V--Ambulance Services

Questions and answered submitted by a contractor. QUESTION: We downloaded two forms from the federal business opportunities website in regards to this solicitation. They are referenced as: VA-541-06-RP-0029 SCHEDULE B OCT 2.DOC and VA-541-06-RP-0029 VA-541-06-RP-0029.DOC . They appear very similar in nature. Do we complete and submit each? And, what forms are required of us for consideration? ANSWER: Fill-in Schedule B in file VA-541-06-PR-0029 SCHEDULE B OCT2.DOC only. QUESTION: We are intending to submit a proposal for specific zones of coverage as opposed to all eight zones. With that in mind and in regards to billable one way mileage only, begining on page nine (9) of form SF1449 and continuing for the descriptions of each zone the "Mileage Rate for Trips Extending Beyond the Geographic Zone" appears to be identified as an annual figure for ALS and BLS trips. The same figure appears to be used in each subsequent zone description in regards to mileage. Are these figures to be taken as actual/estimate mileage or as actual/estimated number of trips where the mileage extended beyond the geographical zone? ANSWER: Estimated mileage. QUESTION: Begin on page nine (9) of form SF1449 and continuing for the descriptions of each zone the estimated number of trips appears to be identified as an annual quantity while in addendum I section B the number of estimated trips appears to be listed as a monthly quantity. Which is correct? ANSWER: The estimated trip figures are annual. The monthly "estimate" verbiage references estimated percentages for peak time and trips outside the geographic zone. Based on the estimated annual trips if a vendor wants to have an idea of what to expect regarding time and mileage they can figure this into their calculations. QUESTION: We realize that the figures regarding the trip volume are not to be taken as a guaranteed number of trips. However is are there a set number of total trips for the base year, and each option year thereafter, which may limit the proposed or agreed upon price/reimbursement? In other words, if the quantity of trips experienced by the contractor exceeds the estimated figure during any annual period; does the agreed upon per trip price continue in affect for those trips above the projected volume or, is the cost of those trips in excess of the projected number to be absorbed by the contractor for the service? ANSWER: The figures are only an estimate. Excess of the estimate is paid to the awarded vendor at the awarded price. QUESTION: Our company provides many different service levels. These are ALS, BLS and a Mobile Intensive Care Unit (MICU). While we are no currently a contractor with your agency the VA has utilized our MICU for trips your Cleveland facilities. If we were the successful bidder for this particular solicitation which covers only ALS and BLS trips, would we be permitted to bill any future trips where the MICU was requested by VA staff for such transports at our usual rate? Or, would the VA require another method to determine reimbursement? ANSWER: Trips requested for MICU should continue to be billed as they are presently being billed as they are outside of the specifications of this contract. QUESTION: Our company utilizes a comprehensive computerized record keeping system which begins with call intake/dispatching, encompasses field reporting/patient care reports by EMS personnel on mobile laptops and finalizes with software used to produce accurate billing. On page 41 of form SF1449 the statement "Contractor shall not commingle the data from the system with information from other sources." If awarded the contract it would be our intention to continue our current system. This system allows for immediate access to records, insures accuracy and is an integral part of our quality assurance program. Our current system meets all HIPPA requirements and we have a strict policy covering security issues, dissemination and access of information. Would we be permitted to continue this proven and established record keeping method? ANSWER: It is acceptable to maintain your current system. The VA will require a Business Associate Agreement (BAA) is in place. The BAA will specifically address the contractors use, disclosure and disposal of the information collected on our patients for the duration and termination of the contract. The contract will also specify what exact information shall be collected on the patients. QUESTION: Our company maintains a standardized employment application process. It includes the submission of fingerprints for criminal background checks of potential employees at the State and Federal levels. It also involves the verification of all licenses, permits and certifications required for the position applied for. Any potential employee who fails to meet these requirements is not hired. Does documentation of the activities meet the VA standard as outlined on page 42 of form SF1449? Or will we be required to utilize the services of the Office of Personnel Management for additional background checks? ANSWER: The contractor will be responsible to have the "Office of Personnel Management" perform security background investigations. The contractor will be responsible to comply with all requirements of the contract.