Sources Sought Notice – V– Air Ambulance Service
Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: V--
Classification Code: V - Transportation, travel, & relocation services
Contact:
Description:
Long Beach VANLO
Please return this sources sought information if you are interested and capable of performing the requirement to [email protected] by
SOURCES SOUGHT SYNOPSIS ONLY
This is a sources sought announcement ONLY and is NOT a request for proposals or quotes. This notice is neither a request for competitive proposal or solicitation of offerors. This notice is to assist the
The attached Statement of Work is draft format and utilized for market research purposes only and seeking possible contractors that can perform the requirement.
The purpose of this request is to gain knowledge of potential qualified sources and their size classification (hubzone, 8(a), small, small disadvantage, service disabled veteran owned small business, or large business) relative to NACIS 621910. Size standard is currently
In response to this announcement, please provide the information below:
Company Name:
DUNS Number:
Address:
contact Name:
Phone No:
Email:
Business size information
Select all that applies:
Small Business
Emerging Small Business
Small Disadvantaged Business
Certified under Section 8(a) of the Small Business Act
HubZone
Woman Owned
Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov)
Veteran Owned Small Business (registered in VetBiz.gov)
FSS/ GSA Contract
FSS/ GSA Contract Number
Effective Date / Expiration Date
Please indicate if you would utilize a subcontractor in performing the requirement and supply the information below. Yes No
The results of this market research will assist in the determination if a set-aside is in the best interest.
Please complete this information for EACH sub-contractor.
What duties will they perform under this requirement
What percentage of the contract requirement will they perform
Company Name:
DUNS Number:
Address:
contact Name:
Phone No:
Email:
Business size information
Select all that applies:
Small Business
Emerging Small Business
Small Disadvantaged Business
Certified under Section 8(a) of the Small Business Act
HubZone
Woman Owned
Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov)
Veteran Owned Small Business (registered in VetBiz.gov)
If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement.
Please return this sources sought information if you are interested and capable of performing the requirement to [email protected] by
DRAFT SOW
Terms of Contract
A. Response Time:
Contractor shall be accredited by the
Contractor shall respond within thirty (30) minutes of notification twenty-four (24) hours a day, three hundred sixty-five (365) days per year, including all Federal Holidays.
Contractor shall commence the flight within four (4) hours of notification of patient pick-up from the Contracting Officer's Technical Representative (COTR). In the event the contractor cannot begin the flight within this time frame, the
B. Ground Ambulance:
The contractor shall coordinate all (origin and destination) ground transportation for VASNHS patients. These services shall be a
When available, the contractor shall utilize
Ground ambulance contractor invoice shall identify in detail all cost incurred for ground ambulance services.
Personnel authorized to order service shall make requests for service via telephone. A faxed information sheet shall follow each telephone authorization as soon as possible after completed by the
VA Ordering Officials by position:
Travel Clerk
Transfer Coordinator
Health Administration Services (HAS) Administrative Officer of the Day (AOD)
Health Administration Services (HAS) Chief
Health Administration Services (HAS) Assistant Chief
Health Administration Services (HAS) Section Chief, Enrollments and Travel
Health Administration Services (HAS) Supervisor, Enrollments and Travel
Contractor will be provided with patient's pick-up and delivery points and vehicle requirements. Under no circumstances shall orders or changes be accepted by any other party. In addition, Contractor shall make no deviation and is responsible for providing direction to its staff during transport to specified locations.
A list of authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of the
D. Payments:
Payments shall be based upon one-way direct air mileage (Nautical Mile) is computed on the appropriate Sectional Aeronautical Chart prepared by the Coast and Geodetic Survey In case a circuitous route shall be employed by reasons of safety (such as unfavorable terrain or weather), a copy of the flight log showing the reason which necessitated the detour from a directed route, shall be provided to the COTR.
Average distance per trip is estimated to be two hundred (200) nautical miles.
Billing is to be monthly in arrears. Invoices shall be fully itemized. The invoice must contain the following information:
" Contract Number
" Purchase Order Number
" Date of Service
" Patient's Full Name
" Last Four Digits of Patient's Social Security Number
" Origination and Destination points
" Ground Ambulance Costs (if applicable)
" Detailed Documentation of all items used and circumstances
" Total Dollar Amounts
The government will obtain compensation for late pickups according to the following chart:
Minutes Late* Deduction
15 to 30 25% of trip value**
31 to 45 50% of trip value**
46 to 60 75% of trip value**
61 to more Trips shall be at no cost to
*Minutes Late refer to when a team is available or estimated time provided when a team is unavailable.
**Trip value is the total of the basic trip for the scheduled trip.
The Government reserves the right to cancel any patient pick-up due to late response time at any time after the specified or latest pick-up time ordered. Government may employ the services of another source, contracted or non-contracted, for same day service. Contractor will be responsible for all additional costs incurred by the Government if another source is utilized.
The Government will not pay for services under this contract for late response time when such delays are not determined to be excusable by
The Government reserves the right to cancel any patient pick-up.
DRY RUNS: The contractor shall be reimbursed at the full contract amount for "dry runs" (trips made by the contractor when the
F. Number and types of Patients
The contractor will transport only one (1)
The contractor shall not refuse to transport
Contractors shall not be expected to accept any
Passengers, such as family members may be carried at the discretion of the pilot in command, providing all applicable
The contractor shall transport patient belongings and specialized equipment at no additional charge.
The contractor shall provide at the destination any
G. VA Patient Confidentiality:
Contractor shall take reasonable measures to ensure patient privacy and confidentiality. The contractor agrees to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in audio, electronic, and hard copy formats. That the undersigned understands all parties are bound by the requirements of the "Health Insurance Portability and Accountability Act of 1996" which provide guidance on the protection of patient privacy and confidentiality. This Act Mandates all government agencies, and those bodies with whom they contract, must be compliance with the directives of the Act.
H. Privacy and Security :
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
2. Access to VA Information and
If
The contractor/subcontractor shall not release
The C&A requirements do not apply, and that a Security Accreditation Package is not required.
Ensure that a Contractor Security Control Assessment (CSCA) is completed within 30 days of contract approval and yearly on the renewal date of the contract.
Ensure that the CSCA is sent to the ISO and the
Ensure a copy of the CSCA is maintained in the Security Management and Reporting Tool (SMART) database. COR will provide a copy of the completed CSCA to ISO for uploading into SMART database.
3. VA Information Custodial Language - Information made available to the contractor or subcontractor by
4. Security Incident Investigation - A. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to
Note: The term "driver" will be interpreted also as "pilot" and applicable and comparable vehicle control license requirements, character, qualifications, training, physical abilities, and behavior, shall be equally applied to aircraft transportation.
Contractor shall provide the COR a complete list of all drivers, utilized for this contract by the fifth day of each month. Updates must be submitted prior to drivers beginning to transport patients.
J. Driver Qualification:
A record of each employee as to character, qualifications and physical capabilities of performing the duties of ambulance care driver or attendant must be maintained and made available for inspection upon request. The COR reserves the right to request qualifications prior to award.
All drivers of said contractor MUST possess a safe driving record and a valid state driver's license. The contractor shall ensure all drivers providing services under this contract will have less than five (5) current points on their driver's license, none of which were assessed for "Reckless Driving."
K. Driver Duties:
Contractor shall ensure its drivers will:
" Perform their duties with due regard for the safety, comfort and convenience of customers and their property.
" Comply with all applicable Federal and State laws, regulations and licensing requirements, including drug testing.
" Have and maintain a current driver's license, valid in the state in which contractor's facility is located, with less than five current points, none of which were assessed for "Reckless Driving."
" contact the Contractor's dispatcher before leaving the designated location without picking up the customer(s) and when encountering problems such as patient(s) not ready, incorrect addresses or addresses which are inaccessible to wheelchairs.
" Drivers will also be required to dress in a professional manner at all times when transporting
" No passengers other than the patient and/or their attendant will be allowed in the vehicle during transport
" Ensure smoking, eating and/or drinking in vehicles are not permitted by the drivers.
" Ensure no playing of audio/visual equipment in vehicles will be allowed without the approval of the patient aboard.
" Ensure its personnel comply with 49 Code of Federal Regulations (CFR) Parts 40, 653 and 654 on Substance Abuse Prevention, which are respectively incorporated herein by reference and made part of this contract.
L. Driver Conduct:
The following acts are not permissible by drivers, which provide services under this contract or while on
" Use of intoxicating liquor, narcotics or controlled substances of any kind (excluding doctor prescribed medications which do not impair driver's driving ability) while on duty or reporting for duty while under the influence.
" Smoking and other uses of tobacco while on duty
" Carrying of pistols, firearms or concealed weapons
" Resorting to physical violence to settle a dispute with a fellow employee, patient(s) or the general public while on duty.
" Spitting in prohibited places or 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 use of the 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. Patient must be attended at all times by at least one contract staff member
" Engaging patient or family member in a verbal confrontation in any attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his dispatcher/supervisor via the radio system
" Soliciting or accepting tips from customers, companions or others at any time.
" Use of loud music
" Lack of security/confidentiality of patient health information (HIPAA violations)
M. Background Investigation:
Contract personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the
The investigate history for contractor personnel working under this contract shall be maintained in the databases of either the
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
N. Aircraft Certification:
1. All aircraft shall hold a valid Air Carrier Operating Certificate issued by the
2. A
3. Pilots shall use the "LIFEGUARD" call sign only when time critical medical and emergency operations warrant such service.
O. Evidence of Insurance Coverage:
After award of a contract, the contractor shall furnish to the Contracting Officer a certificate of insurance which shall contain an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interest of the Government in such insurance cancellation, shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer.
Certification of insurance per contract clause VAAR 852-237-71, must be provided to the Contracting Officer no later than 10 days after notification of award, but SHALL BE SUBMITTED PRIOR TO THE START OF WORK.
It shall be the responsibility of the Contractor to provide insurance in the amounts required by law.
Contractor shall resolve patient complaints of damage to personal material. Contractor will be responsible for repair replacement of patient personal property damaged while in the custody of the contractor until delivery and turnover of patient.
P. Training :
The contractor will provide documentation of training on transporting/assisting disabled passengers for all personnel who will be assigned to work performing any transportation for
Q. Operating Practices
1. All operations under the contract shall be supervised by competent, trained personnel who adhere to safe practices.
2.
3. All contractor facilities, including ramps, ramp areas, buildings, passenger areas, etc., shall be maintained in a clean and orderly condition, free from debris and any accumulation which may constitute an accident or fire hazard. Fences and warning signs shall be provided for public protection against hazards.
4. No aircraft shall be refueled with the
5. Contractor aircraft:
i. Shall comply with all
ii. Shall provide a climate controlled environment to prevent temperature extremes that would adversely affect patient care.
iii. Shall have an entry that allows loading and unloading without excessive maneuvering of the
iv. Shall be configured in such a way that the medical transport personnel have access to the patient in order to begin and maintain both basic and advanced life support.
v. Shall have interior lighting to ensure adequate observation of the patient. Aircraft cockpit should be capable of being shielded from the light in the patient care area.
vi. Shall provide sufficient isolation from the patient care area to minimize in-flight distractions and interference.
vii. Shall provide an inverter or appropriate power source with sufficient output and outlets to meet the requirement of the complete specialized equipment without compromising the operation of any electrical aircraft equipment.
viii. Shall be configured so all equipment, stretchers and seating allow for rapid and safe transport of the veteran.
ix. Shall be configured so that all equipment and supplies are secured in racks, compartments or straps to meet or exceed all
x. Shall be equipped with sufficient quantities of medical supplies and equipment specific to the type of mission being assigned and adhere to all local and state requirements. VA Medical Centers shall not provide supplies replenishment. These supplies shall include, but are not limited to:
" a) Industry standard medications and disposable medical bandages and supplies.
" b) Airway management equipment including oxygen, mechanical suction, intubation equipment and ventilator support equipment.
" c) Cardiac monitor/defibrillator.
" d) ACLS drugs and therapeutic modalities; or equivalent specific to type of mission assigned.
" e) Other electronic devices deemed necessary to deliver specific patient care for the mission assigned.
Medications/intravenous solutions, dressing, catheterizations kits for specific patients' needs shall be provided by the
xi. Shall be equipped with sharps disposal container for contaminated needles. Disposal of all contaminated materials from aircraft and/or ambulance shall meet Federal OSHA Guidelines.
xii. Shall be equipped with collection container for soiled and disposable items.
6. Medical equipment and supplies
Each piece of linen (including blankets, pillows, sheets) that has come into contact with the patient shall be thoroughly cleaned and if necessary disinfected after each flight. Disposable or single use items may be used, but shall be disposed after usage.
i. Each piece of equipment that has come into contact with the patient shall be properly washed and disinfected after each flight.
ii. Each stretcher pad, mattress, and pillow shall be impervious to moisture.
7. Hazardous Material
All hazardous material shall be contained and disposed of in accordance with Federal, State, Local laws, regulations and procedures.
8. Contractor shall maintain all medical equipment in accordance with manufacturer's recommendations, be functional at all altitudes and shall not interfere with aircraft avionics. Likewise, aircraft avionics shall not interfere with medical equipment. Adequate records showing maintenance and calibrations shall be kept and presented to the Contracting Officer or COTR upon written request.
9. All communication equipment shall be capable of transmitting and receiving clear and understandable voice communications to and from the base station at a reasonable distance.
All communication equipment shall be maintained in full operating condition and in good repair. Radios on aircraft (as range permits) shall be capable of communicating with the following:
i. Medical advice and direction
ii. Communication center
iii. Air traffic control
iv. EMS and law enforcement agencies
10. The aircraft shall be equipped with appropriate survival equipment.
11. Contractor shall use
At a minimum, Flight crew shall consist of three (3) personnel:
1. One (1) Pilot in command
i. Pilot(s) shall not be considered as part of the medical crew.
ii. Shall meet or exceed the minimum requirements of the
iii. Shall follow all
iv. Shall be responsible for all in-flight security for the patient and crew.
2. Designated
i. Certified in BLS and ACLS. (Certification by
ii. Be ventilator certified from an accredited program.
iii. Shall be current on certifications and continuing education.
3. Medical Flight Attendant with minimum qualifications, education, and certifications of an EMT. An additional
4. If
5. Flight Crew shall have access to a program Medical Director to act as a technical advisor to assist the Flight Crew and attending physician in identifying precautions and care while inflight.
S. Aircraft Maintenance
1. All aircrafts used in the performance of this contract shall be maintained in an air worthy condition in accordance with all applicable
2. contactor shall own and operate adequate maintenance facilities or shall have a contract with an acceptable shop to perform aircraft maintenance; said contract to provide that maintenance shall be performed as and when required by air taxi operator per
3. All ambulance aircraft shall be maintained in clean condition, including cabin interior, windows and aircraft exteriors.
T. Deliverables
4. Within three (3) calendar days of contract award, Contractor shall provide copies of certifications, and qualifications of all the personnel and aircraft involved in the performance of this contract to the Contracting Officer. Included shall be names and telephone numbers of dispatchers. contactor shall keep the assigned Contracting Officer apprised of any changes to personnel and aircraft throughout the life of this contract.
5. Contractor shall provide monthly, quarterly, and/or annual Usage Reports to the Contracting Officer or COR upon written request at any time throughout the life of this contract. Information may be requested includes:
i.
ii. Patient Social Security Number, last four digits
iii. Date of Flight
iv. Origin of Flight
v. Destination of flight
vi. Total Nautical miles
vii Amount invoiced, per patient for Nautical Miles
viii. Total amount invoiced, per patient
ix. Time frame of report
U. Smoking
There shall be no smoking:
1. Within 10 feet where oxygen is stored, dispensed or is in use.
2. Aboard aircraft in which
3. In ground ambulances where
4. Within 50 feet of any Government building.
5. In an areas where prohibited by Federal, State, Local ordinances.
V. ID Badges
All Contractor personnel required to wear identification (ID) badges during the entire time they are on the
It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police Service. The
X. Contract Changes
6. As a requirement contract with option years, it is reasonable to expect that usage and/or requirements based upon estimated quantities, may change during the contract period. In order to satisfy any such needs/changes, the Government reserves the right5 to negotiate with the contractor to add/delete items to this contract. Upon mutual agreement, the contact shall be modified in writing accordingly to reflect such agreed upon changes.
7. Changes determined by the assigned Contracting Officer to be within the general scope and intent of this contract shall be made in accordance with FAR 52.212-4, Contract Terms and Conditions - (c) Changes, and shall not necessitate a new procurement actions.
Changes can only be made by the Contracting Office. Any deviation/changes from this contract by the Contractor shall not be paid nor authorized by the
Link/URL: https://www.fbo.gov/spg/VA/LBVANBC/VAMD/VA26216Q1442/listing.html
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