SOURCES SOUGHT NOTE: THIS IS A SOURCES SOUGHT NOTICE REPRESENTING A MARKET SURVEY AND IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, QUOTATIONS OR INVITATION FOR BIDS. The James A. Haley VA Medical Center is conducting market research for the purposes of determining the availability of potential Service Disable Veteran Own Small Business (SDVOSB), Veterans Owned Small Business (VOSB), Woman Owned , Hub Zone, 8A, Small large and all businesses with capabilities to provide Non-Emergent Wheelchair Transport Service for the James A. Haley VA Healthcare System. The estimated period of performance is a one-year base period (03/17/2021 03/16/2022) plus four, one-year option periods. SCOPE OF WORK The contractor will provide all requested Special Mode Transportation Service, as identified within this performance work statement (PWS) for beneficiaries of the James A. Haley Veterans Hospital (JAHVH), 13000 Bruce B Downs Blvd, Tampa, Florida 33612, and, its associated healthcare facilities. The Contractor will provide all emergency vehicles, personnel, management, supplies, transportation, fuel, equipment, reports, and anything else necessary to successfully furnish Special Mode Transportation Service as identified in the Price and Cost Schedule and the PWS in accordance with all terms, conditions, and provisions stated herein. The contract term shall cover a one year Base Period with four (4) one (1) year Option Period; the 1year option periods are subject to be exercised at the Government s discretion. The contractor responsibility will cover /encompass a percentage of the Special Mode transportation services within James A. Haley Veterans Hospital (JAHVH) coverage area (Florida). Performance are required to continuously be compliant with the requirements contained herein, and meet or exceed the standards of, but not limited to, the Joint Commission and Florida State Department of Health Regulations. The Contractor shall perform required services in accordance with the standards of the Joint Commission on the Accreditation of Healthcare Organization and the established principles and ethics of the medical profession established by the American Medical Association (AMA) and American College of Emergency Physicians (ACEP). The Contractor shall adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of Medical Staff bylaws of the James A. Haley Veterans Hospital. The regulation that governs the Beneficiary Travel Program is Title 38 Code of Federal Regulations (CFR) Section 70. The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance. The Contractor will provide special mode transportation services, 24 hour/7 days a week, within the state of Florida, subject to the response time lines and other requirements as further detailed below and contained on the Florida State Department of Health website www.health.gov. The Contractor will provide a minimum of a toll free telephone and/or a locally dialed telephone number for accepting VA calls. It is estimated that 90% of all requests for Beneficiary/Patient Transportation Services will be placed initially by telephone - followed by a written request via secure Facsimile or email. 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, text message or in person. All patient transportation requests will be placed against schedule and will be verified against invoices and trip tickets. When ordering services, the VA medical facility will provide the following information: VA authorization number Mode of transportation required; Required date and time of arrival; Name of beneficiary; Pick-up and delivery point; Type of equipment required; Last four of the patient's Social Security Number; Any special instructions. CONTRACTOR QUALIFICATIONS The Contractor will meet all requirements of Federal, State, and City and Department of Transportation (DOT) Handicab code and standards regarding operation of this type of business. The contractor will ensure that drivers hold current Cardiopulmonary Resuscitation (CPR) certifications. The Contractor will maintain licensure/certification/Certificate of Public Convenience Necessity (COPCN) with the state of Florida, and Hillsborough County, as applicable, throughout the life of the contract. In the event the license/certification/COPCN lapses or expires, this could be cause for termination of the contract or discontinuance of further ordering of services from the Contractor. Contractors must have established the relevant experience with providing special mode transportation services and are financially responsible and capable of providing the services. The contractor will maintain documentation demonstrating they meet all requirements of Federal, State, County, and City codes regarding operation of this type of service. Documentation will be made available to the VA immediately upon request by the Contracting Officer for the duration of this contract, and applies to any sub-contractors employed by the contractor Within fourteen (14) days after receipt of award notification, the Contractor will provide the COR with a list of all employees authorized to provide special mode transportation services under this contract. These individuals must complete a VA issued security check within thirty (30) days from the Government s receipt of the list of names. The background check will be conducted by the James A. Haley VA Hospital Human Resource Department and will include the Contractor s employees to have their fingerprints captured. Within fourteen (14) business days after contract award the Contractor will provide the following employee information: Name Position Title and Work assignment area Thereafter, any personnel changes will be submitted within two (2) business days after the changes occur. Drug Testing Policy - The Contractor will have internal policies and procedures for identifying and preventing employee drug and alcohol abuse. Contractor personnel performing contract services will meet at all times the qualifications 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. The appearance of Contractor drivers and attendants will adhere to the latest updated edition of Section 6, Rules of The Hillsborough County Public Transportation Commission . Emergency Medical Technicians providing emergency services on this contract will meet the following training requirements: Have completed training in accordance with the standard published by the US Department of Health and Human Services (PL 93-154) and follow Florida Statutes (401.2701) requiring a minimum of 110 hours, with at least 20 hours of supervised clinical supervision, including 10 hours in a hospital emergency department. EMTs will also meet ongoing recertification requirements standards determined by the State of Florida. Evidence of the equivalent training program successfully completed by the EMT will be submitted to the Contracting Officer or COR. The EMT will 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. Current and updated certifications of EMTs providing service under this contract will be submitted to the Contracting Officer or COR. Drivers will have a valid operator's license in accordance with State of Florida for the operation of services they perform, and, will be in reasonably good health, with a record of current immunizations/vaccinations present in their employee file. Drivers providing service under this contract will have a valid ambulance personnel license with a driver designation as required by Federal, State, and local law. Contractor will ensure each special mode driver who operates a permitted vehicle meets qualifications listed in Section 401.281, F.S. and will be responsible for assuring that its drivers are knowledgeable and competent in emergency vehicle operations thoroughly familiar with the vehicles assigned. Special mode drivers will complete at least a 16-hour course of instruction on driving an authorized emergency vehicle, as defined by Section 316.003 (1) F.S., which will include at a minimum, classroom and behind-the-wheel training. Attendant/driver will have successfully completed standard and advanced first aid courses including use of cardiopulmonary resuscitation techniques (CPR) of the American Red Cross, U.S. Bureau of Mines or equivalent; be able to safely use all associated equipment, such as a wheelchair lifts, and fire extinguishers; and been fully briefed and trained in passenger assistance techniques. Proof in the form of a current certificate that first aid training has been successfully completed will be available upon request. All contractor employees will be enrolled periodically in refresher continuing education or advanced training programs as approved and required by the State of Florida, Department of Health Bureau of Emergency Medical Services. Such refresher training will be submitted to the Contracting Officer or COR upon request for verification of compliance. In no instance may this continuing education training be less frequent than every two years. The Contractors drivers/attendants must have a record of current/recurrent training completed in their employee file, for: Blood Borne Pathogens and Hazardous Materials Training. Life Safety Management - Fire preparedness procedures. Familiarization with the various Alert/Emergency Code Names used by the VA Medical Center. Basic First Aid and CPR. Proper operation of safety features of a Wheelchair and Patient Transport Stretcher and the various vehicle devices, including any lift mechanism and any locking/securing devices for such Patient and/or their Wheelchair and Transport Stretcher. The Privacy Act of 1974. The Health Insurance Portability and Accountability Act (HIPAA) of 1996. Handling and Disposal of Bio-Hazardous Waste. VEHICLE AND INSURANCE The Contractor will obtain all necessary licenses and/or permits required to perform this work. She/he will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. She/he will be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence. The Contractor will maintain personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the State of Florida and in accordance with VAAR 852.237-7. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer. Insurance: The following minimum insurance coverage will apply to this contract: 1) Worker s Compensation and Employer s Liability Insurance in accordance with the Office of Workers Compensation Programs (OWCP). Contractors are required to comply with applicable Federal and State worker s compensation and occupational disease statutes. If occupational diseases are not commensurable under those statues, they are covered under the employer s liability section of the insurance policy, except when contract operations are so commingled with a Contractor s commercial operations that it would not be practical to require this coverage. The Contractor must hold Employer s liability coverage of at least a minimum of $100,000. General Liability: Covers liability exposures, such as lawsuits, and property or personal injury on the premises of a business): at least a minimum of $500,000 per occurrence. Automobile Liability: at least a minimum $200,000 per person, at least a minimum $500,000 per occurrence for bodily injury and at least a minimum $20,000 per occurrence for property damage. The Contractor will provide proof of liability insurance, as listed above, prior to commencement of work. Each stretcher vehicle shall be equipped with the following: A crash stable side or center mounting style litter fastener of the quick release type. At least two(s) strap-type restraining devices per stretcher, cot and litter to prevent longitudinal and transverse dislodgment of the patient during transit. Air conditioning and heating system. An inside rear-vision mirror which will enable the driver to view the entire passenger compartment, at the level at which the passengers ride, in addition to the rear vision mirrors. Floor covering material that can be easily maintained in a safe, sanitary, and odor free manner that shall extend the full length and width of the patient compartment. A fully operational 1A:10B:C fire extinguisher, in an easily accessible location as a minimum. A minimum of 5 inches in height, measured from the finished floor to the finished ceiling, for the patient compartment. Operable two-way radio communications capability with the services base station. Each wheelchair vehicle shall be equipped with the following: A lift facility, operated electrically, hydraulically or mechanically, with sufficient capacity to safely and smoothly lift passengers into the vehicle. A secure latching apparatus for locking the wheelchair to the vehicle for each passenger transported a positive means of securely latching or locking to the vehicle the wheelchair, in which the passenger will ride. The latching device shall be designed to prevent any lateral, longitudinal or vertical motion of the passenger conveyance within the vehicle inconsistent with the motion of the vehicle itself. Restraining belts or straps, designed to securely confine passengers to wheelchairs in which they are transported. Air conditioning and heating system. An inside rear-vision mirror which will enable the driver to view the entire passenger compartment, at the level at which the passengers ride, in addition to the rear vision mirrors. Floor covering material that can be easily maintained in a safe, sanitary, and odor free manner that shall extend the full length and width of the patient compartment. A fully operational 1A:10B:C fire extinguisher, in an easily accessible location as a minimum. A minimum of 5 inches in height, measured from the finished floor to the finished ceiling, for the patient compartment. Operable two-way radio communications capability with the services base station. Contractor Vehicles will contain at a minimum, the following: Loading platform will be integral to the vehicle and made of a least thirteen (13)-gauge steel. Platforms will have raised edges, be counter balanced, self-adjusting to curbs and sidewalks, and self-storing. When not in use platform will be securely stored so as not to block the vision if the driver or inconvenience the patient. Side and rear loading doors will be operational from both inside and outside vehicle. Vehicle will have clamp cleats or belts to firmly anchor wheelchair/scooters and prevent movement in any direction. Steps will be treated with non-skid material. Vehicle will have safety belts for all occupants. Vehicle will have working heating, air conditioning, and adjustable temperature controls. Vehicle will 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. Vehicle will contain a First Aid Kit and band aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items will be packed in sterile containers. Vehicle will have two (2) blankets. Vehicle will have on board supplies to provide infections control precaution procedures. A two-way radio that will be fully operational at all times during contract performance and map/directional device. The Contractor will provide sheets, blankets, other equipment and supplies required for use while in transport. SANITIZATION AND CERTIFICATION OF STORAGE DEVICES Contractor Security Control Assessment: The contractor shall complete a Contractor Security Control Assessment (CSCA) for the certification to safeguard, store, access, maintain or transmit Veterans sensitive information. The CSCA shall be completed and returned to the COR/ISO within thirty days after contract award. The CSCA is a checklist built around the framework of the National Institute of Standards and Technology (NIST). Physical destruction: The vendor shall utilize an approved VA physical destruction method for destruction/sanitation of storage devices with Veterans sensitive information. The method shall include disintegrate, shred, pulverize, and incinerate. Incinerate hard disk drives by burning the hard disk drives in a licensed incinerator. USB Removable Media (Pen Drives, Thumb Drives, Flash Drives, Memory Sticks) with Hard Drives Overwrite media by using agency approved and validated overwriting technologies/methods/tools. The contractor can contact the COR for information on a VA approved software program for the sanitation of hard drives. Possible Line Items: Item Description Unit Wheelchair, scooter, ambulatory patient (pick-up charge >10 miles ) Trips  Stretcher patient (pick-up charge >10 miles) Trips  Wheelchair, scooter, stretcher, ambulatory patient (mileage rates >10 miles Miles  Wheelchair, scooter, ambulatory patient (mileage & pick-up charge 10 miles includes mileage) Trips  Wait times ( >15 minutes after designated pick-up time) rate charge per minute Miles  Additional attendant Trips Wait time over 15 minutes Hours *Additional facilities may be added based on Bay Pines VA Healthcare System requirements. Potential quoters are invited to provide feedback via e-mail to Clarelle Sylvain at
[email protected]. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. RESPONSE: Responses to this Sources Sought Notice should be able to demonstrate the company s capability to responsibly deliver the services listed in the above Scope of Work. The purpose of this Special Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone, other Small Businesses, and Large Businesses interested and capable of providing the services described in the above Scope of Work. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. No funds have been authorized, appropriated, or received for this effort. If your firm is fully qualified to perform the required services, please provide the below requested information regarding your firm: A. The socio-economic status of your firm, keeping in mind the NAICS code for this requirement is 485991 -Special Needs Transportation with a size standard of $16,500,000.00. If your company meets small business size requirements and is capable of providing these services, please ensure this NAICS code is currently listed under your company in SAM, or have it added right away. Please check any and all of the following that apply: Service disabled; veteran owned small business_________ Veteran owned small business _______ Small business_______ (8a) firm _________ HUB zone ________ Large Business/Other than small business firm__________ GSA Schedule (if applicable) _______________ Offerors are required to comply with 13 C.F.R. 125.6. Offerors are to check which applies block applies: [ ] I certify that no subcontractors are anticipated in performing services under this contract. My Company receives 100% of the cost of this contract. [] I certify that my company and those subcontractors that are similarly situated are estimated to receive at least 50% of the value of this contract. I understand that a similarly situated subcontractor must meet the size standard for NAICS assigned by the prime and must be in certified in VIP. Please provide the following information to identify and calculate the cost of the work self-performed and what is subcontracted. B. Responses to this notice shall also include the following information: Company Name: DUNS #: Full Address: Point of Contact Information (Job title, Phone Number and E-mail Address): C. Any pertinent information which demonstrates your firm s ability to meet the above requirements. Any response that does not provide the necessary information in the capability statement will be considered to be a negative capability response. All offerors must be registered in the System for Award Management (www.sam.com) and Representations and Certifications must be completed prior to any future award. To be considered as a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) interested vendors must be a verified SDVOSB/VOSB concern in the VA Center for Verification and Evaluation (CVE) Veteran Information Pages (VIP) pages https://www.vip.vetbiz.gov/. Supporting evidence must be furnished in sufficient detail to demonstrate your company can perform the services described above. Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. IMPORTANT INFORMATION: 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. The North American Classification System (NAICS) code for this acquisition is 485991 -Special Needs Transportation with a size standard of $16,500,000.00. Any offeror capable of providing this service shall notify the Contracting Officer by email within 7 calendar days from the date of the publication of this special notice. *Responses shall be sent via email to
[email protected], no later than 4:30 PM EST, January 17th, 2021. Any questions about this notice should be sent to
[email protected] and the title of email shall read 36C24821Q0287 Non-Emergent Wheelchair Transport Service .