Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF MARCH 07, 2024 SAM #8136
SOURCES SOUGHT

V -- Gurney Van Transport

Notice Date

3/5/2024 10:21:07 AM
 

Notice Type

Sources Sought
 

NAICS

485991 — Special Needs Transportation
 

Contracting Office

262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
 

ZIP Code

85297
 

Solicitation Number

36C26224Q0753
 

Response Due

3/7/2024 12:00:00 PM
 

Archive Date

04/06/2024
 

Point of Contact

Felicia Simpson, Contract Specialist, Phone: (480) 466-7919
 

E-Mail Address

felicia.simpson@va.gov
(felicia.simpson@va.gov)
 

Awardee

null
 

Description

GURNEY VAN TRANSPORTATION D.1 STATEMENT OF WORK Purpose: The San Diego VA Medical Center (hereafter SDVAHS), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted Gurney Van transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Gurney Van Transports. The contactor shall make these gurney van services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays. The facility is requesting a base plus 3 option years contract. Background: VA San Diego Healthcare System main campus is located 3350 La Jolla Village Dr, San Diego, Ca 92161, serving over 231,083 veterans, primarily from the San Diego area and it s 6 Community-Based Outpatient Clinics. The hospital has 311 inpatient beds and sees approximately 6621-inpatient admissions and 1,060,027 outpatient visits a year. Veterans served within this facility lives within the following counties. Counties San Diego County Riverside County Imperial County Orange County Los Angeles County Acronyms AOD Administrative Officers of the Day CO Contracting Officer COR Contracting Officer s Representative DOL Department of Labor IAW In Accordance With OO Ordering Officer PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QC Quality Control Plan TB Tuberculosis TJC The Joint Commission VTS Veteran Transportation Service Scope/Requirements Gurney Van Transport Services The Contractor shall provide Gurney Van Transportation to Veteran patients of the main VASDHS Medical Center and its participating Community Based Outpatient Clinics (CBOCs), twenty-four (24) hours a day, seven (7) days a week including holidays as requested by the Government. All services shall be provided in accordance with the terms, conditions and requirements as specified herein. VA beneficiaries requiring transport may have multiple medical conditions and who use assistive devices such as canes, crutches, walkers, wheelchairs, and electric scooters. Additionally, some may have portable oxygen tanks or use portable oxygen generating devices. Constant watch patients are those who are recovering from the effects of anesthesia, and/or have cognitive impairment. These patients represent the risk of wandering and must always be watched. In any case in which a Veteran displays disruptive behavior, the contractor shall immediately call the VA Beneficiary Travel department to report such behavior. If circumstances do not permit calling the Beneficiary Travel department, and if the incident is occurring not within the confines of the VA San Diego Medical Center campus, the contractor will stop the vehicle, exit the vehicle and call 911 for local police to respond. After the situation has subsided, the contractor will call the VA Beneficiary Travel office to provide a verbal report of the event that occurred. The VA Beneficiary Travel manager will follow with by submitting a Disruptive Behavior Report (DBRS). Transport of Miscellaneous Items with the Patient The Contractor may also be required to transport patient luggage, medical records, medication, and comfort items from pickup points to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types. When patients are transported to VA San Diego Healthcare System, destination is deemed to be the ER, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff. Late Drop Offs The contractor shall be charged appropriately for each instance that a patient beneficiary is late or rescheduled for an appointment if it is determined by the VA that the patient was late for an appointment due to the fault of the contractor. This cost shall be the same as the Government charge for an incomplete pick-up plus mileage if the trip is beyond a 20-mile radius from the pick-up point to drop-off location. Appropriate deductions from contractor invoices shall be made for such charges. Patients shall not be picked up prior to two (2) hours of their scheduled pick-up time or medical appointment time unless it is arranged and coordinated through the VA Beneficiary Travel office. All transportation services shall be scheduled to prevent patients from having to wait longer than forty-five (45) minutes at the pick-up or drop-off location. In the event a patient is to be delayed for an appointment due to circumstances beyond the control of the contractor, the dispatch office must be notified immediately by the designated driver that a delay is anticipated in order to report the delay of the patient to the appropriate VA travel and clinic staff personnel. Contractor Waiting Time For time lost in waiting for a patient at either or both ends of a trip due to causes beyond the contractor s control, the contractor shall be reimbursed at the rate quoted in the Schedule in 15 minute or one-quarter hour increments after the first 15 minutes from the time they report and get authorization to wait from the VA Beneficiary Travel department or AOD. The first 15 minutes shall not be charged to the government. The contractor shall be required to call the VA Beneficiary Travel office or AOD after hours for authorization to wait for a patient beyond the 15-minute threshold. Telephone numbers shall be provided by the VA Beneficiary Travel office. The driver cannot be released without the verbal authorization of VA Beneficiary Travel staff or the AOD. Contractor Personnel: Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract. A record of each employee as to character and physical capabilities of performing the duties of a driver must be maintained and shall be available for inspection upon request. All background checks must be performed in accordance with all Federal, state, and local laws governing these types of transports. Drivers must have completed Standard First Aid and CPR courses of the American Red Cross or equivalent and records of successful completion must be made available upon request. Verbal and/or physical abuse of VA patients shall not be tolerated and shall be immediately reported to the VA San Diego Beneficiary Travel office. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing, and any other qualifications to the Contracting Officer s Representative (COR) for review. All Gurney Van drivers shall have a valid driver s license in accordance with state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver s license to the COR. Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same investigative requirements as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Checks (SAC). Fingerprinting for contract personnel will be conducted at VA San Diego Healthcare System. Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by VA San Diego Healthcare System. The VA Security and Investigation Center (SIC) is responsible for adjudicating all background investigations for contract employees. Tuberculosis Exposure Control Policy The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include TB decontamination. The contractor shall have its personnel tested for TB in accordance with state guidelines and provide written confirmation to the COR that all personnel (current employees and any new hires) performing services under this contract are current in their TB test by at the start of each Ordering Period. Contractor Equipment, Vehicles, and Inspection Gurney Vans shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards. The VA reserves the right to inspect the contractor s equipment and vehicles or require documentation of compliance with state laws, rules, regulations, and guidelines governing medical transport vehicles. VA inspections of contractor equipment do not constitute a warranty or guarantee 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 in the performance of this contract which are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA. Vehicles shall be clean and maintained in good repair in accordance with manufacturer s instructions. The contractor shall not borrow or exchange supplies, equipment, and/or medications with the VA. Equipment attached to or in use by the patient at time of pick-up may remain with the patient during transport to ensure continuity of care. Medical Control Authorities are responsible for maintaining and supplying medication during patient transport. All VA equipment and unused medications must be returned to VA during patient drop-off or as promptly as feasible within 24 hours. The contractor shall furnish all linen required for patient transport at no additional cost. Linen shall not be exchanged with linen belonging to VA San Diego Healthcare System or its CBOCs. The contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. The contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients. Each driver shall possess a driver s license that is valid for the class of vehicle driven. Evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety. Be at least 18 years of age and have not less than one year of experience as a licensed driver; and For the past three years: Have not had a driver s license canceled or suspended. Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance. Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven. Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance. The contractor personnel will ensure that the patient is secured to the gurney/stretcher/cot and that the gurney/stretcher /cot is secure in the back of the vehicle before it moves. Transportation Request 4.4.1 VetRide or VA-Approved Transportation Software Utilization: The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract. Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed: Receive and respond to electronic trip requests. Receive, use, and ensure the use of the Vendor pass by the driver. Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system. All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission. The contractor s invoice must be on the HCFA 1500 to include: Contract Number Date of Service (to include Box 24 A-J) Authorization number(s) Pick-up and drop-off location of the patient Base Rate Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported. Date of Birth and Sex Diagnosis Codes or Nature of Illness or Injury Documentation of circumstances when billing for waiting time Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc. VA authorizing official s name Healthcare Procedure Coding System/National Level II (HCPCS) Unauthorized charges will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges, which are being suspended. A transportation request is defined as one incidence of a request for one-way service (Gurney Van Transport). No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. VA San Diego Healthcare System Travel Program Staff will be available to assist with account setup and training for the Contractor s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests. VA San Diego Healthcare System Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization. The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. VA San Diego Healthcare System Travel Program Staff/or authorized VA employees may place a hold on payment of this order until it has been reconciled. Only the following VA staff are authorized to place, cancel, or make changes to transportation requests: Contracting Officer (CO) Ordering Officers (OO) Administrative Officer of the Day (AOD) Beneficiary Travel Office Staff Contracting Officer s Representative (COR) The Contracting Officer will furnish the Contractor with the names of individuals above, who are authorized as Ordering Officers, by separate memorandum upon issuance of the contract. The Contracting Officer will update this list throughout the life of the contract as Ordering Officers change. Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders. Non-authorized VA employees and private agencies (e.g., nursing homes) are not considered authorized to place transportation requests. All patient pick-up(s) and drop-off(s) shall be authorized via orders which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information: Mode of transportation required, Required time of arrival Name of the beneficiary, Pick-up and delivery point, Type and number of additional medical care specialists required, Type of equipment required, Last four of the patient's Social Security Number, and Any other special instructions For ALL Transports an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response. The type of transportation service (Gurney Van Transportation) required will be discussed and determined by VA clinical personnel and the contractor. The contractor shall transport the patient per its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale. The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost. The contractor shall have sufficient vehicles and personnel to provide services for up to four (4) simultaneous transportation requests. If VA San Diego Healthcare System requires Gurney Van Transport services exceeding four (4) simultaneous transportation requests, the vendor will be offered to provide the services if they have sufficient vehicles/personnel available; but may decline these additional orders if sufficient vehicles/personnel are unavailable. The number of transports under normal operating conditions will typically range from 85 100 transports each weekday and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract. The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport. Response Times* Orders that are scheduled by 7pm local time the day before the required services are defined as scheduled in advance. With the exceptions found below, the contractor shall arrive on time for all orders scheduled in advance. For all add-ons (not scheduled in advance) transportation requests, with pick up at VA San Diego Healthcare System: The contractor will be allotted up to a sixty (60) minute response time from time of order placement for transportation requests that are not previously scheduled in advance. For transportation requests which do not have a pick-up at VA San Diego Healthcare System: The contractor may be required, if requested by the VA, to dispatch gurney van on short notice for transportation request not scheduled in advance; for these transportation requests the contractor shall dispatch ambulances within thirty (60) minutes of receiving the order. Pick-up appointment times shall be agreed upon by the VA and contractor at time of order placement and be reasonable based upon travel distance, speed limits, and weather conditions. The contractor s patient pick-up time cannot be more than 15 minutes prior to the schedule pickup time nor 15 minutes later than the scheduled pickup time for transportation requests scheduled in advance. * The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur. Cancellations For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government. A no show is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for the type of service requested (Gurney Van Transports) and the one-way mileage (Gurney Van Transports) accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation. Pick-Up/Drop-Off/Reporting Procedures Gurney Van personnel shall pick-up and deliver patients at specified locations (e.g., front door of hospital Entrance). These locations will be specified by VA staff when an order is placed and communicated to the transporting personnel. When applicable, Gurney Van personnel shall report to the Beneficiary Travel personnel or Administrative Officer of the Day (AOD) to (1) announce his/her arrival to pick-up and transfer the patient and (2) obtain report of pertinent information regarding the patient s condition from the primary nurse/physician. In cases where the gurney van personnel must divert to a local emergency department while performing a VA authorized transport, the contractor s dispatcher shall notify the VA Beneficiary Travel Department or Administrative Officer of the Day of the patient s location and status as soon as this information becomes available. Patient Welfare The contractor shall be responsible for the patient s welfare during transport. The contractor shall be held responsible for patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor s expense. The VA requires the contractor to exercise extreme caution and care in the handling of patients. If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify the Contracting Officer s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported. In the event that the beneficiary refuses to be properly secured, they shall be returned back into the building which they came from. Incident Reporting The contractor shall notify the COR, Requestor, Program Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the COR, Program Manager, or Beneficiary Travel Department, by the close of business of the next working day. The COR will monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions in a timely manner. The contractor shall promptly inform the COR of any complaints received directly from patients. If warranted, the VA may conduct incident investigations and require written response from the contractor within 48 hours of request. Invoicing Each transport shall include fifteen (15) minutes of wait time; the contractor may invoice for wait times in excess of this initial fifteen (15) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes. When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the nearest mile. Payment for mileage to or from the point of care shall be limited to the VA s calculation according to the VA s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel. Upon notification of the contracting officer, the vendor must receive training and begin implementation of invoices via Vet Ride within 30 days versus VA Tungsten Network e-Invoicing network. Invoices must be submitted via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA approved software. These invoices shall not include patient information, but shall include the following: Contractor Name Contract Number Current Purchase Order Number Date of service Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of BLS Base Rate, total BLS Mileage incurred, etc.) An itemized list of charges or services rendered that align with the line items of this contract (i.e., BLS Base Rate, BLS Mileage incurred, etc.).
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/f069908d7fd74cb7825bf3115f46a047/view)
 

Place of Performance

Address: Department of Veterans Affairs 3350 La Jolla Village Drive, San Diego 92161

Zip Code: 92161
 

Record

SN06986761-F 20240307/240305230056 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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