V--Myrtle Beach Area Ambulance Services

Sources Sought Notice: AMBULANCE SERVICES for the Department of Veterans Affairs Ralph H. Johnson VA Medical Center's Community Based Outreach Center in Myrtle Beach SC DESCRIPTION: This is a sources sought to determine the availability of potential sources having the skills and capabilities necessary to provide the SPECIFIED REQUIREMENT. All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT, this is a sources sought synopsis only. Questions should be submitted by email to contact@example.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders or large business) relative to NAICS 621910, Ambulance Service (size standard $15 Million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the Federal Business Opportunities (FBO) website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. SPECIFIED REQUIREMENT: Network Contracting Office 7, Charleston, SC is seeking sources for a potential contractor to provide the following service for one Base period of 12 months and Four (4) Option periods: Ambulance Service to the beneficiaries of the Department of Veteran's Affairs Ralph H. Johnson VA Medical Center's (RHJVAMC) Myrtle Beach Community-Based Outpatient Clinic (CBOC), Myrtle Beach, South Carolina. Description of Need from Statement of Work: 1. General: 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 Department of Veteran's Affairs Ralph H. Johnson VA Medical Center's (RHJVAMC) Myrtle Beach Community-Based Outpatient Clinic (CBOC), Myrtle Beach, South Carolina, in accordance with all terms, conditions, provisions and schedules set forth in this solicitation. Vehicles shall be required for services between 24 hours a day seven (7) days a week including all Federal Holidays/other Holidays. Contractor shall provide service to veterans whom may be added from counties under the clinical jurisdiction of the Department of Veterans Affairs, Ralph H. Johnson VA Medical Center's Community-Based Outpatient Clinic located at 3381 Phillis Blvd, Myrtle Beach, SC 29572. Said counties include, but are not limited to: Horry, Marion, Florence, Williamsburg, And Georgetown counties within South Carolina and Brunswick and Columbus counties in North Carolina. Requests for service will be made either in writing or by telephone by persons designated by the contracting officer, who is the COR (Contracting Officer's Representative). Contractor will be provided with patient's pick-up delivery points, appointment time, location, and vehicle requirements. To the extent possible, transportation requests will be made 24 hours in advance; however, service provider shall be able to accept requests for same day service and to schedule them in a manner that meets the arrival time needs. Contractor 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 regulation of the State Public Service Commission (PSC) (of which service provider's facility is located) governing the control, operation of a licensing of the transportation provider is 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 periodically throughout the contract term. Contractor shall provide ambulance service under this contract as set forth. This requirement is defined as in use or in route exclusively for Ralph H. Johnson VA Medical Center patients. ALS is defined for the purpose of this contract as Advanced Cardiac Life Support Unit, which will be equipped as noted. 2. AMBULANCE EQUIPMENT REQUIRED: Each ambulance shall have patient compartment facilities, oxygen and suction systems and environmental climatic supplies as required by Federal Specification for Ambulances, KKK-A-1822D, KKK-A-1822C and KKK-A-1822E. A. All ambulance five years or newer shall meet the standards of KKK-A-188D. All other ambulances shall meet the standards of KKK-A-1822C. B. Contractor shall ensure that all stretchers receive a quarterly safety inspection of all working parts including belts and straps. Contractor shall provide and maintain records of safety inspections and shall provide copies of documentation to the Biomedical Engineering Ralph H. Johnson VA Medical Center, Charleston, South Carolina. C. Ambulance proposed to be furnished under KKK-A-1822C shall meet the specification enumerated in Paragraphs 3.1.5.1 through 3.15.4 of KKK-A-1822D including but not limited to the following for adults: 1. IV supplies - When required 2. Monitors, defibrillators mounting bracket 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 cannulae 6. Splints 7. Blood tubes D. 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 state of South Carolina Department of Health and Environmental Control Regulation, #7, pertaining to ambulance service. E. Federal specifications are mandatory as minimal requirements for such vehicles, but chassis or compartment modifications are permissible when they clearly exceed the minimal specifications, F. Each ambulance used to provide services under this contract shall be a Type I, Type II or Type III ambulance. G. Reports shall be furnished by the 5th of the month including, but not limited to, monthly expenditure totals, number of ALS/BLS trips total further delineated into those within and beyond the 25 mile radius of the Medical Center, and number of on-time pick-ups and drop-offs. H. The contractor shall only provide stretchers that have at least three functioning safety belts. Ralph H. Johnson VA Medical Center reserves the right to refuse services from the contractor if the stretcher does not meet this minimum specification. Ralph H. Johnson VA Medical Center will not incur any cost associated with the contractor providing inadequate or faulty equipment. All vehicles shall: a. Have functioning mechanism, which ensure that all access doors are capable of being opened from the inside, and remain closed and secure during travel. b. Have a functioning speedometer indicating speed in miles per hour and a functioning odometer correctly indicating distance in tenths of a mile. c. Be equipped with operational air conditioning/heating systems. If the air conditioning system becomes inoperable during a day when the high temperature is forecast to reach 80 degrees or more, the vehicle shall be immediately pulled from service at the termination of the current trip and shall not again be used for service under this contract until the air conditioning system has been repaired. d. Have exterior free of grime, oil or other substances and free from cracks, breaks, dents and damaged paint that noticeably detract from the overall appearance of the vehicle. e. Be equipped with hubcaps or wheel covers. f. Have all body molding in place, or if removed, holes must be filled and painted. g. 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. h. Have unobstructed vision on all sides i. 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. j. Meet all safety and mechanical standards established by State and Federal statutes and regulations k. Have windows and doors, which can be opened and closed in accordance with manufacturer standards. l. Not have leaks of any kind. m. Be equipped with a functioning horn. n. Have operable seat belts on all seats o. Have fully charged, certified and non-expired fire extinguisher. p. The Service Provider 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 services. An updated list shall be provided to the COR monthly. q. Violations to the above stipulations will result in payment for services rendered to be withheld by Ralph H. Johnson VA Medical Center until an updated list is provided. All vehicles shall be made available for inspection at any time ordered by Ralph H. Johnson VA Medical Center, at its discretion. Any vehicle found not in conformity with the above standards or any vehicle receiving two (2) or more complaints within a five (5) day period concerning cleanliness or other deficiencies shall be removed from service immediately until subsequent inspections verify correction of deficiencies. Ralph H. Johnson VA Medical Center reserves the right to order the immediately 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 EQUIPMENT: 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, urinal, emesis basins, pillows, and all other items normally stocked in ambulances. 4. ATTENDANTS: A. A record of each employee as to character and physical capabilities of performing the duties of an ambulance driver or attendant shall be maintained and made available for inspection upon request. B. When in the best interest of the beneficiary, a relative may be allowed to accompany the patient at no extra charge and approved by an authorized official of the Ralph H. Johnson Medical Center. C. Only employees of the Contractor who meets the qualification of item 4 Emergency Medical Technician (EMT) and item 5 Paramedics below will be allowed to accompany the attendant/driver on trips provided for the Ralph H. Johnson Medical Center. D. For airport trips attendant shall remain with the patient until patient safely boards aircraft. It is estimated that approximately six (6) trips per month will be to an airport. 5. EMERGENCY MEDICAL TECHNICIAN (EMT): A. Contractor Emergency Medical Technicians (EMTs) who perform emergency services on ambulances servicing the Ralph H. Johnson Medical Center and Clinics are required to have the qualifications: 1. EMTs shall have completed training in accordance with the standards published by the Department of Health and Human Services with a minimum of 127 hours for "equivalent", which includes 10 hours in hospital training period. 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 shall be submitted to the Contracting Officer for appropriate action. 3. The EMT shall 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. 4. The EMT shall 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 of that developed by the Department of Transportation, National Highway Safety Administration. Proof of such refresher training must be submitted to the Contracting Officer. 6. PARAMEDICS: A. Paramedics providing emergency services on ambulances servicing the Ralph H. Johnson Medical Center and Clinics shall have the following qualifications: 1. Complete training in accordance with the standards published by the Department of Health and Environmental Control (DHEC), which calls for a minimum of 424 hours of training to be licensed in the state of South Carolina, of the equivalent thereof. 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 governs it. 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 (3) 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. 7. PERSONNEL SECURITY: A. All personnel employed by the Contractor shall observe the requirements imposed on sensitive data by law, federal regulations, VA status and DM&S policy and the associated requirements to ensure appropriate screening of all personnel because of the inherent sensitivity of data at the facilities concerned and the level of security clearance carried by the Health Care Facility (HCF) personnel for the function under contract. The Contractor shall ensure that their personnel meet the above restrictions and that confidential and proprietary information shall be divulged only to those officers and officials of the VA Medical Center that are authorized to receive such information. B. Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information belonging to or being used on behalf of the Department of Veterans Affairs. To satisfy the requirements of the Department of Veterans Affairs a low risk level Background Investigation shall be conducted prior to performing work under this contract. Appropriate Background Investigation (BI) forms will be provided upon contract award, and shall be completed and returned to the VA Office of Security and Law Enforcement (OSL&E) within 30 days for processing. Access to VA sensitive information cannot be made available until the Security Investigations Center submits the investigatory packet to OPM for processing. At that time the investigation is considered "initiated" and access can be provided. Contractors will be notified by OSL&E when the BI has been completed and adjudicated. C. The investigative history for contractor personnel working under this contract shall be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company shall be certified by OPM/DSS to conduct contractor investigations. D. All costs associated with obtaining clearances for contractor provided personnel shall be the responsibility of the contractor. Further, the contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor-provided personnel, under the auspices of this contract, the contractor shall be responsible for all resources necessary to remedy the incident. REQUESTED INFORMATION: (1) STATEMENT OF CAPABILITY: Submit a brief description, ten (10) pages or less, that demonstrates how your company has the supervision, facilities, labor and experience to provide the service required. Include past experience in providing these items to the VA, other Government (Federal or State) agency, or for a private facility. Please specify your availability to start date and your address. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub-zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please (i) NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. (i) If your business is has an existing Federal Contract (such as GSA), please include the contract number in your response. Responses must be emailed to contact@example.gov no later than 2:00 pm EDT on Friday October 9th, 2015. Your response should include both the STATEMENT OF CAPABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained above. Please place "Ambulance Service for the MYRTLE BEACH CBOC" in the subject line of your email. This notice is to assist the VA in determining sources only. A SOLICITATION IS NOT CURRENTLY AVAILABLE. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.