Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

This is a Sources Sought to conduct market research to determine the availability of Service-Disabled Veteran-Owned Small Businesses vendors (SDVOSB) s capable of providing the requirement for Ambulan... This is a Sources Sought to conduct market research to determine the availability of Service-Disabled Veteran-Owned Small Businesses vendors (SDVOSB) s capable of providing the requirement for Ambulance and Stretcher Services. Please see Performance Work Statement for details, please note this is not the final draft of the document. This requirement is for the Charlie Norwood VA Medical Center, Uptown and Downtown Divisions and surrounding Community-Based Outpatient Clinics (CBOC) s. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: 1. Please acknowledge if your company is an authorized provider of the of these services. 2. Submit responses and related information via email to chaz.bowling@va.gov by 11:00 AM ET, October 16, 2020. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization, business name and DUNS #. VA reserves the right not to respond to any or all emails or materials submitted. 3. Provide Past Performance 4. A statement saying you can provide these services within the limitations of subcontracting clause (SDVOSB must receive 50% of the total invoiced amount for services). Performance Base Work Statement Ambulance / Stretcher Transportation Service Charlie Norwood VA Medical Center Augusta, Georgia 1 GENERAL The Charlie Norwood VA Medical Center has a requirement for a twenty-four (24) hour/seven (7) day a week ambulance service consisting of Basic Life Support (BLS), Advanced Life Support (ALS), and stretcher van transport services. Ambulances in this requirement will include the need for BLS and ALS in non-emergency situations. Due to weight or size of some patients may be defined as bariatric patients and require the use of specialized stretchers. Because of specialized care for Spinal Cord Injury patients, stretcher vans should be used. The veterans motorized wheelchairs may need to accompany the veteran in the stretcher van. As a two-division tertiary facility the Charlie Norwood VA Medical Centers service area will include ambulance (ALS/BLS) and stretcher service between the two divisions of this medical center, Three Community Based Outpatient Clinics in Athens, GA, Statesboro GA and Aiken SC, as well as the veteran residence in the following six states Georgia, Alabama, South Carolina, North Carolina, Tennessee and Florida (additional cost for unladen mileage are not provided by the Government). Veteran patients may be picked-up from their residence or care facility. This contract may allow for additional specialty type ambulance transports. 1.2 BACKGROUND The services for ambulance and stretcher transportation have been used to provide transportation for beneficiaries in receiving healthcare at VA and Non- VA authorized facilities where the VA has authorized to be provided. These services are a necessity in providing the best quality of care for our beneficiaries. 1.3 DEFINITIONS Basic Life Support (BLS) - Ambulance equipped with BLS systems with a minimum of two qualified staff to utilize the same, and may also include transporting a patient up/down stairs, ramps, or other obstacles, etc. Service cost shall be all-inclusive and include items for universal precautions. Advanced Life Support (ALS)- Ambulance equipped with ALS systems, and a minimum of two qualified staff (one of which is a paramedic), to utilize the same. May include transporting a patient up/down stairs, ramps, or other obstacles, etc. Service cost shall be all-inclusive, and include services such as oxygen, Intra-venous (IV) therapy, cardiac monitoring and/or defibrillation, and personal protective equipment. Stretcher Transport Transportation for those patients who require supine service and no medical supervision requirements. A minimum of two staff will be necessary and may also include transporting a patient up/down stairs, ramps, or other obstacles, etc. Bariatric Defined in the Charlie Norwood Medical Center Policy Memorandum No.31-02 is a patient with a Body Mass Index (BMI) greater than 30 or weight more than 300 pounds, depending on the patient s body size and shape, medical conditions, and physical dependency. Oxygen Air (Patient breaths on their own) Suction- vacuum to remove fluid Cardiac Monitor- monitoring heart activity Ventilator (keeps the patient alive) Associated Directives (listed) Also found in Section D of Solicitation. Response Fee patient not picked-up or declined service Zip-It instant messaging service to communicate with the contractor Patient Cancellation Flat fee to pay contractor if patient cancels transportation on scene and no fee if the VA cancels prior to crew arrival at the VA. Facility Cancellation Flat fee to pay contractor if Facility Cancels transportation on scene and no fee if the VA cancels prior to crew arrival at the VA. 2 ACRONYMS ALS- Advanced Life Support AOD- Administration Officer on Duty BLS- Basic Life Support BMI- Body Mass Index CNVAMC Charlie Norwood VA Medical Center COR Contracting Office Representative CPARS Contractor Performance Assessment Reporting System EMT- Emergency Medical Technician FAR Federal Acquisition Regulation FIPS Federal Information Processing Standard GPS Global Positioning System HCF- Health Care Facility ISO- Information Security Officer OSL&E- Office of Security and Law Enforcement POC Point of Contact QPC- Quality Control Program USC United States Code VA- Veterans Affairs 3. PERIOD OF PERFORMANCE 3.1 The period of performance will be for one (1) year 4. PLACE OF PERFORMANCE Charlie Norwood Downtown Division 950 15th Street, Augusta, Georgia 30904 Charlie Norwood Uptown Division 1 Freedom Way, Augusta, Georgia 30904 Athens CBOC 9249 Highway 29 North, Athens, Georgia 30601 Aiken CBOC 951 Millbrook Avenue, Aiken, South Carolina 29803 Statesboro CBOC 658 Northside Drive East, Statesboro, Georgia 30458 5. HOURS OF OPERATION 5.1 Ambulance/ Stretcher services are required a twenty-four (24) hour/seven (7) day a week, including observed Federal holidays. 5.1.1 FEDERAL HOLIDAYS 5.1.2 The following are the observed federal holidays: New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Christmas Day December 25th 5.1.3 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. 6. GENERAL REQUIREMENTS 6.1 The contractor shall furnish all personnel, supplies, and equipment necessary to provide ambulance services (basic and advanced life support) and stretcher van service for the Charlie Norwood VA Medical Center to include specialized transport of supine Spinal Cord Injury patients (whose wheelchair must accompany in the stretcher van) and bariatric patients. This contract includes transport services for non-medical emergencies. Medical emergencies at the uptown division will utilize the local 911 medical transportation services as needed. Medical emergencies at the downtown division will utilize the Rapid Response Team and the Emergency Department. 6.2 The contractor shall pick up and deliver Veteran(s) to the specific clinic where the Veteran(s) treatment is being provided from the Veteran residence or care facility. Veteran(s) shall be picked up within 15 minutes of the scheduled pick time (before or after the scheduled pick up time). In no instance shall contractor drop Veteran(s) off in the hall or entrance of the VA or other non-VA facilities. Adherence to schedules is of utmost importance. The contractor shall pick up the customer as near to the scheduled pickup time as possible. If the Veteran is not at the location, unable or refuses to be transported the contractor shall notify the VA transportation hub and shall be reimbursed for a one-way trip after VA has authorized contractor to leave without the patient. 6.3 The contractor shall maintain sufficient telephone capacity to ensure immediate communication access between Charlie Norwood VA Medical Center and the contractor s facility for the purposes conducting business in the performance of the contract. 6.4 The contractor shall have telephone coverage to accept calls from Charlie Norwood VA Medical Center seven (7) days a week/24 hours a day/ 365 days a year. 6.5 The contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times. 6.6 The contractor shall provide the COR with the name and phone number of the person to contact for service request. 6.7 The maximum of two patients may be transported on one trip, however no more than the number authorized by Department of Health and Environmental Control (DHEC). With proper approval, the VA shall 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 shall result in the most economical charge to the Government. One attendant who is at least 18 years of age shall be permitted to accompany the patient at no charge. 6.8 For all one-way trips within the city limits of Augusta, Georgia, the contractor shall receive the flat rate for any trip within a 25-mile radius of the pickup location. The contractor shall also receive the mileage charge awarded for any one-way trips in excess of the flat rate outside the city limits of Augusta. In no event shall the contractor receive reimbursement for the mileage charge for any mileage inside the city limits. Payment for mileage travel beyond the city limits of Augusta shall be limited to the shortest distance, according to Rand McNally s Trip Marker, over which the patient being transported. Access Rand McNally s Trip Maker at: http://www.randmcnally.com. For the purpose of this contract, the city limits of Augusta are defined as a 25-mile radius of the CNVAMC. 6.9 The contractor shall be responsible for patient welfare during the transport of patients to or from VA Medical Center Augusta. Contractor shall ensure that the patient's belongings are properly accounted for and delivered with the patient. The Government expects the contractor to exercise extreme caution and care in handling of patients. Any abuse of patients shall be grounds for default action or termination of contract. 6.10 The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract. 6.11 Request made for same day transportation shall be received within 2 hours of pick up time requested by the VA at which time contractor shall notify Travel Hub or AOD (if after 4pm and before 8am and weekends) if they are unable to transports veteran at the time specified. 6.12 Contractor shall arrive to same day request within 60 minutes of time in which they were notified. 6.13 The Contractor shall be licensed to perform Ambulance services in the state of Georgia and in good standing, in accordance with the Georgia Department of Public Health guidelines and provide the valid license at time of proposal submission. 7. VEHICLE REQUIREMENTS 7.1 Vehicles used for transportation of veteran will not exceed (6) years beyond the year date of vehicle manufacture date. All ambulances used for transport must currently and continuously throughout the terms of this contract be licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate under the terms of this contract. 7.2 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 ambulance vehicle shall be equipped in accordance with the Federal Specification for Ambulances, KKK-A-1822 F 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 COR. Contractor must provide a large enough vehicle to transport patients with additional medical equipment and or physician (rare) when necessary. Each ambulance/stretcher van shall be equipped with not less than the following equipment at no additional charge to the Government: Shall have one ambulance stretcher cot. Shall have adequate straps to secure the patient safely to the stretcher or ambulance stretcher cot and adequate means of securing the stretcher and accompanying wheelchair within the vehicle (for stretcher van transports only). Shall have wheelchair lift capabilities for patient requiring a wheel chair to accompany them during stretcher van transport. Shall have adequate supply of sanitary sheets, pillowcases, blankets, urinals and emesis basins or other necessary supplies for any patient who may become nauseated or incontinent during transport. Contractor shall dispose of any contaminated biohazard products after each transport. Shall have standard first aid kit. Shall have oxygen and oxygen supplies in good operating condition in accordance with state requirements. Oxygen masks shall be of the disposable type (applies to ambulance only). Some patients provide their own ventilator or VA provides a ventilator. 7.3 ALS vehicles shall be equipped with the following: (1) Functional Climate Control (front and rear) for heating and cooling. (2) Oxygen (3) Trach Suction (4) A minimum of two qualified staff (one of which is a paramedic). The paramedic must be currently licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate. Staffing on ambulances must comply with the minimum staffing requirements for ambulances for the respective state EMS licensing authority for each jurisdiction in which the ambulance will operate under the terms of this contract. (5) Shall have device(s) for securing patients to stretcher and stretcher to vehicles (safety straps and floor locks) (6) Cardiac Monitor (7) IV-medications. (8) Working two-way communication equipment. (9) Ventilator. 7.4 Basic Ambulance vehicles shall be equipped with the following: (1) Functional Climate Control (front and rear) for heating and cooling. (2) Oxygen. (3) Trach Suction. (4) Basic life support; to include running IV-saline. (5) A minimum of two (2) Emergency Medical Technicians one which must be an Emergency Medical Technician intermediate. Both technicians must be currently licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate under the terms of this contract. Staffing on ambulances must comply with the minimum staffing requirements for ambulances for the respective state EMS licensing authority for each jurisdiction in which the ambulance will operate under the terms of this contract. (6) Shall have device(s) for securing patients to stretcher and stretcher to vehicles (safety straps and floor locks). (7) Working two-way communication equipment. (8) Global Positioning System (GPS) (add). 7.4 Stretcher Transport vehicles shall be equipped with the following: (1) Functional Climate Control (front and rear) for heating and cooling. (2) Driver/Attendant (3) Shall have device(s) for securing patients to stretcher and stretcher to vehicle (safety straps and floor locks). (4) Accommodate stretcher and occasionally a motorized wheelchair. (5) Working two-way communication equipment. (6) Global Positioning System (GPS). (7) Oxygen. (8) Stretcher shall have hydraulic lifts to provide proper care for heavier patients. 7.5 All Vehicles shall be equipped with a GPS system which has the following capabilities: Line Mapping step by step directions Summary - gives you a daily report on the driver s activity for the day Stop indicates where, when, and for how long the vehicle stopped Speeding gives you the speed the vehicle is going from point to point Mileage gives you the daily travel mileage from point to point daily Ignition indicates when the vehicle starts up Landmark Stop gives you point by point directions with major landmarks Engine idle tells you that the vehicle has stopped and is on/running Maintenance lets you know when it is time for an oil change/tune up State Mileage indicates long distance trips mileage and tracking All vehicles shall accommodate a patient s limited personal effects to accompany the patient that can be safely secured in the vehicle or compartment in the vehicle. 8. VEHICLE INSPECTIONS 8.1 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 COR with a copy of the most current preventive maintenance checks and inspections. Vehicles and maintenance records shall be made available to the COR for bi-annual inspections or whenever the medical centers feel such inspections are required. The contractor shall provide the COR 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, and Vehicle Identification Number. These inspections shall be scheduled in a manner that shall not disrupt contract performance. 8.2 All vehicles shall be made available for inspection at any reasonable time during the performance of this contract when requested by the contracting officer or COR. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more unsatisfactory findings within a five (5) day period shall he removed from service immediately. That vehicle shall not be put back in service until subsequent inspections verify correction of the deficiencies. VA Medical Center reserves the right to order the immediate removal from service any vehicle not in compliance with any vehicle standards referenced herein. Failure to comply with this requirement may be cause for disallowance of compensation for services rendered in the violating vehicle. 8.3 All ambulances used under the terms of this contract must comply with the vehicle inspection requirements of the respective state EMS licensing authority for each jurisdiction in which the ambulance will operate, and shall provide the COR with a copy of any state EMS licensing authority inspection report upon request. 9. DRIVER/CONTRACTOR PERSONNEL QUALIFICATIONS 9.1 Drivers: (a) Education/Experience: Possess a high school education or equivalency, and have two (2) years of experience demonstrating the ability: to meet and deal with the general public; to read, understand and apply printed rules, detailed orders, instructions, and training materials: to maintain pose and self-control under stress; and to construct and write clear, concise, accurate and detailed reports as determined by successful, high level of performance with other clientele. (b) Possesses a valid United States driver s license issued within the last three years, has not been convicted of reckless driving or driving under the influence of alcohol or controlled substances and has not had a driver s license suspended under the point system issued by the state. Possess a valid American Red Cross standard first aid and personal safety course card or its equivalent. Drivers must provide full name, date of birth, and social security number to VA prior to operating vehicles with VA beneficiaries. Proof in the form of a current certificate that such first aid training has been successfully completed must be available upon request. (c) Possess a working knowledge of route specific to the area and knowledge of the nearest hospital available. (d) Contractor shall provide an annual statement that drivers are screened, trained and competent to safely transport patients. This annual statement of driver competency must include any advanced certifications, such as Advanced Cardiac Life Support or specialized training to assist and secure patients by stretcher or wheelchair. 9.2 Emergency Medical Services Personnel: Emergency Medical Technician (EMT) and Paramedics proposed prices in the schedule shall include the services of a minimum of two (2) Emergency- Medical Technicians (EMTs) for Basic Cardiac Life Support (BCLS) and a minimum of one EMT and one Paramedic for every Advanced Cardiac Life Support (ALS) Service. In the event the VA Medical Center determines it necessary for the patient to have more than one ALS attendant at bed side during transport, the contractor shall provide the additional attendant. In the event that the patient being transported requires mechanical ventilation, and the contractor is responsible for his or her own mechanical ventilator and the care of the patient during transport. In the event that the patient being transported requires accompaniment by an RN, and the contractor does not supply the RN, an RN will accompany the patient during transport. The RN's responsibilities during transport will be clearly outlined in written physician orders. In the event of emergency, the care of the patient in transport shall be the responsibility of the EMT/Paramedic. EMT's and Paramedics shall provide full name, date of birth and Social Security Number to VA prior to assignments on vehicles with VA Beneficiaries. Paramedics shall have current healthcare provider certification in both Cardiopulmonary Resuscitation (CPR) and ALS courses that are consistent with the latest American Heart Association (AHA) Guidelines for Cardiopulmonary Resuscitation (CPR) and Emergency Cardiovascular Care, and must be in a course found acceptable to the respective state EMS licensing authority for each jurisdiction in which the paramedic will operate under the terms of this contract. Attendant should have a minimum of four hours of training in crisis intervention (documented), since some of the patients requiring an attendant will be a psychiatric patient. An attendant shall always be required for stretcher patients strictly for their safety during the trip and help during transfer to and from van. EMTs shall have current healthcare provider certification in a Cardiopulmonary Resuscitation (CPR) course that is consistent with the latest American Heart Association (AHA) Guidelines for Cardiopulmonary Resuscitation (CPR) and Emergency Cardiovascular Care, and must be in a course found acceptable to the respective state EMS licensing authority for each jurisdiction in which the EMT will operate under the terms of this contract. EMTs and Paramedics must be currently licensed in good standing by the respective state EMS licensing authority for each jurisdiction in which they will operate under the terms of this contract and at each time during which an EMT and/or Paramedic will operate under the terms of this contract. 9.3 Age: Contractor and employees performing work under this contract shall be a minimum of eighteen (18) years of age or as required by local laws. 9.3 Health and Physical Fitness Requirements: (a) All employees assigned by the contractor to work under this contract shall be physically able to perform all general duties, functions and activities; shall be free from any communicable disease, shall be in good general health without physical defects or abnormalities which would interfere with the performance of these duties, shall possess binocular vision correctable to 20/30 (Snellen), shall be free of color blindness, and be capable of hearing ordinary conversation at 15 feet with either ear without benefit of a hearing aid. Certify under oath that he is not addicted to alcohol or any controlled substances. Physical examination report to describe above requirements for each driver shall be provided upon request. (b) All employees shall be literate and able to communicate with clients in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material, and shall be able to compose reports which convey complete information. The Contractor is to certify the ability of all employees designated to provide service for this contract. 10. DRIVER/CONTRACTOR PERSONNEL CONDUCT 10.1 The following acts are not permissible by drivers that provide services under this contract or while on VA premises or during services with VA beneficiaries. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctor s prescriptions which do not impair driver s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors prescriptions which do not impair driver s driving ability). Gambling in any form while on duty. Smoking and other uses of tobacco while on duty. Both patients and contractor are prohibited from smoking in vehicles. The smell and residual smoke may cause other patients who shall be riding in the vehicle to become ill. Carrying of pistols, firearms or concealed weapons. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. Stopping for personal business, including excessive use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver shall contact his dispatcher/supervisor via the radio system. Soliciting or accepting tips from customers, companions or others at any time. Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. The VA reserves the right to bar any driver from transporting VA beneficiaries should he/she violate any terms of this contract. 11. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS The following contract security clauses are required for this non-medical services contract. 11.1 GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 11.1.1 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. 11.1.2 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. 11.1.3 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. 12. ORDER PLACEMENT AND TRANSPORTATION REQUEST 12.1 PLACING ORDERS: The contractor shall have a dispatcher available 24 hour a day/7 day a week to receive requests. VA will FAX these transportation requests to the contractor for next day transportation requirements before 4 pm daily. The VA transportation office will maintain a transportation log for all trips requests. Confirmation of receipt of the transportation requests shall be made by 4 pm each day between the contractor and transportation office. Orders, requests, or changes will only be made by the transportation office or the administrative officer of the day (AOD) or other authorized personnel. Changes shall 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. The Health Administration Service will provide the transportation scheduling worksheet to the contractor monthly. 12.2 SAME DAY TRANSPORTATION REQUEST: During the course of the day, it may become necessary to add additional trips to the daily transportation log. 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, date of call and requested pick up/appointment time, last four of his/her social security number, phone number or extension, equipment needed, mileage, costs and additional requirements needed for the transport.(added parts) 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 ...