RFQ_-SOW_Midn_Trans_FY19.pdf

Statement of Work (SOW) United States Merchant Marine Academy (USMMA) Non-Emergency Transportation to offsite medical appointments

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RFQ OBJECTIVES

USMMA is seeking a Contractor to manage non-emergency transportation (NET) services for Midshipmen who need to travel offsite to local medical and/or dental appointments.

The NET Contractor shall:

1. Ensure safe, reliable and efficient “curb to curb” transportation for all USMMA Midshipmen to offsite medical appointments and other medically necessary services. Transportation does not include emergency transport or any medical monitoring, medical aid, medical care or medical treatment during transport.

2. Provide or subcontract to provide transportation to all areas around USMMA within 10 miles in the County of

Nassau, New York. Some infrequent longer distance travel needs may also occur;

3. Offer USMMA user-friendly and accessible reservation system;

4. Comply with all applicable Federal and State Laws and Regulations, USMMA administrative rules and ensure all drivers are licensed, insured and credentialed to provide individual vehicle transportation in NY State and have clean & safe driving histories;

5. Fully accommodate the needs of all USMMA Midshipmen as described in this RFQ.

OVERVIEW

United States Merchant Marine Academy is a Federal Service Academy that educates and graduates licensed Merchant

Marine officers of exemplary character who serve America’s marine transportation and defense needs in peace and war.

With 95 percent of the world's products transported over water, these leaders are vital to the effective operation of our merchant fleet for both commercial and military transport during war and peace.

USMMA Office of Health Services (OHS) is responsible for the overall management of the midshipmen medical care, dental care and midshipmen emergency services. OHS works to help midshipmen maintain all medical standards for

United States Coast Guard (USCG) Licensing and United States Naval Commissioning requirements. See more at:

http://www.usmma.edu/academy-life/activitiesservices/health-services#sthash.kLTKsCpA.dpuf

Located in Patten Hall, USMMA, OHS provides onsite medical and dental care for midshipmen at no charge. See more at:

When medical care needs rise above the scope of services that OHS provides onsite at USMMA, these higher level of care needs are provided by various healthcare providers located in the surrounding community who specialize in many specialty care needs. USMMA seeks a provider of NET services for Midshipmen transportation needs to these offsite non-emergency services. NET is requested for outpatient hospital care, services from physicians, diagnostic devices, clinic services, pharmacy services, eye care, dental care and if a member is being discharged from a facility to USMMA.

TERMS/DEFINITIONS:

RFQ - Request for Quote

USMMA – United States Merchant Marine Academy

CO – Contracting Officer

United States Merchant Marine Academy (USMMA) Non-Emergency Transportation to offsite medical appointments

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COR – Contracting Officer Representative

OHS – Office of Health Services

CPOC – Contractor Point of Contact

NET – Non Emergency Transportation

SCOPE OF WORK

This RFQ has mandatory requirements that bidders have the experience, industry relationships, and transportation experience to perform the transportation of individuals’ role.

The Contractor shall:

1. Operate the NET Program in accordance with all RFQ Objectives shown above.

2. Provide pickups from & returns to USMMA on an as-needed basis from 6:00AM to 6:00PM Monday through

Friday (“USMMA Business Hours”), and pickups from the local hospital emergency room only to USMMA outside USMMA Business Hours. USMMA understands that these types of calls for services may take place during times of contractor peak demand. USMMA requests that the contractor give priority to USMMA

Midshipman calls and provide reasonable response times that will not subject Midshipmen to being late for medical appointments and/or important classes.

3. Provide pre-scheduled calls for service. Prescheduled calls for service must be responded to within 20 minutes or less. Responded to means from the time a request is made by USMMA to the contractor for transport to the time transport of Midshipman begins. Pre-scheduled calls for service refer to calls for transportation by USMMA to

Contractor that are requested in advance using either a faxed list for services or reservations made using the

Contractors reservation system as requested in this RFQ. A pre scheduled call for service using a faxed list or reservation system must be made 12 or more hours in advance of the required pick up time.

4. Transport Midshipmen in clean, well maintained vehicles that are able to accommodate Midshipmen using ambulatory assistance devices such as crutches, braces, casts or other items that restrict movement or otherwise easy seating inside the vehicle intended for use in transport.

5. In order to maximize travel efficiencies for the Midshipmen, the Contractor must be capable in most circumstances to provide multiple transports using one vehicle when 3-4 passengers are being picked up from the same location that have been scheduled in advance using a faxed or on line reservation process. In many calls for services, there may be up to 3-4 Midshipmen leaving USMMA at the same time for travel to separate points of unrelated service locations.

6. USMMA requests that in multiple transport situations, one charge for the most distant transport be accessed and any additional passengers are charged at a discounted rate equally.

7. Ensure there is no ride sharing with non-Midshipmen for non-medical related transportation.

8. Use (whenever reasonable and possible) the most direct transport from pick up to drop off location required to insure shortest time for transportation (Midshipmen are on tight academic schedules that should be minimally impacted by long, delayed transportation issues).

9. Have the ability to provide services during high alert weather incidents or provide 48 to 72 hours’ notice if unable to provide service.

10. Provide USMMA with a set fee structure, with no surcharges for inclement weather.

United States Merchant Marine Academy (USMMA) Non-Emergency Transportation to offsite medical appointments

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11. Confirm with a USMMA representative before leaving a transport pick up location; i.e., there shall be no assuming there is no one to transport if there is a problem finding the individual requiring transportation when picking up and returning a Midshipman to USMMA or when picking up at USMMA.

12. Ensure that drivers/providers of NET verify Midshipman eligibility for transportation services before providing service. All Midshipmen being transported will have Midshipmen Identification. Drivers must record

Midshipman name (First, Last), Midshipman ID, time, date and destination at time of all pick-ups. This information must be provided on each invoice for cross reference purposes. No payments can be made without this information.

13. Ensure there are no direct charges to Midshipmen, including no gratuities, for any transportation provided. All

Transportation costs are billed to USMMA using established US Government payment processes and are subject to review and approval by the Contract Officer Representative (COR).

14. Provide a reservation system for OHS Staff to schedule transportation services by phone, email, web, and/or other effective methods (on line based system is preferred). Such reservation system must be accessible by

Midshipmen by phone, email, web, and/or other effective methods outside USMMA Business Hours to schedule pickups from the local hospital emergency room back to the USMMA.

15. Handle all interactions with subcontracted providers, including contracting, negotiating rates, paying subcontracted providers, requiring adequate liability insurance, and auditing and monitoring providers to ensure their compliance with all applicable laws and regulations and to ensure their provision of safe and reliable services.

16. Provide the most appropriate and least costly transportation necessary. This may include pre-arranged medically necessary stretcher van services for services to be provided to an individual who cannot be transported in a taxi or wheelchair van and who does not need the medical services of an ambulance. These calls for service do not include emergency transport or any medical monitoring, medical aid, medical care or medical treatment during transport.

17. Designate a Contractor Point of Contact (CPOC) who shall have day to day responsibility for supervising the performance and obligations of the Contractor. The selected CPOC will work closely with and will receive policy direction from the USMMA COR regarding appropriate use of Government Funds. The contractor shall not change the designation of its CPOC without notifying USMMA.

18. Have sufficient staff to ensure that required services are provided in accordance with this Scope of Work and any contract resulting from it.

19. Establish and operate a business office within fifteen (15) miles of USMMA that includes the CPOC along with sufficient staff to operate the program, monitor subcontractors, and ensure quality services.

20. Notify the Contracting Officer Representative (COR) of any incident or accident involving a Midshipman during the provision of transportation services within 24 hours of the incident or accident. If an incident or accident involves physical injury, the COR must be notified within 1 (one) hour of the event, 24 hours daily, seven days weekly, 365 days annually while this contract is in service.

21. Obtain and maintain at all times all licenses and permits required by applicable federal, state, and local laws.

22. Obtain and maintain at all times the minimum insurance coverages and amounts required by applicable federal, state, and local laws.

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USMMA STAFFING

USMMA shall designate a USMMA employee to serve as the Program Monitor, or Contracting Officer Representative

(COR) who will oversee the Contractor’s performance and compliance with the terms and conditions of any contract resulting from this RFQ. The COR will report to a Government Contracting Officer (CO). The CO has all final contract authority.

PAYMENT STRUCTURE

Offerors providing responses to this RFQ will include a clearly structured fee for services based on distance for transport, using mileage as a parameter, percentage for any included gratuity per transport and any add on fees applicable to special transport needs, if any.

Exhibit A:

Is located on page 5 of this RFQ and is provided as a guide for the typical calls for transportation services. This is a sampling. It provides a reference for the purposes of estimating costs and is not limited to these locations. USMMA recognizes that there may be calls for services that extend beyond the 10 mile radius referred to in the RFQ Objectives.

The usage of mileage as a cost determination is required to assist in managing costs associated with more distant transport needs when they rarely occur. The average call for service volume on a monthly basis between all locations varies from

120 to 360 calls per month. This is an average and not an indication that there are this many calls for service every month.

Calls for services fluctuate based on types of medical cases being managed, the number of Midshipmen in residence and the scope of care available on site at USMMA. Volume may increase or decrease depending on these factors which are not predictable.

porterd Typewritten Text

PERIOD OF PERFORMANCE:

Period of Performance shall begin on July 11, 2019 and end on July 10, 2020

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Exhibit A Exhibit A is provided as a guide for the typical calls for transportation services. This is a sampling. It provides a reference for the purposes of estimating costs and is not limited to these locations. All quotes per location should include:

roundtrip fare, gas, tolls and gratuity.

310 East Shore Rd Great Neck NY 11021 $________________

865 Northern Blvd Great Neck NY 11021 $________________

430 Lakeville Rd New Hyde Park NY 11042 $________________

310 East Shore Rd Great Neck NY 11021 $________________

900 Northern Blvd Great Neck NY 11021 $________________

98 Cuttermil Rd. Suite 393 Great Neck NY 11021 $________________

29 Barstow Rd Great Neck NY 11021 $________________

935 Northern Blvd Great Neck NY 11021 $________________

29 Barstow Rd Great Neck NY 11021 $________________

2035 Lakeville Rd Suite 205 New Hyde Park NY 11040 $________________

600 Northern Blvd Great Neck NY 11021 $________________

410 Lakeville Rd New Hyde Park NY 11042 $________________

865 Northern Blvd Great Neck NY 11021 $________________

450 Lakeville Rd New Hyde Park NY 11042 $________________

44 S. Bayles Ave Port Washington NY 11050 $________________

560 Northern Blvd Great Neck NY 11021 $________________

170 Great Neck Road Great Neck NY 11021 $________________

611 Northern Blvd Great Neck NY 11021 $________________

23 Bond Street Great Neck NY 11021 $________________

333 East Shore Rd Great Neck NY 11021 $________________

23 Bond Street Great Neck NY 11021 $________________

600 Northern Blvd Great Neck NY 11021 $________________

611 Northern Blvd Great Neck NY 11021 $________________

23 Bond Street Great Neck NY 11021 $________________

66 Powerhouse Rd Roslyn NY 11577 $________________

225 Community Dr. Great Neck NY 11021 $________________

885 Northern Blvd Great Neck NY 11021 $________________

1000 Northern Blvd Great Neck NY 11021 $________________

7 Bond Street Great Neck NY 11021 $________________

75 S. Middle Neck Rd Great Neck NY 11021 $________________

255-10 Hillside Ave Floral Park NY 11004 $________________

410 Lakeville Rd New Hyde Park NY 11042 $________________

450 Lakeville Rd Great Neck NY 11021 $________________

611 Northern Blvd Great Neck NY 11021 $________________

100 Community Dr Great Neck NY 11021 $________________

535 Plandome Rd Manhasset NY 11030 $________________

2001 Marcus Ave, Suite S160 New Hyde Park NY 11042 $________________ porterd Typewritten Text Please fill-in, sign/date and return with quote.