SOLICITATION NOTICE
V -- Air Ambulance - VAPIHCS
- Notice Date
- 9/8/2010
- Notice Type
- Presolicitation
- NAICS
- 621910
— Ambulance Services
- Contracting Office
- VA Northern California HealthCare System;5342 Dudley Blvd. Bldg 98;McClellan Business Park CA 95652
- ZIP Code
- 95652
- Solicitation Number
- VA26110RP0442
- Response Due
- 9/13/2010
- Archive Date
- 11/12/2010
- Point of Contact
- Maria.Teodoro@va.gov
- E-Mail Address
-
Contract Specialist
(maria.teodoro@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a Pre-Solicitation Notice that the Department of Veterans Affairs (VA) plans to issue a Request for Proposal (RFP) to obtain Air Ambulance Transportation Services (Fixed Wings) for beneficiaries being transported within VA Pacific Islands Health Care System (VA PIHCS) coverage area. This includes Kauai, Maui, Oahu, The Island of Hawaii (Kona & Hilo), American Samoa, Guam, and the Common Wealth of the Northern Marianas (Saipan); however, this does not preclude the transport of beneficiaries from and to other locations outside this area when required for Base Year with four (4) option years. This acquisition is unrestricted and the NAICS code is 621910 and the size standard is $7.0 million. Contractors must be registered in following websites to be considered: Central Contractor Registration (CCR) at www.ccr.gov and Online Representations and Certifications Application (ORCA) AT https://orca.bpn.gov/login.aspx and VETBIZ registry http://vip.vetbiz.gov The Solicitation number VA-261-10-RP-0442 will be posted on/about September 16, 2010 with a due date of October 6, 2010 by 4pm, PST. This Pre-solicitation notice is issued solely for information and planning purposes only and does not constitute a solicitation. Interested firms fitting one or more of these Socio-economic categories should send their information by e-mail to maria teodoro@va.gov no later than 4:00 PM PST September 13, 2010. Information should include the Name of the Company, POC name, phone numbers, email address, CCR/DUNS number, and indicate status i.e. SDVOSB, VOSB, Hubzone, Small Disadvantage Business and/or Small Business. STATEMENT OF WORK SCOPE Provide Air Ambulance (rotary wing) transportation services under an indefinite delivery/indefinite quantity firm fixed price contract for Veteran Integrated Service Network 21 beneficiaries. LOCATION Most beneficiaries will be transported within VA Northern California (Martinez) coverage area. This includes Martinez, Redding, Sacramento, Oakland, and Chico areas. However, this does not preclude the transport of beneficiaries from and to other locations outside this area when required. COMPLIANCE All work related to this contract will be performed by the Contractor in accordance with any applicable FAA, U.S. Department of Transportation, or OSHA regulations, as well as applicable State health and safety regulations, health care accreditation standards (JCAHO or equivalent accreditation organization), and standard industry practices as defined by the Association of Air Medical Services for air ambulance transportation. PERSONNEL The Contractor will provide the necessary licenses/certificates, competencies, privilege and credentialing in accordance with applicable State(s) and Federal regulation for each employee that will perform services under this contract. INSPECTION The Government has the right to inspect the contractor premises, maintenance records of medical equipment and aircraft(s), flight logs, and dispatch records being used for the contracted services. Furthermore, annually the contractor will provide proof of insurance and copies of any licenses for all staff providing services under this contract. CANCELLATION If the delivery order is cancelled by the Travel Coordinator, the Contractor will be paid for actual nautical miles traveled at the time of the cancellation, plus the necessary nautical miles the Contractor's aircraft must travel to return to it's starting location. The return mileage is only reimbursable if the contractor does not have another destination on its flight plan. QUALITY Contractor will ensure that each beneficiary is treated in a professional manner, keeping in mind diversity of our beneficiaries. Each beneficiary will be treated with the highest quality of care and standards established in the industry. Some of the areas to be assessed are: a.Patient safety b.Medical services c.Equipment and aircraft maintenance program TIMELINES Upon receipt of a delivery order from an authorized VA Northern California Travel Coordinator, specifying the Government performance requirements, the contractor dispatch will respond within a reasonable amount of time not to exceed thirty (30) minutes and coordinate the transportation of the beneficiary. In response to a delivery order, the contractor will have no more than four hours to arrive fully staffed at the pick-up location. INVOICING The Contractor shall furnish the following information to the receiving facility: 1.Contract Number. 2.Date of flight and number of nautical miles flown. 3.Name and phone number of the authorized ordering Patient Travel Coordinator and facility. 4.Originating and termination points. 5.Name and social security number of each patient. 6.An in-flight medical attendant's report of the patient's status, including vital signs, level of consciousness, drugs administered, details of therapeutic intervention, and the names and qualifications of all attendants working under the delivery order. 7.Any unusual circumstances encountered during the flight, including, but not limited to, inordinate altitudes flown, turbulence, and times associated with these abnormal conditions. After all work has been completed the Contractor will furnish the information listed above, along with the delivery order invoice, directly to the Patient Travel Coordinator who placed the delivery order. The Patient Travel Coordinator will process the invoice for payment. The invoice and required information shall be submitted no later than 15 working days after completion of the delivery order. BUSINESS RELATIONS The working relationship will be assessed based on beneficiary and/or travel coordinator satisfaction. To include, direct professional interaction between contractor and contracting officer. A few of the other requirements of the contract to be monitored, which is not directly related to cost, schedule, or performance are: a.Integration and coordination of all activity needed to execute the contract, change proposal submissions, and the contractor's history of professional behavior with all parties. b.Actively work to eliminate roadblocks to ensure excellent performance. Factor No.Performance IndicatorPerformance StandardAQL - Maximum Allowable Degree of DeviationMethod-Type of Surveillance Reduction when AQL ExceededDeduction Amount on Payment, or possible termination 1Patient SafetyConsistent with Standards and Safety Guidelines2 occurrences per yearPatient condition monitored at conclusion of each flight2% per occurrence 2Medical ServicesQualified staff to provide appropriate services2 occurrences per yearPatient condition monitored at conclusion of each flight2% per occurrence 3Equipment & Aircraft Maintenance ProgramIn accordance with established Local, State and Federal regulations.2 occurrences per yearEquipment and Aircraft maintenance logs reviewed semi-annually 15% 4Dispatch ResponseWithin thirty minutes4 occurrences per yearMonitor through travel coordinator logs15% 5Air Ambulance ResponseWithin four hours4 occurrences per yearMonitor through travel coordinator logs15% 6Submit Patient Data Within fifteen working days2 occurrences per quarterMonitor through travel coordinator2% per occurrence 7Submit InvoiceWithin fifteen working days2 occurrences per quarterMonitor through travel coordinator2% per occurrence 8Patient SatisfactionPer occurrence1 occurrence per quarterMonitor through travel coordinator2% per occurrence 9Professional InteractionPer occurrence1 occurrence per quarterMonitor through contracting officer and travel coordinator2% per occurrence 10Integration & CoordinationPer occurrence2 occurrences per quarterMonitor through contracting officer and travel coordinator2% per occurrence 11Problem SolvingPer occurrence2 occurrences per quarterMonitor through contracting officer and travel coordinator2% per occurrence E.1 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price, Past Performance and Technical Technical Subfactors include: 1) Operational Controls 2) Technical qualifications, 3) Quality Management, and 4) Equipment (Medical/Aircraft) Technical and past performance, when combined, are equal to price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
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