V--544-16-1-825-0001 - Ambulance/Wheelchair Svc GOPC, S'burg, A'son, RH 544
Department of Veterans Affairs, Columbia (SC) VAMC | Published January 8, 2016 - Deadline February 8, 2016
Solicitation Number: VA247-16-R-0068
Notice Type: Pre-solicitation
Ambulance & Special Mode Transportation Services
The WJBD VA Medical Center, located in Columbia, South Carolina, intends to issue a solicitation for a Request for Proposal for Ambulance & Special Mode Transportation Services through the Federal Business Opportunities Government Point Entry.
The anticipated date of award is February 08, 2016.
The acquisition will be set-aside for Small business concerns only; consideration will only be for Small Business as described in the Federal Acquisition Regulations Part 19, or as determined by the Small Business Administration. The NAICS code for the requirement is 485991.
The attached Performance Work Statement provides a detailed description of the services required for Ambulance & Special Mode Transportation Services.
The solicitation will be evaluated based the Request for Proposal(RFP) that provides the lowest price technically acceptable requirement in accordance with the terms and conditions of FAR Part 15. To be considered acceptable, offerors shall specifically address the requirements provided in the solicitation. Sufficient detail should be provided citing specific data as required, such that the proposal may be adequately evaluated. The solicitation will be available on or about January 19, 2016 by 4:00 P.M. Eastern Time.
The media selected for issuance of Synopsis/ Solicitation and amendments shall solely be at the discretion of the Government; accordingly, the media utilized for this requirement shall be the internet. Interested parties may download and print the solicitation from the FEDBIZOpps website http://www.fbo.gov. The Government reserves the right to cancel the solicitation either before or after the proposal opening with no obligation to the offeror by the government.
Point of contact is Millicent R. Ball, Contracting Officer The Department of Veterans Affairs - Columbia, South Carolina 29209.
PERFORMANCE BASED WORK STATEMENT (PWS)
AMBULANCE & SPECIAL MODE TRANSPORTATION SERVICE
The Contractor shall provide emergent/non-emergent ambulance services, wheelchair van or transportation services (See Schedule) to beneficiaries of the Veterans Administration Outpatient Clinics in Greenville, Anderson, Spartanburg, and Rock Hill, SC in accordance with all terms, conditions, provisions, and schedules.
2. DESCRIPTION OF WORK
a. The Contractor shall provide emergent/non-emergent ambulance services, wheelchair van or transportation service on an as needed basis upon request of the Contracting Officer's Representative (COR) or designee. The Contractor shall provide the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Contractor shall meet all requirements of Federal, State or City codes regarding operations of this type of service.
b. The Contractor shall provide a listing fully describing the vehicle make, model and year being utilized, include the location(s) and telephone number(s) where calls are received and vehicles dispatched. The Contractor shall provide information as to the metering devices or methods the Contractor proposes to use in determining mileage. The Contracting Officer shall be notified in writing of any ambulance equipment added/removed after award of the contract. Contractor must possess a medical control sponsorship as required by Department of Health and Environmental Control (DHEC).
c. Upon request of the Government, the Contractor must be able to show evidence of his/her reliability, ability and experience by furnishing (1) a list of personnel who will perform under the contract showing the length and type of experience of such personnel, and (2) the names and addresses of other concerns and/or Government agencies for which this type of service(s) were rendered by the Contractor.
3. PERIOD OF PERFORMANCE: One base year with the possibility of four one year option periods.
Base Year: Date of award for 12 months
1st Option Period Date of award for 12 months
2nd Option Period Date of award for 12 months
3rd Option Period Date of award for 12 months
4th Option Period Date of award for 12 months
4. PLACE OF PERFORMANCE:
Greenville Community Based Outpatient Clinic (CBOC), 41 Park Creek Drive, Greenville SC 29605
Anderson CBOC, 1702 East Greenville St, Anderson SC 29621/ 3030 Hwy 81 N, Anderson, SC 29621
Spartanburg CBOC, 279 North Grove Medical Drive, Spartanburg SC 29303
Rock Hill CBOC, 2670 Mills Park Drive, Rock Hill, SC 29730
a. Days and Hours of Operation: Monday through Friday 8:00am to 5:00pm
b. Deliveries shall not be performed on the following legal Government Holidays:
New Years Day 1 January
Martin Luther King's Birthday Third Monday in January
Presidents Day Third Monday in February
Memorial Day Last Monday in May
Independence Day 4 July
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day 11 November
Thanksgiving Day Fourth Thursday in November
Christmas Day 25 December
5. SAFETY AND EQUIPMENT STANDARDS
a. VEHICLE (AMBULANCE): The ambulances under the terms of this contract shall be
licensed and meet the minimum vehicle requirements as mandated by the South Carolina Department of Health and Environmental Control Regulations pertaining to ambulance service.
b. VEHICLE (WHEELCHAIR/VAN VEHICLE): The wheelchair/van vehicle must have
three (3) seats for ambulatory patients and space for at least one (1) wheelchair patient and must have air conditioning to maintain a temperature of 78 degrees or less and heating to maintain a temperature of 65 degrees or more (Fahrenheit). The vehicle shall have a standard first aid kit. The vehicle must have a safe lifting device and be equipped with safe wheelchair locking devices. Ambulatory patients must have access to seat belts for use at all times that the vehicle is in motion.
c. AMBULANCE MEDICAL EQUIPMENT: The required equipment for the vehicles is stated in the Schedule (Attach 1).
d. EQUIPMENT (WHEELCHAIR/VAN VEHICLE): Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with not less than the following equipment as required by Federal laws and/or laws of the State, County, and/or City in which it is operated.
1) Shall have adequate straps to secure the patient safely to wheelchair and adequate
means of securing the wheelchair within the vehicle.
2) Shall have standard first aid kit.
e. MISCELLANEOUS AMBULANCE EQUIPMENT: The Department of Veterans Affairs (VA) shall not be responsible to provide items which normally would be used or required for comfort, safety, or necessity of the patients being transported. These items should include wrist restraints, disposable gloves, large pampers, linens, blankets, bedpans, urinal, emesis basins, pillows, and all other items normally stocked in ambulances. For wheelchair vehicles the items shall include urinals, emesis basins, wheelchairs, blankets, and tissues. These items shall be handled in accordance with universal precautions (see Attach 2).
6. AUTHORIZED SERVICES
a. The Contractor shall transport only one (1) patient per trip unless specifically authorized
by the VA. When more than one (1) patient is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. 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 pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the government.
b. Requests for service will be made by telephone. Changes can only be made by the
Contracting Officer's Representative (COR) or designee.
c. If the Contractor fails to furnish ambulance service within 45 minutes after receiving a
Request, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result. The VA will be the sole judge in determining when to order service from another source. In the event the patient is not picked up or delivered as scheduled (will usually concern pre-scheduled pick-up and delivery) the VA will be allowed a late credit equal to the rate charged by Contractor in Item 9 of the schedule.
d. Prices quoted in the schedules do not include ferry, bridge, and tunnel or road charge. Any
such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on Contractor's invoices.
e. Non-FTS facilities - If Contractor's place of business is located beyond the local
telephone call zone of the hospital, the Contractor shall accept telephone orders for service on a collect basis.
7. INSURANCE REQUIREMENTS
a. The Contractor shall agree to procure and maintain, while the contract is in effect,
Workers Compensation and Employee's Public Liability Insurance in accordance with the laws of the State of South Carolina.
b. Public Liability Insurance (1) the Contractor shall comply with all Federal and State laws
with regard to liability arising or resulting from injury to or death of an employee in performing the work under this contract and shall save and hold the Government harmless against any or loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. (2) The Contractor shall be responsible for all damages to property, which is caused by an employee engaged in the performance of this contract.
c. Before commencing work under this contract, the Contracting Officer may require the
Contractor to furnish certification from their insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) days notice to the Contracting Officer.
d. The Contracting Officer may wave requirement if it is determined that insurance
certification now on file is acceptable; however, new certifications shall be furnished prior to the expiration date.
8. PERIODIC INSPECTIONS:
The Government reserves the right to inspect and investigate the facilities, equipment, vehicles and records of the Contractor to assure acceptable standards of performance. Any faults or omissions discovered by inspection will be corrected or repaired at the Contractor's expense.
9. BADGES/PARKING/SMOKING/VA REGULATIONS:
Contractor's personnel shall wear visible identification while on the premises of the CBOC. It is the responsibility of the Contractor to park in appropriate designated parking areas. The Government will not invalidate or make reimbursement for parking violations of the Contractor under any condition. Smoking is prohibited inside any Government building. Designated areas are provided on the CBOC grounds. Possession of weapons is prohibited. Enclosed containers are subject to search. Violations of Government regulations may result in citations answerable in the United States (Federal) District Court.
10. COMPETENCY OF PERSONNEL
a. Prices quoted in the schedule include the services of a qualified driver and attendant to assist beneficiaries in and out of the vehicle.
b. A record of each employee as to character and physical capabilities of performing the duties of an ambulance driver or attendant must be maintained and made available for inspection upon request.
c. An authorized official of the Veterans Affairs Medical Center (VAMC) may in the best interest of the beneficiary, allow a relative to accompany the patient at no extra charge.
d. Only employees of the Contractor who meet the qualifications of EMERGENCY MEDICAL TECHNICIAN (EMT), NON-EMERGENCY ATTENDANT/DRIVER(S), and PARAMEDICS below will be allowed to accompany the attendant/driver on trips provided for the VAMC.
EMERGENCY MEDICAL TECHNICIAN (EMT): When required, Emergency Medical Technicians providing emergency services on ambulances serving VAMC and Clinics must have the following qualifications:
1) Must have completed training in accordance with the standards published by the Department of Health and Environmental Control (DHEC) with a minimum of 127 hours for "equivalent", which includes a 10-hours in-hospital training period. Such training program must be acceptable under the regulating requirements for local EMS systems supported by DHEC regulation(s).
2) The "equivalent" training program successfully completed by the EMT must be submitted to the Contracting Officer for the appropriate action.
3) Must 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.
4) Must be enrolled periodically in "refresher" continuing education, or advanced training programs as required by the Local or State government entity in which the service is rendered to veterans, but in no instance shall this be less frequently than every three years. Such "refresher" training must be equivalent of that developed by the Department of Transportation, National Highway Safety Administration. Such refresher training must be submitted to the Contracting Officer for the appropriate action.
NON-EMERGENCY ATTENDANT/DRIVER(S): Prices include non-
emergency medical technicians and/or drivers as appropriate. Technicians and drivers must be capable to administer oxygen and have successfully completed the Standard and Advanced First Aid Courses of the American Red Cross or US Bureau of Mines, or equivalent. Proof in the form of a current certificate that such first aid training has been successfully completed must be available upon request.
PARAMEDICS: When required, paramedics providing emergency services on ambulances serving VAMC and clinics must have the following qualifications:
1) Complete training in accordance with the standards published by the
Department of Health and Environmental Control (DHEC) in the State of South Carolina.
2) Must 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 the local, State, or regional Government or public entity where the emergency ambulance service is operated, or by which it is governed. Certification must be submitted to the Contracting Officer for appropriate action.
3) Must 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 veterans, but in no instance shall this be less frequently than every three (3) years. Training must be equivalent to that developed by the Department of Transportation, National Highway Safety Administration and documentation of training submitted to the Contracting Officer for appropriate action.
11. INVOICE AND PAYMENT:
a. Payment will be made monthly in arrears upon receiving a properly prepared invoice.
b. Invoice must be submitted by the 10th calendar day of each month for service provided
during the prior month.
c. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:
" Invoice Number and Date
" Contractor's Name and Address
" Accurate Purchase Order Number & Contract Number
" Date of trip
" Number of miles, if billing for mileage
" Name of patient transported
" Documentation of circumstances when billing for attempted pick-up and/or waiting time.
" Total Amount Due
d. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.
e. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:
o Tungsten e-Invoice Setup Information: 1-877-489-6135
o Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com
o FSC e-Invoice Contact Information: 1-877-353-9791
o FSC e-invoice email: email@example.com
f. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP
g. For time lost in waiting at either and or both ends of the trip due to causes beyond
contractor control, the contractor shall be reimbursed at the rate of one-fourth the hourly rate quoted for each quarter hour or fraction thereof in excess of one-quarter hour.
h. In order to keep waiting time at an absolute minimum, the Contractor shall immediately notify the Contracting Officers Representative (COR) when all vehicles are in service.
i. All waiting time charges must be supported by:
(1) Notification to the COR that the driver (vehicle) is in a waiting status. At this point, information concerning reason for wait must be provided, and;
(2) Documentation to accompany the invoice.
12. CONTRACTOR FURNISHED SERVICES, PROCEDURES, FORMS AND REPORTS shall be provided prior to commencement of work under this contract, and upon any change during the performance of the contract.
a. List of all Vehicles (New vehicles must be reported before using)
b. Inspection report of all vehicles
c. Drivers Licenses, DOT permits and other licenses
d. Education and Training Records of personnel, oriented and ongoing
e. List of all drivers (New/relief driver must be reported and meet all requirements before
transporting VA patients).
13. HIPAA COMPLIANCE:
a. The Contractor must adhere to the provisions of Public Law 104-91, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected health Information (PHI).
b. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the contractor even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.
14. DATA SECURITY INFORMATION:
a. Information, including, but not limited to, veteran individually-identifiable information (iii) and personal healthcare information (PHI), gathered or created by the Contractor in the performance of this task order is the exclusive property of VA and must be received, gathered, stored, backed up, maintained, used, disclosed and disposed of in accordance with the terms of this task order and applicable federal and VA information confidentiality and security laws, regulations and policies, including VA Directive and Handbook number 6500.
b. The Contractor shall provide access to VA information only to employees, subcontractors, and affiliates only: (1) to the extent necessary to perform the services specified in this task order, (2) to perform necessary maintenance functions for electronic storage or transmission media necessary for performance of this task order, and (3) only to individuals who first satisfy the same conditions, requirements and restrictions that comparable VA employees must meet in order to have access to the same VA information. These restrictions include the same level of background investigations, where applicable.
c. ALL VA III AND PHI INFORMATION STORED ON BOTH VA AND NON-VA EQUIPMENT MUST BE ENCRYPTED IN ACCORDANCE WITH THE FEDERAL INFORMATION SECURITY MANAGEMENT ACT (FISMA). Federal standards established by U.S. Department of Commerce apply, including Federal Information Processing Standard 200 (FIPS200), and National Institute of Standards and Technology Special Publication 800-37, Guide for the Security, Certification and Accreditation. Contractors and subcontractors shall document compliance and make the document available upon request of the Contracting Officer or COR. Contractor and subcontractors shall allow physical inspection by VA personnel to assess its physical and environmental security controls.
15. TERMINATION FOR CONVENIENCE: Subject to a 14 day advance notice, the Government reserves the right to terminate this contract for convenience if the need for this service changes or is no longer required.
16. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:
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:
a. 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.
b. 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.
c. 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.
d. 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.
e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
f. The Government Agency owns the rights to all data/records produced as part of this contract.
g. 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.
h. 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.].
i. 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.