SOURCES SOUGHT
V -- Selma Ambulance
- Notice Date
- 4/23/2010
- Notice Type
- Sources Sought
- NAICS
- 621910
— Ambulance Services
- Contracting Office
- Department of Veterans Affairs;Augusta VA Medical Center;Network Logistics Contracting Office;1 Freedom Way;Augusta GA 30904-6285
- ZIP Code
- 30904-6285
- Solicitation Number
- VA-247-10-RP-0141
- Response Due
- 4/30/2010
- Archive Date
- 6/29/2010
- Point of Contact
- Raymond E HulseContract Specialist
- E-Mail Address
-
Contract Specialist
(Raymond.Hulse@va.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- B.1PURPOSE: The Tuscaloosa VA Medical Center operates an Outpatient Clinic in Selma, AL and has a requirement for ambulance service consisting of basic and advanced life support transportation. Services are required Monday thru Friday from 7:00am through 6:00pm CST. This requirement includes urgent or emergent requirements and non-emergency requirements. B.1.1 DEFINITIONS: "Basic Life Support (BLS) - BLS service includes basic, noninvasive interventions to reduce morbidity and mortality associated with acute out-of-hospital medical and traumatic emergencies. "Advanced Life Support (ALS) - ALS service includes advanced, invasive, and pharmacological interventions to reduce morbidity and mortality associated with acute out-of-hospital medical and traumatic emergencies. "Stretcher Transport - Transportation for those patients who require supine service and no medical supervision requirements. B.2: REQUIREMENTS: The Contractor shall furnish the personnel, supplies and equipment, necessary to provide basic and advanced life support (critical care) unit ambulance services for the Tuscaloosa VA Medical Center's Selma Outpatient Clinic. B.2.1 Vehicles: The vehicle fleet and its equipment shall be of the quality, model, and condition to assure the patient high quality medical transportation and/or emergency first aid, if needed, and shall meet the minimum standards for maintenance, equipment and staffing. Each vehicle shall be equipped in accordance with the Federal Specification for Ambulances, KKK-A-1822F and with such safety items as required by Federal State and Local authorities in the area in which the vehicles are operated. In the future if any items are required by Federal, State and Local authorities in the area in which the vehicles are operated, they shall be added to each vehicle. Proof of compliance with Federal, State and Local authorities shall be provided upon request by the COTR. Each ambulance shall be equipped with not less than the following equipment at no additional charge to the Government. "Shall have one ambulance cot and a collapsible stretcher. "Shall have adequate straps to secure the patient safely to stretcher or ambulance cot and adequate means of securing the stretcher or ambulance cot within the vehicle. "Shall have adequate supply of sanitary sheets, pillows, pillowcases, blankets, urinals and emesis basins. "Shall have standard first aid kit. "Shall have oxygen and oxygen breathing apparatus in good operating condition. Oxygen masks must be of the disposable type or be thoroughly sterilized after each use and kept sterile. "Communication System B.2.1.1 Vehicle Inspection: Contractor shall have and maintain a record of preventive maintenance checks and inspections for all vehicles being used for service. The contractor shall provide the COTR with a copy of the most current preventive maintenance checks and inspections. Vehicles and maintenance records shall be made available to the COTR for bi-annual inspections or whenever the medical centers feel such inspections are required. The contractor shall provide the COTR a list of vehicles that will be used in the performance of this requirement. The list shall include the mode of transportation that the vehicle is providing, bumper number and Vehicle Identification Number. These inspections will be scheduled in a manner that will not disrupt contract performance. B.3. PERSONNEL: B.3.1 Emergency Medical Technician - Emergency Medical Technicians (EMT), EMT-Paramedics, and EMT-Intermediates providing services under this contract shall at a minimum meet the following qualifications: "Have completed training in accordance with the standards published by the Department of Health and Human Services (DHHS) with a minimum curriculum of 81 hours or "equivalent" including an in-hospital training period. Such training must be acceptable under the regulating requirement for local EMS systems supported by DHHS under Public Law 93-154, Federal Register 39:24304, July, 1974. "The EMT shall periodically be enrolled in "refresher" continuing education, or advanced training programs, as required by the local or state government entity in which the service is rendered to the veterans, but in no instance shall this be less frequently than every two years. Such "refresher" training shall be equivalent to that developed by the Department of Transportation (DOT), National Highway Safety Administration (NHSA). The COTR may request evidence of such "refresher" training. "EMT(s) shall be certified, licensed or otherwise officially recognized by the local, state, or regional government or public entity where the emergency ambulance service is operated or by which it is governed. B.3.2 Attendants: There shall be an Emergency Medical Technician and Driver on board each time a patient is transported. The Contractor shall maintain a record of each employee as to the character, current driving records and physical capabilities of performing the duties of an ambulance driver or attendant and be made available for inspection upon request by the (COTR). "Drivers or attendants shall not be allowed to transport beneficiaries if they appear to be ill or under the influence of drugs or alcohol. "Drivers and attendant shall display professional manners at all times. Rude or obscene behavior or language will not be accepted. "Drivers and attendants shall wear appropriate attire with a picture identification (ID) badge that clearly identifies the company they work for. "Drivers or attendants shall secure all patients and passengers with approved security devices prior to transport. "Only employees of the Contractor who meet the qualifications B.3.1 shall be allowed to accompany the Attendant/Driver. B.3.3 PERSONNEL SECURITY: B.3.3.1 All personnel employed by the Contractor shall observe the requirements imposed on sensitive data by law, federal regulations, VA status and DM&S policy and the associated requirements to ensure appropriate screening of all personnel because of the inherent sensitivity of data at the facilities concerned and the level of security clearance carried by the Health Care Facility (HCF) personnel for the function under contract. The Contractor shall ensure that their personnel meet the above restrictions and that confidential and proprietary information shall be divulged only to those officers and officials of the VA Medical Center that are authorized to receive such information. B.3.3.2 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. To satisfy the requirements of the Department of Veterans Affairs a low risk level Background Investigation shall be conducted prior to performing work under this contract. Appropriate Background Investigation (BI) forms will be provided upon contract award, and shall be completed and returned to the VA Office of Security and Law Enforcement (OSL&E) within 30 days for processing. Access to VA information resources cannot be made available until the Security Investigations Center submits the investigatory packet to OPM for processing. At that time the investigation is considered "initiated" and access can be provided. Contractors will be notified by OSL&E when the BI has been completed and adjudicated. B.3.3.3 The investigative history for contractor personnel working under this contract shall be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company shall be certified by OPM/DSS to conduct contractor investigations. B.3.3.4 All costs associated with obtaining clearances for contractor provided personnel shall be the responsibility of the contractor. Further, the contractor shall be responsible for the actions of all individuals provided to 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 shall be responsible for all resources necessary to remedy the incident. B.3.4 CONTRACTOR PRIVACY/SECURITY TRAINING: B.3.4.1 All Contractor employees shall complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually within the first 15 days of the contract period of performance. Contractors shall provide signed certifications of completion to the COTR during each year of the contract in addition to providing a signed Statement of Commitment and Understanding each with the first 30 days of the period of performance. This requirement is in addition to any other training that may be required of the contractor. B.4. ORDERS B.4.1 PLACING ORDERS: The contractor shall have a dispatcher Monday thru Friday from 7:00am through 6:00pm CST. VA will fax a transportation request to the Contractor for next day transportation requirements between 3:00 pm and 4:00 pm CST daily. The VA transportation office will maintain a log for all trips on the request. Conformation of receipt of the transportation request shall be made between 4:00 pm and 4:30 pm each day. Orders, requests, or changes will only be made by the Transportation Clerk, Administrative officer of the Day (AOD) or other authorized personnel. Changes will be made by telephone or fax and shall be confirmed in writing immediately upon receipt. A list of authorized ordering personnel will be made available upon award of the contract. VA employees may be added or deleted from the list as required. The VA will notify the contractor of such changes as they occur. B.4.2 SAME DAY TRANSPORTATION REQUEST: During the course of the day, it may become necessary to add additional trips to the transportation request. When this occurs, the VA will fax or telephone the request to the contractor. The transportation office will maintain a log for all same day trips (including weekend and holidays) which will include the patients name, pick-up address, destination address, time of call and requested pick up time. The contractor shall immediately confirm the request and confirm the time the patient is to be picked up. Same day request will be placed in enough time as to allow the contractor a 1 hour notice before the vehicle is to be dispatched for the pick-up. B.4.3 PICK-UP AND DELIVERY: The Contractor shall pick-up and deliver patients to the specific clinic where the patient's treatment is being provided. Patients shall be picked up within 15 minutes (before or after the scheduled pick up time). In no instance shall Contractor drop patients off in the hall or entrance of the VA. Adherence to schedules is of utmost importance. If a patient is unwilling to be transported the Contractor shall notify the medical center before leaving without the patient. If the patient is not at the designated location when the ambulance arrives for pick up the contractor shall notify the medical center before leaving without the patient. Trip tickets shall be delivered to the travel office no later than 4:30 pm for all trips completed between 7:30 am and 4:00 pm each day. Trip tickets for all trips completed after 4:00 pm shall be delivered by no later than 7:30 am the following business day (a business day is defined as Monday through Friday between the hours of 7:00 am and 4:30 pm). Trips completed on weekends and holidays shall be delivered to the travel office no later than 7:30 am the following business day. Trip tickets shall indicate date of trip, pick-up and delivery points, veteran's name, charges, driver's name or number, and if same day service the person's name that ordered the service. B.4.4 AIRPORT TRANSPORTATION: When patients are transported to the airport the attendants shall remain with the patient until they have safely boarded the aircraft. If a VAMC attendant accompanies the patient the contractor attendant may leave after the patient and attendant are transported to the airport. If the contractor is required to park at the airport and free parking arrangements cannot be made with airport security a receipt must be submitted with the trip ticket in order to receive payment. B.4.5 CANCELLATIONS: (1) The contractor shall not charge for scheduled trips cancelled prior to the vehicle being dispatched. For trips scheduled for the same day there shall be no charge to the Government for cancellations made prior to the vehicle being dispatched. B.4.6 WAITING TIME: Wait time is defined as the amount of time spent waiting after a scheduled pick up time.For time lost in waiting at either end or both ends of the trip due to causes beyond the contractor's control, the contractor shall be reimbursed at the rate specified in the schedule of supplies and services. If the pick-up is other than at the designated area, the Contractor shall call the Transportation Office or Administrative Officer of the Day (AOD) on duty as soon as the Contractor anticipates that a delay may develop for which he/she expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay for which he shall claim reimbursement. All wait time charges shall be approved by the Transportation Office and supported by Notification to the Travel Clerk or AOD. B.5 SERVICE DISRUPTION: The Contractor shall immediately report to the COTR any and all vehicle breakdowns or other problems, which may cause service disruptions. When a breakdown occurs the contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). When conditions, neither foreseeable and/or controllable by the Contractor occur, such as 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 shall be reported to the Travel Clerk or AOD. Contractor shall immediately report all incidents and accidents, including those where there is no apparent injury to the patient, which occurs while transporting VA beneficiaries. The driver shall provide a written report documenting the facts of the incident/accident to the COTR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COTR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service. B.6 QUALITY CONTROL PROGRAM: Contractor shall establish and maintain a complete Quality Control Program (QCP) to assure that the requirements of this contract are provided as specified. Contractor shall identify his management concept for ensuring compliance with all contract requirements. Contractor shall furnish copies of these records if requested by the Contracting Officer or COTR. The Contractor's QCP shall include at a minimum the following: 1.An inspection plan outlining all services defined in this contract. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform inspections. 2.The QCP shall include the methods for identifying and preventing deficiencies in the quality of services being performed before the level of performance becomes unacceptable. 3.The QCP shall have on-site records of all inspections conducted by the Contractor and corrective action taken. 4.The QCP shall include maintaining maintenance records of all maintenance and repairs performed on vehicles used in the performance of this contract. B.6 NUMBER OF PATIENTS: Generally, only one patient shall be transported on a trip unless authorized by the medical center transportation office. If the contractor transports more than one patient without approval, payment for the extra patient shall not be made. With proper approval, the VA will allow the Contractor to charge on a per patient basis when more than one patient is transported. The Contractor shall ensure that pick-ups and drop-offs are scheduled so that the total distance traveled results in the most economical charge to the Government. One attendant who is at least 18 years of age will be permitted to accompany the patient at no charge. B.8 RATES: B.8.1 For all one-way trips within a 50 mile radius of the Tuscaloosa VA Medical Center's Selma Outpatient Clinic the Contractor shall receive the flat rate awarded for that trip. The flat rate shall constitute full compensation for one-way trips which do not exceed the prescribed radius. The Contractor shall receive the mileage rate awarded for any one-way trips in excess of the prescribed radius. The mileage rate is applicable only for mileage beyond the prescribed radius and under no circumstances shall the contractor receive reimbursement for the mileage rate for any mileage within the prescribed (flat rate) mile radius. The first 25 miles of any trip will be at the flat rate. Full compensation will consist of the flat rate plus any mileage beyond the prescribed radius. Payment for mileage travel beyond the prescribed mile radius shall be limited to the shortest distance, according to Rand McNally's Trip Maker (address to address), over which the patient is transported. Access Rand McNally's Trip Maker at: http://www.randmcnally.com. B.8.2 Long Distance Charges: If the Contractor's place of business is located beyond the local telephone call zone of the medical center, the contractor agrees to accept telephone orders for service on a collect basis. It is contemplated that most of the orders will be placed by FAX. B.8.3 Toll Charges: The prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be listed separately on the Contractor's trip tickets and invoice. The NAICS code for this requisition is 621910 with a small business size of $7.0 million. Request for offer will only be accepted from responsible businesses currently engaged in this type of commerce. Interested parties must respond with short synopsis of their capabilities (electronic documents) in writing, along with company name, address and telephone number to: ATTN: Raymond Hulse, Contracting Officer, (478) 274-5591 (fax) or email raymond.hulse@va.gov. NO TELEPHONE REQUEST WILL BE ACCEPTED. THIS REQUEST IS FOR INFORMATION ONLY. THIS IS NOT A REQUEST FOR PROPOSALS, QUOTATIONS, OR BIDS. THE VA IS NOT SEEKING PRICING OR OFFERORS OF ANY KIND. THE VA RESERVES THE RIGHT TO SOLICIT THIS REQUIREMENT FROM LARGE OR SMALL BUSINESS, AS APPROPRIATE. RESPONSES MUST BE RECEIVED NO LATER THAN April 30th, 2010, 3:00 PM.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AuVAMC/VAMCCO80220/VA-247-10-RP-0141/listing.html)
- Place of Performance
- Address: Selma;Outpatient Clinic;206 Vaughn Memorial Dr.;Selma, Alabama
- Zip Code: 36701
- Zip Code: 36701
- Record
- SN02130698-W 20100425/100423235241-f21941d89e5893e8b0d4e57f4a6288d0 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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