SOURCES SOUGHT NOTICE This is a Sources Sought NOTICE (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Ground Ambulance Services. Potential Contractors are invited to provide a response via e-mail to Contract Specialist Andrew O Neal at andrew.o neal@va.gov by Aug 1, 2022 12:00 pm (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued. BACKGROUND: The VA Puget Sound Healthcare System, has a requirement for a Contractor to provide Ground Ambulance Services for Veterans. Please draft Performance Work Statement below for requirements. NAICS: 621910, Interested potential Contractors please provide the following. 1) Company Name, address, point of contact, phone number, email address, and DUNS Please indicate business size: Small Disadvantage Business (SDB)____ 8(a)____ Historically Underutilized Business Zone (HUBZone)____ Service-Disabled Veteran-Owned Small Business (SDVOSB)____ Veteran-Owned Small Business (VOSB)_____ Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____ Women-Owned Small Business concerns (WOSB)_____ Small Business_____ Large Business_____ Please state if you possess a Federal Supply Schedule (FSS)______. Please state if your FSS Schedule is under Group 66 III Cat 605-2A________ 2) Please submit a brief capability statement (maximum two pages) with enough information to demonstrate to the Veterans Affairs that you have the capability and resources to provide Ground Ambulance Services as required in the attached Draft Performance Work Statement. **Draft Performance Work Statement Ground Ambulance Services I. GENERAL 1. The VA Puget Sound Healthcare System (PSHCS), with facilities in Seattle and Tacoma, Washington, Valor CBOC Bellevue, Bremerton CBOC, Mount Vernon CBOC North Olympic Peninsula, North Olympic Peninsula, Valor CBOC North Seattle, and the VA Community Living Centers located at both American Lake and Seattle, requires ground ambulance services to provide medical transport for its beneficiaries as needed. The PSHCS has limited resources available to self-perform ground ambulance services; therefore, additional transport services are required to meet the mission of the VA. Services shall be provided 24 hours per day, 7 days per week. The Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary for all ambulance services. Seattle, VAMC 1660 South Columbian Way, Seattle, WA 98108 American Lake, VAMC 9600 Veterans Drive, Tacoma, WA 98493 Bremerton CBOC 925 Adele Avenue, Bremerton, WA 98312 Mount Vernon CBOC 307 S. 13th St., Suite 200, Mount Vernon, WA 98274 North Olympic Peninsula 1114 Georgiana St Port Angeles, WA 98362 South Sound CBOC 151 NE Hamper Way, Chehalis, WA 98532 Valor CBOC Bellevue 13033 Bel-Red Road Suite 210, Bellevue, WA 98005 Valor CBOC North Seattle 12360 Lake City Way NE, Suite 200, Seattle, WA 98125 2. The Contractor shall furnish all necessary personnel and equipment to provide ground ambulance services as requested to/from all locations. Contractor shall be required to respond to emergent (911) calls from American Lake (20 minutes response time) and non-emergent (30 minutes response time) ground ambulance services. Contractor will be required to respond to requests to Seattle and CBOC locations within 30 minutes for non-emergent; or as scheduled in advance by VA Travel staff. Ground ambulance services are needed for eligible beneficiaries of the PSHCS. Services must be available twenty-four (24) hours per day, seven (7) days per week, including all holidays. 3. Upon the request of the VAPSHC and based on the condition and needs of the patient, the Contractor will provide Basic Life Support (BLS), Advanced Life Support (ALS) and Critical Care Transport (CCT) ambulance transports of patients to designated locations. The contractor may be required to transport patients to another facility for treatment or tests, wait while patient is receiving said treatment or test, and transport that same patient to a pre-determined destination. Historical information regarding origin and destination points and numbers of runs is provided in attached. 4. 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 852.237-7). Contractor shall provide the required proof of insurance to the COR within ten (10) calendar days after award and prior to providing any services. Thereafter, all changes shall be submitted within seven (7) calendar days after changes occur. 5. Infection Control Procedures: When ambulance services are required, the contractor shall adhere to the universal precautionary measures for the prevention and control of the spread of infectious agents to all persons. The VA Infection Control Manual can be accessed at: http://vaww/Departments/hospitalwide/Infection%20Control/index.asp 6. Contractor's Responsibilities and Insurance Requirements: The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself, 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' fault or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of Washington, Oregon, Idaho, and Montana and in accordance with VAAR 852.237-7, 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. II. DEFINITIONS 1. AMBULANCE Vehicles for emergency medical care which provide a driver compartment and a patient compartment that must accommodate an Emergency Medical Technician (EMT), Paramedic (or RN as needed) and two litter patients, so positioned that at least one patient can be given intensive line support during transport; equipment and supplies for emergency care at the scene as well as during transport, and two-way radio communication and equipment for light rescue procedures. The ambulance is designed and constructed to afford safety and comfort and to avoid aggravation of patient s condition. 2. AOD Administrative Officer of the Day. This employee is the administrative officer in charge during other than normal business hours. 3. BLS Basic Life Support (as define in Section III. VEHICLES). 4. BLS/With Lift for Power Wheelchair Basic Life Support with wheelchair lift and lock downs to transport power wheelchair and stretcher patient (as define in Section III. VEHICLES). 5. ALS Advance Life Support (as define in Section III. VEHICLES). 6. CCT Critical Care Transport (as define in Section III. VEHICLES). 7. CO Contracting Officer. The person executing this contract on behalf of the Government and is the only person authorized to make changes to the contract affecting scope, schedule, and price? 8. COR Contracting Officer's Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. (COR) responsibilities will include, but not be limited to surveillance of services required under this contract, determining the adequacy of Contractor performance according to the specifications of this contract; acting as the Government s representative: ensuring compliance with contract requirements insofar as the work is concerned, certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, serving as a number on the vehicle inspection team. The COR cannot authorize deviations from the specifications and requirements of this contract. In the even the Contractor deviates without approval from the CO, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. The COR will be designated in writing by the CO after contract award 9. Contractor: The term Contractor as used herein refers to both the prime Contractor and his employees, and with any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract. 10. HEAR System Hospital Emergency Administrative Radio (HEAR) is a mobile communication system that allows units to provide patient information to base stations. 11. Normal Business Hours Normal business hours are defined as Monday through Friday, 8:00 a.m. . to 4:30 p.m. local time, except Federal 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 Juneteenth Sunday, June 19th 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 falls on a Saturday, the Government holiday is the preceding Friday. If the date 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 12. MSA Medical Support Assistant 13. NOD Nursing Officer of the Day 14. MET TEAM (Medical Emergency Team) 15. TRIP / MILEAGE A trip is defined as the distance, ONE WAY ONLY, over which a beneficiary will be transported. For all one-way trips ordered under this contract, the Contractor shall receive the base rate quoted under the BASE RATE. The BASE RATE shall constitute full compensation for ONE-WAY trips, which do not exceed the mileage threshold defined herein. The Contractor shall also receive the mileage charge quoted under the MILEAGE RATE for any one-way trip more than the mileage threshold. The MILEAGE RATE is applicable only for mileage in excess for the mileage threshold and in no event shall the Contractor receive reimbursement for mileage charges for any mileage less than the mileage threshold. In the event of a dispute regarding the mileage of a trip, www.bing.com/maps shall be the website utilized to resolve the disagreement using the shortest route reasonably available. 16. Contractor is required to provide a Dedicated ALS unit and crew at the Staging Area at American Lake VAMC (12 hour on site, no overnight parking from 7am to 7pm PST), Monday-Friday, excluding Federal holidays. VAPSHCS will provide an Ambulance parking space and a room at PSHCS (American Lake Division) as a staging area for the Contractor s ambulance crew and vehicle. The dedicated unit will be charged as a monthly fee that is all inclusive during the 60 hours identified above. All trips from the American Lake campus outside the 60 hours above will be at the established per trip and milage rates 17. Bariatric gurney in this statement of work refers to any person whose weight or physical dimensions exceed the capability of a standard gurney in use by the ambulance service. III. VEHICLES The demand for the ambulance is estimated to require a minimum of one (1), but not more than five (5) such vehicles at any one time. The Contractor shall make available not less than one (1) CCT vehicle in each of the greater King and Pierce County areas at any time in performance of this contract. In principle, the Specialty Ambulance shall act as an extension of the PSHCS Intensive or Coronary (Critical Nursing) Units, and care provided for patients in transport will include, but not be limited to: Basic Life Support and Advanced Cardiac Life Support, both as defined by the American Heart Association (AMA). *Management of the airway and maintenance of effective respiratory exchange, to include placement of oral airways and endotracheal intubations. Monitoring of vital, neurological, and electrocardiographic signs, including intake and output. Administration of intravenous (IV) fluids, including the management of existing lines and the placement of peripheral or central venous lines. **Administration of oral, intramuscular or IV medications. *Other appropriate nursing care for psychological and social requirements, wound care and dressing, nutrition, and oral pharyngeal-tracheal-gastric suctioning, etc. Execution of physician s standing orders. *Items provided per a physician s orders. **Cost of medications is excluded from prices quoted under the schedule. Only those specific medications prescribed by the appropriate personnel of the PSHCS and/or the Contractor s staff physician shall be administered to a patient during transportation. 2. The above specified number is based on an estimate of an average minimum needed for trips to various locations at any one time, and is not to be construed as either a commitment to order such number or is limiting the number of vehicles which may be required. 3. The ambulances used under the terms of this contract must be licensed and meet the minimum vehicle requirements as mandated by Federal specification KKK-A-1822E and Washington State Department of Transportation. Minimum requirements are: Basic Life Support (BLS) Ambulance Staffed by two Washington State Certified Emergency Medical Technicians (EMTs) EMTs certified to use cardiac defibrillators, perform emergency pharyngeal-tracheal lumen intubations All ambulance is equipped and licensed more than Department of Health BLS requirements Emergency care and transportation of the sick and injured, non-life-threatened patient Performance of extrication and stabilization, administration of oxygen therapy Monitoring of previously established non-medicated IV lines (i.e., lactate hangers, D5W, saline, etc.) Transport of medical IV only if on locked out pump, CAD or PCA pump, NOT POTASSIUM CHLORIDE Basic Life Support (BLS) Ambulance with Power Wheelchair Lift and Lockdowns Staffed by two Washington State Certified Emergency Medical Technicians (EMTs) EMTs certified to use cardiac defibrillators, perform emergency pharyngeal-tracheal lumen intubations All ambulance is equipped and licensed more than Department of Health BLS requirements Emergency care and transportation of the sick and injured, non-life-threatened patient Performance of extrication and stabilization, administration of oxygen therapy Monitoring of previously established non-medicated IV lines (i.e., lactate ringers, D5W, saline, etc.) Transport of medical IV only if on locked out pump, CAD or PCA pump, NOT POTASSIUM CHLORIDE Wheelchair lift and lockdowns Advanced Life Support (ALS) Ambulance Staffed by Washington State Certified Paramedic and EMT Paramedics certified in Advanced Cardiac Life Support (ACLS) Certified to perform medical treatment as authorized by respective county protocol for pre-hospital ALS service All ambulances are equipped and licensed more than Department of Health BLS requirements Critical Care Transport (CCT) Ambulance Staffed by licensed Washington State Registered Nurse or Washington State Certified Paramedic and EMT Nurses have current Emergency Department and/or Critical Care Unit experience Nurses and Paramedics certified in CCT Inverters allow transport of complex hospital monitoring and/or life support equipment All ambulances are equipped and licensed more than Department of Health BLS Requirements IV. REPORTING REQUIREMENTS 1. All patients being transported to and from a PSHCS facility are to be considered emergent cases until determined otherwise by the appropriate PSHCS staff of the Emergency Room or Critical Care Unit of the receiving facility. 2. The HEAR Systems (Hospital Emergency Administrative Radio) shall be always used to alert appropriate staff of the receiving activity and provide initial information as to the patient s name, the presenting problem, present status, and the expected time of arrival. 3. A written report shall be submitted by the ambulance personnel to the VA personnel immediately upon arrival at the PSHCS facility. The written report shall provide the following information to the maximum extends such information is available Patient s full name Time picked up Where picked up Who called (initiator)? Presenting problem Immediate first aid measures (bandages, oxygen, restraints, etc.) State of consciousness Blood pressure Pulse Respiration Any other noted symptoms or pertinent information, including a list of any medications taken 4. If the patient was initially treated by a Fire Department Aid Car, their report shall be submitted together with the above required report. The fact that a patient was initially treated by the Fire Department aid car shall in no way relieve the transporting personnel from filing their account of any change in the patient s condition while in route. If there has been no change, the EMT s report shall be submitted noting such information. 5. A similar written report to that above shall be required upon any prearranged transportation of critically ill patients who are to go directly to inpatient admitting. V. INSPECTIONS The Contractor is required to perform regular compliance and quality inspections of the vehicles and equipment. Upon request, a copy of the results will be provided to the COR. VI. NUMBER OF PATIENTS Only one patient shall be transported on a trip unless specifically authorized and requested by the PSHCS. No more than one psychiatric patient may be transported at any time, unless prior authorization is received from the designated COR. When more than one patient is transported on a trip, reimbursement shall be made at the rate not exceeding the cost of transporting a single patient. Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the Government. The authorized official who is requesting ambulance services may, in the best interest of the patient, pre-authorize a relative, VA Registered Nurse, or physician to accompany the patient. VII. STAIRS There shall be no extra charge for removing or loading patients from trains, airplanes and other structures where it is necessary to use a flight of stairs. VIII. WAITING TIME 1. Waiting time will not apply to that reasonable time required for loading and unloading. For time lost at either or both ends due to causes beyond his/her control, the contractor will be reimbursed one-fourth the hourly rate shown in Pricing Schedule, for each quarter hour, or fraction thereof more than the first 30 minutes from the time he/she reports arrival. As soon as a delay is anticipated, the contractor will contact the transportation office during normal working hours. During irregular duty hours the contractor shall contact the Administrative Officer of the Day (AOD is located at the Seattle Division 206-764-2810 and 206-764-2120). 2. For time loss while traveling by the Washington State Ferry System, the Contractor shall be reimbursed ONE WAY ONLY for ferry costs and waiting time at the rate of one-fourth the hourly rate proposed in the contract cost for each one fourth hour for embarkation, debarkation, and ferry transport time. Ferry trip time shall be determined by the most current Washington State Ferry System s published schedule. IX. RATE Payment for mileage traveled shall be limited to one way only , the distance over which the patient is transported. Total cost per trip shall be determined by the actual distance of the authorized trip from the specified point of origin to the specified destination, including applicable waiting time. X. ORDERS 1. Authorized PSHCS personnel will place telephone requests (orders) for Prescheduled and Emergent Contract Services only with the Contractor s Dispatch office. The request for services shall specify the originating point and destination. Only such travel is authorized and any costs incurred for unauthorized travel, stops, waiting time, etc., shall be the responsibility of the Contractor. The contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized personnel, may be deemed as unauthorized travel for which the Contractor may bear the risk of non-reimbursement. Authorized PSHCS personnel are: Travel Clerks (Seattle and American Lake) Beneficiary Travel Supervisors at American Lake and Seattle VAMC COR Urgent Care Staff at PSHCS American Lake Division ER staff at PSHCS Seattle Division Administrative Officer of the Day (Seattle) Irregular Tour MSA (American Lake) NOD (nursing officer of the day) MET TEAM MEMBERS VA Telephone Operators 2. Request for Services: When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the VA Medical facility will provide the Contractor with the following type of information: Prescheduled Mode of transportation required BLS ALS CCT b. Required date and time of arrival c. Name of beneficiary d. Pick-up and delivery point (include Bldg./room/ward number, clinic name, etc.) e. Description of the emergency 1) Condition of patient 2) If emergent, are lights and sirens requested. 3) Name of caller and call back number f. Type of equipment required 1) Monitor, O2. IV, etc. 2) Bariatric Gurney Emergent Contract 911 Services Patient s name Condition of patient Are lights and sirens requested? Description of the emergency Location of the patient Caller s name and call back number Emergent 911 transport requests from Puget South Health Care System require the contractor to arrive at the point of patient pickup within 20 minutes after receipt of the call. If the Contractor cannot meet the response time, the Contractor shall immediately dispatch a third-party vendor. There will be no mark-up or premium applied to the contract rate on for dispatch of a third-party vendor. 4. For prescheduled pickups, the Contractor shall be required to furnish the ambulance service within ten (10) minutes of the prearranged time. 5. For non-emergent calls, the Contractor shall be required to arrive at the point of patient pickup within 30 minutes after the receipt of call. If the contractor fails to furnish the services within the time specified, a penalty of twice the wait-time rate, to be computed in quarter hour increments will be assessed and paid to the Government. If the Contractor identifies they cannot furnish the services within the time specified, the Government reserves the right to obtain the necessary services from another source and charge the Contractor for any excess costs which may result there from. The Government will be sole judge in determining when to order services from a different source; however, in no instance shall the Contractor be required to furnish more than the number of ambulances and/or specialty ambulances he/she has agreed to furnish in the performance of this contract in accordance with other provisions set forth herein. 6. If a BLS or ALS unit is requested and dispatched and after arrival at the pick-up point the crew feels a CCT unit is needed; the contractor shall provide a CCT unit within 8 minutes and notify PSHCS of the need for the CCT Unit. 7. If a BLS, ALS, or CCT unit is needed with a bariatric gurney, the contractor must respond within 60 minutes for a non-emergent transport. 8. If the Contractor cannot meet the response time, the Contractor shall immediately dispatch a third party vendor. There will be no mark-up or premium applied to the contract rate on for dispatch of a third-party vendor, 9. In the event of a NO SHOW or any other cause without fault or negligence on the part of the Contractor, which results in no patient being transported, equitable reimbursement will be made as follows: Minimum payment of Base Fee (response and dispatch of vehicle) As applicable, mileage outside city limits and toll charges including waiting time one way only. 10. The PSHCS staff will determine the pickup and destination of the patient based on the patient s current condition. Stable patients may be transported between the American Lake and Seattle division, or to a community facility, or any other destination. Unstable patients will be transported to the nearest ER unless otherwise instructed by VA clinical staff. If a patient s condition changes during transport the Contractor shall take the appropriate action and notify PSHCS of the change in the patient s condition and any change in destination XI. MEDICATION Any costs of medication furnished to the patient during transport are excluded from the prices quoted in the schedule. Only those specific medications prescribed by the appropriate medical staff of the PSHCS and/or the Contractor s staff physician will be authorized and are to be invoiced as a separate item(s). Medication shall conform to the requirements of the most current County Advanced Life Support Approved Drug List. XII. TOLL CHARGES It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to one way only and shall be listed separately on the Contractor s invoice. Included in price schedule. XIII. PERSONNEL 1. The Contractor shall ensure that the following requirements are met: Ensure and certify that personnel performing the services required under this contract are properly licensed and fully trained in the use of the vehicle and equipment that will be used in the performance of this contract. Ensure that the vehicle is operated with sufficient personnel for adequate patient care, at least one of who shall be an EMT. The Contractor shall maintain records of each employee as to character, training qualifications and physical capabilities of performing the duties of an ambulance driver and/or attendant. Records shall be made available to the PSHCS for inspection upon request. 2. EMTs shall have the responsibility for both the operation of the vehicle and for the care of patients before they are placed aboard the vehicle and during transit. The EMT shall be responsible for the care of the patient until such time as the patient is transferred to appropriate medical staff at destination. If there are two or more EMTs operating the ambulance, a non-driving EMT shall be in command of the vehicle. The EMT in command of the vehicle shall be in the patient compartment and in attendance to the patient. EMTs providing emergency services under this contract must have the following qualifications: Have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 81 hours of equivalent training including an in-hospital training period. Such training program must also be acceptable under the regulating requirements for local EMS systems supported by DHHS under PL 93-154 (see 42 CFR Chapter IV Section 410 published in the Federal Register at Volume 64 Page 3658, dated 01-25-1999). The equivalent training program successfully completed by the EMT must be submitted to the Department of Veterans Affairs, Contracting Officer (S138 P&C), 1660 S. Columbian Way, Seattle, Washington 98108 for appropriate action. Must be certified, licensed, or otherwise officially recognized by the local, state, or regional Government or public entity where the emergency ambulance service is operated or by which it is governed. Must be enrolled periodically in refresher continuing education, or advanced training programs as required by the local or state government entity in which the services is rendered to veterans, but in no instance shall this be less frequently than every two (2) years. Such refresher training must be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. Evidence of successful completion of such refresher training must be submitted to the Department of Veterans Affairs, Contracting Officer (S138 P&C), 1660 S. Columbian Way, Seattle, Washington 98108. 3. non-emergency attendant/driver. Drivers providing service under the contract shall have a valid ambulance personnel license with a driver designation as required by Federal, State, and local law. Contractor shall be responsible for assuring that its drivers are knowledgeable and competent in emergency vehicle operations and thoroughly familiar with the vehicles assigned. Contract prices include services of non-emergency medical attendant/driver. Attendant/driver must have techniques (CPR) of the American Red Cross, U.S. Bureau of Mines, or other equivalent; be able to safely use all associated equipment, such as wheelchair lifts and fire extinguishers; and been fully briefed and trained in passenger assistance techniques. Proof in the form of a current certificate that first aid training has been successfully completed must be available upon request. 4. Background Criminal Checks and Investigations. The VA requires that all contractor personnel performing services under this contract require background investigations. Individuals that hold a current background investigation report will not be required to undergo an additional investigation. However, the VA Office of Security and Law Enforcement must verify existence of the investigation reports. Requests for background investigations must be submitted no later than 30 days after award of the contract. Performance of the contract cannot begin until these documents have been received by the Contracting Officer. NOTE. The offeror must screen all employees to ensure that they meet core competencies on an annual basis: that they have performed a criminal background check on any staff member who will be treating or transporting patients, etc. The Contracting Officer or designated COR will inspect Contractor records to determine if training is current and training standards are up to date. XIV. PRIVACY AND INFORMATION SECURITY REQUIREMENTS 1. Due to the increased emphasis on privacy and information security, compliance with 38 U.S.C. 5701, 38 U.S.C. 5705, 38 U.S.C. 7332 is required and the following special contract requirements are established and hereby made part of the contract entered with the Department of Veterans Affairs. 2. Privacy Training: Contractor and their sub-contractors assigned work under this contract are required to receive annual training on patient privacy as established by HIPAA statutes. Training must meet VHA s and the Department of Health and Human Services Standards for Privacy of Individually identifiable health information. Contractor shall provide documented proof to the contracting officer that all employees assigned work and/or having access to Protected Health Information have received annual training. Proof of training is to be forwarded to the Contracting Officer upon request. 3.All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation is classified as a Tier 1- NACI (low risk) and includes the following requirements: 1) Completed documentation including SF-85 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. This is subject to change in reference to Non-PIV badges for Ambulance personnel. 4. VA Cyber Security Awareness Training: Each contractor assigned work under this contract is required to receive and document completion of VA training on Cyber Security. Proof of training is to be forwarded to the Contracting Officer upon request. Records Management Language for Contracts The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. XV. PERFORMANCE STANDARDS 1. The Contractor must meet all the requirements of this contract. If the services are not performed in a timely and professional manner, patient health and safety may be compromised. Due to the nature of this requirement the following performance standards are included. 2. The last month of each contract year the Contracting Officer will review contract compliance reports submitted by the COR. When total compliance falls to 95% or below, an amount equaling 1% of the expenditures for the contract year will be deducted from that month s payment. 3. Amounts deducted from billing may be reduced by the Contracting Officer upon submission of mitigating evidence by the Contractor. XVI. Contractor Continuing Quality Improvement (CQI): The Contractor shall establish and maintain a complete Quality Control Plan (QCP) to assure the requirements of this contract are provided as specified. An original and one (1) copy of this QCP will be forwarded to the CO along with the requested initial proposal. 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 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, or 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 or 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 Veterans 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 radios. A log to account for all requests for service. 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 corrective and/or elimination before effects caused interruption of performance of contract. VII. INVOICE PROCEDURES 1. Invoices shall be submitted no later than fifteen (15) calendar days following the end of the month of services and are to include all contract services furnished for the preceding month. Invoices shall specify the following per trip for which payment is requested: Authorized VA Caller s name requesting the transport, Patient name, Date of service, Pick-up and delivery point, Trip number, Itemized charges (i.e., toll fee, waiting time, medications, etc.) The Contractor shall provide a Patient Care Report (PCR) for each individual patient transported. Invoices will be reviewed and reconciled with trip tickets, Patient Care Reports (PCR) and travel logs. The vendor will provide a patient care report (PCR) to the COR for each patient that was transported Monthly. Unauthorized charges shall be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized VA personnel. A final determination will be made within 30 days after notifying the Contractor of charges being denied. 3. In accordance with VA accounting procedures and to provide an audit trail for questions and concerns pertaining to payments, the Contractor shall be furnished a Purchase Order number at the beginning of each option year. This number must be on the electronic invoice in Tungsten/OB10 form. VA FSC and Tungsten/OB10 Vendor Guide: The Department of Veterans Affairs (VA) e-Invoicing initiative is with Tungsten/OB10 inc., a preferred service provider for e-Invoicing on behalf of the VA. We appreciate your support and hope this e-Invoicing guide helps you to efficiently use Tungsten/OB10 as VA intends it to be used. The goal of this initiative is to reduce overall processing time and ensure you, the vendor, are paid as quickly as possible in compliance with the Prompt Payment Act. There are several Business Processes that may need to be implemented to allow E-Invoicing to work effectively: Registration and set-up of VA Academic Affiliate Disbursing Agents in the Tungsten E-Invoicing System Reconciliation of Trainee Activity with Academic Affiliate Disbursing Agent Invoices before payment occurs Review and data check of Invoice to assure that the E-Invoice has all the necessary data fields completed to process for payment Submission of E-Invoices by Academic Affiliate Disbursing Agents to Tungsten system Certification of E-Invoices by VA Fiscal or Education Service Contacts VA Financial Service Center (FSC) Phone: 1-877-353-9791 E-mail: vafsccshd@va.gov Tungsten/OB10 Client Services Phone: 1-877-752-0900 Option 2 E-mail: VA.Registration@tungsten-network.com Tungsten/OB10 Support Phone: 1-877-489-6135 Website: Tungsten/OB10 4. All invoicing rendered by the Contractor to the PSHCS for contract services furnished in accordance with this contract shall be in full. NEITHER THE BENEFICIARY NOR ANY OTHER PARTY SHALL BE REQUIRED TO BEAR THE BURDEN OF ADDITIONAL PAYMENTS, SURCHARGES, TIPS OR OTHER GRATUITY. 5. Invoices shall be sent to: Tungsten/OB10 - receives E-Invoices from the vendor and transmits them to the VA FSC Financial Services Center (FSC) - notifies VA that E-Invoices are ready for certification in OLCS (Online Certification System) VAMC certifying official for these invoices through OCLS either: authorizes payment, changes purchase order or rejects the invoices Department of Veterans Affairs Financial Services Center PO Box 149971 Austin, TX 78714-8971 NOTE: This is the payment office. Ensure that original invoices are sent here for payment. VA Puget Sound Health Care System Beneficiary Travel A-136-HPM 9600 Veterans Dr. Tacoma, WA 98493-5000 NOTE: Copies sent here for verification XVIII. CONTRACT ADMINISTRATION 1. The Contracting Officer is responsible for the administration of this contract. The successful Contractor is advised that ONLY the Contracting Officer has authority to make changes affecting : Contract prices and pricing issues Estimated quantities Delivery terms and conditions Term of the contract 2. In no event shall any understanding, agreement, modification or change order between the Contractor and a person other than the Contracting Officer be effective or binding upon the Government.
