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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 24, 2016 FBO #5480
DOCUMENT

V -- Non-emergency Medical Transportation Services for PVAHCS - Attachment

Notice Date

11/22/2016
 

Notice Type

Attachment
 

NAICS

485991 — Special Needs Transportation
 

Contracting Office

Department of Veterans Affairs;Contracting Section;3601 S. 6th Avenue;Tucson AZ 85723
 

ZIP Code

85723
 

Solicitation Number

VA25816Q0562
 

Response Due

12/2/2016
 

Archive Date

1/31/2017
 

Point of Contact

Cynthia Valdes
 

E-Mail Address

2-1450
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is an update to the prior Sources Sought allowing for additional time for a response and identifying two new points of contact to receive responses. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The VA is seeking a Contractor to provide ambulatory, wheelchair and stretcher transportation services to VA beneficiaries of the Phoenix VA Health Care Systems and Clinics. The contractor shall provide all labor, supplies, and materials to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the transportation services in accordance with any local, state and federal laws regarding non-emergency medical transportation. Draft Performance Work Statement 1. REQUIREMENTS: Contractor shall provide ambulatory, wheelchair and stretcher transportations services to VA beneficiaries of the Phoenix VA Health Care Systems and Clinics in accordance with all terms, conditions, provision, schedules and attached Scope of Work (SOW) and resultant contract herein. Contractor shall provide safe and comfortable ambulatory, wheelchair and stretcher transportation services on an as needed basis, Monday through Sunday, 24 hours a day, including holidays, from and to the front doors of apartments or houses and other areas designated by the Beneficiary Travel Office. The primary intent of this contract is for pre-arrange, non-emergency, lie-down, wheelchair and ambulatory transportation services. NOTE: This contract is not for emergency medical services. Vehicle driver will assist the patient, as necessary, to enter and exit vehicles, and enter, locate, and sign-in at appropriate clinic areas upon arrival at destination. Vehicles transporting VA beneficiaries will be dedicated exclusively to VA transports. The contractor may not carry non-VA contract beneficiaries or private pay patients with VA Beneficiaries. Contractor performance will be in conformance with the contract and all applicable Federal, State or local laws. 2. PAYMENTS: Invoices shall be submitted weekly. Contractor will be paid monthly in arrears for weekly invoices submitted during the month. To constitute a proper invoice, the invoice must contain at a minimum the following information to assist the government in making timely payments: Invoices submitted for payment for goods or services provided under this contract must contain, as a minimum, the following information: (1)Name of the business concern (2)Invoice date (3)Contract number or other authorization for delivery of property or services (4)Daily itemized listing of transports and charges (including patient s name, date of transport, and pick-up/drop-off points) (5) Shipping and payment terms (6)Name where practicable, title, telephone number, and complete mailing address of responsible official to whom payment is to be sent (7)Dates of Services (8) List any other substantiating documentation or information as required by the contract. Invoices requesting payment for rate per mile for miles traveled outside the miles limits, must list the following: patient name; pickup and delivery sites; total number of miles covered; total number of miles being billed, i.e., number of miles outside the miles limits agree in contract line item structure. 3. HOURS OF OPERATIONS: The majority of trips under this contract will be Monday through Friday, 5:00 am to 8:00 pm, exclusive of Federal Holidays. Transportation services required after normal working hours from 8:00 pm to 6:00 am shall be charged an afterhours charge in accordance with the terms and conditions agreed. 4. FEDERAL HOLIDAYS: The following holidays are observed by the Federal Government; if a Federal Holiday falls on a Saturday, the immediately preceding Friday will be observed as the holiday, if a Federal Holiday falls on a Sunday the immediately succeeding Monday will be observed as the holiday. In addition to those holidays listed below, on occasion there may be other holidays declared by Executive Order: New Year s Day Martin Luther King s Birthday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day VEHICLE: Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal, State and Local laws, ordinances, codes, rules or regulations and must have a minimum not less than the following: Equipped with safety belts for all seating positions. Equipped with permanently mounted cot locking devices in a number equal to the maximum capacity of the vehicle. Equipped with a heater and air conditioner in good operating condition, capable of maintaining a comfortable temperature in the patient compartment. Equipped with one stretcher in good operating condition with adequate straps to secure the patient safety. Equipped with a five-pound dry chemical or ABC type fire extinguisher or a 10 BC (minimum J.L.) extinguisher mounted in an accessible place. Equipped with an American Red Cross type 24-unit first aid kit or equivalent. Equipped with an adequate supply of sheets, pillows, pillowcases, and blankets. All vehicles utilized must be maintained in a clean and sanitary condition. Equipment with flashing warning lights activated by the opening of the loading doors. Any vehicle involved in an accident, no matter how insignificant will be taken out of operation until the contractor has provided written documentation to the Phoenix, VA Health Care System that the vehicle has been repaired and is in good working order. The Government reserved the right to inspect & approve vehicles utilized for the performance of the contract requirements at any time. Mechanical defects noted at the time of inspection shall be corrected prior to being placed in service. Maintenance of vehicles and their equipment shall be on a periodic basis and meet or exceed manufacturer s recommendations. Maintenance records shall be made available for inspection to the COTR upon request. 2. UNIFORMS: While performing services under the contract, the company name and employees' names must appear on the driver and attendant's attire. This can be a legend on a uniform jacket or by means of a name pin or a combination of both, while performing services under the contract. Uniforms are to be clean and maintained in good repair. Drivers transporting patients must either wear uniforms or other form of easily identifiable insignia, which identifies the person as an employee of the contractor. Drivers must maintain accepted standards of cleanliness and grooming and demonstrate courtesy to the patients being transported. 3. NUMBER OF PATIENTS: It is understood and agreed that only ONE patient will be transported on a trip unless specifically authorized by the VA. When transporting more than one patient on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient; however, when travel beyond the city limits is involved, the longest distance over which a patient is transported may be claimed when more than one patient is transported in a single ambulance concurrently. Contractor must ensure that the pickups and drop off are scheduled so that the total distance traveled will result in the most economical charge to the Government. In the best interest of the beneficiary, authorized relative or non-relative shall accompany the patients at no additional cost to the Government. 4. WAITING TIME: For time lost in waiting at either end or both ends on a trip due to causes beyond his/her control, the contractor will be reimbursed at the rate of one-fourth the hourly rate quoted in his/her bid for each quarter or fraction thereof in excess of one-quarter hour from the time he/she reports to the designated person. If the pickup is other than at a VA Medical Center, the Contractor will call the Beneficiary Travel Department or Administrative Officer or the Day (AOD) on duty as soon as he/she anticipates that a delay may develop for which he/she accepts to claim reimbursement. This call is only for the purpose of verifying his/her arrival time at the pickup point and is not necessary if the contractor anticipates no delays for which he/she will claim reimbursement. 5. RATES: Payment of mileage traveled beyond the 35-mile radius will be limited to "One Way Only" the distance over which the patient is transported (for ambulatory the distance is 30 miles). Such mileage costs will be paid in addition to the rate per trip for any trip entirely in the 35-mile radius. (Trip mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide, whenever, possible. Otherwise, payment will be based on odometer reading with fractions of a mile paid as follows:.04 of a mile or less rounding off to the last whole mile,.05 of a mile or more rounded to the next whole mile). CANCELLATION If the contractor is provided notification of at least 30 minutes prior to pick-up time, the VA shall not be charged for cancellation or dry run/no-load trips. NO-PATIENT CHARGE When transport service is requested by the VA and canceled less than 30 minutes prior to pick-up time, a no-patient/no-load charge will be allowed at the rate awarded regular pickups. This shall be addressed immediately to Beneficiary Travel to document. 6. ORDERS: Requests for services will be made by telephone by the Representative(s) of Beneficiary Travel. The Beneficiary Travel Department or Administrative Officer of the Day (AOD) will submit scheduled trips to the contractor s office; unscheduled trips will be called into the contractor s office. Driver/Attendant must present himself or herself to the Beneficiary Travel office or the Administrative Officer of the Day (AOD) or to the applicable ward at the time of pickup/drop-off to sign patient in/out of the medical facility. Any Ambulette or wheelchair service performed by the Contractor without a request as specified in (a) above, and for which the Government later determines the patient is eligible to receive, will be paid at the rates specified in the Schedule. If the Contractor fails to furnish Ambulette/Medical Coach/Wheelchair service within a reasonable time (45 minutes) the Contractor is responsible for furnishing alternate transportation. If the contractor is not able to find alternate transportation the VA reserves the right to obtain the service form another source and to charge the Contractor with any excess cost that may result there from. The VA shall be the sole judge in determining when to order service from another source. This standard shall be met 95% of the time to be in compliance with contract requirements. However, in no instance will the Contractor be required to furnish more than three (4) Ambulette/Medical Coach and six (6) Wheelchair van s at one time. Normally, transportation requests will be made 24 hours in advance; however, contractor must be able to accept requests for same day service and to schedule them in a manner that meets the arrival time needs. 7. ATTENDANTS: Prices quoted in the Schedule include the service of a qualified driver and attendant on any assignment where a patient is transported in the performance of this contract. (PLEASE EXPLAIN WHEN AND ATTENDANT IS NEEDED AND WHO MAKES THE DETERMINATION OF WHEN AN ATTENDANT IS NEEDED.) The VAMC staff will make the decision to request an attendant for any patient that may have medical or physical necessity for transportation assistance. If the patient has medical disabilities the request will state what type of service will need to be provide(door to door or if hand to hand delivery of patient to the facility personnel in the case of care facilities ). An authorized official of the VA may, in the best interest of the beneficiary, allow a relative or a non-relative to accompany him/her. Attendant must have successfully completed an American Red Cross Standard first aid and personal safety course or any other related course in first aid and must be presently certified as such. The Attendant must be enrolled periodically in "refresher" continuing education, or advanced training programs as required by the State of Arizona, but in no instance shall this be less frequently than every two years. Such "refresher" training must be equivalent to that developed by the American Red Cross Standard first aid and personal safety. Such refresher training must be submitted to the Contracting Officer for appropriate action. Record of each employee's qualifications must be maintained at the Contractor s establishment and made available for inspection upon request. 8. LINEN AND BLANKETS: The Contractor is responsible for furnishing an adequate supply of linen and blankets for use on ambulance vehicles. Clean and fresh linen and blankets must be used for each patient. The Phoenix VA Health Care System, Phoenix, Arizona, will not furnish linen or participate in a linen exchange program. 9. PATIENT/BENEFICIARY RECORDS: The Contractor may be required to transport beneficiary records, charts, authorizations, etc. as directed by the COTR. Patient records and authorizations shall be obtained from the COTR prior to the transportation of the VA beneficiary from the VA Medical Center. Upon return of the patient to the VA Medical Center, the patient s records shall be placed in the custody of an appropriate VA staff member as directed by the COTR. The Contractor is responsible for taking such action as may be necessary to provide for the security and integrity of any such records, charts, authorizations, etc. The Contractor will be required to secure all patient records within the transportation vehicle in a sealed container and out of view from outside the vehicle. The contractor will speak to the registered nurse before a patient is placed in the care of the Medical Center. This conversation will allow both parties to ask questions regarding the status of the patient. Any paperwork or patient data necessary for patient transfers will be provided to transportation companies/accepting facilities to ensure patient continuity of care is provided for. Patient data must be safe guarded to ensure no un-authorized viewing by non-certified/un-authorized personnel. Data will be destroyed or turned over as part of medical records for patient care to accepting facility. All patient care data will be safeguarded in accordance with VA Standards (VA HANDBOOK 6500 and 6500.6). Copies can be provided as part of contract statement of work. 10. DELAYS: When conditions, neither foreseeable and/or controllable by the contractor occur, such as but not limited to severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services will be reported to the Beneficiary Travel Office. The Contracting Officer will make a determination as to whether such delays in service will be excused. 11. MEDICAL INCIDENTS/ACCIDENTS: Contractor will immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. A written report from the driver documenting the facts of the incident/accident must be provided to the VA Medical Center within 24 hours of the occurrence. The written report will include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. 12. ESTIMATED QUANTITIES: All quantities for trips/mileage are estimated quantities, as it is impossible to determine the exact number of trips or mileage required during the contract term. The estimated quantities specified in the price schedule do not obligate the government to order those exact quantities. 13. PATIENT INFORMATION SECURITY: 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 agrees to maintain physical custody of patient information or sensitive data in the event of an emergency (inclement weather, monsoon, sand/dust storms), un-foreseen accident or vehicle breakdown with vehicle being left stranded or unattended. All patient information/data should be safeguarded with contingency plans that ensure patient information is not lost or left behind unattended. The guidelines of VA Handbook 6500 and 6500.6 should be adhered to at all times and, if any problems arise, COTR/CO should be contacted for guidance. 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. CO/COTR will be required to do quarterly visits during the contract duration to contract carrier offices/spaces to ensure Privacy of sensitive data is being met and also conduct monthly inspections of vehicles to ensure that patient safety, privacy is being maintained. These inspections can be done without prior notice or on scheduled events when needed. Contractor must ensure that records destruction is accomplished with reference RCS-10-1 instructions! PROTECTED HEALTH INFORMATION (PHI) Contractor will be given protected health information (PHI) of name, address and telephone number for the purpose of locating and transportation of the patient(s). Contractor will be given protected health information of name, address and telephone number via fax, phone or letter for the purpose of billing. PRIVACY AND SECURITY TRAINING Contractor will be required to ensure any employee of Business Associate Agreement, contractor, subcontractor or agent of Business Associate Agreement receives the annual security awareness training that conforms to the requirements of the Department of Veteran Affairs Office of Cyber and Information Security Training. HIPPA COMPLIANCE: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI).   As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA).   In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA.   Patient data for daily schedules or additional request will be provided via fax daily by 2-3pm for next day transportation. There will be a fax contact/precautions statement on the front page announcing the precautions required for the safeguarding of patient information. When contract carrier needs updates they will call beneficiary travel office at 602-222-6440 or 602-277-5551 ext:7650/6907 with questions. REFERENCES/APPENDICES: VA Handbook 6500 Contract Security APPENDIX A Terms and Definitions APPENDIX B Acronyms APPENDIX C References APPENDIX D Minimum Security Controls for VA Information Systems APPENDIX G National Rules Of Behavior VA Handbook 6500.1 Electronic Media Sanitation VA Handbook 6500.2 Management Of Security And Privacy Incidents VA Handbook 6500.3 Certification And Accreditation Of VA Information Systems VA Handbook 6500.6 Contract Security VHA Handbook 1600.01 Business Associate Agreements HIPPA ACT OF 1996(HIPPA) National Standards to Protect the Privacy and Security of Protected Health Information(PHI) Department of Health and Human Sergvices(HHS) Records Control Schedule 10-1, DTD: 3-1-2011 Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 485991 ($15M). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail, mail or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85723 or by e-mail to cynthia.valdes@va.gov and terri.harrison2@va.gov. All information submissions to be marked Attn: Cynthia Valdes, Contract Specialist (9-90C) and should be received no later than 3:30 pm Pacific Time on December 02, 2016. Any prior submissions to the attention of Mr. Aufhammer must be resubmitted to Cynthia Valdes and Terri Harrison. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TuVAMC/VASAHCS/VA25816Q0562/listing.html)
 

Document(s)

Attachment
 

File Name: VA258-16-Q-0562 VA258-16-Q-0562_4.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3124414&FileName=VA258-16-Q-0562-003.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3124414&FileName=VA258-16-Q-0562-003.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Phoenix VA Health Care System;650 E Indian School Rd;Phoenix, AZ

Zip Code: 85012
 

Record

SN04334073-W 20161124/161122234249-8b6a98bbdd0c00c88164343f4142d4f2 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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