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Sources Sought The Southern Oregon Rehabilitation Center and Clinics (SORCC) is issuing this Sources Sought to conduct market research to identify parties having an interest in, and the resources to, ... Sources Sought The Southern Oregon Rehabilitation Center and Clinics (SORCC) is issuing this Sources Sought to conduct market research to identify parties having an interest in, and the resources to, support a requirement for Ambulatory Transportation Services for the SORCC. The purpose of this Sources Sought Announcement is for market research only, to make appropriate acquisition decisions and to gain knowledge of potential qualified sources for Ambulance Services. This is not a request for quotations. STATEMENT OF WORK CONTRACT PURPOSE: This statement of work defines services to be contracted to provide emergent transportation via Ground Ambulance for Veterans To/From VA Southern Oregon Rehabilitation Center & Clinics (VASORCC) A. DEFINITION: ALS: Advance Life Support. AMBULANCE: Vehicles for emergency medical care which provide a driver compartment and a patient compartment that will accommodate an Emergency Medical Technician (EMT), Paramedic (or RN as needed) and two litter patients, so positioned that at least one patient can be given intensive line support during transit; equipment and supplies for emergency care at the scene as well as during transport, and two-way radio communication and equipment for light rescue procedures. The ambulance is designed and constructed to afford relative safety and comfort and to avoid aggravation of the patient s condition. AOD: Administrative Officer of the Day. This employee is administrative offer in charge during other than normal business hours. BLS: Basic Life Support BLS/With Lift for Power Wheelchair: Basic Life Support with wheelchair lift and lock downs to transport power wheelchair and stretcher patient. CCT: Critical Care Transport CO / Contracting Officer: The person executing this contract on behalf of the Government and the only person authorized to make changes to the contract. COR / Contracting Officer s Representative: Person or persons authorized to act for the Contracting Officer within the limits of his / her authority. CHIEF, Business Office: Person or persons authorized to act for the Contracting Officer within the limits of his / her authority in the absence of a COR. FACILITIES OUTSIDE LOCAL AREA: Roseburg VA Medical Center, San Francisco VA Medical Center, Portland VA Medical Center, Spokane VA Medical Center, Sacramento VA Medical Center, Puget Sound VA Medical Center, & Seattle VA Medical Center. FEDERAL HOLIDAYS: New Year s Day, Martin Luther King Jr. Birthday, President Washington s Birthday, Memorial Day, Juneteenth, Independence Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day. Any day determined by the President of the United States to be a Federal Holiday. LOCAL AREA: Within Fifty (50) mile radius of VA SORCC. LOCAL FACILITIES: Facilities are defined as VA SORCC, Ashland Community Hospital, Rogue Valley Medical Center, and Providence Medford Medical Center. NORMAL BUSINESS HOURS: Normal business hours are defined as Monday thru Friday, 8:00 a.m. to 4:30 p.m. local time. PSA/HSA: Patient service Assistant. This term may include Health Service Assistants. TRIP: A trip is defined as the distance, ONE WAY ONLY, over which a beneficiary will be transported. For all one-way trips ordered under this contract, the Contractor shall receive the base rate quoted under the BASE RATE. The BASE RATE shall constitute full compensation for ONE-WAY trips, which do not exceed the mileage threshold defined herein. The Contractor shall also receive the mileage charge quoted under the Mileage RATE for any one-way trip in excess of the mileage threshold. The latest edition of the Rand McNally Standard Mileage Chart shall determine the trip mileage. VASORCC / VA Southern Oregon Rehabilitation Center & Clinics: 8495 Crater Lake Highway, White City, Oregon 97503. B. VEHICLES: The demand for the ambulance is estimated to require a minimum of one (1), but not more than three (3) such vehicles at any one time. The Contractor shall make available not less than one (1) at any time in performance of this contract. In principle, the specialty ambulance will include, but not be limited to: Basic Life Support and Advance Cardiac Life Support, both as defined by the American Heart Association (AMA). *Management of the airway and maintenance of effective respiratory exchange, to include placement of oral airways and endotracheal intubations. Monitoring of vital, neurological, and electrocardiographic signs, including intake and output. Administration of intravenous (IV) fluids, including the management of existing lines and the placement of peripheral and central venous lines Administration of oral, intramuscular, or IV medications *Items provided per a physician s orders The above specified number is based on an estimate of an average minimum needed for trips to various locations at any one time and is not to be construed as either a commitment to order such number or limiting the number of vehicles which may actually be required. The ambulances used under the terms of this contract will be licensed and meet the minimum vehicle requirements as mandated by Federal specifications KKK-A-1822E and should be kept sanitary and in working order: Minimum requirements are: Basic Life Support (BLS) Ambulance Staffed by two Oregon State Certified Emergency Medical Technicians (EMTs). EMT s certified to use cardiac defibrillators, perform emergency pharyngeal-tracheal lumen intubations All ambulances are equipped in accordance with Department of Health BLS requirements. Emergency care and transportation for the sick and injured, non-life-threatened patient. Performance of extrication and stabilization, administration of oxygen therapy Monitoring of previously established non-medicated IV lines (lactate hangers, D5W, saline, etc.) Transport of medical IV only in on locked out pump, CAD or PCA pump, NOT POTASSIUM CHLORIDE. Basic Life Support (BLS) Ambulance with Power Wheelchair Lift and Lockdown Staffed by two Oregon State Certified EMTs EMTs certified to use cardiac defibrillators, perform emergency pharyngeal-tracheal lumen intubations All ambulances are equipped and licensed in excess of Department of Health BLS requirements. Emergency care and transportation for the sick and injured, non-life-threatened patient. Performance of extrication and stabilization, administration of oxygen therapy Monitoring of previously established non-medicated IV lines (lactate hangers, D5W, saline, etc.) Transport of medical IV only in on locked out pump, CAD or PCA pump, NOT POTASSIUM CHLORIDE. Wheelchair lift and lockdowns Advanced Life Support (ALS) Ambulance Staffed by Oregon State Certified Paramedic and EMT Paramedics certified in Advanced Cardiac Life Support (ACLS) Certified to perform medical treatment as authorized by respective county protocol for pre-hospital ALS service All ambulances are equipped and in accordance with Department of Health ALS requirements. Critical Care Transport (CCT) Ambulance Staffed by licensed Oregon State Registered Nurse or Oregon State Certified Paramedic and EMT. Nurses have current Emergency Department and/or Critical Care Unit experience Nurses and Paramedics certified in CCT Inverters allow transport of complex hospital monitoring and/or life support equipment. All ambulances equipped and in accordance with Department of Health CCT requirements. Written policies regarding the vehicles that will be used during the term of this contract should include the type of vehicle, length of service, records of preventative maintenance and repairs, metering devices for calculating mileage and any other information outlining the capability of the vehicle. Contractor bears responsibility for the negligent actions and/or omissions of its trustees, officers, and employees and for any and all claim damages, losses, liabilities, expenses and actions relating to or arising from alleged inappropriate patient treatment by the Contractor and its employees. Each ambulance will have patient compartment facilities, oxygen and suction systems and equipment, environmental climatic equipment, communications and additional systems equipment, accessories and supplies as required to perform this contract. C. REPORTING REQUIREMENTS: All patients being transported to a VA facility are considered emergent cases until determined otherwise by the appropriate VA staff of the Emergency Room or Critical Care Unit of the receiving facility. A communication system will be used at all times to alert appropriate staff of the receiving activity and provide initial information as to the patient s name, the presenting problem, present status and the expected time of arrival. A written report will be submitted by the ambulance personnel to the VA personnel immediately upon arrival at the VA facility. The written report will provide the following information to the maximum extent such information is available. Patient s full name Time picked up Where picked up Origin of call Presenting problem Immediate First Aid Measures (bandages, oxygen, restraints, etc.) State of consciousness Blood pressure Pulse Respiration Any other noted symptoms or pertinent information, including a list of any medications taken. If the patient was initially treated by a Fire Department Aid Care, their report will be submitted together with the above required report. The fact that a patient was initially treated by their Fire Department Aid Car will in no way relieve the transportation personnel from filing their account of any change in the patient s condition while in route. If there has been no change, the EMT s report will be submitted noting such information. A similar written report to that above will be required upon any prearranged transportation of any critically ill patients who are to directly to inpatient admitting. The contractor shall transport more than one VA beneficiary on a single trip when requested by the VA. When more than one beneficiary is transported to and/or from the same locations or if a VA passenger is picked up en route to a destination point, the rate shall be charged as one (1) single transport per mile with a charge for each additional passenger(s). The contractor shall utilize the shortest possible routes when transporting VA beneficiaries to and from the required locations to ensure the total miles traveled will result in the most economical charge to the Government. The use of alternate routes may be authorized in the event of unusual circumstances or reasons beyond the contractor s control. Mileage submitted based on the use of alternate routes will be authorized on case by-case bases by the individuals designated by the Chief, Business Office. The contractor shall allow a relative attendant of the VA beneficiary to accompany him/her when authorized by the individuals designated by the Chief, Business Office at no additional charge to the government. The contractor shall have available for the review of the Chief, Business Office the daily logs that include the names of each VA beneficiary, date, transportation with or without additional attendant, mileage, pick up and destination points, applicable wait times, applicable wheelchair lift assistance, additional passengers etc. for each trip. The daily logs shall be maintained on a spreadsheet. The VA reserve the right to verify information submitted for accuracy. Mileage is subject to verification by the latest edition of the Rand McNally Standard Mileage Chart shall determine the trip mileage. D. NUMBER OF PATIENTS: Only one patient will be transported on a trip unless specifically authorized and requested by VA SORCC. The authorized official who is requesting ambulance services, may in the best interest of the patient, pre-authorize a relative, VA Registered Nurse, or physician to accompany the patient. E. STAIRS: There will be no extra charge for removing or loading patients from trains, airplanes, and other structures where it is necessary to us a flight of stairs. F. WAITING TIME: Waiting time will not apply to that reasonable time required for loading and unloading. For time lost at either or both ends due to causes beyond his/her control, the Contractor will be reimbursed for one-fourth the hourly rate for each quarter hour, or a fraction thereof in excess of the first 30 minutes from the time he/she reports arrival. As soon as a delay is anticipated, the Contractor will contact the transportation office during normal working hours. During irregular duty hours the Contractor will contact the AOD. G. RATE: For all one-way trips ordered under this contract, the Contractor shall receive the base rate quoted under the BASE RATE. The BASE RATE shall constitute full compensation for ONE-WAY trips, which do not exceed the mileage threshold defined herein. The Contractor shall also receive the mileage charge quoted under the Mileage RATE for any one-way trip in excess of the mileage threshold. H. ORDERS: Authorized SORCC personnel will place telephone requests (orders) for contract services only with the Contractor s dispatch office. The request for services shall specify the originating point and final destination. Only such travel is authorized, and any costs incurred for unauthorized travel, stops, waiting time, etc.; will be the responsibility of the Contractor. The contractor is cautioned that performance of a trip or substitution of type of vehicle at the request of others, without approval of appropriate authorized personnel, may be deemed as unauthorized travel for with the Contractor may bear the risk of non-reimbursement. Authorized SORCC personnel are: Travel Clerks VIRS Coordinators/UR Nurses Administrative Officer of the Day (AOD) Purchased Care Manager or designee For prescheduled pickups, the Contractor will be required to furnish the ambulance service within ten (10) minutes of the prearranged time. For unscheduled non-emergent pickups, the Contractor will be required to respond and dispatch a vehicle to the point of patient pick-up within 30 minutes after the receipt of telephone order or as agreed between the contractor and the authorized VA SORCC requestor. If the contractor fails to furnish the services within the time specified, a penalty of twice the wait-time rate, to be computed in quarter hour increments, will be assessed. If the Contractor identifies they cannot furnish the services within the time specified, the Government reserves the right to obtain the necessary services from another source and charge the Contractor for any excess costs which may result. The Government will be the sole judge in determining when to order services from a different source; however, in no instance will the Contractor be required to furnish more than the number of ambulances and/or specialty ambulances he/she has agreed to furnish in the performance of this contract in accordance with other provisions set forth herein. Emergent pickups should be responded to immediately. In the event of a NO-SHOW or any other cause without fault or negligence on the part of the Contractor, which results in no patient being transported, equitable reimbursement will be made as follows. Minimum payment of Base Fee (response and dispatch of vehicle). As applicable, mileage outside city limits and toll charges including waiting time one way only I: PERSONNEL: The Contractor shall ensure that the following requirements are met: Ensure and certify that personnel performing the services required under this contract are properly licensed and fully trained in the use of the vehicle and equipment that will used in the performance of this contract. Ensure that the vehicle is operated with sufficient personnel for adequate patient care at least one of who shall be in EMT. Records shall be maintained of each employee as to character, training, qualifications, and physical capabilities of performing the duties of an ambulance driver and/or attendant. Records shall be made available to VA SORCC for inspection upon request. EMTs shall have the responsibility for both the operation of the vehicle and for the care of the patients before they are placed aboard the vehicle and during transit. The EMT shall be responsible for the care of the patient until such time as the patient is transferred to appropriate medical staff at destination. If there are two or more EMT s operating the ambulance, a non-driving EMT shall be in command of the vehicle. The EMT in command of the vehicle shall be in the patient compartment and in attendance to the patient. EMT s providing emergency services under this contract must have the following qualifications: Have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum curriculum of 81 hours of equivalent training including an in-hospital training period. Such training programs must also be acceptable under the regulating requirements for local EMS systems. 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. Must be enrolled periodically in refresher continuing education, or advanced training programs as required by the local or state government entity in which the services is rendered to veterans, but in no instance shall this be less frequently than every two (2) years. Such refresher training must be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. Completion of such refresher training shall be maintained and provided upon request. Non-emergency attendant/driver. Drivers providing service under the contract shall have a valid ambulance personnel license with a driver designation as required by Federal State and local law. Contractor shall be responsible for assuring that its drivers are knowledgeable and competent in emergency vehicle operations and thoroughly familiar with the vehicles assigned. Contract prices include services of non-emergency medical attendant/driver. Attendant/driver must have techniques (CPR) of the American Red Cross or other equivalent, be able to safely use all associated equipment such as lifts and fire extinguishers; and been fully briefed and trained in passenger assistance techniques. Proof in the form of a current certificate that first aid training has been successfully completed must be available upon request. Background Criminal Checks and Investigations are required. State background reports must be provided upon request at the expense of the contractor. J: PERFORMANCE STANDARDS: The contractor is expected to meet all of the requirements of this contract at all times. Due to the nature of this requirement, if the services are not performed in a timely and professional manner patient health and safety may be compromised. The last month of each contract year the Contracting Officer will review contract compliance reports submitted by the COR. When total compliance falls to 98% or below, an amount equaling 1% of the expenditures for the contract year will be deducted from that month s payment. Amounts deducted from billing may be reduced by the Contracting Officer upon submission of mitigating evidence by the Contractor. K: PERFORMANCE SURVEILLANCE PLAN/MONITORING PROCEDURES: The Quality Assurance Surveillance Plan (QASP) is designed to monitor contract compliance. The COR will implement the plan to provide effective and systematic surveillance of all aspects of this contract. The surveillance plan will employ various monitoring methods, specifically, complaints and timeliness. Periodic inspection: The contractor s facility, methodologies, and quality control procedures may be examined by the COR at any time during the life of the contract. Examination may be either scheduled or random findings documented by the COR or authorized designee DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.