SOLICITATION NOTICE
V -- Special Needs Vehicle VAN equipped for wheel chair
- Notice Date
- 4/10/2008
- Notice Type
- Presolicitation
- NAICS
- 485991
— Special Needs Transportation
- Contracting Office
- Department of Veterans Affairs;VA Connecticut;950 Campbell Avenue;West Haven CT 06516
- ZIP Code
- 06516
- Solicitation Number
- VA-241-08-RQ-0210
- Response Due
- 4/18/2008
- Point of Contact
- Santo CalvoContract Specialist
- Description
- DESCRIPTION / SPECIFICATIONS / WORK STATEMENT AND SPECIAL CONTRACT REQUIREMENTS The contractor shall provide chair car services 24 hours a day, Mondays through Fridays for non-emergency trips for the beneficiaries of the Department of Veterans Affairs Connecticut Healthcare System (VA). Contractor shall transport patients to or from any pickup points, to or from any floor, ward, nursing home, patient's home, medical center facility, appointment area office, etc. Contractor shall use contractor-owned wheelchairs, linens or other items required by the contract provisions in transporting patient(s) from one place to another. Licensing and Permits: It is the responsibility of the contractor to have all the required licensing and permits necessary to perform this contract. Before award will be made, the potential contractor will be required to provide evidence of this. However, VA will not make any independent determination of the sufficiency of these licenses and permits. Potential bidders are advised to immediately contact Connecticut's applicable state offices to begin the process for gathering all required licenses and permits. Chair Car Personnel: a.Contractor must provide a driver on all assignments where patients are transported in performance of this contract. All drivers must have active Cardiopulmonary Resuscitation (CPR) certification. b.Contractor must maintain and make available for inspection, upon request by the VA, record of each employee as to the character, physical capabilities of performing the duties and CPR certifications. VA may conduct a criminal background check on contractor personnel. Contractor will be required to provide VA, on a quarterly basis, a copy of each driver's state of Connecticut driving record. c.On occasion, by request from the Contracting Officer or his/her designee and in the best interest of the beneficiary, a relative shall be allowed to accompany the patient. The transportation of family member(s) shall be at no expense to the Government. d.Drivers and attendants of vehicles shall have sufficient staff to load and unload patients at time of pick-up and arrival at destination. There will be no additional cost to VA for any additional attendants. e.All chair car personnel shall comply with the statutes established by the State of Connecticut, Department of Health Services, Office of Emergency Medical Services (OEMS), Emergency Medical Services Regulations, Section 19a-179 (Attachment 1). f.All of the contractor's employees shall uphold the same standard of conduct and performance as all other federal employees and services shall be performed in compliance with VA Connecticut Healthcare System policies and procedures. Chair Car Vehicles: a.All chair car vehicles to be used by the contractor in the performance of this contract must comply with the statutes established by the State of Connecticut, Department of Health Services, Office of Emergency Medical Services (OEMS), Emergency Medical Services Regulations, Section 19a-179 (Attachment 1). b.Vehicles will be inspected by VA, if necessary, and must be in compliance with all OEMS regulations before award will be made. Failure to pass inspection may result in rejection of bid. c.Each vehicle shall have the capability of carrying three (3) wheelchair patients and one to two ambulatory patients. Contractor will not be required to provide transport for more than four (4) patients at one time. d.Transport of electric scooters will be required at times. No patients will be allowed to be on scooter during transport. Patient must transfer from scooter to ambulatory seat for transport. Number of Patients: When more than one patient is transported concurrently on a trip, reimbursement will be made only at the rates contained in the Schedule for transporting a single patient. Regardless of the number of patients transported concurrently on a single trip within the 25 mile radius, the contractor will be reimbursed for only the base rate for one trip. Regardless of the number of patients transported concurrently on a single trip beyond the 25 mile radius, the contractor will be reimbursed for only the base rate for one trip plus the mileage rate for only one trip to the longest distance traveled with any one patient on that particular trip. Waiting Time: For time lost in waiting at either end or both ends of a trip due to causes beyond contractor control, the contractor will be reimbursed at the rate quoted in the Supplies or Services and Prices/Costs section for quarter () hour increments in excess of a half () hour from the time the contractor reports to the designated area. The VA will not compensate the contractor for the first one half hour that it must wait for a patient. If the pick-up is other than at the VA, the contractor shall call the Chief, Travel Unit or his/her designee at (860) 667-6769, as soon as it is anticipated that a delay may develop for which the contractor expects to claim reimbursement. Waiting time must be pre-approved by VA in order for VA to reimburse contractor for extended waiting delays. Rates: Payment for mileage traveled beyond the 25 mile radius shall be based on the pre-determined origin and the pre-determined destination of the patient. Such mileage costs will be paid in addition to the applicable base rate. The chair car base rate will be applicable where both the origin and destination are within any one town. If the chair car returns for the patient, it is considered to be a second trip. Mileage is to be applied from point of origin to final destination only. Trip mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide. Orders: a.Requests for services will be made in writing and by telephone, subsequently confirmed in writing by the Chief, Travel Unit or his/her designee. b.To the maximum extent possible, trips will be scheduled 24 hours in advance. However, the contractor may be requested to provide transportation services to patients following scheduled clinic appointments with no more than a 45 minute advance notice. c.If the contractor fails to furnish requested services, within 30 minutes after receiving a request for unscheduled service or within 15 minutes of the scheduled pick-up time for appointments made in advance, the VA reserves the right to obtain services from another source and to charge the contractor with any excess cost which may result therefrom. The VA will be the sole judge in determining when to order services from another source. If another source is not sought, the VA may elect to bill the contractor at the quarterly () hour rate quoted in the schedule for each quarter hour or fraction thereof that a patient has to wait for pick-up and/or delivery (if the contractor does not have a rate for this item, VA will bill the contractor at a rate of $10.00 per hour). d.The contractor may be required to furnish more than one chair car vehicle at a time, but no more than four chair car vehicles at one time. If the contractor has been requested to furnish more than four chair car vehicles, during the same block of time, the contractor will be contacted to determine if he/she can or cannot furnish the added vehicle. The COTR will record the time of the call, the time service is required, the name of the contractor's representative and when the contractor cannot provide the added vehicle the COTR will record the name of the chair car service called. e.The determination as to how the patient shall be transported will be made by the attending physician and/or VA travel staff. No emergent patient shall be transported by chair car. f.Request for services will be made in writing (fax) and by telephone from authorized persons designated by the VA Chief of Travel or his/her designee. A list of personnel authorized to arrange chair car services will be forwarded to the contractor after award of the contract. Updated listings will be provided to the contractor when required during the term of the contract. The contractor will be held liable if unauthorized trips and/or stops are made. Contractor shall ensure that the requester is authorized to make such calls for the VA. g.Chair car drivers shall report to and sign in at the following locations at the VA as indicated below: --Monday through Friday, 8:00am to 4:30pm - Travel Unit, Building 2C. h.Drivers will be required to sign in and out of a log book, located in areas designated in "g" above. The driver shall be required to provide the following information in the log book: (1)Patient's name (2)Time of pick-up and/or delivery (3)Driver's name Drivers will only sign in or out patients they are transporting. Drivers are prohibited from signing in or out patients they are not transporting. FAILURE TO FOLLOW ABOVE PROCEDURES MAY RESULT IN NON PAYMENT FOR THE TRIP. i.Chair car drivers should deliver and pick-up patients at designated locations. These locations will be designated on each trip order. No delineation from trip order is permitted without VA authorization. j.Transport of baggage with veterans may be required. Occasionally, radios, luggage, etc. may be included. k.Contractor shall be required to furnish a person(s), in addition to the driver, to assist with difficult patient transports (i.e. patient who needs assistance getting down a flight of stairs, etc.) at no extra charge. VA will specify, at time of service order, when additional person(s) are needed. l.It is understood and agreed that chair car drivers shall be courteous and considerate of the patients at all times. m.In cases of incidents involving patients well being, contractor will be required to provide to the VA Chief of Travel, within 24 hours of the incident, a written report of the incident. These reports will be reviewed by VA Travel and VA Risk Management sections. n.Contractor will be required to provide drivers with all required maps and directions necessary to provide transport. o.Only VA patients, people associated with patients or extra attendant(s) shall be transported in contractor's vehicle while contractor is performing services under this contract. No other persons (i.e., driver relatives, non-contract transports, etc.) shall be transported while contractor is performing services under this contract. Toll Charges: a.It is agreed and understood that the prices quoted in the Schedule do not include any ferry, bridges, tunnels or road charges. Any such legitimate toll charges incurred will be limited to one way only and shall be listed separately on the contractor's invoice. b.If the contractor's place of business is located beyond the local telephone zone of the VA, the contractor agrees to accept telephone and fax orders for services on a collect basis or to provide toll-free numbers for VA to use. c.All calls will be made directly to the contractor. Calls to subcontractors, if any, shall be the responsibility of the contractor. The VA will not deal with subcontractors. Limits: For the purpose of this contract, the 25 mile radius is from the VA Campus located at 555 Willard Avenue, Newington, CT 06111. Confirmation: Contractor must provide patients, with scheduled trips, advanced confirmation of scheduled pick up time. Advanced notice must be at least 12 hours prior to pick up. VA Travel office must immediately be notified of any cancellations or changes. Failure to comply with advance confirmation may result in non-payment. Canceled Calls and Non Pick-Up: Any call dispatched, which has arrived at destination and is canceled after confirmation was received, may be billed to the VA. VA Travel office must be notified immediately if non pick up occurs. Both the VA and the contractor will document canceled calls. VA will be billed for one way only. Qualifications: Quotes will be considered only from bidders who are regularly established in the business called for, who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required under this contract. Inspection: The VA reserves the right to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any bidder, to reject any bid, irrespective of price, that will be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. No vehicles may be used to furnish these contract services unless previously inspected and approved for use by the Contracting Officer. Federal Holidays: Contractor may be required to provide services on Federal holidays. Federal holidays observed by the VA are: New Years DayMemorial DayVeteran's DayColumbus Day Martin Luther King's BirthdayIndependence DayThanksgiving Presidents DayLabor DayChristmas Day Or any other day specifically declared by the President of the United States to be a national holiday. Identification and Parking: a.Contractor personnel shall wear uniforms with visible company and driver identification at all times while performing services under this contract, i.e. pick-up and delivery of patients, etc. b.It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. The VA will not validate or make reimbursement for parking violations of the contractor under any conditions. Payment and Invoices: a.Invoices shall be submitted in an original and one (1) copy to the Government office designated in this contract. Invoices shall be paid in arrears on a monthly basis. To constitute a proper invoice, the invoice must include the following information and/or attached documentation: (1)Invoice date (2)Firm's name, address and telephone number (3)Contract number (4)Patient's first and last names, patient's social security number, period of services rendered, cost and whether trip was one way or round trip. (5)Any applicable discounts (6)Name, title, telephone number and complete mailing address of responsible official to whom payment is to be sent. All invoices must clearly specify the services performed, i.e. description, location, name of patient and what action was taken. b.Any services provided under this contract, by a subcontractor, must be billed through the contractor. Subcontractor shall not bill VA directly for the services provided. c.Invoices shall be mailed to: VA Connecticut Healthcare System Transportation Service (04T) 950 Campbell Avenue West Haven, CT 06516 Wage Determinations: A wage determination has been requested for the U. S Department of Labor and, if applicable, will be incorporated in to the solicitation or contract via an amendment or modification, upon our receipt.
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- Place of Performance
- Address: 555 Willard Ave.;Newington;CT 06511
- Zip Code: 06511
- Zip Code: 06511
- Record
- SN01551948-W 20080412/080410221053-4eb5835a99c92803990c948f53f8cfef (fbodaily.com)
- Source
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