SOW Updated.pdf

Statement of Work

Emergency Medical Services (EMS)

SCOPE

The Bureau of Prison, Field Acquisition Office in Grand Prairie, Texas is seeking a contractor to provide

Emergency Medical Services (EMS) medical care and transportation of Adult in Custody (AIC) in crisis health situations and the escorting officers to the local hospitals in the community. The Contractor agrees to furnish emergent ambulance services to include Advanced Life Support (ALS) Emergency, Basic Life

Support (BLS) Emergency ALS Level II, Specialty Care Transport, ALS Non-Emergency, and BLS Non-

Emergency, 24-hours per day, and 7 days per week (to include all federal holidays) for adults in custody at the Federal Correctional Complex located in Butner, North Carolina.

Types of AIC transfers could include but are not limited to: prison to local hospitals. Hospitals to include but not limited to Duke University Medical Center, UNC Chapel Hill Medical Center, Granville Medical

Center, Duke Regional Hospital, Maria Parham Medical Center and North Carolina Specialty Hospital.

The Contractor shall have available the appropriate number of Emergency Ambulances to provide services in a timely manner as outlined by the contract.

At a minimum, the contractor shall comply with any and all applicable federal, state, and local laws, regulations and standards including but not limited to:

• Requirements contained in this Statement of Work, standards of the North Carolina

Department of Motor Vehicles and the Joint Commission. Contractor must be a certified provider of paratransit services in the state of North Carolina by the North Carolina

Department of Motor Vehicles at the time of quote submission.

• The Health Insurance Portability and Accountability Act of 1996.

• North Carolina Ambulance Statutes:

https://www.ncleg.net/EnactedLegislation/Statutes/PDF/ByArticle/Chapter_131E/Article_7.

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• Federal Highway Safety Act of 1966, as amended.

• The contractor shall maintain insurance coverage as specified in LFUCG Ord. No.308-2005, § 1, 11-17-05, section 18C-3. The contractor shall provide a certificate of insurance upon contract award and upon beginning of each option year.

• Upon request, the contractor will make vehicle registration permits available for inspection.

PASSENGER TRANSPORTATION

Contractor shall receive transportation requests and provide medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract, including federal holidays. The request can come any hour of the day on a twenty-four (24) hour per day basis.

If an adult in custody is being transported declines to be properly belted, he/she will not be transported. If the patient removes the securing devices during the trip, the driver will take all precautions to secure the patient. The Contractor is not required to transport inmate who refuses to be properly secured while being transported.

https://www.ncleg.net/EnactedLegislation/Statutes/PDF/ByArticle/Chapter_131E/Article_7.pdf https://www.ncleg.net/EnactedLegislation/Statutes/PDF/ByArticle/Chapter_131E/Article_7.pdf

Contractor drivers shall ensure proper loading/unloading techniques are followed at all times. Adults in custody in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g.

roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat. NO AIC shall be allowed to ride a motorized cart

(scooter) on the vehicle lift at ANY time. The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available.

For drop-offs at associated hospital sites, patients will be dropped off in the emergency room entrance, or designated location, of the respective sites with the escorting correctional staff. All AIC shall be attended by authorized correctional staff at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. When the AIC is delivered to a clinical destination, an authorized care giver or medical staff at the destination must be informed of the patient’s arrival by the contractor’s driver or authorized correctional officer. Contractor is to transfer or

“hand-off” the AIC to the next person responsible for their care as indicated for specific inmates.

Diversion from destination shall only be authorized by the COR, BOP Clinical Director, Hospitalist, Warden or another BOP authorized designee. All diversions from destination will be reported to the BOP staff in charge.

Contractor’s driver shall notify the BOP, of any unusual events, including but not limited to, accidents, safety problems, AIC unbolting themselves, verbal/physical conflicts, and other such incidents that occur, which involve any AIC being transported under this contract. The COR/designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR/designee and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR/designee by close of business the next working day.

Drivers shall not make non-emergent stops for any reason, during any adult in custody transport under this contract.

While transporting AIC under this contract, only authorized drivers or attendants, or escorting officers shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle.

The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required.

It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one AIC is transported on a trip, whether it is to the same destination or to separate destinations, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. However, the longest distance over which an AIC is transported may be claimed when more than one AIC is transported concurrently.

DRIVERS AND AUTHORIZED ATTENDANTS

All Contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor’s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract.

All Contractor’s drivers and attendants shall have passed an approved first aid course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request.

All Contractor authorized attendants shall have passed an approved BLS/ACLS course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request.

All Contractor’s drivers and attendants shall have the physical capabilities and all certifications necessary to provide special assistance to the patients when transporting inmates. The BOP reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of inmates should it be determined the driver has engaged in unsafe practices. The contractor shall promptly replace any personnel removed from the performance of services

Acts are not permissible by drivers that provide services under this contract or while on BOP premises include, but are not limited to:

•Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor’s prescriptions which do not impair driver’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability)

•Gambling in any form

•Smoking (including e-cigarettes) and other uses of tobacco while on duty. Both Patients and

Contractor are prohibited from smoking in Emergency Ambulances

•Carrying of pistols, firearms or concealed weapons

•Resorting to physical violence or verbal altercations to settle a dispute with a fellow employee, patients, or the general public while on duty. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

•Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward patients or other employees

•Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time

•Engaging patients in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

•Soliciting or accepting tips from patients, companions, or others at any time.

The BOP reserves the right to bar any driver from transporting adults in custody should he/she violate any terms of this contract.

All Contractor’s drivers shall maintain a valid operator or chauffeur’s license, required to operate the type of vehicle necessary to perform the service, as required by the State of North Carolina. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid licenses and certifications of all drivers performing under this contract. Contractor staff must possess a valid Cardiopulmonary

Resuscitation Certificate (CPR) and completed requirements include certified first responder and/or emergency medical technicians (EMT) and/or Paramedic.

Contractor drivers shall not text message while driving. See FAR 52.223-18, Encouraging Contractor

Policies to Ban Text Messaging While Driving, which is incorporated into FAR 52.212-15. Commercial

Terms and Conditions.

All Contractor drivers should don appropriate Personal Protective Equipment (PPE) as required for safe, effective transportation. This PPE will be provided and maintained by the Contractor.

CONTRACTOR CONDUCT

The Contractor’s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the Bureau of Prisons. All BOP rules and regulations shall be adhered to by the Contractor or Contractor’s personnel while said persons are at or on the grounds of the institution. Any fraternization between contractor employees and BOP employees and

/or AIC is strictly prohibited.

ORDERS

The Contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the AIC’s name, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact the COR/designee with any questions, requests for clarification, or the need for additional information during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the appropriate staff at the BOP. The Contractor shall provide a breakdown no later than the 5th of each month with the prior month’s trips and associated costs (mileage, pick up time, drop off time) per patient. This report shall be in excel format and emailed to the COR. If emailing is not possible, the report shall be faxed or mailed.

In case of inclement weather, the decision as to whether or not an AIC will be transported will be made mutually by the BOP and the Contractor.

The Contractor shall notify the BOP of the estimated time of arrival for any vehicle in-route to pick-up an

AIC or any AIC loaded vehicle in-route to a specific destination. The Contractor shall also notify the

BOP, by telephone, in the event that the Contractor is unable to provide the trip within the time frame necessary for the inmate.

If the BOP authorizes the Contractor to transport more than one AIC on a trip to the same destination separate destinations, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. However, the longest distance over which an AIC is transported may be claimed when more than one patient is transported concurrently. The Contractor must ensure that the drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government.

The Contractor shall immediately notify the BOP of any incident or accident involving injury to BOP patients during transport. The Contractor shall promptly (within 24 hours of the occurrence) complete and submit to the Contracting Officer Representative (COR) a detailed incident report. Motor vehicle accidents occurring during an AIC transport must all be reported even if there is no immediately apparent injury to the AIC(s) being transported.

PATIENT PRIVACY AND CONFIDENTIALITY

Contractor shall maintain the confidentiality of all adult in custody information and records associated with the performance of this contract. Awarded contractor may be required to sign Business Associate

Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996

(HIPAA).

VEHICLES

FAILURE BY THE SUCCESSFUL CONTRACTOR TO MAINTAIN COMPLIANCE WITH ANY OF

THE PROVISIONS PRECRIBED IN THIS SECTION FOR VEHICLES USED IN PERFORMANCE

MAY BE CONSIDERED GROUNDS FOR DEFAULT OF THE CONTRACT.

Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with

Disabilities (most current volume), State and Local Laws, ordinances, codes, rules and regulations and must have a minimum of the following:

All Emergency Ambulances shall be equipped to allow for direct communication, at all times, between the drivers and staff of the BOP. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the BOP by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication.

All Emergency Ambulances shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the AIC’s well-being.

All Emergency Ambulances shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) sanitary blankets.

All Emergency Ambulances shall be well maintained in a clean and orderly condition. Emergency

Ambulances must be free from physical damage; odor, debris and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the contractor’s establishment and made available for inspection upon request.

All Emergency Ambulances shall be smoke free and provide the proper ventilation for the adults in custody.

All Emergency Ambulances shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Bureau of Prisons.

The Contracting Officer reserves the right to prohibit specific Emergency Ambulances from being used to perform transportation services under this contract. This determination will be at the sole discretion of the Contracting Officer and will be based on documented evidence.

The contractor shall transport patients authorized for transport by the BOP, which shall include bariatric patients greater than 400 pounds that may require more than one person to lift.

RATES

Payment for mileage traveled will be limited to “one way only” up to 20 miles, the distance over which the patient is transported. The actual distance of the authorized trip from the specified point of origin

(pick-up point) to the specified final destination (drop-off point), including applicable waiting time shall determine total cost per trip.

Payments for trips beyond the 20-mile radius limit will be made under “rate per miles” and will include the base rate and the rate per mile for distance travelled beyond the 20-mile local base travel radius.

Should the BOP make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, BOP may notify the Contractor to cancel the order.

Should the Contractor arrive at the destination before BOP cancels the order, of if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor’s control, e.g., incorrect address, or

AIC absence, or AIC refusal, then the Contractor shall receive 100% of base rate for a one way trip as provide in the Schedule of Supplies or Services and Prices/Costs, and applicable mileage if outside

Contract Mileage Threshold areas of coverage. ALS Non-Emergency and BLS Non-Emergency would be utilized if EMS comes to the institution and the AIC is identified to need to be transported to the local hospital; however, the trip has been identified as no longer emergent.

Other Charges: It is understood that the prices listed in the accepted Schedule of Supplies or Services and

Prices/Costs shall be inclusive of all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the

BOP for any such separate charges.

BILLING FOR SERVICES

The contractor is expected to bid a fixed/capitated price for each transport.

The contractor shall submit a consolidated bill for all services provided in each calendar month. . The contractor agrees to be paid for monthly bill via electronic funds transfer. ·

Upon request, the contractor shall supply individual run sheets and itemized bills for any service provided to FCC BUTNER.