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FedBizOppsSources Sought Notice*******CLASSIFICATION CODESUBJECTCONTRACTING OFFICE'S ZIP-CODESOLICITATION NUMBERRESPONSE DATE (MM-DD-YYYY)ARCHIVE DAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSSET-ASIDENAICS CODECONTRACTING OFFICE ADDRESSPOINT OF CONTACT(POC Information Automatically Filled from User Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAIL ADDRESSEMAIL DESCRIPTION ADDRESSPOSTAL CODECOUNTRYADDITIONAL INFORMATIONGENERAL INFORMATIONPLACE OF PERFORMANCE* = Required FieldFedBizOpps Sources Sought NoticeRev. March 2010VAMBULANCE TRANSPORT SERVICE37129VA249-16-N-060807-29-201660N621910Department of Veterans AffairsNetwork Contracting Office 91639 Medical Center ParkwaySuite 400Murfreesboro TN 37129Phon Phasavath1639 Medical Center Parkway Suite 400Murfreesboro TN 371291310 24th Ave southNashville TN 3721237212USAphon.phasavath1@phon.phasavath1@REQUEST FOR INFORMATION ONLYThis is a Request for Information only; it is not a request for quotations or offers. This procurement requirement is to determine whether any small business can provide can provide these services listed below: Network-9 Contracting Office on the behalf of the Nashville and Murfreesboro VA Medical Center, in Nashville and Murfreesboro, Tennessee, has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a Government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of Small Business (preferably Service-Disabled and/or Veteran-Owned Owned) entities within the Tennessee Valley Healthcare System’s Middle TN area.THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that Network-9 Contracting Office (NCO-9) will contract for the items contained in the RFI / Sources Sought Notice. This RFI/Sources Sought Notice is part of a Government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are consider as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government’s acquisition on a future solicitation. B.2 STATEMENT OF WORK1. GENERAL: A. Contractor shall furnish all labor, materials, insurance, licenses and equipment to provide safe and comfortable ambulance litter/stretcher transportation on an as-needed basis to beneficiaries of the Tennessee Valley Healthcare System (TVHS) Medical Centers at Nashville and Murfreesboro, TN and our associated Community Based Outpatient Clinics (CBOCs) in Tennessee and Kentucky. The vendor selected shall be ready to start on the day of award as a fully capable entity with all equipment required up and ready, with trained and certified personnel prepared to respond as directed by TVHS as what is expected. Services to be provided seven (7) days a week, as detailed further below, including holidays, to and from locations (i.e. clinics, ward locations, inpatient floors, ICU, patient homes, hospitals, pre-approved fee basis appointments) designated by the VA Medical Center (VAMC), Nashville or Murfreesboro Beneficiary Travel Office, in accordance with all terms, conditions, provisions and schedules set forth in this solicitation. Contractor shall assist the patient as needed to access the vehicle for transportation. This may include, but is not limited to bed to stretcher or stretcher to bed transfer when necessary. B. All healthcare facilities under the jurisdiction of TVHS, the Nashville VA Medical Center (1310 24th Avenue South, Nashville, TN 37212) and the Alvin C. York VA Medical Center (3400 Lebanon Pike, Murfreesboro, TN 37129) are included in this solicitation. As contracts expire and are awarded the CBOC’s include but is not limited to the following:Athens Outreach Clinic, 1320 Decatur Pike, Athens, TN 37303Bowling Green Outpatient Clinic, 600 US 31 West, Suite 12, Bowling Green, KY 42101Charlotte Avenue Outpatient Clinic, 1919 Charlotte Ave, Nashville, TN 37203Chattanooga Outpatient Clinic, 6098 Debra Road, Suite 5200, Chattanooga, TN 37411Clarksville Outpatient Clinic, 1832 Memorial Drive, Clarksville, TN 37043Cookeville Outpatient Clinic, 851 South Willow Ave, Cookeville, TN 38501Dover Outpatient Clinic, 1225 Spring St, Dover, TN 37058Harriman Outpatient Clinic, 2305 North Gateway Ave, Harriman, TN 37854Hopkinsville Outpatient Clinic, 1102 S Virginia Dr, Hopkinsville, KY 42240Maury County Outpatient Clinic, 833 Nashville Highway, Columbia, TN 38401McMinnville Outpatient Clinic, 1014 S Chancery St, McMinnville, TN 37110Meharry Outpatient Clinic, 1818 Albion St, Nashville, TN 37208Tullahoma Outpatient Clinic, 225 First Street, Arnold Air Force Base, TN 37389Athens Outpatient Clinic, C. There is POTENTIAL for either a single or multiple awards to be made on this contract. Awarded Contractor(s) must be able to meet the timeliness response requirements to and from the awarded location(s), with the majority of ambulance runs at the CBOCs being scheduled non-emergent transports from the residence or unscheduled emergent transports to TVHS or a local community hospital when medically indicated. Failure to be able to commence operations at contract commencement because of vehicle or personnel limitations will be grounds for default. This is a multiple award solicitation culminating in an Indefinite Delivery/Indefinite Quantity (IDIQ) Contract. Offerors are not required to place an offer for each Zone; however, if you are offering a base price for an individual Zone you must also provide option year pricing. Offerors do not have to submit a proposal for every Zone only those you desire to bid on. Zone 1 : Nashville and the Metro area and its associated CBOCs Charlotte Avenue Outpatient Clinic, 1919 Charlotte Ave, Nashville, TN 37203 Clarksville Outpatient Clinic, 1832 Memorial Drive, Clarksville, TN 37043 Cookeville Outpatient Clinic, 851 South Willow Ave, Cookeville, TN 38501 Dover Outpatient Clinic, 1225 Spring St, Dover, TN 37058 Meharry Outpatient Clinic, 1818 Albion St, Nashville, TN 37208Eight (8) Ambulances required if bidding on this zone only. Zone 2: Murfreesboro and the Metro area and its associated CBOCs Athens Outreach Clinic, 1320 Decatur Pike, Athens, TN 37303 Chattanooga Outpatient Clinic, 150 Debra Road, Suite 5200, Chattanooga, TN 37411 Maury County Outpatient Clinic, 833 Nashville Highway, Columbia, TN 38401 McMinnville Outpatient Clinic, 1014 S Chancery St, McMinnville, TN 37110 Harriman Outpatient Clinic, 2305 North Gateway Ave, Harriman, TN 37854 Tullahoma Outpatient Clinic, 225 First Street, Arnold Air Force Base, TN 37389Eight (8) Ambulances required if bidding on this zone only. Note: Total twelve (12) ambulances required to bid on both Zone 1 and 2.Zone 3: Bowling Green Outpatient Clinic, 600 US 31 West, Suite 12, Bowling Green, KY 42101 Hopkinsville Outpatient Clinic, 1102 S Virginia Dr, Hopkinsville, KY 42240 Four (4) Ambulance minimum required to bid on this zone alone.Note: If bidding on all three zones then (16) ambulances will be required. Offerors are encouraged to submit a bid by zone, or two zones or for all zones. The outlying CBOCs in different states require VA patients to be retrieved from their residence and transported to the local CBOC and possibly for further transfer to one of the TVHS Medical Centers located in ZONE 1 or 2 for further treatment as necessary and required. Offerors are expected to comply with all state rules and regulations and have proper licensing to conduct such transportation. D. Scheduled transportation, for the purpose of this contract, is defined as transportation arranged with the Contractor on the day prior to the date transportation is needed. Scheduled transportation requests will be either called in or faxed to the Contractor. E. Emergent unscheduled transportation, for the purpose of this contract, is defined as a medical emergency that requires ambulance transportation immediately, therefore being unable to be scheduled with the Contractor the day prior to transportation. Emergent unscheduled transportation shall be available at the pick-up location within 30 minutes from the time transport is requested. When calling in the run, the Travel Clerk or Administrator on Duty (AOD) will specifically state that the request is an emergent unscheduled transportation request. Under no circumstances shall the Contractor fail to meet the emergent unscheduled transportation timeliness requirement.F. Non-emergent unscheduled transportation, for the purpose of this contract, is defined as a non-emergent transportation request that was arranged without providing the Contractor with prior day notice. Non-emergent unscheduled transportation shall be at the pick-up location within 1 hour from the time the transport is called in, providing place of pick-up is within local mileage limits of either of the TVHS(s) or its CBOCs. For pick up locations outside the local mileage limits from either the Nashville or Murfreesboro VAMC or its CBOCs, transportation must dispatch to the pick-up location 30 minutes. If patient is to be picked up at or delivered to a CBOC, transportation must arrive during business hours of 8:00 a.m. to 4:30 p.m. G. The Local Mileage Limits (LML), for the purpose of this contract, is defined as mileage within a 40-mile radius in any direction, of the Nashville VA Medical Center, located at 1310 24th Avenue South, Nashville, TN and a 40-mile radius in any direction of the Alvin C. York VA Medical Center, located at 3400 Lebanon Pike, Murfreesboro, TN; or when transportation involves any of the CBOCs in Tennessee or Kentucky, as the pick-up or destination point, the LML is defined as mileage within a 40-mile radius in any direction of that VA CBOC. Any trip within the appropriate mile radius will be paid the applicable per trip rate. Any trip exceeding the mile radius will be paid the applicable per trip rate plus the mileage rate for any miles to the destination that exceeds the LML. The contractor will not be paid for the mileage traveled within the mile LML. Mileage will be based on the latest edition of readily available online commercial mileage calculator Bing () for online driving directions. No payment will be made for the contractor’s mileage to the pick-up location or return to dispatch station (without VA patient being transported).H. Contractor shall provide a dispatcher/supervisor who has no driving duties at all duty times. All materials and equipment required by the dispatcher to conduct the business of the contract will be provided by the Contractor. The dispatcher must be able to contact and communicate at all times with all staff engaged in patient transport. I. Requests for service will be made in writing or by telephone by the Contracting Officer's Representative (COR) or designee. Contractor will be provided with patient's pick-up and delivery points, appointment time and location, and vehicle requirements.J. To the extent possible, transportation requests will be scheduled; however, Contractor must be able to accept requests for same day service if the minimum number of required vehicles for the awarded area are not yet being utilized and shall schedule them in a manner that meets the arrival time needs. On scheduled transports, the Contractor shall arrive at the pick-up point on time and shall deliver the patient on-time for appointments.K. Contractor’s performance shall be in conformance with the contract and all applicable Federal, State and Local laws to include Department of Transportation 49 CFR Parts 27, 37, 38, 571, Transportation for Individuals with Disabilities, Americans with Disabilities Act (ADA) of 1990, Title III and VA standards. All regulations of the State Public Service Commission (PSC) (of which Contractor's facility is located) governing the control, operation of, and licensing of the transportation provider are incorporated herein by reference. All records submitted to and/or compiled by the PSC regarding inspections, safety, records and manifests, etc. may be reviewed prior to awarding a contract and on request throughout the contract term. L. Contractor shall provide ambulance service under this contract as set forth. This requirement is defined as in use or in route exclusively for Nashville or Murfreesboro VA Medical Center and CBOC patients under the jurisdiction of the TVHS. ALS is defined for the purpose of this contract as Advanced Cardiac Life Support Unit, which shall be equipped as noted. BLS is defined for the purpose of this contract as Basic Life Support Unit, which shall be equipped as noted.2. AMBULANCE SPECIFICATIONS:A. Twelve (12) vehicles shall be required for services within the Nashville and Murfreesboro VAMC metro service areas between the hours of 6:00 am and 6:00 pm, Monday through Friday to include all Federal Holidays. Six (6) vehicles shall be required for services within the Nashville and Murfreesboro metro service areas between the hours of 6:00 pm and 6:00 am, Monday through Friday to include all Federal Holidays and twenty-four (24) hours per day on weekends, to include all holidays. Six (6) vehicles shall be required for services at locations defined to be outside the Nashville and Murfreesboro metro service areas between the hours of 6:00 am and 6:00 pm, Monday through Friday to include all Federal Holidays. Two (2) vehicles shall be required for services at locations defined to be outside the Nashville and Murfreesboro metro service areas between the hours of 6:00 pm and 6:00 am, Monday through Friday to include all Federal Holidays and twenty-four (24) hours per day on weekends, to include all holidays. This vehicle requirement is defined as ambulances in use or in route exclusively for TVHS patients. B. After the minimum number of ambulances has been provided at one time, the Contractor has an option to provide additional vehicles at the contract rate. ?If the Contractor is unable to provide additional transportation, TVHS will contact a third party to obtain these services. ?The Contractor shall not be liable for any costs associated with the third party provider unless the Contractor failed to provide the minimum required vehicles in the time required. The contractor shall not subcontract any TVHS patient transports. C. Each ambulance shall have patient compartment facilities, oxygen and suction systems and environmental climatic supplies as required by Federal Specification for Ambulances, KKK-A-1822E dated June 01, 2002. All ambulances shall meet the standards of KKK-A-1822E dated June 01, 2002.D. Contractor shall ensure that all stretchers receive a quarterly safety inspection (See attached Ambulance Checklist) of all working parts including belts and straps. Contractor shall maintain records of safety inspections and shall provide copies of documentation, when requested by VA, to the TVHS COR for vehicles used in transporting TVHS patients. E. Ambulance proposed to be furnished under this contract shall meet the specification enumerated in KKK-A-1822E dated June 01, 2002 including but not limited to the following for adults:(1) IV supplies, including pumps – when required(2) Monitors, defibrillators, mounting brackets(3) First aid kit with Band-Aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape scissors, eye pads, ammonia inhalants, sterile gloves, etc. (4) Two-way radio or portable phone(5) Face masks/nasal cannula(6) Splints(7) Blood tubes(8) Oxygen. Expected to be needed on 25% of orders.F. The ambulance (emergency medical care vehicles) under the terms of this contract shall be licensed and meet the minimum vehicle requirements for basic life support as mandated by the Tennessee Department of Public Health and Department of Transportation pertaining to ambulance service.G. Federal specifications are mandatory as minimal requirements for such vehicles, but chassis or compartment modifications are permissible when they clearly exceed the minimal specifications.H. Each ambulance used to provide services under this contract shall be a Type I, Type II or Type III ambulance.I. The contractor shall only provide stretchers that have at least three functioning safety belts. TVHS reserves the right to refuse services from the contractor if the stretcher does not meet this minimum specification. TVHS will not incur any cost associated with the contractor providing inadequate or faulty equipment. All vehicles used in this contract shall:(1) Have functioning mechanisms, which ensure that all access doors are capable of being opened from the inside, and remain closed and secure during travel.(2) Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile.(3) Be equipped with operational air conditioning/heating systems. If the air conditioning system becomes inoperable or is unable to maintain temperatures between 68-79 degrees Fahrenheit in the patient compartment, the vehicle must be immediately pulled from service at the termination of the current trip and shall not be used again for service under this contract until the air conditioning/heating system has been repaired.(4) Have exterior free of grime, oil or other substances and free from cracks, breaks, dents and damaged paint that noticeably detracts from the overall appearance of the vehicle.(5) Be equipped with hubcaps or wheel covers and have all vehicle body molding in place, or if removed, holes must be filled and painted.(6) Have passenger compartment that shall be clean of dirt and free from torn upholstery or floor coverings, damaged or broken seats, protruding sharp edges and vermin or insects.(7) Have unobstructed vision on all sides.(8) Be equipped with an operable two-way mobile radio and/or cellular telephone communication system, which affords contact with the vehicle during all hours of operation. Beepers are not an acceptable substitute.(9) Meet all safety and mechanical standards established by State and Federal statutes and regulations.(10) Have windows and doors, which can be opened and closed in accordance with manufacturer standards.(11) Not have leaks of any kind.(12) Be equipped with a functioning horn.(13) Have operable seat belts on all seats.(14) Have fully charged, certified and non-expired fire extinguisher.(15) The Contractor shall provide the COR with a list of all vehicles to provide services under this contract, including vehicle identification numbers, and insurance certificates prior to initiating service. An updated list shall be provided upon request by the TVHS COR.(16) Violations to the above stipulations will result in payment for services rendered to be withheld by TVHS until an updated list is provided. All vehicles shall be made available for inspection at any time when ordered by the COR, at the VA's discretion. Any vehicle found not in conformity with the above standards or any vehicle receiving two or more complaints within a five-day period concerning cleanliness or other deficiencies shall be removed from service immediately until subsequent inspections verify correction of deficiencies. The VA 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.3. MISCELLANEOUS AMBULANCE SPECIFICATIONS:The Department of Veterans Affairs (VA) will not be responsible for providing items that normally would be used or required for comfort, safety, or necessity of the patients being transported. These items include but are not limited to wrist restraints, disposable gloves, large pampers, linens, blankets, bedpans, urinals, emesis basins, pillows, and all other items normally stocked in ambulances.4. ATTENDANTS:A. A record of each employee as to character, mental, and physical capabilities of performing the duties of an ambulance driver or attendant must be maintained and made available for inspection upon request. An additional record of each employee showing that the employee performing transportation service for or coming in contact with patients of TVHS is screened and found to be free of any infectious or communicable diseases on an annual basis. Qualifications of the attendants shall be submitted to the Contracting Officer prior to award. The COR reserves the right to obtain copies of all qualification records for TVHS local files. New driver records should be made available to the Contracting Officer and/or COR prior to commencement of the individual transporting VA patients.B. Contractor may allow, upon authorization from an authorized official of TVHS, a VA clinician, relative, or other appropriate person to accompany the veteran at no extra charge.C. Only contractor employees who meet the qualifications of Item 5 Emergency Medical Technician (EMT) and Item 6 Paramedics below shall be allowed to accompany the attendant/driver on trips provided for the TVHS.D. For airport trips, attendant shall remain with the patient until patient safely boards aircraft. It is estimated that 1 trip per quarter will be to an airport.E. Psychiatric patient transports require one medical attendant, not the driver, to be fully dedicated to patient care during the transport.5. EMERGENCY MEDICAL TECHNICIAN (EMT):Contractor Emergency Medical Technicians (EMTs) who perform emergency services on ambulances servicing the Nashville and Murfreesboro VAMCs and CBOCs shall have the qualifications:(1) EMTs must have completed training in accordance with the standards published by the Tennessee Department of Public Health, Department of Health and Human Services. Such training programs must be acceptable under the regulating requirements for local EMS Systems supported by DHHS under PL 93-154.(2) The “equivalent” training program successfully completed by the EMT must be submitted to the Contracting Officer for appropriate action/review with the bid proposal.(3) The EMT 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. Certificate shall be submitted with proposal.(4) The EMT must be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the Local or State government entity in which the service is rendered to veterans, but in no instance shall this be less frequently than every two years. Such “refresher” training must be equivalent of that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer when updated periodically as required by the governmental entity.6. PARAMEDICS:Paramedics providing emergency services on ambulances servicing the Nashville or Murfreesboro VAMCs and CBOCs shall have the following qualifications:(1) Complete training in accordance with the standards published by the Tennessee Department of Public Health to be licensed in the state of Tennessee. (2) The paramedic 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. Proof of such certification must be submitted to the Contracting Officer(3) The paramedic must be enrolled periodically in “refresher” continuing education, or advanced training programs as required by the local or state government entity in which the service is rendered to veterans, but in no instance shall this be less frequently than every three years. Such “refresher” training must be equivalent to that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer for appropriate action / review as required by governmental entity7. NUMBER OF PATIENTS:It is understood and agreed that only one (1) patient will be transported on a trip unless specifically authorized by the VA. If more than one (1) patient is authorized by the TVHS ordering official and is transported on a trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient. However, when travel beyond the local mileage limits is involved, the longest distance over which a patient is transported may be claimed when more than one patient is transported in a single ambulance concurrently. Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled shall result in the most economical charge to the government.8. ORDERS:A. Personnel authorized to order service will make unscheduled requests for service via telephone. Scheduled runs will be faxed and/or phoned in the day before the scheduled pick-up date. B. Orders, requests, or changes will only be made by an authorized party specified by the COR (Contracting Officer’s Representative) who is the Lead Claims Assistant, Business Office, TVHS. C. Contractor will be provided with patient’s pick-up and delivery points, appointment time and location, and vehicle requirements. Under no circumstances shall orders or changes be accepted by any other party. In addition, Contractor shall make no deviation and shall provide direction to its staff during transport to specified locations. D. A list of authorized ordering personnel will be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of the TVHS. The Contractor will be notified of such changes in writing as they occur.E. Verification and acknowledgment of prior day orders scheduled shall be made by Contractor between the hours of 8:30 a.m. and 9:30 a.m., Monday through Friday, excluding holidays, on the day the service is to be performed. Verification is to be made with the Travel Clerk. Travel Office shall be notified of any delays or cancellations.9. REPORTING (PICK-UP, DELIVERY, DEPARTURE):All drivers are required to report to the Travel Clerk or AOD on duty any time a pick-up, delivery, or departure is made at the medical center main campus. Drivers shall assist patients to/from vehicle as necessary.10.??RATES: A. For all one-way trips (within the local mileage limits) under the contract, the Contractor will receive the flat rate awarded for any trip within the local mileage limit.? The Contractor shall also receive the mileage charge awarded for any one-way trip in excess of the flat rate outside the local mileage limit.? In no event shall the Contractor receive reimbursement for the mileage charge for any mileage inside the local mileage limit of the TVHS or CBOCs.B. Payment for mileage travel beyond the local mileage limit will be limited to the distance, over which the patient is transported, using the shortest route and street address to street address. No mileage will be charged for any period of time when the patient is not being transported unless charging one way for a “dry run” as discussed below. C.? The Government will deduct from the Contractor's compensation for late pick-ups according to the following chart:?Minutes Late????????????????? Deduction30 to 60????????????????????? 25% of trip value*More than 60????????????? 50% of trip value**Trip value is the total of the basic trip plus any additional mileage (if applicable) for the scheduled trip.D.???The Government shall not pay for inbound services when the patient misses his/her appointment and/or must be rescheduled due to unexcused Contractor delay.E. The Government reserves the right to cancel any patient pick-up due to late response time at any time after the specified or latest pick-up time ordered.? Government may either reschedule the pick-up for another time or employ the services of another source, contracted or non-contracted, for same day service.? Contractor will be responsible for all additional costs incurred by the Government if another source is utilized.F. The Government reserves the right to cancel, change or substitute any patient pick-up. 11. DRY RUNS:A. For the purposes of this contract, dry runs are defined as trips made by the Contractor when the VA beneficiary is not available for pick-up. B. The Contractor will be reimbursed one way at the full contract amount for dry runs.? This charge will not be allowed if the trip is canceled by authorized VA personnel within one (1) hour before the scheduled pick-up time.12. WAITING TIME:A. For time lost in waiting on either end or both ends of a trip due to causes beyond the Contractor’s control such as but not limited to severe storms, flooding, hazardous road and travel conditions, the Contractor will be reimbursed at the rate of one-fourth the hourly rate quoted in their bid for each quarter-hour or fraction thereof in excess of one quarter-hour from the time reported to the Travel Clerk or AOD. B. The Contractor shall call the Travel Clerk or AOD on duty as soon as it is anticipated that a delay may develop for which they expect to claim reimbursement. This call is only for the purpose of verifying their arrival time at the pick-up point and is not necessary if the Contractor anticipates no time delay for which they will claim reimbursement. Only VA ordering officials may authorize waiting time. Unauthorized waiting time will not be reimbursed.C. All waiting time charges must be supported by notification to the Travel Clerk or AOD that the vehicle is in a waiting status. At this point, information concerning reason for wait must be provided, and documentation must accompany the invoice.13. RESPONSE TIME:A. If Contractor fails to furnish ambulance service within the specified delivery time for the order; the TVHS reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result there-from. Contractor shall provide signed written documentation with an explanation when contract services are unavailable. TVHS will issue Bill of Collections for any excess costs incurred when service must be obtained from another source. Failure to pay as charged within timeframes specified in the Bill of Collections will result in cost deduction from the next month’s invoice. B. TVHS will be the sole judge in determining when to order service from another source. However, the Contractor will not be required to furnish more ambulances at any given time than are contractually required for the awarded service area(s). When all contract vehicles are in use and the VA requires additional vehicles, the Contractor will be contacted first and has the option to provide additional vehicles at the contract price if an agreed upon time of pick-up can be found. In the event the patient is not picked up or delivered as scheduled or agreed to, TVHS will be allowed a late credit equal to the rate charged by Contractor in Item 10C.14. SCHEDULED PICK-UPS: Adherence to schedules is of the utmost importance. Contractor must pick-up the customer as near to the scheduled pick-up time as possible. If Contractor arrives earlier than the scheduled pickup, the driver must wait at the pick-up location until fifteen (15) minutes past the scheduled pick-up time before calling the dispatcher for instructions.15. TOLL CHARGES:A. It is agreed to and understood that the prices quoted in the schedules do not include any ferry, bridge, tunnel, or road charge. Any such legitimate toll charges incurred shall be limited to one way only and shall be listed separately on Contractor’s invoices.B. The Contractor is responsible for all expenses incurred from the services provided under this contract to include ferry, bridge, tunnel and toll road charges subject to reimbursement when invoiced as per Paragraph A above. Contractor shall be responsible for all county, city, local or state fees imposed on the Contractor during performance of this contract. 16. LINENS/MEDICAL EQUIPMENT:A. Contractor shall furnish all linen required for patient transport at no additional cost to the government. Linen shall not be exchanged with linen belonging to the Nashville or Murfreesboro VAMC or its CBOCs. B. Medical equipment, such as IV pumps, shall routinely be furnished by the Contractor. However, if TVHS agrees that its equipment (such as IV pump) can be used by the Contractor to expedite the patient's transfer, the Contractor shall return the equipment to TVHS as soon as possible and at no expense to TVHS. The Contractor shall not leave TVHS's equipment at another facility. 17. PATIENT TRANSPORTATION:A. The Contractor will check in with the Travel Clerk or AOD upon arrival and departure at TVHS. Patients receiving treatment in the outpatient clinics will be dropped off and picked up in their respective clinic areas. Patients being transported to TVHS for inpatient treatment will be presented to Admissions where further instruction on where the patient is to be taken will be provided. Patients will not be left at the Travel Department, Admissions desk, or with the AOD.B. Contractor shall not release the patient from his/her custody, unless custody is released to charge nurse on duty at the facility to which the patient is being transported, to a designated point of contact at the patient’s residence when ordered, or to the patient’s residence if patient lives alone, or if patient is to be moved. Contractor shall take every reasonable measure to assure the well-being of the patient at their destination and verify that the patient has all their personal belongings. In the event personal items are not delivered with the patient, contractor shall bring them to the patient immediately when found aboard the vehicle or requested by TVHS. 18. MEDICAL REPORTWhen a patient is delivered to a medical facility, the patient shall be delivered to personnel as explained above and a full medical report shall be made to the facility medical staff receiving the patient. Report shall be made about any changes in patient status during transport, whether Contractor’s oxygen, monitor or infusion pump was used, whether an IV was started, or any medical intervention was provided in route.19. EMERGENCIES:The contractor shall notify the Travel Clerk (or AOD during non-administrative hours) as soon as reasonably possible in the event of any patient emergency and patient transport to a community hospital vice the trip destination. Note instructions in paragraph 26, special requirements.20. TRAINING PROGRAM: The Contractor shall provide documentation of training on transporting and assisting disabled passengers for all personnel who will be assigned to perform any transportation for VA patients under this contract. Training should be in place covering Blood borne Pathogens, Age-Related Personal interactions and communication, and Body Mechanics. Copies of this documentation of training shall be submitted to and held by the VA Contracting Officer. 21. DRIVER LIST: Contractor shall provide the VA Contracting Officer a complete list of all drivers, utilized for this contract upon award of the contract. Updates must be submitted upon request by the VA Contracting Officer.22. DRIVER QUALIFICATIONS: A. A record of each employee as to character, qualifications and physical capabilities of performing the duties of ambulance care driver or attendant must be maintained and made available for inspection upon request. The Contracting Officer reserves the right to request qualifications prior to award.B. All drivers of said contractor SHALL possess a safe driving record and a valid state driver’s license. The Contractor shall ensure that all drivers providing services under this contract shall have less than five (5) current points on their driver’s license, none of which were assessed for “Reckless Driving” or “Driving under the Influence (DUI).” Contractor shall provide copies of driver licenses to the VA Contracting Officer or COR who may independently verify the driving record of drivers at any time. TVHS reserves the right to order the removal from service under this contract, any driver who violates the provisions of this section.23. DRIVER DUTIES:Contractor will ensure that its drivers shall:(1) Perform their duties with due regard for the safety, comfort and convenience of customers and their property.(2) Comply with all applicable Federal and State laws, regulations and licensing requirements, including drug testing.(3) Have and maintain a current Driver's License, valid in the State in which Contractor's facility is located, with less than five current points, none of which were assessed for "Reckless Driving” or “DUI." (4) Contact the Contractor's dispatcher before leaving the designated location without picking up the customer(s) and when encountering problems such as customer(s) not being ready, incorrect addresses, or medical emergencies. (5) Drivers shall be required to dress in a professional manner at all times when transporting VA patients and display approved name tag stating the driver's name and Contractor's company name.(6) No passengers other than the patient and/or their attendant shall be allowed in the vehicle during transport without approval by an authorized official of the TVHS. (7) Ensure smoking, eating and/or drinking in vehicles is not permitted by passengers or drivers.(8) Ensure that no playing of audio/visual equipment in vehicles shall be allowed without the approval of all customers aboard.(9) Ensure its personnel comply with 49 CFR (Code of Federal Regulations) Parts 40, 653 and 654 on Substance Abuse Prevention, which are respectively incorporated herein by reference and thus made part of this contract.24. DRIVER CONDUCT:A. The following acts are not permissible by drivers, which provide services under this contract or while on VA premises:(1) Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors' 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). (2) Gambling in any form. (3) Smoking and other uses of tobacco while on duty. (4) Carrying of pistols, firearms or concealed weapons. (5) Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. (6) Using unsanitary, offensive or insensitive practices or behavior. (7) Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. (8) Stopping for personal business while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Patient must be attended at all times by at least one contract staff member. (9) 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. (10) Soliciting or accepting tips from customers, companions or others at any time. (11) Use of loud music.25. COMMUNICATION SYSTEM: Contractor's Communication System shall consist of:(1) Telephone and Facsimile System. (2) Contractor shall make available sufficient telephone capacity to ensure immediate communication access between the TVHS Travel Offices and the Contractor's facility for the purposes of canceling trip requests as well as handling other emergencies.(3) The Contractor must be able to be contacted at all times when patient transporters are on duty for the TVHS.(4) The Contractor Administration must have telephone coverage to accept calls from TVHS COR during all federal regular business days from 8 am to 4:30 pm.(5) Contractor shall ensure the availability of mobile radio and/or cellular telephone communication with all vehicles providing transportation service at all times in the event of an emergency or to be able to be contacted in the event a change in the order is needed while transporting a VA patient.26. SPECIAL SPECIFICATIONS:A. When conditions, not foreseeable and/or controllable by the Contractor occur, such as but not limited to severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services shall be reported to the Travel Clerk or AOD. The COR will make a determination as to whether such delays in service will be excused.B. Contractor shall immediately report all medical incidents and accidents, which occur while transporting VA beneficiaries including those where there is no apparent injury to the patient. This notification shall be made within one (1) hour by telephone and followed up with a written report from the driver documenting the facts of the incident/accident provided to the COR within 24 hours of the occurrence. The written report shall include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. If the Contractor's place of business is located beyond the local telephone call zone of the VA Medical Center, the Contractor shall accept telephone orders for service on a collect basis or provide a 1-800 number. Any accident involving major damage, serious personal injury or loss of life shall be reported to the COR immediately. Records shall be kept for three (3) years for each accident a vehicle is involved in, including the repair work required to return the vehicle to service.C. The Contractor may have to complete additional written reports as required by TVHS to track patient safety issues or incidents. Failure to comply with this provision may be grounds for default.D. Regardless of the medical center's diversion status, if authorized TVHS staff pre-authorizes transport (i.e., from CBOC to TVHS), the Contractor shall bring the patient to the medical center as expected and ordered. Diversion status applies only to unauthorized trips. If the ambulance diverts the patient to a closer non-VA emergency room due to a patient's change in medical condition, the Contractor shall notify the Travel Clerk or AOD immediately and report the patient's condition, reason for medical diversion, and the patient's location. 27. Additional requiremeNtsA. Contractor shall transport patient luggage, medical records, medications, prosthetic devices, wheelchairs, litters, nutritional supplements, and comfort items from pick-up points to destination as needed by the patient or TVHS during the trip or as required by the ordering official.B. Contractor shall resolve patient complaints of damage to personal material. Contractor shall be responsible for repair replacement of patient personal property damaged while in the custody of the contractor until delivery and turnover of patient. C. Some patients will require that their scooters or oversized wheelchairs are transported. In the event the patient and their required equipment cannot be transported in the same ambulance due to space limitation, the contractor shall provide non-medical transportation for the item. This will be needed in 1% of the patient movements and additional transportation must be pre-approved by an authorized VA official. Cost of this additional vehicle should not exceed one half the cost of the ambulance transporting the patient.D. Transportation of significant others/caregivers will be arranged in advance with approval from the COR or an ordering official. 28. SERVICE DISRUPTION:A. Contractor shall report to the COR any and all vehicle breakdowns or other problems, which may cause service disruptions immediately. When a breakdown occurs, the Contractor shall provide a back-up vehicle to minimize any delay or inconvenience to the customer(s). If the Contractor is unable to provide support for the minimum number of vehicles as explained earlier in the Statement of Work, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result therefore as explained in number 13 Response Time above. B. The Contractor dispatcher and the Ordering Official will discuss at the time of the order any conflicting orders with the scheduled pick-up time to arrange an acceptable planned time.C. If the Contractor is aware of any delay in meeting a scheduled pick-up time, VA personnel shall be notified of the delay, the reason for the delay, and the estimated time of arrival.D. Contractor will keep the Travel Clerk or AOD knowledgeable as to when all vehicles are back in service. 29. PROVISION OF SERVICES: The Contractor shall be required to maintain 95% on-time performance on a daily basis. Trips will be considered "on-time" as long as they arrive at the destination on or before the scheduled arrival time.30. INSPECTION PRIOR TO AWARD: The right is reserved to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any offeror and to reject any offer, irrespective of price. TVHS reserves the right to inspect all ambulance vehicles prior to award. If any ambulance equipment is added after inspection, subsequent to award of contract, it shall be inspected and approved by the Contracting Officer before being placed in use under this contract.31. COMPLAINTS AGAINST DRIVERS: Complaints against drivers' behavior or courtesy will be taken by TVHS and may result in requiring Contractor to remove offending driver(s) from the provisions of contracted services. Drivers who accumulate five (5) unrelated, substantiated complaints in a 12-month period shall be prohibited from providing any further services under this contract. If a complaint is of a severe nature, the COR has the right to prohibit driver from performing service under the contract.32. COMPLAINT HANDLING: A. The COR will monitor the service provided. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the COR. B. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. The COR may forward all complaints to the Contracting Officer for appropriate follow-up and documentation to be completed by the Contractor as the COR deems necessary.?C. After investigation and disposition, Contractor shall respond to the Contracting Officer within five (5) working days after receipt by the Contractor.33. CUSTOMER SERVICE and SATISFACTION MONITORING:A. The COR may require customer service surveys to be distributed by the Contractor to patients being transported and for turn in directly to the Travel Office to monitor Customer Service and Satisfaction and to obtain information beneficial in processes or service improvement. The Contractor is prohibited from campaigning for positive reports from the patients being serviced. Any positive reports will be earned through appropriately good and proper service rendered. The Contractor will make recommendations to the COR of any initiatives desired to improve or ensure positive outcomes for the patients. B. Contractor will be subject to unannounced VA staff accompanying a patient transport to evaluate driver practices to assess the safety of patients being transported.C. Contractor shall be responsible for documenting customer complaints and other relevant comments and forwarding these to the VA Contracting Officer or COR within one (1) calendar day of receipt of complaint.34. CHANGES TO CONTRACT: A. The Contracting Officer is responsible for the administration of this contract. The Contracting Officer is the only individual authorized, to the extent indicated in this contract, to take action on behalf of the Government, which may result in changes in the contract terms, to include deviations from the statement of work, details, and performance schedules.B. Communications pertaining to contractual matters shall be address to the Contracting Officer. No changes in or deviation from the scope of work shall be effected without a written modification to the contract executed by the Contracting Officer. No oral statements of any person whosoever shall in any matter or degree, modify or otherwise affect the terms of this contract.C. The Contracting Officer does, however, reserve the right to designate one or more representatives to act in a capacity of furnishing technical guidance and advice, or generally supervise the work to be performed under this contract. A Copy of the Contracting Officer Representative (COR) designation shall be furnished to the Contractor.35. MISCELLANEOUS:At no time will Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Contractor employees shall conduct themselves in a businesslike manner at all times while on VA premises. When transporting patients to or from TVHS or its CBOCs, the Driver, acting for the Contractor, will ensure that the patient’s luggage and medical records (when appropriate) is properly accounted for and delivered with the patient. 36. PAYMENT:A. Invoices shall be submitted bi-monthly, in arrears, listing each trip authorized for transport for the previous period using the on-line federal invoicing process. Attached to the bi-monthly invoice shall be the mileage lookup for those outside the LML (as appropriate) for each patient's trip. B. The monthly invoice shall contain at least the following information: (1) Contract number (2) List of each patient transported with Name and last 4 of SSN (3) Date and cost of each one-way trip (4) Charge for each patient will be broken down into trip rate; number of miles and mileage cost, if outside Local mileage limit; and billing amount for other charges not included in trip rate (i.e. oxygen or waiting time, etc) (5) Pick-up location and time of pick-up (6) Destination location and time of delivery (7) Documentation of circumstances when billing for attempted pick-ups that could not be completed and/or waiting time.C. A copy of the bi-monthly Invoice with the mileage lookup (Bing) for authorized trips shall be sent to the address listed below for review and reconciliation for payment: VA Medical Center Attn: Beneficiary Travel (136T) 3400 Lebanon Pike Murfreesboro, TN 37129D. Unauthorized transportation shall be submitted for consideration on an individual itemized CMS 1500 or UB 92, and must include ambulance run sheets. E. Payment on authorized trips will be made bi- monthly in arrears and shall be processed in accordance with the Prompt Payment Act.F. VA payment is payment in full and Contractor shall not bill veteran nor 3rd party insurance for any trip paid by VA.37. SERVICES:The Contractor agrees to provide all services specified in this contract for any person determined eligible by the VA regardless of race, creed, color or national origin of the person for whom such services are ordered. In addition, the Contractor warrants that subcontracting will not be resorted to as a means of circumventing this provision. 38. CONTRACTOR FURNISHED SERVICES, PROCEDURES, FORMS & REPORTS:The following shall be provided prior to commencement of work under this contract, and upon any change thereof during the performance of the contract.(1) List of all vehicles (new vehicles must be reported before using),(2) Inspection report of all vehicles,(3) Drivers licenses, DOT permits and other licenses,(4) Education and training records of personnel, oriented and ongoing, and(5) List of all drivers (new/relief drivers must be reported and meet all requirements before transporting any VA patients).39. CONTRACTING OFFICER'S REPRESENTATIVE: The COR will be responsible for monitoring the performance of this contract. Furnish emergent and scheduled ambulance transportation services (ALS and BLS) for beneficiaries of the Nashville and Murfreesboro VAMC and its CBOCs for one year with two (2) option years for possible renewals. ................
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