Sources Sought Notice – V– DC VAMC
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Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: V-- DC VAMC
Classification Code: V - Transportation, travel, & relocation services
Solicitation Number: VA24514I0157
Contact:
Description:
This is a sources sought for the DCVAMC to determine the availability of potential sources (and their size classification relative to NAICS 621910 (Ambulance Services) having the skills and capabilities necessary to provide services in accordance with the attached SOW. All interested vendors are invited to provide information to contribute to this market survey/sources sought including, commercial market information. This is not a solicitation announcement. No award will be made from this sources sought. Requested information should be submitted by email to [email protected] by
REQUESTED INFORMATION
STATEMENT OF CABABILITY: Submit a brief [ Five (5) pages or less] capability statement explaining your capability to perform ambulance transportation services for the DCVAMC. Include past experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity (maximum number of ambulance vehicles) and your availability to start. Please indicate the distance of your facility from the DCVAMC located at
BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at www.sam.gov and/or the VetBiz Registry at www.vetbiz.gov. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in SAM. To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry.
STATEMENT OF WORK
DEFINITIONS AND ACRONYMS
Administrative Officer of the Day (AOD) - Government employee that is designated for administrative purposes in charge of the Medical Center during other than normal business hours.
Advanced Life Support (ALS) - Advanced diagnosis and protocol-driven treatment of a patient in the field.
Advanced Life Support, Level 1 (ALS1) - is the transportation by ground ambulance vehicle and the provision of medically necessary supplies and services including the provision of an ALS assessment or at least one ALS intervention.
Ambulance - Vehicles that conform to the
Basic Life Support (BLS) - is transportation by ground ambulance vehicle and the provision of medically necessary supplies and services, including BLS ambulance services as defined by the state. The ambulance must be staffed by an individual who is qualified in accordance with state and local laws as an emergency medical technician basic (EMT Basic). These laws may vary from state to state or within a state. For example, only in some jurisdictions is an EMT = Basic permitted to operate limited equipment onboard the vehicle, assist more qualified personnel in performing assessments and interventions and establish a peripheral intravenous (IV) line.
Contracting Officer (CO) - Government employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to the contracts.
Contracting Officer's Technical Representative (COTR) - Individual or individuals designated by the Contracting Officer to place orders, furnish technical guidance, advice, certify invoices, and provides general supervision of the work performed under the executed contract.
Critical Care Advance Life Support (CC-ALS) - Medical care provided by a Registered Nurse (RN) or Physician.
Emergency - Emergency response is one in which a BLS or ALS Level 1 of service has been provided in immediate response to a 911 call or the equivalent. An immediate response is one in which the ambulance supplier begins as quickly as possible to take the steps necessary to respond to the call.
Emergency Medical Technician (EMT) - a certified health care provider who has successfully completed and maintains the
Physician - A person who is licensed and legally authorized to practice medicine.
Registered Nurse (RN) - A licensed professional with a four-year nursing degree and is able to provide all levels of nursing care including the administration of medication.
Specialty Care - is hospital-to-hospital transportation of a critically injured or ill beneficiary by a ground ambulance vehicle, including the provision of medically necessary supplies and services, at a level of service beyond the scope of the EMT = Paramedic. Specialty Care transport is necessary when a beneficiary's condition requires ongoing care that must be furnished by one or more health professionals in an appropriate specialty area, for example emergency or critical care nursing, emergency medicine, respiratory care, cardiovascular care or a paramedic with additional training.
Medical Center - (VAMC)
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INTENT: Furnish twenty-four (24) hour seven (7) day per week ambulance service for the beneficiaries of the
" Baltimore VAMC,
" Perry Point VAMC,
"
" Ft. Howard CBOC,
" Cambridge CBOC,
"
"
" Glen Burnie CBOC, 808 landmark Dr. Suite 128 21061,
" Pocomoke CBOC 101 Market Street, Pocomoke 21851
RATES: Rates are to be based on One-Way Trips.
REQUIRED SERVICES: The contractor(s) shall provide safe and comfortable ambulance and or wheelchair/scooter transportation services upon request, twenty-four 24 hours per day, seven (7) days per week, three hundred sixty-five (365) or three hundred sixty-six (366) days per year, including all National Holidays, from and to the front doors of apartments or houses and other areas (i.e. clinics, ward locations) designated by the VAMHCS Beneficiary Travel Office.
BASIC LIFE SUPPORT (BLS) - will be staffed with non-emergency attendant/drivers. Vehicles shall be dispatched immediately and arrive at the site within forty-five (45) minutes of calls for BLS ambulance.
ADVANCED LIFE SUPPORT (ALS) - Advanced Life Support Unit shall be staffed with Paramedics, ALS trained Registered Nurse (RN) and/or Certified Emergency Medical Technician 9EMT) with controlling capabilities for, but not limited to, Endotracheal Intubation, IV Therapy, Cardiac Monitoring, Defibrillation, and Drug Therapy, to be used in and out of town. EMT or ALS trained RN to be provided by the Contractor. Vehicles shall be dispatched immediately and arrive at the site immediately on call for an ALS ambulance.
WHEELCHAIR/SCOOTER - Wheelchair services shall only be utilized when VAMHCS beneficiary travel arrangements cannot be made through other modes. VAMHCS coordinator will contact contractor(s) and arrange wheel chair/scooter transportation of VAMHCS beneficiary. Wheel chair transport will be staffed with non-emergency attendant/drivers. Vehicles shall be dispatched immediately and arrive at the site within forty-five (45) minutes of calls for wheelchair or scooter patient transport.
Wheelchair/Scooter, ALS and BLS ambulance drivers shall assist the patient as necessary, to enter and exit vehicles, enter, locate, and sign in at appropriate clinic areas upon arrival at destination. Vehicles transporting VA beneficiaries will be dedicated exclusively to VA transports. The contractor may not carry non-VA contract beneficiaries or private pay patients with VA beneficiaries.
RESPONSE TIME: In most cases, transportation requests will be made twenty-four (24) hours in advance or by
Patients waiting return transportation will be picked up within forty-five (45) minutes of telephonic notification that the patient's visit is completed.
The Contractor shall furnish and dispatch required service within forty-five (45) minutes immediately after receiving a BLS request or an order from the VA. The VA reserves the right to obtain the service from another source, and to charge the Contractor with any excess cost which may result therefore. The VA will be the sole judge in determining when to order service from another source.
Failure to pick-up or to deliver a patient within (30) minutes of the allowed times shall result in a payment deduction of one-fourth (1/4) of the applicable charges for the trip for each thirty minutes the contractor is late. After the first thirty (30) minutes, for each fifteen (15) minute portion added to the thirty minutes, the charge will be one-eighth (1/8) of the applicable charges. The Contractor shall be charged additionally for instances where such failures cause a patient to miss an appointment. The Contracting Officer (CO) and the Chief of Medical Administration Service (MAS) shall make determination of appropriate charges. The assessment of charges, for each occurrence, shall be based upon the cost of the missed appointment to include treatment cost and any indirect administrative charges the VA incurs in rescheduling the appointment.
It shall be the responsibility of the Contractor's representative to immediately notify the VA ordering office (Travel Clerk) when unable to make a pick-up or delivery by the exact time specified for previously scheduled trips; or unable to dispatch an ambulance to a designated pickup point within the required time frame for unscheduled request for services. The notification shall include the reason for the delay and whether the pick-up or delivery can be made at a later time and if so, at what times.
It shall be the sole discretion of the VA ordering office (Travel Clerk) to decide: 1) to accept the later pick-up or delivery time, and based upon reason for the delay, present the delay for payment reduction; or 2) refuse the later pick-up or delivery time, order the services from another source, (the applicable order office (Travel Clerk) shall be the sole entity for determining when to request the services from another source), and present the reason for delay, to the Contracting Officer, as a occurrence that may be subject to default. Further, based upon the reason for the delay, the Contractor may be charged with excess cost incurred by the VA in ordering the service from another source. For the purpose of this contract, "excess cost" is the difference between prices charged by another source used and the applicable contract prices.
During a six (6) month period: 1) one avoidable delay longer than thirty (30) minutes, 2) two (2) consecutive delays regardless of duration; 3) a total of two (2) delays resulting in any patient missing an appointment; 4) two (2) failures to meet the required dispatch times; or 5) any combination of two (2) of the aforementioned incidents, may be subject to the provisions of default. This determination will be made by the Contracting Officer.
Failure to meet response times that are caused by the patient, the patient's family, VA personnel, and medical emergency while enroute, or other causes beyond the control and without negligence of the dispatcher or the ambulance attendant, will not be held against the Contractor. Should such incidents occur, and if possible, the ambulance attendant shall notify-the VA ordering office (Travel Clerk) and shall document the circumstances on the trip ticket.
NUMBER OF PATIENTS: It is understood and agreed that only one (1) patient will be transported on a trip unless specifically authorized by the VA. When, pursuant to VA authorization, more than one patient is transported concurrently on a trip, reimbursement shall be made at the rate not exceeding the cost of transporting a single patient. Authorization will be granted only for the convenience of and at the discretion of the VA. Vehicles transporting VA beneficiaries will be dedicated exclusively to VA transports. The Contractor may not carry non- VA contract beneficiaries or private pay patients with VA beneficiaries.
CHECK-INS: Drivers shall identify by use of log in/log out sheets the patients being transported to and from the VAMHCS as required by the Government.
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 of the patients being transported.
SMOKING: No Smoking is allowed by Contractor personnel or patients while providing services under this contract.
PERFORMANCE: Contractor performance shall be in strict accordance with the contract and all applicable Federal, State, and local laws.
WAITING TIME: For time lost in waiting at either end or both ends of a trip due to causes beyond his control, the Contractor will be reimbursed at the rates of one-fourth (1/4) the hourly rate quoted by his bid for each quarter hour, or fraction thereof, in excess of forty-five (45) minutes waiting time, from the time he reports to the designated person. If the pick-up is other than at the
ORDERS: Requests for services will be made in writing or by telephone 24 hours per day, 7 days per week, and subsequently confirmed in writing by Medical Administration Service.
If the Contractor fails to furnish the required ambulance service to the pick-up point within the forty-five (45) minutes after receiving a request or any order, the VA reserves the right to obtain the service from another source and charge the Contractor any excess cost which may result there from. The VA shall be the sole judge in determining when to order service from another source.
Ambulance shall be required to transport patient's belongings, wheelchairs, or medications with the patient.
CANCELLATION OCCURRENCE: Those occasions when a non-scheduled request is made from an authorized VA ordering office and is for dispatch of an ambulance but is cancelled by that office within 15 minutes of the request. There shall be no charge for any cancellation that is made within the 15-minute time period. The cost for a cancellation not made within the 15- minute time period shall be at one-fourth (1/4) of the charges that would have occurred had the trip been completed.
NO PICK-UP: Those occasions when an ambulance is dispatched in response to an authorized VA ordering office schedules or non-scheduled request and upon arrival at the pick-up point no patient transport is effected, for reasons other than those caused by the Contractor. The cost for a no pick-up shall be a one-fourth (1/4) of the charges that would have occurred had the trip been completed.
TOLL CHARGES: It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to "ONE WAY ONLY" and shall be listed separately on the Contractor's invoice, and substantiated with original receipts.
USE OF SUB CONTRACTORS: The contractor is free to subcontract service in order to satisfy the VA's requirements. All companies utilized as subcontractors are subject to approval of the VA and must meet all requirements of this contract. The contractor shall disclose use of any subcontractors and ensure all certification and training requirements are in compliance with federal, state, and county regulations governing ambulance services. The contractor shall be responsible for all subcontracting services provided under this contract. Subcontractor's invoices shall not be submitted directly to the VA, but rather shall be incorporated as part of the prime contractor's regular monthly invoicing.
VEHICLE: Each vehicle must be equipped at all times during performance as required by Federal, State, and local laws, ordinances, codes, rules or regulations. Vehicles must be capable of 1) providing access to wheelchair patients unable to transfer from their wheelchair to a vehicle without assistance and 2) provide access to stretcher bound patients unable to transfer to a sitting position.
The ambulance under the terms of this contract shall be licensed and must meet the minimum vehicle requirements as mandated by the
All vehicles must meet or exceed the minimal specifications. The basic emergency care vehicle contracted for shall be the Type 1, Type II, or Type III ambulance. All vehicles shall have restraints for securing wheelchairs.
AMBULANCE MEDICAL EQUIPMENT: Each emergency medical care vehicle will have patient compartment facilities, oxygen and suction systems and equipment, environmental climatic equipment, communications and additional systems equipment accessories and supplies as required by the
ALS Ambulances shall have a 3-lead Cardiac Monitor and a Pulse Oximeter capable of monitoring oxygen saturations that correlates within 2-3% of measured oxygen saturations. The device must be capable of being monitored in real time.
For transporting of stable patients requiring assisted ventilation, a mechanical ventilator capable of control, assist-control, and Synchronized Intermittent Mandatory Ventilation (SIMV) mode must be available. Ambulance staffs who transport these patients must have documented competencies in the use of this ventilator.
MAINTENANCE OF VEHICLES, SUPPLIES AND EQUIPMENT: The vehicle(s), to include supplies and equipment, shall be maintained in a manner so as to assure safe quality medical transportation and, if needed, emergency medical care. Standards for maintenance, safe transportation, and emergency medical care shall be based upon those dictated by the vehicle manufacturers recommended maintenance procedures, the industry safety standards, and those procedures and directives defined in the Contractor's Medical Treatment Protocol.
At a minimum, the VA requires a daily, monthly, semi-annual and annual vehicle maintenance and inventory inspection.
Daily the vehicle shall be checked for its operational condition, i.e., tire pressure, functional lights, oil level, etc. and inventoried for proper equipment and supply levels.
Monthly, semi-annual, and annually, the vehicle shall be checked using the manufacturer's recommended preventive maintenance inspection procedures. Supplies shall be checked for sterility, level compliance and to ensure, as applicable, that instrument, fluids, medications, etc., are not out-dated.
Documentation of inspections and inventories, to include comments of any action taken to correct discrepancies, shall be retained for a period of no less than thirty (30) days. Should it be requested, the inspection and inventory data shall be available for review by the Contracting Officer and/or COTR.
GOVERNMENT OWNED EQUIPMENT/SUPPLIES: Any and all equipment, machinery, lines, etc. taken with patients must be returned. The Contractor must provide his own linens and must not be exchanged with VA linens.
INSPECTION: The right is reserved to thoroughly inspect and investigate the establishment, facilities, business reputation, and other qualifications of any bidder and to reject any bid, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. If any ambulance equipment is added after inspection, subsequent to award of contract, it shall be inspected and approved by the Contracting Officer or the COTR before being placed in use under this contract.
Inspection of Contractor's Equipment: The Contracting Officer reserves the right to inspect the equipment the bidder proposes to use in the performance of the contract, prior to award of the contract. Upon request, bidders will promptly furnish to the Government a statement of bidder's previous experience, organization (including company officers), technical qualifications, financial resources, and facilities available to perform the work under this contract.
ATTENDANTS: Record of each employee as to character and physical capabilities of performing the duties of an ambulance driver or attendant must be maintained and made available for inspection upon request by the VA.
QUALIFICATIONS: Offers will be considered only from bidders who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Successful bidders shall meet all requirements of Federal, State, or City codes regarding operations of this type of service.
Each bidder must submit, along with a bid, a letter in duplicate fully describing the make of the vehicle, model, and year which he agrees to furnish under this proposal, including the location and telephone numbers of his establishment where calls are received and vehicles are immediately available for dispatch. The Contracting Officer shall be notified in writing of any ambulance equipment added after award of the contract.
EMERGENCY MEDICAL TECHNICIAN: When required, EMTs providing emergency services on ambulances serving VAMCs and clinics must have the following qualifications:
Have completed training in accordance with the standards published by the
Evidence of the "equivalent" training program successfully completed by the EMT must be submitted to the Contracting Officer.
The EMT must be certified, licensed or otherwise officially recognized by the local, state, or regional government or public entity where the emergency ambulance service is operated or by which it is governed.
The EMT must be enrolled periodically in "refresher" continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans but in no instance shall this be less frequently than every two years. Such "refresher" training must be equivalent to that developed by the
NON-EMERGENCY ATTENDANT-DRIVER(S): Prices include non-emergency medical technicians and/or drivers as appropriate. Technicians and drivers must be capable to administer oxygen and have successfully completed the Standard and Advanced First Aid Courses of the
An authorized official of the
EVIDENCE OF INSURANCE COVERAGE: Before award of 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 interests of the Government in such insurance shall not be effective unless 30-day written notice of cancellation or change is furnished to the Contracting Officer.
PAYMENTS: Payments will be made in arrears upon receipt of a properly prepared invoice in accordance with FAR Clause 52.212-4(g)(1). Invoice shall be itemized with patient's full name, complete
OPTION YEARS: The Contractor is notified that Option Years are not automatically renewed. The Contracting Officer may renew option years in accordance with FAR Clause 52.217-9, Option to Extend the Term of the Contract.
REGISTRATIONS: Each contractor is required to register with the NIH CPS database at the following web address: https://cpscontractor.nih.gov, if you need assistance, please contact the CPS Support via email at cps-support-lAlist.nih.gov or call 301-451-2771.
The Contracting Officer will evaluate the contractor's performance annually. The report shall be assigned in CPS to the contractor's designated representative for comment. The contractor representative will have thirty (30) days to submit any comments and re-assign the report to the VA Contracting Officer. Failure to register and respond within the thirty days will result in the Government's evaluation being placed on file in the database with a statement that the contractor failed to respond.
CENTRAL CONTRACTOR REGISTRATION (CCR): Federal Acquisition Regulations (FAR) require that federal contractors register in the Central Contract Registration (CCR) database at http://www.ccr.gov and enter all mandatory information into the system. Award may not be made until the contractor has successfully registered. Offerors are encouraged to ensure that they are registered in CCR prior to submitting their offer.
INCIDENT-ACCIDENT REPORTS: In the event that the Contractor is involved in any incident or accident while transporting a VA patient, regardless of how minor the incident/accident appears to be, verbal notification with all the facts as they relate to the incident/accident shall be reported to the COTR, AOD, or CO. This notification shall take place once the medical necessity or crisis has ended. A written report shall be submitted to the CO within forty-eight (48) hours of the incident/accident with a list of the contractor staff names (drivers/attendants), patient name(s), any pertinent information and witnesses.
PATIENT CONFIDENTIALITY: Contractor shall insure the confidentially and security of all patient information and shall be held liable in the event of breach of confidentiality. The contractor shall comply with the provisions of the Privacy Act (5
In addition, all patient charts and records transported with the patient are confidential and limited to a "need to know" basis for the Contractor's personnel. Appropriate administrative and medical information will be provided to the Contractor for patient transport. If the medical record is transported with the patient, it may be used as a source of information if the situation warrants. In all other instances, all documents will remain intact and secured.
CONTRACTOR OPERATIONAL REQUIREMENTS: All ambulances used in conjunction with this contract shall meet or exceed all current City, County, State, and Federal regulations as they pertain to the requested services under this contract. Ambulances shall be well maintained and in a constant state of readiness throughout the life of this contract. Maintenance records,
Ambulances shall be clearly marked (identifiable) for the purpose they are to perform. The exterior shall be kept neat and professional in appearance. Interior shall be kept orderly, clean, and professional in appearance and in an organized manner.
All ambulances while performing services under this contract shall meet or exceed all current City, County, State, and Federal regulations as they pertain to the qualifications and staffing levels of the personnel aboard.
The Government reserves the right to refuse/dismiss any vehicle from providing services under this contract.
CONTRACTOR PERSONNEL: Contractor personnel assigned to perform services under this contract shall meet or exceed all current City, County, State, or Federal licensures, certifications, and training relative to the function they are to perform under this contract. Minimally, included, would be re-certification(s), continuing education and/or refresher courses. These requirements shall be maintained current throughout the life of this contract. Personnel's certifications and documentations shall be presented to the CO upon request.
Contractor personnel shall wear a company uniform with the employee's name readily visible on the outside of the uniform, while performing services under the contract. This can be a legend on a uniform or uniform jacket or by means of a name badge or a combination of both. Uniforms shall be clean and maintained, in good repair to present a professional image. The Government reserves the right to refuse/dismiss any personnel from providing services under this contract.
The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.
QUALIFICATIONS OF OFFERORS: Proposals shall be considered only from offerors who are regularly established in the business called for, who in the judgment of the CO are financially responsible and have the necessary equipment and personnel to provide the service specified herein, and who meet all Federal, State, or local codes or regulations regarding operations of Ambulance Service.
The VA reserves the right to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any bidder and to reject any bid, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. If any ambulance equipment is added after inspection, subsequent to award of contract, it shall be inspected and approved by the CO being placed in use under this contract.
SCHEDULING OF WORK: The COTR, AOD, CO and designees only are authorized to place requests (orders) for contract services with the Contractor's dispatch office. The request for services shall specify the originating point and final destination. Only such travel is authorized and any costs incurred for unauthorized travel, stops, waiting times, etc., will be the responsibility of the Contractor. The Contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized personnel, may be deemed as unauthorized travel for which the Contractor may bear the risk of non-reimbursement.
NATIONAL HOLIDAYS: Ambulance services shall be available upon request twenty-four (24) hours a day, three hundred sixty-five (365) or sixty-six (366) days per year, including all National Holidays.
National Holidays are:
Thanksgiving
Note: Also included would be any other day specifically declared by the President of
HIPAA COMPLIANCE: HIPAA compliance is required. The Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the
Link/URL: https://www.fbo.gov/spg/VA/VAMHCS512/VAMHCS512/VA24514I0157/listing.html
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