SAM #36C24526Q0406

Non-Emergency Ground Ambulance Services for Washington DC VA Medical Center and Clinics

This opportunity seeks contractors to provide non-emergency ground ambulance services for the Washington DC VA Medical Center and its associated clinics across DC, Maryland, Virginia, and West Virginia. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 5 (NCO 5), Washington DC VA Medical Center - Services Requested: - Non-emergency ground ambulance transportation, including: - Stretcher Transports - Basic Life Support (BLS) - Advanced Life Support (ALS) - Specialty Care Transport (SCT) - Critical Care Transport (CCT) (Tier 1, 2, and 3) - Services must be available 24/7, including weekends and holidays - Up to four simultaneous transports may be required - Contractor must provide all vehicles, personnel, management, supplies, equipment, and reporting - Transport may include patient luggage, medical records, medication, and comfort items at no additional cost - Unique/Notable Requirements: - Personnel must meet all federal, state, and local certification and licensing requirements - All staff must pass background checks and annual tuberculosis testing - Contractor must use the VetRide Vendor Portal or VA-approved transportation software for trip management and invoicing - Compliance with HIPAA, OSHA, and VA-specific training and environmental standards is mandatory - COVID-19 precautions and PPE provision are required - Services may be required at VA facilities, clinics, veterans' residences, and local airports (DCA, BWI, IAD) - No specific OEMs or vendors are named in the solicitation - Period of performance is from award through September 30, 2027

Description

Washington DC VA Medical Center Sources Sought Notice The Washington DC VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Performance Work Statement below. As permitted by the FAR Part 10, this is a market research tool being utilized for informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary. It is not mandatory to submit a response to this notice to participate in the formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 621910. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to tracy.dotson@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than April 6, 2025 at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e). RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. INTERESTED & CAPABLE RESPONSES NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name (including Unique Entity ID (SAM.gov)), business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address). Capability statement GSA Contract number, if applicable, to include NAICS Brief summary of categories of professional services that your company can provide. Applicable Certification(s)/Licenses PERFORMANCE WORK STATEMENT (PWS) OR STATEMENT OF WORK Purpose The Washington DC VA Medical Center (hereafter DC VAMC), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergency ambulance transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Stretcher Transports, Basic Life Support (BLS), Advanced Life Support (ALS), Specialty Care Transport (SCT) or Critical Care Transport (CCT) services. The contractor shall make these ambulance services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays. Background The DC VAMC main campus is located at 50 Irving Street NW Washington, DC 20422, serving over 104,027 veterans, primarily from the DC, MD, & Northern VA areas and its six (6) Community-Based Outpatient Clinics. The hospital has 165 inpatient beds and sees approximately 6,100 inpatient admissions and 886,022 outpatient visits a year. Veterans served within this facility live within the following counties: Washington, DC All Areas Within Maryland Counties Calvert Prince George's Montgomery Charles St. Mary's Virginia Counties Alexandria Arlington Fairfax Falls Church Fauquier Manassas Manassas Park Prince William Loudoun Stafford Acronyms AcronymMeaning ALSAdvanced Life Support AODAdministrative Officers of the Day BLSBasic Life Support CCTCritical Care Transport CCTPCritical Care Transport Paramedic CCEMTPCritical Care Emergency Medical Transport COContracting Officer CORContracting Officer's Representative CPRCardiopulmonary Resuscitation DOLDepartment of Labor EMTEmergency Medical Technician IAWIn Accordance With OOOrdering Officer PWSPerformance Work Statement QASPQuality Assurance Surveillance Plan QCQuality Control Plan TBTuberculosis TJCThe Joint Commission VTSVeteran Transportation Service Scope/Requirements Types of Ambulance Service The contractor shall provide Urgent, non-emergent Stretcher Transports, Basic Life Support (BLS), Advanced Life Support (ALS), and Critical Care Transport (CCT) Tier 1, 2, and 3 ambulance services on an as-needed basis in accordance with all federal, state, and local regulations. Occasionally a veteran will need to be transported with VA staff and equipment; the contractor shall return VA Staff and equipment to the original place of pick-up. Transport of Miscellaneous Items with the Patient The Contractor may also be required to transport patient luggage, medical records, medication, and comfort items from pickup points to destination at no additional cost to the Government. Luggage to be transported will be restricted to suitcase and valise types. When patients are transported to the DC VAMC, destination is deemed to be the ER, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff. Contractor Personnel Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract. Emergency Medical Technicians (EMTs), Critical Care Transport Paramedics (CCTPs) & Other Personnel EMTs, CCTPs and other medical personnel shall meet all qualifications specified in this contract and applicable laws. Personnel shall be certified, licensed, or officially recognized by the relevant government or public entity. Contractor must provide evidence of training, certifications, and licensing for new or replacement personnel to the COR. All ambulance drivers must have a valid driver's license per state requirements. CCTPs must meet state requirements for their tier and provide proof upon request. Investigative Requirements for Contract Personnel Contract personnel will be subject to Special Agreement Checks (SAC) and fingerprinting at the facility. Annual requirements apply with a 90-day window for completion. The Workforce Management and Consulting, Human Resource Operation Office, Personnel Security Contracting Team (WMC HROO PerSec Contracting Team) adjudicates background investigations. Personnel must pass background checks and have no felony convictions or pending charges in the past five years. New charges must be reported immediately. Non-compliance may result in contract termination. Tuberculosis Exposure Control Policy Contractor shall provide a TB exposure and control policy including decontamination. Personnel must be tested for TB per state guidelines and provide written confirmation to the COR at the start of each Ordering Period. Contractor Equipment, Vehicles, and Inspection Ambulances must meet all applicable regulations including licensing, registration, and safety standards. VA reserves the right to inspect equipment and restrict use of non-compliant vehicles. Vehicles must be clean and maintained per manufacturer instructions. Contractor shall not borrow or exchange supplies or medications with VA; equipment attached to patients may remain during transport. Contractor shall furnish all linen required at no additional cost; no exchange with VA linen. Contractor must be capable of transporting required drugs and equipment as per Attachment A. Personnel must conduct themselves professionally and wear uniforms with company and employee names visible. Drivers must have valid licenses and meet experience and record requirements. Patients must be secured properly during transport; drivers must be trained in first aid and oxygen administration. Emergency Medical Technician (EMT) and Paramedic Qualifications Completion of training per Department of Health and Human Services standards (minimum 150 hours plus in-hospital training). Certification or licensure by relevant government or public entity. Transportation Request The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software for all patient transports. The VA will provide software and access. Receive and respond to electronic trip requests. Use Vendor pass by the driver. Submit claims via electronic HCFA 1500 in the portal. Invoices must be submitted within 30 calendar days of service. Invoices must include contract number, date of service, authorization numbers, pick-up/drop-off locations, base rate, patient details, diagnosis codes, and other required information. Unauthorized charges will be reviewed and may be suspended. Transportation requests are one-way service orders; no more than one patient per order unless approved. Contractors must monitor the portal 24/7 and have dedicated staff. Alternate communication methods will be used if the portal is down. Only authorized VA staff may place, cancel, or change transportation requests. Orders must include mode of transportation, time, beneficiary name, pick-up/drop-off points, medical specialists, equipment, SSN last four digits, and special instructions. Audit systems will ensure appropriateness and timeliness of orders. Escort allowance at no additional cost if authorized. Contractor must have sufficient vehicles/personnel for up to four simultaneous transports. Patient may bring up to three liters of oxygen; contractor responsible for safe storage. Response Times Scheduled orders (placed by 7pm day before) must be on time. Urgent transport from VA: arrival within 30 minutes of order. Add-on transport requests at DC VAMC: up to 60 minutes response time. Urgent critical patient transport at DC VAMC: up to 30 minutes response time. Non-DC VAMC pick-ups: dispatch within 30 minutes of order. Pick-up times must be reasonable based on distance and conditions. Contractor not liable for nonperformance due to uncontrollable events but must notify VA promptly. Cancellations No charge if cancellation before dispatch. No-show defined as cancellation after dispatch or arrival; contractor may request one-way reimbursement. Reimbursement based on base rate and mileage to pick-up location. Immediate dispatch required for out-of-DC VAMC transportation requests. Pick-Up/Drop-Off/Reporting Procedures Pick-up and delivery at specified locations as directed by VA staff. Ambulance personnel shall report to VTS Dispatcher or AOD to announce arrival and obtain patient condition report. Provide report and run sheet to VA healthcare staff upon delivery. Notify VA Beneficiary Travel Department or AOD immediately if diverting to emergency department. Patient Welfare Contractor responsible for patient welfare and VA property during transport. Damaged or lost personal belongings must be replaced at contractor's expense. Extreme caution required in handling patients. Patients refusing proper securement will be reported and may be refused transport. Incident Reporting Notify COR, Requestor, Program Manager, Beneficiary Travel Department within 1 hour of accidents or safety problems. Written report due by close of next working day. Contractor shall cooperate with COR and respond to complaints promptly. Invoicing Each transport includes 30 minutes wait time; additional wait time invoiced in 15-minute increments. Wait time starts after arrival and appointment time elapsed. Mileage rounded to nearest mile; payment based on VA's Bing Maps API calculation. Long distance mileage paid per price schedule; mileage to/from business location not reimbursed separately. Invoices must be submitted electronically via VetRide or approved software with required details. VA payment extinguishes beneficiary liability; beneficiaries and third parties must not be billed. Period & Place of Performance Ordering period effective from Date of Award through 09/30/2027. Place of Performance includes DC, MD, VA; locations include but not limited to: Washington DC VA Medical Center and its clinics Community-Based Outpatient Clinics (CBOCs) in MD and VA Other VA Medical Centers within VISN 05 Non-VA Medical and Community Care facilities as authorized Veteran's residence Local airports: DCA, BWI, IAD Quality Control Plan The contractor shall maintain a Quality Control Plan (QCP) including: Organizational structure and roles Methods to identify and prevent service deficiencies Corrective action steps Records and tracking system for employee qualifications Methods to ensure on-time ambulance services (24/7 availability, up to 4 simultaneous transports) Procedures for communication breakdowns and alternative communications Contingency plan for VetRide portal downtime with logging and monthly reporting The Government will evaluate performance via a Quality Assurance Surveillance Plan (QASP) which is a living document and may be revised. Minimum Performance Standards TaskPWS ReferenceStandardAcceptable Quality LevelMethod of Surveillance Provide on-time ambulance servicesSection 4.5.1.8.3Scheduled patient pick-ups shall not deviate more than 15 minutes past scheduled time97%Customer Feedback Incident ReportingSection 4.8Notify Program Manager within 1 hour; written report by next working day97%Customer Feedback Invoice ReportsSection 4.9Provide monthly invoice with documentation95%100% inspection of monthly invoices/reports COVID-19 or Other Similar Infectious Diseases Contractor shall not refuse transports of COVID-19 positive or similarly infected patients. Contractor shall abide by VA and CDC guidance and update procedures as needed. Written policy required for infection prevention including screening and decontamination. Contractor shall furnish all required PPE throughout contract life. Conformity To Regulations Contractor and operators shall conform to all Federal, State, and local regulations. VAMC facilities are NO SMOKING areas; violations may result in fines and work stoppage. Wage Rates Wage Determinations in Section D apply. Contractor certifies salaries meet or exceed specified wages. Service Contract Act wages apply during driving time to/from VA destinations. Evidence of Coverage Contractor shall furnish insurance certification before work commencement, ensuring coverage cannot be changed or canceled during contract term. Worker's Compensation Contractor shall maintain Worker's Compensation and Employers Public Liability insurance per statutory limits and provide certification to Contracting Officer. Contractor Personnel Security Requirements All deliverables and materials are property of the U.S. Government. Individually identifiable health information must be kept confidential and secured. Compliance with Privacy Act, HIPAA, and related laws required. Contractor staff must sign confidentiality statements before contract start. HIPAA compliance includes possible Business Associate Agreement with VA. Compliance with OSHA Blood Borne Pathogens and Tuberculosis directives required. Medical Liabilities Insurance Contractor shall carry required medical and vehicle insurance per VAAR Clause 852.237-7 and state health services. Annual VHA Training Annual compliance, privacy, and cybersecurity training required for all contractors. Documentation of completed training to be provided to appropriate VA officers. Conformance with Environmental Management Systems Contractor shall perform work consistent with applicable environmental management systems (EMS). Contractor shall take corrective actions for noncompliance or nonconformance. Employees must be aware of EMS roles and responsibilities. On-site personnel shall complete yearly EPA-sponsored environmental training. Contractor Performance Assessment Rating System (CPARS) Contractors with awards over $1,000,000 must register with CPARS within 30 days of award. Annual or final evaluations will be conducted and shared with contractors for comment. Failure to register or respond may result in evaluations being filed without contractor input. PLACE OF PERFORMANCE Washington DC VA Medical Center 50 Irving Street NW Washington, DC 20422 Additional Links: Washington DC VA Medical Center

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