S02 - Solicitation STX Ambulance Transportation Services.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 99

671-21-3-453-0086

36C25721R0122 08-13-2021

Eddie Clark 210-694-6242 08-20-2021

0800 CDT

Department of Veterans Affairs VISN17 Network Contracting Activity 7400 Merton Minter Blvd.

San Antonio TX 78229

X 100

X

621910

$16.5 Million

N/A

X

Department of Veterans Affairs VISN17 Network Contracting Activity 7400 Merton Minter Blvd.

San Antonio TX 78229-4401

Department of Veterans Affairs VISN17 Network Contracting Activity 7400 Merton Minter Blvd. (10N17/90C) San Antonio TX 78229

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

This requirement is being procured as a 100% set aside for

SDVOSB.

Please see Section B for Performance Work Statement and Price / Cost Schedule.

Please submit all questions to eddie.clark@va.gov by 08/18/2021 @08:00AM.

Please review 52.212-2 for evaluation criteria.

See CONTINUATION Page

X X

X 1

Glenn Johnson Contracting Officer

36C25721R0122

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 NOTIFICATION TO OFFERORS

B.3 SCHEDULE OF SERVICES AND PRICE

B.4 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST (JUN 2020) .. 41

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2021)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 54

C.9 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)

C.10 52.224-2 PRIVACY ACT (APR 1984)

C.11 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.12 VAAR 852.219-71 VA MENTOR-PROTÉGÉ PROGRAM (DEC 2009)

C.13 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.14 VAAR 852.219-76 SUBCONTRACTING PLANS MONITORING AND

COMPLIANCE (JUL 2018)

C.15 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.16 SUPPLEMENTAL INSURANCE REQUIREMENTS .............. Error! Bookmark not defined.

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020) 62

E.2 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.3 52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (AUG 2020)

E.4 52.204-20 PREDECESSOR OF OFFEROR (AUG 2020)

E.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

E.6 52.207-6 SOLICITATION OF OFFERS FROM SMALL BUSINESS CONCERNS

AND SMALL BUSINESS TEAMING ARRANGEMENTS OR JOINT VENTURES

(MULTIPLE-AWARD CONTRACTS) (OCT 2016)

E.7 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (AUG

2020)

E.8 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.9 52.216-1 TYPE OF CONTRACT (APR 1984)

E.10 52.232-31 INVITATION TO PROPOSE FINANCING TERMS (MAY 2014)

E.11 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.12 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.13 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (FEB 2021)

E.14 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

E.15 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE

RESOLUTION (OCT 2018)

E.16 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020)

E.17 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN

2008)

E.18 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C257

Department of Veterans Affairs

VISN17 Network Contracting Activity

7400 Merton Minter Blvd. (10N17/90C)

San Antonio TX 78229

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

This is accomplished through the

Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp

This is mandatory and the sole method for submitting invoices.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 NOTIFICATION TO OFFERORS

1. Under the authority of 38 CFR 70 - VHA Beneficiary Travel under 38 U.S.C. 111, FAR Part 12, and FAR Part 15, the Veterans Integrated Service Network (VISN) 17, North Texas Veterans Healthcare Systems requires Contractors to provide wheeled and hired car services to veterans / person whose travel is in connection with treatment or care for a service disconnected disability, on an as needed basis.

2. Offerors shall complete and return all information designated in the enclosed FAR clause 52.212-1, Instructions to Offerors – Commercial Items, and the Addendum to 52.212-1 regarding proposal submission. Failure to do so may preclude the offeror from further consideration.

3. TECHNICAL INQUIRES: Direct all technical inquiries via email only to the Contracting Specialist, Eddie Clark at eddie.clark@va.gov no later than August 18, 2021. Questions will be answered via an amendment to this solicitation and will be posted to Contracting Opportunities on or about August 18, 2021.

4. DUNS NUMBER: Provide the Dun and Bradstreet Number assigned to your firm in the space provided below: (refer to Provision 52.212-1, Instructions to Offerors – Commercial Items):

5. This requirement is set aside 100% for Service Disabled Veteran Owned Small Business (SDVOSB), therefore only SDVOSBs verified in the VA’s Vendor Information Pages (VIP) site at https://www.vip.vetbiz.gov/, at the time of proposal submission will be considered for award.

6. Post-Award Teleconference. The awarded Contractor(s) shall participate in a post-award orientation teleconference to review the on-boarding process for candidates and other post-award management procedures.

7. Indefinite Delivery / Indefinite Quantity contract may be awarded in response to this solicitation.

8. Offerors shall be able to provide all services identified in section Schedule of Services and Price for any HS for which they propose to provide services.

B.3 SCHEDULE OF SERVICES AND PRICE

This is an indefinite delivery, indefinite quantity, (IDIQ) fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

https://www.vip.vetbiz.gov/

The guaranteed minimum amount for this contract is $500.00. The maximum aggregate value of the order that can be placed under this contract is $4,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

B.4 PRICE/COST SCHEDULE

STX AMBULANCE TRANSPORTATION SERVICES

SCHEDULE OF SERVICES – PRICE SCHEDULE

BASE PERIOD: 29 September 2021 to 28 September 2022

Line Item

Description of Services

Unit of Issue

Unit Price

0001 Base Rate Transport One-Way Trip

0001a HCPCS Code: A0428 -

AMBULANCE SERVICE, BASIC

LIFE SUPPORT, NON-

EMERGENCY TRANSPORT, (base rate, to include first 20 miles) one-way trips is equivalent to one each for unit of issue.

Per Trip (One-Way)

0001b HCPCS Code: A0429 -

LIFE SUPPORT, EMERGENCY

TRANSPORT, (base rate, to include first 20 miles) one-way trips is equivalent to one each for unit of issue.

0002 Mileage Trip Outside the Base Rate

Price Per Mile

0002a HCPCS Code: A0425 GROUND MILEAGE, AMBULANCE, per mile, one way, loaded miles only, beyond first 20 miles. One-way trip is equivalent to one each for unit of issue.

Per Mile

0003 Waiting Time (in excess of 15 minutes shall be paid in 15-minute increments).

Each (15-minute Increment)

0003a Waiting Charges beyond 15 minutes. Each unit is a 15-minute block of time.

15-minute Increments Max

Each

Base Period (Total Price)

STX AMBULANCE TRANSPORTATION SERVICES

SCHEDULE OF SERVICES – PRICE SCHEDULE

SIX MONTH EXTENSION: 29 September 2022 to 31 March 2023

Line Item

Description of Services

Unit of Issue

Unit Price

1001 Base Rate Transport One-Way Trip

1001a HCPCS Code: A0428 -

LIFE SUPPORT, NON-

EMERGENCY TRANSPORT, (base rate, to include first 20 miles) one-way trips is equivalent to one each for unit of issue.

1001b HCPCS Code: A0429 -

LIFE SUPPORT, EMERGENCY

TRANSPORT, (base rate, to include first 20 miles) one-way trips is equivalent to one each for unit of issue.

1002 Mileage Trip Outside the Base Rate

Price Per Mile

1002a HCPCS Code: A0425 GROUND MILEAGE, AMBULANCE, per mile, one way, loaded miles only, beyond first 20 miles. One-way trip is equivalent to one each for unit of issue.

1003 Waiting Time (in excess of 15 minutes shall be paid in 15-minute increments).

Each

1003a Waiting Charges beyond 15 minutes. Each unit is a 15-minute block of time.

15-minute Increments Max

Each

Base Period (Total Price)

B.5 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

FOR THE

SOUTH TEXAS MEDICAL FACILITY

SPECIAL MODE OF TRANSPORTATION

Ambulance Transportation Services-

Basic Life Support (BLS)

SERVICES

8/11/2021

Section I – Description of Services

1.SCOPE

1.1.1The South Texas Veterans Health Care System (STVHCS) has requirements for special mode and paramedic life support transportation. The scope of work includes Basic Life Support (BLS). Special mode for the purposes of this requirement is defined as Ambulance Transportation Services that cover the STVHCS catchment area.

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

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

- Available on site at the Audie Murphy VA Monday thru Friday, 0730 to 1600.

- Provide real time data entry of approved transports for the Veterans. This would assist in eliminating the need to have this action condensed at the end of every day.

- Assist the Travel Department team with questions and/or concerns involving

Transportation Services.

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

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

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

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

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

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

1.1.2 GENERAL REQUIREMENTS:

1.1.2.1. The contractor shall provide Ambulance Transportation Services for patients (or beneficiaries) of the Department of Veterans Affairs as established herein. The contractor shall provide all services necessary to execute the full range of Ambulance Transportation Services as provided in the local community. Performance shall be continuously compliant with the requirements contained within this PWS to include the standards established by the Joint and the Division of Emergency Medical Services, Texas Emergency Medical Services and all applicable Federal, State and local rules, regulations, and procedures.

•Reference: Texas Administrative Code- Title 21, Part 1, Chapter 157, Emergency Medical Care.

http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157& sch=A&rl=Y

1.2. GENERAL DESCRIPTION:

1.2.1 The STVHCS facilities are located at 7400 Merton Minter Blvd., San Antonio, Texas 78229.

Kerrville Memorial Veterans Hospital, located at 3600 Memorial Blvd, Kerrville, TX 78028 and at the various counties within the state of Texas as shown in the table 2.

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

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

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

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

1.2.2. Area of Coverage. The STVHCS and surrounding VA facilities, utilize special mode transport services approximately 35,000 times annually. The contractors will provide coverage in the following counties listed and outside of the catchment area for patients of the greater Texas area as follows:

http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tacview=5&ti=258pt=18ch=157&sch=A&rl=Y

Atascosa Bandera Bee Bexar Calhoun Comal Crockett De Witt Edwards Frio Gillespie Goliad Gonzales Guadalupe Jackson Karnes Kendall Kerr Kimble Kinney Lavaca Live Oak Llano Mason McMullen Medina Menard Real Schleicher Sutton Terrell Uvalde Val Verde Victoria Wilson

Table 2: - STVHCS Catchment Area by County

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

1.2.4 PERIOD OF PERFORMANCE: The period of performance is for a one-year base with four additional one-year optional renewals beginning at award. Award is anticipated on or about June 1, 2021

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

1.3. VEHICLES AND EQUIPMENT

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

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

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

- Oxygen unit(s) for ambulances

- Oropharyngeal airways

- Portable and vehicle mounted suction

- Bag valve mask units, oxygen capable

- Portable and vehicle mounted oxygen

- Oxygen delivery devices

- Dressing and bandaging materials

- Ridged cervical immobilization devices

- Spinal immobilization devices

- Extremity splints

- Equipment to meet special needs patients

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

- Pharmaceuticals as directed by medical director protocols

- Portable External cardiac defibrillator appropriate to staffing level

- Patient transport device capable of being secured to the vehicle

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

- Fire Suppression equipment

- Emergency Safety kit

- Appropriate road emergency warning equipment

- Written emergency procedures

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

1.3.5 BLS vehicles shall include two (2) on-board EMT-Basics.

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

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

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

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

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

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

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

The contractor shall not be permitted to borrow medical equipment from the VA medical facilities.

The contractor shall provide all medications required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. Contractor shall at no time and under no circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in Schedule shall be inclusive of consumables used in transport.

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

1.3.9. The VA reserves the right to inspect contractor’s equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (ambulances) per OSHA Title 29 CFR

1910.120 (q)(6). VA inspections of contractor facilities shall in no way constitute a warranty by the VA that the contractor’s vehicles and equipment are properly maintained. The VA reserves the right to restrict the contractor’s use of equipment and vehicles which need repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements.

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

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

1.4 STANDARD FOR MAINTENANCE

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

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

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

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

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

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

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

1.4.7. The contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file and in chronological order, latest service on top. A statement from the Contractor indication compliance of vehicle maintenance files is in place should be submitted at time of offer for evaluation purposes.

Requested submission and verification of these documentation requirements will be a quality assurance procedure during the contract period.

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

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

380.501. Standards for Motor Vehicles.

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

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

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

(C) Be equipped with:

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

(ii) An operating speedometer and odometer.

(iii) Working interior lights within the passenger compartment.

(iv) Adequate interior sidewall padding and ceiling covering

(v) Two exterior rear-view mirrors, one on each side of the vehicle.

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

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

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

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

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

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

"Concealed Weapons Prohibited."

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

1.5. DRIVER QUALIFICATIONS

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

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

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

1.5.3. General.

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

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

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

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

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

1.5.10. Each driver shall:

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

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

iii) For the past three years:

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

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

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

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

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

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

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

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

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

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

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

iv) Shall attend all refresher continuing education, or advanced training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration.

http://search.usa.gov/search?utf8=%E2%9C%93&affiliate=dot-nhtsa&query=refresher+training+&searchCommit=Search

1.6 PASSENGER TRANSPORTATION & SCHEDULE OF SERVICES

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

http://search.usa.gov/search?utf8=%E2%9C%93&affiliate=dot-nhtsa&query=refresher+training+&searchCommit=Search http://search.usa.gov/search?utf8=%E2%9C%93&affiliate=dot-nhtsa&query=refresher+training+&searchCommit=Search

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

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

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

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

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

1.6.5 Contractor personnel shall always conduct themselves in a professional manner, to include good personal hygiene, wear clean and neat uniforms, and be identified by having the company and employee name affixed to the uniform. The contractor shall be responsible for furnishing all vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract.

Employee identifications shall be worn in clear view above the waist. Contractor personnel are prohibited and shall refrain from smoking, including vaping, while performing transportation duties, shall not smoke in vehicles while transporting patients. Smoking is prohibited on VA property.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

1.6.23 Will keep all sensitive information secured and confidential.

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

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

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

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

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

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

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

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

1.6.32 Passengers should be transported in compliance to CDC standards:

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

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

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

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

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

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

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

1.6.39 The offeror shall quote maximum dollar amounts for all price schedule data elements listed herein in order to be considered technically acceptable. Please note that the only minimum amounts that the Government shall be contractually obligated to provide are all https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html https://www.cdc.gov/coronavirus/2019-ncov/infection-control/infection-prevention-control-faq.html covered within the base period. In other words, there shall be no mandatory minimum amounts during any option year of the effort.

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

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

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

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

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

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

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

1.7 CALLS

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

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

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

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

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

- Mode of transportation required

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

- Required date and time of arrival

- Any other special instructions

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

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

1.7.6. Transplant recipient hours of performance. Contractor shall provide wheelchair transport…