Sources Sought Notice – V– Wheelchair Transportation Services – VA Pittsburgh Healthcare System

Notice Type: Sources Sought Notice

Posted Date: 14-JUN-16

Office Address: Department of Veterans Affairs;Network Contracting Office 4

Subject: V-- Wheelchair Transportation Services - VA Pittsburgh Healthcare System

Classification Code: V - Transportation, travel, & relocation services

Solicitation Number: VA24416R1060

Contact: [email protected] mailto:[email protected]

Description: Department of Veterans Affairs

Network Contracting Office 4

Department of Veterans Affairs Pittsburgh Healthcare System

VA Pittsburgh Healthcare System is seeking to award a four year Indefinitely Delivery Indefinitely Quantity (IDIQ) contract for wheelchair van services to transport patients including physically or mentally handicapped individuals in wheelchairs and aged and infirm persons, their attendants and personal belongings throughout the tri-state area. The Contractor agrees to furnish non-emergent, wheelchair van services, 24-hours per day, seven day per week, (to include all federal holidays) for all patients of the VA Pittsburgh Healthcare system and it's Community Based Outpatient Clinics (CBOCs) in Beaver, Fayette, Washington, and Westmoreland Counties in PA and in Belmont County, OH. Care provided during transfer of a patient shall be according to orders of the attending physician.

Contractor shall provide medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract, including Federal Holidays. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis.

If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported.

Contractor drivers shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transport to a vehicle seat. NO patient shall be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal.

Contractor shall provide "through the door" assisted service for all patients to and from their designated appointments. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All patients shall be attended by an authorized responsible party at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle. When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient's arrival by the Contractor's driver or authorized attendant.

The Contractor's driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient's condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the VA Medical Center Emergency Room staff. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD). All diversions from destination will be reported to the COR or designee.

All Contractor's drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor's business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check to the maximum extent permitted by law.

All Contractor's drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request.

All Contractor's drivers and attendants shall have passed the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request.

All Contractor's drivers and attendants shall have the physical capabilities to provide special assistance to the patients when transporting patients to the medical center, private residence, nursing homes, etc. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. The contractor shall promptly replace any personnel removed from the performance of services. This determination will be at the sole discretion of the Contracting Officer/COR and will be based upon documented evidence.

The following acts are not permissible by drivers that provide services under this contract or while on VA premises: Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor's prescriptions which do not impair driver's driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability); Gambling in any form; Smoking and other uses of tobacco while on duty. Both Patients and Contractor are prohibited from smoking in vehicles; Carrying of pistols, firearms or concealed weapons; Resorting to physical violence to settle a dispute with a fellow employee, patients, or the general public while on duty; Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior; Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward patients or other employees; Stopping for personal business, including excessive use of 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; Engaging patients in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system.

Soliciting or accepting tips from patients, companions, or others at any time. The VA reserves the right to bar any driver from transporting VA patients should he/she violate any terms of this contract.

All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Pittsburgh Healthcare System, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients.

All Contractor's drivers shall maintain a valid operator or chauffeur's license, required to operate the type of vehicle necessary to perform the service, as required by the State of Pennsylvania. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract.

Contractor drivers shall not text message while driving. Reference FAR 52.223-18.

The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor's employees, and Contractor's representatives shall treat each patient with respect, concern and a professional approach to Patient's dignity as an individual and as a patient. All communication both verbal and non-verbal by the Contractor's personnel, with and in the presence of the patient, shall be conducted in a professional manner.

The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patients name, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle.

VEHICLES: Failure by the successful contractor to maintain compliance with any of the provisions precribed in this section for vehicles used in performance may be considered grounds for default of the contract.

Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules and regulations and must have a minimum of the following:

The wheelchair van transport vehicle shall be of model and make to insure safe and comfortable transportation of wheelchair bound patients. Each vehicle shall be so configured as to hold a minimum of two (2) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of 4 point restraints for all wheelchair positions. All positions shall be seated facing the front on front mounted seats or rear on rear mounted seats of the vehicle. No patients may be transported on side mounted seats. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential safety feature shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented and records provided upon request by the Contracting Officer. Wheelchair vans must be designed so that patients are restrained by a seat belt at all times when the vehicle is in motion. Contractor must have portable oxygen tank holders in their vehicles to transport portable oxygen safely.

The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the State of Pennsylvania. Wheelchair vans equipped with a wheelchair lift shall be equipped with the following:

(1) A safety bar and wheel catch (e.g. rollback stop) secured to the outside perimeter of the lift to prevent the wheelchair from rolling off.

(2) The lift controls will be located in such a position that the operator can work the controls while keeping one hand on the wheelchair at all times and ride the lift with the patient during loading and unloading.

(3) The lift shall operate in such a manner that when going up or down it will remain parallel with the ground.

(4) The lift shall be located as to receive the wheelchair and patient from the rear or passenger side of the vehicle.

(5) The lift shall have slip-proof surface.

(6) The lift must be a minimum of 28 inches.

All vehicles shall be equipped to allow for direct communication, at all times, between the drivers and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication.

All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient's well being.

All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) sanitary blankets.

All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage; odor, debris and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the contractor's establishment and made available for inspection upon request.

All vehicles shall be smoke free and provide the proper ventilation for the patient.

All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs.

The Contracting Officer reserves the right to prohibit specific vehicles from being used to perform transportation services under this contract. This determination will be at the sole discretion of the Contracting Officer and will be based on documented evidence.

The contractor shall transport patients authorized for transport by the VA, which shall include bariatric patients that may require more than one person to lift.

All work under this IDIQ shall be performed in accordance with any applicable US Department of Transportation, Commonwealth of PA regulations and OSHA regulations.

Please note: All offerors must be registered in SAMS data base, see https://www.sam.gov and complete online Reps and Certs at http://www.sam.gov. All SDVOSB and VOSB offerors must be registered in VetBiz at http://www.vetbiz.gov. Amendments to the solicitation will be posted at this website only. All respondents must obtain amendments at this website; hard copies will not be mailed. All questions must be submitted in writing by email to [email protected]

For source sought: If your company provides ambulances services to the area

identified, please provide the information requested below:

1. Company Name

2. Company Duns & Bradstreet Number

3. Socio-economic Status (e.g. large business, small business, service-disabled veteran owned small business,

etc.)

4. Point of contact with Name, Email Address, and Telephone Number

5. What service areas does the company currently operate

6. Is your company registered in System for Award Management (SAM)

Please provide the information to Angelamarie Scott by email: [email protected].

DISCLAIMER: This Sources Sought notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this request that is marked proprietary will be handled accordingly.

Link/URL: https://www.fbo.gov/spg/VA/PiVAMC646/PiVAMC646/VA24416R1060/listing.html