Medevac 3

This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

This notice is being issued as a Request for Quotations (RFQ) for MEDEVAC 3.

The provisions and clauses in the RFQ are those in effect through FAC 05-86.

The NAICS Code and the small business size standard for this procurement are 621910 and revenue of $15 million respectively. The offeror shall state in their offer their size status for this procurement.

All responsible sources may submit an offer which shall be considered by the agency.

I. REQUIREMENTS

This notice is being issued as a Request for Quotations (RFQ) for MEDEVAC 3 for NASA travelers with requirements as follows:

A. Statement of Work (SOW)

Overview of Requirement

The contractor shall provide resources necessary to accomplish an "Air Ambulance Evacuation" in response to an international medical emergency and other relief services for all National Aeronautics and Space Agency (NASA) sponsored international travelers on a pre-paid basis. "Air Ambulance Evacuation" includes providing the appropriate medical personnel and equipment to ensure the sick, or injured, NASA sponsored international traveler is properly medically stabilized prior to and during air transportation of the traveler.

Additionally, the contractor shall provide medical services for any NASA sponsored traveler who is experiencing a medical condition that requires (1) accompanying medical escort during transport, or (2) English (or other language native to the patient) speaking medical translation during either in-patient hospitalization or out-patient definitive medical care. In situations where a NASA sponsored traveler is hospitalized, the contractor will provide assist with locating the nearest appropriate medical facility trained to Western medical standards.

When a NASA physician and/or family members are accompanying the individual needing air transport, the Contractor shall provide air transportation for the NASA physician as well as at least one family member to accompany the patient if necessary.

Evacuation Cost Responsibility

If a medical event occurs, which triggers a medical evacuation, all evacuation costs shall be the responsibility of the contractor and no additional cost will be incurred by NASA.

The contractor is responsible for all costs excluding medical bills, which are the responsibility of the traveler receiving medical attention. The contractor will guarantee payment of hospital expenses in the event of a medical emergency. The contractor will collect the necessary insurance information from the traveler when required and coordinate payment of medical expenses with the traveler receiving medical attention and his or her insurer.

Decision to Evacuate

The decision to perform an air ambulance medical evacuation shall be made jointly by the contractor and NASA based on the clinical judgment of NASA physicians who will apply U.S. standards of care. Such services will include air ambulance evacuation and repatriation services to a hospital in the United States (U.S.) or NASA's hospital of choice.

Enrollment Requirements

Travelers are not required to be pre-enrolled in order for the contractor to provide services. The contractor will provide a flat rate for group membership per contract period for the JSC population for 17,750 travel days per anum. The contractor will also price per additional travel day beyond the number travel days for each period.

Additional Medical Travel Assistance Services

The contractor shall provide additional medical travel assistance services for NASA sponsored international travelers on international travel. Examples of this assistance services include, but are not limited to, the following:

• Pharmacy assistance;

• Obtaining medical monitoring;

• Obtaining medical referrals and consultations with English-speaking doctors;

• Hospital admittance;

• Coordination with medical providers to ensure timely access to medical care;

• facilitation of hospital payments;

• Coordination of insurance information between the patient and insurer 

• Medical providers; assistance obtaining medications, vaccines, blood transfers, and medical devices; repatriation of mortal remains for overseas travelers;

• Additional bed side case management services

The contractor shall also provide medical translation and interpretation to include telephonic language assistance with medical incidents and medical translations of medical records to the extent required to resolve the medical emergency.

The notification process for communication and dissemination of confidential medical reports will be developed with the contractor and NASA.

Additional Requirements

The contractor shall participate with NASA contingency planners in Table Top simulations of evacuation events to validate communication plans and decision making procedures. NASA anticipates no more than two exercises per year. Historically, the exercises are held by a telecom or videoconferencing.

The contractor shall visit NASA/JSC for a face to face meeting including senior management and medical operations.

Interface with JSC Travel Risk Management Provider
The contractor shall maintain an interface with the existing JSC Travel Risk Management provider (currently iJET Intelligent Risk Systems) such that the vendor has real time access and the ability to track covered employees during international travel or period of enrollment. NASA will facilitate the initial establishment of the interface with the existing JSC Travel Risk Management provider.

B. Request for Quotation (RFQ)

Evaluation

Selection and award will be made to the lowest priced, technically acceptable offer. Technical acceptability will be determined by review of information submitted by the Offeror to Sections bellows, which include the following:

1. Scenarios

2. Description of Joint Determination Decision Process

3. Offeror's Process and Procedures

4. Expected time between notification and in-country departure to hospital of choice

Offerors must provide responses to these areas in sufficient detail to demonstrate that the Offeror's approach meets the Government's requirements.

The Government Technical evaluation of the Offerors' responses to the items described above shall be on a pass/fail basis.

1. Scenarios

Offerors shall describe how they would respond to (4) four medical response scenarios provided below. The response for each scenario shall not exceed 3 page each. These scenarios will be evaluated by the Government as pass/fail.

A) A previously healthy 40 year old male, NASA employee, is on travel in Tsukuba, Japan. He collapses during a meeting while there, and is admitted to a local hospital ICU. He is diagnosed with a brain tumor, advanced, requires ventilator support and anti-seizure medications. Otherwise, he is stable and non-operative. He is from North Carolina, and his family is there now. The patient is non-communicative, but the next of kin indicates the desire to have the patient transferred to North Carolina and mentions "Cancer Center of North Carolina" near their home. At this point NASA notifies the contractor of the situation and requests assistance.

Describe your organization's response/action plan to Scenario A. Please include info related to assets used, timing of responses, travel route to hospital of choice, and any other information that will illustrate your organization's capabilities.

B) A 58 year old NASA scientist becomes ill while on travel orders with NASA. She is on the Kwjalein Atoll in the Marshall Islands. The local medical facility has treated her to their maximal ability, and they recommend medical evacuation to a higher level of care. At the time NASA contacts you, she is on IV hydration and pain control. The presumptive diagnosis is acute pancreatitis though the local facility cannot confirm. She is from Houston, and requests travel there for hospitalization and further evaluation.

Describe your organization's response/action plan to Scenario B. Please include info related to assets used, timing of responses, travel route to hospital of choice, and any other information that will illustrate your organization's capabilities.

C) A 52 year old NASA astronaut is performing survival training at a Russian training facility on the Black Sea. During this training, the astronaut is noted to have atrial fibrillation. The astronaut is placed on rate control medication & anticoagulant and is determined by accompanying NASA flight surgeon to be stable, but is requiring return to the US - Cleveland Clinic (Cleveland, OH) - for appropriate care. At this point NASA notifies the contractor with the request.

Describe your organization's response/action plan to Scenario C. Please include info related to assets used, timing of responses, travel route to hospital of choice, and any other information that will illustrate your organization's capabilities.

D) A 32 year old female NASA sponsored traveler is at Baikonur Cosmodrome, Kazakhstan. Early in the day, her husband launched aboard a Soyuz headed to the space station. She is 20 weeks pregnant, and she develops abdominal pain and vaginal spotting. Local medical capability cannot provide appropriate care for her. NASA has a physician onsite supporting her. Her 10 year old son is also present at Baikonur. NASA contacts you requesting urgent medical evacuation. The patient is requesting transportation to Houston where her OB-GYN doctor will see her. She also insists on having her son return on the same aircraft with her.

Describe your organization's response/action plan to Scenario D. Please include info related to assets used, timing of responses, travel route to hospital of choice, and any other information that will illustrate your organization's capabilities.

2. Description of Joint Determination Decision Process

"Joint" determination for medical evacuation between the contractor and NASA is required. Describe your organization's approach to meet NASA's requirement for a joint determination decision process.

3. Offeror's Process and Procedures
Offerors shall submit a document that details "international medical emergency and other relief services" processes and procedures that describes its general approach to providing air ambulance rescue services. The information provided should be in sufficient detail to provide NASA technical and medical representatives with evidence that the Offeror has the necessary experience and qualifications to perform NASA's requirements described in the Statement of Work.

4. Expected time between notification and in-country departure to hospital of choice
The Offeror shall provide expected medical air evacuation times for each of the countries identified in Table 1. These times are based upon the assumption that the patient will be in a stable medical condition suitable for air transportation. The hours indicated are the elapsed time from initial notification to in-country departure ("Wheels Up Time") to a hospital of NASA's choice. The range of times should also include a best estimate of a "not to exceed" time.

Table 1: Medical Air Response Time

Location	Time
Moscow, Russia
Baikonur, Kazakhstan
Nordvijk, Netherlands
Tsukuba, Japan

II. PERIOD OF PERFORMANCE

The period of performance for the contract base of this contractual action is October 1, 2016 - September 30, 2018.

Option 1

The period of performance for Option 1 of this contractual action is October 1, 2018 - September 30, 2020.

Option 2

The period of performance for Option 2 of this contractual action is October 1, 2020 - September 30, 2021.

The overall period of performance (including Option 1 and Option 2) for this contractual action is October 1, 2016 - September 30, 2021.

III. INSTRUCTIONS TO OFFERORS

NASA is soliciting for a prepaid, firm-fixed-price services.

All responsible sources may submit an offer which shall be considered by the agency. The Government intends to make a single award for all items on an "all or none" basis; therefore, offerors must propose all items. Partial quotes will not be accepted

Offerors shall provide pricing on the Proposal Pricing Sheets. Please see the Proposal Pricing Sheets attachment.

Offerors shall describe their intended on-line processes or procedures used to register NASA travelers for international emergency services. (For processing NASA travelers)

Contact Information and Response Time

All contractual and technical questions must be emailed to Jon Prihoda (jon.prihoda@nasa.gov) no later than March 16, 2016. Telephone questions will not be accepted.

Offers for the items(s) described above are due by 4:00 PM Central Time on April 8, 2016 to jon.prihoda@nasa.gov and must include, solicitation number, FOB destination to this Center, discount/payment terms, warranty duration, taxpayer identification number (TIN), identification of any special commercial terms, and be signed by an authorized company representative. Offerors are encouraged to use the Standard Form 1449, Solicitation/Contract/Order for Commercial Items form found at URL:
http://server-mpo.arc.nasa.gov/Services/NEFS/NEFSHome.tml

Offerors shall provide the information required by FAR 52.212-1 (OCT 2015), Instructions to Offerors-Commercial Items, which is incorporated by reference.

If the end product(s) offered is other than domestic end product(s) as defined in the clause entitled "Buy American Act -- Supplies," the offeror shall so state and shall list the country of origin.

FAR 52.212-4 (MAY 2015), Contract Terms and Conditions-Commercial Items is applicable. Addenda to FAR 52.212-4 are as follows: none.

FAR 52.212-5 (MAR 2016), Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items is applicable and the following identified clauses are incorporated by reference: 52.203-6, 52.204-7, 52.212-4, 52.219-28, 52.222-3, 52.222-17,52.222-19, 52.222-21, 52.222-3, 52.223-16, 52.223-18, 52.225-1, 52.225-13, 52.232-33, 52.226-6, 52.247-34, 1852.237-72, 1852.237-73, and 1852.246-73.

The FAR may be obtained via the Internet at URL: http://www.acquisition.gov/far/index.html

The NFS may be obtained via the Internet at URL: http://www.hq.nasa.gov/office/procurement/regs/nfstoc.htm

Offerors must comply with the required terms and conditions. See attached document for model contract.

All contractual and technical questions must be in writing (e-mail or fax) to Jon Prihoda not later than March 16, 2016. Telephone questions will not be accepted.

Selection and award will be made to the lowest priced, technically acceptable offeror. Technical acceptability will be determined by review of information submitted by the offeror which must provide a description in sufficient detail to show that the product offered meets the Government's requirement.

Offerors must include completed copies of the provision at 52.212-3 (MAR 2016), Offeror Representations and Certifications - Commercial Items with their offer. The provision may be obtained via the internet at URL: http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm. These representations and certifications will be incorporated by reference in any resultant contract.

NASA Clause 1852.215-84 (NOV 2011), Ombudsman, is applicable. The Center Ombudsman for this acquisition can be found at http://prod.nais.nasa.gov/pub/pub_library/Omb.html .

Prospective offerors shall notify this office of their intent to submit an offer. Potential offerors will be responsible for downloading their own copy of this combination synopsis/solicitation and amendments.