Inactive

Ambulance Service for Chillicothe VAMC

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

Ambulance Service (Chillicothe)

Inactive Total Small Business Set-Aside (FAR 19.5)

PERFORMANCE WORK STATEMENT (PWS) Ambulance Service for Chillicothe VAMC 29 JUNE 2023 THIS IS NOT AN UNABRIDGED VERSION OF THE PWS 1. GENERAL. This is a non-personnel services contract in which the con... PERFORMANCE WORK STATEMENT (PWS) Ambulance Service for Chillicothe VAMC 29 JUNE 2023 THIS IS NOT AN UNABRIDGED VERSION OF THE PWS 1. GENERAL. This is a non-personnel services contract in which the contractor shall provide Advanced Life Support (ALS) and Basic Life Support (BLS) ambulance service for Chillicothe Veterans Administration Medical Center (VAMC) in Ohio. The government shall not exercise any supervision or control over the contract service providers performing the services herein. 1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide ambulance service for Chillicothe VAMC as established in this Performance Work Statement (PWS). The contractor shall adhere to Ohio Administrative Code (OAC), State Board of Emergency Medical, Fire, and Transportation Services and all applicable Federal, State and Local laws, rules, regulations and procedures as required to perform services under this contract. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified herein. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS in support of the following primary operating location: Chillicothe Veterans Affairs Medical Center (VAMC) 17273 State Route 104 Chillicothe, Ohio 45601 1.2 PERIOD OF PEFORMANCE. The periods of performance for base period and all option periods for this contract are summarized as follows: Base Year: 1 October 2023 30 April 2024 Option Year One (1): 1 May 2024 30 April 2025 Option Year Two (2): 1 May 2025 30 April 2026 Option Year Three (3): 1 May 2026 30 April 2027 Option Year Four (4): 1 May 2027 30 April 2028 1.3 GENERAL REQUIREMENTS C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Chillicothe VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Chillicothe VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Chillicothe VAMC. Chillicothe VAMC must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Chillicothe VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Chillicothe VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Chillicothe VAMC policy. The Contractor shall not create or maintain any records containing any non-public Chillicothe VAMC information that are not specifically tied to or authorized by the contract. The 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 from public disclosure by an exemption to the Freedom of Information Act. The Chillicothe VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Chillicothe VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Chillicothe VAMC provided records management training. The Contractor is responsible for confirming training has been completed according to Chillicothe VAMC policies, including initial training and any annual or refresher training. [Note: To the extent Chillicothe VAMC requires contractors to complete records management training, the Chillicothe VAMC must provide the training to the contractor.] D.  Flowdown of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. 1.3.4 Hours of Operation. The contractor shall provide all ALS and BLS ambulance service on a 24-hours per day and 365 days per year basis as required in accordance with the terms and conditions of this PWS and the contract. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential. 1.3.5 Place of Performance. The contractor shall furnish the vehicles necessary to provide full and complete coverage for pick-up and delivery of all Veteran patients requiring transport in accordance with the terms and conditions of this contract for the locations specified by the government. The contractor shall be responsible for providing patient pick-up and delivery as necessary from community hospitals and VA facilities within and outside the service area which may include personal residence of the patient and other locations and transportation across state lines as requested by the authorized government representative(s) designated in writing by the COR and/or CO in accordance with the procedures specified within this PWS. 1.3.6 Type of Contract and Task Orders. The government intends to award a single-award indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. The base and option periods (if any) specified in the SCHEDULE OF SERVICES - PRICE SCHEDULE shall be exercised at the discretion of the government through the issuance of a task order for the entire period of performance. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items). 4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: 4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract. 4.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow medical equipment from the Medical facilities. The contractor shall provide all drugs and 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 shall at no time and under any circumstances exchange supplies, equipment and/or medications with VA. The prices quoted in the SCHEDULE OF SERVICES PRICE SCHEDULE shall be inclusive of consumables used in transport. 5. REQUIREMENTS: 5.3.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the SCHEDULE OF SERVICES PRICE SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows: 5.3.2.1 All Inclusive Pricing | Fully Burdened. All patient transport rates established in the SCHEDULE OF SERVICES PRICE SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel or road toll charges. 5.3.2.2 Base Rate (One-Way). The BASE RATE (ONE-WAY) as established in the SCHEDULE OF SERVICES PRICE SCHEDULE is for authorized one-way patient transports with a point-to-point (one-way) travel distance radius of 20 miles or less from the designated VA Medical Center. The contractor is NOT authorized to invoice for MILEAGE RATE (ONE-WAY) in addition to the BASE RATE (ONE-WAY) for patient transports with a point-to-point (one-way) travel distance radius of 20 miles or less from the designated VA Medical Center. For patient transports with a point-to-point (one-way) travel distance radius which exceeds 20 miles from the designated VA Medical Center, the BASE RATE (ONE-WAY) plus MILEAGE RATE (ONE-WAY) may be authorized. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips. 5.3.2.3 Mileage Rate (One-Way). The MILEAGE RATE (ONE-WAY) as established in the SCHEDULE OF SERVICES PRICE SCHEDULE shall only be authorized for patient transports which exceed the BASE RATE (ONE-WAY) travel distance radius of 20 miles from the designated VA Medical Center. The contractor shall ensure that all invoices submitted with a point-to-point (one-way) travel distance radius which exceeds 20 miles from the designated VA Medical Center include the MILEAGE RATE (ONE-WAY) plus BASE RATE (ONE-WAY) which shall be calculated based on the total travel distance (one-way) minus 20 miles. The MILEAGE RATE (ONE-WAY) is not authorized for any patient transport that does not have a VA approved passenger onboard. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips. 5.3.2.4 Wait Time Rate (15-Minute Increments). The WAIT TIME RATE (15-MINUTE INCREMENTS) as established in the SCHEDULE OF SERVICES PRICE SCHEDULE and PERFORMANCE REQUIREMENTS SUMMARY (PRS) shall only be authorized for patient transports which exceed the wait time grace period specified in this PWS. The contractor shall ensure that all invoices submitted for WAIT TIME shall be in 15-minutes increments only after the 30-minute wait time grace period upon approval by the COR or authorized government representative designed in writing by the COR and/or CO in writing as specified in this PWS and in accordance with the terms and conditions established in the contract. 5.12 WAGE RATES AND SERVICES CONTRACT ACT. 5.12.1 Wage Rates. The Department of Labor has held that contractors must pay their employees the Service Contract Act wage while they are driving both to and from destinations for the VA. The contractor certifies that all employees performing services under this contract shall be paid at an hourly rate that is equal to or greater than current Department of Labor (DOL) Wage Determination for the labor category specified in the Performance Requirements Summary (PRS) of this PWS for the county in which the VA Medical Center being support for this contract resides within. The contractor shall provide verification of labor hour rate compliance for all employees as specified in the PRS of this PWS within 4 hours of any request by the Contracting Officer (CO). 5.12.2 Services Contract Act. The contractor shall ensure full compliance with all requirements of the Services Contract Act (SCA) during the performance of the resultant contract (if any) to include any task orders issued under the resultant contract. 6. APPLICABLE PUBLICATIONS, CERTIFICATIONS AND OTHER REQUIREMENTS. The contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies. The contractor shall adhere to Ohio Administrative Code (OAC) 4766, State Board of Emergency Medical, Fire, and Transportation Services and all applicable Federal, State and Local laws, rules, regulations and procedures as appropriate to include but not limited to the following: Ohio Administrative Code: http://codes.ohio.gov/oac/4766-2 EMS Ohio Emergency Medical Services: http://www.ems.ohio.gov/ https://www.ems.ohio.gov/medical-transportation.aspx http://www.ems.ohio.gov/critical.aspx#scope 7.2 Historical Peak Demand Estimated Workload Data: The following historical peak demand estimated workload data for the period specific is being provided as a general reference which may or may not be indicative of future peak demand workload requirements: ITEM # PEAK DEMAND DAYS (Mon, Tues, Wed, Thurs, Fri, Sat & Sun) PEAK DEMAND TIMES ESTIMATED QUANTITY 1 Monday AM 0800-EST to 1600-EST 10 Trips (One-Way) 2 Monday PM 1600-EST to 2200-EST 10 Trips (One-Way) 3 Tuesday AM 0800-EST to 1600-EST 8 Trips (One-Way) 4 Tuesday PM 1600-EST to 2200-EST 7 Trips (One-Way) 5 Wednesday AM 0800-EST to 1600-EST 22 Trips (One-Way) 6 Wednesday PM 1600-EST to 2200-EST 20 Trips (One-Way) 7 Thursday AM 0800-EST to 1600-EST 10 Trips (One-Way) 8 Thursday PM 1600-EST to 2200-EST 10 Trips (One-Way) 9 Friday AM 0800-EST to 1600-EST 20 Trips (One-Way) 10 Friday PM 1600-EST to 2200-EST 17 Trips (One-Way) 11 Saturday AM 0800-EST to 1600-EST 5 Trips (One-Way) 12 Saturday PM 1600-EST to 2200-EST 4 Trips (One-Way) 13 Sunday AM 0800-EST to 1600-EST 5 Trips (One-Way) 14 Sunday PM 1600-EST to 2200-EST 4 Trips (One-Way)