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Mpls Air Ambulance Service


South Dakota, United States
Government : Federal
RFP
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VA Network Contracting Office 23, Black Hills, is issuing this Sources Sought Synopsis to determine the suitability for a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) set-aside for Air Ambulance Services for the Minneapolis, MN area (see Statement of Work below). This is not a request for quotes or proposals and any such submitted in response to this notice will not be evaluated.
Vendors who are interested in this requirement should respond to this notice by providing:

a. A short capability statement outlining their ability to provide the service
b. A list of other contracts for similar service that they have been prime or a sub-contractor on
c. Certification of their SDVOSB/VOSB status through VetBiz.gov
d. Company DUNS number
e. Company Contact information

Annual workload estimate for this requirement is:

Description of service
Qty
Air ambulance (including all personnel, equipment, and supplies to provide air ambulance service for Minneapolis VAHCS) per nautical mile
11305
Additional Attendant per trip
10
Ground Ambulance per Ground Miles
128
Medical Van Fee per Ground Miles
115

Respond directly to me via email at: Donald.Gilbert@va.gov


STATEMENT OF WORK
for
Minneapolis VAHCS Air Ambulance Services
Scope:
Provide Air Ambulance (fixed wing) transportation services under a Blanket Purchase Agreement for the Minneapolis VA Health Care System beneficiaries. Period of Performance will be for a base year with options to extend for two additional years at the discretion of the Government.
Requirements:
Transport will usually originate at the Minneapolis-St. Paul International Airport, Holmen Field-St. Paul, or Flying Cloud- Eden Prairie transporting beneficiaries to locations outside Minnesota. However, this does not preclude the transport of beneficiaries from and to other locations within the VISN 23 coverage area, including Minnesota, North and South Dakota, Nebraska, and Iowa.

Start and destination points will be computed from those airfields. Payment per statute mile will be based upon direct air mileage as computed on the appropriate sectional Aeronautical Chart prepared by the National Ocean Survey and will be based on round trip mileage from airport where patient is picked up to destination airport where patient is landing.

Minneapolis VAHCS will authorize payment only for those layovers necessitated by the patient, authorized by the Government, or Federal Air Regulations pilot duty requirements.

The service quantities are estimated based on past need. Orders from the above pick up and destination areas or from other pickup and destination areas will be honored by the Contractor at contract prices.

The Air Ambulance Contractor will not release the patient until ground transportation is available. In order to provide continuity of transportation, the air ambulance contractor will coordinate aircraft departures and arrivals with the Minneapolis VAMC and require surface transportation contractor to avoid any delays at the points of origin and destination. The air ambulance contractor will arrange surface transportation from receiving airfield to final destination, if required. If VA has awarded a ground ambulance contract for the area, the air ambulance contractor must use that contract and cannot divert to other transport unless approved by the VA. VA will not pay for non-approved diverted ambulance. When proper estimated time of arrival notification has been made to the ground ambulance contractor, the VA reserves the right to bill the Air Ambulance Contractor the established ground ambulance wait time per quarter hour, in excess of the initial one quarter hour allowed as a result of contractor delays. If delay is unavoidable, the patient must be protected from inclement weather, including temperatures that could adversely affect his/her condition.

In addition to the requirements set forth in this solicitation, the Air Ambulance contractor must be in full compliance with the requirements of the Minnesota (Department of Health) Life Support Transportation Services as contained in Chapter 4690.0100 through 4690.8300 ( or equal). Contractor must have a current Minnesota Emergency Medical Services Regulatory Board (EMSRB) ambulance license or current license from another state that supports the intention of the Minnesota Life Support Transportation Services and requirements of this solicitation.
Information regarding the above may be found by contacting:

Minnesota Emergency Medical Services Regulatory Board
2829 University Ave SE, Suite 310
Minneapolis, MN 55414
(612) 627-5424
http://www.emsrb.state.mn.us/

The Air Ambulance Contract operator shall possess a current F.A.A. Part 135 Air Taxi Certificate, (a copy of which must be submitted with proposal) and shall comply with the regulations of the Federal Aviation Administration and the rules of the Minnesota Department of Transportation, Aeronautics Division.
The Contractor shall abide by all applicable FAA regulations. Each pilot who performs under this contract shall hold a commercial airman s certificate with appropriate ratings for the conditions of the flight being undertaken, and operate under the air taxi rules for that certificate.

FAA flight plan shall be filed and used for any aircraft used for the air ambulance flight under this contract. Wherever practical and possible the pilot shall take advantage of all existing ground and air communication facilities. Before each flight, the pilot shall obtain the latest information relative to weather, airport communications, and navigational facilities, and further, shall be satisfied that all conditions are such that they do not constitute a hazard.

In the event a flight is interrupted short of destination, contractor shall immediately notify the Travel Department at the Minneapolis VA.

No more than three (3) aircraft need be available at any one time. If more than three (3) simultaneous trips are required, Minneapolis VA may acquire the services elsewhere, however, Contractor will not be liable for any additional costs in these instances. The specified number of trips/miles in the Schedule of Items are based on the Minneapolis VA s best estimate of its historical and projected 12 month history to various locations at any one time and are not to be construed as (1) either a commitment to order such a number or (2) as limiting the number of aircraft which my truly be required or (3) limiting the geographical areas that may be requested for patient trips.

Government-Furnished Materials. The Minneapolis VA will provide the necessary medical materials to include but not limited to medications/intravenous solutions, dressings, and catheterization kits for the specific patient needs. For patients transported with arterial lines, the Minneapolis VA will provide the necessary transducer monitoring cables for patients transported with arterial lines. The contractor will be required to sign for the equipment and maintain control throughout the contract period. The contractor will be required to return all monitoring cables at the end of the term of the contract.

Personnel:

The prices quoted in the Schedule of Items include the services of qualified pilots and medical personnel as dictated by standard industry practices. FAA and EMSRB to provide medical/nursing care that is required. If the condition of the patient necessitates more than one qualified medical attendant, the contractor shall be notified at the time the service is requested. The contractor will be reimbursed for the services of an additional attendant which are authorized by the VA in advance. The contractor will notify the Travel Section of the Minneapolis VA if an attendant or second attendant request has come from medical personnel during the receiving of a patient s medical status report.

The Contractor will have a medical director qualified for ambulance services, be Minnesota EMSRB certified, multi-state certified; will be a physician who accepts responsibility for the quality of care provided during transport by pilots and attendants; provides standards for training and orientation of personnel; provides standards on upgrading and purchasing equipment; prescribes any standing orders for the provision of life support care; provides triage, treatment and transporting protocols to assure that patients requiring care transported appropriately; assists with the development and operation of internal quality assurance mechanisms that include a review of services provided; provides written procedure for the storage and administration of drugs; and provides written standards for medical equipment and supplies to provide air ambulance services.

Medical Flight Attendant personnel serving in the capacity of this contract are any licensed physician, nurse, physician assistant, or emergency medical technician who has had additional training in various aspect of aeronautical transportation as specified in paragraph (d) below. A Medical Flight Attendant may not serve simultaneously as a required pilot or crew member of the flight. Medical Flight Attendant personnel will have sufficient training when care necessitates administration of medication and intravenous solutions, tracheotomy care, cardiac monitoring, ventilator-dependent patients, procedures requiring sterile techniques, evaluating medical conditions, predisposing to in-flight hypoxic conditions, able to interpret basic and complex EKG rhythms, administers, monitors, and titrates IV fluids and vasoactive, intropic, anti-arrythmic and narcotic agents under the direction of physicians, recognizes indications for defibrillation and performs procedure, maintains patency of arterial lines and interprets arterial wave forms, maintains patency of CVP s and pulmonary artery and catheters and interprets wave forms obtained from them. Assumes responsibility for the care of the patient with pacemaker (transvenous and /or cutaneous) insuring proper function, recognizing any malfunction and intervening appropriately, assumes responsibility for the care of intubated patients requiring mechanical ventilation, including appropriate utilization of P.E.E.P, adjusting ventilator settings according to physician orders, assessing/troubleshooting ventilator/patient problems and making adjustments as indicated and can appropriately ventilate by hand (ambu-bag) when needed.

Medical Flight Attendants will have training in accordance with standard industry practice, FAA and EMSRB, with emphasis placed on the airborne environment, i.e. responsibilities during preflight, in-flight, and post flight phases of an air ambulance mission; legal considerations of air ambulance service, recordkeeping for air ambulance service, lifting and moving of patients; general adjustments that are required when changes in time zones are made, medical equipment used aboard aircraft, changes in barometric pressure, decompression sickness and air embolism; changes in partial pressure of oxygen; other environmental factors affecting patient care such as humidity, temperature, ventilation, noise, aircraft systems, electrical, pressurization, lighting, ventilation, etc.; aircraft emergencies such as electrical failure, rapid decompression, and emergency landing; and principles of survival.
The Air Ambulance Contractor will have access to an aeronautical consultant to act as technical advisor to assist the contractor and attending physician in identifying precautions and care required in-flight.

A record of qualifications and training of each Medical Flight Attendant and other employees performing under this contract must be maintained and made available for inspection by the VA upon request at any time during the term of this contract.

The VA reserves the right to have an escort, such as a relative or care provider of the beneficiary, accompany the beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport escort with the patient and shall not be required to return the escort back to point of origin.

Incident/Accident Reporting Procedures: In all cases where an incident or accident occurs while a VA patient is in the contractor s care, Minneapolis VA will be contacted immediately. In cases where immediate emergency medical treatment is deemed necessary, notification will be required upon arrival at the nearest facility. In all cases, patients must be cleared by the Minneapolis VA s emergency room physician. Clearance must be documented. Contact can be made with the travel office during normal business hours and with the administrator on duty during off hours. Written reports are required by 10:00 am the first working day following the incident/accident.

Aircraft Equipment and Design:

Aircraft: All ambulance aircraft used in the performance of this contract must be pressurized turbine, fixed wing craft suitable for all-weather operation. Air ambulance shall comply with the regulations of the FAA and the rules of the Minnesota Department of Transportation, Aeronautical Division. Particulars include:

Electrical: Aircraft must have an electrical inverter system for simultaneously required electrical supply for emergency medical equipment, the voltage of which is compatible to the medical equipment required.

Heating System: The heating system should have the capability of maintaining the cabin temperature at r around 75 degrees Fahrenheit during all phases of operation.

Communication Systems: The aircraft must have radio capability to communicate air to-ground and air-to-air.

Lighting Systems: Interior Lighting should be adequate for patient observation and care under all circumstances. During night operations a curtain should be used if necessary, to protect the cockpit from lights in the patient section.

Loading Stretchers and Litters: Aircraft doors should be large enough to allow a stretcher or litter to be loaded without rotating it more than 30 degrees about the longitudinal (roll) axis or 45 degrees about the lateral (pitch) axis.

Positioning the Stretcher or Litter: The stretcher or litter should be positioned so as to allow the medical attendant a clear view of access to any part of the patient s body that may require attention. The attendant should always have access to the patient s head and upper body. The upper surface of the litter should be not less than 30 inches from the ceiling of the aircraft or under the surface of another litter. To conduct CPR, as much as 40 inches may be desired. A conventional stretcher or litter will be at least 19 inches wide and 73 inches long. Between 12 and 18 inches of clear aisle at the head and on one side of the litter is minimally accepted tolerance. When possible, litters should be installed laterally in the aircraft to provide better restraint against forces which may be encountered in a crash.

Isolating the Pilot from the Patient Section: The patient should be sufficiently isolated from the cockpit to minimize in-flight distractions and interference that would affect flight safety.

All medical equipment in the aircraft must be secured in approved racks, bins, or compartments during flight. It is critical that oxygen containers be properly restrained.

In Accordance with standard industry practice, provide medical equipment meeting the requirement as indicated in Chapter 4690.1300 entitled Air Ambulance Equipment

Maintenance of Medical Equipment and Supplies shall include the following:

Each piece of linen (blankets, sheets, stretcher pads, mattress and pillow covers) used for a patient should be cleaned after each use and disinfected as necessary.

Each piece of equipment coming in contact with a patient should be properly washed and disinfected after each use.

A medical equipment and emergency medication used in air ambulance operations must be maintained according to the manufacturer s recommendations, and adequate records should be available to indicate that the required maintenance has been performed.

Operating Procedures:







INSPECTION
The Government has the right to inspect the contractor premises, maintenance records of medical equipment and aircraft(s), flight logs, and dispatch records being used for the contracted services. Furthermore, annually the contractor will provide proof of insurance and copies of licenses for all staff providing services under this contract.
CANCELLATION
If the delivery order is cancelled by the Travel Coordinator, the Contractor will be paid for actual nautical miles travelled at the time of the cancellation, plus the necessary nautical miles the Contractor s aircraft must travel to return to its starting location. The return mileage is only reimbursable if the Contractor does not have another destination on its flight plan.
QUALITY
Contractor will ensure that each beneficiary is treated in a professional manner, keeping in mind diversity of our beneficiaries. Each beneficiary will be treated with the highest quality of care and standards established in the industry. Some of the areas to be assessed are:
a. Patient Safety
b. Medical Services
c. Equipment and aircraft Maintenance Program

TIMELINES
Upon receipt of a request for service from an authorized Travel Coordinator, specifying the Government performance requirements, the contractor dispatch will respond within a reasonable amount of time not to exceed thirty (30) minutes and will coordinate the transportation of the beneficiary. In response to a request for services under a delivery order, the Contractor will have no more than two (2) hours to arrive fully staffed at the pick-up location unless prior approval for additional time is granted by the Travel Coordinator.
INVOICING
The Contractor shall furnish the following to the receiving facility:
1. Contract Number/Delivery Order Number
2. Date of flight and number of nautical miles flown.
3. Name and phone number of the authorized ordering Patient Travel Coordinator and facility.
4. Originating and Terminating points.
5. Name of each patient.
6. An in-flight medical attendant s report of the patient s status, including vital signs, the level of consciousness, drugs administered, details of therapeutic intervention, and the names and qualifications of all attendants working on that flight.
7. Any unusual circumstances encountered during the flight, including, but not limited to, inordinate altitudes flown, turbulence, and times associated with these abnormal conditions.
After all work has been completed the Contractor will furnish the information listed above, along with the invoice, directly to the Beneficiary Travel Coordinator who placed the request for services under the delivery order. The Beneficiary Travel Coordinator will process the invoice for payment. The invoice and required information shall be submitted no later than 15 working days after completion of the trip.
BUSINESS RELATIONS
The working relationship will be assessed based on beneficiary and/or travel coordinator satisfaction to include, direct professional interaction between the Contractor and the Contracting Officer. A few of the other requirements of the contract to be monitored, which is not directly related to cost, schedule, or performance are:
a. Integration and coordination of all activity needed to execute the contract, change proposal submissions, and the contractor s history of professional behavior with all parties.
b. Actively work to eliminate obstacles to ensure excellent performance.
Factor No.
Performance Indicator
Performance Standard
AQL Maximum Allowable Degree of Deviation
Method-Type of Surveillance Reduction when AQL Exceeded
Deduction Amount on Payment, or possible termination
1
Patient Safety
Consistent with Standards and Safety Guidelines
2 occurrences per year
Patient condition monitored at conclusion of each flight
2% per occurrence
2
Medical Services
Qualified staff to provide appropriate services
2 occurrences per year
Patient condition monitored at conclusion of each flight
2% per occurrence
3
Equipment & Aircraft Maintenance Program
In accordance with established Local, State and Federal regulations.
2 occurrences per year
Equipment and Aircraft maintenance logs reviewed semi-annually
15%
4
Dispatch Response
Within thirty minutes
4 occurrences per year
Monitor through travel coordinator logs
15%
5
Air Ambulance Response
Within two hours

4 occurrences per year
Monitor through travel coordinator logs
15%
6
Submit Patient Data
Within fifteen working days
2 occurrences per quarter
Monitor through travel coordinator
2% per occurrence
7
Submit Invoice
Within fifteen working days
2 occurrences per quarter
Monitor through travel coordinator
2% per occurrence
8
Patient Satisfaction
Per occurrence
1 occurrence per quarter
Monitor through travel coordinator
2% per occurrence
9
Professional Interaction
Per occurrence
1 occurrence per quarter
Monitor through contracting officer and travel coordinator
2% per occurrence
10
Integration & Coordination
Per occurrence
2 occurrences per quarter
Monitor through contracting officer and travel coordinator
2% per occurrence
11
Problem Solving
Per occurrence
2 occurrences per quarter
Monitor through contracting officer and travel coordinator
2% per occurrence

Don Gilbert

Contracting Officer

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