V--AMBULANCE SERVICE

Lisa P. Nooner 4300 Duhme Road Madeira Beach, FL 33708 727 399- 3343 +1 (555) 000-0000 contact@example.gov Bay Pines VA Healthcare System The Department of Veterans Affairs, Bay Pines VA Healthcare System, 10,000 Bay Pines Blvd., seeks to solicit Ambulance services for a base plus two (2) option years contract for the following Request for Proposal (RFP) VA248-12-R-0611. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested. Interested parties may identify their experience in providing these services to complete the procurement via email to contact@example.gov or fax to +1 (555) 000-0000. This document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-43 effective July 23, 2010 and Veterans Affairs Acquisition Regulation Supplement (VAAR) current to January 7, 2010. The North American Industry Classification System (NAICS) Code for this acquisition is 621910, Size Standard: 500 Employees. This procurement is restricted to Service Disabled Veteran Owned Small Business (SDVOSB) and must be able to quote on all or none. This is a total set-aside Competition requirement; all qualified vendors that can provide the services described below are encouraged to submit a proposal. 1. A Base plus Two (2) Option Years contract for Ambulance services for Fort Myers, Naples, Port Charlotte and Sebring Community based Outpatient Clinics. 2. Ambulance transport for veterans eligible for beneficial travel being transported from the Ft Myers, Port Charlotte, Naples and Sebring clinics for admission to Bay Pines VAMC and for transfer from private hospitals to Bay Pines VAMC. PLEASE SEE STATE OF WORK BELOW DESCRIPTION/SPECS/WORK STATEMENT Contractor shall provide safe and comfortable ambulance transportation on an as needed basis, Monday through Friday, hours of operation 7 a.m. to 5 p.m. to and from locations as designated by the clinical and administrative staff in the Lee County Outpatient Clinic and the surrounding Community Based Outpatient Clinics (Port Charlotte, Sebring and Naples). The driver will sign-in at appropriate clinic areas upon arrival at destinations. Requests for services will be made either in writing or by telephone by persons designated in writing by the Chief, Health Administration Service. The Contractor will be provided with the patient's name, last four of social security number, pick-up and delivery points, appointment time, location, and vehicle requirements. Whenever possible, transportation requests will be made 24 hours in advance; however, contractor must be able to accept requests for same day service and to schedule them in a manner that meets the arrival time needs (usually within one hour of notification). Patients waiting return transportation will be picked up within one hour of telephonic notification. Drivers will identify patients being transported by use of log in/out sheets provided by the Government. The driver will be required to provide a trip ticket with the following information upon pickup and/or delivery of community nursing home patients to and from various clinic locations and/or Bay Pines VA Healthcare System: a. Patient's Name, Last four of Social Security Number b. Date and time of pickup and/or delivery c. Vehicle Identification Number d. Name of driver e. Contractor name and contract number f. Signature from sending unit and destination ensuring the patient arrived When conditions occur that are neither foreseeable and/or controllable by the contractor (such as 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 Beneficiary Travel Office. The Contracting Officer will make a determination as to whether such delays in service will be excused. The Contractor shall immediately report all medical incidents and accidents to the Contracting Officer's Technical Representative (COTR), including those where there is no apparent injury to the VA beneficiaries being transported. A written report from the driver documenting the facts of the incident/accident must be provided to the COTR within 24 hours of the occurrence. The written report will include the names, addresses, and telephone numbers of any witnesses as well as any applicable Police Reports. The driver shall immediately contact the Beneficiary Travel Office and its Dispatcher for patient disturbances. When necessary, the driver shall contact the Police Department for immediate assistance. Physical abuse of any VA Beneficiary could result in termination of this contract. The driver shall at no time deviate from the travel schedule for unauthorized stops for him/herself or for a VA Beneficiary. Deviation from the travel schedule for personal purposes could result in termination of this contract. Drivers transporting patients shall either wear uniforms or other forms of easily identifiable insignia which identifies the person as an employee of the contractor. Drivers shall maintain accepted standards of cleanliness and grooming and demonstrate courtesy to the patients being transported. Smoking is prohibited on vehicles while providing services under this contract. Contractor performance and relevant certifications shall be in conformance with the contract and all applicable Federal, State and local laws. TRIP RATE/MILEAGE RATE: For all one-way trips ordered under this solicitation, the Contractor shall receive the Trip Rate quoted above (the Trip Rate). The Trip Rate shall constitute full compensation for one-way trips which do not exceed 50 miles as defined herein. The Contractor shall also receive the mileage rate quoted above (the Mileage Rate) for any one-way trip which extends beyond 50 miles. The Mileage Rate is applicable only for mileage beyond 50 miles and in no event shall the Contractor receive reimbursement of the Mileage Rate for any mileage within the Trip Rate. Rates: a. One-Way Rates will apply to the loaded portion of all trips within 50 miles. This rate will also apply to trips outside of 50 miles. For these trips the mileage rate indicated in the Schedule as "one-way mileage rate "will also be paid for only those one-way miles outside of 50 miles. For example a trip from Bay Pines VA Healthcare System to a point 25 miles outside of the 50 mile area will be paid the One-Way Trip rate plus 25 times the unit rate for miles outside the city limit. b. Trip mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide. Waiting Time: For time lost in waiting at either end or both ends of a trip due to causes beyond his control, the contractor will be reimbursed at the rate of one-fourth the hourly rate indicated in the Schedule for each quarter-hour or fraction thereof in excess of one-quarter hour from the time he reports to the designated person. If the pickup is other than at the VAMC, the contractor will call the Bay Pines VA Healthcare System Supervisor, Travel Unit or Bay Pines VA Healthcare System Administrative Officer on Duty (AOD) as soon as he anticipates that a delay may develop for which he expects to claim reimbursement. This call is only for the purpose of verifying his arrival time at the pickup point and is not necessary if the contractor anticipates no delay for which he will claim reimbursement. Hours of Performance and Notification Ft. Myers Outpatient Clinic - Contractor shall provide patient transport services for VA beneficiaries as requested from 7 a.m. to 5 p.m., Monday thru Friday (excluding Federal holidays). If the contractor's place of business is located beyond the local telephone call zone of the VA locations, the contractor shall provide a toll free number for accepting VA calls or accept collect calls. It is estimated that 90% of all requests for service will be placed by telephone. Requests for service may also be in writing or oral from an authorized representative of the VA, and may be completed by telephone, facsimile, mail, e-mail, or in person. Electronic Transmissions: The contractor shall propose an electronic media, (e.g. facsimile, e-mail), available at all times during the contract period to communicate requirements such as patient incidents, requests for service, special correspondence, etc. with the VA. This electronic media cannot log or record patient information. Patient information must remain confidential and be safeguarded at all times. Use of this communication system will be mutually agreed upon after award but prior to contract performance. Contractor Personnel Roster: Within seven (7) calendar days after contract award, the contractor shall provide the following employee information: Name, Position, Title, and Work assignment area Thereafter, any personnel changes shall be submitted at least 15 days prior to making the changes. Contractor Personnel Qualifications: Contractor employees shall conduct themselves in a businesslike manner at all times while on VA premises. Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. Contractor shall submit certification of training pertinent in compliance with local, state, and federal regulations. During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated COTR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract. Contractor Equipment, Vehicles and Inspection: The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing medical transport vehicles. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor's use of equipment and vehicles, which are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA. Ambulance vans shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. In regards to licensure and registration, the Contractor shall be required to comply with all Federal, State and local specifications and regulations; refer to FAR 52.212-4(q). Such requirements will be enforced as part of contract administration. Although evidence is not required prior to award, compliance may be requested post award. Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications at all times during the performance of this contract. Vehicles will be cleaned and decontaminated as necessary during and after transportation of VA beneficiaries. At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process. Vehicle Requirements: Prior to performing any contract work, the contractor shall have each vehicle to be used on this contract inspected and approved by the VA. The contractor will be allowed ten calendar days from the notice to proceed to have the vehicles identified in the technical proposal inspected and ready for work. Additional vehicles may be used on the contract work only after the vehicle(s) has been inspected and approved by the VA. The VA will cooperate with the contractor to facilitate all inspections in a reasonable time as determined by the Contracting Officer. The Contracting officer or the COTR may authorize substitution of vehicles during the contract work in emergency situations without prior inspection as authorized. Ft. Myers OPC - The minimum need for the government is the availability of the contractor to be able to dispatch vehicles as needed Response Time: The contractor should respond to all request within 60 minutes of the call for transport. The Contractor shall provide non-emergency care vehicles which provide safe entry and egress for wheelchair bound and ambulatory patients. All vehicles used to service this contract will be radio dispatched, and equipped with operational heating and air conditioning systems to ensure as comfortable temperature ranges as possible while in transit and staging/loading. Vehicles must be equipped as required by all applicable Federal, State or local laws and provide for the safety and comfort of the VA patients being transported. Contractor Performance: In the event that the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the Beneficiary Travel Office and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be re-procured. The failure of the contractor to perform services within the required time frames and in accordance with terms and conditions may result in termination of the contract in accordance with FAR clause 52.212-4(m). Requests for Services: Prior to performance, the Contractor will be provided a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. In addition to the COTR, the Beneficiary Travel Office is designated by the Contracting Officer to order required services. Transportation services listed shall include bridge, tunnel or road toll charges. Contractor shall not bill the VA for any such separate charges. Should the VA make a determination that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, VA may notify the Contractor to cancel the order. For orders that are cancelled while the contractor is already in route to the designated pick-up, the contractor shall be entitled to receive 50% of the base rate for the trip, as provided in Schedule of Services. This charge shall not include any mileage charge. Should the Contractor arrive at the destination before VA cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, e.g., incorrect address, or patient absence, or patient refusal, then the Contractor shall receive 100% of base rate for a one-way trip as provided in the schedule. Auxiliary Services: Contractor shall transport patient luggage, medical records, medications, prosthetic devices and comfort items from pick-up points to destinations at no additional charge to the Government: The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary. The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary. Patient Rights: The Contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. 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 prosthetic devices are properly accounted for and delivered with the patient as required. The contractor shall notify the COTR, in writing within 24 hours of any complaints made by the patients with regards to the transport service. The contractor may provide recommendations for improved services along with the patient complaints for the VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer. The provision at FAR 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition along with additional addenda. A statement regarding the applicability of the provision at FAR 52.212-2, Evaluation -- Commercial Items, is not applicable to this sole source acquisition. Offeror is to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items. FAR clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. The FAR clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, also applies to this acquisition and the following clauses cited in the clause are applicable to this acquisition: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402), 52.219-28, Post Award Small Business Program Representation (June 2007) (15 U.S.C 632(a)(2)), 52.222-3, Convict Labor (June 2003) (E.O. 11755), 52.222-19, Child Labor--Cooperation with Authorities and Remedies (FEB 2008) (E.O. 13126), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246), 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212), 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793), 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212), 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) (E.O. 13201). 52.222-50, Combating Trafficking in Persons (Aug 2007) (Applies to all contracts). 52.223-15, Energy Efficiency in Energy-Consuming Products (DEC 2007)(42 U.S.C. 8259b), 52.225-3, Buy American Act--Free Trade Agreements-- Israeli Trade Act (Aug 2007) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, Pub. L 108-77, 108-78, 108-286, 109-53 and 109-169), 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006) (E.o.s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury), 52.225-4 Buy American Act-Free Trade Agreements-Israeli Trade Act Certificate. The FAR clause at 52.232-34, Payment by Electronic Funds Transfer - Other than Central Contractor Registration applies to this acquisition as well. The VAAR Clauses applicable to this acquisition are 852.203-70 Commercial Advertising, 852.233-70 Protest content/alternative dispute resolution, 852.233-71 Alternate protest procedure, 852.246-70 Guarantee, 852.246-71 Inspection, 852.252-70 Solicitation provisions or clauses incorporated by reference, 852.273-70 Late offers, 852.273-71 Alternative negotiation techniques, and 852.273-74 Award without exchanges. Information concerning clauses and provision incorporated by reference may be obtained at http://farsite.hill.af.mil. Quote is due by 4:00 pm EST on January 23, 2012. Proposals must be emailed to contact@example.gov. Contracting Office Address: Department of Veterans Affairs; Contracting Officer (248) Network Contracting Activity 8 4300 Duhme Road Madeira Beach FL, 33708 Place of Performance: VA Medical Hospital 10000 Bay Pines Blvd Bay Pines FL 33708 US Point of Contact(s): Lisa P. Nooner