V225--Non-Emergent BLS Ground Ambulance (VA Long Beach Health Care System)

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. 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: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

Network Contract Office (NCO) 22 is seeking a qualified vendor to provide non-emergent Basic Life Support Ground Ambulance Services to eligible beneficiaries that use VA Long Beach Healthcare System (VALBHCS) located at 5901 S. 7th Street, Long Beach, CA 90822. Contractor shall provide all labor, supervision, facilities, equipment, supplies, reporting, and vehicles to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement of the capabilities stated below:

DRAFT PERFORMANCE WORK STATEMENT DRAFT

Title: BLS Ground Ambulance Services (VA Long Beach Healthcare System) VISN 22/Station

600/NAICS 62190

Purpose: The VA Long Beach Healthcare System (VALBHCS), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergency ambulance transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Basic Life Support (BLS). The contactor 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.

Background: VALBHCS s main campus, located at 5901 S. 7th Street, Long Beach, California 90822 and its six (6) associated Community Base Outpatient Clinics serve over 50,000 veterans. With Blind Rehabilitation and Spinal Cord Injury specialty clinics, VALBHCS s catchment area spreads into Los Angeles, Ventura, Kern, Santa Barbara, San Luis Obispo, Riverside, San Diego, Imperial, Orange, and Nevada counties. The hospital has 237 inpatient beds and receives approximately 6,430 inpatient admissions and 745,349 outpatient visits a year. Veterans served by this facility reside within the counties and zip codes listed in paragraph 5.2.6.

Acronyms

AOD Administrative Officers of the Day

BLS Basic Life Support

CO Contracting Officer

COR Contracting Officer s Representative

CPR Cardiopulmonary Resuscitation

DOL Department of Labor

EMT Emergency Medical Technician

IAW In Accordance With

OO Ordering Officer

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

QC Quality Control Plan

TB Tuberculosis

TJC The Joint Commission

VTS Veteran Transportation Service

Scope/Requirements

Types of Ambulance Service

The contractor shall provide non-emergent Basic Life Support (BLS) ambulance services on an as needed basis in accordance with all federal, state, and local regulations.

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.

Transport of Miscellaneous Items with the Patient

The Contractor may also be required to transport patient luggage, medical records, medication, and comfort items from pickup points to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types. When patients are transported to VALBHCS, destination is deemed to be the ER, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff.

Contractor Personnel: Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract.

Emergency Medical Technicians (EMTs) and Other Personnel

EMTs and other medical personnel (as applicable) 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. EMTs and other medical personnel (as applicable) shall be certified, licensed, or otherwise officially recognized by the local, state, or regional government or public entity where the emergency service is operated or by which it is governed.

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 Contracting Officer s Representative (COR) for review.

All ambulance drivers shall have a valid driver s license in accordance with state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver s license to the COR.

Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same investigative requirements as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Checks (SAC). Fingerprinting for contract personnel will be conducted at VALBHCS. Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by VALBHCS. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees.

EMTs and other contractor personnel as applicable must pass the Contractor s background check and must not have been convicted of (or have any pending charges for) a felony for the past five years. Personnel (and Contractor) must report any new or additional charges or convictions if

they arise during the course of performance under this contract so VA can review them and determine whether the employee in question needs to be discharged of his or her duties until the matter is adjudicated.

Tuberculosis Exposure Control Policy

The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include 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 (current employees and any new hires) performing services under this contract are current in their TB test by at the start of each Ordering Period.

Contractor Equipment, Vehicles, and Inspection

Ambulances shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards.

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). VA inspections of contractor equipment do not constitute a warranty or guarantee 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 in the performance of this contract which are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA.

Vehicles shall be clean and maintained in good repair in accordance with manufacturer s instructions.

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. Medical Control Authorities are responsible for maintaining and supplying medication during patient transport. All VA equipment and unused medications must be returned to VA during patient drop-off or as promptly as feasible within 24 hours.

The contractor shall furnish all linen required for patient transport at no additional cost. Linen shall not be exchanged with linen belonging to VALBHCS or its CBOC locations.

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

The contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to

the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music

originating from any device in vehicles while transporting VA patients.

Each driver shall possess a driver s license that is valid for the class of vehicle driven. Evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

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

For the past three years:

Have not had a driver s license canceled or suspended.

Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance.

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

Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance.

The contractor personnel will ensure that the patient is secured to the stretcher/cot and that the stretcher/cot is secure in the back of the ambulance before the vehicle moves.

Ambulance 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.

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

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).

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

Transportation Request

4.5.1 VetRide or VA-Approved Transportation Software Utilization:

The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed:

Receive and respond to electronic trip requests.

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

Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.

All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission (See note below).

The contractor s invoice must be on the HCFA 1500 to include:

Contract Number

Date of Service (to include Box 24 A-J)

Authorization number(s)

Pick-up and drop-off location of the patient

Base Rate

Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported.

Date of Birth and Sex

Diagnosis Codes or Nature of Illness or Injury

Documentation of circumstances when billing for waiting time

Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc.

VA authorizing official s name

Healthcare Procedure Coding System/National Level II (HCPCS)

Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges, which are being suspended.

A transportation request is defined as one incidence of a request for one-way service (BLS). No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. VALBHCS Travel Program Staff will be available to assist with account setup and training for the Contractor s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests.

VALBHCS Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization.

The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as

invoicing for additional mileage due to a road closure, wait time, reason for no load, etc.

VALBHCS Travel Program Staff/or authorized VA employees may place a hold on payment of this order until it has been reconciled.

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

Contracting Officer (CO)

Administrative Officer of the Day (AOD)

Contracting Officer s Representative (COR)

Ordering Officers (OO)

Beneficiary Travel Office Staff

The Contracting Officer will furnish the Contractor with the names of individuals above, who are authorized as Ordering Officers, by separate memorandum upon issuance of the contract. The Contracting Officer will update this list throughout the life of the contract as Ordering Officers change.

Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders.

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

All patient pick-up(s) and drop-off(s) shall be authorized via orders which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information:

Mode of transportation required,

Required time of arrival

Name of the beneficiary,

Pick-up and delivery point,

Type and number of additional medical care specialists required,

Type of equipment required,

Last four of the patient's Social Security Number, and

Any other special instructions

For ALL Transports an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response.

The type of transportation service required will be discussed and determined by VA clinical personnel and the contractor. The contractor shall transport the patient per its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale.

The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost.

The contractor shall have sufficient vehicles and personnel to provide services for up to two (2) simultaneous transportation requests. If VALBHCS requires ambulance services exceeding two (2) simultaneous transportation requests, the vendor will be offered to provide the services if they have sufficient vehicles/personnel available; but may decline these additional orders if sufficient vehicles/personnel are unavailable.

The number of transports under normal operating conditions will typically range from zero (0) to five (5) transports each weekday and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract.

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.

Response Times*

Orders that are scheduled by 7 pm local time the day before the required services are defined as scheduled in advance. With the exceptions found below, the contractor shall arrive on time for all orders scheduled in advance.

Non-emergent Transport (Originating from VA (Only): The contractor shall be required to provide Ground Ambulance transportation within thirty (30) minutes of order/patient pick up call.

For all add-ons (not scheduled in advance) transportation requests, with pick up at VALBHCS and associated CBOC locations; The contractor will be allotted up to a sixty (60) minute response time from time of order placement for transportation requests that are not previously scheduled in advance.

For transportation requests which do not have a pick-up at the main facility or associated CBOC locations:

The contractor may be required, if requested by the VA, to dispatch ambulances on short notice for transportation request not scheduled in advance; for these transportation requests the contractor shall dispatch ambulances within thirty (30) minutes of receiving the order.

Scheduled VA initiated appointment pick-up times shall be agreed upon by the VA and contractor at time of order placement and be reasonable based upon travel distance, speed limits, and weather conditions.

The contractor s patient pick-up time cannot be more than 15 minutes prior to the schedule pickup time nor 15 minutes later than the scheduled pickup time for transportation requests scheduled in advance.

* The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur.

Cancellations

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

A no show is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has 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. No-show reimbursement shall be based upon the base rate for the type of service requested (BLS) and the one-way mileage (BLS) accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation.

For transportation requests OUT of VALBHCS ONLY The contractor will immediately dispatch a vehicle upon receipt of the order. When the contractor is notified of a cancellation prior to arrival at VALBHCS campus, there shall be no charge to the Government.

Pick-Up/Drop-Off/Reporting Procedures

Ambulance personnel shall pick-up and deliver patients at specified locations (e.g., VALBHCS Emergency Department Entrance). These locations will be specified by VA staff when an order is placed and communicated to the transporting personnel.

When applicable, ambulance personnel shall report to the Veteran Transportation Service (VTS) Dispatcher or Administrative Officer of the Day (AOD) to (1) announce his/her arrival to pick-up and

transfer the patient and (2) obtain report of pertinent information regarding the patient s condition from the primary nurse/physician.

When delivering a patient, ambulance personnel shall give report to the appropriate VA healthcare staff and provide a copy of the run sheet which will be retained by the facility for inclusion to the patient s medical record.

In cases where ambulance personnel must divert to a local emergency department while performing a VA authorized transport, the contractor s dispatcher shall notify the VA Beneficiary Travel Department or Administrative Officer of the Day of the patient s location and status as soon as this information becomes available.

Patient Welfare

The contractor shall be responsible for the patient s welfare during transport. The contractor shall be held responsible for the patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor s expense.

The VA requires the contractor to exercise extreme caution and care in the handling of patients.

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. In the event that the beneficiary refuses to be properly secured, they shall be returned back into the building which they came from.

Incident Reporting

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

The COR will monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions in a timely manner. The contractor shall promptly inform the COR of any complaints received directly from patients. If warranted, the VA may conduct incident investigations and require written response from the contractor within 48 hours of request.

Invoicing

Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.

When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the

nearest mile. Payment for mileage to or from the point of care shall be limited to the VA s calculation according to the VA s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel.

If unloaded mileage exceeds loaded mileage, the contractor may invoice for a flat fee only if the following also occur:

Unloaded mileage exceeds 75 miles.

The contractor does not deviate from a route to intentionally make unloaded mileage exceed loaded mileage.

Except for no shows and trips when unloaded mileage exceeds loaded mileage in accordance with 4.9.3, the contractor shall invoice for loaded (patient onboard) services and mileage only.

Upon notification of the contracting officer, the vendor must receive training and begin implementation of invoices via Vet Ride within 30 days versus VA Tungsten Network e-Invoicing network. Invoices must be submitted via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA approved software. These invoices shall not include patient information, but shall include the following:

Contractor Name

Contract Number

Current Purchase Order Number

Date of service

Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of BLS Base Rate, total BLS Mileage incurred, etc.)

An itemized list of charges or services rendered that align with the line items of this contract (i.e., BLS Base Rate, BLS Mileage incurred, etc.)

Payment by VA under this contract to a provider of air ambulance transportation services authorized under this contract extinguishes any and all liability on the part of the VA BENEFICIARY for that transportation service.  UNDER NO CIRCUMSTANCES ARE VA BENEFICIARIES, THIRD PARTY INSURANCES, MEDICARE, OR MEDICAID TO BE BILLED FOR THE SERVICES PERFORMED UNDER THIS CONTRACT.

Period & Place of Performance

This contract s ordering period shall be effective from 04-01-2025 to 03-31-2030.

The Place of Performance is variable; ambulance services may be required to and from locations including, but not limited to the following:

VA Long Beach Healthcare System located at 5901 S. 7th Street, Long Beach, California 90822.

VA Long Beach Healthcare System s Community-Based Outpatient Clinics (CBOCs):

Facility

Address

Mission Viejo Vet Center

26431 Crown Valley Parkway, Mission Viejo, CA 92691

Santa Ana Clinic

1506 Book Hollow Drive, Santa Ana, CA 92705

Orange County Vet Center

12453 Lewis Street, Garden Grove, CA 92840

Santa Ana MH, Annex

1526 Brook Hollow Drive, Santa Ana, CA 92705

Placentia Clinic

770 S. Placentia Ave., Placentia, CA 92870

Anaheim Vet Center

859 South Harbor Blvd., Anaheim, CA 92805

Laguna Hills Clinic

25292 McIntyre Street, Laguna Hills, CA 92653

Village of Cabrillo Clinic

2001 River Avenue, Long Beach, CA 90806

Santa Fe Springs Clinic

10330 Pioneer Blvd., Suite 180, Santa Fe Springs, CA 90670

Gardena VA Clinic

1149 W 190th Street, Gardena, CA 90248

Other Non-VA Medical facilities and Community Care facilities authorized by the VA.

Veteran s Residences.

Local Airports:

Los Angeles International Airport: 1 World Way, Los Angeles, CA 90045

John Wayne Airport: 18601 Airport Way, Santa Ana, CA 92707

Long Beach Airport: 4100 Donald Douglas Dr, Long Beach, CA 90808

Ontario Airport: Ontario, CA 91761

San Diego International Airport: N Harbor Dr, San Diego, CA 92101

Palm Springs International Airport: 3400 E Tahquitz Canyon Way, Palm Springs, CA 92262

San Francisco International Airport: San Francisco, CA 94128

San Francisco Bay Oakland International Airport: 1 Airport Dr, Oakland, CA 94621

Hollywood Burbank Airport: 2627 N Hollywood Way, Burbank, CA 91505

Oxnard Airport: 2889 W 5th St, Oxnard, CA 93030

Zip Codes Include but not Limited To:

Los Angeles County

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91711

91714

91715

91716

91722

91723

91724

91731

91732

91733

91734

91735

91740

91741

91744

91745

91746

91747

91748

91749

91750

91754

91755

91756

91759

91765

91766

91767

91768

91769

91770

91771

91772

91773

91775

91776

91778

91780

91788

91789

91790

91791

91792

91793

91795

91797

91799

91801

91802

91803

91804

91841

91896

91899

93510

93532

93534

93535

93536

93539

93543

93544

93550

93551

93552

93553

93563

93584

93586

93590

93591

93599

Imperial County

92222

92227

92231

92232

92233

92243

92244

92249

92250

92251

92257

92259

92266

92273

92275

92281

92283

Kern County

93203

93205

93206

93215

93216

93220

93222

93224

93225

93226

93238

93241

93243

93249

93250

93251

93252

93255

93263

93268

93276

93280

93283

93285

93287

93301

93302

93303

93304

93305

93306

93307

93308

93309

93311

93312

93313

93314

93380

93381

93382

93383

93384

93385

93386

93387

93388

93389

93390

93501

93502

93504

93505

93516

93518

93519

93523

93524

93527

93528

93531

93554

93555

93556

93560

93561

93581

93596

Nevada County

95712

95724

95728

995924

95945

95946

95949

95959

95960

95975

95977

95986

96111

96160

96161

96162

Orange County

90620

90621

90622

90623

90624

90630

90631

90632

90633

90680

90720

90721

90740

90742

90743

92602

92603

92604

92605

92606

92607

92609

92610

92612

92614

92615

92616

92617

92618

92619

92620

92623

92624

92625

92626

92627

92628

92629

92630

92637

92646

92647

92648

92649

92650

92651

92652

92653

92654

92655

92656

92657

92658

92659

92660

92661

92662

92663

92672

92673

92674

92675

92676

92677

92678

92679

92683

92684

92685

92688

92690

92691

92692

92693

92694

92697

92698

92701

92702

92703

92704

92705

92706

92707

92708

92709

92710

92711

92712

92725

92728

92735

92780

92781

92782

92799

92801

92802

92803

92804

92805

92806

92807

92808

92809

92811

92812

92814

92815

92816

92817

92821

92822

92823

92825

92831

92832

92833

92834

92835

92836

92837

92838

92840

92841

92842

92843

92844

92845

92846

92850

92856

92857

92859

92861

92862

92863

92864

92865

92866

92867

92868

92869

92870

92871

92885

92886

92887

92899

Riverside County

92503

92509

92592

92880

92553

92563

92882

92201

92562

92571

92324

92530

92570

92507

92584

92223

92504

92544

92557

92505

92879

92234

92555

92506

92545

92236

92591

92596

92675

92240

92253

92508

92583

92543

91752

92551

92595

92373

92220

92883

92881

02203

92260

92262

92860

92284

92585

92211

92277

92532

92225

92501

92587

92586

92264

92582

92270

92274

92567

92320

92241

92276

92254

92590

92548

92210

92539

92536

92561

92282

92257

92230

92549

92518

92239

92292

92515

92521

92878

92877

92261

92263

92280

92502

92513

92514

91517

92516

92519

92522

92531

92546

92552

92554

92556

92564

92572

92581

92589

92593

92599

92202

92226

92235

92248

92247

92255

92258

San Bernadino County

92336

92335

92345

92376

91710

92880

91709

91730

92407

92404

91761

92346

92392

92324

91764

91786

91762

92399

92374

92410

92395

92308

92307

91739

91701

91763

92394

92337

92311

92301

92373

93555

92405

92316

92411

91784

92371

86406

92277

92377

91737

92354

92887

92344

92408

92313

92314

91708

92364

92252

92359

92365

92356

91798

92325

92342

92372

92352

92315

92363

92285

92397

92256

93516

92382

93562

92391

89019

92322

92415

92401

92310

92305

92242

92347

92321

92350

92341

92386

92317

92385

92332

92368

92331

92284

92358

91759

92327

92333

92339

92398

92378

92268

92318

92304

92267

92326

92412

92414

92424

93528

92338

92278

92286

92309

92312

92323

92329

92334

92340

92357

92366

92369

92375

92393

92402

92403

92406

92413

92423

92418

92427

91743

91758

91785

91729

San Diego County

91901

91902

91903

91905

91906

91908

91909

91910

91911

91912

91913

91914

91915

91916

91917

91921

91931

91932

91933

91934

91935

91941

91942

91943

91944

91945

91946

91947

91948

91950

91951

91962

91963

91976

91977

91978

91979

91980

91987

91990

92003

92004

92007

92008

92009

92010

92011

92013

92014

92018

92019

92020

92021

92022

92023

92024

92025

92026

92027

92028

92029

92030

92033

92036

92037

92038

92039

92040

92046

92049

92051

92052

92054

92055

92056

92057

92059

92060

92061

92064

92065

92066

92067

92068

92069

92070

92071

92072

92074

92075

92078

92079

92081

92082

92083

92084

92085

92086

92088

92090

92091

92092

92093

92096

92101

92102

92103

92104

92105

92106

92107

92108

92109

92110

92111

92112

92113

92114

92115

92116

92117

92118

92119

92120

92121

92122

92123

92124

92126

92127

92128

92129

92130

92132

92133

92134

92135

92135

92137

92138

92139

92140

92142

92143

92145

92147

92149

92150

92152

92153

92145

92155

92158

92159

92160

92161

92162

92163

92164

92165

92166

92167

92168

92170

92171

92172

92173

92174

92175

92176

92177

92178

92179

92182

92186

92187

92190

92191

92192

92193

92194

92195

92196

92197

92198

92199

San Luis Obismo County

93401

93402

93403

93405

93406

93407

93408

93409

93410

93412

93420

93421

93422

93423

93424

93428

93430

93432

93433

93435

93442

93443

93444

93445

93446

93447

93448

93449

93451

93452

93453

93461

93465

93475

93483

Santa Barbara County

93013

93014

93067

93101

93102

93103

93105

93106

93107

93108

93109

93110

93111

93116

93117

93118

93120

93121

93130

93140

93150

93160

93190

93199

93254

93427

93429

93434

93436

93437

93438

93440

93441

93454

93455

93456

93457

93458

93460

93463

93464

5.2.7. Contracting Officer Representative

Luis Grajeda

Phone: (562) 826-8000, x2231

Email: luis.grajeda@va.gov

5.2.8. Hours of Operation:

VALLHCS s normal hours of operation are Monday through Friday, 7:00 am to 6:00 pm, exclusive of Federal Holidays; however, transportation services are required 24 hours/day, 7 days/week, including Federal Holidays.

5.2.9. Recognized Holidays:

The following holidays are observed by the Federal Government. If a Federal Holiday falls on a Saturday, the immediately preceding Friday will be observed as the holiday; if a Federal Holiday falls on a Sunday the immediately succeeding Monday will be observed as the holiday. In addition to those holidays listed below, on occasion there may be other holidays declared by Executive Order:

New Year s Day Labor Day

Martin Luther King Jr. s Birthday Columbus Day

President s Day Veteran s Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day

Note: The Contractor is required to perform on holidays should there be scheduled transports.

5.2.10. Identification of Contractor Employees:

a. While performing services under the contract, all employees shall wear a uniform and name tag that readily identifies the company and the person as an employee of the Contractor. Uniforms are to be clean and maintained in good repair. Drivers must maintain accepted standards of cleanliness and grooming and demonstrate courtesy to the patients being transported.

b. All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

c. Contract personnel shall ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

5.2.11. Site Visit:

VA Long Beach requests a site visit on TBD at TBD with all prospective vendors. Vendors will meet Mr. Luis Grajeda at VA Long Beach s TBD. The facility is located at 5901 S. 7th Street, Long Beach, California 90822. Please RSVP by calling or emailing Mr. Grajeda at:

WP: (562) 826-8000 x2231

Email: luis.grajeda@va.gov

Quality Control Plan

Quality Control

The contractor shall maintain a Quality Control Plan (QCP) that contains, at a minimum, the following:

A description of the company s organizational structure including a description of the roles and responsibilities of management and supervisors.

A description of the methods to be used by the contractor for identifying and preventing deficiencies or problems in the quality of service.

A description of the specific steps the contractor will take for corrective action if needed if a deficiency or problem in the quality of service occurs.

A description of the company s records and tracking system used to identify up-to- date background checks, applicable certifications and tests, and training of each employee performing services under this contract.

A description of the method used to provide on-time ambulance services to meet the requirements of this contract (24/7 availability and up to 2 simultaneous transports in accordance with PWS 4.5.1.6).

A description of the methods used to identify and prevent radio communication breakdowns and a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

CONTENGENCY PLAN: (In case VetRide Vendor Portal is down) A description of the method/system used to log all requests for service. The contractor shall confirm that the log indicates the date and time of service call, actual time of pick-up versus the scheduled time, name of patient requiring

services, designated pick-up and delivery points, mileage, and actual waiting time at pick-up and delivery points if waiting charges are claimed. The contractor shall confirm the log will be sent to the COR monthly.

The Government will evaluate the contractor s performance under this contract to ensure that the contractor s QCP is adequate, and that quality is achieved through a Quality Assurance Surveillance Plan (QASP).

The Government shall prepare a QASP after contract award derived from the PWS and contractor s submitted quality control plan. The QASP is a living document and the Government may review and revise it at any time. However, the Government shall coordinate changes to the QASP with the contractor.

The QASP will specify the work requiring surveillance and the Government s method of surveillance.

Minimum Performance Standards

The contractor shall maintain performance standards in accordance with the standards outlined in the table below. Failure to meet the Acceptable Quality Levels (AQL) may result in termination of the contract.

The QASP will include the standards below as well as others derived from the successful offeror s quality control plan.

Task

PWS

Reference

Standard

Acceptable Quality Level

Method of Surveillance

Provide on- time ambulance

services

Section 4.5.1.8.3

Scheduled patient pick-ups shall not deviate more than 15 minutes past scheduled pick-up time for scheduled

orders

97%

Customer Feedback

Incident Reporting

Section 4.8

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

97%

Customer Feedback

Invoice Reports

Section 4.9

Provide a monthly invoice including secondary documentation in accordance with Section 4.10 of the PWS

95%

100% inspection

of monthly invoices/reports

COVID-19 Or Other Similar Infectious Diseases

Contractor shall not refuse transports of COVID-19 positive or other similarly infected patients.

Contractor shall abide by all additional procedures and precautions that may be implemented by the VA based on VA-issued guidance and/or CDC recommendations. These procedures are subject to change throughout the life of the contract and will be incorporated via amendment.

Contractor shall have written policy of steps they will take to prevent the spread of COVID-19 or other similarly infectious diseases by their employees and/or vehicles. This policy shall, at a minimum, include procedures of screening drivers before each shift, deliberate decontamination of their vehicles and all other preventative precautions taken by Contractor employees.

Contractor shall furnish all required PPE throughout the life of the contract.

Conformity To Regulations

8.1 The contractor and his/her operators shall conform to all Federal, State, and local regulations governing the performance of contracted services.

8.2 VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this no smoking policy may be subject to a $50.00 federal citation for disregarding posted safety rules and regulations. Furthermore, the contractor may be directed to stop work. The contractor is to notify all of his/her employees and/or sub-contractors of this strict enforcement policy.

Wage Rates

Wage Determination(s) as listed in Section D in this solicitation are applicable to any

resulting contract.

The contractor certifies by signature on this offer that the salaries to be paid workers

involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

9.3 The Department of Labor has held that contractors must pay their employees the Service

Contract Act waged while they are driving both to and from destinations for the VA. The Wage

Determination is attached in Section D.

Evidence of Coverage

10.1 Before commencing work under the contract, the contractor shall furnish the Contracting Officer with a certification from his/her insurance company indication that the coverage outlined in this contract has been obtained and that it may not be changed of canceled during the term of the contract.

Worker s Compensation

11.1 The Act of June 25, 1936, 42 Stat. 1938 (40 USC 290), authorized the constituted authority of the several states to apply their workmen s compensation laws to all lands and premises owned or held by the United States. The contractor agrees to procure and maintain while the contract is in effect, Worker s Compensation and Employers Public Liability insurance. The policy shall provide coverage for Public Liability Limits of not less than the statutory limitations for any one accident, and at least meet the statutory limitations if more than one person is involved. , Upon award of the contract, the contractor shall furnish to the Contracting Officer a certificate from its insurance company indicating that this coverage has been obtained and that such coverage may not be changed or canceled unless 30 day advance written notice is provided to the Contracting Officer.

Contractor Personnel Security Requirements

12.1 All contractor employees who require access to the Department of Veterans Affair's computer systems or who come into contact with veteran/beneficiaries shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

Position Sensitivity - The position sensitivity for this contract has been designated as LOW RISK.

Background Investigation - The level of background investigation commensurate with the

required level of access for this contract is National Agency Check with Written Inquiries.

Contractor Responsibilities:

The contractor shall pre-screen all personnel requiring VA access to ensure they maintain a

U.S. citizenship and are able to read, write, speak, and understand the English language.

The contractor shall submit or have their employees submit to the COR completed background investigation forms requested by Department of Veterans Affairs, Office of Security and Law Enforcement, Security and Investigations Center, 2200 Fort Roots Drive Bldg. 104, North Little Rock, AR 72114 within 30 days of contract award.

The contractor, when notified of an unfavorable determination by the Government, shall

withdraw the employee from consideration from working under the contract. Failure to

comply with the contractor personnel security requirements may result in termination of

the contract or cause.

The contractor shall agree that all deliverables, associated working papers, and other material deemed relevant by the contractor in the performance of this task order are the property of the United States Government. The contractor shall agree that all individually identifiable health information shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. At the conclusion of the contract, all copies of individually identifiable health records shall be destroyed or returned to the VA. Any individually identifiable health records shall be deleted from computers not belonging to the VA. The contractor shall comply with the Privacy Act, 38 U.S.C. 5701, 38 U.S.C. 7332, and 5 U.S.C. 552(a) et. Seq. Contractor staff shall sign confidentiality statements before the start date of the contract. The contractor shall comply with all provisions of the Health Information Portability and Accountability Act (HIPAA), including but not limited to privacy, security of electronic health data, and adherence to standards and code sets as required by HIPAA. The contractor shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality. Any person, who knowingly or willingly discloses confidential information obtained from the VA with non-essential persons, may be subject to fines.

12.1.1 HIPAA COMPLIANCE. HIPAA compliance is required. The contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health, and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VA.

12.1.2 BLOOD BORNE PATHOGENS: The contractor and the employees provided, pursuant to this contract, shall comply with the effective VAMC Policy (and Occupational Health requirements in accordance with OSHA Blood Borne Pathogens (BBP) Law and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA s General Duty Clause) governing health care workers infected with a blood borne pathogen. If the contractor obtains information that a health care worker providing care pursuant to this agreement may be infected with a blood borne pathogen, the contractor will advise the Contracting Officer immediately.

Medical Liabilities Insurance

13.1 The contractor shall carry required insurance (See VAAR Clause 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE) and vehicle insurance in accordance with the State of California, Department of Health Services.

Annual VHA Training

14.1 In accordance with VHA Directive 2003-028 "Compliance and Business Integrity Program", its updates or replacement directives, IG Guidance at 8994, Section II(C); Guidance at 4875, Section III (B)(4) Sentencing Guidelines, Section 8B2.1 (b) (4) (B) annual compliance training is to be provided to all contractors within the scope of their work. The medical center COTR s are to coordinate the annual training with their respective Contracting Officer and Compliance and Business Integrity Officers. A copy of the documentation of the completed annual training is to be provided to the Compliance and Business Integrity Officers for their files.

In accordance with VHA Directive 1605.1 Privacy and Release of Information , updates or replacement directives annual VHA Privacy Policy Training is to be provide to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the Contracting Officer and the facility Privacy Officer for their files.

In accordance with VA Directive 6500, Information Security Program , updates or replacement directives annual VHA Cyber and Security Information Training is to be provided to all contractors within the scope of their work. A copy of the documentation of the completed annual training is to be provided to the Contracting Officer and the facility Information Security Officer for their files.

Conformance with Environmental Management Systems

15.1 The contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the contractor shall respond and take corrective action immediately. In the case of a nonconformance, the contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

All on-site contractor personnel shall complete yearly EPA sponsored environmental training specified for the type of work conducted on-site. Upon contract award, the Contracting Officer's Representative will notify the facility-level Environmental Management Systems Coordinator to arrange EMS training for appropriate staff.

Contractor Performance Assessment Rating System (CPARS)

Required Registration with Contractor Performance Assessment Rating System (CPARS)

16.1 As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $1,000,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies.

16.2 Each contractor whose contract award is estimated to exceed $1,000,000 is required to register with the Contractor Performance Assessment Rating System (CPARS) database at the following https://www.cpars.gov/ or by calling (207) 438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor s registered representative.

16.3 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

16.4 Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government s evaluation being placed on file in the database with a statement that the contractor failed to respond.

Surveillance Checklist

VA Long Beach Healthcare System (VALBHCS)

Contract: Ground Ambulance

Date/Time of Inspection:

Government POC Primary:

Government POC Alternate:

Organization:

VALBHCS

Location: Bldg. Post

SS

Performance Objective

PWS Para

Performance Threshold

Method of Surveillance

Met

Not Met

Remarks

SS 1

The contractor shall provide Ambulance service, 24 hours per day, 365 days per year, as required in accordance with the terms and conditions contained herein.

1

95% Compliance

100% Surveillance of each patient pick-up.

SS 2

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.

4.4.3

95% Compliance

100%

Surveillance

SS3

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.

4.4.3

95% Compliance

100%

Surveillance

SS4

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

4.3.1

100% Compliance

100%

Surveillance

SS5

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).

4.3.1

100% Compliance

100%

Surveillance

SS6

A licensed MTO shall ensure that sanitation procedures are provided to all personnel in a written document that conforms with current standards as set forth in occupational safety and health administration-blood borne pathogens protocol.

Attachment B

100% Compliance

100%

Surveillance

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 621910, Ambulance Services ($22.5 Million).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors must submit information by e-mail to michael.williams48@va.gov. All information submissions should be received no later than 3:00 pm Arizona Time on January 3, 2025. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.