PWS Ambulance Ground for New Castle and Areas_2-13_Draft.docx

Performance Work Statement (PWS)

GROUND AMBULANCE / WHEELCHAIR VAN TRANSPORTATION

VISN 4/Station 460 NAICS 621910/PSC V225

1. Purpose: The Wilmington VA Medical Center (hereafter WVAMC), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergency ambulance and wheelchair van transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Basic Life Support (BLS), Advanced Life Support (ALS), Critical Care Transport (CCT), Specialty Care Transport (SCT), and Wheelchair Van (WC Van) transport. The contactor shall make these ambulance and wheelchair van transportation services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

2. Background: The WVAMC main campus is located at 1601 Kirkwood HY, Wilmington, DE. 19805, serving over 47,530 veterans, primarily from the Wilmington area and it’s 5 Community-Based Outpatient Clinics. The hospital has 120 inpatient beds and sees approximately 1,445-inpatient admissions and 440,000 outpatient visits a year. Veterans served within this facility live within the following counties.

3. Acronyms ALS – Advanced Life Support AOD – Administrative Officers of the Day BLS – Basic Life Support BTS- Beneficiary Travel Service CCT – Critical Care Transport CO – Contracting Officer CPR – Cardiopulmonary Resuscitation DelDOT- Delaware Department of Transportation – Licensing Required DOL – Department of Labor EMT – Emergency Medical Technician EMS- Environment Management System EPA- Environmental Protection Agency HIPAA- Health Insurance Portability and Accountability Act HHS- Department of Health and Human Services IAW – In Accordance With OO – Ordering Officer OSHA- Occupational Safety and Health Administration PA PUC- Pennsylvania Public Utility Commission (PA PUC) - Licensing NOT Required PHI- Protected Health Information POC – Program Point of Contact PPE- Personal Protective Equipment PWS – Performance Work Statement QASP – Quality Assurance Surveillance Plan QC – Quality Control Plan TB – Tuberculosis TJC – The Joint Commission VTS – Veteran Transportation Service WC Van – Wheelchair Van

CLIN Definitions

BLS: is the transportation by ground ambulance vehicle for patients who do not require extra support or cardiac monitoring. A BLS ambulance is staffed by two emergency medical technicians (EMTs) who have training in basic emergency medical care such as basic airway management, use of an automated external defibrillator and basic drug administration.

ALS: is the transportation by ground ambulance vehicle and the provision of medically necessary supplies and services including (1) at least three separate administrations of one or more medications by intravenous (IV) push/bolus or by continuous infusion (excluding crystalloid fluids) or (2) ground ambulance transport, medically necessary supplies and services.

CCT: is the transportation by ground ambulance vehicle for patients needing critical care during transport. The level of care typically involves basic life support staffed by a Paramedic and possibly additional medical personnel depending upon the patient’s condition.

SCT: transport is for patients requiring ongoing care beyond standard paramedic services and involves advanced medical services and monitoring which may include interventions like mechanical ventilation and specialized medications. SCT is staffed with a critical care nurse and paramedics. SCT ambulances are equipped with advanced medical equipment such as ventilators and infusion pumps to provide continuous monitoring and treatment during transport.

WC Van (Wheelchair Van): transport for patients who require special mode transportation for medical reasons. Must be able to accommodate manual and power wheelchairs.

4. Scope/Requirements

4.1. Types of Ambulance Service

4.1.1. The contractor shall provide urgent, non-emergent Basic Life Support (BLS), Advanced Life Support (ALS), Critical Care Transport (CCT), and Specialty Care Transport (SCT) ambulance services on a as-needed basis in accordance with all federal, state, and local regulations.

4.1.2. Occasionally a veteran will need to be transported with VA staff and equipment; the contractor shall return VA Staff and equipment to the original place of pick-up.

4.2. Transport of Miscellaneous Items with the Patient

The Contractor may also be required to transport patient luggage, medical records, medication, and comfort items from pickup points to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types. When patients are transported to the WVAMC, destination is deemed to be the ER, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff.

4.3. Contractor Personnel: Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract.

4.3.1. Emergency Medical Technicians (EMTs) and Paramedics, & Other Personnel

4.3.1.1. EMTs and Paramedics, and other medical personnel (as applicable) shall at all times meet the qualifications specified in this contract as well as all applicable federal, state, and local government laws, regulations, and standards. EMTs and Paramedics, and other medical personnel (as applicable) shall be certified, licensed, or otherwise officially recognized by the local, state, or regional government or public entity where the emergency service is operated or by which it is governed.

4.3.1.2. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing, and any other qualifications to the Point of Contact (POC) for review.

4.3.1.3. All ambulance drivers shall have a valid driver’s license and current certification for emergency vehicle operations in accordance with state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver’s license to the POC.

4.3.1.4. EMTs and Paramedics shall have met all state requirements for the type of transport in which they are performing services. Proof in the form of a current certificate for the successful completion of such must be provided to the POC upon request.

4.3.1.5. EMTs, Paramedics, and other contractor personnel must pass the Contractor’s background check and must not have been convicted of (or have any pending charges for) a felony for the past five years. Personnel (and Contractor) must report any new or additional charges if they arise during the performance under this contract so WVAMC can review and determine whether the employee in question needs to be discharged of his or her duties until the matter is adjudicated.

4.4. Types of Non-Emergent Wheelchair Transportation Service:

4.4.1. The contractor shall provide non-emergent Wheelchair Transportation Service as-needed basis IAW all federal, state, and local regulations.

4.4.2. Occasionally a veteran will need to be transported with VA staff and equipment; the contractor shall return VA Staff and equipment to the original place of pick-up.

4.4.3. Non-Emergent Wheelchair Transport Drivers & Other Personnel

4.4.3.1. Non-emergent wheelchair van transport drivers shall always meet the qualifications specified in this contract as well as all applicable federal, state, and local government laws, regulations, and standards.

4.4.3.2. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing, and any other qualifications to the facility Point of Contact (POC) for review.

4.4.3.3. All wheelchair transport drivers must have a valid driver’s license IAW state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver’s license to the POC.

4.4.3.4. Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same investigative requirements as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Checks (SAC). Fingerprinting for contract personnel will be conducted at (Facility name). Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by (Facility name). The Workforce Management and Consulting, Human Resource Operation Office, Personnel Security Contracting Team (WMC HROO PerSec Contracting Team) is responsible for adjudicating all background investigations for contract employees.

4.4.3.5. Wheelchair Van Transport Driver Requirements for Delaware (governed by DelDOT)

4.4.3.5.1 Be at least 18 years old and have one year of driving experience.

4.4.3.5.2 Complete a defensive driving course from an approved provider within 30 days.

4.4.3.5.3 Must have Z endorsement on driver’s license

4.4.3.5.4 Complete a criminal history background check indicating no serious criminal offenses.

4.4.3.6 Wheelchair Van Transport Driver Requirements for Pennsylvania (referenced by PA PUC)

4.4.3.6.1 Must be at least 18 years old and have a clean driving record for the past 3-5 years

4.4.3.6.2 Must be able to pass criminal background checks, drug screenings, and medical exams.

4.4.3.6.3 Non-Emergency Medical Transportation (NEMT) drivers must complete courses in passenger assistance for individuals with disabilities, first aid/CPR, defensive driving, and emergency procedures.

4.4.3.6.4 Must be certified in the proper use of wheelchair tie-downs and securement systems, as outlined in the CTAA PASS Certified drivers’ program.

4.4.3.6.5 Complete training that includes the use of wheelchair securement systems and the importance of passenger safety and comfort.

4.4.3.7. The contractor personnel performing services for the VA shall always conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients.

4.4.3.8. Each driver shall possess a driver’s license that is valid for the class of vehicle driven (ambulance and WC Van). Evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

· For the past three years:

· Have not had a driver’s license canceled or suspended.

· Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance.

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

· Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance.

4.4.3.9. The contractor personnel will ensure that the patient is secured to the stretcher/cot with all straps (minimum of 3) and that the stretcher /cot is secure in the back of the ambulance and locked in place with the installed locking system before the vehicle moves.

4.4.3.10. Ambulance 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. Bureau of Mines or equivalent and be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic.

4.4.3.11. Emergency Medical Technician (EMT) and Paramedic Qualifications: EMTs and Paramedics providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:

· 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).

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

4.4.4. Tuberculosis Exposure Control Policy

4.4.4.1. The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include TB decontamination.

4.4.4.2. The contractor shall have its personnel tested for TB in accordance with state guidelines and provides written confirmation to the POC that all personnel (current employees and any new hires) performing services under this contract are current in their TB test at the start of each Ordering Period.

4.5. Contractor Equipment, Vehicles, and Inspection

4.5.1. Ambulances shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards (see Ambulance Specifications KKK-A-1822D), and provide a copy of their license to the VA.

4.5.2. The VA reserves the right to inspect the contractor’s equipment and vehicles or require documentation of compliance with state laws, rules, regulations, and guidelines governing emergency medical transport vehicles (ambulances) and WC Vans. VA inspections of contractor equipment do not constitute a warranty or guarantee 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 in the performance of this contract which are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA.

4.5.3. Vehicles must be clean and maintained in good repair in accordance with the manufacturer’s instructions.

4.5.4. The contractor shall not borrow or exchange supplies, equipment, and/or medications with the VA. Equipment attached to or in use by the patient at time of pick-up may remain with the patient during transport to ensure continuity of care. Medical Control Authorities are responsible for maintaining and supplying medication during patient transport. All VA equipment and unused medications must be returned to VA during patient drop-off or as promptly as feasible within 24 hours.

4.5.5. The contractor shall furnish all linen required for ambulance patient transport at no additional cost. Linen shall not be exchanged with linen belonging to WVAMC or the VA CBOCs.

4.5.6. The contractor must be capable of transporting the drugs and/or equipment as required by the patient as listed in Attachment A Specialty Care Transport (SCT) or Critical Care Transport (CCT) Capabilities Confirmation. The contractor shall have the appropriate medications, including Specialty Care and Critical Care Transport, if necessary, based on the EMS region the ambulance provider is functioning in.

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

5. Transportation Request

5.1 VetRide or VA-approved Transportation Software Utilization:

The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

The Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed:

a) Receive and respond to electronic trip requests

b) Receive and use the Vendor Pass application by the driver is highly recommended but not mandatory.

c) Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.

d) All invoices must be submitted within 30 calendar days of the date of service in accordance with 38 CFR 70 to be considered timely submission.

i. The contractor’s invoice must be HCFA 1500 to include:

ii. Contract Number

iii. Date of Service (to include Box 24 A-J)

iv. Authorization number(s)

v. Pick-up and drop-off location of the patient

vi. Base Rate

vii. Name (Last, First and Middle Initial (if any) and Full Social Security number (Box 1a) of patient transported

viii. Date of Birth and Sex

ix. Diagnosis Codes or Nature of Illness or Injury

x. Documentation of circumstances when billing for waiting time

xi. Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

xii. VA authorizing official’s name

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

b) Unauthorized charges will be reviewed by the POC as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges which are being suspended.

5.2 A transportation request is defined as one incidence of a request for one-way service (BLS, ALS, CCT, SCT, and WC Van). No more than one patient will be transported per order except for WC Van unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. The WVAMC Veteran Travel Service (VTS) Staff will be available to assist with account setup and training for the Contractor’s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile, or email) will be used to place Transportation requests.

5.2.1 VTS Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

5.2.2 The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. VTS Staff/or authorized VA employees may place a “hold” on payment of this order until it has been reconciled.

5.2.3 Only the following VA staff are authorized to place, cancel, or make changes to transportation requests:

Program Point of Contact (POC)

The Program Point of Contact (POC) will furnish the Contractor with the names of individuals above, who are authorized as OO, by separate memorandum upon issuance of the contract. The POC will update this list throughout the life of the contract as OO change.

Ordering Officers (OO) are responsible for issuing and administering orders placed under this contract. OO have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the CO responsible for this contract. The Contractor shall accept orders against this contract only from the CO and/or authorized ordering officers. Fulfilling orders from people other than the CO or OO may result in loss or delay in payment for supplies/services provided under such orders.

Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests.

5.2.4. All patient pick-up(s) and drop-off(s) shall be authorized via “orders” which shall only be issued by the designated OO. When placing orders for services, the OO shall contact the designated contractor point of contact(s) to provide the following information:

· Mode of transportation required

· Required time of arrival

· Name of the beneficiary

· Pick-up and delivery point

· Type and number of additional medical care specialists required

· Type of equipment required

· Last four of the patient's Social Security Number

· Any other special instructions

5.2.5. For ALL Transports – an Audit system will be put in place by the VA to include the POC or designee, VTS staff and clinical staff to ensure appropriateness of the order and timeliness of the response.

The type of transportation service (BLS, ALS, SCT, CCT, and WC Van) required will be discussed and determined by VA clinical personnel and the contractor. The contractor shall transport the patient according to its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale.

5.2.6. The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient’s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost.

5.2.7 The contractor shall have sufficient Ambulance type vehicles and personnel to provide services for up to two (2) simultaneous transportation requests. Transports required may be for any mix of BLS, ALS, CCT, and SCT transports. One of these transports may require CCT or SCT. If WVAMC requires ambulance services exceeding two (2) simultaneous transportation requests, the vendor will be offered to provide the services if they have sufficient vehicles/personnel available; but may decline these additional orders if sufficient vehicles/personnel are unavailable. One of these two (2) transports may be used for distance travel over 75 miles.

5.2.8. The contractor shall have sufficient Wheelchair Van (WC Van) type vehicles and personnel to provide services for up to three (3) simultaneous transportation requests. If WVAMC requires WC Van services exceeding three (3) simultaneous transportation requests, the vendor will be offered to provide the services if they have sufficient vehicles/personnel available; but may decline these additional orders if sufficient vehicles/personnel are unavailable.

5.2.9. The number of Ambulance transports under normal operating conditions will typically range from 15 to 20 ambulance transports each week (Monday-Friday) and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract.

5.2.10. The number of WC Van transports under normal operating conditions will typically range from 15 to 20 WC Van transports each week (Monday-Friday) and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract.

5.2.11. The Veteran may bring two (2) tanks of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport.

5.3. Response Times*

5.3.1. Orders for Ambulance and WC Van that are scheduled by 4:00 pm local time the day before the required services are defined as scheduled in advance. With the exceptions found below, the contractor shall arrive on time for all orders scheduled in advance.

5.3.2. ALS, CCT, and SCT Emergent Transports (Originating from VA (Only): The contractor shall be required to provide Ground Ambulance transportation within thirty (30) minutes of order/patient pick up call.

5.3.3. For all add-ons (not scheduled in advance) non-emergent transportation requests, with pick up at WVAMC. The contractor will be allotted up to a sixty (60) minute response time from time of order placement for transportation requests that are not previously scheduled in advance.

5.3.4. For transportation requests which do not have a pick-up at WVAMC:

a. The contractor may be required, if requested by the VA, to dispatch ambulances on short notice for transportation requests not scheduled in advance; for these transportation requests the contractor shall dispatch ambulances within 60 minutes of receiving the order.

b. Pick-up appointment times shall be agreed upon by the VA and contractor at time of order placement and be reasonable based upon travel distance, speed limits, and weather conditions.

c. The contractor’s patient pick-up time cannot be more than 15 minutes prior to the schedule pickup time nor 15 minutes later than the scheduled pickup time for transportation requests scheduled in advance.

d. The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur.

e. The contractor will communicate with WVAMC VTS Mobility Manager and Emergency Management Officer to manage transport decisions during severe weather.

5.4. Cancellations

5.4.1. For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government.

5.4.2. For transportation which do not have a pick-up at WVAMC:

5.4.2.1. A “no show” is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for the type of service requested (BLS, ALS, CCT, SCT, and WC) and the one-way mileage (BLS, ALS, CCT, SCT, and WC) accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation.

5.4.2.2. For transportation requests OUT of WVAMC ONLY – When the contractor is notified of a cancellation prior to arrival at the WVAMC campus, there shall be no charge to the Government.

5.5. Pick-Up/Drop-Off/Reporting Procedures

5.5.1. Ambulance and Wheelchair Van (WC Van) personnel shall pick-up and deliver patients at specified locations: for ED patients, use rear ED/Ambulance entrance into ED sliding doors, for the Community Living Center (CLC), use entrance to CLC doors, for in-patient (4th floor/ICU/Clinics) use the rear ED Ambulance entrance to the right of the ED ambulance, or as directed by requester. These locations will be specified by VA staff when an order is placed and communicated to the transport personnel.

5.5.2. When applicable, ambulance and WC Van personnel shall report to the Charge Nurse or Attending Nurse to (1) announce his/her arrival to pick-up and transfer the patient, and (2) obtain report of pertinent information regarding the patient’s condition from the primary nurse/physician.

5.5.3. When delivering a patient, ambulance and WC Van personnel shall give report to the appropriate VA healthcare staff and provide a copy of the run sheet which will be retained by the facility for inclusion to the patient’s medical record.

5.5.4. In cases where ambulance and WC Van personnel must divert to a local emergency department while performing a VA authorized transport, the contractor’s dispatcher shall notify the POC of the patient’s location and status as soon as this information becomes available.

5.6. Patient Welfare

5.6.1. The contractor shall be responsible for the patient’s welfare during transport. The contractor shall be held responsible for patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor’s expense.

5.6.2. The VA requires the contractor to exercise extreme caution and care in the handling of patients.

If a patient being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify VTS of this fact prior to departure. The contractor is not required to transport any Veteran who refuses to be properly secured while being transported. If the Veteran refuses to be properly secured, they shall be returned to the pick-up location.

5.6.3. The Contractor must apply lap belt directly to the body, free of obstructions like blankets and/ or pillows to prevent patient slippage during the transport.

5.7 Incident Reporting

5.7.1. The contractor shall notify the AOD or the VTS office of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the VTS Program Manager or provided to VTS within 24 hours of initial reporting.

5.7.2. VTS will monitor the service provided. The contractor shall cooperate with this service in providing information and answering questions in a timely manner. The contractor shall promptly inform VTS of any complaints received directly from patients. If warranted, the VA may conduct incident investigations and require a written response from the contractor within 48 hours of request.

5.8 Invoicing

5.8.1. Each transport shall include thirty (30) minutes of Wait Time; the contractor may invoice for Wait Times over the initial thirty (30) minutes. Wait Time shall begin only once the contractor has 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.

5.8.2. 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.

5.8.3. Long Distance Mileage — Payment for mileage outside the contract miles covered in the base rate, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement but would be expected to be incorporated into the mileage rate as part of the administrative costs (or costs of doing business).

5.8.4. Upon notification of the CO, the vendor must receive training and begin implementation of invoices via VetRide 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 must include the following:

• Contractor Name

· Contract Number

· Current Purchase Order Number

· Date of service

· Total amount invoiced includes a summary of the total number of charges that align with the line items of this contract (i.e., total number of BLS Base Rate, total BLS Mileage incurred, etc.)

· An itemized list of charges or services rendered that align with the line items of this contract (i.e., BLS Base Rate, BLS Mileage incurred, etc.)

Payment by VA under this contract to a provider of ground ambulance transportation services authorized under this contract extinguishes any and all liability on the part of the VA BENEFICIARY for that transportation service. UNDER NO CIRCUMSTANCES ARE VA BENEFICIARIES, THIRD PARTY INSURANCES, MEDICARE, OR MEDICAID TO BE BILLED FOR THE SERVICES PERFORMED UNDER THIS CONTRACT.

5.9. Period & Place of Performance

5.9.1. This contract’s ordering period shall be effective from Date of Award through the end of 5-year ordering.

5.9.2. The Place of Performance is variable and may occur within the states of Delaware, Pennsylvania, and New Jersey. Ambulance and WC Van services may be required to or from locations including, but not limited to the following:

5.9.2.1. Wilmington VAMC to include specific Atrium Clinics, Emergency Department, pavilions, or out-buildings on the WVAMC campus. The WVAMC address is: 1601 Kirkwood Highway, Wilmington, DE., 19805.

5.9.2.2. WVAMC Community-Based Outpatient Clinics (CBOCs):

5.9.3. Other VA Medical Centers, Hospitals, or CBOCs within Veterans Integrated Service Network (VISN) 4 including, but not limited to:

5.9.4. Other Non-VA Medical facilities and Community Care facilities as authorized by the VA.

5.9.5. Veteran’s residence.

5.9.6. Local airports: Philadelphia International Airport and New Castle Airport

6. Quality Control Plan

6.1. Quality Control

6.1.1. The contractor shall maintain a Quality Control Plan (QCP) that contains, at a minimum, the following:

6.1.1.2. A description of the company’s organizational structure including a description of the roles and responsibilities of management and supervisors.

6.1.1.3. A description of the methods to be used by the contractor for identifying and preventing deficiencies or problems in the quality of service.

6.1.1.4. A description of the specific steps the contractor will take for corrective action if needed if a deficiency or problem with the quality of service occurs.

6.1.1.5. A description of the company’s records and tracking system used to identify up-to-date background checks, applicable certifications and tests, and training of each employee performing services under this contract.

6.1.1.6. A description of the method used to provide on-time ambulance services to meet the requirements of this contract (24/7 availability and up to 2 simultaneous transports in accordance with PWS 4.5.1.7).

6.1.1.7. A description of the methods used to identify and prevent radio communication breakdowns and a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

6.1.2. The Government will evaluate the contractor’s performance under this contract to ensure that the contractor’s QCP is adequate, and that quality is achieved through a Quality Assurance Surveillance Plan (QASP).

6.1.3. The Government shall prepare a QASP after contract award derived from the Performance of Work Statement (PWS) and the contractor’s quality control plan. The QASP is a “living document” and the Government may review and revise it at any time. However, the Government shall coordinate changes to the QASP with the contractor.

6.1.4. The QASP will specify the work requiring surveillance and the Government’s method of surveillance.

6.2 CONTENGENCY PLAN: (In case VetRide Vendor Portal is down) A description of the method/system used to log all requests for service. The contractor shall confirm that the log indicates the date and time of service call, actual time of pick-up versus the scheduled time, name of patient requiring services, designated pick-up and delivery points, mileage, and actual waiting time at pick-up and delivery points if waiting charges are claimed. The contractor shall confirm the log will be sent to the POC monthly.

6.3 Reports/Deliverables:

6.3.1 The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submissions timetables, and technical assistance as required.

6.3.2 The following are brief descriptions of required documents that must be submitted by Contractor: weekly; monthly; quarterly; annually, etc., identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for delivery of the item.

Task 4.4.3.6.3 Driver’s License Upon request

POC/Designee

Task 4.4.4 Tuberculosis Exposure Control Policy

Task 4.3.1 Emergency Medical Technician (EMT) and Paramedic Qualifications 7 days after award, Annually, Upon request, and /or within 15 days of changes POC/Designee

Task 5.7 Incident Reporting Contact within 1 hour and written report by the end of next business day CO/POC/Designee

Task 6.1 Contractor’s Quality Control Plan

Task 14 Certification of Minimum Liability Insurance Coverage Provide within 10 days after contract award and within 7 days of any changes / Annual Renewal POC/Designee

Task 12.1.1 Health Information Portability and Accountability Act

(HIPAA)

7 days after award, Annually, Upon request, and /or within 15 days of changes POC/Designee

7. Minimum Performance Standards

7.1. The contractor shall maintain performance standards in accordance with the standards outlined in the table below. Failure to meet the Acceptable Quality Levels (AQL) may result in termination of the contract.

7.2. The QASP will include the standards below as well as others derived from the successful offeror’s quality control plan.

Reference

Provide an on- time ambulance services

orders

of monthly invoices/reports

8. COVID-19 Or Other Similar Infectious Diseases

8.1. The contractor shall not refuse the transport of COVID-19 positive or other similarly infected patients.

8.2. The contractor shall abide by all additional procedures and precautions that may be implemented by the VA based on VA-issued guidance and/or CDC recommendations. These procedures are subject to change throughout the life of the contract and will be incorporated via attachment (Refer to Attachment B Veterans Transportation Service (VTS) Patient Transport PPE and Vehicle Cleaning/Disinfection Standard Operating Procedure).

8.3. The contractor shall have a written policy of steps they will take to prevent the spread of COVID-19 or other similar infectious diseases by their employees and/or vehicles. This policy shall, at a minimum, include procedures for screening drivers before each shift, deliberate decontamination of their vehicles and all other preventative precautions taken by Contractor employees. Comment by Laemmerhirt, Cynthia A.: Technical Evaluation: Please describe your COVID-19 Policy 4.3

8.4. The contractor shall furnish all required PPE throughout the life of the contract.

9. Conformity To Regulations

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

9.2 VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of the non-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.

10. Wage Rates

10.1. Wage Determination(s) as listed in Section D in this solicitation are applicable to any resulting contract.

10.2. 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).

10.3 The Department of Labor (DOL) has held that contractors must pay their employees the Service Contract Act waged while they are driving both to and from destinations for the VA. The Wage Determination is attached in Section D.

11. Worker’s Compensation

11.1 The Act of June 25, 1936, 42 Stat. 1938 (40 USC 290), authorized the constituted authority of the several states to apply their workmen’s compensation laws to all lands and premises owned or held by the United States. The contractor agrees to procure and maintain while the contract is in effect, Worker’s Compensation and Employers Public Liability insurance. The policy shall provide coverage for Public Liability Limits of not less than the statutory limitations for any one accident, and at least meet the statutory limitations if more than one person is involved. , Upon award of the contract, the contractor shall furnish to the CO a certificate from its insurance company indicating that this coverage has been obtained and that such coverage may not be changed or canceled unless 30 day advance written notice is provided to the CO .

12. Contractor Personnel Security Requirements

12.1 The contractor shall agree that all deliverables, associated working papers, and other material deemed relevant by the contractor in the performance of this task order are the property of the United States Government. The contractor shall agree that all individually identifiable health information shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. At the conclusion of the contract, all copies of individually identifiable health records shall be destroyed or returned to the VA. Any individually identifiable health records shall be deleted from computers not belonging to the VA. The contractor shall comply with the Privacy Act, 38 U.S.C. 5701, 38 U.S.C. 7332, and 5 U.S.C. 552(a) et. Seq. Contractor staff shall sign confidentiality statements before the start date of the contract. The contractor shall comply with all provisions of the Health Information Portability and Accountability Act (HIPAA), including but not limited to privacy, security of electronic health data, and adherence to standards and code sets as required by HIPAA. The contractor shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality. Any person who knowingly or willingly discloses confidential information obtained from the VA with non-essential persons, may be subject to fines.

12.1.1 HIPAA COMPLIANCE. HIPAA compliance is required. The 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 Protected Health Information (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 (VA). In accordance with HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VA.

12.1.2 BLOOD BORNE PATHOGENS: The contractor and the employees provided, pursuant to this contract, shall comply with the effective VAMC Policy (and Occupational Health requirements in accordance with OSHA Blood Borne Pathogens (BBP) Law and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA’s General Duty Clause) governing health care workers infected with a blood borne pathogen. If the contractor obtains information that a health care worker providing care pursuant to this agreement may be infected with a blood borne pathogen, the contractor will advise the Contracting Officer immediately.

13. Evidence of Coverage

13.1 Before commencing work under the contract, the contractor shall furnish the CO with a certification from his/her insurance company indication that the coverage outlined in this contract has been obtained and that it may not be changed or canceled during the term of the contract.

14. Medical Liabilities Insurance

14.1 The contractor shall carry required insurance (See VAAR Clause 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE) and vehicle insurance in accordance with the Wilmington Department of State Health Services.

15. Annual VHA Training

15.1 In accordance with VHA Directive 2003-028 "Compliance and Business Integrity Program", its updates or replacement directives, IG Guidance at 8994, Section II(C); Guidance at 4875, Section III (B)(4) Sentencing Guidelines, Section 8B2.1 (b) (4) (B) annual compliance training is to be provided to all contractors within the scope of their work. The medical center COTR’s are to coordinate the annual training with their respective Contracting Officer and Compliance and Business Integrity Officers. A copy of the documentation of the completed annual training is to be provided to the Compliance and Business Integrity Officers for their files.

In accordance with VHA Directive 1605.1 “Privacy and Release of Information”, updates or replacement directives annual VHA Privacy Policy Training is to be provide to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the CO and the facility Privacy Officer for their files.

In accordance with VA Directive 6500, “Information Security Program”, updates or replacement directives annual VHA Cyber and Security Information Training is to be provided to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the Contracting Officer and the facility Information Security Officer for their files.

16. Contractor Performance Assessment Rating System (CPARS) Required Registration with Contractor Performance Assessment Rating System (CPARS)

16.1 As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $1,000,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided with an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies.

16.2 Each contractor whose contract award is estimated to exceed $1,000,000 is required to register with the Contractor Performance Assessment Rating System (CPARS) database at the following https://www.cpars.gov/ or by calling (207) 438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor’s registered representative.

16.3 For contracts with a period of one year or less, the CO will perform a single evaluation when the contract is complete. For contracts exceeding one year, the CO will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA CO.

16.4 Failure to have a current registration in the CPARS database, or to re-assign…