Description
STATEMENT OF WORK - HELICOPTER SERVICES AND SUPPORT MEDEVAC Services)FOR UNITED STATES ARMY ALASKA 1. SCOPE OF WORK. The service provider shall provide dedicated aircraft(s), management and supervision, personnel, equipment, supplies, materials, fuel, tools, and transportation to perform air medical evacuation (MEDEVAC), and training for the U.S. Army Garrison, Fort Wainwright (USAG-FWA) and U. S. Army, Alaska. This is a non-personal services contract as defined by Federal Acquisition Regulation (FAR) Part 2. The service provider shall be prepared to perform services 24 hours a day, 7 days a week, 365 days a year without lapse in service during the period indicated herein. The primary service shall be providing aerial medical evacuation (MEDEVAC) services with rotary wing aircraft. The service provider shall be prepared to provide additional support helicopter services, in the estimated quantity see CLINs 0002 and 1002, for USAG-FWA as required. This support may include but is not limited to, USAG-FWA range support, environmental survey support, and general mission support in other areas as required by USAG-FWA. This is the requirements portion of the contract and will be ordered as requirements are known (see CLINs 0002, and 1002, and paragraph 1.4.4). This requirement will take place during non-training dates from DTA and BRTS, in addition can be use to maintain crew currency certifications. Commercial Airlift Review Board (CARB) approval is required at the time of full performance (no later than 1 Sep 11) by the prime service provider. If the service provider is not CARB approved by 1 Sep 11, the Army intends to terminate the service provider for cause in accordance with (IAW) FAR Clause 52.212-4(m) (Termination for Cause). IAW FAR Clause 52.212-4(m) the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the service provider shall be liable to the Government for any and all rights and remedies provided by law. Services performed shall be in accordance with "Health Insurance Portability and Accountability Act of 1996" (HIPAA), Army and Joint Commission for Accreditation of Healthcare Organizations (JCAHO), State and Federal Occupational Safety and Health Administration (OSHA), 32 CFR Chapter VII, Paragraphs 861.3 and 861.4 (DoD air transportation quality and safety requirements), and Federal Aviation Administration (FAA) laws, regulations, standards, and procedures, and comply with Additional Standards for DoD Contract Aircraft Operations under Federal Aviation Regulation Part 135 (Non-commuter Passenger) (Attachment 15). 1.1. GENERAL INFORMATION: 1.1.1. Service provider may be required to land at isolated un-surveyed landing sites and ranges to load patient(s) during day and night conditions. During the hours of darkness, pilots will be required to utilize Night Vision Devices (NVD) to facilitate nighttime operations. Range landings are subject to possible flight hazards such as snow, ice, dirt, mud, no landing pad, leaves, trees, debris on the ground, no lights, no safety equipment or personnel, uneven terrain, rocks, unexploded ordnance, inclement weather, etc. In cases of severe or deteriorated weather conditions, the Pilot-in-Command shall have the final word in regards to Safety-of-Flight. 1.1.2. Helicopter(s) shall be initially mobilized and based at Ladd Army Airfield, Alaska (FWA). Services shall be performed on lands used by the United States Army when DoD military units and/or other authorized users are scheduled for training at ranges and training venues (estimated at between 90 - 151 days of training, consisting of 2-3 week training periods, but number of days may vary based on operational missions). Service provider's cost shall include multiple relocations to training areas within 150 Nautical Miles of Ladd. 1.1.3. Helicopters shall have the capability to transport a minimum of two (2) litter patients for air medical evacuation services. Aircraft shall have hoist capability (minimum is 600 pound capacity) with a minimum of 250-ft long line. Minimum level of medical equipment is listed at Attachment 14. 1.1.4. Medical crew, at a minimum, shall be certified in State of Alaska and National Registry Emergency Medical Technician (NREMT-P), Advanced Cardiac Life Support. In flight patient care will be equivalent to that normally provided by a trained/qualified NREMT-P person. The service provider shall be responsible for providing Off-line Medical Direction for the Advanced Life Support (ALS) service in accordance with Administrative Rules, Emergency Medical Services System http://www.hss.state.ak.us/dph/DPHPP/default.cfm 1.1.5. Helicopter shall have at max gross weight; the primary aircraft must be capable of a VNE of at least 110kts at 6,000 ft and 20 deg. C. 1.1.6. Helicopters and crews shall have the capability to perform air MEDEVAC services at 7,000 feet Mean Sea Level and to take off and land at 14,000 feet density altitude, and a temperature range of 110 F to minus 40 F. 1.1.7. Helicopter radios shall have the capability to communicate via UHF, VHF, FM frequencies, and Alaska Land Mobile Radios (ALMRs). 1.2. AIR MEDICAL EVACUATION SERVICES: 1.2.1. The United States Army Garrison - Fort Wainwright (USAG-FWA) will notify the service provider for air medical evacuation (MEDEVAC) services by the most expeditious means available. Upon notification, the service provider shall inform USAG-FWA if they can meet the 15 or 30-minute response time. MEDEVAC services may also be initiated by the Contracting Officer, Contract Specialist or the COR. (Average number of incidents per year is approximately ten (10). This may or may not be an indicator of future incidents.) 1.2.2. Service provider shall be prepared to lift-off within 30 minutes at FGA and 15 minutes at FWA after notification. Service provider shall transport evacuated personnel to an approved medical treatment facility (See Attachment 3A) as designated by the senior medical representative (SMR) on the scene within 60-minutes after release by the SMR. 1.2.3. Service provider shall maintain communications with Fort Wainwright Dispatch by VHF, FM frequency or ALMRs prior to arrival and during the evacuation process. The service provider shall communicate with the medical treatment centers through established protocols at FWA. 1.2.4. Treatment center personnel or their designated representative will transport the patient(s) to or from the helicopter at medical treatment center helipads. In the case of no helipad available at the treatment center, treatment center personnel shall transport the patient(s) to or from the nearest suitable helicopter landing area. 1.3. MISCELLANEOUS OPERATIONAL SUPPORT 1.3.1 The COR will telephonically notify the service provider for projects, scheduled prescribed burns, search and rescue, aerial reconnaissance, and environmental assessment without compromise to the air MEDEVAC mission. The COR will coordinate the required time with the service provider. These miscellaneous support flights normally are not initiated when training is being conducted. Air MEDEVAC services shall take precedence over other flight support. (Approximately 12 events annually consisting of approximately 24 hours total). 1.3.2 Service Provider shall be prepared to conduct administrative flights as directed by the COR. (Approximately 120 events consisting of approximately 180 flight hours total). 1.4. COMMUNICATION RECORD, REPORTS, TRAINING, MEETINGS. 1.4.1 REPORTS 1.4.1.1 Service provider shall provide a verbal "or" or "and" written report on the patient(s) in-flight progress to the receiving medical treatment facility upon arrival. A flight communication record shall be provided to the COR or Authorized Individual within 24-hours after air MEDEVAC service is completed. (See Attachment 4a). 1.4.1.2 Airlift Response reports shall be provided to the COR within 24 hours of the response and shall contain the following data: Response Time: Time of the initial call/request, time of dispatch, and time of arrival on scene. On-ground Time: Time of arrival at scene to time of departure from scene. Turn-Around Time: Time elapsed between arrival at the receiving facility and back in-service time. 1.4.1.3 Patient Care reports shall be provided to the service provider Medical Director and COR "only" and annotated on the Airlift Report Form. The name of the Medical Director and experience will be identified in the offeror's proposal. (See Attachment 3B) 1.4.1.6 If the service provider's aircraft is not operational for any reason, the COR will be notified within 15 minutes of determination of status to include the anticipated length of time and reason for the inoperable status and the duration of time required to get an operational aircraft and crew to the area of required coverage. 1.4.2 TRAINING. 1.4.2.1 Service provider shall participate in quarterly emergency response exercises (approximately 4 hours flight time total annually). The COR will notify the service provider five (5) working days prior to a training exercise. 1.4.3. MEETINGS AND INTERFACE. The nature of this service requires significant interface with customers. The service provider shall provide courteous, professional, and timely response to customer requests. Service provider shall attend quarterly aviation safety and standardization meetings (approximately 2 hours per quarter) at FWA. The COR will notify the service provider five (5) working days prior to the meetings. 1.4.4 SUPPORT FLIGHTS (Requirement Items) (See CLINs 0002, 1002, and 2002 along with 52.216-18 and 52.216-19). The service provider shall provide helicopter support and services as stated in this Statement of Work. The duration of the work shall be stated in the task order issued pursuant to this contract. The service provider will be prepared to fifteen (15) hours of support flight services on a monthly basis. The service provider will be informed not less than seven (7) days prior to the actual mission date. Any supplemental helicopter services (see paragraph 1) under CLIN 0002,1002 or 2002 will be ordered only when MEDEVAC services under CLIN 0001 are not being performed. Flight hours for support helicopter service will be five (5) hours or less per day. The service provider shall not be required these additional concurrent with CLIN 0001 MEDEVAC services. 1.5. BUSINESS RELATIONS. Service provider shall partner with the Government to resolve all issues and conflicts in a timely and expeditious manner. 2.0 SERVICE PERFORMANCE SUMMARY: The service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance Objective SOW Para Performance Threshold Respond to and complete air service requests 1.0 through 1.2.4 Services performed within the specified time 100% of the time Provide communication records and reports 1.4 Accurate reports submitted as specified 95% of the time Participate in and provide training exercises and events 1.4.2.1 Participate in training exercises as specified 95% of the time Attend meetings 1.4.3 Quarterly meetings attended 95% of the time Customer Satisfaction 1.4.3 90% customer satisfaction rating or higher based on Individual Customer Evaluation reports and independent surveys conducted by the COR/QAE staff. Support Flight Services 1.4.4 90% Services concurrent with CLIN 0001 on a monthly basis Business Relations 1.5 Business and management problems are resolved timely and efficiently. No more than two (2) unresolved incidents during contract period. Service provider Manpower Reporting (CMR) 4.4.6 Submit report within required time 100% of the time. 3.0 GOVERNMENT AVAILABLE FACILITIES, PROPERTY, SERVICES, AND TRAINING. 3.1. Facility. On Ladd FWA there is space available in Hangar 6 for the helicopter. Adequate sleeping quarters and office space will be provided in Hangar 6 at FWA. Adequate space will be provided in Bldg T-100, for one helicopter at no cost (See Attachment 5) when relocated to FGA for mission support. The service provider shall not make alterations to Government provided facilities without prior written approval from the Contracting Officer. There will be no smoking in any Government building or within 50 feet of any entrance. The service provider, COR and Government Representative will conduct a joint inspection upon receipt and turn-in of the facility. Additional facilities may be made available at both LADD and AAAF to the service provider subject to negotiation with the government. 3.1.1. The service provider shall keep areas in good order, clean and presentable condition throughout the period of this contract. The service provider shall return the facilities, if used, to the Government in the same condition as received minus any normal fair wear and tear. The service provider shall be responsible for all damages not deemed fair wear and tear by the Government. Disputes of cost shall be processed in accordance with the Dispute Clause. 3.1.2. Government will provide maintenance and repair of Government-owned facilities. Unless otherwise required, maintenance will be provided in accordance with Government prescribed maintenance schedule. The service provider shall notify COR when standard/emergency facility repairs or maintenance are required. 3.1.3. Government will provide the service provider with a controlled set of keys to facilities if being used by the service provider in the performance of this contract. 3.2. Property. Government will provide common use items to include but not limited to, general-purpose furniture. (See Attachment 6) If accepted, the service provider shall use common use items for official Government business only and in accordance with the terms and conditions of this contract. The service provider shall not remove Government furnished property from the installation or other supported areas without review and written approval from the COR. Stewardship and maintenance of common use items will remain with the Government. 3.3. Services. 3.3.1. Utilities. The Government will provide and maintain utilities to include electricity, heating, plumbing, sewer, water, and other services currently available at LAAF and AAAF. Service provider personnel shall practice utilities conservation and shall operate under conditions that preclude waste of Government furnished utilities. 3.3.2. Communication Services. The Service provider will be responsible for providing their own phones (landline or cell) for official business in the performance of this contract. 3.3.3. Refuse Collection. The Government will provide refuse collection from outside dumpster or consolidated trash collection point at Hanger 6 LAAF and at AAAF. Petroleum Oil, Lubricant (POL) disposal shall be IAW current Hazardous Materials directives. 3.3.4. Landing Privileges. Government will provide landing privileges on Army property after service provider completes procedures in AR 95-2 for Civil Aircraft Landing Permit (CALP). Service provider shall be responsible to obtain landing privileges from medical treatment facilities other than Army prior to the beginning of the full performance period and provide the COR updates annually. (See Attachment 3.) 3.3.5. Refueling Services. Government will make available aviation fuel (JP- 4) (LAAF does not have JP8 available) during normal operating hours at LAAF (normally 9 AM to 10 PM or as coordinated with LAAF Airfield Manager) and AAAF (normally 6 AM to 3 PM). Refuel service is not available at LAAF & AAAF unless prior coordination is made through the COR. Service provider shall reimburse the Government for the actual cost of the fuel. Service provider will be required to provide JP8 refueling services for their aircraft at LAAF and AAAF. 3.3.6. Aircraft Parking. The Government will provide aircraft parking at LAAF and AAAF. 3.3.7. Training. Government will provide training on flight rules and peculiarities to the installation airspace and landing areas, communication process, and flight orientation. Training shall be completed within five (5) working days after contract start date. The COR will coordinate the training requirements. The Government will provide initial local area orientation in NVG (Night Vision Goggle) operations. Subsequent NVG training and certification shall be the responsibility of the service provider. The service provider shall establish currency standards for pilots trained in NVG operations. NVG operations will comply with the provisions of FAA Order # 8400.10. Service provider must comply with FAA requirements to obtain Helicopter Night Vision Goggle Operators (HNVGO) Certificate prior to NVG operations. 4.0. SPECIAL PROVISIONS: 4.1. Quality, Safety and Spill Control Plans. The Service provider shall employ its commercial quality control procedures and Aviation Safety Program in the performance of the requirements of this contract. Quality Control Plan and Safety Program shall meet FAA and CARB requirements and be approved by the Government within 10 days after contract award. In addition, a Hazardous Materials Spill Plan shall be submitted and approved by the Government within 10 days after contract award. Updates to all plans will be provided to the COR as required. 4.2. Performance Assessment. The Government will periodically evaluate the Service provider's performance in accordance with the Performance Assessment Plan (Attachment 6). 4.2.1. Quality Care Assessment. The Service provider Medical Director will review all emergency responses for accuracy, quality and effectiveness, and ensure adherence to prevailing medical laws; standards and criteria. 4.3. Hours of Performance. Helicopter services and support shall be performed during scheduled hours of training up to 24 hours a day, during specified periods. The Pilot-in-Command (PC) will determine exceptions to availability during adverse weather conditions, which prohibit flight operations. 4.4. Service Provider Employees: 4.4.1. Essential Knowledge, Skills and Training. Service provider shall staff this effort with competent and capable employee(s) for the discipline they are assigned to. The service provider employees must be able to read, write, speak and understand English. English shall be the only language used with regard to this contract for written correspondence, discussions and other business transactions. Pilots shall be licensed and certified to perform the stated and implied tasks of the statement of work. Crewmembers shall be trained in hoist operations and Emergency Medical Response. 4.4.2. Identification of Employees: 4.4.2.1. The service provider shall provide each employee with identification (ID) badge made of nonmetallic material, easily readable and including employee's name, service provider's name, functional area of assignment, and recent color photograph of the employee. 4.4.2.2. Personnel shall wear the ID badge at all times when performing work under this contract at a Government site, including while attending Government meetings and conferences that may take place outside the Government facility. Unless otherwise specified in the contract, each service provider employee shall wear the ID badge on the left chest pocket on the front of exterior clothing except when safety or health reasons prohibit such placement. The service provider shall identify themselves as service providers on all correspondence (includes email) and when answering the telephone. 4.4.3. Security Requirements. Service provider shall perform necessary background checks on their personnel and provide the information to the CO/KO at the Post Award Conference (PAC). DES will also perform necessary background checks on personnel. Foreign Nationals also will be required to be vetted through Military Intelligence. Once approved, they must maintain a letter from the Garrison Commander approving access to the installation. Vehicles entering the installations FWA, FRA, and FGA for providing services IAW the SOW shall be registered with Military Police IAW USARAK regulations and directives. 4.4.4. Health Requirements: 4.4.4.1. Personnel shall pass a flight physical examination prior to commencing work and at annual intervals if contract is renewed beyond one year. The certification shall contain the following statement: "(name of contract employee) is suffering from no contagious diseases to include but not limited to Tuberculosis, Hepatitis, and Venereal Disease." Certifications shall be provided to the KO at the PAC. Certifications for new employees shall be provided to the KO within five working days after commencing work. 4.4.4.2. OSHA requires all contract personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, or have documented proof of immunity to Hepatitis B infraction, as a condition of employment. Personnel shall stay current on their influenza immunization requirements and provide the COR with updates of the status of immunization on an annual basis. The service provider shall ensure that all employees providing services under the SOW are randomly tested for drug and alcohol abuse. 4.4.4.3. USARAK Medical Command may take clinical specimens for outbreak investigation of infectious diseases from contract personnel when required at no cost to the service provider. The type of clinical specimen will be dictated according to type of investigation. 4.4.5. Point of Contact. Service provider shall provide a Point of Contact (POC) that shall be available via telephone, 24 hours per day. This individual will have means to make direct contact with the contract manager or his alternate or be empowered to act on their behalf. 4.4.6. Contractor Manpower Reporting Application (CMRA). ....... 4.5. Agreement. The service provider shall establish an agreement with all potential medical treatment facilities prior to performance start date and will provide the COR copies and updates thereto. (See Attachment 3) 4.6. Partnering Agreement. In order to complete this contract most beneficially for both parties, the Government proposes to form a partnering relationship with the service provider. This partnering relationship will draw on the strengths of each party in an effort to achieve a level of quality that meets the customer's requirements and expectations. The partnering relationship will be bilateral and participation will be totally voluntary. Any costs associated with partnering will be shared equally with no change in contract price. 5.0 Aviation Insurance. The Service provider shall indemnify the Government for any liability producing act or omission by the Service provider, its employees and agents occurring during contract performance. The Service provider shall maintain aviation property damage and injury insurance. The minimum levels are set forth under AR 95-2. Additionally, the Service provider shall maintain medical liability insurance in the minimum amount of $1 million per incident and $3 million in the aggregate. The Service provider shall ensure that its subservice providers have medical liability insurance in these amounts. The service provider shall provide proof of insurance to the Contracting Officer within 5 working days before contract start date. 6.0. Phase-in Plan. With its proposal, the service provider shall provide a written phase in plan. In this plan the service provider shall: Describe your approach to a seamless transition of current operations and workloads Identify your proposed staffing level for this effort, if currently on board, and procedures used to staff the requirements. Identify the Army's and your critical transition tasks and a milestone plan to achieve them, and your approach to mitigate risk if milestones are not achieved Identify your project manager, key staff, and their qualifications There will be a Phase in period of 14 days to full performance under the base performance plan Formal solicitation will be issued. 7.0 Public Disclosure. All requests for information concerning this contract will be directed by the Contracting Officer. No public disclosure of the contents or terms and conditions of this contract is authorized unless approved by the Government.