Inactive

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capabil... This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. Background: The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of the Lexington VA Medical Center is conducting market research through this source sought notice to seek sources to identify potential experienced businesses that are capable of meeting the requirements per the Statement of Work (SOW) below Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. NAICS code: 621910 and sized standard is 20.0M NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov. GENERAL INFORMATION 1. Title of Project: Ambulance Service (Special Mode Transportation; SMT) 2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. The overall project purpose and objectives is to provided Special Mode Transportation for the Lexington VA Health Care System. B. BLANKET PURCHASE AGREEMENT This agreement will be a Firm Fixed Price (FFP) Blanket Purchase Agreement (BPA). Funds will load onto the agreement as an estimate of potential usage. They will only be dispensed upon actual verified invoice is submitted. Any unused funds will be reduced after each performance period. The attached price schedule is the agreed-on price to be used in invoicing. Lexington Medical Facility has also supplied an estimate of prior years usage for cost data on the price schedule. Period of Performance: Base Year: 10/01/2023- 09/30/2024 1st Ordering Period: 10/01/2024 09/30/2025 2nd Ordering Period: 10/01/2025 09/30/2026 3rd Ordering Period: 10/01/2026 09/30/2027 4th Ordering Period: 10/01/2027 09/30/2028 The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived. C. GENERAL REQUIREMENTS 1. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. 2. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 14 business days from the date of receipt. The contractor shall have 14 business days to deliver the final deliverable from date of receipt of the Government s comments. 3. If for any reason any written milestone deliverable cannot be reviewed by the COR and delivered back to the contractor within the scheduled time frame, the COR is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. If deliverable cannot be delivered within the scheduled time frame, compensation may be due to the contractor. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES The Contractor shall furnish all labor, tools equipment, materials, supervision, and quality control for the performance of this agreement. Furnish 24-hour ambulance transportation service for the beneficiaries of the Lexington VA Health Care System Lexington, KY. This will involve trips to and from any location within the Primary Service Area (PSA) of the Lexington VA Health Care System. And beyond as appropriate. Trips are generally confined to within the PSA; however, they may encompass travel to points outside of the State of Kentucky or beyond, if necessary. Number of Patients: It is understood and agreed that only one (1) patient will be transported on a trip unless specifically authorized or requested by the Lexington VA Health Care System. When, pursuant to The Department of Veterans Affairs authorization, more than one patient is transported concurrently on a trip, reimbursement will be made only at the rates contained in the schedule of costs for transporting a single patient. Regardless of the number of patients transported concurrently on a single trip within Fayette County limits, the contractor will be reimbursed for only the base rate for one trip. Regardless of the number of patients transported concurrently on a single trip beyond Fayette County limits, the contractor will be reimbursed for the mileage rate for only one trip to the longest distance traveled with any one patient on that particular trip. Waiting Time: For time lost in waiting at either or both ends of the trip due to causes beyond the contractor s control, the contractor will be reimbursed per quarter hour as quoted in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour for the time reported to the designated VA personnel. If the pick-up point is other than the Lexington VA Health Care System; the contractor shall call Beneficiary Travel at (859) 233-4511 ext.: 4951 or Supervisor, the VTS Mobility Manager (859) 233-4511 ext.: 3556, during administrative hours (8:00am trough 4:30pm, Monday through Friday) or the Administrative Officer of the Day (AOD) at (859) 233-4511 ext.: 4950 on duty during non-administrative hours (during evenings, nights, weekends, and holidays) as soon as it is anticipated that a delay may develop for which the contractor expects the claim reimbursement. This call is only for the purpose of verifying the arrive time at the pick-up point and is not necessary if the contractor anticipates no delay for which reimbursement will be claimed. The contractor s failure to notify the travel section when waiting beyond the grace period will result in non-payment of for waiting time. Completed Trip: When ambulance service under the terms of this agreement involves pick-up of a patient who is to be brought to Lexington VA Health Care System or to another hospital, and/or clinic for hospitalization or treatment, the trip will be considered complete when the patient is delivered by ambulance personnel to the admission/evaluation unit, a specified ward or unit, or the location specified at the time the trip is requested. Non-Pick-Up of Patient: When ambulance service involves a trip to for from the Lexington VA Health Care System, patient s residence, or patient refusal, but due to unforeseen circumstances the patient is not available for pick-up, the contractor will collect for the trip at the rates applicable under the schedule portion of this agreement. The VA reserves the right to substitute patients in these instances to prevent the no-load situation. Non-Arrival of Patient: When ambulances service involves the pick-up of a patient scheduled to arrive by air and the ambulance driver finds such patient does not arrive as scheduled, the ambulances driver shall contact the Beneficiary Travel, VTS Mobility Manager, or AOD and inquire as to the status of the arrival. If appropriate, waiting time may be authorized for time lost in waiting in accordance with the rate applicable under the schedule of cost of this agreement. If contractor reported as scheduled and no patient is transported, contractor will be reimbursed at the rates applicable under the scheduled of costs of this agreement. Rates: Rates will apply twenty-fours (24) hours per day seven (7) days a week. Payment for mileage traveled beyond the county limits will be limited to one way only for the distance over which the patient is transported. Such milage cost will be paid in addition to the applicable rate per trip for the any trip entirely within the county limits. Trip mileage will be determined by the latest edition of the Bing Maps. The contractor will receive the base rate quoted in the schedule for all one-way trips ordered. The base rate will constitute full compensation for one-way trips which do not exceed the milage threshold as defined herein. The contractor will also receive reimbursement of mileage charges for any mileage less than the milage threshold. The odometer reading at the time of the county line is crossed will be provided and the odometer reading at the arrival of destination. All milage will be calculated by rounding up to the next mile. AP89 Medicare Rates will be implemented at the time legislation is signed. Payment: Upon receipt of itemized statement a review will be done to confirm date of trip, patient s name, social security number, from and to milage, ALD or BLS, oxygen, charges are to be broken down for each und, total charge each run. The review will be completed within 7 business days of receipt. Writing conformation will be sent to contractor inform of any corrections or if no corrections are needed. Then contractor can submit each trip individual into electronic Claims Adjudication System (eCAMS) for payment. Payment: Contractor will notify Contracting Office Representative (COR) that claims have been uploaded into eCAMS. When notification is received, COR will work to process the claims in eCAMS for payment. Total Charges: It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel, or total charges. Any such legitimate toll charges included will be limited to one way only and shall be listed separately. If contractor s place of business is located beyond the local telephone call zone of this Health Care System, contractor agrees to provide a toll-free telephone number for shall accept telephone orders for service on a collect basis. Orders of Services: Personnel authorized by the CO and/or the COR will make requests for service by fax. Confirmation of each fax will be confirmed by calling contractor within 10 minutes of fax. Contractor will provide an estimated time of arrival (ETA) to Beneficiary Travel or AOD. If the contractor is unable to provide the service at the time required and wishes to subcontract with another company, the Lexington VA Health Care System shall be notified within 30 minutes of the request of the company responsively for transporting the patient on thief behalf Request for services will be made to the telephone number specified. If contractor has not arrived or called within one hour of time requested, and has not provided this service through another company, the Lexington VA Health Care System reserves the right to request service from another source. The contractor compliance rate will be adversely affected. The Lexington VA Health Care System will be the sole judge in determining when to order service from another source. A list of authorized ordering personnel will be made available upon award of the agreement. Employees may be added or deleted from the list during the term of the contract at the discretion of the CO and/or COR. The contractor will be notified of such changes as they occur. Basic Life Support (BLS): If the Lexington VA Health Care System is unable to established telephone contact with the contractor for EMERGENCY BLS service withing (2) minutes of calling or contractor fails to furnish an BLS Ambulance within fifteen (15) minutes after receiving the request, the Lexington VA Health Care Systems reserves the right to obtain service from another source. If, within five (5) minutes after receiving the request for BLS service, the contractor determines they are unable to provide this service within fifteen (15) minutes, the contractor shall contact Lexington Fire Department at 911 to response to the call, providing them with the location and the needs for BLS unit. If the contractor fails to furnish BLS NON-EMERGENCY service withing 45-minutes of the scheduled pick-up time, the Lexington VA Health Care System reserves the right to obtain the service from another source and the contractor s compliance rate will be adversely affected. The Lexington VA Health Care System will be the sole judge in determining when to order service from another source. In no instance, will the contractor be required to furnish more than five (5) ambulances at one time. The contractor must meet a 90% acceptable quality level for 2-minute and 45-minutes after receiving request for BLS. Contractor will provide a report monthly or quarterly. Advanced Life Support (ALS): ALS is defined as any transport that meets the definitions of Advanced Life Support as defined by Medicare regulations. If the Lexington VA Health Care System is unable to established telephone contact with the contractor for EMERGENCY ALS service withing (2) minutes of calling or contractor fails to furnish an ALS Ambulance within fifteen (15) minutes after receiving the request, the Lexington VA Health Care Systems reserves the right to obtain service from another source. If, within five (5) minutes after receiving the request for ALS service, the contractor determines they are unable to provide this service within fifteen (15) minutes, the contractor shall contact Lexington Fire Department at 911 to response to the call, providing them with the location and the needs for ALS unit. If the contractor fails to furnish ALS NON-EMERGENCY service withing 45-minutes of the scheduled pick-up time, the Lexington VA Health Care System reserves the right to obtain the service from another source and the contractor s compliance rate will be adversely affected. The Lexington VA Health Care System will be the sole judge in determining when to order service from another source. In no instance, will the contractor be required to furnish more than five (5) ambulances at one time. The contractor must meet a 90% acceptable quality level for 2-minute and 45-minutes after receiving request for ALS. Contractor will provide a report monthly or quarterly. The contractor shall furnish qualified Advanced Cardiac Life Support (ACLS) personnel who are competent to perform ACLS protocols. Response Time: The contractor shall maintain at a minimum, a 95% compliance rate on response to pick-up or deliver during agreement year. Reporting Requirements: For all scheduled appointments, the patients shall enter the building at main entrance at the Troy Bowling Campus and the building number at the Franklin R Sousley Campus. Direct admissions shall enter through the Emergency Department (ED) entrance. Ambulance personnel shall stop at the ED desk to let the clerk and nurse know the patient has arrived and to get any additional instructions and need to have a warm handoff to VA clinicians or designees. Government Owned Equipment or Supplies: Any an all-government equipment, linens, etc. taken with patients must be returned. The contractor shall furnish all linens, blankets, and supplies. The Lexington VA Health Care System will not participate in a linen exchanged program or any supply exchange program. The contractor will not be permitted to borrow medical equipment from the Lexington VA Health Care System. The contractor shall provide all medications required while in transport, sheets, and blankets, and other equipment and supplies required for use while in transport, for direct patient care. The contractor will at no time and under any circumstances exchange supplies, equipment, and/or medications with the Lexington VA Health Care System. Transport of Equipment: The contractor will transport wheelchairs, crutches, and/or walkers if the ambulance is able to secure items during transport and as room. The contractor will not transport electrical scooters or wheelchairs. The contractor will not make a 2nd trip to transport a wheelchair, crutches, and or walker. The Lexington VA Health Care System or beneficiary will make separate arrangements for the items to be transported if required. Records: At the option of the Government, the contractor may be required to transport records with patients from station to station. Incident Report: Should an incident and/or accident occur involving the welfare of a beneficiary, the contractor shall immediately notify Beneficiary Travel, VTS Mobility Manager, Patient Support Unit or the AOD during evenings, nights, weekends, and holidays. This notification shall be made by telephone within one (1) hour. A written report of the incident shall be filed wit the COR by the close of business the next business day. Patient Welfare and Abuse: The contractor shall be held responsible for patient welfare during transport. The contractor shall be held responsible for patient and/or Government property during transport. Any damage or lost wheelchairs, crutches, or personal belongings shall be replaced by the contractor at the no additional cost to the Government or beneficiary. The Government requires the contractor to exercise extreme caution and care in the handling of patients. Any abuse of patients will be grounds for default action for termination of the contract. In the event a patient s condition worsens during transport, the contractor shall transport the patient to the close facility appropriate for the required care. In the event a patient should expire during transport the contractor shall return to Lexington VA Health Care System. Joint Commission Standards: Where the solicitation does not require Joint Commission accreditation or other regulatory body requirements, the contractor must perform the required work in accordance with Joint Commission Standards. A copy of these standards may be obtained from the Joint Commission, One Renaissance Blvd. Oakbrook Terrace, IL 60181. Vehicles: Per Kentucky Administrative Regulations 202 KAR 7:501 Ambulance provides and medical first response agencies: Ambulances used under this agreement shall be licensed by the State of Kentucky and shall meet the minimum vehicle requirements as mandated by Kentucky Department of Transportation and the Fayette Urban County Government. 202 KAR 7:501 Section 2. Provider Licensing Requirements A person or entity shall not provide, advertise, or profess to engage in the provision of ambulances services or ALS medical first response originating in Kentucky without having first obtained a license from the board pursuant to this administrative regulation and certificate of need if appropriate A provider shall comply with local ordinances, state and federal statutes and administrative regulations. A provider shall display its license in a prominent public area at the service base station The following information shall be included on the license: Operating name of provider. Physical location of the base station. The number and physical location of satellite stations, if any, operated by licensee. The license classification. The level of service provided. The number of vehicles operated by the provided. The specific geographic area to be served by the licensee Providers shall provide the KBEMS office with an accurate map and a written description of its geographic service area within the Commonwealth, which shall identify with specificity the complete boundary of the area served by the provider when applying for initial license or if the service area has changed since the last map was provided to the KBEMS office. The map shall accurately reflect the service area as identified by the provider s certificate of need, if appropriate. A licensed provided may respond to call outside of its geographic service area only if the provider is providing: Mutual aid under an existing agreement with another licensed provider whose geographic service area includes the area in which the emergency call is made. Disaster assistance. Non-emergency transfers from damage or closed health facilities. Inter-facility care to residents of its service area, who are patients in facilities outside of its service area, for the purpose of returning the patients to their home service area or transporting them to another health facility. Ambulance Medical Equipment: Each emergency medical care vehicle shall have patient compartment facilities, oxygen and suction systems and equipment, environmental climate equipment, communications equipment, and any additional systems, equipment, accessories, and supplies as required by the State of Kentucky. Each advance life support (ASL) vehicle shall have certified paramedics, patient compartment facilities oxygen, heart monitor, suction systems, and intravenous IV equipment, environment climate equipment, communications equipment and any additional systems, equipment, accessories, and supplies as required by the State of Kentucky. Patient Rights: The contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients. Patients may bring a reasonable number of belongings such as a personal suitcase. Confidentiality: Protects printed and sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws. This confidentiality protects the data from unauthorized release or from loss and alternations. Training: To be eligible to perform under this agreement, each agreement employee must meet the minimum training required outline below and minimum contractor furnished training outlined in paragraph (2) (c), (1) through (8) Contractor furnished training: The contractor shall submit the CO a written certification that each agreement employee has been trained in the subject areas outlined in paragraph C prior to assignment under this agreement. For replacement or new employees documentation of prior training must be submitted or the individual agreement employee must complete the required training before being employed in support of this agreement. All formal training required shall be administered (i.e., taught, presented) by persons who are certified as being qualified to instruct or teach, the specific subjects or tropics required. Certification to instruct the specific subject shall be in the form of a certificate issued by an accredited institution of learning (school, college, university), a governmental (Federal, State, County, etc.) educational certification body (agency, board, commission), or by documentation that the person instructing has sufficient experience in/with the subject to be able to instruct the subject in an authoritative, practical and current manner. In addition to the formal training, the contractor shall provide sixteen (16) hours of orientation training for each employee fourteen (14) days after his or her initial assignment to duty. This orientation may be accomplished while the employees are on duty. The contractor shall certify to the COR as the completion of the orientation for each employee withing 45 days following assignment to duty. The follow-up orientation for each employee withing 45 days following assignment to duty. The follow-up orientation should include the following subjects and instructional times periods as well as other subjects as may be required. Accident and incident reporting (2 hours) Safe operation of emergency vehicles (2 hours) Quality Assurance (2 hours) Fire and emergency preparedness planning (2 hours) Handling patient complaints (1 hours) Infection control (2 hours) Universal precautions (policy and procedures) (2 hours) Safety and occupational health procedures (3 hours) The contractor shall submit the CO a written certification of the follow-up orientation. The EMT/Paramedics 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 or, a yearly basis. Such refresher training must be equivalent to that developed by the Department of Transportation or National Highway Safety Administration. Evidence of successful completion for refresher training must be provided by the Co for inspection. Personnel Requirements: Minimum of two (2) years experience. Minimum qualifications standards include contractor 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 customers. Any type of military service may be credited toward meeting the requirements. In lieu of above, each employee shall have two years relevant education at a residency school above the high school level, or any combination of relevant education above the school level and relevant experience total two (2) years. Drivers: education/experience: process a high school education or equivalency and have two (2) years of experience demonstrating the ability: to meet the deal with 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 another clientele. Possess a valid American Red Cross standard first aid and personal safety course card or its equivalent. Driver 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. Posses a working knowledge of route specific to the area and knowledge of the nearest hospital available. Contractor must 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 patient by stretcher or wheelchair. Attendants-emergency medical technician (EMT) and paramedics prices quote din the schedule shall include the services of a minimum of two (2) emergency-medical technicians (EMT) for BCLS and minimum of one (1) EMT and one (1) paramedic for every ACLS Service. In the event the Lexington VA Health Care System determines it necessary for the patient to have more than one ACLS attendant at the bed side during transport, the contractor must 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, and RN shall accompany the patient during transport. The RN s responsibilities during transport shall be clearly outlined in written physician orders. In the event emergency the care of the patient in transport shall 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: EMT s and paramedics must provide full name, date of birth and social security number to VA prior to assignment on vehicles with VA Beneficiaries. Paramedics shall be licensed in advanced and basic life support t and having completed an appropriate training course in the last two years. Attendant should have a minimum of four hours of training in crisis intervention (documented), since some of the patients requiring an attendant shall 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. EMT s must be licensed in basic life support and having completed an appropriate training course in the last two years. Attendant should have a minimum for fours hours of training in crisis intervention (documented), since some of the patients requiring an attendant shall be psychiatric patients. An attendant shall always be required for stretcher patients strictly for their safety during the trip and help during transfer to and from van. Age: Agreement and employee performing work under this agreement shall be a minimum of eighteen (18) years of age or as required by local laws. Health and Physical Fitness Requirements: All employees assigned by the contractor to work under this contract shall be physically able to perform all general duties, functions, and activities; shall free from any communicable disease, shall be in good general health without physical defects for abnormalities which would interfere with the performance of these duties, shall posses 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 drover shall be provided upon request. All employees shall be literate and able to communicate (speak) 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 that ability of all employees designated to provide service for this agreement. Any lapse in any contractor license that is not immediately corrected shall result in the contractor being terminated for cause. When a patient is transported with any VA owned equipment shall be returned to the respective VA Medical Center within 24 hours in the same condition as it was released at no addition cost to the Government. Miscellaneous: At no time shall the contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Once a patient has been removed from the vehicle and properly secured with Emergency personnel, the running vehicle shall be removed from the Emergency Department exit door to prevent environmental hazards due to exhaust fumes. Contractor employee s hall always conduct themselves in a business-like manner while on VA premises and while transporting patients. When transporting patients to or from medical facilities, the driver, acting for the contractor shall ensure that the patient s luggage, medical records, medications, and prosthetics devices are properly accounted for and delivered with the patient as required. Contractor shall provide a Run Sheet as part of the patient s permanent record. This run sheet shall include a records of the patient s vital signs, medications used, oxygen use, patient s emotional attitude, and any changes in the patient s condition. The list stated here shall not be construed to be as all-inclusive; the contractor shall provide all pertinent information. Due to Kentucky Regulations regarding ambulance licensing, the contractor cannot guarantee pickups outside of Fayette County. When requested the contractor will work in good faith to accommodate the request. Long distance trips to be scheduled with a notification period of 24 hours for trips travel greater than 75 miles and 48 hours notice for trips traveling over 250 miles. Specialty care is defined as anything exceeding an ALS 2 level of care as defined by Medicare. Bariatric care is defined as any patient weighing over 350 lbs. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written modifications to the agreement by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. L. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source co...