Ambulance Contract BASE 4
THIS IS A REQUEST FOR INFORMATION (RFI) ONLY
Ambulance Services
TUSCALOOSA VA MEDICAL CENTER
This is a request for information used to identify potential sources that are interested in and capable of delivering Services described in the Statement of Work below. Please send capability statements to pamela.frazier2@va.gov, if you can provide these services.
STATEMENT OF WORK
FOR AMBULANCE SERVICES
Statement of Work FOR THE
TUSCALOOSA VAMC
PURPOSE: The Tuscaloosa Veterans Administration Medical Center has a requirement for a twenty-four (24) hour 7 day a week ambulance service (Basic Life Support and Advance Life Support) for the beneficiaries of the Tuscaloosa VAMC. This shall include routine or non-emergency, urgent, and same day services requirements.
Due to the critical nature of ambulance services and with the expectation of operational changes within the Agency, The Tuscaloosa Veterans Administration Medical Center reserves the right to negotiate with the winning contractor to expand services and served locations or regions without further solicitation for the duration of the contract. The expansion of services or service locations and the associated costs must be clearly defined with a new quote from the vendor, pre-approval from facility leadership and fiscal, and with guidance and final written approval/modification from the assigned contracting officer.
DEFINITIONS:
" Basic Life Support (BLS) - BLS service includes basic, non-invasive interventions to reduce morbidity and mortality associated with acute out-of-hospital medical and traumatic emergencies.
" Advanced Life Support (ALS) - ALS service includes advanced, invasive, and pharmacological interventions to reduce morbidity and mortality associated with acute out-of-hospital medical and traumatic emergencies.
GENERAL DESCRIPTION: The Contractor shall furnish and manage the necessary personnel, materials, services and facilities to provide basic life support units, advanced life support (critical care) unit ambulance services and stretcher transportation services for the Tuscaloosa VAMC at 3701 Loop Road East, Tuscaloosa, AL 35404.
REQUIREMENTS:
1. Vehicles:
A. The vehicle fleet and its equipment must be of the quality, model, and condition to assure the patient "high quality" medical transportation and/or emergency first aid, if needed, and shall meet and maintain the minimum industry standards for maintenance, equipment, and staffing of all vehicles operated for the duration of the contract.
Vehicles must have adequate straps and seat belts necessary to secure patients and stretchers according to industry standards. The contractor must maintain preventive maintenance records for all vehicles being used for services provided under the terms of this contract. Contractor will provide the government a list of vehicles that will be used in supplying the requirements for this contract. This list will include the mode of transportation that the vehicle is providing, bumper number and Vehicle Identification Number. The vendor will not use vehicles for the services under this contract that do not meet industry and regulatory standards or vehicles that have safety or operational deficiencies.
B. Each vehicle shall be equipped in accordance with the Federal Specification for Ambulances, KKK-A-1822E and with such safety items as required by Federal State and Local authorities in the area in which the vehicles are operated; also, in the future if any items are required by Federal, State and Local authorities in the area in which the vehicles are operated, then they shall be added to each vehicle. Each ambulance shall be equipped at all times when transporting a patient in the performance of this contract according to industry best practices or industry standards and with not less than the following equipment at no additional charge to the Government. Proof of compliance with Federal, State and Local authorities will be provided upon request by the Contracting Officer or the Contracting Officer's Technical Representative (COR).
" Shall have one ambulance cot, a collapsible stretcher or two stretchers, one of which is
collapsible;
" Shall have adequate straps to secure the patient safely to stretcher or ambulance cot,
and adequate means of securing the stretcher or ambulance cot within the vehicle;
" Shall have adequate supply of sanitary sheets, pillows, pillowcases, and blankets; urinals and emesis
" The Contractors personnel shall comply with the facilities linen policies.
basins;
" Shall have standard first aid kit;
" Shall have oxygen and oxygen breathing apparatus in good operating condition, oxygen masks must be of the disposable type or be thoroughly sterilized after each use and kept sterile.
C. Vehicle Inspection: Vehicles and maintenance records will be made available to the Tuscaloosa VAMC for bi-annual inspections or whenever the Tuscaloosa VAMC feels such inspections are needed.
2. PERSONNEL:
A. The Contractor will be fully responsible for personnel management of its personnel and will ensure personnel issues do not impact the quality of service provided to those who are beneficiaries of the Tuscaloosa VAMC.
B. The Contractor will provide the COR and the Contacting Officer a current single point of contact or other source approved by the government to address and or resolve operational and contractual concerns.
C. Emergency Medical Technician - Emergency Medical Technicians (EMT), EMT-Paramedics, and EMT-Intermediates providing services under this contract shall have the following qualifications:
" Have completed training in accordance with the standards published by the Department of Health and Human Services (DHHS) with a minimum curriculum of 81 hours or "equivalent" including an in-hospital training period. Such training must be acceptable under the regulating requirement for local EMS systems supported by DHHS under Public Law 93-154, Federal Register 39:24304, July, 1974.
" The EMT shall periodically be enrolled in "refresher" continuing education, or advanced training programs, as required by the local or state government entity in which the service is rendered to the veterans, but in no instance shall this be less frequently than every two years. Such "refresher" training shall be equivalent to that developed by the Department of Transportation (DOT), National Highway Safety Administration (NHSA). The Contracting Officer may request evidence of such "refresher" training.
" EMT(s) 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.
" Only Contractor personnel having current and appropriate licensure and or credentials will provide services to beneficiaries of the Department of Veterans Affairs.
D. Attendants: There shall be an Emergency Medical Technician and Driver on board each time a patient is transported. The Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of an ambulance driver or attendant and be made available for inspection upon request by the Contracting Officer or the Contracting Officer's Technical Representative (COR).
" Drivers or attendants shall not be allowed to transport the Tuscaloosa VAMC beneficiaries if they appear to be ill or under the influence of drugs or alcohol.
" Drivers and attendant shall display professional manners at all times. Rude or obscene behavior or language will not be accepted.
" Drivers and attendants shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for.
" Drivers or attendants shall secure all patients and passengers with approved security devices prior to transport.
" Only employees of the Contractor who meet the qualifications 3.e. shall be allowed to accompany the Attendant/Driver on trips provided for the Tuscaloosa VAMC.
" Contractor shall be required to demonstrate to the Tuscaloosa VAMC that their attendants are adequately trained in the safe and proper transport of beneficiaries.
3. PERSONNEL SECURITY:
A. The Contractor and all personnel employed by the Contractor shall be required to observe the requirements imposed on sensitive data by law, federal regulations, VA status and DM&S policy and the associated requirements to ensure appropriate screening of all personnel because of the inherent sensitivity of data at the facilities concerned and the level of security clearance carried by the Health
Care Facility (HCF) personnel for the function under contract. The Contractor shall ensure that their personnel meet the above restrictions and that confidential and proprietary information shall be divulged only to those officers and officials of the VA Medical Center that are authorized to receive such information.
B. Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information belonging to or being used on behalf of the Department of Veterans Affairs. To satisfy the requirements of the Department of Veterans Affairs a low risk level Background Investigation shall be conducted prior to performing work under this contract. Appropriate Background Investigation (BI) forms will be provided upon contract award, and are to be completed and returned to the VA Office of Security and Law Enforcement (OSL&E) within 30 days for processing. Access to VA information resources cannot be made available until the Security Investigations Center submits the investigatory packet to OPM for processing. At that time the investigation is considered "initiated" and access can be provided. Contractors will be notified by OSL&E when the BI has been completed and adjudicated.
C. The investigative history for contractor personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct contractor investigations.
D. All costs associated with obtaining clearances for contractor provided personnel will be the responsibility of the contractor. Further, the contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident.
4. PRIVACY/INFORMATION SECURITY/RECORDS MANAGEMENT:
A. All Contractor employees are required to complete the VA's on-line Security Awareness Training Course. Contracted employees will have to self-register at https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do. Once registered, enroll in class va10176 VA Privacy and Information Security Awareness and Rules of Behavior. Contractors must provide signed certifications of completion to the Contracting Officer Representative (COR) during each year of the contract life and within 30 days of the contract start date. This requirement is in addition to any other training that may be required of the contractor.
B. No unauthorized Photography or Video on medical center premises. Per VA Regulations 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.
C. Upon completion or termination of the applicable contract(s) or agreement(s), return and/or destroy, at Covered Entity's option, VA information gathered, created, received, or processed during the performance of the contract(s) or agreement(s). No data will be retained by Business Associate, or contractor, subcontractor, or other agent of Business Associate, unless retention is required by law and specifically permitted by Covered Entity. As deemed appropriate by and under the direction of Covered Entity, Business Associate shall provide written assurance that all VA information has been returned to Covered Entity or destroyed by Business Associate. If immediate return or destruction of all data is not possible, Business Associate shall notify Covered Entity and assure that all VA information retained will be safeguarded to prevent unauthorized Uses or Disclosures
D. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.
5. ORDERS
A. PLACING ORDERS: The contractor shall have a dispatcher available 24 hours a day 7 days a week to receive request. VA will FAX or Contractor will pick-up next day transportation requirements between 4:00 and 4:30 pm daily. The VA transportation office will maintain a log for all trips on the request. Conformation of receipt of the transportation request shall be made between 4:00 pm and 4:30 pm each day. Orders, requests, or changes shall only be made by the Transportation Clerk or Administrative officer of the Day (AOD). Changes will be made by telephone, fax and shall be confirmed immediately upon receipt. A list of authorized ordering personnel shall be made available upon award of the contract. The VA will notify the contractor of such changes as they occur.
B. SAME DAY TRANSPORTATION REQUEST: During the course of the day it may become necessary to add patients to the Contractor's list. When this occurs the VA will fax, telephone or use two way radio the request to the contractor. The transportation office will maintain a log for all same day trips (including weekend and holidays) which will include the patients name, location/destination, time of call and requested pick up time. The contractor shall immediately confirm the request and confirm the time the patient is to be picked up.
C. PICK-UP AND DELIVERY: The Contractor shall pick-up and deliver patient to the specific clinic where the patient's treatment is being provided. Patients shall be picked up within 15 minutes (before or after the scheduled pick up time). In no instance shall Contractor drop patients off in the hall or entrance of the VA. Adherence to schedules is of utmost importance.
Trip tickets shall be process by the travel office no later than 4:00 pm for next business. Trip tickets for all same day trips are completed as soon as travel request are processes. Trip tickets shall indicate date of trip, pick up and delivery points, veteran's name and last four of social security number.
D. CANCELLATIONS: The contractor shall not charge for scheduled trips cancelled sixty (60) minutes prior to pick-up time. For trips scheduled for the same day there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched.
E. WAITING TIME: Wait time is defined as the amount of time spent waiting after a scheduled pick up time. For time lost in waiting at either end or both ends of the trip due to causes beyond control, the contractor shall be reimbursed at the rate specified in the schedule of supplies and services. If the pick-up is other than at the designated area, the Contractor shall call the Transportation Office or Medical Administrative Officer (AOD) on duty as soon as the Contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay for which he shall claim reimbursement. All wait time charges must be approved by the Transportation Office and supported by Notification to the Travel Clerk or AOD.
6. SERVICE DISRUPTION: The Contractor shall immediately report any and all vehicle breakdowns or other problems, which may cause service disruptions to the COR. When a breakdown occurs the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Travel Clerk or AOD.
Contractor shall immediately report all incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major or minor damage, serious/minor personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.
If for any reason the Contractor is unable to perform services as outlined in this contract, the vendor will be responsible to coordinate alternative services with full responsibility to ensure the alternative vendor meets the requirements of this contract and at no additional cost to the government.
The Contractor shall provide no less than six months of notice to the COR and Contracting Officer prior to discontinuing services associated with this contract. If the vendor discontinues service for any reason or the government discontinues service due to performance, the vendor will be responsible to return any prepayment to the government within 60 days from the date service ended. In this case the vendor must return the monthly prorated amount for the months whereas service was not or will not be provided to the government. The same requirement applies to minimum payments.
7. NUMBER OF PATIENTS: Generally, only one patient shall be transported on a trip unless authorized by the Tuscaloosa VA Medical Center Transportation Office. The Contractor shall not transport more than the number of patients for which can be safely transported. If Contractor transports more than one patient without approval, payment for extra patient shall not be made. With proper approval, the VA shall allow the Contractor to charge on a per patient basis when more than one patient is transported. The Contractor must ensure that pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the Government.
8. RATES:
A. For all one-way trips within 25 mile radius of the Tuscaloosa VA Medical Center the Contractor shall receive the flat rate awarded for that trip. The Contractor shall also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the 25 mile radius. In no event shall the Contractor receive reimbursement for the mileage charge for any mileage inside the 25 mile radius. Payment for mileage travel beyond the 25 mile radius shall be limited to the distance, according to the Rand McNally's Trip Maker, over which the patient is transported. For the purpose of this contract the city limits is define as 25 mile radius from the Tuscaloosa VA Medical Center. Access Rand McNally's Trip Maker at: www.randmcnally.com
B. 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 Two Way only and shall be listed separately on Contractor's trip tickets and invoice.
9. PAYMENTS: Payment shall be made monthly in arrears upon receipt of the proper invoice. Invoices must be submitted the first workday of each month for trips provided during the prior month. The invoice must contain the following information:
A. Contract Number
B. Date of trip
C. Number of miles, if billing for miles
D. Documentation of circumstances when billing for attempted pick-up and/or waiting time.
E. Invoices shall be in numerical order any unauthorized charges shall be suspended until supporting documentation can be provided and submitted for payment.
10. Insurance: Before award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of Insurance (see FAR Clause 52.228-10) containing an endorsement to the effect that cancellation or any material change in the policy which adversely affect the interest of the government, shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term "will endeavor" is not acceptable as issued by Insurance Carrier. The Contractor is fully responsible for all associated risks for the duration of services provided to include but not limited to; loss or harm to persons or property, medical and professional liability, and any other risk or behavior associated with the Contractors personal, equipment, and or operations.
11. Contracting Officer's Technical Representative (COR):
A. The COR will be appointed on writing and forward to the contractor upon contract award. The COR shall be responsible for monitoring the performance of this contract. A copy of the designation shall be furnished to the contractor. COR shall be the primary contact for the Contractor at the VA. Upon award, Contractor shall provide a primary point of contact to the COR and Contracting Officer for the COR to coordinate the daily operational issues.
B. Contractor and the COR shall periodically make site visits to each other's area of operation in order to gain and maintain a familiarity with each other's internal operation
12. PERFORMANCE SUMMARY:
PERFORMANCE STANDARDS SUMMARY
REQUIRED SERVICE PERFORMANCE
STANDARD MONITORING
METHOD INCENTIVE/DISINCENTIVES FOR MEETING OR NOT MEETING THE PERFORMANCE STANDARDS
The Quality of Services Provided Meet or Exceed the Industry Standards for Care, Regulatory Requirements, and the Expectations of the Medical Center The Contractor will proactively ensure the highest possible level in quality of services and immediately correct urgent quality concerns such as safety, health, and or other concerns of significance to patients or the agency and will have 72 hours to address non urgent quality concerns.
Audits, Reports, Surveys, and or Complaints
(Urgent or serious as defined by the TVAMC Medical Center) The Contractor will coordinate alternative ambulance services meeting the standards of this contract for any period where this performance standard is not met without additional cost to the government. Any alternative vendor performance issues will be reflected as the Contractors performance.
The Government reserves the right to review the contract for termination (with the option to terminate the contract without cost to the government) for serious reoccurring quality concerns, similar or varying in nature.
Review next day service schedule
Confirm service request with transportation office no later than
4:30 pm daily. 95% on time per billing period Telephone or fax conformation to transportation office. 5% of the total invoice amount shall be deducted when the performance standard is missed
For Scheduled services: Pick-up Patients Pick-up patient within 15 minutes before or after scheduled pick-up time. 95% on time per billing period Trip ticket and
patient inquiry If contractor is more than 30 minutes late for a pick-up the Government reserves the right to procure the services from another provider and charge the vendor any excess expense or charge the contractor for wait time as specified in the contract. 5% of the total invoice amount shall be deducted when the performance standard is missed.
Same Day Service
Confirm receipt of transportation request and pick up time immediately upon receipt of request.
95% on time per billing period Telephone or fax conformation to transportation office 5% of the total invoice amount shall be deducted when the performance standard is missed.
Same Day Service Pick-up patient within 15 minutes before or after scheduled pick-up time. 95% on time per billing period Trip ticket and patient inquiry If contractor is more than 30 minutes late for a pick-up the Government reserves the right to procure the services from another provider and charge the vendor any excess expense. 5% of the total invoice amount shall be deducted when the performance standard is missed.
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Wait time Contractor shall wait at least 15 minutes after scheduled pick up time before requesting wait time. Request received on time 95% of the time per billing period Telephone, fax or email notification / request for wait time to transportation office The contractor will be paid the rate stipulated in the contract for wait time over 15 minutes when authorized. If contractor fails to meet the performance standard 1% of the total invoice amount shall be deducted.
Pick-up of next day schedule trips Trip's scheduled for the next day shall be pick-up no later than 4pm the next business day. Trip ticket and patient inquiry 1% of the total invoice amount shall be deducted when performance standard is missed.
Deliver itemized report with trip ticket invoices to the transportation office Deliver trip ticket invoices no than first workday of the month for all trips completed for the prior month. 95 % on time rate Delivery date and time annotated and signed by person receiving invoices at the transportation office. 1% of the total invoice amount shall be deducted when the performance standard is missed.
If any performance standard is missed within a billing period the COTR shall notify the vendor and request that the invoice be submitted with the appropriate deductions.
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
Pamela G. Frazier
pamela.frazier2@va.gov
Pamela.Frazier2@va.gov
