S02 36C26226Q1451.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* FIXED WING AIR AMBULANCE SERVICE PRESCOTT/PHOENIX/TUCSON ARIZONA

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 87108

SOLICITATION NUMBER* 36C26226Q1451

RESPONSE DATE/TIME/ZONE 09-10-2026 12:00pm MOUNTAIN TIME, DENVER, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* V225

NAICS CODE* 621910

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO22 Network Contracting New Mexico VA Health Care System 1501 San Pedro Drive SE Albuquerque NM 87108

POINT OF CONTACT*

Contract Specialist Rochelle Bennett Rochelle.Bennett@va.gov

PLACE OF PERFORMANCE

ADDRESS See draft statement of work

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.

Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Loma Linda Health Care Systems at the following locations are seeking a potential qualified contractor that can provide Fixed Wing Air Ambulance Services:

• The Phoenix VA Healthcare System (PVAHCS), 650 E. Indian School Road, Phoenix, AZ 85012

• The Southern Arizona VA Healthcare System (SAVAHCS), 3601 S. 6th Avenue, Tucson, AZ 85723

• The Northern Arizona VA Healthcare System (NAVAHCS), 500 Hwy 89N, Prescott, AZ 86313

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 621910 ($22.5 Million).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered and certified with the U.S. Small Business Administration Veteran Small Business Certification located at https://search.certifications.sba.gov/. All interested Offerors should submit information by e-mail to Rochelle.Bennett@va.gov. All information submissions to be marked Attn: Rochelle Bennett, Contract Specialist and should be received no later than 12:00 pm MST on September 10, 2026.

http://www.sam.gov/

**DRAFT** PERFORMANCE WORK STATEMENT (PWS)

Title: Fixed Wing Air Ambulance Services (SAVAHCS, PVAHCS, and NAVAHCS)

SPECIFICATIONS:

SPECIAL NOTE: The Air Ambulance Contractor must be a “Covered Entity” as defined by Medicare. The HIPAA Rules apply to covered entities and business associates. Individuals, organizations, and agencies that meet the definition of a covered entity under HIPAA must comply with the Rules' requirements to protect the privacy and security of health information and must provide individuals with certain rights with respect to their health information.

1. Scope:

Contractor will provide Advanced Life Support (ALS)/Basic Life Support (BLS)/Critical Care Transport (CCT) pre-arranged air ambulance service twenty-four (24) hours per day, seven (7) days per week, including all holidays for beneficiaries of the following VA Medical Centers:

• The Phoenix VA Healthcare System (PVAHCS), 650 E. Indian School Road, Phoenix, AZ 85012

• The Southern Arizona VA Healthcare System (SAVAHCS), 3601 S. 6th Avenue, Tucson, AZ 85723

• The Northern Arizona VA Healthcare System (NAVAHCS), 500 Hwy 89N, Prescott, AZ 86313

Note: Transportation will generally be located in Arizona, however, cross country flights to other states may be required.

For the purpose of this Contract, patients shall be transported by Air Transport only if the patient requires continuous ECG monitoring and/or the physician designates a patient as a critical care transport. It is further understood that only a physician or registered nurse with critical care training and current advanced cardiac life support will be designated as the medical flight attendant, in accordance with the standards of the Commission on Accreditation of Medical Transport System (CAMTS), the National Accreditation Alliance Medical Transport Applications (NAAMTA Global), or European Aero Medical Institute (EURAMI) for any critical care transport.

1.1 Air ambulance flights are expected to be one-way trips (patient leg only) if the authorized beneficiary is transferred to another VA facility. If return Air Ambulance service would be required, it would be the responsibility of the sending VA medical center to provide this under their current contracts. The price shall include all legs of transportation including ground ambulance to and from respective airports.

1.2 It is understood that only one VA patient will be transported on a trip unless multiple VA patients are specifically authorized by the VA. When more than one VA patient is transported on a trip, reimbursement shall be made at the rate not exceeding the cost of transporting a single patient; however, the longest distance over which a patient is transported may be claimed when more than one VA patient is transported in a single airplane concurrently. Under no circumstances will the VA order air ambulance service for more than two VA passengers for any one flight. Contractor is expected to accept all patients (regardless of physical or mental health condition) but has the right to refuse when in the best interest of the safety of the patient.

Contractor will not accept any patient unless the VA case manager or other assigned designee authorizes the flight. The VA case manager or assigned designee will inform the Contractor regarding all medical treatment or care requirements for each patient (such as the administration of oxygen or medication).

Note: Passengers, such as family members, may be carried at the discretion of the pilot, providing all applicable FAA regulations are met. There shall be no extra cost to the VA.

1.3 In the event the Contractor is unable to support the request for patient pick-up service, it will be the responsibility of the Contractor to make arrangements with another air carrier to provide equivalent transportation. The cost for the alternate service with the replacement air carrier will be borne by the Contractor. The alternate service provider will submit all bills for reimbursement to the Contractor directly, reimbursement can be submitted on the next monthly invoice, however, the government will pay no more than the contract-negotiated rate.

1.4 Response Time/Waiting Time:

1.4.1. Response Time: Contractor shall be enroute to provide transportation within two (2) hours of request from the VA facility.

1.4.2. Waiting Time: Contractor shall not be expected to wait more than one (1) hour for patients coming to the VA without receiving further payment. Delays due to causes beyond the control and without the fault of the VA for the beneficiary patient concerned shall not be considered waiting time. Such causes may include but are not restricted to, acts of God or of the public enemy, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, or delays caused by weather conditions.

1.5 Ground Ambulance Coordination:

If a VA facility cannot arrange government operated or contracted ground ambulance services, the Contractor is responsible for coordinating ground ambulance services to provide continuity of transportation. The air ambulance operator will coordinate aircraft departures and arrivals with required surface transportation to avoid any delays at the points of origin and flight destination. If a delay is unavoidable, the patient must be protected from inclement weather, including temperatures that could adversely affect their conditions.

NOTE: Air Ambulance Medical Team shall provide bedside-to-bedside continuum of care for all patients.

Facility Points of Contact:

• PVAHCS: During normal business hours (Monday through Friday, 8:00 am to 4:30 pm Arizona time, excluding federal holidays) air ambulance provider will utilize PVAHCS contracted ambulance service to transport patients to and from the air ambulance provider’s location when at an airport within 25 miles of the Phoenix VA hospital.

Provider will coordinate the ambulance through PVAHCS Veterans Transportation Service (VTS) Dispatch (602-277-5551 EXT 7650 Option one). If the VA ambulance is not available for transport; the sending VA will coordinate alternative ambulance transportation as part of continued care. After duty hours contact Administer Officer of the Day (AOD) at

TBD.

• SAVAHCS: During normal business hours (Monday through Friday, 8:00 am to 4:30 pm Arizona time, excluding federal holidays), the air ambulance provider will utilize the SAVAHCS contracted ambulance service to transport patients to and from the air ambulance provider’s location when at an airport within 25 miles of the Tucson VA hospital. Provider will coordinate the ambulance through SAVAHCS Veterans Transportation Service (VTS) Dispatch (520-629-4626). If the VA ambulance is not available for transport; the sending VA will coordinate alternative ambulance transportation as part of continued care. After duty hours contact Administer Officer of the Day (AOD) at TBD.

• NAVAHCS: During normal business hours (Monday through Friday, 8:00 am to 4:30 pm

Arizona time, excluding federal holidays), the air ambulance provider will utilize NAVAHCS contracted ambulance services to transport patients to and from the air ambulance provider’s location when at an airport within 25 miles of the Prescott VA hospital.

Provider will coordinate the ambulance through NAVAHCS Transportation Service (VTS) Dispatch (928) 776-6046. If the VA ambulance is not available for transport; the sending VA will coordinate alternative ambulance transportation as part of continued care. After duty hours contact Administer Officer of the Day (AOD) at TBD

1.6. Patient Medical Records: Contractor shall maintain for a period of five (5) years (Title 42, Part

482.24 (Public Health) requirement, a record of each air ambulance operation, including but not limited to the following:

(1) Patient’s name.

(2) Date of flight.

(3) Diagnosis.

(4) Originating and termination points and patient’s condition upon departure and arrival.

(5) An in-flight medical attendant’s report of the patient’s status, including vital signs, level of consciousness, drugs administered, and details of therapeutic intervention.

(These notes can be vitally important to those who must provide subsequent care.)

(6) Unusual circumstances encountered during the flight, including inordinate altitudes flown, turbulence, times associated with these abnormal conditions, etc.

1.7. Operational Requirements: The fixed wing aircraft shall consist of the medical transport vehicle, transport personnel, patient care equipment, and supplies in accordance with FAA specifications.

1.7.1. Offeror shall supply all licenses, certifications, competencies, qualifications with a list of all personnel and their titles that will be involved in the performance of the contract, including dispatcher names and telephone numbers.

1.7.2. Contractor shall hold a valid Air Carrier Operating Certification issued by the Federal Aviation Agency (FAA), for an Air taxi operator. The operations authorized under this certificate shall be such that he/she can perform the services required by this contract. Contractor shall abide by all applicable FAA regulations. Contractor shall hold a valid commercial airman’s certificate with the appropriate ratings for the conditions of the flight being undertaken and operate under the air taxi rules for that certificate. Contractor will be, and must maintain all CAMTS, NAAMTA Global, or EURAMI accreditations. Contractor must comply with all applicable, Federal, State, and Local Regulations governing the operation of an Air Ambulance service.

1.7.3. FAA flight plans shall be filed for any aircraft used for an air ambulance flight under this contract. Wherever practical and possible, the pilot shall take advantage of all existing ground and air communication facilities. Before each flight, the pilot shall obtain the latest information relative to weather, airport conditions, and navigational facilities and, further, shall be satisfied that all conditions are such that they will not constitute a hazard. In the event a flight is interrupted short of the destination, the contractor shall immediately notify the VA Facility POC requesting the transport and make necessary arrangements.

Note: “Lifeguard” Flight Plans. Operators engaging in air ambulance operations should use the word “Lifeguard” only when expeditious handling is required. An Air Traffic Controller can help a pilot avoid significant weather and turbulence and can pass information to ground personnel to help expedite the handling of patients. These additional services will be provided when the controller’s workload permits.

1.7.4. All operations under the contract must be supervised by competent trained personnel who adhere to safe practices. Definite precautions shall be taken to keep passengers and spectators away from the aircraft when the power is on. All facilities, including ramps, ramp areas, building passenger areas, etc., will be maintained in a clean and orderly condition, free from debris and any accumulation which may constitute an accident or fire hazard. The patient should be sufficiently isolated from the cockpit to minimize in-flight distractions and interference, which would affect flight safety.

1.7.5. Passengers shall not be allowed to board aircraft when engines are running.

1.7.6. Contractor shall provide each air ambulance with an aircrew consisting of at least the minimum standard required by the FAA and the related State Department of Health. A medical doctor may be substituted for the attendant. Additional contractor team members may accompany the aircrew at the discretion of the Contractor, at no additional cost to the VA.

1.8. Information Relayed Between Pilot and Medical Attendant:

1.8.1. As a minimum, the pilot will provide the following information to the Medical Flight Attendant:

a. ETA (Estimated Time of Arrival).

b. Planned flight altitude.

c. Significant and/or expected weather.

1.8.2. The Medical Flight Attendant will provide, at a minimum, the following information to the pilot:

a. Brief appraisal of the patient’s problem and condition.

b. Patient’s environment need-’s e.g., pressurization, temperature, etc.

c. Significant changes in the patient’s condition during flight.

d. Care/medication administered during flight.

1.9 All work related to this contract will be performed in accordance with any applicable Federal Aviation Administration (FAA), U.S. Department of Transportation (DOT), Occupational Safety Health Administration (OSHA) regulations, as well as applicable State health and safety regulations.

1.9.1 All aircraft used in the performance of this agreement must be maintained in an airworthy and clean condition (Including interior windows and aircraft exterior) in accordance with all applicable FAA Regulations procedures by means of an established inspection and maintenance plan. Line inspections shall be performed at least once in the twenty-four (24) hour period preceding a flight. Aircraft shall be handled exclusively by trained personnel. Additionally, the vendor shall also provide preventative maintenance inspections of the aircraft to be used for the provision of these services, as required by the FAA on a monthly basis to the Contracting Officer Representative (COR) or designee.

1.9.2 Refueling: No air ambulance shall be refueled with a patient aboard unless the fueling procedures are in accordance with those accepted by the FAA in the Certificate Holder’s Operations Manual. Precautions shall be taken at all times when aircraft is being refueled with passengers aboard. Prior arrangements should be made with airport authorities to have a fire truck in the immediate vicinity of the aircraft during refueling operations. When a fire truck is not available, additional fire control equipment should be in the immediate vicinity and manned.

Patient extrication in the face of a hazardous condition should be well planned. Fuel fumes can complicate a patient’s condition. Accordingly, fueling with a person aboard should be avoided when possible, or if fueling operations are unavoidable, the patient should be temporarily removed from the aircraft if his/her medical condition allows this latitude.

1.9.3 Contractor shall own and operate adequate maintenance facilities or shall have a contract with an acceptable shop to perform aircraft maintenance; said contractor to provide that maintenance shall be performed as and when required by the FAA.

1.10 The Government intends to make one award. The resulting contract made against this solicitation will be an Indefinite Delivery Indefinite Quantity (IDIQ) firm-fixed price contract.

1.11 Period of Performance:

Base Period: 10-01-2026 to 09-30-2027

1.12 Estimated number of trips.

Description 6-Month Estimate

Air ambulance services for SAVAHCS 2 to 5 one-way trips

Air ambulance services for PVAHCS 2 to 5 one-way trips

Air ambulance services for NAVAHCS 2 one-way trips

2. General Requirements:

2.1 Non-Personal Services: The Government shall neither supervise contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.2 Business Relations: Contractor shall successfully integrate and coordinate all activities needed to execute the requirement. Contractor shall manage the timeliness, completeness, and response to quality deficiencies identified. Contractor shall provide corrective action plans, proposal submittals, effective management of subcontractors, and the timely identification of issues which should be reported no later than 24 hours after they are noticed. Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

3. Contract Administration and Management:

3.1 Contracting Officer Representative (COR) Designation

3.1.1 The Contracting Officer (CO) will appoint a Contracting Officer Representative (COR) to perform tasks related to the execution and surveillance of this contract. The COR will be designated to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The foregoing is not be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspect of the contract.

Those matters are the responsibility of the CO and shall not be delegated.

3.1.2 The CO is responsible for the administration of this contract. The CO is the only individual authorized, to extent indicated in this contract, to take actions on behalf of the Government, which may result in changes in the contract terms, to include deviation from the statement of work, details, and performance schedules. Communications pertaining to contractual matters shall be addressed to the CO. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the CO. No oral statements of any person whosoever will in any matter or degree, modify or otherwise affect the terms of this contract.

3.1.3 Contractor will receive a copy of Delegation Letter which will identify the COR appointed by the CO. The Contracting Officer Representative (COR) will be included on all communications between the Contractor and the Contracting Officer, and the COR shall be responsible for the validation/reconciliation of claims and authorization for payment.

3.2 Service Requests:

3.2.1 Authorized VA personnel will request service under this contract. Fulfilling requests from persons other than authorized personnel may result in loss or delay in payment for supplies/services provided. Requests will be placed via VetRide Third Part Portal or VA approved transportation software. All requests for services made during normal business hours will be made via the VetRide Third-Party Portal or VA-approved transportation software. Outside of normal business hours, requests may be made via the VetRide Third-Party Portal or VA-approved transportation software, in writing, or by telephone. If the request is made by telephone, written documentation of the request and response and response time will be provided to the Mobility Manager or the VA Transportation Coordinator within the first three (3) hours of the next business day.

3.2.2 An authorization number will be provided to the Contractor at the time the order is placed or within 48 hours of transport. A unique authorization number will be used for each trip.

Contractor will commence the flight at the scheduled times unless prevented from doing so by conditions outside of the Contractor’s control (weather, national emergency, etc.) in which case the contractor must immediately notify the Veterans Transportation Service (VTS) Mobility Manager or designee.

3.2.3 The VA Clinical Provider requesting an air ambulance is responsible for identifying a medical justification for an air ambulance transport and delineating the medical care of the patient during transport. Medical orders will be issued upon patient pick-up as well as a travel authority. It is the provider’s responsibility to complete the delivery of transfer paperwork to the receiving facilities’ accepting patients.

3.2.4 Requests or changes to transportation requests will only be made by authorized VA officials as specified by the VA. Under no circumstances is there to be any deviation on request of any other party. In addition, no deviation will be made by the Contractor.

3.2.5 Contractor will be provided with a list of individuals authorized to request transportation services. Individuals not on this list are not authorized to order services. The Government will not be responsible for persons requesting services who are not on the list. The COR will furnish the Contractor with the names of individuals delegated authority by a separate letter upon issuance of the contract or agreement. Delegated authorities may not negotiate contract terms and conditions, determine price reasonableness, or determine best value. Services ordered from persons other than those delegated may result in an unauthorized commitment.

3.2.6 Payment will be based upon air mileage per actual loaded (patient onboard) miles flown and is expressed in nautical miles. In case a circuitous route must be employed for reasons of safety (such as unfavorable terrain or weather), a copy of the flight log showing with justification necessitating the detour from the most direct route will be provided to the VA as an itemized list if any additional charges are warranted.

4.0 Rates:

4.1. This is a firm-fixed price contract. Quoted rates listed in Section B.2 Price Schedule and Attachment 2, Bid Schedule shall not be modified. Additional charges for sub-contractor services, to transport the plane to the origin destination, or for transport after final destination are not authorized under this contract. In addition, the Government shall not receive any invoices from sub-contractors. There is no privity of contract between the Government and any sub-contractors.

4.2. Dry Runs/Cancellation: Contractor will be reimbursed at the full contract amount for “dry runs” (Trips made by the Contractor when the beneficiary is not available for pick-up). The charge will not be allowed if authorized VA personnel cancel the trip within one (1) hour of the scheduled pick-up time.

5.0 Contract Management and Administration

Contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the related State. Furthermore, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from.

5.1 Contract Management: Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.

Contractor must maintain continuity of all ongoing operations between the VA Medical Centers under this contract and the Contractor's corporate offices.

5.2 Contract Administration: Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. Contractor shall respond to Government requests for contractual actions in no later than three business days. Contractor shall have a single point of contact between the Government and contractor personnel assigned to support contracts or task orders. Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

5.3 Personnel Administration: Contractor shall maintain the proficiency of their employees by providing initial and refresher training as required to meet the PWS requirements. Contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

5.4 Contractor Personnel, Disciplines, and Specialties: Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with the necessary combination of education, training, and experience, as required by the FAA. Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

5.5 Contractor Identification: Contractor personnel shall wear the Contractor's ID badge at all times with name clearly visible and it shall be consistent with the Contractor’s personnel roster.

6. Hours of Operation:

Normal duty hours are from 8:00 am to 4:30 pm, Monday through Friday, however transportation services are required twenty-four (24) hours per day, seven (7) days per week, including the Federal Holidays listed below:

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

President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day or any other day specifically declared by the President as a Federal Holiday.

7. Additional Requirements:

7.1 VetRide or VA-Approved Transportation Software Utilization and Invoicing:

Contractor agrees to utilize the VetRide Third Party Portal and Vendor Pass or VA- Approved Transportation Software with every patient transported under this contract.

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

a) Receive and respond to electronic trip requests.

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

c) Submit claims via the electronic HCFA 1500 in the VetRide Third-Party Portal or

VA-Approved Transportation Software system.

Note: Invoices for government transportation contracts may transition from Tungsten to VetRide during the life of the contract. The Contracting Officer will provide notification of the start date along with updated instructions from those listed above. Until the transition has been approved, Contractor shall use Tungsten to submit all invoices.

Unauthorized charges will be suspended by the Contracting Officer. Unauthorized charges are those that have not been pre-approved by authorized VA personnel.

Supporting documentation may be provided and submitted for payment consideration.

Suspended charges will be reviewed by the Contracting Officer Representative (COR) 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.

Payment by VA under this contract to a provider of air 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.

7.2 Smoking Regulations and Precautions: In accordance with VA smoking policy and FAA regulations, no smoking or vaping will be allowed in the aircraft. Contractor shall comply with Federal Aviation Regulation 135.91b which prohibits smoking within 10 feet of oxygen storage and dispensing equipment carried on aircraft.

7.3 Ambient Temperature Control: The aircraft should have the capacity of maintaining the cabin temperature at about 75⁰ Fahrenheit, or as per FAA regulations during all phases of operation.

7.4 Communication System: The aircraft must have radio capability to communicate air to ground and air to air which meets/exceeds standards of FAA.

7.5 Medical Incidents/Accidents: Contractor is required to notify the Contracting Officer or his/her designee of any unusual events, including but not limited to accidents or safety problems that occur involving any VA beneficiary being transported under this agreement. This notification will be made within one (1) hour by telephone and, if requested by the VA, a written report of the event will be delivered to the Contracting Officer or his/her designee by close of business the next working day. The written report will include:

a. Name and address of patient being transported.

b. Whether patient was injured or not.

c. If patient was transferred to another contract vehicle.

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

e. Date and time when incident occurred.

f. Location where incident occurred.

g. Telephone numbers of any witnesses.

h. Mandatory police reports.

7.6 Aircraft Equipment: All aircraft shall comply with the regulations of the FAA, Federal Aeronautics Regulations (Parts 135/121) and rules and regulations of the state in which Contractor conducts business. Furthermore, all aircraft used in the performance of this agreement must be equipped with functioning two-way radios. Such aircraft must be equipped with all flight instruments required by the Federal Aviation Agency (FAA) regulations for the type of flight operations to be conducted. Such aircraft must also have the facilities to maintain proper cabin temperatures under all flight conditions. Aircraft must have electrical invertors to simultaneously power emergency medical equipment; the voltage of which is compatible to the medical equipment required. All medical equipment in the aircraft must be secured in approved racks, bins or compartments during flight. It is critical that oxygen containers be properly restrained.

7.7 Basic Medical Equipment Required for Each Flight: All medical equipment and supplies required by Arizona or California’s Department of Health shall be available and maintained to manufacturer’s standards and must be in air-worthy condition. The medical equipment and supplies shall be on board and shall be readily accessible for airplane ambulances services of this contract at no extra charge. The VA shall not provide any replacement supplies.

Note: Medications, intravenous solutions, dressings, catheterization kitset, for specific patient problems will be provided by the VA.

7.8 Maintenance of Medical Equipment and Supplies – Shall include the following:

1. Each piece of linen or blanket used for a patient shall be cleaned after each use and disinfected as necessary.

2. Each piece of equipment coming in contact with a patient shall be properly washed and disinfected after use.

3. Each stretcher pad, mattress, and pillow shall be impervious to moisture.

4. Each cover for any pad, mattress, and pillow, and each pad, mattress, and pillow, if used without a cover, shall be cleaned and disinfected after each use.

5. All medical equipment and emergency medication used in air ambulance operations must be maintained according to the manufacturer’s recommendations, and adequate records should be available to indicate that required maintenance has been performed.

7.9 Patient Care Equipment and Supplies:

1. Patient care equipment and supplies shall be available and maintained in an air-worthy condition. The medical equipment and supplies on board shall be readily accessible. All shall have provisions for easy and secure storage.

2. All items that may have to be carried with patient during transport to and from the aircraft shall be appropriately packaged.

3. As a minimum, the following items or medical equipment shall be available to be carried on board, and shall comply with Medical and FAA approvals and regulations:

a. Medical Oxygen Supply Systems

b. Medical Gases and Airway Management Equipment

c. Bandages and Medical Supplies

d. Musculoskeletal Appliances

e. Miscellaneous Medical Equipment

f. Lighting

Note: Contractor shall ensure all special requirements are included, such as type of equipment that may need to be permanently installed inside aviation medical transport vehicle, etc.

7.10 Aircraft Information: Contractor shall also include the following information related to the aircraft:

• Type of Aircraft

• Adequate Seat Capacity

• Certificates of Insurance

7.11 Maximum Payloads: Will be in accordance with the FAA standard applicable to the respective aircraft.

7.12 Deviations from FAA Regulations: All work related to this contract will be performed by the Contractor in accordance with any applicable FAA, U.S. Department of Transportation, or OSHA regulations, as well as applicable State health and safety regulations, health care accreditation standards (JCAHO or equivalent accreditation organization) and standard industry practices as defined by the Association of Air Medical Services for air ambulance transportation. Deviations from Federal Aviation Administration Regulations shall be reported in accordance with Federal Aviation Administration Regulations Part 91.3 and 135.19. Deviation decisions related to flight safety can only be made by the pilot who must consider the safety of all persons aboard as well as the needs of the patient.

7.13 This solicitation applies to non-scheduled operations of air transportation conducted under:

• 14 CFR Part 121 (“Supplemental Operations”) http://rgl.faa.gov/RegulatoryandGuidanceLibrary/rgFAR.nsf/MainFrame?OpenFrameSet

• 14 CFR Part 135 (“Commuter and On-Demand Operations”) http://rgl.faa.gov/RegulatoryandGuidanceLibrary/rgFAR.nsf/MainFrame?OpenFrameSet

7.14 FAR Part 135 Operators must be in compliance with applicable regulations as outlined in Federal Aviation Regulations Part 135: Operating Requirements: Commuter & On-Demand Operations & Rules Governing Persons on Board Such Aircraft.

7.15 FAR Part 121 Operators must be in compliance with applicable regulations as outlined in Federal Aviation Regulations Part 121: Operating Requirements: Domestic, Flag, and Supplemental Operations.

7.16 Medical Standards – refer to Federal Aviation Regulations (FARs) Part 61.23, Subpart A:

“Medical Certificates: Requirement and Duration”

• Medical Class (1st, 2nd, or 3rd)

• Medical Date (FAA certified physician check)

7.17 Insurance: Contractor shall obtain all necessary licenses and/or permits, equipment and supplies required to perform this service. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury, damage, and danger during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees as well as for any damage and/or loss of federal, personal, or public property that occurs during the performance of this contract that is caused by his/her employee's fault or negligence and shall maintain personal liability and property damage.

7.18 Inspections: The Government has the right to inspect the contractor premises, maintenance records of medical equipment and aircraft(s), flight logs, and dispatch records being used for the contracted services. Furthermore, annually the contractor must provide proof of insurance (see paragraph 10.9 and Clauses 852.228-71, and 852.237-70 for further details on insurance requirements) and copies of any licenses for all staff providing services under this contract upon request of the COR.

8. Infection Control Requirements

8.1 Health tests. Contractor attests that assigned personnel have fulfilled all testing and screening requirements as described below prior to first duty shift. Evaluations and tests shall be current within the past year, except as noted. At the VA’s request, Contractor shall provide proof that all requirements are current and fully met as described within 2 business days of request.

8.2 Tuberculosis Screening and Testing.

8.2.1 For those with previous documented positive Purified Protein Derivative (PPD) test results: All Contractor personnel shall provide a note from their physician, dated within the past three months stating they are free of any signs and symptoms of tuberculosis. This evaluation will be renewed annually.

8.2.2 For those with previously negative PPD skin test results: All Contractor personnel shall provide proof of a negative reaction to PPD testing, performed in accordance with the latest CDC standards and CDHC/California Tuberculosis Controllers Association guidelines, within the past 6 months. This test shall be renewed annually.

8.2.3 For PPD skin converters (a change from a previously negative skin test to positive; defined as an increase in duration of 10mm or more with 2 years): An evaluation from their physician within 30 days of the positive test stating they are free from signs/symptoms of TB and indicating whether prophylactic treatment is indicated. If treatment is indicated, a note from the physician stating it was satisfactorily completed.

8.2.4 Rubella Testing. All Contractor personnel shall provide proof of immunization for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with a follow-up documentation provided to the COR.

8.2.5 Varicella (Chicken Pox) Testing. Provide a history of varicella or, if unknown, results.

9. Applicable Directives:

9.1 14 CFR Part 119: Title 14 of the Code of Federal Regulations Part 119, issued by the Federal Aviation Administration (FAA).

9.2 14 CFR Part 121: Title 14 of the Code of Federal Regulations Part 121, issued by the Federal Aviation Administration (FAA).

9.3 14 CFR Part 135: Title 14 of the Code of Federal Regulations Part 135, issued by the Federal Aviation Administration (FAA).

10. Quality Control (QC):

10.1 Contractor shall develop, submit for program office acceptance, and maintain a quality control program to ensure the requirements of this contract are performed in accordance with established standards. Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures (QCP) addressing the areas identified in the service summary. Contractor shall make appropriate modifications (at no additional costs to the government) and obtain acceptance of the plan by the COR. VA shall reserve the right to determine Contractor QCPs unacceptable at any time during contract performance. If a QCP is found to be unacceptable, the Contractor shall be notified, and the CO will take action to enforce the inspection of services clause requiring an inspection system acceptable to the government (See Attachment 2, Performance Standards.

12. Security Requirements:

12.1 Service contractor is expected to perform functions that will require access to VA sensitive information. In the course of providing services, it will be necessary for the service contractor to view and receive protected health information (PHI), and personnel identifiable information (PII).

12.2 Contracts, in which VA sensitive information are accessed by a VA contractor/subcontractor require the following requirements per 38 U.S.C. § 5723 and 5725:

1) A prohibition on unauthorized disclosure: “Information made available to the Contractor or subcontractor by VA for the performance or administration of this contract or information developed by the Contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA’ See VA Handbook 6500.6, Appendix C, paragraph 3.a.

2) A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor /subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COTR, the designated ISO, and Privacy Officer for the contract.

Note: The term ‘security incident’ means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph Ga.

3) A requirement to pay liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the Contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals.” See VA Handbook 6500.6, Appendix C, paragraph 7.a., 7, d.

4) A requirement for annual security/privacy awareness training: ‘Before being granted access to VA information, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either

(i) the VA security/privacy awareness training (contains VA’s security/privacy requirements) within 1 week of the initiation of the contract, or

(ii) security awareness training provided or arranged by the contractor that conforms to VA’s security) privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA’s requirements, they will provide the COTR or CC, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA’s contract have received their annual security/privacy training that meets VA’S requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

5) A requirement to sign VA’s Rules of Behavior: “Before being granted access to VA information, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract.” See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D, Note: If the vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor’s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA’s information.

13. VA Information Custodial Language:

13.1 Information made available to the Contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

13.2 VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

13.3 Prior to termination or completion of this contract, Contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

13.4 Contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

13.5 Contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

13.6 If VA determines that the Contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be…