WI Ambulance Sources Sought Notice.pdf

Sources Sought Notice

GENERAL INFORMATION

Field Information

SUBJECT*

Robert J. Dole VAMC Ground Ambulance Transportation – Mission Critical

CONTRACTING OFFICE'S ZIP

CODE* 66048

SOLICITATION NUMBER* 36C25526Q0284

RESPONSE DATE/TIME/ZONE 4/13/2026 10:00 CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* V225

NAICS CODE* 621910

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth, KS 66048

POINT OF CONTACT

Contracting Officer Steve Parrott

Stephen.Parrott@va.gov

Telephone responses are not accepted for this RFI/Sources Sought Notice

PLACE OF PERFORMANCE

ADDRESS:

Robert J. Dole VA Medical Center 5500 E Kellogg Dr.

Wichita, KS 67218

POSTAL CODE: 67218

COUNTRY: USA

ADDITIONAL INFORMATION

DESCRIPTION

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or mailto:Stephen.Parrott@va.gov competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

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 responses for all the questions or requests (a) thru (s) in order to be considered for this acquisition:

(a) Company Name _______________________________________________

(b) Address _______________________________________________________

(c) Point of Contact ________________________________________________

(d) Phone, Fax, and Email ___________________________________________

(e) UEI number ____________________________________________________

(f) Cage Code _____________________________________________________

(g) Tax ID Number _________________________________________________

(h) Please indicate the size status and representations of your business, such as but not limited to:

• Service-Disabled Veteran Owned Small Business (SDVOSB) _____________________

• Veteran Owned Small Business (VOSB) _______________________

• Hubzone ________________________________

• Woman Owned Small Business (WOSB) ___________________________

• Large Business ___________________________________

(i) Is your company considered small under the NAICS code identified under this SSN/RFI?

Yes ______ No ________

(j) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

Yes ______ No ________

(k) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact.

Designated Distributors

Company POC Phone Email

(l) If you're a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way?

Yes ______ No ________

If you do, state how and what is altered; assembled; modified?

Response:

(m) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization?

Subcontract Yes ______ No ________

Portion of Total Cost: _______________________

Please provide estimated detailed percentage breakdowns related to subcontracted work.

Response:

(n) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number.

Yes ______ No ________

Contract # _________________________________

(o) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?

Yes ______ No ________

Important

(p) Must provide a statement of capability that clearly addresses the organization's qualifications and ability to perform as a contractor for the work described below.

WORK TO BE PERFORMED: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

A. PURPOSE

The Robert J. Dole VA Medical Center (RJDVAMC), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergency and emergency ambulance transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Stretcher Transports, Basic Life Support (BLS), Advanced Life Support (ALS), and Critical Care Transport (CCT) services. The contractor shall make these ambulance services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

B. BACKGROUND

The RJDVAMC main campus is located at 5500 E Kellogg Dr., Wichita, Kansas 67218, serving approximately 30,000 Veterans primarily from the Wichita metro area and its five (5) Community-Based Outpatient Clinics (CBOCs). The hospital has 81 inpatient beds with approximately 3,300 inpatient admissions and over 375,000 outpatient visits annually. The Government intends to award a Requirements-type contract, Firm Fixed Price (FFP) contract.

CBOCs served under this contract include:

CBOC Name Address

Hays CBOC 4107 Vine St., Hays, KS 67601

Salina CBOC 1410 E Iron Ave., Salina, KS 67401

Hutchinson CBOC 1625 E 30th Ave., Hutchinson, KS 67502

Dodge City CBOC 2201 Summerlon Cir., Dodge City, KS 67801

Parsons CBOC 1907 Harding Dr., Parsons, KS 67357

Robert J. Dole VA Eye Clinic 949 S Glendale St., Wichita, KS 67218

C. QUALIFICATIONS

C.1 Proposals will be considered only from offerors regularly established in the business of ambulance transportation services who are financially responsible and possess the necessary equipment and personnel to furnish service in the volume required. The contractor shall meet all requirements of Federal, State, and local codes regarding operations of this type of service. Subcontracting of services shall not be authorized without prior approval of the VA. The contractor shall submit requests for subcontractor approval to the Contracting Officer (CO) and Contracting Officer's Representative (COR) 30 days prior to the subcontractor transporting patients.

C.2 All Emergency Medical Technicians (EMTs), Critical Care Transport Paramedics (CCTPs), and other medical personnel shall at all times meet the qualifications specified in this contract as well as all applicable Federal, State, and local government laws, regulations, and standards. Personnel shall be certified, licensed, or otherwise officially recognized by the local, state, or regional government or public entity where the ambulance service is operated.

C.3 All ambulance drivers shall maintain a valid driver's license in accordance with state requirements. Drivers shall:

• Be at least 18 years of age with not less than one year of experience as a licensed driver

• Have a driving record clear of license suspensions or cancellations in the past three years

• Have a driving and criminal record clear of convictions for DUI/DWI

C.4 EMTs and Paramedics shall have completed training in accordance with 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.

C.5 Critical Care Transport Paramedics (CCTPs) shall have met all state requirements for the tier in which they are performing services (Tier I, II, or III).

C.6 All contractor personnel shall have completed CPR training and maintain current certification.

D. TYPES OF AMBULANCE SERVICE

D.1 The contractor shall provide the following types of ambulance transport services on an as-needed basis, in accordance with all Federal, State, and local regulations:

• Stretcher Transports (non-emergent)

• Basic Life Support (BLS) – Non-Emergency Transport (A0429)

• Advanced Life Support – Non-Emergent, Level 1 (ALS 1) (A0426)

• Advanced Life Support – Emergency Transport, Level 1 (ALS 1) (A0422)

• Critical Care Transport (CCT) – Tier I, II, III (A0434)

D.2 Occasionally a Veteran will need to be transported with VA staff and equipment; the contractor shall return VA staff and equipment to the original place of pick-up.

D.3 The contractor may also be required to transport patient luggage, medical records, medication, and comfort items from pick-up points to destination at no additional cost to the Government.

E. CONTRACTOR PERSONNEL

E.1 Contractor personnel shall be courteous and always conduct themselves in a businesslike manner. Personnel shall be identified at all times by company name and employee name affixed to their uniform. Employee identification shall be worn in clear view above the waist.

E.2 If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing, and any other qualifications to the COR for review.

E.3 Contractor personnel will be subject to background investigation requirements (Special Agreement Checks – SAC). Fingerprinting for contract personnel will be conducted at Robert J. Dole VAMC. Contract personnel must not have been convicted of (or have any pending charges for) a felony for the past five years.

E.4 The contractor shall ensure its personnel do not smoke or play loud music originating from any device in vehicles while transporting VA patients.

F. VEHICLES AND EQUIPMENT

F.1 Ambulances shall meet all applicable Federal, State, and local regulations and specifications, including but not limited to licensing, registration, and safety standards.

F.2 Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions. The contractor shall maintain (and furnish upon request) procedures that outline preventive maintenance and/or repairs on each vehicle in an individual vehicle file in chronological order.

F.3 The VA reserves the right to inspect the contractor's equipment and vehicles, or require documentation of compliance with state laws, rules, regulations, and guidelines governing emergency medical transport vehicles (ambulances).

F.4 Each vehicle shall be equipped with properly functioning heater and/or air conditioning adequate to maintain patient comfort during transport. All vehicles shall be smoke free.

F.5 The contractor shall not borrow or exchange supplies, equipment, and/or medications with the VA. Equipment attached to or in use by the patient at time of pick-up may remain with the patient during transport to ensure continuity of care. All VA equipment and unused medications must be returned to VA during patient drop-off or as promptly as feasible within 24 hours.

F.6 The contractor shall furnish all linen required for patient transport at no additional cost.

F.7 The contractor must be capable of transporting drugs and/or equipment as required by the patient, up to and including CCT Tier III, based on the EMS region in which the ambulance provider is functioning. (See Attachment A – Critical Care Transport Capabilities Confirmation.)

F.8 All vehicles shall be equipped to allow for direct communication at all times between drivers and VA Medical Center staff via mobile telephone, cellular telephone, or radio dispatch.

G. TRANSPORTATION REQUESTS AND ORDERING

G.1 VetRide / VA-Approved Transportation Software: The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract. The contractor shall use this system to:

• Receive and respond to electronic trip requests

• Receive, use, and ensure use of the Vendor pass by the driver

• Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal

G.2 Only the following VA staff are authorized to place, cancel, or make changes to transportation requests:

• Contracting Officer (CO)

• Ordering Officers (OO)

• Administrative Officer of the Day (AOD)

• Beneficiary Travel Office Staff

• Contracting Officer's Representative (COR)

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

G.3 A transportation request is defined as one incidence of a request for one-way service (Stretcher Transport, BLS, ALS, or CCT). No more than one patient will be transported per order unless approved by an authorized VA staff member.

G.4 The contractor shall have sufficient vehicles and personnel to provide services for up to four (4) simultaneous transportation requests, including up to one CCT Tier III transport. If

RJDVAMC requires services exceeding four simultaneous requests, the contractor may accept or decline the additional orders based on vehicle/personnel availability.

G.5 The number of transports under normal operating conditions will typically range from 4–12 transports each weekday, with significantly fewer on weekends and holidays.

H. RESPONSE TIMES

H.1 Scheduled Transports: The contractor shall arrive on time for all orders scheduled in advance (i.e., orders placed by 7:00 PM local time the day before required service).

Scheduled patient pick-ups shall not deviate more than 30 minutes past the scheduled pick-up time.

H.2 Emergent Transport (Originating from RJDVAMC): The contractor shall provide ground ambulance transportation within thirty (30) minutes of order/patient pick-up call.

H.3 Add-on Transports (Not Scheduled in Advance) – Pick-up at RJDVAMC: The contractor will be allotted up to sixty (60) minutes response time. For urgent/critical patient transports at RJDVAMC, the contractor will be allotted up to thirty (30) minutes.

H.4 Transports Not Originating at RJDVAMC: The contractor shall dispatch ambulances within thirty (30) minutes of receiving the order. Pick-up times shall be agreed upon by the VA and contractor at time of order placement.

I. PATIENT WELFARE AND CONDUCT

I.1 The contractor shall be responsible for the patient's welfare during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor's expense.

I.2 If a VA beneficiary declines to be properly secured or removes securement devices, the driver shall notify the COR prior to departure. The contractor is not required to transport any beneficiary who refuses to be properly secured; such beneficiaries shall be returned to the building from which they came.

I.3 The VA may authorize an escort (e.g., spouse, relative, guardian) to accompany the patient during medical transport at no additional cost to the Government.

I.4 The contractor's personnel shall treat each patient with respect, dignity, and a professional approach at all times.

J. CANCELLATIONS AND NO-SHOWS

J.1 For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government.

J.2 A "no show" is defined as a transportation request cancelled after the contractor has dispatched a vehicle or arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows at the base rate for the service type requested plus one-way mileage accrued en route to the pick-up location at time of cancellation.

K. INCIDENT REPORTING

K.1 The contractor shall notify the COR, Beneficiary Travel Department, and Program Manager of any accidents and/or safety problems that occur while the patient is being transported within one (1) hour by telephone. A written report shall be delivered to the COR and Program Manager by close of business of the next working day.

K.2 The contractor shall promptly inform the COR of any complaints received directly from patients.

L. INVOICING

L.1 All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA-approved software. Invoices shall include:

• Contractor Name and Contract Number

• Current Purchase Order Number

• Date of Service

• Total amount invoiced with a summary of charges aligned to contract line items

• An itemized list of services rendered aligned to contract line items

L.2 Wait time is included in the base rate for the first thirty (30) minutes. Wait times in excess of 30 minutes shall be invoiced in fifteen (15) minute increments.

L.3 Mileage shall be rounded to the nearest mile. Payment for mileage shall be based on the VA's Bing Maps API determination (shortest time of travel).

L.4 IMPORTANT: Under no circumstances are VA beneficiaries, third-party insurances, Medicare, or Medicaid to be billed for services performed under this contract.

M. PERIOD AND PLACE OF PERFORMANCE

M.1 The ordering period shall be effective from the Date of Award through the end of the designated period of performance.

M.2 The Place of Performance is variable and may occur within the state of Kansas.

Ambulance services may be required to or from:

• Robert J. Dole VAMC (5500 E Kellogg Dr., Wichita, KS 67218) including the Emergency Department, clinics, pavilions, and campus out-buildings

• RJDVAMC CBOCs (Hays, Salina, Hutchinson, Dodge City, Parsons, and the Wichita Eye Clinic)

• Other VA Medical Centers and CBOCs within VISN 15

• Non-VA Community Care facilities as authorized by the VA

• Veterans' residences

• Local airports including Wichita Dwight D. Eisenhower National Airport (67209) and Colonel James Jabara Airport (67226)

N. QUALITY CONTROL

N.1 The contractor shall maintain a Quality Control Plan (QCP) containing, at a minimum:

• A description of organizational structure and roles/responsibilities

• Methods for identifying and preventing service deficiencies

• Steps for corrective action when deficiencies occur

• A records/tracking system for background checks, certifications, and training

• A method to provide 24/7 on-time ambulance services for up to 4 simultaneous transports

• A contingency plan in the event the VetRide Vendor Portal is unavailable

N.2 The Government will evaluate contractor performance through a Quality Assurance Surveillance Plan (QASP) derived from the PWS and the contractor's submitted QCP.

N.3 Minimum Performance Standards:

Task Standard Acceptable Quality Level

Method of Surveillance

Provide on-time ambulance services

Scheduled pick-ups shall not deviate more than 30 minutes past scheduled pick-up time 97% Customer Feedback

Incident Reporting

Notify Program Manager/Beneficiary Travel within 1 hour by phone; written report by close of business next working day 97% Customer Feedback

Invoice Reports Provide monthly invoice with secondary documentation per PWS Section 4.9.5 95%

100% inspection of monthly invoices/reports

O. HEALTH AND SAFETY REQUIREMENTS

O.1 Tuberculosis (TB): The contractor shall provide the VA with a TB exposure and control policy, including TB decontamination. The contractor shall have its personnel tested for TB in accordance with state guidelines and provide written confirmation to the COR that all personnel are current in their TB testing at the start of each ordering period.

O.2 Bloodborne Pathogens: The contractor and employees shall comply with OSHA Bloodborne Pathogens Standards (29 CFR Part 1910.1030) and the effective VAMC Occupational Health requirements. Contractor shall provide written certification of Bloodborne Pathogen training to the Contracting Officer prior to employees being assigned for duty.

O.3 COVID-19 / Infectious Diseases: The contractor shall not refuse transports of COVID- 19 positive or similarly infected patients. The contractor shall have a written policy for preventing the spread of COVID-19 or other infectious diseases, including driver screening procedures, vehicle decontamination, and PPE requirements in accordance with VA and CDC guidance.

O.4 Personal Protective Equipment (PPE): The contractor shall furnish all required PPE throughout the life of the contract.

P. CONTRACTOR PERSONNEL SECURITY

P.1 All contractor employees who require access to VA facilities or who come into contact with Veterans/beneficiaries shall be subject to a background investigation (Special Agreement Check – SAC) and receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance.

• Position Sensitivity: LOW RISK

• Background Investigation Level: National Agency Check with Written Inquiries

(NACI)

P.2 Fingerprinting for contract personnel shall be conducted at Robert J. Dole VAMC. The contractor shall pre-screen all personnel to ensure they maintain U.S. citizenship (or are otherwise lawfully authorized to work in the United States) and are able to read, write, speak, and understand the English language.

Q. HIPAA COMPLIANCE

Q.1 The contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. In accordance with HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VA.

Any violation of HIPAA shall be reported to the Contracting Officer in writing within twenty-four (24) hours of the contractor's discovery.

Q.2 Contractor staff shall sign confidentiality statements before the start date of the contract. The contractor shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of a breach of confidentiality.

R. INSURANCE REQUIREMENTS

R.1 Before commencing work, the contractor shall furnish the Contracting Officer with a certificate of insurance indicating the following coverage has been obtained and may not be changed or canceled without 30-day advance written notice to the Contracting Officer:

• General Liability: Not less than the statutory limitations per occurrence

• Automobile Liability: In accordance with the Kansas Department of Health Services requirements

• Workers' Compensation: As required by state law (State of Kansas)

• Medical Liability Insurance: Per VAAR Clause 852.237-7

S. ANNUAL VA TRAINING REQUIREMENTS

S.1 The contractor shall ensure all employees complete the following training annually:

• VA Cyber Security Awareness Training

• VA General Privacy Policy Training

• Annual VHA Compliance Training (per VHA Directive 2003-028)

Copies of training completion certificates shall be provided to the Contracting Officer prior to contract performance and annually thereafter.

T. CONTRACTOR PERFORMANCE ASSESSMENT RATING SYSTEM (CPARS)

T.1 As prescribed in FAR Part 42.15, the Department of Veterans Affairs evaluates contractor past performance on all contracts exceeding $1,000,000. Each contractor whose contract award is estimated to exceed $1,000,000 is required to register with CPARS at https://www.cpars.gov no later than thirty (30) days after contract award.

U. CONFORMITY TO REGULATIONS

U.1 The contractor and its operators shall conform to all Federal, State, and local regulations governing the performance of contracted services.

U.2 RJDVAMC facilities have been designated NO SMOKING areas in their entirety.

Violation of this policy may result in a $50.00 federal citation and/or direction to stop work.

https://www.cpars.gov/

U.3 Wage Determinations as listed in the applicable section of this solicitation are applicable to any resulting contract. The Department of Labor requires that contractors pay their employees Service Contract Act wages while driving to and from destinations for the

VA.

V. ENVIRONMENTAL MANAGEMENT

V.1 The contractor shall perform work consistent with the relevant policy and objectives identified in the applicable facility Environmental Management System (EMS). In the event of an environmental nonconformance, the contractor shall take corrective and/or preventative action based on the time schedule established by the EMS Site Coordinator.

THE PROCUREMENT WILL BE CONDUCTED IN ACCORDANCE WITH FAR PARTS 12 AND

15.