P01 - CTX ALS Performance Work Statement PWS DRAFT.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR THE

CENTRAL TEXAS VETERANS HEALTH CARE SYSTEM

SPECIAL MODE OF TRANSPORTATION

ALS/CCT Transportation Services

2/23/2023

Section I – Description of Services

1.SCOPE

1.1.1The Central Texas Veterans Health Care System (CTVHCS) has requirements for special mode and paramedic life support transportation. The scope of work includes Advanced Life Support (ALS) services. Special mode for the purposes of this requirement is defined as Ambulance Transportation Services. CTVHCS averages around 6-8 ambulance transports a day that cover the CTVHCS catchment area.

In addition, the contractor will provide an on-site Transportation Coordinator for the Olin E. Teague VAMC Travel Department. No Government Furnished Equipment (GFE) or Wi-Fi access will be provided to the Transport Coordinator. A working space for the employee within the Travel Department will be provided, to handle daily operation tasks. The responsibilities of the Transport Coordinator include:

- Being a single point of contact for the VA Travel Department staff.

Transportation Services.

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

- Assist with data collection for requested travel arrangements to ensure VA contract and billing terms are met by the contractor.

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

The contractor shall be responsible for providing all management, equipment, vehicles and personnel necessary to meet all ALS transport requirements throughout various State of Texas counties for eligible Department of Veterans Affairs, CTVHCS beneficiaries. The contractor will furnish bariatric equipment and stretchers to meet the needs of CTVHCS eligible veteran beneficiaries.

Services provided under this contract shall strictly adhere to all current laws and regulations applicable to the state of Texas unless supplemented to exceed those requirements as specified herein. In no circumstances, will any section or clause of this contract authorize the contractor to provide care and/or equipment below established guidelines.

Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, as in calling 911, emergency transportation services may be procured without referral to the ambulance contractor.

The quantities listed in the schedule are estimates for a one-year term. The estimated quantities shown in table 1 below are for planning purposes only and are based on a 2.5% anticipated increase of Transports across the board each year thereafter.

Item

HCPCS Code: A0434 – CRITICAL CARE TRANSPORT, base rate to include first 20 miles, one-way trips is equivalent to one each for unit of issue.

One-way Trip

HCPCS Code: A0425 GROUND MILEAGE, AMBULANCE, per mile, one way, loaded miles only, beyond first 20 miles. One-way trip is equivalent to one each for unit of issue.

36960 1 Mile

1.2. GENERAL DESCRIPTION:

1.2.1 The primary inpatient CTVHCS facilities are located at 1901 Veterans Memorial Drive. Temple, TX 76504; and at 4800 Memorial Drive, Waco, TX 76711, including a catchment area in the various counties within the state of Texas as shown in table 2.

NOTE: If at any point performance occurs outside of the stated catchment area, the contractor shall immediately notify the Contracting Officer for inclusion of the applicable Department of Labor Wage Determination into the contract.

The solicitation and subsequent contact include FAR 52.222-41, Service Contract Labor Standards (SCLS). The Offeror and resultant contract awardee, by signing the offer and contract, is acknowledging they have reviewed the clause and will fully comply throughout the contract period. It is the responsibility of the Contractor to determine and pay the appropriate prevailing wage rate and fringe benefits for the location. The Government will not be held responsible for any mistakes in applying the SCLS.

VA reminds contractors of the Department of Labor Regulations which implement the SCLS and which read at 29 CFR § 4.155:

Employee coverage does not depend on form of employment contract. The Act, in section 8(b), makes it plain that the coverage of service employees depends on whether their work for the contractor or subcontractor on a covered contract is that of a service employee as defined in section 8(b) and not on any contractual relationship that may be alleged to exist between the contractor or subcontractor and such persons. In other words, any person, except those discussed in §4.156 below, who performs work called for by a contract or that portion of a contract subject to the Act is, per se, a service employee. Thus, for example, a person's status as an “owner-operator” or an “independent contractor” is immaterial in determining coverage under the Act and all such persons performing the work of service employees must be compensated in accordance with the Act's requirements.

1.2.2. Area of Coverage. The CTVHCS and surrounding VA facilities, utilize special mode transport services approximately 6,000 times annually. The contractors will provide coverage in the following counties listed and outside of the catchment area for patients of the greater Texas area as follows:

Table 2: - CTVHCS Catchment Area by County

1.2.3. Hours of Performance. Contractor shall provide Ambulance transport services for Veteran beneficiaries as requested 24 hours a day, 365/366 days a year.

1.2.4 PERIOD OF PERFORMANCE: The period of performance is for a one-year base with four additional one-year optional renewals beginning at award. Award is anticipated on or about October 1, 2023.

1.2.5 VA Points of Contact for Transportation Service. Upon award of contract, the government will provide a list of authorized offices / clinics, personnel and appropriate contact phone numbers for requesting veteran transportation service requests. At a minimum, the CTVHCS Beneficiary Travel section will request transportation service during weekday hours and by the Administrative Officer of the Day (AOD) during nights, weekends, and federal holidays. All requests shall be placed against scheduled transport on a unit price basis and verified against invoices.

1.3. VEHICLES AND EQUIPMENT

1.3.1 ALS Vehicles. All newly purchased EMS Vehicles (Paramedic and Intermediate) used under the terms of this contract will meet the minimum vehicle requirements as mandated by Federal Specification KKK-A-1822F or newer and the Texas State Department of Transportation. Vehicles used in the performance of this contract must be capable of high-quality medical transportation and, of providing advanced life support measures, as appropriate. All vehicles and equipment shall be maintained to ensure mechanical fitness and cleanliness to provide for adequate infection control. All vehicles shall have enough headroom to accommodate patients in the Fowler position and must provide adequate heat and air conditioning for the comfort of the beneficiary. All vehicles shall be equipped with suitable warning lights, siren and markings to operate as an ambulance vehicle in various counties, cities, and towns in the State of Texas. All vehicles must be licensed and/or certified as required by the laws and rules of the State of Texas. Provision of extrication equipment is not required under this contract.

1.3.2 Ambulances shall meet all current applicable Federal, State and local specifications and regulations including licensing, registration, and safety standards. Appropriate licensing by the State of Texas is required (Ref: Texas Administrative Code, Title 25, Part 1, Chapter 157).

1.3.3 Ambulances shall be clean and maintained in good proper condition in accordance with manufacturer’s instructions and specifications and fit for patient and public safety always during the performance of this contract and shall contain all required equipment in compliance with the Texas Administrative Code Title 25 Health Services Part 1, Texas Department of Health Chapter 157 Emergency Medical Care, Rule 157.11.

· Oxygen unit(s) for ambulances

· Oropharyngeal airways

· Portable and vehicle mounted suction

· Bag valve mask units, oxygen capable

· Portable and vehicle mounted oxygen

· Oxygen delivery devices

· Dressing and bandaging materials

· Ridged cervical immobilization devices

· Spinal immobilization devices

· Extremity splints

· Equipment to meet special needs patients

· Equipment for determining and monitoring patient vital signs, condition, or response to treatment

· Pharmaceuticals as directed by medical director protocols

· Portable External cardiac defibrillator appropriate to staffing level

· Patient transport device capable of being secured to the vehicle

· Epinephrine auto-injector or similar device capable of treating anaphylaxis

· Fire Suppression equipment

· Emergency Safety kit

· Appropriate road emergency warning equipment

· Written emergency procedures

· Protective clothing required for the protection of contractor employees where patient care is expected, such as gowns, gloves, masks, sharps container, bio-hazard bags, portable battery-powered flashlight, etc.

1.3.5 ALS vehicles shall include one (1) on-board EMT-Intermediate and at minimum one (1) EMT-Basic, and the following advanced equipment:

· Advanced airway equipment

· IV administration equipment and supplies

1.3.7 All vehicles will have, at a minimum, the following:

· One (1) five-pound Standard ABC fire extinguisher in operating condition with a current inspection tag.

· Adequate straps to secure beneficiaries safely to any seat, stretcher, cot, and/or collapsible stretcher appropriate to the vehicle used in performing work under this contract.

· Adequate supply of sanitary and/or disposable sheets, pillowcases and blankets for transport of ALS transports (NOTE: Linens will not be exchanged. Contractor will be responsible for their own linen.)

As required by the Federal specification, the successful offeror is required to certify to the Government that all vehicles bearing the “Star of Life”, its components, and equipment meet or exceed all the requirements and tests set forth in the specification and to provide an authenticated certification and label which certifies a “Star of Life” vehicle.

1.3.8 MEDICAL EQUIPMENT: Each EMS vehicle used in the performance of this contract shall be appropriately equipped with medical equipment as required by Federal, State, and local laws, rules and regulations. Such equipment includes but is not limited to oxygen (on-board and portable), suction and airway equipment, etc.

The contractor shall provide oxygen when authorized by medical facility personnel or when required by the patient’s medical condition or as becomes necessary during transport on any ALS transport at no additional cost to the Government.

The contractor shall not be permitted to borrow medical equipment from the VA medical facilities. The contractor shall provide all medications required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. Contractor shall at no time and under no circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Schedule shall be inclusive of consumables used in transport.

1.3.9. In addition to the general medical equipment, ALS vehicles shall be equipped with advanced life support equipment for critical patient care and meet all applicable requirements including Federal, State, and local laws, ordinances, rules, regulations, and approved protocols. The ALS vehicles shall have available, at a minimum, one (1) IV pump available for use on CTVHCS transports at any given time. Although it is not necessary for the IV pumps to match those in use by the CTVHCS facility, the contractor will be required to change out all required tubing, at no additional expense to the Government if the tubing is not compatible with the tubing on government owned equipment. At a minimum, two ventilator(s) will be available for those transports scheduled by CTVHCS.

1.3.10. The contractor shall have available, upon request, at a minimum, one (1) EMS/Ambulance bariatric stretcher specifically rated to hold patients weighing up to 500 pounds. This stretcher shall be available upon request for use on either ALS transports ordered.

1.3.11. The VA reserves the right to inspect contractor’s equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (ambulances) per OSHA Title 29 CFR 1910.120 (q)(6). VA inspections of contractor facilities shall in no way constitute a warranty by the VA that the contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the contractor’s use of equipment and vehicles which need repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements.

The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA.

Inspection and/or observation of vehicles and equipment and premises may occur at any time prior to or during the performance period of the contract. Visits may be either scheduled or unscheduled. If any vehicle and/or equipment are added after award of contract, the CO shall be notified, and an inspection performed prior to use.

1.4 STANDARD FOR MAINTENANCE

1.4.1. The objective of Standards for Maintenance is to protect veterans and to cause no harm to all parties. The contractor shall maintain all vehicles in a clean and orderly condition, free from debris and accumulations which may create an accident, injury, or fire hazard.

1.4.2. The contractor shall ensure they are in compliant with the CDC Coronavirus guidance:

https://www.cdc.gov/coronavirus/2019-ncov/infection-control/control-recommendations.html

1.4.3. The contractor shall maintain vehicles in accordance with manufacturer’s recommended maintenance schedule or an improved schedule based on actual vehicle operation conditions.

1.4.4. The contractor shall correct any deficiency that might interfere with safe operation of vehicle before vehicle is placed in service.

1.4.5. The contractor shall ensure vehicle windows are free of obstructions and lights are kept clean so that they can be easily seen when in operation.

1.4.6. The contractor shall keep the interior of vehicles clean and in good repair.

1.4.7. The contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top. A statement from the Contractor indication compliance of vehicle maintenance files is in place should be submitted at time of offer for evaluation purposes. Requested submission and verification of these documentation requirements will be a quality assurance procedure during the contract period.

1.4.8. Maintenance procedures shall adhere to all requirements listed for the state the contractor is based out of herein Texas Medical Transportation Board Administrative Code, SECTION 380.501. Standards for Motor Vehicles.

(1) All motor vehicles used to provide transportation services must:

(A) Meet or exceed warranty and component standards for both state and federal safety mechanical operating and maintenance standards.

(B) Be identified with the transportation provider name and vehicle number using letters that are at a minimum six inches in height; and

(C) Be equipped with:

(i) Functioning, clean, and accessible seat belts for each passenger seat position that must be stored off the floor when not in use.

(vi) An interior mirror, which should be used for monitoring the passenger compartment.

(vii) A clean interior and exterior (which must be free of broken mirrors or windows, excessive grime, rust, chipped paint, and major dents);

(viii) A functional fire extinguisher (which must be secured within reach of the motor vehicle operator and visible to passengers);

(ix) A first aid kit (which must include at a minimum latex glove, hazardous waste disposal bags, scrub brush, disinfectant, and deodorizer);

(x) Working heating and cooling systems adequate for the heating, cooling, and ventilation needs of both the motor vehicle operator and the passengers; and

(xi) Signage posted within the vehicle that reads: "No Smoking, Eating or Drinking." "All passengers must wear seat belts." "Concealed Weapons Prohibited."

(2) All motor vehicles used to provide transportation services must comply with all applicable state and federal laws, including the Americans with Disabilities Act (ADA) Accessibility Guidelines for Transportation Vehicles (36 C.F.R. 1192), Federal Motor Vehicle Safety Standards (49 C.F.R. 571), and Chapter 547 of the Texas Transportation Code.

1.5. DRIVER QUALIFICATIONS

1.5.1. Contractor Accreditation, Credentials and Qualifications. The contractor shall maintain credentials and certifications from the following organizations or agencies:

a. Texas State Department of State Health Services (DSHS).

1.5.2. The contractor must provide credentials, certifications and qualifications with solicitation proposal for consideration of contract award.

1.5.3. General.

1.5.4. A record of each employee as to license, certifications, other required qualifications shall be submitted to the contracting officer (CO) and contracting officer representative (COR) with contract proposal and twice per year (Oct / Jun). The contractor shall forward a list of contractor employees directly supporting this contract. This list shall provide the contractor the employees’ name, position(s), and licenses and/or current certifications with applicable numbers. Within seven (7) business days upon written request from CO, the contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing

1.5.5. The Department of Veterans Affairs Medical Center (VAMC) reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services they are required to perform, and who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedule contained herein.

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

1.5.7. The company will employ personnel, who are fluent in English. They need to be able to speak and understand English in order to transport the patients successfully.

1.5.8. Staff will ensure that the patient is secured in the vehicle before the vehicle moves.

1.5.9. Each driver shall:

i) Possess a driver’s license that is valid for the class of vehicle driven and, if required under Texas Statutes (or other state equal), evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

ii) Be at least 18 years of age and have not less than one year of experience as a licensed driver; and

iii) For the past three years:

• Have not had a driver’s license canceled or suspended under Texas Statutes, (or other state equal);

• Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance as required by Texas Statutes, (or other state equal);

• Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven; and

• Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance under Texas Statutes (or other state equal)

• Have a record clear of criminal convictions of crimes or pending criminal indictments against persons, and crimes or anticipatory crimes reasonably related to providing special transportation services. This must be documented by a formal background check.

1.5.10. Ambulance Vehicle drivers shall have a valid driver’s license, in accordance with Federal, State and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and shall have successfully completed the standard and advanced first aid course of the American Red Cross of U.S. Bureaus of Mines of equivalent and be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic.

1.5.11. Emergency Medical Technician (EMT) and Paramedic Qualifications: EMT’s and Paramedic’s providing services under this contract shall have the following qualifications, in additions to those required by Federal, State, and Local Government:

• https://dshs.texas.gov/emstraumasystems/Certinfor.shtm

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

ii) Shall submit evidence of equivalent training program, which has been successfully completed, to the Contracting Officer.

iii) Shall be certified, licensed or otherwise officially recognized by the local, state of regional government or public entity where the Ambulance service is operated or by which it is governed.

iv) Shall attend all refresher continuing education, or advanced training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. http://search.usa.gov/search?utf8=%E2%9C%93&affiliate=dot-nhtsa&query=refresher+training+&searchCommit=Search

1.6 PASSENGER TRANSPORTATION & SCHEDULE OF SERVICES

1.6.1 Warm Hand-off is defined as a transfer of care between two members of the health care team, where the handoff occurs in front of the patient and or family. This transparent handoff of care allows patients and families to hear what is said and engages patients and families in communication, giving them the opportunity to clarify or correct information or ask questions about their care.

Warm Hand-off is required when transporting from an inpatient status to identified off-site VA locations. In addition, the Warm Hand Off Tool form (see Appendix B) must be used to document handoff between the VA health care team and contractor.

1.6.2 Patients will be dropped off at the designated clinic location. Transportation to VA authorized medical clinics will be dropped off at the designated clinic location and provide warm hand-off to staff, if location is designated by the VA. Those patients that are self-sufficient with power mobility devices do not require a warm hand-off to VA staff and can transport themselves.

For patient transports to VA Radiation Oncology sites, if appointment is less than 30 minutes the contractor will stay with patient and if greater than 30 minutes, transfer patient to VA wheelchair or courtesy chair.

1.6.3 Special Consideration. The VA reserves the right to restrict any contractor employee from performing services under this contract who do not meet the required qualifications for the services they are required to perform, and who violates Federal regulations and are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its Veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained in the contract to include referenced attachments. The contractor, it’s employees, agents or subcontractors shall not be considered VA employees for any purpose.

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

1.6.5 Contractor personnel shall always conduct themselves in a professional manner, to include good personal hygiene, wear clean and neat uniforms, and be identified by having the company and employee name affixed to the uniform. The contractor shall be responsible for furnishing all vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel are prohibited and shall refrain from smoking, including vaping, while performing transportation duties, shall not smoke in vehicles while transporting patients. Smoking is prohibited on VA property.

1.6.6 At no time shall the contractor leave vehicles on VA premises unless a pick-up or delivery is in progress.

1.6.7 Contractor Behavior. The contractor must meet or exceed behavioral standards. The VA code of behavior, Appendix A – Included as an attachment, defines acceptable, disruptive, and inappropriate conduct for staff regardless of their positions in the organization.

1.6.8 CTVHCS endorses “zero tolerance” for intimidating and/or other behavior or behaviors that undermine a culture of safety and/or quality. The code of behavior is the expectation and accountability of all employees or contractors to relate to and communicate with others in a manner that demonstrates respect, an understanding of, sensitivity to, and concern for each person’s individuality and importance. An example of inappropriate behavior is conduct by an individual working in the organization that affects others to the extent that safety and/or quality could be compromised. These behaviors may be verbal and non-verbal, may involve the use of rude language, may be threatening, or may involve physical contact.

1.6.9. Patient Disruptive Behavior. Disruptive behavior is defined in three terms: Disruptive, threat or violence. Disruptive is any incident in which the delivery of care or services is interrupted or impeded. Threat is any verbal or non-verbal expression of an intention to inflict pain or injury or to cause annoyance or alarm. Violence is any physical force exerted to violate, damage, or abuse another person, equipment, or property.

1.6.10 Contractor response to disruptive behavior. In the event a patient becomes disruptive, the contractor must notify the VA staff immediately for guidance. The contractor must submit a written report within 24-hrs of incident.

1.6.11 VA response to reported disruptive behavior. The VA Disruptive Behavior Committee (DBC) will address the reported disruptive behavior. DBC VA representative will notify the patient of administrative action taken as a result of their behavior.

1.6.12. Dignity of Care. The contractor must meet or exceed behavioral standards. The dignity of care acceptable standards is established to maintain the dignity, modesty, respect and treatment of all Veteran patients. These standards continue the Veteran centric care culture where Veterans feel valued regardless of their location within or outside the medical center and associated facilities. Additionally, these standards provide an environment where each Veteran perceives his or her specific needs are met in a respectful, caring manner and where dignity is preserved.

1.6.13 Dignity is defined as the quality of being worthy, honored and esteemed.

1.6.14 Privacy is defined as the ability of an individual to have freedom from intrusion of a personal nature, and the autonomy to make selective disclosures about themselves.

1.6.15 Principles of Respect. The contractor shall ensure communication with veterans is respectful of their individual culture, beliefs, language, abilities and preferences. The contractor shall:

1.6.16 Introduce themselves on initial contact, stating their name and role.

1.6.17 Ask each veteran, family or caregiver how to address them.

1.6.18 Will deal with resident’s request for assistance promptly and when there is an unavoidable delay, provide an explanation when possible, an apology.

1.6.19 Will avoid personal conversations with co-workers that exclude the veteran e.g. gossiping or talking to a co-worker about staffing problems.

1.6.20 Will not use communication or listening devices during care rituals or in the presence of a veteran.

1.6.21 Ensure that veterans whose English is a second language be provided with an interpreter when needed.

1.6.22 Inform the veteran of all care and treatment during transport.

1.6.23 Will keep all sensitive information secured and confidential.

1.6.24 Drivers and passenger shall always use seat belts/securement devices.

1.6.25 There shall be no smoking by the driver, attendants, or passengers, while in the vehicle or on the Medical Center Campus unless in a designated smoking area.

1.6.26 No unauthorized stops shall be permitted. An authorized stop is any stop not necessary for patient care.

1.6.27 If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify the Contracting Officer’s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported. If the beneficiary refuses to be properly secured, they shall be returned back into the building which they came from.

1.6.28 The contractor is required to notify the COR of any unusual events, including but not limited to accidents, safety problems and deviations in transportation that occur and involve any VA beneficiary being transported under this contract. This notification will be made within 15 minutes by telephone to the COR and AOD during normal working hours. A written report using email or company letterhead of the event will be delivered to the COR within 24 hours. Failure to comply with this provision may be grounds for default.

1.6.29 The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

1.6.30 If or when patient’s medical records are transported, the contractor shall ensure that Health Insurance Portability and Accounting Act (HIPAA) guidelines are followed.

1.6.31 Patients will be entitled to transport one certified trained service animal. No pets are to be transported at any time. A. VHA Directive 1188, Animals on Veterans Health Administration (VHA) Property, dated August 26, 2015.

1.6.32 Passengers should be transported in compliance to CDC standards: https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html

1.6.33 All trips will be charged an agreed upon base rate from point of pick-up to point of drop-off, as well as a mileage rate.

1.6.34 The base rate will be applied at the point of pick-up and will only be paid if the awarded contractor has arrived at the initial point of pick up.

1.6.35 Mileage will only be paid when a patient is being transported. There will be no payment for mileage accrued without a VA approved passenger onboard. Trip mileage shall be determined by the latest edition of Bing Maps.

1.6.36 Rates are still inclusive of all cost associated with the performance of the contract.

1.6.37 Other Charges: It is understood that the prices quoted in the SCHEDULE OF SERVICES, shall be inclusive of all ferry, bridge, tunnel or road toll charges. The contractor shall not bill the VA separately for any such charges.

1.6.38 Round trips shall be considered two separate trips in terms of wait time, mileage and base rate.

1.6.39 The offeror shall quote maximum dollar amounts for all price schedule data elements listed herein in order to be considered technically acceptable. Please note that the only minimum amounts that the Government shall be contractually obligated to provide are all covered within the base period. In other words, there shall be no mandatory minimum amounts during any option year of the effort.

1.6.40 It is understood and agreed that only ONE (1) beneficiary will be transported on a trip unless specifically authorized by the VA. The VA will be solely responsible for determining who will be transported, and how many may be transported on each specific trip. When more than one is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient; however, when travel beyond the county limits is involved, the longest distance over which a beneficiary is transported may be claimed when more than one beneficiary is transported in a wheel chair van concurrently.

a. In no instance, will the contractor be permitted to refuse multiple loads.

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

c. At no time, will the Government require or demand that the contractor transport multiple loads that is more than those allowed under any other federal, state, local law or ordinance.

1.6.41 The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary of VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized by authorized medical center personnel to travel with beneficiary. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin.

1.6.42 SERVICE ANIMALS. A service animal may accompany the beneficiary with a disability whereas the presence of the animal would not compromise patient care, safety or infection prevention and control standards. The driver may remove the service animal if it is not under the proper control of the handler, is not house broken, behaves in an aggressive way (e.g. snapping, biting, growling baring teeth or lunging), or if it exhibits external signs or parasites, disease, or bad health.

1.6.43 MEDICAL RECORDS AND PERSONAL EFFECTS. When applicable, the contractor will be required to transport with the beneficiary, medical records, lab specimens, x-rays and a reasonable amount of personal effects during pick up and/or delivery. This will be accomplished with the priority being on the safety of the beneficiary and safe completion of the transport. In no instance, will the contractor be required, without compensation, to transport these items by separate vehicle (i.e. transport of oversize wheelchair that can’t be safely secured in a wheelchair van.

1.7 CALLS

1.7.1 REQUESTS FOR SERVICE. Requests for individual transports may be in writing, telephone, or facsimile. Contractor will accept and initiate transports only from authorized personnel of the VA. Providing transport upon the request from other than authorized personnel may result in non-payment of transport by the Government.

1.7.2 Request from Veteran Beneficiaries. Veteran beneficiaries are NOT permitted to request or initiate transportation service directly from the contractor. As stated in previous paragraph, providing transport upon the request from other than authorized personnel may result in non-payment of transport by the Government.

1.7.3 Specific Transportation Requests. When ordering services, the VA medical facility will provide the contractor with the following type of information:

· Beneficiary name, date of birth, complete social security number and phone number

· Beneficiary address including pick-up location and drop off location

· Mode of transportation required

· Mileage type (One-way or round trip) (completing a trip that ends at originating location)

· Required date and time of arrival

· Any other special instructions

1.7.4 Only requests for transport services are authorized and any costs incurred for unauthorized travel, top-offs, unauthorized waiting times, etc. will be the responsibility of the contractor. The contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized VA personnel, may be deemed as unauthorized travel for which the contractor may bear the risk of non-reimbursement.

1.7.5. Requests for service of transplant recipients. Contractor shall provide transportation service for transplant recipients. Transplant recipients will more than likely require transportation from San Antonio, Texas to Houston, Texas. The contractor shall meet or exceed the following:

1.7.6. Transplant recipient hours of performance. Contractor shall provide wheelchair transport services for Veteran transplant beneficiaries as requested 24 hours a day, 365/366 days a year.

1.7.7 Transplant recipient response Time. The contractor shall respond to all calls for wheelchair transports by being on-site at the designated point of pick-up within 30 minutes of notification and arriving to specified location within 4 to 5 hours of notification.

1.7.8. If the period for pick up, stated herein, is physically impossible due to location of Veteran beneficiary, the contractor shall contact the VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said patient. The VA reserves the right to verify standard response times with local reviews (e.g. Run Sheets).

17.9 Transplant recipient response Time. The contractor shall respond to all calls for wheelchair transports by being on-site at the designated point of pick-up within 30 minutes of notification and arriving to specified location within 4 to 5 hours of notification.

1.7.10 Service Request Cancellations. The VA may notify the contractor to cancel a scheduled service request.

1.7.11 In route cancellations. The contractor shall be entitled to 50% of the base rate for the trip NOT including mileage charges.

1.7.12 Arrived at destination cancellations. In the event the contractor arrives at the scheduled destination before VA cancels the order, or the contractor is unable to perform a scheduled pick-up for reasons beyond contractor’s control, e.g., incorrect address, patient absence or refusal, the contractor shall receive 100% base rate for a one-way trip.

1.7.13 VETRIDE program. VETRIDE, a VA software program, may be required by the vendor to be used to track Veteran patients and their associated routes/trips.

1.7.14. Specific Transportation Requests. When ordering services, the VA medical facility will provide the contractor with the following type of information:

· Beneficiary name, date of birth, complete social security number and phone number

· Beneficiary address including pick-up location and drop off location

· Mode of transportation required

· Mileage type (One-way or round trip) (completing a trip that ends at originating location)

· Required date and time of arrival

· Any other special instructions

1.7.15. Only requests for transport services are authorized and any costs incurred for unauthorized travel, top-offs, unauthorized waiting times, etc. will be the responsibility of the contractor. The contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized VA personnel, may be deemed as unauthorized travel for which the contractor may bear the risk of non-reimbursement.

1.7.16. Requests for service of transplant recipients. Contractor shall provide transportation service for transplant recipients. Transplant recipients will more than likely require transportation from Temple, Texas to Houston, Texas. The contractor shall meet or exceed the following:

1.7.17. Transplant recipient hours of performance. Contractor shall provide wheelchair transport services for Veteran transplant beneficiaries as requested 24 hours a day, 365/366 days a year.

1.7.18. Transplant recipient response Time. The contractor shall respond to all calls for wheelchair transports by being on-site at the designated point of pick-up within 30 minutes of notification and arriving to specified location within 4 to 5 hours of notification.

1.7.19. If the period for pick up, stated herein, is physically impossible due to location of Veteran beneficiary, the contractor shall contact the VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said patient. The VA reserves the right to verify standard response times with local reviews (e.g. Run Sheets).

1.7.20. Transplant recipient response Time. The contractor shall respond to all calls for wheelchair transports by being on-site at the designated point of pick-up within 30 minutes of notification and arriving to specified location within 4 to 5 hours of notification.

1.7.21. Service Request Cancellations. The VA may notify the contractor to cancel a scheduled service request.

1.7.22. In route cancellations. The contractor shall be entitled to 50% of the base rate for the trip NOT including mileage charges.

1.7.23. Arrived at destination cancellations. In the event the contractor arrives at the scheduled destination before VA cancels the order, or the contractor is unable to perform a scheduled pick-up for reasons beyond contractor’s control, e.g., incorrect address, patient absence or refusal, the contractor shall receive 100% base rate for a one-way trip.

1.7.24. VETRIDE program. VETRIDE, a VA software program, may be required by the vendor to be used to track Veteran patients and their associated routes/trips.

1.8 HOURS OF PERFORMANCE

1.8.1 This is a full-service contract, 24 hours per day, 365 days per year. The contractor shall provide all ambulance services as stated in the performance work statement for veteran beneficiaries, when requested by the VA.

1.8.2 The contractor shall furnish and maintain vehicles to ensure timely pick-up and delivery service to all veterans serviced by the VA.

1.9 RESPONSE TIME

1.9.1 The contractor shall meet the following response times for service.

a. Respond to all calls for Ambulance transports by being on-site at the designated point of pick-up within 45-minutes of notification.

b. Provide non-critical transport services within 45-minutes of being notified of an unscheduled transport (e.g., discharges, transport to nursing homes, ED, or Texas State Veteran Home).

c. Scheduled patients need to be at their appointments between 15 - 45 minutes prior to appointment time.

d. Critical transports for dialysis patients within 20-minutes of the requested pick-up time.

e. Critical transports for hematology/oncology patients within 20-minutes of the requested pick-up time.

f. Critical transports for radiation patients within 20-minutes of the requested pick-up time.

g. Critical transports for oxygen patients within 20-minutes of the requested pick-up time.

1.9.2 If the period for pick up, stated herein, is physically impossible due to location of Veteran beneficiary, the contractor shall contact the VA travel coordinator and inform him/her of the anticipated time required for pick-up and delivery of said patient. The VA reserves the right to verify standard response times with local reviews (e.g. Run Sheets).

1.9.3 If at any time a transport is cancelled by the facility due to the contractor’s failure to arrive to pick-up the beneficiary in ample time to make the designated appointment, this cancellation shall be considered as a failure to meet the requirement of the contract as it pertains to response times. At no time, shall this failure to complete the transport as scheduled result in reimbursement for a “Dry Run”. Repeated failures of this nature may result in termination of the contract for cause.

1.9.4. If at any time a transport is ordered, and the contractor does not meet response times and completes a transport but fails to do so in time for the patient to meet their scheduled appointment time, that transport will be invoiced and paid at one-half (1/2) the contracted rate (base mileage, mileage, etc.) The condition claimed to be within the control of the contractor and shall be fully documented and submitted with the invoice. If the contractor refuses to accept an order or fails to furnish service within the specified time frames, it shall be considered as a failure to meet the requirement of the contract.

1.9.5 Failure to provide service as ordered.

1.9.6. If at any time a transport is cancelled by the facility due to the contractor’s failure to arrive to pick-up the beneficiary in ample time to make the designated appointment, this cancellation shall be considered as a failure to meet the requirement of the contract as it pertains to response times. At no time, shall this failure to complete the transport as scheduled result in reimbursement for a “Dry Run”. Repeated failures of this nature may result in termination of the contract for cause.

1.9.7. If at any time a transport is ordered, and the contractor does not meet response times and completes a transport but fails to do so in time for the patient to meet their scheduled appointment time, that transport will be invoiced and paid at one-half (1/2) the contracted rate (base mileage, mileage, etc.) The condition claimed to be within the control of the contractor and shall be fully documented and submitted with the invoice.

1.9.8. If the contractor refuses to accept an order or fails to furnish service within the specified time frames, it shall be considered as a failure to meet the requirement of the contract.

1.10 ELECTRONIC TRANSMISSIONS

1.10.1 The contractor shall, always during the contract period, have on his/her premises a functioning fax machine, phone, and email access to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). We can encrypt patient information and send via secure email once received the contractor will be able to open, read and respond securely. Request for transport of transplant patients will follow the same protocol as non-transplant transport requests.

1.11 CONFORMITY TO REGULATIONS

1.11.1 The contractor and his/her operators shall conform to all Federal, State and local regulations governing the performance of contracted services.

1.11.2 VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this no smoking policy may be subject to a $50.00 federal citation for disregarding posted safety rules and regulations. Furthermore, the contractor may be directed to stop work. The contractor is to notify all his/her employees and/or sub-contractors of this strict enforcement policy.

1.11.3 The contractor must have the appropriate permits/licenses to perform the required services.

1.11.4 All services provided by the contractor shall comply with applicable current laws, regulations and standards of the appropriate regulatory body.

1.12 EVIDENCE OF COVERAGE

1.12.1 Written proof of Insurance coverage as required prior to award of any contract period. Coverage must be maintained continually through the life of the contract.

1.12.2 The contractor shall furnish to the CO 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 interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished to the CO.

1.12.3 The contractor shall furnish to the CO a copy of the contractor current and valid Worker’s Compensation certificate.

1.13 WAGE RATES

1.13.1 Wage Determination(s) as listed in Section D in this solicitation are applicable to any 1.13.1 Wage Determination(s) as listed in Texas State Labor Wage Determination. https://beta.sam.gov/help/wage-determination-resources

1.13.2 The contractor certifies by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

1.14 INSPECTIONS

1.14.1 The VA reserves the right to inspect the contractor's equipment and vehicles and/or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles.

1.14.2 VA inspections of Contractor…