NORTHAMPTON VA MEDICAL CENTER SPECIAL MODE (WHEELCHAIR) TRANSPORT SERVICES
This is a Pre-Solicitation Notice to solicit for a contractor to provide Special Mode (Wheelchair) Transport Services for the Northampton; VA Central and Western Massachusetts Healthcare System and its associated Community-Based Outpatient Clinics (CBOCs).
THIS IS NOT A SOLICITATION.
The Department of Veterans Affairs Network Contracting Office 01 intends to solicit for a Firm Fixed-Priced Indefinite Delivery, Indefinite Quantity contract a base year with four (4) option year periods for services specified in the following Performance Work Statement (PWS).
The solicitation will be issued as a total Small Business set aside on or about January 2, 2019.
The applicable NAICS code is 485991 with a Size Standard of $15.0 million. The FSC/PSC is V222. Interested small businesses must have an active registration in the System for Award Management (https://www.sam.gov/SAM/).
Copies of the solicitation will not be available for mailing.
Questions concerning this procurement may be directed to the Contracting Officer Anna Norcross at anna.norcross@va.gov.
PERFORMANCE WORK STATEMENT
GENERAL OVERVIEW
Contractor shall furnish assisted transportation, i.e., wheelchair van services, for eligible beneficiaries of the Department of Veterans Affairs, Central and Western Massachusetts (Northampton) VA Medical Center (hereinafter referred to as Northampton VA) in accordance with all terms, conditions, provisions and the schedule of this solicitation. This contract shall be for a period of one year with option to renew four (4) additional one-year periods. The primary intent of this contract is for prearranged non-emergency transportation.
Upon request, the following facilities shall require transportation for eligible Veterans for travel from his/her place of origin to authorized locations. Locations include, but are not limited to Northampton VA system s one major medical center and five Community-Based Outpatient Clinics (CBOCs) as listed below.
Services include patient transport twenty four (24) hours per day, seven (7) days per week, including all holidays for trips originating at one of the VA facilities.
Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Successful offeror shall meet all requirements of Federal, State, or City laws and regulations regarding operations of these types of transport service. Further, all vehicles must be equipped with all items specified 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. A minimum acceptable list is detailed in the evaluation criteria under the Proposal Preparation Instructions, Volume II (Technical).
TASKING AND SPECIFICATIONS
Scope of Contract
The contractor shall provide Special Mode (wheelchair and assisted) transport services to VA beneficiaries receiving care at one or more of the facilities listed below.B Upon request by the VA, the contractor shall transport VA beneficiaries from the beneficiaries place of origin to the beneficiaries place of treatment. All vehicles, personnel, and services rendered shall conform to all Federal, state, and local statutes, rules, and regulations. Average mileage per transport is approximately 20 miles.
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 transports. Pricing is established on a per trip basis with additional line items to cover mileage over the 25 mile radius, or special scenarios.
Estimated number of trips per month is between 450 and 500 with average yearly amount of 5,500 transports.
VA Medical Facilities
The following facilities require transportation of VA beneficiaries. Any and all facilities may order transportation.
Northampton VA Medical Center
421 North Main Street
Leeds, MA 01053
Fitchburg CBOC
881 Main Street
Fitchburg, MA 01420
Greenfield CBOC
143 Munson Street
Greenfield, MA 01301
Pittsfield CBOC
73 Eagle Street
Pittsfield, MA 01201
Springfield CBOC
25 Bond Street
Springfield, MA 01104
Worcester CBOC
605 Lincoln Street
Worcester, MA 01605
A listing of VA personnel authorized to communicate the arrangement of these transportation services will be forwarded to the Contractor after award of contract. Updated listings shall be provided to the contractor when required during the term of the contract.
The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments to issue changes that shall affect the price, quantity, quality, or delivery terms of this contract.
This contract will be a Firm Fixed-Price, Indefinite-Delivery, and Indefinite-Quantity (IDIQ) Contract for an expected period of one base year with option to renew four (4) additional one-year periods.
Pricing will be broken down by geographic Zones both in and around Massachusetts (please see the attached document). There are four Zones and are as follows:
Zone 1: Berkshire, Franklin, Hampshire, and Hampden Counties
Zone 2: Worcester County
Zone 3: Essex, Middlesex, Suffolk and Norfolk Counties
Zone 4: Bristol, Plymouth, Barnstable, Franklin, and Nantucket Counties
Zone 5: Any out-of-state transport
The Government reserves the right to award task orders to more than one vendor.
QUALIFICATIONS/REQUIREMENTS
Passenger Transportation
Contractor shall provide 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. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. Contractor shall transport beneficiaries to or from any pickup point, to or from any floor, ward, nursing home, beneficiary s home, medical center facility, appointment area or office. Any personal belonging that the transporting beneficiaries leaving the healthcare facility have (e.g. walkers, shower chairs, wheelchairs, suitcase, luggage, boxes) will also be transported. The contractor shall provide the VAMC with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis.
It is the responsibility of the contractor to have all the required licensing and permits necessary to perform this contract. Before award will be made, the potential contractor will be required to provide evidence of this. However, VA will not make any independent determination of the sufficiency of these licenses and permits. All employees shall have appropriate credentials and/or licensure under applicable State Law or Regulation. All Wheel Chair vehicles to be used by the Contractor in the performance of this contract must comply with Federal Standard Number 307 for wheelchair vans and applicable state regulations and maintain as a minimum the equipment required by the Commonwealth of Massachusetts.
Each vehicle shall have the capability of carrying two (2) wheelchair patients and one to two ambulatory patients. Contractor will not be required to transport more than four (4) patients in one vehicle at one time. Regardless of the number of patients being transported at the same time on a single trip within a 25 mile radius of the designated destination, the Contractor will be reimbursed for the Mileage Rate for only one trip to the farthest distance traveled with any one patient on that particular trip
Transport of electric scooters and baggage will be required at times. Patients that can transfer will not be allowed on the scooter during transport. Patient must transfer from scooter to ambulatory seat for transport.
If a beneficiary being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the beneficiary 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 beneficiary who refuses to be properly secured while being transported.
Contractor drivers shall ensure proper loading/unloading techniques are followed at all times. Beneficiaries in wheelchairs shall be loaded onto lifts, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the beneficiary during loading/unloading. 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 beneficiaries to and from their designated appointments. Beneficiaries 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 beneficiaries 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 beneficiary 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 beneficiary s arrival by the Contractor s driver or authorized attendant.
Contractor may be required to furnish a person(s), in addition to the driver, to assist with difficult patient transports (i.e. patient who needs assistance getting down a flight of stairs, etc.) at no extra charge. VA will specify, at time of service order, when additional person(s) are needed.
The Contractor s driver (or authorized attendant) shall observe the beneficiary during transport. Any indication of a significant change in the beneficiary s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the Northampton VA. 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. The contractor shall revalidate this contact telephone number and all telephone contact numbers (e.g. COR, AOD, etc.) weekly.
Contractor shall have mechanisms to thoroughly investigate any allegation by a Veteran of mistreatment during transport. Video surveillance is preferable.
Inspection of Contractor Facilities and Vehicles of the Contractor
The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to ensure acceptable standards of performance.
Service Drivers and Authorized Attendants
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. 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.
Contractor staff shall perform such duties that require the use of the above training and certification; i.e. transferring beneficiaries, helping transfer beneficiaries, as needed.
All Contractor s drivers and attendants shall have the physical capabilities to provide special assistance to the beneficiaries when transporting beneficiaries 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 beneficiaries 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.
All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the VA Medical Center, the individual ability to safely load and unload beneficiaries, and the proper techniques and procedures to be followed during transportation of beneficiaries.
Contractor s drivers shall maintain a valid operator s license, required to operate the type of vehicle necessary to perform the service, as required by the Commonwealth of Massachusetts. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract. Drivers are required to have a Background check from the Massachusetts RMV.
While the vehicle engine is in operation, operator telephone, radio, or wireless communications shall occur only via hands free headset, microphone, or other hands free apparatus.
CONTRACT SPECIFICATIONS
Mileage
Trip mileage shall be paid as recorded by the Ambulatory Team off the vehicle odometer. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the Government.
Beneficiaries and Restrictions
When there is a need to transport medical records with the beneficiary; the Contractor s driver shall assure that the locked carrying pouch containing the records is secure and delivered with the beneficiary to the destination.
It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. The VA will not validate or make reimbursement for parking violations of the contractor under any conditions.
The Contractor may not transport non-VA contract beneficiaries or private-pay beneficiaries with VA Beneficiaries under this contract. No beneficiary en-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise. All such events shall be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any beneficiary transport under this contract.
While transporting VA beneficiaries under this contract, only authorized drivers or attendants, or beneficiary s family member or representative, shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle.
The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required. The contractor shall immediately notify the VA Travel Section and provide justification for non-performance and initiate the contingency/backup plan.
The Northampton VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract to prevent delays, cancellations, or dry runs. There shall be no additional charge to Northampton VA when such changes occur.
Response Time
The contractor shall respond to VA requests for transport by arriving at the patient s place of origin within 15 minutes for previously scheduled trips and forty five (45) minutes for will call from the time the order/call is placed by the VA. The off tour transports (6pm-5am) or weekend response time is sixty (60) minutes. Exceptions will be granted for will call transports of excessive distance (over 20 miles), but the contractor must work in good faith to start the pick up within 45 minute time frame, exceptions to be approved by manager of Transportation department or designee.
Contractor will not allow patients to wait more than fifteen (15) minutes for transportation service without corrective action being initiated for pick-ups. If the Contractor fails to dispatch a vehicle for the requested service within fifteen (15) minutes after receiving a request or any order, the Medical Center reserves the right to obtain the service from another source and to charge the Contractor. Costs incurred in excess of the awarded contract price will be charged against the Contractor. Alternative transportation will be initiated by the Medical Center at the time of need and Contractor will be notified after the fact.
Waiting Times
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 Northampton VA Travel Clerk.
The VA Medical Center shall make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time shall not apply to the reasonable amount of time required for escorting the beneficiary to the vehicle, loading and securing beneficiary in vehicle, or unloading and delivering the beneficiary to the authorized care giver or specified destination area. Fifteen minutes is routine. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor shall be reimbursed at the rate quoted in the Price/Cost Schedule for each quarter hour or fraction thereof in excess of 15 minutes from the time the driver reports to the designated person. Approval of waiting time shall be communicated to the vendor from the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer s Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor shall claim reimbursement. Such a call shall be made as soon as it anticipated that a delay may develop for which the Contractor expects to claim reimbursement
Authorized Northampton VAMC Healthcare Personnel
Authorized personnel will be full time staff employed by Northampton VA. Authorized personnel shall be calling directly from government telephones from within the facility.
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 for 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 Northampton VA representative will provide the Contractor with the following type of information:
Beneficiary name (first and last name)
Social Security Number
Pick up point (include address, telephone #, city, state, bldg and/or room number if applicable)
Destination
Time of pick up
Support required or items to accompany,(escort, other items)
Additional information as needed (whether there are papers, medications or other items to be transported with the beneficiary and location of those items)
Including any specific physician instructions
Dispatch
The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with Northampton VA (i.e., patient incidents, requests for service, special correspondence, etc.). The Contractor shall indicate if there is e-mail availability for their company to complete communications with Northampton VA (use of this communication system shall be mutually agreed upon after award of contract before any communications are completed in this manner).
Requests for Transportation services shall be made to the contractor personnel identified by the Contractor and contain the following pertinent information:
Company:
Address:
City/State/Zip:
Contact Person:
Normal Hours Telephone No.:
After Hours Contact Person:
After Hours Telephone No.:
Invoices
Billing documents shall include a printed report that shall contain the contract number, date, time, beneficiary s name and address, mileage, etc. The Contractor shall maintain a log, which shall show pickup point and destination, and departure/arrival times if waiting time is claimed. If detours are encountered due to road construction or other obstruction, invoice shall so be noted. All Invoices from the Contractor shall be submitted electronically as per VAAR Clause 852.232-72 Electronic Submission of Payment Request http://www.fsc.va.gov/einvoice.asp. Daily listing of all trips to be billed shall be provided to the VA to review and reconcile with trip tickets and travel logs. Invoices shall be submitted monthly.
Reimbursement for Other Charges
Should Northampton VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, Northampton VA may notify the Contractor to cancel the order. For orders that are cancelled while the Contractor is already in route to the designated pick-up, the Contractor will be the rate for the trip, as provided in the Prices/Costs Schedule. Should the Contractor arrive at the destination before Northampton VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, (e.g., incorrect address, patient absence, patient refusal) then the Contractor shall receive 100% of rate for a one-way trip. 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 Northampton VA for any such separate charges.
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 Northampton VA, and may be completed by telephone, mail, e-mail, or in person (by giving a written or verbal request).
Patient Escort
The Northampton VA reserves the right to have an escort, such as a relative, or care provider of a beneficiary when it is determined that an escort is in the best interest of the beneficiary. There shall be no additional charge when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport the escort with the patient and will not be required to return the escort back to point of origin. The escort shall ride in the front passenger seat so the proper seat belt restraints can be utilized. At no time shall escorts or other personnel, except a physician, nurse or respiratory therapist treating the patient, be allowed in the patient compartment of the van while the vehicle is in route.
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. The VA requires that all contractor personnel receive a physical verification of safe driving record and drivers check every 2 years, and safety training one time per year.
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.
Contractor Employees
Contractor employees shall not be considered Government employees for any purpose. Northampton VA reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services he/she is required to perform and who violates Federal regulations or is identified as a potential threat to the security, safety, health and/or operational mission of the VA and its patient population. The restriction of such contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein.
The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.
Contractor personnel performing services to the Northampton VA shall conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications (that associate the employee with the Contractor) shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities and there shall be no smoking within the vehicles by Contractor, patient or any other passenger.
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.
Incident/Accident Reports
IMMEDIATELY upon any incident/accident involving a Northampton VA patient being transported or escorted, verbal notification shall be made to the Northampton VA COR and/or CO with all the facts as they relate to the incident/accident. A written report with a list of the Contractor staff names (drivers/escorts), patient's name, and pertinent information and witnesses shall be filed within forty-eight (48) HOURS OF THE INCIDENT/ACCIDENT with the COR or CO. The report shall be filed no matter how minor the incident/accident appears to be.
The Contractor shall notify the COR in writing within 24 hours of any complaints made by the beneficiaries with regard to the transport service. The Contractor may provide recommendations for improved services along with the patient complaints for Northampton VA review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the CO.
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/MantouxTest:
Contractor shall provide evidence of negative PPD test within fourteen (14) calendar days prior to employee beginning service. If an earlier PPD test was given over twelve (12) months previously, the current test shall be a 2-step Mantoux test.
Contractor shall provide medical evidence that employee is disease free for those employees having a positive PPD.
Regular annual re-testing program for TB shall be established and maintained for all contract employees that may be used in performance of this contract. Contractor shall provide evidence of re-tests for each contract employee to the Contracting Officer within ten (10) calendar days of retest.
The Mantoux testing requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason.
In no circumstance shall an employee be allowed to begin duty without prior submission of the required testing certification.
Any past positive results will need a negative chest Xray results prior to starting work. PPD results needed to be submitted to the VA contracting office on an annual basis.
Hepatitis B Vaccination:
The employer shall make available the Hepatitis B vaccine and vaccination series within ten (10) days of employment to all contract employees who have occupational risk and follow-up to all contract employees who have an exposure incident.
The Contractor shall bear all costs associated with vaccinations.
V A Form 10-5549c, Information about Hepatitis B Vaccine (Recombinant), Consent Form, or VA Form 10-5549d. Hepatitis B Vaccine Declination (Mandatory) (Attachment B) shall be submitted to the Contracting Officer within thirty (30) days of waiver, or completion of the first in the series of the Hepatitis B Vaccine, and at completion of the vaccination series. These forms shall be provided to the contractor upon award of the contract.
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 contractor 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 VA contracting office prior to the employee starting work for this contract.
Required Reports and Documents
Within seven (7) days after contract award the Contractor shall provide a Contractor Personnel Roster. In this document, Contractor shall identify the employee Name, 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 "Run Sheet" as part of the beneficiary s permanent record. This Run Sheet shall include a record of the beneficiary s vital signs, medications used, oxygen use, beneficiary s attitudes and any changes in the beneficiary's condition. The list stated herein shall not be construed to be as all inclusive; the Contractor shall provide all pertinent information.
Upon request, the contractor shall cooperate and furnish to the VA information detailed in the contractor s dispatch logs, electronic records or equivalent real time recording system, or other materials requested.
If available, the Contractor shall sign a Transport Log upon arrival at the VA facilities. Contractors may be asked to sign out for items listed but not limited to hospital linens, pillows, and any and all hospital equipment or property moved with a patient for transport.
Contractor s Quality Control Plan (QCP)
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 a mechanical breakdown.
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 Medicare/Medicaid forms with doctor's signatures, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed.
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.
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 VA employees, patients, guests, and visitors on VA property, the Contractor in the performance of this contract shall take such safety precautions as the Contracting Officer, or his designate, may determine to be reasonably necessary. The Contracting Officer, or his designate, will notify the Contractor of any non compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work, and hold the Contractor in default.
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 Northampton VA, including utility services, fire protection systems, and passage of facility Veterans, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive shall be brought to the attention of the Contracting Officer.
Disposal of Hazardous Waste
The Contractor shall not dispose of any hazardous materials at any location on the Northampton VA premises except as specified by the Contracting Officer.
Health Insurance Portability And Accountability Act (HIPAA), Privacy Rule, and Security Rule
Because the Contractor will have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) and is considered a covered entity, the Contractor is subject to regulations and guidelines issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information ( Privacy Rule ), and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard ( Security Rule ); and whereas, Department of Veterans Affairs Veterans Health Administration is a Covered Entity as that term is defined in the HIPAA implementing regulations, 45 CFR 160.103.
Patient Privacy and Confidentiality
All "patient papers" transported with the patient are confidential in accordance with HIPAA. 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.
Performance Standards
The Contractor will comply with a Quality Assurance Surveillance Program (QASP), which is attached to this contract in Section D.
The Contractor shall maintain a 98% satisfaction rate per 100 trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than two (2) valid complaint per 100 trips. Validity of complaint is to be determined by the COR. Performance tracking shall be monitored by the COR on a quarterly basis.
CONTRACT DEFINITIONS AND ACRONYMS
Add-on Service - Service not pre-scheduled but provided to the contractor daily requiring a 30 minute response time or better. These are services which are needed after the scheduling deadline provided by contractor (i.e. emergency room runs, clinic add on appointments, transfers to or from other facilities, etc.)
Administrative Officer of the Day (AOD) - VA employee who acts as the administrator during all hours that are not normal working hours. Normal working hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding holidays.
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 the contract action, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included herein), during all phases of the trip made on behalf of the Government. Attached Service Contract Act wage rate determinations will be updated each option year when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips.
Beneficiary - Veterans and other members determined to be eligible for benefits by the Veterans Administration (VA).
Billed For Responses Run - 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 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 8:00AM to 4:30PM, Monday through Friday, except Federal holidays. The Federal Government observes the following days as holidays.
New Year s Day
January 1st*
Martin Luther King s Birthday
Third Monday in January
Presidents Day
Third Monday in February
Memorial Day
Last Monday in May
Independence Day
July 4th*
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
November 11th
Thanksgiving Day
Fourth Thursday in November
Christmas Day
December 25th*
*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 4:31PM to 7:59AM, Monday through Friday, all day Saturday, all day Sunday, and Federal holidays.
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) - A person delegated by the Contracting Officer to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under the contract.
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.
Mileage Rate Mileage rate for transportation services is the rate paid for each mile traveled beyond the specified initial Base Rate of twenty-five (25) miles. This rate applies to loaded, one-way transportation as well as no load trips over twenty-five (25) miles. In no event shall the Contractor receive this rate for miles traveled within the base rate mileage threshold.
No Service or No Load Charge A no service mileage rate is applicable when a driver is dispatched to pick up a beneficiary and for various possible reasons, the run is not completed, at no fault of the driver. A no service form will be completed by the driver and submitted to COR or designee (staff who approved the no-service) for signature/concurrence. When the VAMC travel office provides reasonable notification a no load charge will not apply. Reasonable notification is defined as when the travel office notifies the contractor of cancellation within 30 minutes of the pickup time for trips within 25-mile radius and prior to driver departure for trips beyond 25-mile radius.
Prorated Trips Any trip in which more than one Veteran is transported by a single driver, allowing only the mileage to be claimed to the farthest destination of the run.
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 4:00 p.m. the prior business day) of required services and a specific pick-up time and location.
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, for the contractor to wait at designated pickup and/or delivery points in performing contract services. Waiting will be charged in fifteen (15) minute increments and will commence accruing charges after the Waiting Grace Period.
Waiting Grace Period - The waiting grade period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for transportation services shall include a fifteen (15) minute waiting grade period at origin and destination.
Anna D Norcross
Contract Specialist
401-273-7100 X-1564
CONTRACTING OFFICER
