SOW - Sources Sought.pdf

Title: Transportation Services – Attachment A (Statement of Work)

Attachment A Statement of Work (SOW)

Title: Shinnecock Service Unit Transportation Services

I. Background

The Department of Health and Human Services (HHS), Indian Health Service (IHS) Mission is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives (AIAN) to the highest level. The Shinnecock Service Unit (SSU) is a field office of the regional Nashville Area Office of IHS, which works to ensure that comprehensive, culturally appropriate personal and public health services are available and accessible to AIAN people. The SSU is located on the Shinnecock Indian Nation territory in Suffolk County, New York. Transportation is an integral component of our program’s operation in making health care accessible to our rural population.

II. Purpose / General Description

The purpose of this requirement is to provide non-emergency patient pick up and drop off transportation services for Shinnecock Indian Nation citizens. The Contractor shall provide pick up and drop off services limited to medical related appointments only. Drivers will wait at the destination for patients to complete their appointments so that transport is immediately available to the drop off point or next destination.

Most trips originate at the Shinnecock Indian Nation Territory in rural Suffolk County, New York.

However, our eligible population may be located anywhere within Suffolk County or adjacent Nassau County. There are approximately 650 people on reservation territory, with an additional 275 in other Suffolk County locations. There are approximately 20 tribal citizens in Nassau County.

In a representative sample of our ridership over three months, patients were provided an average of 8 trips per day. The high was 13 trips and the low was 3. Trips within a 15 mile radius of the pickup point (usually Shinnecock Territory) accounted for approximately 52% of trips; within a 60 mile radius, 32% of trips; and within a 100 mile radius, 16% of trips.

We require the driver and vehicle to wait for each patient during a trip.

III. Period of Performance / Place of Performance

The period of performance shall be a base period of 12 months plus four 12-month option period.

Anticipate award date: July 30, 2024.

The primary place of performance is within and between Suffolk County and Nassau County, NY. With additional justification such as access to specialty care or limited care, transportation may be provided from Suffolk and Nassau Counties to health care destinations within New York City.

Core Days and Hours of Operation

Transportation services are required Monday through Friday between 7:00 AM and 7:00 PM but some pickups may exceed these hours. Saturday transport may be requested on occasion with sufficient advanced scheduling.

No services or deliverables shall be provided on Sundays, Federal Government Holidays, or any other day as set forth by Presidential Executive Order, or any other Federal Government closures.

The following Federal Government holidays are established by law (5 U.S.C. 6103)

• New Year’s Day (January 1)

• Birthday of Martin Luther King, Jr. (Third Monday in January)

• Washington's Birthday (Third Monday in February)

• Memorial Day (Last Monday in May)

• Juneteenth (June 19)

• Independence Day (July 4)

• Labor Day (First Monday in June)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving Day (Fourth Thursday in November)

• Christmas Day (December 25)

IV. Tasks

Task 1: Federal Records Management.

The contractor shall manage and maintain Federal records, including electronic records, ensuing from this contract in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33); 36 CFR § 1236.20

Task 2: Records Management Training

Records Management Training: The contractor (and/or subcontractor) shall ensure that all employees having access to (1) Federal information or a Federal information system, or (2) personally identifiable information (PII), complete the HHS Records Management Training before performing work under this contract, and thereafter completing the annual refresher course during the life of the contract

Task 3: Driver Responsibilities.

The contractor shall:

1. Adhere to CDC regulations as it pertains to communicable diseases (COVID-19 and others) for medical transport. See https://www.osha.gov/SLTC/covid-19/emergency-response.html standards precautions for Safe Work Practices.

2. Operate, park, store, and lock vehicle as appropriate to prevent theft or damage.

https://www.osha.gov/SLTC/covid-19/emergency-response.html

3. Obey all State and local traffic laws.

4. Use all safety devices including seat belts.

5. Notify the COR and immediately and report all vehicle accidents using Standard Form (SF) 91

Motor Vehicle Accident Report (SOW Attachment C) at the time and scene of the crash if possible, even if damage to the motor vehicle is not noticeable, to include SF 94; (SOW Attachment D) Statement of Witness should there be any witness to the accident, if applicable.

Task 4: Transportation Services Coordination.

1. Coordinate with the Contracting Officer Representative (COR) or designated SSU employee via telephone and by Secure Data Transfer Service (SDTS) email as necessary on a daily basis.

2. Provide a Dispatcher or Transportation Coordinator who will receive telephone calls from patients with requests for non-emergency medical transportation services.

3. Record the date, time and physical location for passenger pick-up, the destination address and time of the patient’s appointment. This information will be recorded and entered into a log. (See Task 5, Section E. Patient Transportation Requests).

4. At the request of patients who have already scheduled services, make changes, cancellations and adjustments as necessary to transportation scheduling.

5. Re-submit to the SSU any changes that will result in significant cost increase; for example, a trip approved with a 30 minute wait time that changes to a 3 hour wait time, or approved mileage from a 15 mile distance one way to a 100 mile distance one way.

6. The Contractor’s driver will wait for the patient at the destination. A secondary destination may be pre-authorized, such as to a local pharmacy to obtain prescribed medication treatment. In such cases the driver will wait for the patient while prescriptions are filled. At the completion of the patient’s pharmacy transaction, the driver will return the patient to the final authorized destination or residence.

7. This coordination is for planning purposes only and the anticipated transportation services discussed are not guaranteed at that point. Required transportation services won’t be confirmed until an email notification is sent to the contractor prior to the actual need. The contractor may then confirm the transportation service to the rider.

Task 5: Transportation Services.

A. Patient Pick-up Shinnecock Territory, Southampton, NY

1. Arrive at the designated pickup location allowing enough time to then transit and arrive at medical destination before designated appointment time.

2. Utilize location markers to identify pickup locations. Location markers have been provided to each Shinnecock Nation Territory home and building by the Federal Emergency Management Agency (FEMA). Markers are located at the roadside designating the driveway or entryway to each household or building on the Territory.

3. Maintain a vehicle log for each pick up including passenger name, pick up location and time.

B. Patient Pick-up Suffolk and Nassau Counties, NY

1. Arrive at the designated pickup location allowing enough time to then transit and arrive at medical destination before designated appointment time.

2. Utilize standard address locations to identify pickup locations. Alternative pick up locations may include nursing homes, treatment centers or other health care locations.

3. Maintain a vehicle log for each pick up including passenger name, pick up location and time.

C. Patient Drop-off Suffolk and Nassau Counties, NY

1. Arrive at the approved designated destination allowing enough time for the patient to transfer to the appointment location.

2. Wait for the patient at the destination. A secondary destination may be pre-authorized, such as additional medical appointment(s), or to a local pharmacy to obtain prescribed medication treatment. In such cases, the driver will wait for the patient and then return the rider to the designated final destination.

3. Consult with the COR or designated SSU employee when wait times are expected to exceed three hours, such as for kidney dialysis or other outpatient procedures where the patient may travel without medical supervision. In these cases, drivers may not be required to wait.

4. Maintain a vehicle log for each time of arrival at destination and location, waiting time, arrival time at final destination and mileage.

D. Patient Drop-off New York City, NY

1. Arrive at the approved designated destination allowing enough time for the patient to transfer to the appointment location. Due to the distance and potential for commuter traffic, additional time will have to be reserved in order to ensure timely arrivals and departures.

2. Wait for the patient at the destination. A secondary destination may be pre-authorized, such as additional medical appointment(s), or to a local pharmacy to obtain prescribed medication treatment. In such cases the driver will wait for the patient and then return the rider to the designated final destination.

3. Maintain a vehicle log for each time of arrival at destination and location, waiting time, arrival time at final destination and mileage.

E. Patient Transportation Requests

1. Receive and record patient requests for transportation via telephone. A designated telephone line and number will be provided for individual patients to call to arrange services with the contractor’s Dispatcher or Transportation Coordinator. The line shall be covered at minimum by a voicemail messaging service during off-duty hours. Messages received should be responded to within one hour of the start of business on the next business day.

2. For next day transportation requests (24 hours or less), calls received from patients before 12:00 PM Mondays through Fridays should be accommodated. However, most patients may be prepared to make requests within 48 hours or more in advance of their appointment date.

F. Supply and Equipment Transportation

The contractor shall provide ambulette and livery services utilizing equipment appropriate for the safety and comfort of the ridership. All equipment shall meet safety and transport standards of the Americans with Disabilities Act and/or the New York State Department of Motor Vehicles.

1. Provide equipment that accommodates the patient’s level of ability. When needed, wheelchair vehicles will be provided.

2. For patients not using a wheelchair, assisting devices shall be provided such as handles, grips and steps. Safety equipment such as seat belts, wheelchair locks, etc., shall be provided as appropriate for the safety and comfort of passengers.

G. Vehicle Maintenance Transportation.

The contractor shall provide or ensure the provision of vehicle maintenance in accordance with New York State Depart of Motor Vehicles regulations. All vehicles will be appropriately licensed and inspected.

1. Maintain annual vehicle inspection as required by the New York State Depart of

Transportation. Inspection stickers shall be appropriately displayed and records of inspection available to the SSU COR at any time.

2. Be fully insured for transportation liability and umbrella coverages as required by the State of New York. Proof of liability coverage shall be available to the COR for inspection.

3. Complete motor vehicle operator’s trip ticket (SOW Attachment B), drop-off vehicle keys and Government vehicle, at the conclusion of trip.

H. Vehicle Operators.

The contractor shall ensure the safe and efficient transportation of patients by providing qualified, screened Vehicle Operators.

1. Ensure that vehicle operators are appropriately licensed in the State of New York. Licensing includes driver certification, driver training and continuing education where appropriate.

2. Make available to the COR, Driver’s licenses and driving records at least annually and upon the occasion of any incident involving a Shinnecock Service Unit passenger.

3. Maintain vehicle operator records including training and competency to operate vehicles and safely transport patients, including but not limited to driver advanced certifications,