Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 24, 2016 FBO #5388
DOCUMENT

V -- Ground Ambulance Services to provide transportation to patients at the Department of Veterans Affairs Pittsburgh Healthcare Systems (VAPHS) University Drive and H.J. Heinz Facility - Attachment

Notice Date

8/22/2016
 

Notice Type

Attachment
 

NAICS

621910 — Ambulance Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 4
 

Solicitation Number

VA24416R1172
 

Response Due

9/26/2016
 

Archive Date

11/25/2016
 

Point of Contact

Angelamarie Scott
 

E-Mail Address

Angelamarie.Scott@va.gov
(Angelamarie.Scott@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a Sources Sought for Market Research Purposes Only. If you are interested in this Statement of Work, contact Contracting Officer via email expressing interest. Statement of Work Purpose: The intent of this Contract is to have an indefinite delivery/indefinite quantity contract for ground ambulance emergency services to provide transportation to patients at the VAPHS. Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to cover ground ambulance transport service. The Contractor shall have available a minimum of four (4) ALS and six (6) BLS vehicles at all times for services under this contract. Performance shall be in accordance with the requirements contained in this SOW and standards of the Pennsylvania DOH, Bureau of Emergency Medical Services, and The Joint Commission. Contract Period: Five-Year, Indefinite Delivery Indefinite Quantity (IDIQ). VAPHS Locations: VAPHS consists of two divisions/locations: (1) University Drive (UD) - University Drive C, Pittsburgh, PA 15240, which includes the acute medical center and emergency room; (2) Heinz Division (HZ) - 1010 Delafield Road, Pittsburgh, PA 15215, which includes a skilled nursing facility, domiciliary care, residential treatment program ambulatory care clinics, administrative building and other support service buildings. 1. Ambulance Transportation Services: a.The Contractor shall be responsible for providing all vehicles and personnel, necessary to meet all ALS and BLS transport requirements of this Contract. The Contractor shall be authorized to utilize another ambulance service company, as a subcontractor (certified to be within all requirements of this Contract) to complete these transportation requests only if prior approval for the subcontractor has been received from the CO. The Government has a business relationship with the Prime Contractor only. Only the Prime Contractor may bill the Government for services. All bills for this subcontractor service will be paid directly to the Prime Contractor at the Contract rate, and the Prime Contractor shall make payment to 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 COR and provide a justification for non-performance. The VA reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this Contract. The Contractor is responsible for excess re-procurement costs which may result from the Contractor's inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this Contract covering inspection, acceptance and deductions from payment. The VA 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 "cause," (see FAR clause 52.212-4(m)). b.Vehicle Response Times: 1.The Contractor shall respond to all calls for ground ambulance transport service by being on-site at the designated point of pick-up within 20 minutes of notification for an Emergency Advanced Life Support (ALS) vehicle and within 35 minutes of notification for an Emergency Basic Life Support (BLS) vehicle. Exceptions, to the 20 or 35 minute expectation will be investigated and analyzed, including the identification of corrective actions if applicable. As determined appropriate, Contractor shall take corrective actions to ensure timely response. The Contractor shall respond to all calls immediately for emergency ground ambulance transport service for the Heinz Division. The Contractor shall provide and respond to all emergency calls in accordance with Federal, State, and Local regulations, governing dispatch of emergency medical (ambulance) vehicles and medical care of on-board Patients, to include the use of sirens and other measures to ensure timely arrival at the designated VA Medical facility. 2.The Contractor shall respond to all calls for ground ambulance transport service by being on-site at the designated point of pick-up within 35 minutes of notification for a psychiatric transport to the emergency department. 3.The Contractor shall respond to all calls for ground ambulance transport service by being on- site at the designated point of pick-up within 45 minutes of notification for a Non-Emergency Advanced Life Support (ALS) vehicle and/or Non-Emergency Basic Life Support Vehicle (BLS). 4.If the time period for pick-up, stated herein, is physically impossible due to location of Patient, the Contractor shall contact the individual who placed the call and inform them of the anticipated time required for pick-up and delivery of said Patient. c.Response Time Compliance Rate: The Contractor shall maintain, at a minimum, a 95% compliance rate on responses to pick-up or deliver during the Contract year. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the Contract for "cause," (see FAR clause 52.212-4(m)) or other appropriate contractual action. d.Immediate Notification: It is the responsibility of the Contractor to immediately notify the VAPHS ordering office when unable to make a pick-up or delivery by the exact time specified for previously scheduled trips; or unable to dispatch an ambulance to a designated pick-up point within the required time frame for unscheduled requests 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 VAPHS ordering office to accept the later pick-up or delivery time, and based upon the reason for delay, present the delay for payment reduction or refuse the later pick-up or delivery time and order the services from another source (the applicable ordering office shall be the sole entity for determining when to request the services from another source), and present the reason for the delay to the CO as an occurrence that may be subject to default. Based upon the reason for the delay, the Contractor may be charged with excess costs incurred by the VAPHS in ordering the service from another source or other appropriate contractual action may be taken by VAPHS. e.Waiting Time: 1.For scheduled trips, waiting charges shall commence fifteen (15) minutes from the time the Contractor actually arrives at the designated pick-up and/or delivery points. 2.If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required fifteen (15) minute grace period is anticipated, the Contractor shall notify the COR. 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 COR, when waiting beyond the grace period, shall result in non-payment for waiting time. 3.There are occurrences when a Beneficiary will be scheduled for appointments requiring transportation from different VAPHS facilities, nursing home or Beneficiary place of residence. At no time shall a Beneficiary be required to wait arrival of a pre-scheduled trip beyond fifteen (15) minutes. Failure of the vehicle to arrive at the Beneficiary's residence or VA facility /nursing home within the allotted time frame (15 minutes), may result in automatic cancellation of the trip, and services may be secured from other sources with default action to be considered against the Contractor. f.Substitution of Patient: The VA reserves the right to substitute the Patient 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 VA when such changes occur. g.Morgue Transports: It may become necessary for the Contractor to be called upon to transport the remains of a deceased Patient between the various VAPHS facilities or to the County morgue for purposes of post-mortem. The Contractor shall agree to accept such assignments when called upon under the provisions of the Contract and to supply personnel normally assigned non-emergency vehicles in performing this service. h.Number of Patients: The Contractor shall transport one Patient per trip under ambulance services. i.Direct Patient Transfer: All Patient transfers between VA facilities shall be direct transfers. j.Escorts: VAPHS reserves the right to have an escort, such as a relative, care provider or staff member accompany the Patient when VAPHS determines that such an escort is in the best interest of the Patient. VAPHS will also be the sole judge in determining when an escort is required. There shall be no charge to VAPHS when escorts are authorized to travel with Patient. The Contractor shall only be required to transport the escort with the Patient and shall not be required to return the escort back to point of origin. k.Authorized Medical Center Personnel: Prior to performance, the CO 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. l.Request for Services: All requests will be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices and Contractor's request for services log submitted under Paragraph 19, Invoices. When ordering services (whether it is by telephone, facsimile, mail, e-mail and/or person), the VAPHS will provide the Contractor with the following type of information: 1.Mode of transportation required, 2.Required date and time of arrival, 3.Name of Patient, 4.Pick-up and delivery point, and 5.Any other special instructions. m.If the Contractor's place of business is located beyond the local telephone call zone of the VA (area code 412 and 724), the Contractor shall install and provide to the VA, a toll free number for accepting the VA calls. It is estimated that 90% 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 VA, and may be completed by telephone, facsimile, mail, e-mail, or in person (by giving a written or verbal request). n.Dispatcher: The contractor must provide a dispatcher 24 hours a day/ 7 days a week. The Contractor shall identify the contact information for transportation requests, including the following: 1.Company 2.Company Address 3.Normal Hours Contact Person 4.Normal Hours Telephone No. 5.After Hours Contact Person: 6.After Hours Services Telephone No. o.The VA will pay transportation costs only for eligible VA patients, as determined by VA regulations. Contractors shall contact the appropriate COR if there are any questions concerning the eligibility of the VA patients. p.The Contractor shall be required to transport non-ambulatory Patients on gurneys, litters, and geriatric chairs who are not in need of emergency transportation or medical attention. q.Mileage Threshold for Ground Ambulance Services: The Mileage Threshold for the VAPHS is a 10 mile radius from the designated pick-up point for each trip (i.e., Contractor is required to pick-up Patient at the VA UD Division, the Mileage Threshold would be a 10 mile radius from the VA UD Division). Charges for travel within this Mileage Threshold shall be inclusive with the base rate. One way mileage for travel beyond the 10 mile Mileage Threshold shall be claimed under the applicable mileage rate. r.Contractor Reimbursement: 1.Reimbursement for mileage outside the Contract Mileage Threshold of coverage, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point to the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement, but would be expected to be incorporated into the mileage rate that is the Contractor's responsibility as part of the administrative costs (or costs of doing business). Trip mileage under the contract shall be determined by using the internet web site of Google Maps, Mapquest, Yahoo, or other internet mileage authority. Allowable charges for mileage outside the Contract Mileage Threshold areas of coverage shall not exceed +5% of the current Rand McNally Standard Mileage Guide. 2.Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the Contractor to cancel the order. For orders that are cancelled while the Contractor is already in route to the designated pick-up, the Contractor shall be entitled to receive 50% of the base rate for the trip, as provided in Schedule of Supplies or Services and Prices/Costs. This charge shall not include any mileage charge. 3.Should the Contractor arrive at the destination before VA cancels the order, of if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, e.g., incorrect address, or Patient absence, or Patient refusal, then the Contractor shall receive 100% of base rate for a one way trip as provide in the Schedule of Supplies or Services and Prices/Costs, and applicable mileage if outside Contract Mileage Threshold areas of coverage. 4.If the Contractor fails to meet the time requirements in this Contract, VAPHS will not be charged for these instances. 5.Other Charges: It is understood that the prices listed in the accepted Schedule of Supplies or Services and Prices/Costs shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VA for any such separate charges. s.Auxiliary Service: The Contractor may be required at times to transport Patient luggage, medical records, medication and other items including, but not limited to, wheelchairs, Stryker frames, litters, 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 half (1/2) the charge from the first transport, only if the second vehicle is pre-approved by VAPHS. No payment will be made for the second vehicle without VAPHS pre-approval. 2.General Contract Requirements a.Contractor Employees: 1.VAPHS reserves the right to restrict any Contractor employees from performing services under this Contract who do not meet the required qualifications for the services they are to perform, who violate Federal and/or any applicable regulations, or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all the required services, in accordance with all terms, conditions, and schedules contained herein. 2.The Contractor shall furnish qualified personnel as required by the Contract specifications to accomplish all services under this Contract. 3.The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S. Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services under this Contract. 4.Contractor personnel performing services to the VA 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 while transporting VA Patients. 5.Contractor employees shall not represent themselves as VA employees while performing under this Contract. b.Contractor Personnel Qualifications: 1.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. 2.During the Contract period of performance, if the Contractor proposes to add-on or replace personnel to perform Contract services, the Contractor shall ensure that the required certifications, licensing, background and security clearances, and any other personnel requirements are met. 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. 3.Emergency Medical Technician (EMT) and Paramedic Qualifications: EMTs and paramedics providing services under this Contract shall have the following qualifications, in addition to those required by Federal, State, and Local Government: a)EMTs shall have completed training in accordance with the standards published by the Pennsylvania DOH with a minimum curriculum of 152 hours of clinical and didactic training or equivalent. Paramedics shall have completed training in accordance with the standards published by the Pennsylvania DOH with a minimum of 1,250 hours of combined clinical and didactic training or equivalent. Such training programs must also be acceptable under the regulating requirements for local EMS Systems supported by the Pennsylvania DOH under PL 93-154. b)Shall ensure that re-certifications and equivalent training program requirements are successfully completed. c)Shall be certified, 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. d)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 annually. Such refresher training shall be equivalent to that developed by the Pennsylvania Department of Health Bureau of Emergency Medical Services. 4.Ambulance Drivers: 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 an Emergency Vehicle Operator course approved by the Department of Health for the State of Pennsylvania and be capable of providing necessary medical assistance to the attending medical care specialist. 5.Should governmental requirements differ on this contract, then the strictest shall apply. 6.The ambulance Contractor's Medical Director shall certify all EMTs and Paramedics and direct emergency medical response processes. 7.All staff of the ambulance Contractor is required to be assessed regarding competence and performance per Pennsylvania DOH, Emergency Medical Services. c.Contractor Equipment, Vehicles and Inspection: 1.The VA 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 (ambulances). VA inspections of Contractor facilities shall in no way constitute a warranty by the VA that the Contractor's vehicles and equipment are properly maintained. The VA 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. 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 without additional cost to the VA. 2.Ambulances shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Appropriate licensing by the State of Pennsylvania is required. 3.The vehicle(s) 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: 1.An emergency safety kit, 2.Portable oxygen unit (s), 3.Fire suppression equipment, and 4.Appropriate road emergency warning equipment. 4.BLS ambulance transports shall, in conjunction with the above, be equipped with stretchers to accommodate patients over 500 pounds, have an on-board EMT, and perform basic airway management. If bariatric ambulance services are required, there will be no additional charges to the VAPHS above the rates established in the Schedule of Supplies or Services and Prices/Costs. 5.ALS ambulance transports shall, in conjunction with the above, be equipped with pulse oximetry and on-board Paramedic, perform cardiac monitoring, provide ACLS drugs and procedures, and perform advanced airway management and medication monitoring and administration. Advanced airway management means the ability to intubate a Patient and provide appropriate respiratory care, which does not include tracheotomies, cricoidotomies or cricotracheotomies. 6.The Contractor shall provide oxygen when it is requested by authorized medical facility personnel or required by the Patient's medical condition. Oxygen required for ambulance services shall be at the rate and price shown in the Schedule of Supplies or Services and Prices/Costs. 7.The Contractor shall provide all medications required while in transport, sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. The Contractor shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the Schedule of Supplies or Services and Prices/Costs shall be inclusive of consumables used in transport. All vehicles used for critical patient care (e.g., ALS, BLS), shall include, but not be limited to, monitors, defibrillator with external pacemaker, intubation equipment, intravenous equipment, medications, patient compartment facilities, oxygen and suction equipment and accessories. d.Patient Incidents and Complaints: 1.The Contractor shall immediately notify the COR of any incidents involving injury to VA Patients during transport. The Contractor shall promptly complete and submit to the COR an Incident Report with all information necessary for a full review. 2.The VA may request incident reports for any customer service related incident reported by patients, visitors, or staff requiring investigation. Fully documented reports are required within 24 hours of request and may result in additional requests for information. 3.The Contractor shall notify the CO and COR in writing within 24 hours of any complaints made by the Patients with regards to the ambulance service. The Contractor may provide recommendations for improved services along with the Patient complaints for the VA'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 CO. e.Infection Control Procedures: 1.The Contractor shall follow the VAPHS Infection Prevention and Control policies and procedures to prevent and control the spread of infectious agents to all persons. 2.The Contractor shall identify and submit a list of all their Reusable Medical Equipment (RME) to the VAPHS. 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 submitted to the CO for approval by the VAPHS Infection Control Department. All Non-critical RME will be classified into two (2) categories based on manufacturer's instructions for cleaning and/or disinfection. If surface disinfection with the approved surface disinfectant will damage the equipment, a specific SOP shall be developed by the Contractor and submitted to the CO for approval by the VAPHS Infection Control Department. If surface disinfection with the approved surface disinfectant will not damage the equipment, it may be used. 3.The Contractor shall submit the RME list yearly to the CO. 4.The Contractor shall review and submit the RME SOPs on a yearly basis, or when a change in manufacturer's recommendation occurs, to the CO. 5.The Contractor shall not re-use or re-sterilize Single Use (disposable) medical devices. f.In-Service Meetings: Due to developments of new techniques or VA policy changes or to resolve problem issues in the handling and transporting of Patients, the Contractor may be required to attend meetings at the VA facility at no additional cost to the Government. The CO will schedule all in-service meetings. g.Electronic Transmissions: The Contractor shall, at all times during the Contract period, have on the premises a functioning fax machine to communicate requirements with the VA (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 VA (use of this communication system must be approved by the CO before any communications are completed in this manner). h.Invoices: All invoices shall be submitted once per month in arrears to the Department of Veterans Affairs FSC, PO Box 149971, Austin, Texas 78714. 1.For ambulance transportation, a copy of the billing items below will be submitted via email to the Ambulance Transportation COR and CO prior to invoices being sent to FSC: a.Patient's name b.Trip date c.Pick-up point arrival time d.Pick-up point departure time e.Drop off point and arrival time f.Number of miles if outside Contract Mileage Threshold g.Contract Number and CURRENT Purchase Order (obligation number) h.Base charge plus an itemization of additional charges, if applicable, and name of VA Official who authorized trip i.Copies of the request for services log [as required in Contractor's Quality Control Plan (QCP)] that correspond to the trips included in the invoice. i.Contractor Remittance Address: All payments by the Government to the Contractor will be made by Electronic Funds Transfer (EFT). j.Upon Contract award, a kick-off meeting will be initiated within three (3) days by CORs to discuss to implementation of this Contract. 3.Contractor's Quality Control Plan (QCP) The Contractor shall establish and maintain a complete QCP to assure the requirements of this Contract are provided as specified. The VAPHS Ambulance Committee will review the QCP and list any needed clarifications, and return to the Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of Contract, at a minimum: a. An inspection plan covering all services, equipment and supplies (glucometers, oxygen, medications, defibrillators, etc.) 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. b. 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. c. Incorporation of either active or established internal policies and procedures for the updating of medical service protocols that may affect performance of Contract. d. 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. e. 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 procedures for alternative transportation of Patients, in the event of mechanical breakdown of ambulance. f. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this Contract. g. 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. h. A log to account for all requests for service. The log shall indicate the date and time of service call, name of Patient requiring services, required Medicare/Medicaid form 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. i. 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. j. Log of quality control procedures to include, but not limited to, glucometers calibrated to the manufacturers' specifications and/or no less than daily. 4. Contracting Officer's Representative (COR) The COR responsibilities include all responsibilities outlined in the COR delegation letter, as well as 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; and advising the CO of any Contract issues. The COR cannot authorize deviations from the terms and conditions of this Contract. In the event the Contractor deviates without written 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 at the time of Contract award and appointed in writing by the CO to assist in the discharge of CO responsibilities when the CO is unable to be directly involved with the Contract work. The CO and CORs will meet at least quarterly to review invoices and address Contractor performance issues. The following is the designated COR: Ambulance Transportation COR POC NAME: Keith Watson, Transportation Supervisor, Facilities Management Service Phone: 412-822-1631 E-mail: Keith.Watson@va.gov 5. Contract Administrative Representative (Contact Person) The Contractor gaining award of this Contract shall provide the name, address, telephone number, facsimile number, and email address of authorized Contractor representative(s) who have the binding authority to act on behalf of the Contractor on administrative and/or performance matters pertaining to this Contract. The Contractor shall maintain this list and submit any changes thereof to the medical facility COR or CO as changes occur. 6. Government Quality Assurance The COR or his/her designee will evaluate the Contractor's performance in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items. The performance times and standards as stated in the SOW will be used as evaluation criteria for Contractor performance. Response times must be incorporated into the Contractor's QCP. The Government may provide surveillance by scheduled or unscheduled inspection of services, auditing of reports, Contractor employee interview, or any means deemed effective in determining valuable in evaluating Contractor performance. Quality assurance inspections will be performed at VAPHS. A copy of the Government's Quality Assurance Surveillance Plan (QASP) will be provided to the Contractor at award. 7. Start-up Period: This solicitation allows for a fourteen day (14) day start-up period if requested by the Contractor and approved by the Contracting Officer. The Government anticipates the Period of Performance will begin on or about November 1, 2016. The contract award date is anticipated to be two weeks prior to the start of work date to allow the contractor time to set up their operations. 8. Special Contract Requirement: a. Contractor's Responsibilities and Insurance Requirements: The Contractor shall obtain all necessary licenses and/or permits required to perform this work. He/She shall take all precautions necessary to protect persons and property from injury or damage during the performance of this Contract. He shall be responsible for any injury to himself, his 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 Pennsylvania, and in accordance with VAAR 852.228-71, Indemnification and Insurance. 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 CO. b. 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 CO, or his designate, may determine to be reasonably necessary. The CO, or his designate, will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the CO may issue an order, stopping all or any part of the work, and hold the Contractor in default. Noncompliance may result in Contract termination. c. 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 patients, 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 CO. d. 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 CO. e. Sales of Companies or Name Changes: If the Contractor, gaining award of the Contract, wishes the VAPHS to recognize a successor in interest to its Contract or a name change, he will submit a written request to the Contracting Officer in accordance with FAR 42.1203. f. VAPHS Determination: Only VAPHS Transportation Dispatch shall issue what type of vehicle is to be ordered. Contractor shall verify the specific type of patient care vehicle requested. g. Trip Sheet: The Contractor shall prepare a Trip Sheet for all services requested under this Contract. A legible copy of the trip sheet will be faxed to the Travel Assistants of the VAPHS ordering office within 24 hours after delivery of the Patient to the specific location. Travel Section hours of operation are 8:00AM to 4:30PM, Monday thru Friday, excluding Federal Holidays. h. HIPAA Compliance: Contractor must adhere to the provisions of Public Law 104-91, Health Insurance Portability and Accountability Act (HIPAA) of 1966 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). i. Subcontracting Requirements: Any subcontractor utilized by the Contractor for the provision of services required under this Contract must meet the same qualifications specified herein for the Contractor and must be approved by the CO before providing services. The Contractor must obtain approval from the CO for any subcontractor(s) to be utilized for the provision of services required under this Contract. If this Contract is to be awarded to a large business, a subcontracting plan will be submitted by the successful offeror in accordance with FAR 52.219-8 and FAR 52.219-9 for approval prior to award. The minimal subcontracting goals are as follows: Service-Disabled Veteran-Owned Small Business - 3%; Veteran-Owned Small Business - 5%; Small Business - 17.7%; Small Disadvantaged Business - 5%; Women-Owned Small Business - 5%; and Hubzone Small Business - 3%. j. Department of Labor Wage Determination: Service Contract Act DOL Wage Determination No. 05-2451 applies to the resultant Contract from this solicitation. FAR 52.222-43, Fair Labor Standards Act and Service Contract Act-Price Adjustment (Multiple Year and Option Contracts) applies to the resultant Contract; therefore, the offeror shall not include in his proposed option year prices any allowance for any contingency to cover increased costs for which adjustment is provided under FAR 52.222-43. k. Personal Identity Verification of Contractor Personnel: All personnel employed by the Contractor and subcontractor will have a regular but intermittent access picking up and delivering patients and personnel but will have no on site base of operation or extended time frame of onsite occupation. 9. Contractor Personnel Security Requirements: a. All Contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation. This requirement is applicable to all subcontractor personnel requiring the same access. The Department of Veterans Affairs Memorandum dated February 8th, 2007 (10N1-23) provides additional guidance and clarification specific to Contractors' investigations. In all cases, access (physical and computer) cannot be granted until officially notified by Security Investigations Center (SIC), Little Rock, Arkansas. Access can be granted prior to receiving final adjudication results. (1) Position Sensitivity - The position sensitivity for each Contractor position is determined by the VA utilizing Position Designation Automated Tool (PDAT). Each position will be designated at the high, moderate, or low risk level, depending on the position's potential for adverse impact to the integrity and efficiency of the services (CFR 731.106). NOTE: The Department of Veterans Affairs (VA) PIV Program Office implemented the rollout of the Personal Identity Verification (PIV) program across the enterprise to more than 200 VA sites in 2009. This new policy will most likely require all Contractors to be fingerprinted at a minimum, regardless of their position at the VA. (2) Background Investigation - The level of background investigation commensurate with the required level of access may be either a Special Agreement Check (SAC), National Agency Check with Written Inquiries (NACI) (low risk), Moderate Background Investigation (MBI) (moderate risk), or Background Investigation (high risk). Non-citizen Contract personnel appointed to low risk positions will be subject to a National Agency Check with Local Agency Check and Credit Check (NACLC). (3) Contractor Responsibilities: (a)The Contractor shall bear the expense of the background investigation(s), regardless of the final adjudication determination. A Bill of Collections shall be generated by the VA after final adjudication determination has been received. Final adjudication results may take up to six months but are normally received within 90 days after submission. Level of investigations and associated costs (per person) for on-site paramedics have been determined to be: ___ SAC _X_ NACI ___ NACLC ___ MBI ___ BI (b) All fee schedule questions should be directed to the SIC at 512-257-4469 or 4490 or vhalitsiccontracting@va.gov. (c) The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they are able to read, write, speak, and understand the English language. (d) The Contractor employees shall download, complete, and mail the documents required for any risk positions within forty (40) calendar days of receipt of e-mail or the investigation will be cancelled. E-mail notifications will be received by the Contractor from the VA Security Investigations Center (SIC) explaining specific instructions once an investigation has been ordered. Access to the VA cannot be granted until the SIC has received all the required documents from the Contractor. Documents and instructions can be downloaded from the following website: http://www.va.gov/vabackground_investigations (1) The link above is the VA's Security Investigations Website. Select (left side of the screen) the link for the level of investigation (low, medium, or high) that is listed on the SIC e-mail message. Example Low Risk = Low Risk Contractor Position. (2) The different level of investigation required forms are as follows: Low Risk/NACI - SF85, OF 306 and Fingerprints Moderate Risk/MBI - SF85P and Fingerprints High Risk/BI - SF85P and Fingerprints All forms must be completed entirely and properly. The continuation form should only be used if the employee requires extra space. (3) The employee must be fingerprinted as part of an investigation. Electronic fingerprinting can be performed at the University Drive or H. J. Heinz Division VA Human Resources Offices. Please call 412-360-6125 at University Drive and 412-822-3518 at H. J. Heinz to schedule an appointment. These stations use electronic fingerprint machines which require the employee to fill out the Electronic Fingerprint Verification Letter on the VA's Security Investigations Website. If electronic fingerprinting is not feasible, please contact the local police department. The hard fingerprint card or Verification letter must be included in the same package with all the other forms when sent to the Security Center for processing. Do not send packages without the hard card prints or Verification letter or the package will be returned. (4). When the entire package is complete, please mail it to the address listed below. Do not leave the package with a VA Human Resource Department. Please ensure when mailing the completed package that a traceable method (Fedex, DHL, etc.) is utilized. Allow seven (7) days for SIC processing prior to contacting the SIC Office. VA Security and Investigations Center 2200 Fort Roots Drive Building 192, 07C3/NLR North Little Rock, AR 72114 Please feel free to contact the SIC at 512-257-4469 or 4490 or email vhalitsiccontracting@va.gov with any questions during this process. (e) The Contractor, when notified of an unfavorable determination by the Government, will withdraw the employee from consideration from working under the Contract. (f) Failure to comply with the Contractor personnel security requirements shall result in termination of the Contract for default. (g) Upon Contract award, the Contractor shall furnish the Information Security Office and the Contracting Officer a list of personnel performing work on the Contract. The list will include a brief description of the work to be performed and degree of access to information management systems required. The description of the required degree of access will address if remote access is required. The Contractor will update and submit the list of personnel performing work on the Contract to the Information Security Office every year, throughout the Contract period. Furthermore, it is the Contractor's responsibility to notify the Information Security Office when personnel performing work under this Contract no longer require access to information management systems. (4) Government Responsibilities: (a) Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. (b) The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the Contractor will reimburse the VA facility within 30 days of receiving the Bill of Collections. (c) The VA Office of Security and Law Enforcement will notify the contracting officer and Contractor after adjudicating the results of the background investigations received from OPM. (d) The contracting officer will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested. b. 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 the 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. Printed output containing sensitive VHA data will be stored in a secured area, and disposed of properly by shredding using a NIST-compliant shredder or other VA approved method. 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. Furthermore, it is the Contractor's responsibility to notify the Information Management staff when access to Information Management systems is no longer needed by personnel performing work under this Contract. c. Contractor employees are required to complete the online training classes entitled "VA Information Security Awareness" and "VHA Privacy Policy." The necessary link and instructions to gain access are found at https://www.ees-learning.net/librix/loginhtml.asp?v=librix. A certificate of successful completion will be generated for each course. Copies of the certificates shall be faxed to the Information Security Officer (ISO), Judy Buccini, at 412-822-3271, and to the COR. Completion of these training courses is required on an annual basis based on the VA's fiscal year. d. If deemed required under this agreement, the Contractor shall be considered part of the Department of Veterans Affairs (VA) for purposes of 38 U.S.C. § § 5701 and 7332. Its employees may have access to patient medical records to the extent necessary to perform this Contract. Notwithstanding any other provision of this agreement, the Contractor and its employees may disclose patient records and individually-identified patient information, including information and records generated by the Contractor in performance of this agreement, only pursuant to explicit disclosure authority from VA. The Contractor shall NOT remove any VA sensitive information from VA property. f. All Contractor personnel and any subcontracted employees, if applicable, accessing the VISTA system will be required to sign and abide by all VA security policies, and applicable VA confidentiality statutes, 38 U.S.C. §5701, 38 U.S.C. §7332, and the Privacy Act, 5 U.S.C. §552a. The VA will provide access applications and security agreements. Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of the breach of confidentiality. Due to the confidential nature of medical reports, all transcription must be completed in areas that provide reasonable security. All documents are confidential and are protected under the Privacy Act of 1974, as amended. All vendor personnel shall be required to observe the requirements imposed on sensitive data by law, federal regulations, VA statutes and policy, DM&S policy and the associated requirements to insure appropriate screening of personnel. The Contractor shall NOT remove any VA sensitive information from VA property. g. If deemed required under this agreement, the database utilized by the Contractor, reports provided to the Contractor by VA, and documents created from analyzing this database, the event reports, and patient medical records are medical quality assurance records protected by 38 U.S.C. § 5705, its implementing regulations at 38 U.S.C. § § 17.500-.511 and VHA Directive 20028-04377, Quality Management (QM) And Patient Safety Activities That Can Generate Confidential Documents. These records may be disclosed only as authorized by § 5705 and the VA regulations. Disclosure of these records in violation of § 5705 is a criminal offense under 38 U.S.C. § 5705(e). The Contractor shall NOT remove any VA sensitive information from VA property. h. If deemed required under this agreement, the treatment and administrative patient records created by, or provided to, the Contractor under this agreement are covered by the VA system of records entitled "Patient Medical Records - VA (24VA136). i. All quality data maintained by the Contractor and/or its employees shall be shared with designated Service Line Staff. j. No VA data is permitted to be stored on portable media, including but not limited to flash drives, CDs/DVDs, external hard drives, etc. k. No VA data is permitted to be stored on a desktop or laptop computer hard drive. Use of any portable computer under this Contract must be approved by the ISO and the computer's hard drive must be encrypted in accordance with FIPS 140-2. l. Non-VA equipment is not permitted to be connected to the VA network for this Contract. If unapproved equipment is detected, it will be immediately disconnected from the network. n. Contractor personnel are not permitted to have administrative rights on a VA server for this contract. Contractor personnel must work with the local VA IT staff to perform administrative functions. A waiver will only be granted in cases in which this is not possible or not feasible. The waiver must be approved by the VAPHS CIO and submitted to the ISO. For source sought: If your company provides ambulances services to the area identified, please provide the information requested below: 1. Company Name 2. Company Duns & Bradstreet Number 3. Socio-economic Status (e.g. large business, small business, service-disabled veteran owned small business, etc.) 4. Point of Contact with Name, Email Address, and Telephone Number 5. What service areas does the company currently operate? 6. Is your company registered in System for Award Management (SAM)? Please provide the information to Angelamarie Scott by email: Angelamarie.Scott@va.gov. DISCLAIMER: This Sources Sought notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this request that is marked proprietary will be handled accordingly. End of Document
 

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