles shall be equipped with satellite cell phones to maintain communication with Contractor’s Dispatch Center and SAVAHCS dispatcher for out-of-town pick-up and drop-offs (Out of town travel can be up to 420 miles one-way).
2.4.4. 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.
2.4.5. 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: The Patient Travel Office (PTO) shall provide Contractor next day’s transportation schedule by 3:30 pm the day prior to pick-up. (PTO will provide Contractor directions to pick-up locations on SAVAHCS). Contractor shall provide SAVAHCS a dedicated phone/FAX/Email Address throughout the life of the contract.
· Schedules, patient information, or additional requests will be provided via fax/secure email during the workweek (Monday through Friday).
· Contractor shall contact each patient the day prior to pick up to confirm transport request and patient’s address.
· Driver/Attendant shall go to PTO, 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: SAVAHCS averages ten to twenty unscheduled requests a day (Monday – Friday) for all mobility types. PTO 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 PTO at (520) 629-4626.
· For questions or updates after hours, weekends and/or holidays, Contractor should contact the ADO at (520) 792-1450, x1-6305 (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 PTO’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, and Oxygen patients, 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 to 30 minutes 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 in the same geographical area, a ride share will be utilized by the Contractor. A ride share is when two or more Veterans reside within a 5-mile radius, ride together to the VA for their scheduled appointments. 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 that pickups and drop offs are scheduled to ensure that all patients make appointment times.
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. 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.
2.5.5. Cancellation: If Contractor is provided notification 90 minutes prior to pick-up time on trips greater than 90 miles and 30 minutes for trips less than 90 miles, the VA shall not be charged for the cancellation.
2.5.6. Dry Run Charge: When transport service is requested by the VA and the veteran cancels at the door or is not home, the Contractor shall charge the rate of a single trip.
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 27 miles from SAVAHCS).
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 Patient Travel Department or AOD as soon as the driver anticipates a delay may develop for which the Contractor will claim reimbursement (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. 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 Patient Travel Office. The COR will make a determination as to whether such delays in service will be excused.
2.5.10. 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. A written report from the driver documenting the facts of the incident/accident must be provided to the PVAHCS 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.
· Applicable police reports.
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.
Note: Contractor personnel performing work under this contract must have a general employment background check at the time of proposal submission.
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. Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.
b. When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the nearest mile. Payment for mileage to or from the point of care shall be limited to the VA’s calculation according to the VA’s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel.
c. Upon notification, the vendor must receive training and begin implementation of invoices via Vet Ride within 30 days versus VA Tungsten Network e-Invoicing network. Invoices must be submitted via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA approved software. These invoices shall not include patient information, but shall include the following:
· Contractor Name
· Contract Number
· Current Purchase Order Number
· Date of service
· Total amount invoiced including a summary of the total number of charges that align with the line items of this contract
· An itemized list of charges or services rendered that align with the line items of this contract
3.10. Locations:
Main Facility Southern Arizona VA Healthcare System 3601 S. 6th Avenue Tucson, Arizona 85723
Community Based Outpatient Clinics (CBOC) Safford CBOC 355 N. 8th Avenue Safford, Arizona 85546
Sierra Vista CBOC 101 N, Coronado Drive Sierra Vista, Arizona 85614
Green Valley CBOC 380 W. Vista Hermosa Drive Green Valley, Arizona 85614
Northwest CBOC 3920 W. Linda Vista Tucson, Arizona 85741
Yuma CBOC 3111 4th Avenue Yuma, Arizona 85364
Casa Grande CBOC 1876 E. Sabin Drive Casa Grande, Arizona 85122
Southeast CBOC 7395 S. Houghton Road Tucson, Arizona 85747
3.11. Contracting Officer Representative
Joe Acosta Phone: (520) 792-1450, x14591 Email: jose.acosta@va.gov
3.12. Period of Performance: This is a base plus four (4) year contract from October 1, 2025, to September 30, 2030.
3.13. Hours of Operation: The majority of trips under this contract will be Monday through Friday, 6:00 am to 8:00 pm, excluding 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; if administratively eligible, these Veterans shall be able to utilize transportation.
3.14. 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 | |
| President’s Day | Veteran’s Day | |
| Memorial Day | Thanksgiving Day | |
| Juneteenth | Christmas Day |
Independence Day
Note: The Contractor is required to perform on holidays should there be scheduled transports, as well as hospital and ED discharges.
3.15. Site Visit. The government requests a site visit at the Southern Arizona VA Health Care System on TBD with all prospective vendors for non-emergent medical transportation requirements at Tucson. Vendors will meet SAVAHCS Point of Contact Mr. Joe Acosta at the entrance to building 73. The facility is located at 3601 S. 6th Avenue, Tucson, AZ 85723. Please RSVP by calling or emailing Mr. Acosta at:
3.16. Identification of Contractor Employees:
a. While performing services under the contract, all employees shall wear a uniform and name tag that readily identifies the company and the person as an employee of the Contractor. Uniforms are to be clean and maintained in good repair. 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 Applicable Publications
4.1 Applicable Publications (current editions):
a. The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures.
b. References/Appendices:
· HIPPA ACT OF 1996 (HIPPA)
· National Standards to Protect the Privacy and Security of Protected Health Information (PHI)
· Department of Health and Human Services (HHS)
· Records Control Schedule 10-1, DTD: 3-1-2011
· VHA Directive 1695
5.0 Attachments
a. Attachment 1 - Performance Objectives
b. Attachment 2 - Map of SAVAHCS Catchment Area
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)
| Standard |
| Performance Threshold (This is the minimum acceptance rate. It could possibly be “Zero deviation from standard”) |
| #1 Contractor shall provide a weekly invoice |
| Contractor provided invoice shall be delivered within 6 calendar days following the end of the work week that is being invoiced, e.g., Sunday through Saturday trips will be invoiced the following Friday. |
| 95% |
| #2 Provide timely pickup for scheduled trips in accordance with the schedule provided by the Government (PWS para. 2.5.2). |
| Contractor shall provide timely pickup of non-critical patients scheduled for transport on the daily schedule. Patients shall be on the vehicle and enroute within 30 minutes of the scheduled pickup time. |
| 95% |
| #3 Provide pickup for unscheduled and will-call trips that are identified on the daily schedule within 1 hour after notification (PWS, para. 2.5.1 and 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, Section 2.4). |
| Contractor shall ensure all vehicles are properly maintained. |
| 100% |
| #5 Ensure drivers and attendants are properly licensed, trained and competent to provide the services in this contract (PWS, Section 2.3). |
| Contractor shall ensure all drivers and attendants are properly licensed, trained, and competent to provide the services in the contract. |
| 100% |
| #6 Ensure that patients being transported arrive at their destination without incident or injuries (PWS, para. 1.1 and Section 2.3). |
| Contractor shall ensure all drivers are properly trained on safe transportation (Includes AZ driving regulations, securing patients, etc.). |
Contractor shall have no more than 3 at-fault instances of a patient incident or accident with injuries in a 12-month period.
100%
Attachment 2 – Map of SAVAHCS Catchment Area
Southern Arizona Counties in the SAVAHCS Catchment Area: Yuma, Pima, Pinal, Cochise, Graham, Santa Cruz, Greenlee, Southern Maricopa, and Southern La Paz.
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