SOURCES SOUGHT
V -- Provide Patient Van & Car Service
- Notice Date
- 9/1/2004
- Notice Type
- Sources Sought
- Contracting Office
- Attn: Richard L. Roudebush Department of Veterans Affairs Medical Center, (583/90C), 1481 W. 10th Street, Building No. 1, Room A-B040, Indianapolis, Indiana 46202
- ZIP Code
- 46202
- Solicitation Number
- 583-08-09
- Response Due
- 9/22/2004
- Point of Contact
- Point of Contact - John Callahan, Contract Specialist, Ph: (317) 554-0593, Fx:(317) 554-0200, Contracting Officer - John Callahan, Contract Specialist, Ph:(317) 554-0593, Fx:(317) 554-0200
- E-Mail Address
-
Email your questions to John Callahan
(john.callahan3@med.va.gov)
- Small Business Set-Aside
- N/A
- Description
- Please provide information to the above contact person, if your company would have an interest in providing a Patient Van & Car service in accordance with the following Scope of Work (which is not all inclusive but rather a general idea of the requirement)with a general price range for this service to be estimated to be between $10,000 - $100,000 a year (estimate only!!) SCOPE OF WORK The intent of an awarded contract shall be to have a small business entity (or entities) provide patient transportation services for beneficiaries of the Veterans Affairs Illiana Health Care System located in Danville, Illinois with Community Based Outpatient Clinics located in Decatur, Peoria, Springfield, Illinois and Lafayette, Indiana. The Contractor gaining award shall provide all vehicles, personnel, management, supplies, transportation, equipment and reports necessary to cover all ground ambulance services. The awarded contract shall cover a basic period, from date of award through 12 consecutive months, and four (4) options years that allows the Government to unilaterally extend the contract period for 12 months each. Contractor care shall cover the full range of hired car/wheelchair van services provided in the local community. Performance shall be in accordance with the requirements contained in this SOW, standards of the Joint Commission on Accreditation of Healthcare Organizations and Illinois and Indiana Department of Health Bureau of Emergency Medical Services. Contractor Personnel Qualifications: Contractor must meet the qualifications as 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(IL). Contractor Equipment, Vehicles and Inspection: Contractor's equipment and vehicles will comply with contract specifications, and State laws, rules, regulations and guidelines governing hired car and wheelchair van services. The VA reserves the right to restrict the Contractor??s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. Hired cars and wheelchair vans shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Appropriate licensing by the State of Illinois and/or Indiana is required. Vehicles shall contain: An emergency safety kit, Fire suppression equipment, Appropriate road emergency warning equipment, Protective clothing required for the protection of contractor employees where patient care is expected, such as i) gowns, ii) gloves, iii) masks, etc., Written emergency procedures. The contractor shall provide all sheets and blankets and other equipment and supplies required for use while in transport, for direct patient care. Cars shall be at a minimum, four (4) door mid-size sedans with heat, air conditioning, adjustable temperature controls, and safety belts for all occupants. Required features shall be fully operational at all times during the performance of this contract. Wheelchair vans shall be equipped to safely load, carry and discharge VA beneficiaries. The Contractor is responsible for supplying all wheelchairs for wheelchair van transport, unless chairs are provided by the Medical facility or patient. Wheelchair vans shall contain at a minimum, the following: 1. Loading platform shall be integral to the vehicle and made of at least thirteen (13)- gauge steel. Platforms shall have raised edges, be counter balanced, self-adjusting to curbs and sidewalks, and self-storing. When not in use platform shall be securely stored so as not to block the vision of the driver or inconvenience the patient. 2. Side and rear loading doors shall be operational from both inside and outside vehicle. 3. Vehicle shall have clamp cleats or belts to firmly anchor wheelchair and prevent movement in any direction. 4. Steps shall be treated with non-skid material. 5. Vehicle shall have safety belts for all occupants. 6. Vehicle shall have heating, air conditioning and adjustable temperature controls. 7. Vehicle shall contain four (4) emergency flares and warning lights, and one (1) five (5) pound ABC rated fire extinguisher with fire extinguisher tag showing record of inspections. 8. Vehicle shall contain a First Aid Kit with band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers. 9. Vehicle shall have two (2) blankets. 10. Vehicle shall have on board supplies to provide infection control precaution procedures. 11. A two-way radio that shall be fully operational at all times during contract performance. Contractor Notification: The Contractor shall be responsible for providing all vehicles and manpower, necessary to meet all hired car and wheelchair van transport requirements of this contract. The VA reserves the right to re-procure services that cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this contract. 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 covering inspection, acceptance and deductions from payment. The VA will be the sole judge in determining when services will be re-procured. Should the VA determine that immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the hired car contractor. Escort: 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. Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin. Substitution of Beneficiary: The VA reserves the right to substitute the beneficiary requiring services at any time during the performance of this contract, to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur. Number of Patients: When more than one beneficiary is transported on a trip in a single vehicle, reimbursement will be made at 70% of the base rate (as noted under the Social Security Act (SSA) [42 U.S.C. 1302, 1395hh, 1395rr(b)(1)], Section 414.1). Incidents of trips with more than one (1) beneficiary are not expected to exceed eight (8) trips per contract year. The Contractor shall be entitled to a full base rate for each beneficiary traveling concurrently in a single vehicle once the maximum expected eight (8) annual trips have been exceeded. When travel is beyond the Medical facility's contract Mileage Threshold area of coverage, mileage may be claimed at 50% of the longest distance over which a beneficiary is transported in a single vehicle, for each, as noted in SSA reference. Incidents of trips with more than one (1) beneficiary, beyond the Mileage Thresholds, are not expected to exceed two (2) trips per contract year. The Contractor shall be entitled to separate mileage claims, at full rate for each, when more than one beneficiary is transported concurrently in a single vehicle once the maximum expected two (2) annual trips have been exceeded. Hours of Performance and Response Times: Hours of Performance: Contractor shall provide all hired car and wheelchair van services for veteran beneficiaries as requested during the following hours of operation: (i) Hours of Operation for Illinois - services are required 365 days a year, 24 hours a day. (ii) Hours of Operation for Indiana - services are required 365 days a year, 24 hours a day. Response Time: (i) The contractor shall respond to all calls for hired car and wheelchair van service by being on-site at the designated point of pick-up within 45 minutes of notification. Should the time period for pick-up, stated herein, be physically impossible due to location of veteran beneficiary, the contractor shall contact the VA Travel Coordinator and inform him/her of the anticipated time required for pick-up and delivery of said patient. (ii) The contractor shall provide and respond to all hired car and wheelchair van requests in accordance with all Federal, State, and Local regulations to ensure timely arrival at the designated VA Medical facility. Response Time Compliance Rate: The contractor shall maintain at a minimum, 95% compliance rate on responses to pick-up or deliver during the contract year. If the contractor??s place of business is located beyond the local telephone call zone of the VA (area codes 217, 309, and 765), the contractor shall install and provide to the VA, a toll free number for accepting the VA 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 (by giving a written or verbal request). Electronic Transmissions: The contractor shall, at all times during the contract period, have on his/her premises a functioning fax machine to communicate requirements with the VA (i.e., patient incidents, requests for service, special correspondence, etc.). Each contractor shall indicate if there is e-mail availability for their company to complete communications with the VA (use of this communication system will be mutually agreed upon after award of contract before any communications are completed in this manner). Waiting Time: For unscheduled trips, waiting charges shall commence 15 minutes from the time the Contractor actually arrives at the designated pick-up and/or delivery points. For scheduled trips, waiting charges shall commence fifteen minutes from the scheduled pick-up time or from the time the Contractor actually arrives at the designated pick-up point, whichever is later. If the designated pick-up and/or delivery points are at other than the VA Medical facilities and waiting beyond the required 15 minute grace period is anticipated, the Contractor shall notify the Travel Section. This call is only for the purpose of verifying the Contractor's time of arrival at pick-up and or delivery points and is not necessary if the Contractor does not anticipate a delay for which waiting charges will be claimed. The Contractor's failure to notify the Travel Section when waiting beyond the grace period shall result in non-payment for waiting time. Reimbursement for Mileage outside Contract Mileage Threshold Areas of Coverage: Mileage Reimbursement ?V Reimbursement for mileage outside the contract Mileage Thresholds of coverage, shall be at the mileage rate stated in the price schedule, and shall be based upon the miles from the pick-up point and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement, but would be expected to be incorporated into the mileage rate as part of administrative costs (or costs of doing business). Distances beyond the contract Mileage Threshold areas of coverage shall be calculated using current Rand McNally Standard Mileage Guide. Allowable charges for mileage outside the contract Mileage Threshold areas of coverage, shall not exceed ?b5% of the current Rand McNally Standard Mileage Guide. 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 Supplies or Services and Prices/Costs. 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, and applicable mileage if outside contract Mileage Threshold areas of coverage. Other Charges ?V It is understood that the prices listed in the accepted Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill the VA for any such separate charges. Patient Rights: Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. The contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. Infection Control Procedures JACHO Required Reports and Documents: Within seven (7) days after contract award the contractor shall provide the following: Contractor Personnel Roster - Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur. Certification of Minimum Liability Insurance Coverage - A certificate of insurance as evidence of insurance coverage is required prior to providing any services to the medical facilities. Contractor shall provide a ??Run Sheet?? as part of the patient??s permanent record. This Run Sheet shall include a record of the patient??s vital signs, medications used, oxygen use, patient attitudes and any changes in the patient??s condition. The list stated here should not be construed to be as all-inclusive, the contractor shall provide all pertinent information. Contractor??s Quality Control Program (QCP): The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. The Contractor??s QCP shall include the following or have incorporated into during performance of contract, at a minimum: An inspection plan covering all services required by this contract. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. Incorporation of either active or established internal policy and procedures for updating medical service protocols that may affect performance of contract. On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract, the methods of identifying and preventing vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of ambulance. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. The methods of identifying and preventing radio communication breakdown, a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios. A log to account for all requests for service. The log shall indicate the date and time of service call, name of beneficiary requiring services, any required Medicare/Medicaid forms with Doctor??s signatures, type of transportation requested, designated pick-up and delivery points, actual time of arrival at pick-up and delivery points and actual waiting time at pick-up and delivery points, if waiting charges are claimed. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract. HIRED CAR, WHEELCHAIR VAN SERVICE FOR DANVILLE, ILLINOIS Base Rate for Hired Car (One Way Only) Mileage Threshold for Hired Care and Wheelchair Van Services - The mileage threshold for the VA Illiana Health Care System is a 20-mile radius from the designated pick-up point for each trip (i.e., Contractor is required to pick-up patient at the VAIHCS, Danville, the mileage threshold would be a 20-mile radius from the VAIHCS Medical Center, Danville). Charges for travel within this mileage threshold shall be inclusive with the base rate. One-Way mileage for travel beyond the 20-mile mileage threshold shall be claimed under the applicable mileage rate. Maximum Order Limitation for VA Illiana Health Care System: (a) When the Government requires services covered by this contract, the Government is obligated to purchase, and the Contractor is obligated to furnish, those services under the contract except as this contract otherwise provides. (b) The Contractor is not obligated to honor; (1) Any service request for a single item in excess of four (4) hired cars, and two (2) wheelchair vans at one time. (2) Any service request for a combination of items in excess of four (4) hired cars, and (2) wheelchair vans at one time. (3) A series of service requests from the same ordering office within the performance period that together call for quantities exceeding the limitations in subparagraphs (1) or (2) above. The Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum order limitations in paragraph (b) above. Notwithstanding paragraphs (b) and (c), the Contractor shall honor any order exceeding the maximum order limitations, unless the Contractor informs the Medical facility at the time a service request is placed, that the Contractor is unable to perform the services called for and the reasons why. Upon receiving this notice, the Government may acquire the services from another source.
- Web Link
-
RFP 583-08-09
(http://www.bos.oamm.va.gov/solicitation?number=583-08-09)
- Place of Performance
- Address: Danville, Illinois Area
- Zip Code: 61832
- Country: United States
- Zip Code: 61832
- Record
- SN00663051-W 20040903/040901212023 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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