SOLICITATION NOTICE
R -- MEDIVAN AND COURTESY VEHICLE SERVICES FOR OMAHA VAHOSPITAL
- Notice Date
- 12/11/2007
- Notice Type
- Solicitation Notice
- NAICS
- 485991
— Special Needs Transportation
- Contracting Office
- Department of Veterans Affairs;VA Nebraska Western-Iowa HCS;Omaha Division;4101 Woolworth Ave.;Omaha NE 68105
- ZIP Code
- 68105
- Solicitation Number
- VA-263-08-RP-0073
- Response Due
- 1/8/2008
- Archive Date
- 3/8/2008
- Point of Contact
- William Clausen Contract Specialist 402-346-8800 X4505
- E-Mail Address
-
Email your questions to Contract Specialist
(william.clausen@va.gov)
- Small Business Set-Aside
- Veteran-Owned Small Business
- Description
- DESCRIPTIONS/SPECIFICATIONS/STATEMENT OF WORK STATEMENT SCOPE: The purpose of this contract is to provide 24 hour a day/7 days a week COURTESY TRANSPORTATION VEHICLE and MEDIVAN TRANSPORTATION VEHICLE transportation services to meet the needs of the Omaha, Nebraska VA Medical Center (referred to as Omaha VAMC in the rest of this Statement of Work) as follows: a. Contractor shall provide all necessary labor, vehicles, equipment, and fuel to provide "COURTESY TRANSPORTATION VEHICLE Services" for ambulatory VA beneficiaries. b. Contractor shall provide all necessary labor, vehicles, equipment, and fuel to provide transportation for wheelchair bound and disabled VA Beneficiaries via a "MEDIVAN TRANSPORTATION VEHICLE." NOTE: Unless specifically identified as a "COURTESY TRANSPORTATION VEHICLE" requirement or "MEDIVAN TRANSPORTATION VEHICLE" requirement, all requirements listed in the remainder of this document pertain to both types of transportation trips. LIST OF SPECIFICATIONS: 1. All COURTESY TRANSPORTATION VEHICLES and MEDIVAN TRANSPORTATION VEHICLES provided shall be in accordance with the most recent issues(s) of all Federal, State, and City regulations. 2. DEFINITIONS: The following definitions shall apply the entire solicitation: a. "VA beneficiaries" are defined as authorized patients or employees of the Omaha VAMC. For purposes of the solicitation, the term "patient(s)" and "passenger(s)" are defined to be VA beneficiaries. b. "Ambulatory" patient is described as a patient who is able or strong enough to walk alone, with the assistance of a cane, a walker, or with minor assistance from another person. An ambulatory patient may be medically and/or physically insecure but able to walk. c. "Attendant" is defined as: 1) For transport of psychiatric patients, an Attendant is an assistant who accompanies a patient as requested on trips outside the city limits of Omaha/Council Bluffs Metropolitan area. The attendant provides extra attention to the patient because of psychiatric and/or mental, or other medical problems, and renders assistance to the patient as needed. The driver of the vehicle shall not serve as the Attendant. Both the Attendant and Driver must have the knowledge and ability to provide assistance with portable oxygen devices. 2) For transport of radiation patients between either NHS Radiation Oncology and or St. Joseph Hospital Radiation Oncology, an Attendant may also be described as the driver of the courtesy vehicle. The Attendant shall remain with the patient for an estimated 30-minute wait, and return patient to VA or as directed. The Attendant must have the knowledge and ability to provide assistance with portable oxygen devices. d. "Courtesy Transportation Vehicle(s)" are defined as a contractor provided vehicle used to transport one to three ambulatory patients from a specific location to a specific destination within and outside the Omaha/Council Bluffs Metropolitan area and shall be equipped per the requirements of Section 5 - VEHICLE EQUIPMENT, paragraph (a) of this Statement of Work. e. "Medivan Transportation Vehicle(s)" are defined as a contractor provided vehicle used to transport "up to two VA beneficiary wheelchair bound patients and up to one ambulatory patient" [or up to 4 ambulatory patients if the vehicle is used as a COURTESY TRANSPORTATION VEHICLE - see Section 4(a)(1) and (2) for further guidance] from a specific location to a specific destination within and outside the Omaha/Council Bluffs Metropolitan area and shall be equipped per the requirements of Section 5 - VEHICLE EQUIPMENT, paragraphs (a) and (b) of this Statement of Work. f. "Omaha, Nebraska/Council Bluffs, Iowa Metropolitan Area" (stated as 'Omaha/Council Bluffs Metropolitan area' in the solicitation): the limits of this geographic area are defined per the latest edition of the Rand McNally Atlas and Road Maps. g. A "trip" is defined as the one-way transportation of VA beneficiaries from the pick up location to the final authorized delivery location per the dispatched transportation order from the VA authorized ordering official(s). See Section 10 - PAYMENT, for further information. 3. NUMBER OF VEHICLES A. COURTESY TRANSPORTATION VEHICLE: 1) The Contractor must have the capability to provide up to a TOTAL of six (6) COURTESY TRANSPORTATION VEHICLES for simultaneous use at one time to meet the needs of the Omaha VAMC. 2) In the event the VA requires more than a total of six (6) COURTESY TRANSPORTATION VEHICLES at one time, the Contractor must immediately notify the Omaha VAMC that 6 vehicles are already in use. The Contractor will then be given an additional 30 minutes from the time of the original request to see if additional Contractor vehicles are available to meet the request of the Omaha VAMC. The Contractor is required to notify the Omaha VAMC by the end of the additional 30-minute period if the Contractor can provide the requested service. If the Contractor cannot provide the service, then the Omaha VAMC reserves the right to call another provider of COURTESY TRANSPORTATION VEHICLES. 3) The VA will be sole judge in determining when to order services from another source. B. MEDIVAN TRANSPORTATION VEHICLE: 1) The Contractor must have the capability to provide up to a TOTAL of six (6) MEDIVAN TRANSPORTATION VEHICLES for simultaneous use at one time to meet the needs of the Omaha VAMC. 2) In the event the VA requires more than a total of six (6) MEDIVAN TRANSPORTATION VEHICLES at one time, the Contractor must immediately notify the Omaha VAMC that 6 vehicles are already in use. The Contractor will then be given an additional 30 minutes from the time of the original request to see if additional Contractor vehicles are available to meet the request of the Omaha VAMC. The Contractor is required to notify the Omaha VAMC by the end of the additional 30-minute period if the Contractor can provide the requested service. If the Contractor cannot provide the service, then the Omaha VAMC reserves the right to call another provider of MEDIVAN TRANSPORTATION VEHICLES. 3) The VA will be sole judge in determining when to order services from another source. 4. VEHICLE AVAILABILITY: a. Contractor must have CAPABILITY to provide up to six (6) MEDIVAN TRANSPORTATION VEHICLES and (6) COURTESY TRANSPORTATION VEHICLES twenty-four (24) hours a day, seven days a week including holidays. 1) Contractor may use MEDIVAN TRANSPORTATION VEHICLES as COURTESY TRANSPORTATION VEHICLES, but may not use COURTESY TRANSPORTATION VEHICLES as MEDIVAN TRANSPORTATION VEHICLES. 2) If MEDIVAN TRANSPORTATION VEHICLES are used as COURTESY TRANSPORTATION VEHICLES, the contractor must still provide a total of 12 vehicles of which a minimum of 6 must be MEDIVAN TRANSPORTATION VEHICLES. 5. VEHICLE EQUIPMENT: a. All MEDIVAN TRANSPORTATION VEHICLES and COURTESY TRANSPORTATION VEHICLES shall be equipped with: 1) Safety devices in accordance with all Federal State, and City laws to maintain safety of driver, attendant and all patient(s) such as seat belts and/or air bags. 2) Climate controls to maintain a comfortable temperature throughout the year. 3) Comfortable seating surfaces to accommodate VA beneficiaries for the duration of a trip. 4) Vehicles are required to have the name of the transportation company logo and/or sign on the front passenger door or in a clearly visible side location on each vehicle. 5) All vehicles that will be utilized in performing services under this contract will require inspection by the Omaha VA prior to contract award. Inspection will consist of but is not limited to review of general appearance and maintenance of vehicles to assure safe operating conditions are met for the safety of our patients. 6) Capability to provide contractor furnished Oxygen if requested by Omaha VAMC. 7) Vehicles must be able to safely accommodate patient oxygen systems that patients may bring with them during a trip. b. In addition to the above requirements, MEDIVAN TRANSPORTATION VEHICLES must also be equipped with: 1) A lift to transport disabled and wheelchair VA beneficiaries with power and non-powered wheelchair equipment; 2) Devices that securely maintain the safety of the VA beneficiaries and power or non-powered wheelchair, i.e. devices such as seat belts, wheelchair lockdowns, chains, or ties, etc. 3) Capability to provide contractor furnished Oxygen if requested by the Omaha VAMC. 4) Patients requiring transportation via the MEDIVAN TRANSPORTATION VEHICLES will not require intravenous therapy. The MEDIVAN TRANSPORTATION VEHICLES need not be equipped with advanced life support equipment. 6. DRIVERS A. All drivers of vehicles shall: 1) Have a valid State Operator's license, Class O. 2) Have proof in the form of a current certificate that first aid training and CPR certification has been successfully completed. These certificates must be available upon request. 3) Be certified in the use, operation, and application of portable oxygen needed by VA beneficiaries. Upon request, driver must be able to demonstrate use of portable oxygen system. Driver may need to assist VA beneficiaries secure their portable oxygen system in the vehicle before transport. 4) Driver of vehicle shall be capable of providing courtesy assistance, if needed, to VA beneficiary to enter and exit vehicle. 5) Contractor shall maintain a record of each employee as to character and physical capabilities of performing the duties of a MEDIVAN TRANSPORTATION VEHICLE and/or COURTESY TRANSPORTATION VEHICLE driver or attendant. Contractor shall make available such records for inspection upon request. 6) All drivers are expected to be neat and clean in appearance and shall display courtesy and tact at all times when transporting VA beneficiaries. 7. ATTENDANT a) For all line items in the "SCHEDULE OF SUPPLIES OR SERVICES" of the solicitation requiring the use of an attendant, the contractor shall include the cost of the driver and attendant in their quoted price. b) Attendant, along with driver, must be capable of administering portable oxygen and meet standards established by the State of Nebraska laws. c) Attendant must have proof in the form of a current certificate that first aid training and CPR certification has been successfully completed. These certificates must be made available upon request. d) Contractor shall maintain a record of each employee as to character and physical capabilities of performing the duties of a MEDIVAN TRANSPORTATION VEHICLE and/or COURTESY TRANSPORTATION VEHICLE driver or attendant. Contractor shall make available such records for inspection upon request. e) All attendants are expected to be neat and clean in appearance and shall display courtesy and tact at all times when transporting VA beneficiaries. f) See Section 1 - DEFINITIONS for additional duties and descriptions. 8. ORDERING PROCEDURES, PASSENGER PICK UP AND LATE FEES: a. Ordering Procedures: 1) Only authorized VA personnel and approved providers will arrange transportation services for VA beneficiaries. Others requesting services, i.e. patient or family members will not be authorized unless first authorized by VA personnel. 2) Contractor must have onsite/dispatch office capability of receiving orders via phone, fax, and/or e-mail and be able to produce a printout of fax and e-mail requests. Orders received shall include notation stating the time the order was placed by the Omaha VAMC. Contractor shall be considered "notified" upon receipt of an order. 3) The Government will place both unscheduled and scheduled trip orders with the contractor at any time: a. Unscheduled trips may be made at any time 24 hours a day, 7 days a week. b. Scheduled trips may be scheduled up to 2 days in advance. 4) Contractor Response Time: a. The Contractor must be capable of responding to service requests within 30 minutes of notification for trips starting and ending at points within the Omaha/Council Bluffs Metropolitan area. b. The Contractor must be capable of responding to service requests within 45 to 60 minutes after notification for trips starting or ending at points outside of the Omaha/Council Bluffs Metropolitan area. c. If the Contractor cannot meet the above time requirements for a given request, the Contractor must immediately notify the authorized Omaha VAMC representative that placed the trip request. 5) In the event the VA requires more than six (6) MEDIVAN TRANSPORTATION VEHICLES and (6) COURTESY TRANSPORTATION VEHICLES at one time, and the Contractor is not able to provide additional transportation within 30 minutes of the request, the VA reserves the right to call another service provider. 6) The VA will be sole judge in determining when to order services from another source. b. Passenger Pick Up: 1) Contractor to provide VA beneficiaries with door-to-door pick-up and delivery service from origination to destination. 2) Prompt pickup of VA beneficiaries is mandatory for this contract. 3) Pickup of VA beneficiaries at the Omaha VAMC is normally made in the circle on the north side of the main hospital lobby. VA beneficiaries will be waiting inside the front lobby of the main hospital building. On occasion, pickup of VA beneficiaries may be made from the west entrance of Building No. 1, Admitting area, or the contractor may be requested to pick up the VA beneficiary from their hospital room. 4) Drivers (and Attendant(s) when applicable) shall be expected to wait up to 30 minutes past the VA scheduled pick up time if the VA beneficiaries are not ready. This wait time shall be considered included in the contract price for each applicable line item. For delay(s) expected to exceed 30 minutes past VA scheduled pick up time, driver shall notify the authorized VA ordering official (dispatcher) of the delay and for follow-up instructions. a. If the driver is instructed by the authorized VA ordering official (dispatcher) to wait beyond the standard 30-minute wait period, the contractor shall bill for additional wait time in 15-minute increments. The driver must document actual wait times and the contractor must submit documentation with monthly invoices for all "15-minute Block" wait time charges. 5) Immediate notification shall be made to the Omaha VAMC in the event that the VA beneficiary can't be found or refuses transportation. c. Late Pick-Up's: 1) All MEDIVAN TRANSPORTATION VEHICLES and COURTESY TRANSPORTATION VEHICLES shall not be late or tardy by 10 minutes or more after dispatch. 2) If the Contractor feels a pick up will be late, the Contractor must immediately notify the Omaha VAMC. 3) Late fees shall be applicable per FAR 52.212-4 (d)(f) subject to final approval of the Omaha VAMC. 9. PAYMENT: a. Payment will be based on a one-way trip basis except for COURTESY TRANSPORTATION VEHICLE trips to 1) NHS Radiation Oncology 2) St. Joseph Hospital Radiation Oncology Which will be considered round trips. When more than one patient is transported on a trip or round trip, reimbursement will be made at the rate not exceeding the cost of transporting a single patient; however, when travel beyond the Omaha/Council Bluffs Metropolitan area city limits is involved, only the longest distance over which a VA beneficiary is transported will be claimed when more than one VA beneficiary is transported in a single vehicle concurrently. This does not preclude the right of the VA to require multiple VA beneficiary transport. b. Contractor will bill for all VA approved contractor-provided oxygen use on trips as set forth in Section B - Bid Schedule. c. Contractor employees' wages are subject to Service Contract Act and applicable Wage Determination identified in this solicitation. Please note Department of Labor (DOL) has held that DOL Wage rates should be paid to all drivers both to and from destinations. d. Toll Charges: It is agreed and understood that the prices quoted in the "Bid Schedule" do not include ferry, bridge, tunnel, or road toll charges. Any such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on the contractor's invoice. 10. TRIP TYPE DETAILS: a. COURTESY TRANSPORTATION VEHICLES trips consist of: 1) Transportation services to and from locations INSIDE the Omaha/Council Bluffs Metropolitan area. 2) Transportation services to and from locations OUTSIDE the Omaha/Council Bluffs Metropolitan area. 3) Transportation services with ONE attendant to accompany driver for ONE Ambulatory psychiatric patient to and/or from locations OUTSIDE the Omaha/Council Bluffs Metropolitan area. The ATTENDANT must be a different person from the driver of the vehicle. 4) Transportation services with Ambulatory patients, WITH ONE ATTENDANT regardless of the number of Radiation Therapy patients from Omaha VAMC to NHS RADIATION ONCOLOGY, Omaha, Nebraska. NOTE: For this trip type, the drive and attendant may be the same person. NHS RADIATION ONCOLOGY/CLARKSON RADIATION (UNMC) 4350 DEWEY AVE OMAHA NE (402) 552-3844 NOTE: near north side by emergency room (off 44th & FARNAM - follow ER signs) 5) Transportation services for Ambulatory patients, WITH ONE ATTENDANT regardless of the number of Radiation Therapy patients from Omaha VAMC to NHS RADIATION ONCOLOGY, Omaha, Nebraska. NOTE: For this trip type, the drive and attendant may be the same person. ST JOSEPH RADIATION 601 NORTH 30TH LOBBY LEVEL, SUITE 2565 OMAHA NE (402) 449-4062 6) Trips to and from Campus for Hope - vehicles shall be capable of seating one to five ambulatory patients per trip. CAMPUS FOR HOPE 1490 NORTH 16TH STREET OMAHA NE (402) 827-0570 NOTE: across the street from CON AGRA grain elevators and next door to Omaha car salvage junk yard (2 blocks from Francis house) b. MEDIVAN TRANSPORTATION VEHICLE trips consist of: 1) Transportation services to and from locations INSIDE the Omaha/Council Bluffs Metropolitan area. 2) Transportation services to and from locations OUTSIDE the Omaha/Council Bluffs Metropolitan area.
- Record
- SN01467632-W 20071213/071211223541 (fbodaily.com)
- Source
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