V--Non-emergency ambulance and wheelchair transport services for the Mobile, AL, Outpatient Clinic

The Gulf Coast Veterans Healthcare System (GCVHCS), Network Contracting Office (NCO) 16, Biloxi, MS, is issuing a combined synopsis / solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice in conjunction with procedures in FAR Part 13. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation is being issued. The solicitation number VA256-16-Q-0871 is issued as a Request for Quote (RFQ). This document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88 effective May 16, 2016. The NAICS code is 621910 and the Small Business Size Standard is $15.0 million. This requirement is for open and unrestricted and will be firm-fixed-price. The closing date for this notice is September 2, 2016 at 3:00 p.m. EST. The GCVHCS is seeking businesses capable of providing services for non-emergent ambulance transport services for the Mobile, Alabama Outpatient Clinic for the period of Oct 1, 2016 through September 30, 2017 with four (4) each 12-month option periods. The contractor must demonstrate with supporting documentation that they are capable of providing all management, tools, supplies, equipment, facilities, labor, transportation and all applicable licenses and permits necessary to provide non-emergent ambulance transport services in accordance with the VA requirements and any other applicable Federal, State, or Local Regulations, Laws, Ordinances, etc., for ambulance operations within the mileage threshold area. The mileage threshold for this requirement is defined as the area within the entire county lines of Baldwin, Clarke, Mobile and Washington counties of Alabama. The contractor shall be capable of providing all ALS and BLS ground ambulance transport services for Veteran beneficiaries 365 days a year, 24-hours a day. The contractor must be capable of being on-site at the designated pick-up point within 60 minutes of notification for transport services within the designated mileage threshold area. All responsible offerors are invited to submit an offer which shall be considered by the agency. It is the responsibility of the offerors to check the Federal Business Opportunities website periodically for information to include the day the offers are due and for any amendments/notices to the solicitation. At a minimum, offerors must have the following completed to be eligible for a government contract award. 1. Registered in the System for Award Management (SAM) database (https://www.sam.gov) Interested offerors are encouraged to please read over the entire solicitation and solicitation documents before referring questions to the Contracting Officer, Rene' Impey. Questions may be forwarded in writing by email to the Contract Specialist, Rene' Impey at contact@example.gov, or by facsimile at +1 (555) 000-0000, no later than August 31, 2016 by 3:00 p.m. EST. Please ensure that Solicitation No. VA256-16-Q-0871 is on all correspondence forwarded to Contracting. NO TELEPHONE REQUESTS OR INQUIRIES WILL BE ACCEPTED. An amendment will be prepared in response to all questions submitted. In order to be responsive, the firm must offer a quote on all items and total base year including all option years pricing as provided below. Base Year: 10/01/2016 - 9/30/2017 Option year 1: 10/01/2017 - 9/30/2018 Option year 2: 10/01/2018 - 9/30/2019 Option year 3: 10/01/2019 - 9/30/2020 Option year 4: 10/01/2020 - 9/30/2021 Base Year: 10/01/2016 - 9/30/2017 ITEM NO LOCATION QTY UNIT UNIT COST TOTAL 0001AA Mobile, AL - Provide Base Rate for Advanced Life Support (ALS) (one-way only) (includes Monitor/Defibrillator & Oxygen) 48 EA 0001AB Mobile, AL - Provide Base Rate for Basic Life Support (BLS) (one-way only) (includes Oxygen) 210 EA 0001AC Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Items AA and AB Above & AE Below (One-Way Only) 7000 Miles 0001AD Mobile, AL - Provide waiting time (in excess of 15 minute origin & destination grace period in 15 minute increments) 10 HR (Qtr) 0001AE Mobile, AL - Provide Specialty Care Transport 1 EA 0001AF Mobile, AL - Provide Wheelchair Transports (One-Way Only) 80 EA 0001AG Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Item AF above (One-Way Only) 250 Miles TOTAL BASE YEAR Option Year One: 10/01/2017 - 9/30/2018 ITEM NO LOCATION QTY UNIT UNIT COST TOTAL 1001AA Mobile, AL - Provide Base Rate for Advanced Life Support (ALS) (one-way only) (includes Monitor/Defibrillator & Oxygen) 48 EA 1001AB Mobile, AL - Provide Base Rate for Basic Life Support (BLS) (one-way only) (includes Oxygen) 210 EA 1001AC Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Items AA and AB Above & AE Below (One-Way Only) 7000 Miles 1001AD Mobile, AL - Provide waiting time (in excess of 15 minute origin & destination grace period in 15 minute increments) 20 HR (Qtr) 1001AE Mobile, AL - Provide Specialty Care Transport 1 EA 1001AF Mobile, AL - Provide Wheelchair Transports (One-Way Only) 80 EA 1001AG Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Item AF above (One-Way Only) 500 Miles TOTAL OPTION YEAR ONE Option Year Two: 10/01/2018 - 9/30/2019 ITEM NO LOCATION QTY UNIT UNIT COST TOTAL 2001AA Mobile, AL - Provide Base Rate for Advanced Life Support (ALS) (one-way only) (includes Monitor/Defibrillator & Oxygen) 48 EA 2001AB Mobile, AL - Provide Base Rate for Basic Life Support (BLS) (one-way only) (includes Oxygen) 210 EA 2001AC Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Items AA and AB Above & AE Below (One-Way Only) 7000 Miles 2001AD Mobile, AL - Provide waiting time (in excess of 15 minute origin & destination grace period in 15 minute increments) 20 HR (Qtr) 2001AE Mobile, AL - Provide Specialty Care Transport 1 EA 2001AF Mobile, AL - Provide Wheelchair Transports (One-Way Only) 80 EA 2001AG Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Item AF above (One-Way Only) 500 Miles TOTAL OPTION YEAR TWO Option Year Three: 10/01/2019 - 9/30/2020 ITEM NO LOCATION QTY UNIT UNIT COST TOTAL 3001AA Mobile, AL - Provide Base Rate for Advanced Life Support (ALS) (one-way only) (includes Monitor/Defibrillator & Oxygen) 48 EA 3001AB Mobile, AL - Provide Base Rate for Basic Life Support (BLS) (one-way only) (includes Oxygen) 210 EA 3001AC Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Items AA and AB Above & AE Below (One-Way Only) 7000 Miles 3001AD Mobile, AL - Provide waiting time (in excess of 15 minute origin & destination grace period in 15 minute increments) 40 HR (Qtr) 3001AE Mobile, AL - Provide Specialty Care Transport 1 EA 3001AF Mobile, AL - Provide Wheelchair Transports (One-Way Only) 80 EA 3001AG Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Item AF above (One-Way Only) 700 Miles TOTAL OPTION YEAR THREE Option Year Four: 10/01/2020 - 9/30/2021 ITEM NO LOCATION QTY UNIT UNIT COST TOTAL 4001AA Mobile, AL - Provide Base Rate for Advanced Life Support (ALS) (one-way only) (includes Monitor/Defibrillator & Oxygen) 48 EA 4001AB Mobile, AL - Provide Base Rate for Basic Life Support (BLS) (one-way only) (includes Oxygen) 210 EA 4001AC Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Items AA and AB Above & AE Below (One-Way Only) 7000 Miles 4001AD Mobile, AL - Provide waiting time (in excess of 15 minute origin & destination grace period in 15 minute increments) 20 HR (Qtr) 4001AE Mobile, AL - Provide Specialty Care Transport 1 EA 4001AF Mobile, AL - Provide Wheelchair Transports (One-Way Only) 80 EA 4001AG Mobile, AL - Provide Mileage Rate for each mile traveled outside the mileage threshold for Item AF above (One-Way Only) 500 Miles TOTAL OPTION YEAR FOUR SUMMARY OF PROPOSAL: Base Period: __________ 1st Option Period: __________ 2nd Option Period: __________ 3rd Option Period: __________ 4th Option Period: __________ Grand Total Amount: ___________ PERFORMANCE WORK STATEMENT The Gulf Coast Veterans Health Care System has a requirement for non-emergent ambulance transport services and wheelchair transport services for beneficiaries of the Gulf Coast Veterans Health Care System (GCVHCS [ herein referred as VA) Outpatient Clinic located in Mobile, Alabama. The Contractor shall provide all vehicles, personnel, management, supplies, transportation, equipment, reports, and anything else necessary to provide ground non-emergent ambulance transport services and wheelchair transport services as identified in the Schedule of Supplies/Services and the Performance Work Statement (PWS) in accordance with all terms, conditions, and provisions contained herein. The awarded contract shall cover a Base Period from October 1, 2016 (or date of award) through September 30, 2017, and four (4) 12-month Option Periods to be exercised at the government's discretion. The contractor's care shall cover the full range of paramedic and non-emergent ambulance transport services provided in the local community. Performance shall continuously be compliant with the requirements contained herein, and meet or exceed the standards of the Commission on Accreditation of Ambulance Services (CAAS) and Emergency Medical Services (EMS) of Alabama. 1. CONTRACT DEFINITIONS/ACRONYMS (a) Advanced Life Support (ALS) - ALS shall be provided by ambulance vehicles containing at a minimum an on-board Paramedic, cardiac monitoring, Advanced Cardiac Life Support (ACLS) drugs and procedures, advanced airway management and medication monitoring and administration. Ambulances for ALS services shall be staffed in accordance with current Alabama State laws and regulations governing the certification and licensure of private ambulances. (b) Administrative Contracting Officer (ACO) - An individual designated by the Contracting Officer for the medical facility, which is authorized to commit and obligate the government through the life of the contract, with consent from the Contracting Officer. (c) Administrative Officer of the Day (AOD) - VA official that works in the admissions area during evenings and nights and monitors hospital activities during other than normal working hours. This person acts as the hospital administrator during off-hours. (d) Base Rate - Base Rate is defined as the rate paid for one-way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action, with employees receiving at minimum the Department of Labor Service Contract Act wage rates (included in Section D - Contract Documents, Exhibits, or Attachments) during all phases of the trip made on behalf of the Government. The attached Service Contract Act wage rate determination will be updated each option year when/if new revisions are issued. The Base Rate shall constitute full compensation for one-way trips which do not exceed the "Mileage Threshold" as shown in the Schedule of Supplies/Services and Prices/Costs for the medical facility. (e) Basic Life Support (BLS) - BLS is defined as services required for non-critical patient care in which patient requires an ambulance, staffed in accordance with current Alabama State laws and regulations governing the certification and licensure of private ambulances. This ambulance at a minimum will be staffed with a vehicle operator and an Emergency Medical Technician (EMT). (f) Beneficiary - Veterans and other members determined to be eligible for benefits by the VA. (g) Business Hours/Days - Business hours/days are defined as the time of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays. Federal holidays include New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a Federal holiday. Off business hours/days are defined as all hours outside of business hours/days. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U. S. Government agencies. (h) Commission on Accreditation of Ambulance Services (CAAS) - The Commission on Accreditation of Ambulance Services (CAAS) was established to encourage and promote quality patient care in America's medical transportation system. CAAS is an independent Commission that established a comprehensive series of standards for the ambulance service industry. CAAS accreditation signifies that your service has met the "gold standard" determined by the ambulance industry to be essential in a modern emergency medical services provider. These standards often exceed those established by state or local regulation. The CAAS standards are designed to increase operational efficiency and clinical quality, while decreasing risk and liability to the organization. The process includes a comprehensive self-assessment and an independent external review of the EMS organization. This independent process provides verification to your Board of Directors, city council, medical community and others that quality care is provided to the community. All ambulance systems are eligible for the three-year accreditation including private, public, fire department and hospital-based. (i) Contracting Officer (CO) - VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team. (j) Contracting Officer's Representative (COR) - VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and are a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer. (k) Contractor - The term "Contractor" as used herein refers to both the prime Contractor and his/her employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract. (l) Dry Run - A dry run is defined as a request for service by authorized Medical Center personnel whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the Medical Center's needs. The Contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor (see Schedule of Supplies/Services and Prices/Costs for more details). (m) Joint Commission on Accreditation of Healthcare Organizations (JCAHO) - A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment. (n) Mileage Rate - Mileage rate for ambulance is the rate paid for each mile traveled beyond the specified Mileage Threshold for medical facility. This rate applies to one-way transportation only. In no event shall the Contractor receive this rate for miles traveled within the specified Mileage Threshold. (o) No-Patient Charge - Fee allowed to Contractor for scheduled pick-ups for which due to circumstances beyond the contractor's control (i.e. patient refuses pick-up, patient not home, patient not medically/mentally suitable for transport, etc.). This charge shall only be assessed on actual trips to the patient pick-up point and shall not be assessed on scheduled pick-ups that are cancelled in advance by the VA and/or the patient (see Schedule of Supplies/Services and Prices/Costs for additional information). (p) Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this contract. (q) Quality Assurance Evaluator(s) - Government personnel responsible for surveillance of Contractor performance. (r) Quality Assurance Surveillance Plan - An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance. (s) Quality Control - Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract. (t) Specialty Care Transport - Patients with aortic balloon pump systems or post cardiac cauterizations. (u) Scheduled Trip(s) - The term "Scheduled Trip" as used in this contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:30 p.m. the prior business day) of required services and a specific pick-up time. (v) Unscheduled Trips(s) - The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given. (w) Vehicle(s) - The term "Vehicle(s)" as used in this contract refers to ambulance transportation provided under the requirements of this contract. (x) Waiting - Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel for the Contractor to wait at designated pick-up and/or delivery points in performing contract services. (y) Waiting Grace Period - The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for ambulance services shall include a fifteen (15) minute waiting grace period at origin and at destination. 2. METRIC CONVERSIONS Any measurements stated in this specification or in any documents associated with the proposed contract as normally used inch-pound units can be converted to metric units provided they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376. Any measurements only given in inch-pound units are not meant to be restrictive. If the General Requirements require replacement of parts to be included as part of the contract and a product (part) is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request should be made to the Contracting Officer to determine if the product is acceptable. 3. GENDER For the purpose of equal rights, wherever the masculine gender (e.g. he) is used in this solicitation and the resulting contract, it shall be considered to include both masculine and feminine gender. 4. PERFORMANCE REQUIREMENTS SUMMARY Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. Performance Requirements Summary Matrix: The Government will use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). Task ID Indicator Standard Acceptable Quality Level Method of Surveillance Incentive General 1 Insurance Requirements (Special Contract Requirements Para. 1) Contractor shall maintain all required insurance. 100% 100% Inspection Positive Past Performance & Exercise of Option Period 2 Safety Requirements (Special Contract Requirements Para. 2) Contractor shall comply with all safety requirements. 100% Validated User/Customer Complaints Positive Past Performance & Exercise of Option Period 3 Contractor Employees & Personnel Qualifications (Special Contract Requirements Para.'s 6 & 7) Contractor shall furnish qualified personnel. 100% 100% Inspection Positive Past Performance & Exercise of Option Period 4 Contractor Equipment & Vehicles (Special Contract Requirements Para. 8) Contractor shall provide required equipment and vehicles. 98% Periodic Inspection Positive Past Performance & Exercise of Option Period 5 Ambulance Hours of Performance & Response Times (Special Contract Requirements Para. 14) Contractor shall provide required performance and response. 80% 100% Inspection Positive Past Performance & Exercise of Option Period General 6 Patient Rights (Special Contract Requirements Para. 19) Contractor shall be courteous to VA beneficiaries and shall not smoke. 98% Validated User/Customer Complaints Positive Past Performance & Exercise of Option Period General 7 Infection Control Procedures (Special Contract Requirements Para. 20) Contractor shall submit proof of required testing initially and then annually as required. 100% 100% Inspection Positive Past Performance & Exercise of Option Period General 8 Required Reports & Documentation (Special Contract Requirements Para. 21) Contractor shall provide required reports and documentation initially and as changes occur during contract period. 90% Periodic Inspection and Analysis of Contractor's Reports Positive Past Performance & Exercise of Option Period General 9 Quality Control Program (Special Contract Requirements Para. 22) Contractor shall establish and maintain a complete QCP. 90% Analysis of Contractor's Reports Positive Past Performance & Exercise of Option Period General 10 Customer Service (Special Contract Requirements Para. 23) Contractor employees shall conduct themselves in a businesslike manner. 98% Validated User/Customer Complaints Positive Past Performance & Exercise of Option Period General 11 Confidentiality of Patient Records (Special Contract Requirements Para. 24) Contractor is restricted from making disclosures of VA records except to the extent explicit disclosure authority from VA has been received. 100% Periodic Inspection and Analysis of Contractor's Reports Positive Past Performance & Exercise of Option Period General 12 HIPPA Compliance (Special Contract Requirements Para.'s 25 & 26) Contractor must comply with and adhere to all required Public Laws, Standards, etc. 100% Periodic Inspection and Analysis of Contractor's Reports Positive Past Performance & Exercise of Option Period General 13 Wheelchair Drivers (Special Contract Requirements Para. 30a) Contractor shall provide qualified drivers. 100% 100% Inspection Positive Past Performance & Exercise of Option Period General 14 Wheelchair Transport Vehicles (Special Contract Requirements Para. 30b) Contractor shall provide required vehicles to include required equipment. 98% Periodic Inspection Positive Past Performance & Exercise of Option Period General 15 Wheelchair Transport Response Times & Mileage and Hours of Performance (Special Contract Requirements Para.'s 30c & 30d) Contractor shall provide required performance and response. 80% 100% Inspection Positive Past Performance & Exercise of Option Period