Wheelchair Van Transportation Services, VA Maryland Healthcare system VA Maryland Healthcare System is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 485991. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to craig.armagost@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than Monday August 19th 2024 at 1:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only for a contemplated Multi Award IDIQ and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. PERFORMANCE WORK STATEMENT (PWS) WHEELCHAIR SERVICES FOR VAMHCS The Government requires a contractor to provide wheelchair van transportation to include medical equipment necessary for the transportation of eligible beneficiaries of the Veterans Administration Maryland Health Care System (VAMHCS) to VA Medical Centers and Clinics The Baltimore VAMC main campus is located _10 N. Greene Street, Baltimore MD.21201 ., serving over 300,000 veterans, primarily from the Maryland area and its Community Based Outpatient Clinics. Veterans served within this facility lives within the following counties and zip codes. County Zip Code County Zip Code County Zip Code Washington, DC 20011 Fowbelsburg, MD 21155 Baltimore, MD 21228 Washington, DC 20032 Upperco, MD 21155 Catonsville 21228 Washington, DC 20422 Upper Falls, MD 21156 Carroll, MD 21229 Charlotte Hall, MD 20622 White Marsh, MD 21162 Morrell Park, MD 21230 Fort Meade, MD 20755 Baltimore, MD 21201 Baltimore, MD 21231 Greenbelt, MD 20770 Baltimore, MD 21202 Baltimore, MD 21234 Silverspring, MD 20910 Baltimore, MD 21204 Loch Raven Village, MD 21234 Aberdeen, MD 21001 Eudowood, MD 21204 Parkville, MD 21234 Baldwin, MD 21013 Ruxton, MD 21204 Parkville, MD 21234 Boring, MD 21020 Towson, MD 21204 Baltimore, MD 21236 Brooklandville, MD 21022 Baltimore, MD 21205 Nottingham, MD 21236 Butler, MD 21023 Raspeburg, MD 21206 Baltimore, MD 21237 Chase, MD 21027 Baltimore, MD 21207 Rosedale, MD 21237 Cockeysville Hunt Valley, MD 21030 Gwynn Oak, MD 21207 Northwood, MD 21239 Cockeysville Hunt Valley, MD 21031 Woodlawn, MD 21207 Baltimore, MD 21244 Fork, MD 21051 Baltimore, MD 21208 Windsor Mill, MD 21244 Fort Howard, MD 21052 Pikesville, MD 21208 Baltimore, MD 21251 Freeland, MD 21053 Mt Washington, MD 21209 Baltimore, MD 21282 Garrison, MD 21055 Roland Park, MD 21210 Pikesville, MD 21282 Glen Arm, MD 21057 Baltimore, MD 21211 Baltimore, MD 21284 Glen Burnie, MD 21061 Govans, MD 21212 Loch Raven, MD 21284 Glyndon, MD 21071 Clifton, MD 21213 Towson, MD 21284 Hydes, Md 21082 Baltimore, MD 21214 Baltimore, MD 21285 Bradshaw/Kingsville, MD 21087 Arlington, MD 21215 Towson, MD 21285 Long Green, MD 21092 Baltimore, MD 21216 Baltimore, MD 21286 Timonium/Lutherville, MD 21093 Druid Park, MD 21217 Loch Raven Village, MD 21286 Timonium/Lutherville, MD 21094 Baltimore, Md 21218 Towson, MD 21286 Maryland Line, MD 21105 Baltimore, MD 21218 Baltimore, MD 21287 Hereford/Monkton, MD 21111 Baltimore, MD 21219 Annapolis, MD 21401 Owings Mills, MD 21117 Sparrows Point, MD 21219 Cumberland, MD 21502 Bentley Springs, MD 21120 Baltimore, MD 21220 Cambridge, MD 21613 Parkton, MD 21120 Middle River, MD 21220 Hagerstown, MD 21742 Perry Hall, MD 21128 Baltimore, MD 21221 Pocomoke, MD 21851 Jacksonville, MD 21131 Essex, MD 21221 Perry Point, MD 21902 Phoenix, MD 21131 Baltimore, MD 21222 Elkton, MD 21921 McDonogh Run, MD 21133 Dundalk, MD 21222 Alexandria, VA 22310 Randallstown, MD 21133 Franklin, Md 21223 Winchester, VA 22602 Reisterstown, MD 21136 Highlandtown, MD 21224 Harrisonburg, VA 22801 Riderwood, MD 21139 Brooklyn, MD 21225 Martinsburg, WV 25401 Glencoe, MD 21152 Curtis Bay, MD 21226 Martinsburg, WV 25405 Sparks, MD 21152 Arbutus, MD 21227 Huntington, WV 25704 Stevenson, MD 21153 Baltimore, MD 21227 Beckley, WV 25801 Halethorpe, MD 21227 Lansdowne, MD 21227 Clarksburg, WV 26301 Franklin, WV 26807 The use of VAMHCS throughout this document shall be interpreted as the Veterans Administration Maryland Health Care System and all five CBOCs associated with it. The Contractor shall provide Wheelchair coverage for the VAMHCS, 24 hours per day/7 days per week, 365 days per year. DESCRIPTION / SCOPE / OBJECTIVE. The Contractor shall furnish wheelchair van transportation to eligible beneficiaries of the Veterans Administration Maryland Health Care System (VAMHCS), in strict accordance with all specifications, terms, conditions, provisions, and schedules of this solicitation and any resulting contract document. Such services shall include all labor, supervision, equipment, uniforms, and other items or services necessary for performance of the work. All operations performed shall adhere to VHA Directive 2008-020 (Patient Transportation Program). The contractor(s) shall provide safe and comfortable wheelchair transportation services upon request to or from any pickup points, to or from any floor, ward, nursing home, patient(s) home, medical center, or facility. Performance Location and Hours: Services shall be provided Monday through Friday, excluding Federal holidays during the hours of 6 AM to 6 PM under direction of the VAMHCS Beneficiary Travel Office or AOD. Occasionally, transportation will be required prior to 6 AM or after 6 PM Monday- Friday, on weekends and Federal Holidays. The VAMHCS will provide the contractor with a minimum of twenty-four (24) hours advance notice of these transportation requirements, which will be reimbursed in accordance with the Schedule of Supplies or Services and Prices/Costs, depending on the current contract period. There may be some instances where 24-hour notice is not feasible and contractor shall make every effort to accommodate these request. 3.0. APPLICABLE DOCUMENTS. 3.1. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply: FAR Federal Acquisition Regulation VAAR Veterans Administration Acquisition Regulation KKK-A- 1822E Federal Specifications for Wheelchairs VHA Directive 2008-020 Patient Transportation Program SCA DOL Website Service Contract Act (SCA) Directory of Occupations (Fifth Edition) http://www.dol.gov/whd/contracts/sca.htm DOT United States Department of Transportation https://www.transportation.gov/accessibility Definitions: Wheelchair Van: Vehicles that conform to the United States Department of Transportation (DOT) General Services Administration, transportation Design and Construction Specifications (KKK-A1822, KKK-A- 1822E as amended, revised or replaced) that is in effect at the date of vehicle production. VAMHCS: Defined as Veterans Administration Maryland Health Care System and all five CBOCs associated with it: 10 North Greene Street, Baltimore MD 21201, Perry Point MD 31902, 3900 Loch Raven Blvd. Baltimore MD 21218, 9600 North Point Road, FT Howard MD21052, Cambridge 830 Chesapeake Dr. 21613, Glen Burnie 808 landmark Dr. Suite 128 21061, Pocomoke 101 Market Street, Pocomoke 21851. Administrative Officer of the Day (AOD): VA official that works in the admissions area during evenings and nights, and monitor hospital activities during other than normal working hours. This person is located at VAMHCS and acts as hospital administrator during off-tour hours; their number is 410-605- 7000 Ext: 7316. Base Rate: Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action, during all phases of the trip made on behalf of the Government. That Base Rate shall constitute full compensation for one-way trips which do not exceed the designated areas included in the pricing schedule. Beneficiary: Veterans and other members determined to be eligible for benefits by the VA. Business Hours/Days: Business hours/days are defined as the time of 6:00AM to 6:00 PM, Monday through Friday, except Federal holidays. Federal holidays, include New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a Federal holiday. Off Business hours/days are defined as the time of 6:01PM to 5:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays. Contracting Officer (CO): VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team. Contracting Officer s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and are a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer. Contractor: The term Contractor as used herein refers to both the prime Contractor and his/her employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract. Dry Run: Dry Run/No Patient charge: These trips are defined as either a request for service by authorized Medical Center personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center s needs or scheduled pick-ups for which due to circumstances beyond the Contractor s control (i.e., patient refuses pick-up, patient not home, patient not medically/mentally suitable for transport, etc.). The Contractor will be entitled to the applicable base rate only due to no fault or negligence of the Contractor. No charge shall be assessed on scheduled pick-ups that are cancelled by the VAMHCS and/or the patient prior to the departure of the transport. Durable Medical Equipment (DME): Medical equipment that is ordered by a provider for use in the home, such as walkers, wheelchairs, etc. Escort: A relative of the patient (age 16 or older) or a VAMHCS representative accompanying the patient when the VAMHCS has determined such an escort is in the best interest of the patient. Excess Cost: The difference between prices regularly charged by another source utilized and the applicable contract prices. The Joint Commission (TJC): A national organization dedicated to improving the care, safety and treatment of beneficiaries in a health care facility and environment. Mileage Rate: Mileage for ground transportation services is the rate paid for each mile traveled beyond the designated area in the pricing schedule. This rate applies to one-way transportation only, whether loaded or unloaded. In no event shall the Contractor receive this rate for miles traveled within the defined areas in the pricing schedule. Quality Assurance: Those actions taken by the Government to assure services meet the requirements of this contract. Quality Assurance Evaluator: Government personnel responsible for surveillance of Contractor performance. Quality Assurance Surveillance Plan (QASP): 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 notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time. Unscheduled Trip(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. Preferred pick-up time within 30-45 minutes, also depending on weather, and vehicle accessibility. Vehicle(s): The term Vehicle(s) as used in this contract refers to all modes of ground 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 pick-up and/or delivery points while performing contract services. Waiting Grace Period: The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for wheelchair van services shall include a fifteen (15) minute waiting grace period at origin and destination. PERFORMANCE REQUIREMENTS. Contractor Employees: Under this contract, VAMHCS reserves the right to demand corrective action for unsatisfactory performance or misconduct by contractor employees providing services to the VAMHCS. Unsatisfactory performance and misconduct are determined at the VAMHCS s sole discretion. The Contracting Officer may proceed with any and all remedies available to it under this contract and applicable law, including termination, if corrective actions are not taken and the performance of the contract is endangered. The Contractor shall furnish qualified personnel as required by the contract specifications to accomplish all services under this contract. Contractor personnel performing services to the VAMHCS shall at all times 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 shall be worn in clear view above the waist. Contractor personnel shall not smoke in vehicles at any time or while transporting VA beneficiaries. 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. During the contract period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall maintain required evidence of training, certifications, licensing, background and security clearances, and any other qualifications and submit to the designated COR if requested. 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 who will be performing services under this contract. The initial documentation shall be provided to the Contracting Officer and COR. The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and Accountability Act (HIPAA) of 1996, as well as all applicable (Veterans Health Administration) VHA regulations pertaining to Fire and Safety, VA Directive 7701, Occupational Safety and Health. Issued March 2003 VA Handbook 7701.1, Occupational Safety and Health Program Procedures. Current Joint Commission Standards and Department of Labor s Occupational Safety and Health Administration (OSHA) Policy on Blood Airborne Pathogens issued March 2003. Per VHA Directive 2008-020, Patient Transportation Program, the Contractor must provide the COR an annual statement of certification of state driving records, license verification, and insurance. This shall include an annual statement that drivers are screened, trained, and competent to safely transport beneficiaries. This annual statement of the driver competency must include any advanced certifications, such as Advanced Cardiac Life Support or specialized training to assist and secure beneficiaries by stretcher or wheelchair. The Contractor shall verify all credentials for drivers performing on the contract. The Contractor shall assess competence and performance of personnel who will be performing services under this contract upon notice of award and annually thereafter, per Department of Health and Human Services, Emergency Medical Services Driver Qualifications: Drivers providing services under this contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government: Shall submit evidence of re-certifications and equivalent training program successfully completed to the COR. Shall be certified, or otherwise officially recognized, by Maryland Institute for Emergency Medical Services System, and the Maryland Department of Health and Mental Hygiene. Shall attend all refresher continuing education, or advance training programs as required by the local or state government entity in which service is rendered. In no instance shall this be less frequent than every two (2) years. Such refresher training shall be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. Drivers shall have a valid operator s or chauffeur s license in accordance with Federal, State and local Government requirements for their place of operation, for the services they perform, be capable of administering oxygen and have successfully completed the Standard and Advanced First Aid Course for the American Red Cross or U.S. Bureau of Mines or equivalent and be capable of providing necessary medical assistance. Authorized Medical Center Personnel: Prior to performance, the Contracting Officer shall 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. Contractor Equipment, Vehicles, and Inspection: The VAMHCS reserves the right to inspect contractor s equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing emergency medical transport vehicles (wheelchair). VAMHCS inspections of contractor facilities shall in no way constitute a warranty by the VAMHCS that the contractor s vehicles and equipment are properly maintained. The VAMHCS reserves the right to restrict the contractor s use of equipment and vehicles which are in need of repair, unclean, damaged on the interior or exterior body, and are not in compliance with contract requirements, determined by the sole discretion of the VAMHCS. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VAMHCS. If any vehicle equipment is added or replaced after inspection, subsequent to the award of this contract, it shall be inspected and approved by the Contracting Officer or his/her representative before being placed in use under this contract. Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Current and appropriate licensing, issued by the Institute for Emergency Medical Services System and the Maryland Department of Health and Mental Hygiene. Contractor s vehicles used in the performance of this contract shall meet the current specifications of Federal Specification KKK-A-1822E. All wheelchair transports shall be clean and maintained in good repair in accordance with manufacturer s instructions and specifications, at all times during the performance of this contract, and shall contain: An emergency safety kit, Fire suppression equipment, Appropriate road emergency warning equipment. Contractor shall be able to furnish at least 1 vehicle in conjunction with the above, equipped with the ability to accommodate beneficiaries over 500 lbs. The Contractor shall provide sheets and blankets and other equipment and supplies required for use while in transport, for direct beneficiary care. The Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VAMHCS. The prices quoted in the schedule of services shall be inclusive of consumables used in transport. Request for Services: VAMHCS Travel Office or the Administrative Officer of the Day (AOD) will make requests for services. The Contractor shall transport per its policies and standard industry practices. If mode of transport differs from what was agreed upon, the Contractor shall submit documentation explaining the reasons for alternate course of action. Authorized personnel will place scheduled and unscheduled transportation requests to the contractor's dispatch office. All requests will be placed against schedule items, on a unit price basis in accordance with pricing schedule, and will be verified against invoices. The Contractor is responsible for providing all routing and directions to drivers prior to arrival at the pickup location. When ordering services, (whether it is by telephone, facsimile, mail, e-mail, and/or in person), the VAMHCS will provide the Contractor with the following type of information: Mode of transportation required, Required date and time of arrival, Name of beneficiary, Pick-up and delivery point, Any other special instructions. Auxiliary Service: The Contractor may be required at times to transport beneficiary luggage, medical records, medication and other items including, but not limited to, wheelchairs and nutritional supplements, from the pick-up point to destination. The Contractor shall not open, manipulate or otherwise seek information from these records or personal effects. The records and personal effects shall be delivered intact to the prearranged destination. Luggage to be transported shall be restricted to suitcase and valise type. These services shall be provided at no additional cost, however, should there not be room to transport these items and a second vehicle is needed, payment will be considered to only half (1/2) the charge from the first transport. The Contractor shall be required to transport non-ambulatory Veterans, who are not in need of emergency transportation or medical attention. When transporting beneficiaries to Community Nursing Homes, upon arrival at the nursing home, the driver shall give the facility any packets or information that accompanies the beneficiary to the responsible Nursing Home staff member. The driver shall sign and date all forms required. If there are any discrepancies between the address listed on the Nursing Home Packet and the address listed in the trip request, the driver shall clarify the correct destination address with the VAMHCS Travel Office, or AOD (Ext: 7316) if after hours. When transporting a beneficiary to a local hospital, upon arrival at the hospital, the driver shall give the hospital the copy of the medical information accompanying the beneficiary and the history of present illness, vital signs, and medical actions or medications provided during transport. If the Contractor s place of business is located beyond the local telephone call zone of the VAMHCS (area code 410), the Contractor shall install and provide to the VAMHCS, a toll free number for accepting the VAMHCS calls. It is estimated that 75% of all requests for service will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VAMHCS, and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request). (Vender will receive an authorized letter of users.) Electronic Transmissions: The Contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the VAMHCS (i.e., patient incidents, requests for service, special correspondence, etc.). Each contractor shall indicate if there is e-mail availability for their company to complete communications with the VAMHCS (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner). Contractor Notification: The Contractor shall be responsible for providing all transports, vehicle, and manpower necessary to meet all transport requirements and may find it necessary to utilize another service. If the Contractor utilizes another service company, as a subcontractor, to complete any transport requests, the subcontractor must follow all laws, regulations, policies, and procedures and all subsequent changes or updates as referenced in 3.1 of the performance work statement. All invoices for this subcontracted service will be paid directly to the Contractor at the contract rate, and the Contractor shall reimburse the subcontractor at their agreed rate. In the event, the Contractor is unable to perform services or have services performed as required the Contractor shall immediately notify the VAMHCS Travel Office or AOD. The VAMHCS reserves the right to re-procure services which cannot be performed by the Contractor. The Contractor shall indemnify and reimburse the VAMHCS for all costs associated with excess re-procurement costs. Payment of re-procurement costs shall not relieve the Contractor from any terms and conditions in this contract. The VAMHCS will be the sole judge in determining when services will be re- procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for Default . Wheelchair Service Response Time: Failure of the vehicle to arrive at the beneficiary s residence or VA facility /nursing home within the allotted time frame (15minutes) may also result in automatic cancellation of the trip, and services may be secured from other sources which may result in action taken against the Contractor, up to and including default. Immediate Notification: It is the responsibility of the Contractor to immediately notify the VAMHCS Travel Office when unable to make a pick-up or delivery by the exact time specified for previously scheduled trips, or unable to dispatch a vehicle to a designated pick-up point within the required time frame for unscheduled request for services. The immediate notification shall include the reason for the delay and whether the pick-up or delivery can be made at a later time and if so, specification of that time. However, it shall be the sole discretion of the VAMHCS Travel Office to accept the later pick-up or delivery time or pursue services from another source. If the Travel Office orders the services from another source, the VAMHCS will reduce the total invoice by the amount of the excess paid to another transportation company when the contractor is unable to perform. Response Time Compliance Rate: The Contractor shall maintain at a minimum, a 90% compliance rate on responses to pick-up or deliver during the contract year. Travel office and/or AOD will track reported late pick up or delivery. The AOD will report the lateness to the COR on this contract. This will be accomplished by Validated User/Customer Complaints, and reviewing trip tickets with medical center requests. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract. Response Time Penalty: If the Contractor fails to provide service within the time frames specified herein, the Government reserves the option of either obtaining service from an alternate source and charging the Contractor with any excess costs there from (see 9c and 9d above), or assessing a fee for each late pick-up. Compensation will be obtained by deducting the applicable amount from Contractor s invoice as specified below: Minutes Late Deduction 01 to 15 Grace Period 16 to 30 25% of trip value* 31 to 45 50% of trip value* 46 to 60 75% of trip value* 61 or more Trip shall be at no cost to VA *Trip value is the total of the basic trip plus any additional mileage, if applicable, for the scheduled trip. Waiting Time: In the event a vehicle must wait for a patient beyond the Contractor s control, reimbursement must be authorized and claimed. The payment will be at one-fourth (1/4) the negotiated rate. Fractional times will be in ¼ hours (15 minute) increments For scheduled trips, waiting charges shall commence sixteen minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up point, whichever is later. If the designated pick-up and/or delivery points are at locations other than the VAMHCS facilities and waiting beyond the required fifteen (15) minute grace period is anticipated, the Contractor shall notify the Travel Office or AOD. This call is only for the purpose of verifying the contractor s time of arrival at pick-up and/or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor s failure to notify the Travel Office or AOD when waiting beyond the grace period shall result in non- payment for waiting time. Escort: The VAMHCS reserves the right to have an escort, such as a relative, care provider, or staff accompanies the beneficiary when the VAMHCS determines that such an escort is in the best interest of the beneficiary. The VAMHCS clinician providing the level of care will be the sole judge in determining when an escort is required. In the event, that a staff member of the VAMHCS accompanies a beneficiary, it does not relieve the Contractor from responsibility to provide appropriate care to the beneficiary. There shall be no charge to the VAMHCS when escorts are authorized to travel with the beneficiary. Contractor shall only be required to transport the escort with the beneficiary and shall not be required to return the escort back to point of origin. Substitution of Beneficiary: The VAMHCS 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 the VAMHCS when such changes occur. Number of Beneficiaries: The Contractor shall transport one Veteran beneficiary per trip, unless specifically authorized by VAMHCS personnel to transport more than one, and at no time shall the Contractor transport more than two (2) beneficiaries. When more than one (1) beneficiary is transported on a trip in a single vehicle, reimbursement will be made at 70% of the base rate established in the Pricing Schedule for each beneficiary (as noted under the Social Security Act (SSA) [42 U.S.C. 1302, 1395hh,1395rr(b)(1)], Section 414.1). Incidents of trips with more than one (1) beneficiary are not expected to exceed eight (8) trips per contract year. The Contractor shall be entitled to a full base rate for each beneficiary traveling concurrently in a single vehicle, if the maximum expected eight (8) annual trips have been exceeded. When travel is beyond the medical facility s contract mileage threshold area of coverage, mileage may be claimed at 50% of the longest distance over which a beneficiary is transported in a single vehicle, for each beneficiary, as noted in the SSA reference Invoicing Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes. When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the nearest mile. Payment for mileage to or from the point of care shall be limited to the VA s calculation according to the VA s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel. If unloaded mileage exceeds loaded mileage, the contractor may invoice for a flat fee only if the following also occur: Unloaded mileage exceeds 75 miles The contractor does not deviate from a route to intentionally make unloaded mileage exceed loaded mileage. Except for no shows and trips when unloaded mileage exceeds loaded mileage in accordance with 4.9.3, the contractor shall invoice for loaded (patient onboard) services and mileage only. Upon notification of the contracting officer, the vendor must receive training and begin implementation of invoices via Vet Ride within 30 days versus VA Tungsten Network e Invoicing network. Invoices must be submitted via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA approved software. These invoices shall not include patient information, but shall include the following: Contractor Name Contract Number Current Purchase Order Number Date of service Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of BLS Base Rate, total BLS Mileage incurred, etc.) An itemized list of charges or services rendered that align with the line items of this contract (i.e., BLS Base Rate, BLS Mileage incurred, etc.) Infection Control Procedures: The Contractor shall follow the VAMHCS Infection Prevention and Control policies and procedures to prevent and control the spread of infectious agents to all persons. The Contractor shall identify and submit a list of all their Reusable Medical Equipment (RME) to the VAMHCS. RME will be determined to be Critical, Semi-Critical or Non critical, Critical and Semi-critical RME will have a Standard Operating Procedure (SOP), a document detailing all steps and activities of a process or procedure that follows manufacturers cleaning, disinfection and/or sterilization guidelines. These SOPs will be developed by the Contractor. The Contractor shall submit the RME list upon request from the COR. The Contractor shall review the RME SOPs on a yearly basis, or when a change in manufacturer s recommendation occurs, to the COR. The Contractor shall not re-use or re-sterilize Single Use (disposable) medical devices. Origin and Destination: Beneficiaries may be transported to or from VAMHCS facilities or between the VA facility and a facility that provides care under VA auspices (i.e. Contract Nursing Home, Community Outpatient Clinics, and designated Veterans Choice Providers) and/or between the home of the beneficiary receiving travel services and the VA facility. The VAMHCS Travel Office or AOD will specify the points of origin and the destination of every trip. Direct Patient Transfer: All patient transfers between VAMHCS facilities shall be direct transfers. Direct Patient Transfer also includes trips between the vet s home and a facility that provides care under VA auspices. The mileage threshold for the VAMHCS is defined in the 25 Point Pricing Schedule. Charges for travel between any of the 24 defined points shall be a predefined base rate. One-way mileage for any trip to an area not specifically listed will be billed a flat rate per mile from the closest location listed in the pricing schedule and PWS. Reimbursement for Mileage outside of Mileage Threshold Areas of Coverage: Reimbursement for mileage outside the contract Mileage thresholds of coverage, shall be at the mileage rate stated in the Pricing schedule, and shall be based upon the miles from the pick-up point and the specified destination. Distances beyond the contract mileage threshold areas of coverage shall be calculated using the shortest route from Bing Maps. Allowable charges for mileage outside the contract mileage threshold areas of coverage shall not exceed +5% of the current Bing Maps. Should the VAMHCS make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VAMHCS 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 shall be entitled to receive ¼ or 25% of the base rate for the trip, as provided in Pricing Schedule. This charge shall not include any mileage charge. Should the Contractor arrive at the destination before VAMHCS cancels the order, or if the Contractor is unable to perform a scheduled pick-up, because of VAMHCS or beneficiaries such as incorrect address, beneficiary absence, or beneficiary refusal then the Contractor shall receive the base rate for the trip as provide in Pricing Schedule, and applicable mileage if outside contract mileage threshold areas of coverage. Other Charges-It is understood that the prices listed in the accepted Pricing Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VAMHCS for any such separate charges. Patient Rights: The Contractor shall be courteous to VAMHCS beneficiaries and will not smoke while transporting beneficiaries. Beneficiaries may bring a reasonable amount of equipment, such as consumable medical supplies and personal suitcase. The Contractor shall notify the COR, Travel Office (during normal operating hours), or the AOD (if after hours) in writing within 24 hours of any complaints made by the beneficiaries with regards to the ambulance service. The Contractor may provide recommendations for improved services along with the beneficiary complaints for the VAMHCS s review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer. 6.0. DELIVERABLES. 6.14. Trip Tickets See paragraph 5.13. Invoice Procedure 7.0. REQUIRED REPORTS AND DOCUMENTS. Seven (7) days after contract award, the Contractor shall provide the following: Contractor Personnel Roster- In this document, Contractor shall identify the employee information listed below: Name, Position, Title and, Work assignment area. Thereafter, any personnel changes shall be submitted within three (1) business day prior to the change. Certification of Minimum Liability Insurance Coverage-A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities (ref. VAAR 852.237-70) Contractor shall provide the required proof of insurance with ten (10) calendar days after award and prior to providing any services. Thereafter, all changes shall be submitted within seven (7) days after changes occur. 8.0. CONTRACTOR S QUALITY CONTROL PROGRAM (QCP). The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. . The Contractor s QCP shall include the following or have incorporated into during performance of contract, at a minimum: An inspection plan covering all services, equipment and supplies required by this contract. The inspection plan must 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 either active or established internal policy and procedures for updating medical service protocols that may affect performance of contract, The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable, and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance, On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The methods of identifying and preventing vehicle breakdowns, and detailed procedure for alternative transportation of beneficiaries in the event of mechanical breakdown of ambulance, On site records identifying the character, 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 two-way radios, A log to account for all requests for service. The log shall indicate the date and time of service call, name of beneficiary requiring services, 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 and, Log of quality control procedures to include, but not limited to, glucometers calibrated to the manufacturers specifications and/or no less than daily. Drug Testing Policy: The Contractor shall have internal policies and procedures for addressing drug and alcohol testing and abuse. IN SERVICE MEETINGS. Due to developments of new techniques or VA policy changes or to resolve problem issues in the handling and transporting of VAMHCS beneficiaries, the Contractor may be required to attend meetings at the VAMHCS facility at no additional charge to the VA. The Contracting Officer or Contracting Officer Representive will schedule all in-service meetings. QUALIFICATIONS OF OFFERORS. Offers will be considered only from Contractors who are regularly established in the business called for and who in the judgment of the Contracting Officer is financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to render prompt and satisfactory service. All services are expected to be performed by competent qualified personnel, to complete the specific services required. All work performed shall be done in a first-class manner and in accordance with good commercial practices. Please reference Addendum to FAR 52.212-1 Instructions to Offerors. METRIC CONVERSIONS. Any measurements stated in this specification or in any documents associated with the proposed contract as normally used inch-pound units can be converted to metric units providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376. Any measurements only given in inch-pound units are not meant to be restrictive. If the General Requirements require replacement of parts to be included as part of the contract and a product (part) is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request should be made to the Contracting Officer to determine if the product is acceptable. GENDER. For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender. GOVERNMENT QUALITY ASSURANCE. The COR or his/her designee will evaluate the Contractor s performance by using a Quality Assurance Surveillance Plan (QASP) in accordance with FAR 52.246-4, Inspection of Services-Fixed Price. 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 himself/herself, his/her 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 her employees fault or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of Maryland, and in accordance with VAAR 852.237-70, Section I. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty (30) calendar days prior written notice to the Contracting Officer. Safety Requirements: In order to protect the lives and health of occupants of the buildings, the Contractor in the performance of this contract shall take such safety precautions as the Contracting Officer, or his/her designate, may determine to be reasonably necessary. The Contracting Officer, or his/her 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/her 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 are required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility beneficiaries, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should 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 medical facility premises except as specified by the Contracting Officer. VA Determination: VAMHCS Travel Office or the Administrative Officer of the Day (AOD) will make requests for services. Transport shall be discussed and determined by the Contractor and the VA clinician providing the level of care. Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs. The Contractor will be responsible for actions of those individuals they provide to perform 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. All documents containing VA sensitive information (e.g., Personal Identifying Information, etc.) are to be considered the sole property of the VA. Printed output containing sensitive VHA data shall be stored in a secured area, returned to the VA, and/or disposed of properly by shredding or similar methods approved by VA regulations. Under the provisions of the Privacy Act of 1974 as amended, personnel performing work under this contract have an obligation to protect VA information, indefinitely. HI-IS/01G: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services Office of Inspector General (HI-IS/01G), List of Excluded Individuals/Entities on the 010 Website (https://oig.hhs.gov/exclusions/index.asp) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor's proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. CONFIDENTIALITY: The VAMHCS will provide the Contractors with access to pertinent beneficiary medical information, within the existing privacy rules and regulations, for the purpose of providing coordinated comprehensive primary care. Contractor(s) shall ensure the confidentiality of all beneficiary information and shall be held liable in the event of the breach of confidentiality. Any contract resulting from this solicitation will be subject to the Privacy Act of 1974. Federal Acquisition Regulations 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act apply to this solicitation. The Contractor(s) is not authorized to release any medical record information. The VA is the sole entity authorized to release this information upon written request from the beneficiary. Health Information Portability and Accountability Act (HIPAA) Compliance is required. The Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Dept. of Health and Human Services has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Dept. of Veterans Affairs. In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement with the VA. The Contractor shall not maintain or share sensitive material or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established business agreement. MD WAGE RATES: The DOL Wage Determination listed will apply to this solicitation and any contract award. The Contractor is responsible to ensure that their employees working under this RFP receive all pay and benefits due them under the applicable Service Contract Act wage determinations. Joint Commission on the Accreditation of Healthcare Organization (JCAHO) Standards: 16.25.1.The Contractor shall perform required services in accordance with the standards of JCAHO; established principles and ethics of the medical profession established by the American Medical Association (AMA) and American College of Emergency Physicians (ACEP). The Contractor shall adhere to Veterans Health Administration (VHA) regulations and the Medical Staff bylaws of the medical facilities assigned to and operating within the Veteran Integrated Service Network (VISN) 5. 16.25.2.The Contractor, upon request, shall provide quality data and information related to services provided and participate in VAMHCS Performance Improvement Programs when requested to do so. Upon request the Contractor shall also provide a competence assessment checklist and annual performance evaluation to the Contracting Officer's Representative (COR) for each contracted employee. End of Document
