Modification to a Previous Presolicitation Notice – V– Non-emergency Medical Transportation Services for PVAHCS
Notice Type: Modification to a Previous Presolicitation Notice
Posted Date:
Office Address:
Subject: V-- Non-emergency
Classification Code: V - Transportation, travel, & relocation services
Solicitation Number: VA25816Q0562
Contact: Cynthia ValdesContract Specialist 520-792-1450 x4371 mailto:[email protected]
Setaside: N/AN/A
Place of Performance (address):
Place of Performance (zipcode): 85012
Place of Performance Country:
Description:
This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is an update to the prior Sources Sought allowing for additional time for a response and identifying two new points of contact to receive responses. 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.
The
Draft Performance Work Statement
1. REQUIREMENTS:
Contractor shall provide ambulatory, wheelchair and stretcher transportations services to
NOTE: This contract is not for emergency medical services.
Vehicle driver will assist the patient, as necessary, to enter and exit vehicles, and enter, locate, and sign-in at appropriate clinic areas upon arrival at destination. Vehicles transporting
2. PAYMENTS:
Invoices shall be submitted weekly. Contractor will be paid monthly in arrears for weekly invoices submitted during the month. To constitute a proper invoice, the invoice must contain at a minimum the following information to assist the government in making timely payments:
Invoices submitted for payment for goods or services provided under this contract must contain, as a minimum, the following information:
(1)
(2)Invoice date
(3)Contract number or other authorization for delivery of property or services
(4)Daily itemized listing of transports and charges (including patient s name, date of transport, and pick-up/drop-off points)
(5) Shipping and payment terms
(6)
(7)Dates of Services
(8) List any other substantiating documentation or information as required by the contract. Invoices requesting payment for rate per mile for miles traveled outside the miles limits, must list the following: patient name; pickup and delivery sites; total number of miles covered; total number of miles being billed, i.e., number of miles outside the miles limits agree in contract line item structure.
3. HOURS OF OPERATIONS:
The majority of trips under this contract will be Monday through Friday,
4. FEDERAL 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
VEHICLE:
Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal, State and Local laws, ordinances, codes, rules or regulations and must have a minimum not less than the following:
Equipped with safety belts for all seating positions.
Equipped with permanently mounted cot locking devices in a number equal to the maximum capacity of the vehicle.
Equipped with a heater and air conditioner in good operating condition, capable of maintaining a comfortable temperature in the patient compartment.
Equipped with one stretcher in good operating condition with adequate straps to secure the patient safety.
Equipped with a five-pound dry chemical or
Equipped with an
Equipped with an adequate supply of sheets, pillows, pillowcases, and blankets.
All vehicles utilized must be maintained in a clean and sanitary condition.
Equipment with flashing warning lights activated by the opening of the loading doors.
Any vehicle involved in an accident, no matter how insignificant will be taken out of operation until the contractor has provided written documentation to the
The Government reserved the right to inspect & approve vehicles utilized for the performance of the contract requirements at any time. Mechanical defects noted at the time of inspection shall be corrected prior to being placed in service. Maintenance of vehicles and their equipment shall be on a periodic basis and meet or exceed manufacturer s recommendations. Maintenance records shall be made available for inspection to the COTR upon request.
2. UNIFORMS:
While performing services under the contract, the company name and employees' names must appear on the driver and attendant's attire. This can be a legend on a uniform jacket or by means of a name pin or a combination of both, while performing services under the contract. Uniforms are to be clean and maintained in good repair. Drivers transporting patients must either wear uniforms or other form of easily identifiable insignia, which identifies the person as an employee of the contractor. Drivers must maintain accepted standards of cleanliness and grooming and demonstrate courtesy to the patients being transported.
3. NUMBER OF PATIENTS:
It is understood and agreed that only ONE patient will be transported on a trip unless specifically authorized by the
In the best interest of the beneficiary, authorized relative or non-relative shall accompany the patients at no additional cost to the Government.
4. WAITING TIME:
For time lost in waiting at either end or both ends on a trip due to causes beyond his/her control, the contractor will be reimbursed at the rate of one-fourth the hourly rate quoted in his/her bid for each quarter or fraction thereof in excess of one-quarter hour from the time he/she reports to the designated person. If the pickup is other than at a
5. RATES:
Payment of mileage traveled beyond the 35-mile radius will be limited to "One Way Only" the distance over which the patient is transported (for ambulatory the distance is 30 miles). Such mileage costs will be paid in addition to the rate per trip for any trip entirely in the 35-mile radius. (Trip mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide, whenever, possible. Otherwise, payment will be based on odometer reading with fractions of a mile paid as follows: .04 of a mile or less rounding off to the last whole mile, .05 of a mile or more rounded to the next whole mile).
CANCELLATION
If the contractor is provided notification of at least 30 minutes prior to pick-up time, the
NO-PATIENT CHARGE
When transport service is requested by the
6. ORDERS:
Requests for services will be made by telephone by the Representative(s) of
Driver/Attendant must present himself or herself to the
Any Ambulette or wheelchair service performed by the Contractor without a request as specified in (a) above, and for which the Government later determines the patient is eligible to receive, will be paid at the rates specified in the Schedule.
If the Contractor fails to furnish Ambulette/Medical Coach/Wheelchair service within a reasonable time (45 minutes) the Contractor is responsible for furnishing alternate transportation. If the contractor is not able to find alternate transportation the
Normally, transportation requests will be made 24 hours in advance; however, contractor must be able to accept requests for same day service and to schedule them in a manner that meets the arrival time needs.
7. ATTENDANTS:
Prices quoted in the Schedule include the service of a qualified driver and attendant on any assignment where a patient is transported in the performance of this contract. (PLEASE EXPLAIN WHEN AND ATTENDANT IS NEEDED AND WHO MAKES THE DETERMINATION OF WHEN AN ATTENDANT IS NEEDED.) The VAMC staff will make the decision to request an attendant for any patient that may have medical or physical necessity for transportation assistance. If the patient has medical disabilities the request will state what type of service will need to be provide(door to door or if hand to hand delivery of patient to the facility personnel in the case of care facilities ).
An authorized official of the
Attendant must have successfully completed an American Red Cross Standard first aid and personal safety course or any other related course in first aid and must be presently certified as such.
The Attendant must be enrolled periodically in "refresher" continuing education, or advanced training programs as required by the
Record of each employee's qualifications must be maintained at the Contractor s establishment and made available for inspection upon request.
8. LINEN AND BLANKETS:
The Contractor is responsible for furnishing an adequate supply of linen and blankets for use on ambulance vehicles. Clean and fresh linen and blankets must be used for each patient.
9. PATIENT/BENEFICIARY RECORDS:
The Contractor may be required to transport beneficiary records, charts, authorizations, etc. as directed by the COTR. Patient records and authorizations shall be obtained from the COTR prior to the transportation of the
The contractor will speak to the registered nurse before a patient is placed in the care of the Medical Center. This conversation will allow both parties to ask questions regarding the status of the patient. Any paperwork or patient data necessary for patient transfers will be provided to transportation companies/accepting facilities to ensure patient continuity of care is provided for. Patient data must be safe guarded to ensure no un-authorized viewing by non-certified/un-authorized personnel. Data will be destroyed or turned over as part of medical records for patient care to accepting facility. All patient care data will be safeguarded in accordance with VA Standards (VA HANDBOOK 6500 and 6500.6). Copies can be provided as part of contract statement of work.
10. DELAYS:
When conditions, neither foreseeable and/or controllable by the contractor occur, such as but not limited to 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 will be reported to the Beneficiary Travel Office. The Contracting Officer will make a determination as to whether such delays in service will be excused.
11. MEDICAL INCIDENTS/ACCIDENTS:
Contractor will immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting
12. ESTIMATED QUANTITIES:
All quantities for trips/mileage are estimated quantities, as it is impossible to determine the exact number of trips or mileage required during the contract term. The estimated quantities specified in the price schedule do not obligate the government to order those exact quantities.
13. PATIENT INFORMATION SECURITY:
The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:
Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
Contractor shall treat all deliverables under the contract as the property of the
Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
Contractor shall not create or maintain any records containing any
Contractor agrees to comply with
No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
Contractor agrees to maintain physical custody of patient information or sensitive data in the event of an emergency (inclement weather, monsoon, sand/dust storms), un-foreseen accident or vehicle breakdown with vehicle being left stranded or unattended. All patient information/data should be safeguarded with contingency plans that ensure patient information is not lost or left behind unattended. The guidelines of VA Handbook 6500 and 6500.6 should be adhered to at all times and, if any problems arise, COTR/CO should be contacted for guidance.
Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by
CO/COTR will be required to do quarterly visits during the contract duration to contract carrier offices/spaces to ensure Privacy of sensitive data is being met and also conduct monthly inspections of vehicles to ensure that patient safety, privacy is being maintained. These inspections can be done without prior notice or on scheduled events when needed. Contractor must ensure that records destruction is accomplished with reference RCS-10-1 instructions!
PROTECTED HEALTH INFORMATION (PHI)
Contractor will be given protected health information (PHI) of name, address and telephone number for the purpose of locating and transportation of the patient(s). Contractor will be given protected health information of name, address and telephone number via fax, phone or letter for the purpose of billing.
PRIVACY AND SECURITY TRAINING
Contractor will be required to ensure any employee of Business Associate Agreement, contractor, subcontractor or agent of Business Associate Agreement receives the annual security awareness training that conforms to the requirements of the
HIPPA COMPLIANCE:
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
Patient data for daily schedules or additional request will be provided via fax daily by
REFERENCES/APPENDICES:
VA Handbook 6500 Contract Security
APPENDIX A Terms and Definitions
APPENDIX B Acronyms
APPENDIX C References
APPENDIX D Minimum Security Controls for VA Information Systems
APPENDIX G National Rules Of Behavior
VA Handbook 6500.1 Electronic Media Sanitation
VA Handbook 6500.2 Management Of Security And Privacy Incidents
VA Handbook 6500.3 Certification And Accreditation Of VA Information Systems
VA Handbook 6500.6 Contract Security
VHA Handbook 1600.01 Business Associate Agreements
HIPPA ACT OF 1996(HIPPA)
National Standards to Protect the Privacy and Security of Protected Health Information(PHI)
Records Control Schedule 10-1, DTD:
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
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
Link/URL: https://www.fbo.gov/spg/VA/TuVAMC/VASAHCS/VA25816Q0562/listing.html
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