Description
INTENT TO SOLE SOURCE GENERAL INFORMATION Contracting Office Address Network Contracting Officer (NCO) 7 ATTN: Chaz D. Bowling Department of Veterans Affairs 501 Greene Street Hatcher Building Suite 2 Augusta, GA 30901 Intent to Sole Source The Government intends to make a sole award firm-fixed-price contract in accordance with 819.7007 pursuant to 38 U.S.C 8127(b) and FAR 6.302-5 Authorized or Required by Statute. The intended source is Excelsior Ambulance Service, Inc, 324 South Belair Road, Martinez, GA 30907. A determination that only one SDVOSB can meet the requirement is not required. However, in accordance with FAR 6.302-5(c)(2)(ii), contracts awarded using this authority shall be supported by a written justification and approval described in FAR 6.303 and 6.304, as applicable, the justification will be posted within fourteen (14) days after contract award. All capability statements received by the closing date of this synopsis will be considered by the government. A determination by the government not to compete based on responses to this notice is solely within the discretion of the government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice of intent is not a request for offers. Capable Vendor All capable vendors must have experience and/or past performance providing ambulance and stretcher services and also be authorized to provide these services in the State of Georgia and South Carolina to include all licenses and certifications. Vendor must provide proof of these licenses and certifications. The vendor shall be registered and verified in VetBiz.gov. Vendor Information Pages (VIP) at the time of submission of offer and at the time of award as a service-disabled veteran-owned small business. The vendor shall be compliant with VAAR 852.219-74 Limitations on Subcontracting-Monitoring and Compliance, simply stating you will be compliant is not demonstrating compliance. All the above information should be included in the vendors capability in response to this notice. Description This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-01/ 10-01-2020. The associated North American Industrial Classification System (NAICS) code for this procurement is 621910, with a small business size standard of $16.5 Million. The Network Contracting Office 7 is seeking to Ambulance and Stretcher Services for the Charlie Norwood Veterans Affairs (VA) Medical Center and surrounding Community-Based outpatient Clinics. All capability statements received by the closing date of this synopsis will be considered by the government. A determination by the government not to compete based on responses to this notice is solely within the discretion of the government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. FAR 52.217-8 Option to Extend Services For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8. Performance Base Work Statement Ambulance / Stretcher Transportation Service Charlie Norwood VA Medical Center Augusta, Georgia 1 GENERAL The Charlie Norwood VA Medical Center has a requirement for a twenty-four (24) hour/seven (7) day a week ambulance service consisting of Basic Life Support (BLS), Advanced Life Support (ALS), and stretcher van transport services. Ambulances in this requirement will include the need for BLS and ALS in non-emergency situations. Due to weight or size of some patients may be defined as bariatric patients and require the use of specialized stretchers. Because of specialized care for Spinal Cord Injury patients, stretcher vans should be used. The veterans motorized wheelchairs may need to accompany the veteran in the stretcher van. As a two-division tertiary facility the Charlie Norwood VA Medical Centers service area will include ambulance (ALS/BLS) and stretcher service between the two divisions of this medical center, Three Community Based Outpatient Clinics in Athens, GA, Statesboro GA and Aiken SC, as well as the veteran residence in the following six states Georgia, Alabama, South Carolina, North Carolina, Tennessee and Florida (additional cost for unladen mileage are not provided by the Government). Veteran patients may be picked-up from their residence or care facility. This contract may allow for additional specialty type ambulance transports. 1.2 BACKGROUND The services for ambulance and stretcher transportation have been used to provide transportation for beneficiaries in receiving healthcare at VA and Non- VA authorized facilities where the VA has authorized to be provided. These services are a necessity in providing the best quality of care for our beneficiaries. 1.3 DEFINITIONS Basic Life Support (BLS) - Ambulance equipped with BLS systems with a minimum of two qualified staff to utilize the same, and may also include transporting a patient up/down stairs, ramps, or other obstacles, etc. Service cost shall be all-inclusive and include items for universal precautions. Advanced Life Support (ALS)- Ambulance equipped with ALS systems, and a minimum of two qualified staff (one of which is a paramedic), to utilize the same. May include transporting a patient up/down stairs, ramps, or other obstacles, etc. Service cost shall be all-inclusive, and include services such as oxygen, Intra-venous (IV) therapy, cardiac monitoring and/or defibrillation, and personal protective equipment. Stretcher Transport Transportation for those patients who require supine service and no medical supervision requirements. A minimum of two staff will be necessary and may also include transporting a patient up/down stairs, ramps, or other obstacles, etc. Bariatric Defined in the Charlie Norwood Medical Center Policy Memorandum No.31-02 is a patient with a Body Mass Index (BMI) greater than 30 or weight more than 300 pounds, depending on the patient s body size and shape, medical conditions, and physical dependency. Oxygen Air (Patient breaths on their own) Suction- vacuum to remove fluid Cardiac Monitor- monitoring heart activity Ventilator (keeps the patient alive) Associated Directives (listed) Also found in Section D of Solicitation. Response Fee patient not picked-up or declined service Zip-It instant messaging service to communicate with the contractor Patient Cancellation Flat fee to pay contractor if patient cancels transportation on scene and no fee if the VA cancels prior to crew arrival at the VA. Facility Cancellation Flat fee to pay contractor if Facility Cancels transportation on scene and no fee if the VA cancels prior to crew arrival at the VA. 2 ACRONYMS ALS- Advanced Life Support AOD- Administration Officer on Duty BLS- Basic Life Support BMI- Body Mass Index CNVAMC Charlie Norwood VA Medical Center COR Contracting Office Representative CPARS Contractor Performance Assessment Reporting System EMT- Emergency Medical Technician FAR Federal Acquisition Regulation FIPS Federal Information Processing Standard GPS Global Positioning System HCF- Health Care Facility ISO- Information Security Officer OSL&E- Office of Security and Law Enforcement POC Point of Contact QPC- Quality Control Program USC United States Code VA- Veterans Affairs 3. PERIOD OF PERFORMANCE 3.1 The period of performance will be for one (1) year, 11/01/2020 10/31/2021. 4. PLACE OF PERFORMANCE Charlie Norwood Downtown Division 950 15th Street, Augusta, Georgia 30904 Charlie Norwood Uptown Division 1 Freedom Way, Augusta, Georgia 30904 Athens CBOC 9249 Highway 29 North, Athens, Georgia 30601 Aiken CBOC 951 Millbrook Avenue, Aiken, South Carolina 29803 Statesboro CBOC 658 Northside Drive East, Statesboro, Georgia 30458 5. HOURS OF OPERATION 5.1 Ambulance/ Stretcher services are required a twenty-four (24) hour/seven (7) day a week, including observed Federal holidays. 5.1.1 FEDERAL HOLIDAYS 5.1.2 The following are the observed federal holidays: New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Christmas Day December 25th 5.1.3 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. 6. GENERAL REQUIREMENTS 6.1 The contractor shall furnish all personnel, supplies, and equipment necessary to provide ambulance services (basic and advanced life support) and stretcher van service for the Charlie Norwood VA Medical Center to include specialized transport of supine Spinal Cord Injury patients (whose wheelchair must accompany in the stretcher van) and bariatric patients. This contract includes transport services for non-medical emergencies. Medical emergencies at the uptown division will utilize the local 911 medical transportation services as needed. Medical emergencies at the downtown division will utilize the Rapid Response Team and the Emergency Department. 6.2 The contractor shall pick up and deliver Veteran(s) to the specific clinic where the Veteran(s) treatment is being provided from the Veteran residence or care facility. Veteran(s) shall be picked up within 15 minutes of the scheduled pick time (before or after the scheduled pick up time). In no instance shall contractor drop Veteran(s) off in the hall or entrance of the VA or other non-VA facilities. Adherence to schedules is of utmost importance. The contractor shall pick up the customer as near to the scheduled pickup time as possible. If the Veteran is not at the location, unable or refuses to be transported the contractor shall notify the VA transportation hub and shall be reimbursed for a one-way trip after VA has authorized contractor to leave without the patient. 6.3 The contractor shall maintain sufficient telephone capacity to ensure immediate communication access between Charlie Norwood VA Medical Center and the contractor s facility for the purposes conducting business in the performance of the contract. 6.4 The contractor shall have telephone coverage to accept calls from Charlie Norwood VA Medical Center seven (7) days a week/24 hours a day/ 365 days a year. 6.5 The contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times. 6.6 The contractor shall provide the COR with the name and phone number of the person to contact for service request. 6.7 The maximum of two patients may be transported on one trip, however no more than the number authorized by Department of Health and Environmental Control (DHEC). With proper approval, the VA shall allow the contractor to charge on a per patient basis when more than one patient is transported. The contractor shall ensure that pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the Government. One attendant who is at least 18 years of age shall be permitted to accompany the patient at no charge. 6.8 For all one-way trips within the city limits of Augusta, Georgia, the contractor shall receive the flat rate for any trip within a 25-mile radius of the pickup location. The contractor shall also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the city limits of Augusta. In no event shall the contractor receive reimbursement for the mileage charge for any mileage inside the city limits. Payment for mileage travel beyond the city limits of Augusta shall be limited to the shortest distance, according to Rand McNally s Trip Marker, over which the patient being transported. Access Rand McNally s Trip Maker at: http://www.randmcnally.com. For the purpose of this contract, the city limits of Augusta are defined as a 25-mile radius of the CNVAMC. 6.9 The contractor shall be responsible for patient welfare during the transport of patients to or from VA Medical Center Augusta. Contractor shall ensure that the patient's belongings are properly accounted for and delivered with the patient. The Government expects the contractor to exercise extreme caution and care in handling of patients. Any abuse of patients shall be grounds for default action or termination of contract. 6.10 The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract. 6.11 Request made for same day transportation shall be received within 2 hours of pick up time requested by the VA at which time contractor shall notify Travel Hub or AOD (if after 4pm and before 8am and weekends) if they are unable to transports veteran at the time specified. 6.12 Contractor shall arrive to same day request within 60 minutes of time in which they were notified. 6.13 The Contractor shall be licensed to perform Ambulance services in the state of Georgia and in good standing, in accordance with the Georgia Department of Public Health guidelines and provide the valid license at time of proposal submission. 7. VEHICLE REQUIREMENTS 7.1 Vehicles used for transportation of veteran will not exceed (6) years beyond the year date of vehicle manufacture date. All ambulances used for transport must currently and continuously throughout the terms of this contract be licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate under the terms of this contract. 7.2 The vehicle fleet and its equipment shall be of the quality, model, and condition to assure the patient high quality medical transportation and/or emergency first aid, if needed, and shall meet the minimum standards for maintenance, equipment and staffing. Each ambulance vehicle shall be equipped in accordance with the Federal Specification for Ambulances, KKK-A-1822 F and with such safety items as required by Federal, State and Local authorities in the area in which the vehicles are operated. In the future if any items are required by Federal, State and Local authorities in the area in which the vehicles are operated, they shall be added to each vehicle. Proof of compliance with Federal, State and Local authorities shall be provided upon request by the COR. Contractor must provide a large enough vehicle to transport patients with additional medical equipment and or physician (rare) when necessary. Each ambulance/stretcher van shall be equipped with not less than the following equipment at no additional charge to the Government: Shall have one ambulance stretcher cot. Shall have adequate straps to secure the patient safely to the stretcher or ambulance stretcher cot and adequate means of securing the stretcher and accompanying wheelchair within the vehicle (for stretcher van transports only). Shall have wheelchair lift capabilities for patient requiring a wheel chair to accompany them during stretcher van transport. Shall have adequate supply of sanitary sheets, pillowcases, blankets, urinals and emesis basins or other necessary supplies for any patient who may become nauseated or incontinent during transport. Contractor shall dispose of any contaminated biohazard products after each transport. Shall have standard first aid kit. Shall have oxygen and oxygen supplies in good operating condition in accordance with state requirements. Oxygen masks shall be of the disposable type (applies to ambulance only). Some patients provide their own ventilator or VA provides a ventilator. 7.3 ALS vehicles shall be equipped with the following: (1) Functional Climate Control (front and rear) for heating and cooling. (2) Oxygen (3) Trach Suction (4) A minimum of two qualified staff (one of which is a paramedic). The paramedic must be currently licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate. Staffing on ambulances must comply with the minimum staffing requirements for ambulances for the respective state EMS licensing authority for each jurisdiction in which the ambulance will operate under the terms of this contract. (5) Shall have device(s) for securing patients to stretcher and stretcher to vehicles (safety straps and floor locks) (6) Cardiac Monitor (7) IV-medications. (8) Working two-way communication equipment. (9) Ventilator. 7.4 Basic Ambulance vehicles shall be equipped with the following: (1) Functional Climate Control (front and rear) for heating and cooling. (2) Oxygen. (3) Trach Suction. (4) Basic life support; to include running IV-saline. (5) A minimum of two (2) Emergency Medical Technicians one which must be an Emergency Medical Technician intermediate. Both technicians must be currently licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate under the terms of this contract. Staffing on ambulances must comply with the minimum staffing requirements for ambulances for the respective state EMS licensing authority for each jurisdiction in which the ambulance will operate under the terms of this contract. (6) Shall have device(s) for securing patients to stretcher and stretcher to vehicles (safety straps and floor locks). (7) Working two-way communication equipment. (8) Global Positioning System (GPS) (add). 7.4 Stretcher Transport vehicles shall be equipped with the following: (1) Functional Climate Control (front and rear) for heating and cooling. (2) Driver/Attendant (3) Shall have device(s) for securing patients to stretcher and stretcher to vehicle (safety straps and floor locks). (4) Accommodate stretcher and occasionally a motorized wheelchair. (5) Working two-way communication equipment. (6) Global Positioning System (GPS). (7) Oxygen. (8) Stretcher shall have hydraulic lifts to provide proper care for heavier patients. 7.5 All Vehicles shall be equipped with a GPS system which has the following capabilities: Line Mapping step by step directions Summary - gives you a daily report on the driver s activity for the day Stop indicates where, when, and for how long the vehicle stopped Speeding gives you the speed the vehicle is going from point to point Mileage gives you the daily travel mileage from point to point daily Ignition indicates when the vehicle starts up Landmark Stop gives you point by point directions with major landmarks Engine idle tells you that the vehicle has stopped and is on/running Maintenance lets you know when it is time for an oil change/tune up State Mileage indicates long distance trips mileage and tracking All vehicles shall accommodate a patient s limited personal effects to accompany the patient that can be safely secured in the vehicle or compartment in the vehicle. 8. VEHICLE INSPECTIONS 8.1 Contractor shall have and maintain a record of preventive maintenance checks and inspections for all vehicles being used for service. The contractor shall provide the COR with a copy of the most current preventive maintenance checks and inspections. Vehicles and maintenance records shall be made available to the COR for bi-annual inspections or whenever the medical centers feel such inspections are required. The contractor shall provide the COR a list of vehicles that will be used in the performance of this requirement. The list shall include the mode of transportation that the vehicle is providing, and Vehicle Identification Number. These inspections shall be scheduled in a manner that shall not disrupt contract performance. 8.2 All vehicles shall be made available for inspection at any reasonable time during the performance of this contract when requested by the contracting officer or COR. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall he removed from service immediately. That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies. VA Medical Center reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement may be cause for disallowance of compensation for services rendered in the violating vehicle. 8.3 All ambulances used under the terms of this contract must comply with the vehicle inspection requirements of the respective state EMS licensing authority for each jurisdiction in which the ambulance will operate, and shall provide the COR with a copy of any state EMS licensing authority inspection report upon request. 9. DRIVER/CONTRACTOR PERSONNEL QUALIFICATIONS 9.1 Drivers: (a) Education/Experience: Possess a high school education or equivalency, and have two (2) years of experience demonstrating the ability: to meet and deal with the general public; to read, understand and apply printed rules, detailed orders, instructions, and training materials: to maintain pose and self-control under stress; and to construct and write clear, concise, accurate and detailed reports as determined by successful, high level of performance with other clientele. (b) Possesses a valid United States driver s license issued within the last three years, has not been convicted of reckless driving or driving under the influence of alcohol or controlled substances and has not had a driver s license suspended under the point system issued by the state. Possess a valid American Red Cross standard first aid and personal safety course card or its equivalent. Drivers must provide full name, date of birth, and social security number to VA prior to operating vehicles with VA beneficiaries. Proof in the form of a current certificate that such first aid training has been successfully completed must be available upon request. (c) Possess a working knowledge of route specific to the area and knowledge of the nearest hospital available. (d) Contractor shall provide an annual statement that drivers are screened, trained and competent to safely transport patients. This annual statement of driver competency must include any advanced certifications, such as Advanced Cardiac Life Support or specialized training to assist and secure patients by stretcher or wheelchair. 9.2 Emergency Medical Services Personnel: Emergency Medical Technician (EMT) and Paramedics proposed prices in the schedule shall include the services of a minimum of two (2) Emergency- Medical Technicians (EMTs) for Basic Cardiac Life Support (BCLS) and a minimum of one EMT and one Paramedic for every Advanced Cardiac Life Support (ALS) Service. In the event the VA Medical Center determines it necessary for the patient to have more than one ALS attendant at bed side during transport, the contractor shall provide the additional attendant. In the event that the patient being transported requires mechanical ventilation, and the contractor is responsible for his or her own mechanical ventilator and the care of the patient during transport. In the event that the patient being transported requires accompaniment by an RN, and the contractor does not supply the RN, an RN will accompany the patient during transport. The RN's responsibilities during transport will be clearly outlined in written physician orders. In the event of emergency, the care of the patient in transport shall be the responsibility of the EMT/Paramedic. EMT's and Paramedics shall provide full name, date of birth and Social Security Number to VA prior to assignments on vehicles with VA Beneficiaries. Paramedics shall have current healthcare provider certification in both Cardiopulmonary Resuscitation (CPR) and ALS courses that are consistent with the latest American Heart Association (AHA) Guidelines for Cardiopulmonary Resuscitation (CPR) and Emergency Cardiovascular Care, and must be in a course found acceptable to the respective state EMS licensing authority for each jurisdiction in which the paramedic will operate under the terms of this contract. Attendant should have a minimum of four hours of training in crisis intervention (documented), since some of the patients requiring an attendant will be a psychiatric patient. An attendant shall always be required for stretcher patients strictly for their safety during the trip and help during transfer to and from van. EMTs shall have current healthcare provider certification in a Cardiopulmonary Resuscitation (CPR) course that is consistent with the latest American Heart Association (AHA) Guidelines for Cardiopulmonary Resuscitation (CPR) and Emergency Cardiovascular Care, and must be in a course found acceptable to the respective state EMS licensing authority for each jurisdiction in which the EMT will operate under the terms of this contract. EMTs and Paramedics must be currently licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate under the terms of this contract and at each time during which an EMT and/or Paramedic will operate under the terms of this contract. 9.3 Age: Contractor and employees performing work under this contract shall be a minimum of eighteen (18) years of age or as required by local laws. 9.3 Health and Physical Fitness Requirements: (a) All employees assigned by the contractor to work under this contract shall be physically able to perform all general duties, functions and activities; shall be free from any communicable disease, shall be in good general health without physical defects or abnormalities which would interfere with the performance of these duties, shall possess binocular vision correctable to 20/30 (Snellen), shall be free of color blindness, and be capable of hearing ordinary conversation at 15 feet with either ear without benefit of a hearing aid. Certify under oath that he is not addicted to alcohol or any controlled substances. Physical examination report to describe above requirements for each driver shall be provided upon request. (b) All employees shall be literate and able to communicate with clients in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material, and shall be able to compose reports which convey complete information. The Contractor is to certify the ability of all employees designated to provide service for this contract. 10. DRIVER/CONTRACTOR PERSONNEL CONDUCT 10.1 The following acts are not permissible by drivers that provide services under this contract or while on VA premises or during services with VA beneficiaries. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor s prescriptions which do not impair driver s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors prescriptions which do not impair driver s driving ability). Gambling in any form while on duty. Smoking and other uses of tobacco while on duty. Both patients and contractor are prohibited from smoking in vehicles. The smell and residual smoke may cause other patients who shall be riding in the vehicle to become ill. Carrying of pistols, firearms or concealed weapons. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system. Soliciting or accepting tips from customers, companions or others at any time. Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract. 11. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS The following contract security clauses are required for this non-medical services contract. 11.1 GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 11.1.1 All personnel employed by the contractor shall observe the requirements imposed on sensitive data by law, federal regulations, VA status and DM&S policy and the associated requirements to ensure appropriate screening of all personnel because of the inherent sensitivity of data at the facilities concerned and the level of security clearance carried by the Health Care Facility (HCF) personnel for the function under contract. The Contractor shall ensure that their personnel meet the above restrictions and that confidential and proprietary information shall be divulged only to those officers and officials of the VA Medical Center that are authorized to receive such information. 11.1.2 To satisfy the requirements of the Department of Veterans Affairs a low risk level Background Investigation shall be conducted prior to performing work under this contract. Appropriate Background Investigation (BI) forms will be provided upon contract award, and shall be completed and returned to the VA Office of Security and Law Enforcement (OSL&E) within 30 days for processing. Access to VA information resources cannot be made available until the Security Investigations Center submits the investigatory packet to OPM for processing. At that time the investigation is considered initiated and access can be provided. Contractors will be notified by OSL&E when the BI has been completed and adjudicated. 11.1.3 All costs associated with obtaining clearances for contractor provided personnel shall be the responsibility of the contractor. Further, the contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor-provided personnel, under the auspices of this contract, the contractor shall be responsible for all resources necessary to remedy the incident. 12. ORDER PLACEMENT AND TRANSPORTATION REQUEST 12.1 PLACING ORDERS: The contractor shall have a dispatcher available 24 hour a day/7 day a week to receive requests. VA will FAX these transportation requests to the contractor for next day transportation requirements before 4 pm daily. The VA transportation office will maintain a transportation log for all trips requests. Confirmation of receipt of the transportation requests shall be made by 4 pm each day between the contractor and transportation office. Orders, requests, or changes will only be made by the transportation office or the administrative officer of the day (AOD) or other authorized personnel. Changes shall be made by telephone or fax and shall be confirmed in writing immediately upon receipt. A list of authorized ordering personnel will be made available upon award of the contract. VA employees may be added or deleted from the list as required. The VA will notify the contractor of such changes as they occur. The Health Administration Service will provide the transportation scheduling worksheet to the contractor monthly. 12.2 SAME DAY TRANSPORTATION REQUEST: During the course of the day, it may become necessary to add additional trips to the daily transportation log. When this occurs, the VA will fax or telephone the request to the contractor. The transportation office will maintain a log for all same day trips (including weekend and holidays) which will include the patients name, pick-up address, destination address, date of call and requested pick up/appointment time, last four of his/her social security number, phone number or extension, equipment needed, mileage, costs and additional requirements needed for the transport.(added parts) The contractor shall immediately confirm the request and confirm the time the patient is to be picked up. Same day request will be placed in enough time as to allow the contractor a 1-hour notice before the vehicle is to be dispatched for the pick-up. Contractor shall be allowed a 2-3 hour notice for trips more than 150 miles one way. 13. PICK-UP AND DELIVERY 13.1 The contractor shall pick-up and deliver from point to point as specified on the transportation request. Patients with scheduled appointments shall be delivered to the specific clinic or address where the patient s treatment is being provided. Patients shall be picked up within 15 minutes (before or after the scheduled pick up time). In no instance shall contractor drop patients off in the hall or entrance of the VA. Adherence to schedules is of utmost importance. If a patient is unwilling to be transported, the contractor shall notify the medical center staff or transportation office before leaving without the patient. If the patient is not at the designated location when the crew arrives for pick up, the contractor shall notify the medical centers AOD or transportation office before leaving without the patient. Crews shall assist Veterans as necessary onto/into stretchers/vehicles for home pickup and delivery. Crews are responsible for bed to bed transfer for pickup and coordination with receiving medical staff for bed to bed delivery. 13.2 Coordination and planning between VA transportation office and then to contractor shall be done prior to pick up or delivery at a patient s residence for identified bariatric patients. The need for additional contractor staff to support the pickup or delivery should be completed prior to initiating the transport. The need for additional staff or any deviation from original request be identified at the point of pickup or delivery should be well documented on the trip ticket and charged to the VA as appropriate. The transportation office may contact the patient transported to validate the need for additional contractor staff (e.g., bariatric / arduous transport) on a case by case basis. 14. AIRPORT TRANSPORTATION When patients are transported to the airport the attendants shall remain with the patient until they have safely boarded the aircraft. If a VAMC attendant accompanies the patient the contractor attendant may leave after the patient and attendant are transported to the airport. If the contractor is required to park at the airport and free parking arrangements cannot be made with airport security a receipt shall be submitted with the trip ticket in order to receive payment. (is miscellaneous line item needed? for parking receipts, tolls fees, cancellation / no-ride charge, response fee). 15. CANCELLATIONS The contractor shall not charge for scheduled (local/flat rate) trips cancelled sixty (60) minutes prior to the vehicle arriving at point of pickup. For trips scheduled for the same day there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched. 15.1 Contractor shall have a contingency plan for service disruption and provide to the VA prior to contract award. 15.2 In the event that a contractor cannot perform the service and the VA gets another contractor to perform the service, the contractor shall pay for the service and the VA will bill the contractor. 16. SERVICE DISRUPTION 16.1 The contractor shall immediately report all vehicle breakdowns or other problems that may cause service disruptions to the COR or travel hub. When breakdowns occur, the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Travel Clerk or AOD. 16.2 Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable police reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service. 17. WAIT TIME: 17.1 Wait time is defined as the amount of time spent waiting after a scheduled pick up time (in 15-minute increments after first 30 minutes). 17.2 If wait time is anticipated the driver is to contact the travel (Transportation Office) hub immediately via telephone or zip-it system. For time lost in waiting at either end or both ends of the trip due to causes beyond the contractor s control, the contractor shall be reimbursed at the rate specified in the schedule of supplies and services. If the pick-up is other than at the designated area, the contractor shall call the transportation office or administrative officer of the day (AOD) on duty as soon as the contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. 17.3 In order to keep waiting time at an absolute minimum, the contractor shall immediately notify the Transportation Hub or AOD on duty when wait time is anticipated. All wait time charges shall be supported by notification to the Travel Hub or AOD that the driver (vehicle) is in a waiting status. At this point, information concerning reason for wait shall be provided. 18. NUMBER OF PATIENTS Generally, only one patient (person) shall be transported on a trip unless authorized by the medical center transportation office. If the contractor transports more than one patient without approval, payment for the extra patient shall not be made. With proper approval, the VA will allow the contractor to charge on a per patient basis when more than one patient is transported. The contractor shall ensure that pick-ups and drop-offs are scheduled so that the total distance traveled results in the most economical charge to the Government. One family member, spouse, medical staff member or caregiver who is at least 18 years of age shall be permitted to accompany the patient at no additional charge. 19. QUALITY CONTROL PROGRAM 19.1 Contractor shall establish, maintain and furnish to the VA a complete quality control program (QCP) to assure that the requirements of this contract are provided as specified. Contractor shall identify his management concept (provide key personnel list) for ensuring compliance with all contract requirements. Contractor shall furnish copies of these records if requested by the contracting officer or COR. The contractor s QCP shall include at a minimum the following: An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections. The QCP shall include the methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable. The QCP shall have on-site records of all inspections conducted by the contractor and corrective action taken (quarterly). The QCP shall include maintaining maintenance records of all maintenance and repairs performed on vehicles used in the performance of this contract (quarterly). 20. PERFORMANCE REQUIREMENTS 20.1 The contractor shall maintain performance standards in accordance with the performance requirement summary. 20.2 Drivers shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for. 20.3 Driver shall ensure the patient has been completely secured (fastened seat belts) prior to transport. 20.4 Contractor shall immediately notify the COR of any vehicle breakdowns or other problems that can result in service disruption. 20.5 Contractor s performance shall be in conformance with all Federal, state, and local laws to include Department of Transportation, 49 CFR, and Parts 27, 37, 38, 571 and VA Standards. All regulations of the state Public Service Commission (PSC) (of where the Contractor s facility is located) governing the control, operation of and licensing of the transportation contractor are incorporated herein by reference. All records submitted to and/or compiled by the PSC regarding inspections, safety, records, and manifests, may be reviewed prior to awarding a contract and periodically throughout the term of contract. 20.6 The COR shall monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions related to any and all incidents All complaints received by the COR and forwarded to the contractor shall be investigated promptly. After investigation and disposition, the contractor shall respond to the COR in writing within five (5) working days after receipt by the contractor. 20.7 PERFORMANCE REQUIREMENT SUMMARY REQUIRED SERVICE PERFORMANCE STANDARD MONITORING METHOD INCENTIVE/DISINCENTIVES FOR MEETING OR NOT MEETING THE PERFORMANCE STANDARDS Review next day service schedule (quality) Confirm service request with transportation office no later than 4:00 pm daily. 95% on time per billing period. Para. 12.1 Telephone, fax, Zipit, or email confirmation to transportation office. Successful or Unsuccessful meeting the performance standards will be reflected in the Contractors Performance Assessment Reporting System (CPARS). A 5% of the total invoice amount shall be deducted when the performance standard is missed. For Scheduled services: Pick-up Patients (timeliness) Pick-up patient within 15 minutes before or after scheduled pick-up time. 95% on time per billing period. Para. 1201 Trip ticket and patient inquiry If contractor is more than 30 minutes late for a pick-up the Government reserves the right to procure the services from another provider and charge the Contractor any excess expense or charge the contractor for wait time as specified in the contract. 10% of the total invoice amount shall be deducted when the performance standard is missed. Same Day Service (Timeliness) Confirm receipt of transportation request and pick up time immediately upon receipt of request. 95% on time per billing period. Para. 12.1 Telephone, fax, Zipit, or email confirmation to transportation office A 5% of the total invoice amount shall be deducted when the performance standard is missed. Same Day Service (timeliness) Pick-up patient within 15 minutes before or after scheduled pick-up time. 95% on time per billing period. 12.1 Trip ticket and patient inquiry If contractor is more than 30 minutes late for a pick-up the Government reserves the right to procure the services from another provider and charge the Contractor any excess expense or charge the contractor for wait time as specified in the contract. 10% of the total invoice amount shall be deducted when the performance standard is missed. Wait time Contractor shall wait at least 30minutes after scheduled pick up or delivery time before requesting wait time. Request received on time 95% of the time per billing period. Para. 16.2 Telephone, fax, Zipit, or email notification / request for wait time to transportation office The contractor will be paid the rate stipulated in the contract for wait time once 30 minutes has elapsed for all wait time when authorized. If contractor fails to meet the performance standard 1% of the total invoice amount shall be deducted. Deliver trip tickets to transportation office. (timeliness) Deliver trip tickets to the transportation office no later than 10:00 am the next business day for all trips completed before 11:59 pm of that prior business day. Deliver tickets on time 95% of the time per billing period. Para. 13.2 Delivery date and time annotated and initialed by person delivering tickets on trip log at the transportation office. Successfully or Unsuccessful meeting the performance standards will be reflected in the Contractors Performance Assessment Reporting System (CPARS). Deliver trip tickets to transportation office for all trips completed on weekends and holidays. (timeliness) Deliver trip tickets to the transportation office no later than 10:00 am the following business day. Deliver tickets on time 95% of the time per billing period. Para. 13.2 Delivery date and time annotated and signed by person receiving tickets on trip log at the transportation office. Successfully or Unsuccessful meeting the performance standards will be reflected in the Contractors Performance Assessment Reporting System (CPARS). A 1% of the total invoice amount shall be deducted when the performance standard is missed. Deliver itemized report with trip ticket summary to the transportation office (timeliness) Deliver trip ticket summary no later than 10:00 am on the first workday of the week for all trips completed for the prior week. 95 % on time rate. Para. 13.2 Delivery date and time annotated and signed by person receiving report at the transportation office. Successfully or Unsuccessful meeting the performance standards will be reflected in the Contractors Performance Assessment Reporting System (CPARS). A 1% of the total invoice amount shall be deducted when the performance standard is missed. 21. Vehicle Insurance Before award of the contract, the contractor shall furnish to the contracting officer a certificate of insurance (see FAR Clause 52.228-5) containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the contracting officer. The term shall endeavor is not acceptable as issued by insurance carrier. 22. Reporting Requirement Checklist No Type of Report Frequency Recipient 1 Vehicle Inspection Reports Quarterly COR 2 Vehicle Maintenance Reports Quarterly COR 3 HIPPA Training Certificates Annual COR 4 Customer Service Training Record Annual COR 5 Driver Certifications Annual COR 6 Evidence of Vehicle Insurance Annual COR INVOICES 23.1 Payment will be made monthly in arrears upon receipt of a properly prepared detailed invoice. Invoices must be sent electronically through OB10 Payment System in Austin, Texas. Invoices shall be submitted by the 10th calendar day of each month for trips provided during the prior month. 23.2 A properly prepared invoice shall contain: (a) Contract number and Purchase Order Number (b) Date of trip (c) Ticket number (d) Number of miles, if billing for mileage (e) Charges identified by contract line item number (f) Documentation of circumstances when billing for attempted pick up and/or waiting time. 23.3 Invoices shall be reviewed and reconciled to trip tickets and travel logs. Unauthorized charges shall be suspended. Supporting documentation may be provided and submitted for payment consideration or suspended charges. 23.4 An itemized report with trip ticket summary shall be submitted by the first workday of each week for the trips approved for the prior week. Summary shall have patient s name, last four SSN and total charge for each trip. A week is considered from Monday thru Sunday. When the end of the month falls on a day other than Sunday, a report shall be submitted for the period of Monday thru the last day of the month. The next report shall be for the first day of the new month thru Sunday.