Presolicitation Notice – V– BOSTON ALS/BLS TRANSPORT SERVICES
Notice Type: Presolicitation Notice
Posted Date:
Office Address:
Subject: V--
Classification Code: V - Transportation, travel, & relocation services
Solicitation Number: VA24116R0521
Contact: Anna NorcrossContract Specialist 401-273-7100 X-1564 mailto:anna.norcross@va.gov [Contracting Officer]
Setaside: N/AN/A
Place of Performance (address): VA Boston HCS;
Place of Performance (zipcode): 02130-4817
Place of Performance Country: US
Description:
Providence VAMC
Pre-Solicitation Notice for notice of intent to solicit for the requirement listed below.
THIS IS NOT A SOLICITATION.
The
The solicitation will be posted to the FedBizOps (FBO) website. The applicable NAICS code is 621910; Ambulance Services and the FSC/PSC is V225.
The solicitation package will be made available on or about
All interested parties MUST be registered in the System for Award Management (SAM) Database. If you are not registered with SAM, you may access at http://www.sam.gov. Any Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be certified in Vet Biz. If you are not certified with Vet Biz, you may access at www.VetBiz.gov. If you are certified or have received notification of pending certification this must be supplied with your solicitation package.
Interested persons may contact the Contract Specialist via email at anna.norcross@va.gov regarding this procurement.
I. GENERAL OVERVIEW:
Zone 1:
Zone 2:
Zone 3:
Zone 4:
Zone 5:
The government intends to award the zones to one or more primary contractors (or transportation brokers) who will now handle the entire zone and the logistics of establishing subcontracting networks (if necessary).
In the Price/Cost schedule, the intent is to establish an all inclusive price to the greatest extent possible by establishing a fixed price per trip for the routine described transports for each zone. Pricing is established on a per trip basis with additional line items to cover mileage over the 25 mile radius, or special scenarios.
An estimated number of trips per year, based on past year data, is listed on each line item. Base trips are defined as being within a 25 mile radius of the pick-up point.
II. TASKING/SPECIFICATIONS:
Scope of Contract - The contractor shall provide twenty four (24) hour ambulance service (ALS and BLS) to
VA
1400 Parkway
Hale Hospital CBOC
Lowell CBOC
Framingham CBOC
Boston CBOC
Quincy CBOC
Plymouth CBOC
116 Long Pond Road Suite 4
Services
The contractor shall furnish ambulance service 24 hours per day, 7 days per week, including all holidays for all patients including trips originating at one of the
The contractor shall furnish all linen supplies.
The contractor shall transport the patient s personal belongings of reasonable weight and quantity (e.g. adjustable walkers, shower chairs, wheelchairs, and portable televisions, etc.).
The average number of daily runs among all four of the medical centers (Jamaica Plain,
The Contractor s subcontractor shall not bill the
The
It is the responsibility of the Contractor to pay their subcontractors directly.
The contractor s business, vehicles and personnel shall be licensed in accordance with the
Emergency medical technicians (EMT) shall have completed training in accordance with the standards published by the
All emergency medical technicians shall be currently certified and/or licensed by local, state and regional authorities as required by law in the area in which service is performed including but not limited to EMT basic Certification, Valid Massachusetts driver s license.
The emergency medical technician shall be enrolled periodically in refresher , continuing education and/or advanced training programs as required by state and local laws where service is performed.-- Refresher training shall be at a minimum equivalent to that developed by the
The contractor s ambulances shall meet the minimum vehicle requirements for ALS and BLS services with regard to storage, equipment, and supplies as well as required safety inspections and certifications as specified in 105 CMR 170.000. --The
Federal HIPPA, state, and local laws shall govern the release of patient information to the contractor.-- For trips within
Response Time
The contractor shall respond to
The contractor will also provide emergency ambulance service to all
If prior to travel or during travel to the beneficiaries place of origin the contractor determines that they cannot comply with the response time, the contractor shall notify the appropriate
The
Upon request, the contractor shall cooperate and furnish to the
If available, the Contractor shall sign a Transport Log upon arrival at the
Contractor Employees
Contractor employees shall not be considered Government employees for any purpose.
The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.
Contractor personnel performing services to the
Each patient shall be treated with the utmost of respect and concern, with a professional approach to his/her dignity as an individual and patient. All communication, both verbal and non-verbal, by Contractor's personnel with and in the presence of the patient, will be conducted in a professional manner. The Contractor's personnel shall practice the utmost discretion when discussing the patient's condition with hospital professionals in the presence of the patient, relatives, and/or caregivers.
Contractor Personnel Qualifications:
All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. Contractor personnel shall meet these qualifications at all times while performing contract services. Record of each employee as to name, level, and certification to perform the duties of an ambulance driver or attendant shall be maintained and made available for inspection upon request. The
During the contract period of performance, if the Contractor proposes to add on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract.
Within seven (7) days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licensing, and any other qualifications of any personnel performing services under this contract. The initial documentation shall be provided to the Contracting Officer.
Emergency Medical Technician-Paramedic (EMT-P) and Emergency Medical Technician-Basic (EMT-B) Qualifications. EMT-P and EMT-B providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government:
Have completed training in accordance with the standards published by the
Shall submit evidence of equivalent training program successfully completed to the Contracting Officer.
Shall 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.
Shall attend (at the expense of the contractor) all refresher continuing education, or advance training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the
Ambulance Driver: Drivers shall have a valid operator's or chauffeur's license in accordance with Federal, State, and local government requirements for their place of operation for the services they perform. Drivers shall have EMT-B certification as a minimum.
Prices quoted in the Schedule include the service of a qualified driver and a qualified level of EMT on any ambulance assignment. All attendants/van drivers on duty must be qualified to administer oxygen and shall have successfully completed the Standard and Advance First Aid Courses of the
Contractor Equipment, Vehicles and Inspection:
Ambulances shall meet all current applicable Federal, State, and local specifications and regulations including, but not limited to, licensing, registration, and safety standards by the respective states of service.
Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications at all times during the performance of this contract and shall contain -
An emergency safety kit,
Portable oxygen unit(s),
Fire suppression equipment
Appropriate road emergency warning equipment.
Written emergency procedures.
Protective clothing required for the protection of contractor employees where patient care is expected, such as - i) gowns, ii) gloves, iii) masks, etc
BLS vehicle shall, in conjunction with the above, also provide on-board EMT-B, perform basic airway management, and provide IV at KVO without additives.
ALS vehicle shall, in conjunction with the above, also provide an on-board EMT-P, perform cardiac monitoring, provide Advanced Cardiac Life Support (ACLS) drugs and procedures, and perform advanced airway management and medication monitoring and administration. Advanced airway management means the ability to intubate a patient and provide appropriate respiratory care, including emergency criothyroidotomy.
All vehicles are to be equipped in accordance with the laws and regulations promulgated by the respective states of service. Radios shall be adequately powered to provide communication within the regional area as a minimum.
All vehicles must remain locked when not attended by Contractor employees to avoid unauthorized entrance. Vehicles (when not attended) shall NOT remain running, due to exhaust fumes.
The Contractor that is providing ambulance services shall provide oxygen when it is requested by authorized
With the exception of intravenous administration pumps, the Contractor shall not be permitted to borrow medical equipment from the
The Contractor shall submit a letter, electronically, fully describing the make, model, and year of the vehicle which they agree to furnish under this contract along with the location and telephone numbers of their establishment where calls are received and vehicles are dispatched. The Contracting Officer shall be notified, in writing, of any equipment added or deleted after award of contract.
Contractor Notification:
The Contractor shall provide all vehicles and manpower necessary to meet the ALS and BLS transport requirements of this contract. The Contractor will be authorized to utilize other ambulance service companies, as subcontractors (certified to be within all requirements of this contract) to complete these transportation requests. All bills for this subcontractor service will be paid directly to the Contractor at the contract rate, and the Contractor shall reimburse the subcontractor at their agreed to rate. In the event the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the Boston Healthcare System Travel Section and provide a justification for non-performance.
Patient Escort
Substitution of Beneficiary
Number of Patients
The Contractor shall transport only one beneficiary per trip, under ambulance services, unless specifically authorized by
Standards of Care
The Contractor shall adhere to the highest quality standards of both patient and medical care. Contractor shall adhere to the city, county, and state protocols established for emergency medical care and transportation. However,
Hours of Performance and Response Times
Hours of Performance. Contractor shall provide all ALS and BLS ground ambulance services for patient beneficiaries as requested (See Section 4 of this SOW).
Response Time
The Contractor shall respond to all calls for ambulance transport service by being on-site at the designated point of pick-up within 30 minutes of pick-up time. Should the time period for pick-up, stated herein, be physically impossible due to the location of the beneficiary, the Contractor shall contact the
The Contractor shall provide and respond to all emergency calls in accordance with all Federal, State, and Local regulations governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board patients, to include the use of sirens and other measures to ensure timely arrival at the designated VA Medical facility.
Response Time Compliance Rate. The Contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver during the contract year. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for "cause," (see FAR clause 52.212-4(m)).
It is estimated that 70% of all requests for service will be placed by telephone and 30% by fax. Requests for service may also be in writing or oral from an authorized representative of
Electronic Transmissions. The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with
Waiting
For unscheduled trips, waiting charges shall commence 15 minutes from the time the Contractor actually arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence 15 minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up point, whichever is later.
If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 15 minute grace period is anticipated, the Contractor shall notify the travel section. This call is only for the purpose of verifying the Contractor's time of arrival at pick-up and or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor's failure to notify the travel section when waiting beyond the grace period shall result in non payment for waiting time.
Under no circumstance shall a patient wait for transportation service for more than thirty (30) minutes without corrective action being initiated. If the Contractor fails to dispatch a vehicle for the requested service within thirty (30) minutes after receiving a request or any order,
Trips shall be scheduled by Contractor so that patients are not held at any point to meet another vehicle for the purposes of carpooling unless authorized by the Boston Healthcare System Travel Clerk.
Authorized Boston Healthcare Personnel
Authorized personnel will be full time staff employed by
Prior to performance, the Contracting Officer will provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.
Requests of Services
All requests shall be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices and contractor s request for service log submitted per Section 20. When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the
Mode of transportation required;
Required date and time of arrival;
Pick-up and delivery point;
Type and number of additional medical care specialists required;
Type of equipment required; and
Last four digits of the patient's Social Security Number
Dispatcher
Requests for Transportation services shall be made to the contractor personnel identified as seen below:
Company:
Address:
City/State/Zip:
contact Person:
Normal Hours Telephone No.:
After Hours contact Person:
After Hours Telephone No.:
Invoices
Payments for services will be monthly, in arrears, on certified invoices, per VAAR clause 852.232-37 Electronic Submission of Payment Requests.
Reimbursement for Mileage
Mileage Reimbursement. Reimbursement for mileage shall be based upon the miles from the pick-up point and the specified destination.
Should the Contractor arrive at the destination before
Other Charges. The prices listed in the accepted Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill
Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Care Unit. There shall be no smoking within the vehicles by Contractor, beneficiary, or any other passenger.
Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase.
Each patient shall be provided with safe and comfortable transportation to and/or from the
Incident/Accident Reports: IMMEDIATELY upon any incident/accident involving a
The Contractor shall notify the COR in writing within 24 hours of any complaints made by the beneficiaries with regard to the ambulance service. The Contractor may provide recommendations for improved services along with the patient complaints for
Infection Control Procedures
Health Tests: Contractor must submit proof of the following with their quote (all tests must be current within the past year):
Tuberculosis Test. Any past positive results will need a negative chest Xray results prior to starting work. PPD results needed to be submitted to the
2. Hepatitis B Vaccination. Contractor must provide documentation of ambulance employees who have received hepatitis B vaccination series and those ambulance employees who decline to receive the series.
The contractor shall delay using drivers and/or attendants who have the cold, flu, chickenpox, measles, or have been around someone who is sick on trips until well or no longer symptomatic. If any ambulance employee has suffered from a communicable disease and has been cleared to return to work, a copy of the clearance documentation must be submitted to the
Required Reports and Documents
Within seven (7) days after contract award the Contractor shall provide the following:
Contractor Personnel Roster. In this document, Contractor shall identify the employee
Position
Title, and
Work assignment area
Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur.
Contractor shall provide a "
Contractor s Quality Control Plan
The Contractor shall establish and maintain a complete Quality Control Plan to assure the requirements of this contract are provided as specified. A copy of this Quality Control Plan shall be forwarded to the CO along with the requested initial proposal. The Contractor's Quality Control Plan shall include the following or have incorporated into during performance of contract, as a minimum:
An inspection plan covering all services required by this contract. The inspection plan shall specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.
On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.
Incorporation of both active or established internal policies and procedures for updating medical service protocols that could affect performance of contract.
The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable.
On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract, the methods of preventing vehicle breakdowns, and detailed procedures for alternative transportation of patients in the event of mechanical breakdown of ambulance.
On-site records identifying the physical capabilities, certifications, and ongoing training of each employee performing services under this contract.
The methods of identifying and preventing radio communication breakdowns. A detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle communication radios.
A log to account for all requests for services. The log shall indicate the date and time of service call, name of the beneficiary requiring services, any required
On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.
Miscellaneous
At no time shall the Contractor leave vehicles on
Contractor employees shall conduct themselves in a businesslike manner at all times while on
When transporting patients to or from medical facilities, the driver, acting for the Contractor, shall ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.
Contractor Administrative Representative
The Contractor gaining award of this contract shall provide a list with the names, addresses, telephone numbers, and facsimile number of authorized Contractor representative(s) who have the binding authority to act on behalf of the Contractor on administrative and/or performance matters pertaining to this contract. The Contractor shall maintain this list and submit any changes thereof to the Contracting Officer as changes occur.
SPECIAL CONTRACT REQUIREMENTS
Contractor's Responsibilities and Insurance Requirements - The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to themselves, their employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or his employees' actions and/or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the states, and in accordance with VAAR 852.228-71 INDEMNIFICATION AND INSURANCE and 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE. Evidence of coverage shall be submitted to the Contracting Officer before commencing work under this contract (copy of Certificate of Insurance), and it shall not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer.
Safety Requirements - In order to protect the lives and health of all
Interference with Normal Functions - The Contractor's personnel shall interrupt their work at any time so as not to interfere with the normal functioning of the
Disposal of Hazardous Waste - The Contractor shall not dispose of any hazardous materials at any location on the
Sales of Companies or Name Changes - The Contractor gaining award of the contract shall notify the Contracting Officer,
Health Insurance Portability And Accountability Act (HIPAA), Privacy Rule, and Security Rule Because the Contractor will have access to
Patient Privacy and Confidentiality - All "patient papers" transported with the patient are confidential in accordance with HIPPA. Contractor's personnel may review these records for assessment and treatment purposes only. 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 (i.e. emergent care while in-route). In all other instances, all documents will remain intact and sealed.
ALS/BLS AMBULANCE TRANSPORT ESTIMATES FOR ENTIRE BOSTON HCS
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
ESTIMATED QUANTITY PER YEAR
UNIT
0001
One-Way
1,545
TRIP
0002
Additional Mileage Rates for Advanced Life Support (ALS) Transport Services including Oxygen, Cardiac Monitoring Unit and IV Therapy
31,400
MILES
0003
One-Way
12,090
TRIP
0004
Additional Mileage Rates for Basic Life Support (BLS) Transport Services including Oxygen
234,500
MILES
CONTRACT DEFINITIONS AND ACRONYMS
Advanced Life Support (ALS) - ALS shall be provided by ambulance vehicles containing at a minimum, an on-board EMT-P, cardiac monitoring, Advanced Cardiac Life Support (ACLS) drugs and procedures, advanced airway management and medication monitoring and administration. Ambulances for ALS services shall be staffed, certified, and licensed in accordance with current laws and regulations governing the certification and licensure of private ambulances by the respective states of service, and all ALS services shall be in accordance with current laws and regulations by the respective states of service.
Base Rate - Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action.
Basic Life Support (BLS) - BLS is defined as services required for non-critical patient care in which patient requires an ambulance, which has been staffed, certified, and licensed in accordance with current laws and regulations governing the certification and licensure of private ambulances by the respective states of service. All BLS services shall be in accordance with current laws and regulations by the respective states of service. The ambulance at a minimum shall be staffed with a vehicle operator and an Emergency Medical Technician (EMT) - Basic Ambulance, basic airway management, and IV's at Keep Vein Open (KVO) without additives.
Beneficiary - Veterans and other members determined to be eligible for benefits by the
BFR - A Billed For Responses run is defined as a request for service by authorized personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the medical center needs. The Contractor will be entitled to the applicable base rate only when BFR s are encountered due to no fault or negligence of the Contractor.
Business Hours/Days - Business hours/days are defined as the time of
Third Monday in January
Third Monday in February
Last Monday in May
First Monday in September
Second Monday in October
Fourth Thursday in November
*If the date of the holiday falls on a Saturday, the Government holiday is the preceding Friday. If the date of the holiday falls on a Sunday, the Government holiday is the following Monday.
In addition to the days designated as holidays, the Government observes the following days:
Any other day designated by Federal Statute
Any other day designated by Executive Order
Any other day designated by the President s Proclamation
Off Business hours/days are defined as the time of
Contracting Officer (CO) Veterans Administration official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. Any changes to a resultant contract may only be made through a written modification as prepared and executed by the CO.
Contracting Officer s Representative (COR) -
Contractor - The term "Contractor" as used herein refers to both the prime Contractor, their employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that their subcontractors comply with the provisions of this contract.
Joint Commission - A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.
Mileage Rate Mileage charge will be assessed from pick up location to drop off location, according to BING. When trip is booked,
Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this contract.
Quality Assurance Surveillance Plan - An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance.
Quality Control - Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract.
Scheduled Trip(s) - The term "Scheduled Trip" as used in this contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by
Unscheduled Trips(s) - The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given.
Vehicle(s) - The term "Vehicle(s)" as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.
Waiting - Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel.
Waiting Grace Period - The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for ambulance services shall include a fifteen (15) minute waiting grace period at origin and destination.
Link/URL: https://www.fbo.gov/spg/VA/PrVMAC650/PrVAMC650/VA24116R0521/listing.html
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