V225--AMBULANCE SERVICE - HUNTINGTON AREA / BASE (8 MONTHS) + 4OY

Solicitation No.

36C24526Q0055

Notice Type

Sources Sought

Posted Date

October 6, 2025

Response Deadline

October 13, 2025

NAICS Code

621910AI guide

PSC / Class Code

V225

Issuing Office

245-NETWORK CONTRACT OFFICE 5 (36C245)

Sub-Agency

DEPARTMENT OF VETERANS AFFAIRS

Agency

DEPARTMENT OF VETERANS AFFAIRS

Primary Contact

mark.smith25@va.gov

City

LINTHICUM

State

MD

ZIP Code

21090

AI Product/Service

service

DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary, will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. The Department of Veterans Affairs is conducting market research in order to provide Ambulance Services at Huntington WV, VA Medical Center (Huntington Location). The Government anticipates awarding a Firm Fixed Price 5-year IDIQ type contract that will provide the support services listed within the Draft Statement of Work below. OBJECTIVE: See Draft SOW. RESPONSE INSTRUCTIONS: Name and Address of Company The Small Business Administration's recognized business size classification A through description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Mark Smith at mark.smith25@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to mark.smith25@va.gov no later than 3:00 PM EST on 10/13/2025. Purpose: The Hershel Williams Williams VA Medical Center (hereafter HWW VAMC), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted ambulance transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of Basic Life Support (BLS), Advanced Life Support (ALS), Specialty Care Transport (SCT) or Critical Care Transport (CCT) services. The contactor shall make these ambulance services available to the VA as specified in the terms of this contract below. Background: HWWVAMC campus is located 1540 Spring Valley Drive Huntington WV 25704, serving over 30.000 Veterans, primarily from the Southern Ohio, Eastern KY and Western WV areas and it s four Community-Based Outpatient Clinics. The hospital has 95 inpatient beds and sees approximately 2,084 inpatient admissions and 390,325 outpatient visits a year. Veterans served within this facility lives within the following counties and zip codes. CABELL COUNTY: 25701 25705 25504 25541 25702 25703 25545 25510 25506 25520 25559 25537 25755 25729 25771 25770 25773 25772 25775 25774 25777 25776 25779 25778 25706 25708 25707 25710 25709 25712 25711 25714 25713 25716 25715 25718 25717 25720 25719 25722 25721 25724 25723 25726 25725 25728 25727 WAYNE COUNTY: 25504 25511 25512 25514 25517 25530 25534 25535 25555 25557 25570 25669 25674 25699 2525701 25704 LINCOLN COUNTY, WV: 25003 25003 25501 25505 25506 25510 25521 25523 LAWRENCE COUNTY, OH: 45619 45623 45629 45638 45645 45656 45659 45669 BOYD COUNTY, KY: 41101 41102 41129 41143 41168 CARTER COUNTY, KY: 40351 41132 41141 41143 41146 41164 41168 41179 41180 Acronyms ALS Advanced Life Support AOD Administrative Officers of the Day BLS Basic Life Support CCT Critical Care Transport CCTP Critical Care Transport Paramedic CCEMTP Critical Care Emergency Medical Transport CO Contracting Officer COR Contracting Officer s Representative CPR Cardiopulmonary Resuscitation DOL Department of Labor EMT Emergency Medical Technician IAW In Accordance With OO Ordering Officer PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QC Quality Control Plan TB Tuberculosis TJC The Joint Commission VTS Veteran Transportation Service Scope/Requirements Types of Service The contractor shall provide scheduled, add-on, and emergent transport. Scheduled HWW VAMC will provide a schedule of all pick-ups by noon the day prior to pick-up. For Monday and Holidays, the schedule will be provided the last workday prior to the break. Add-on Appointments that are scheduled after the cut-off time of the day prior. These are for routine appointment, non-critical transport. Emergent Requests for advance transport after the cut-off time for patients who cannot wait. Types of transportation Service Basic Life Support (BLS) - (A0429) Non-Emergency Transport, Basic Life Support (BLS) ambulances provide transport to patients who do not require extra support or cardiac monitoring. A BLS ambulance is staffed by at least one emergency medical technicians (EMTs) or Paramedic and Emergency Medical Vehicle Operator (EMVO) who have training in basic emergency medical care such as basic airway management, use of an automated external defibrillator and basic drug administration. Advanced Life Support (ALS) - (A0422) Advanced Life Support (ALS) ambulances transport patients who need a higher level of care during transport above those services provided by a BLS ambulance. The unit is staffed by at least one paramedic and are qualified to render advanced life support to patients such as advanced airway management, drug administration and cardiac monitoring under the direction of a hospital. Vehicle must be operated by a EMVO, EMT, or Paramedic. Critical Care Transport (CCT) Patient Transportation when medically necessary, for a critically ill or injured patient needing critical care paramedic (CCP) skills between medical care facilities and provided by an authorized ambulance service to provide critical care transport and staffed by one or more critical care paramedic or other health care professional in an appropriate specialty area. Vehicle must be operated by a EMVO, EMT, or Paramedic. Specialty Care Transport (SCT) (A0434) (Upper-Level Care) Specialty Care Transport (SCT) A critically injured or ill patient transported by a ground ambulance vehicle that includes the provision of medically necessary supplies and services, at a level of service beyond the scope of the EMT- Paramedic. SCT is necessary when a patients condition requires ongoing care that must be furnished by one or more health professionals in an appropriate specialty area. Costing for each type of trip based on each type of transport. Reoccurring one-way trip is equivalent to one each for the unit of issue. One-way trip is calculated on 40 miles. Over 40 miles will utilize flat mileage rate. Out of catchment area trip requests will be paid on a flat mileage rate. Reoccurring transportation to Chillicothe OH VAMC be based on a flat rate and will be included in the Price/Cost Schedule. Reoccurring transportation to Lexington KY VAMC be based on a flat rate and will be included in the Price/Cost Schedule. Reoccurring transportation to Louisville KY VAMC be based on a flat rate and will be included in the Price/Cost Schedule. Reoccurring transportation to Clarksburg VAMC be based on a flat rate and will be included in the Price/Cost Schedule. Reoccurring transportation to Pittsburgh PA VAMC be based on a flat rate and will be included in the Price/Cost Schedule. Reoccurring transportation to Martinsburg WV VAMC be based on a flat rate and will be included in the Price/Cost Schedule. Reoccurring transportation to Dayton OH VAMC be based on a flat rate and will be included in the Price/Cost Schedule. Reoccurring transportation to Nashville, TN VAMC be based on a flat rate and will be included in the Price/Cost Schedule. One-way return trips outside of 100 miles will utilize flat mileage rate over 100 miles except for reoccurring transportation requests. Waiting Time For time lost in waiting at either or both ends of a trip due to causes beyond the Contractor's control, the Contractor will be reimbursed per quarter hour as proposed in the schedule for each quarter hour or fraction thereof more than one-'quarter hour for the time reported to the designated Veterans Affairs personnel. If the pick-up point is other than the Veterans Affairs Medical Center; the Contractor will call the Travel Clerk first or Transportation Assistant during administrative hours (8:00AM through 4:30PM, Monday through Friday) or the Administrative Officer of the Day (AOD) on duty during non-­ administrative hours (during evenings, nights, weekends, and holidays) as soon as it is anticipated that a delay may develop for which the Contractor expects to claim reimbursement. This call is only for the purpose of verifying the arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay for which reimbursement 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. Respirator Flat rate for providing transport and personnel to monitor patient with respirator. Transportation Requirements Luggage 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. Patient Pickup and Delivery from/to VAMC Ambulance drivers will report and sign-in at the Travel Clerk's desk, Monday through Friday, from 8:00 AM through 4:30 PM and at the Admission Office from 4:30 PM to 8:00 AM Monday through Friday and weekends. Ambulance drivers will deliver and pick-up patients at designated locations, i.e., Emergency Room, Special Treatment Room, Clinic Area, Ward (if known). These locations will be designated when designated Veteran Affairs personnel make contact. Ambulance personnel will report to the Nursing Station to (1) announce his/her arrival to pick-up and transfer the patient, and (2) obtain report of pertinent information regarding the patient's condition from the primary nurse/physician. When delivering a patient, the ambulance personnel will give report to appropriate nursing personnel. When requested, a run sheet of that run shall be faxed or sent electronically to the VA Medical Center. In cases which the ambulance's dispatchers prioritize their requests for services as an emergency and a rescue squad is dispatched, the dispatcher will notify the calling party at the VAMC of the patient's location as soon as it becomes available. Response Times. Scheduled - All scheduled request will arrive on time for all orders. ALS Add-on 2 hours Emergent 20 minutes BLS Add-on 2 hours Emergent 20 minutes Critical 20 minutes Specialty 30 minutes Reporting If response times cannot be met, a phone call will need to be placed immediately to the COR, Program Manager, or Beneficiary Travel Department. Number of Patients Only one patient will be transported on a trip unless specifically authorized or requested by the Department of Veterans Affairs. When, pursuant to the Department of Veterans Affairs authorization, more than one patient is transported concurrently on a trip, reimbursement shall be made only at the rates contained in the schedule of costs for transporting a single patient. Regardless of the number of patients transported concurrently on a single trip, the Contractor shall be reimbursed for only the Base Rate (Item 1} for one trip. An Authorized official of the Department of Veterans Affairs may, when in the best interest of the veteran, allow a relative or caregiver to accompany the veteran, but caregiver/relative will have to provide their own transportation home. Complete Trip When ambulance service under the terms of this contract involves pick-up of a patient who is to be brought to this medical center or to another hospital and/or clinic for hospitalization or treatment, the trip will be considered complete when the patient is delivered by ambulance personnel to the admitting/evaluation unit, a specified ward or unit, or to the location specified at the time the trip is requested. Non-Pickup of Patient - When ambulance service involves a trip to or from this medical center, patient's residence, or patient refusal, but due to unforeseen circumstances the patient is not available for pick-up, the Contractor will collect for the trip at the rates applicable under the schedule portion of this contract. The Department of Veterans Affairs reserves the right to substitute patients in these instances to prevent the "no-load situation. Non-Arrival of Patient - When ambulance service involves the pick-up of a patient scheduled to arrive by air and the ambulance driver finds such patient does not arrive as scheduled, the ambulance driver will contact the Travel Clerk, Supervisor, Patient Support Unit, or the AOD and inquire as to the status of the arrival. If appropriate, waiting time may be authorized for time lost in waiting in accordance with the rate applicable under the schedule of costs of this contract. If Contractor reported as scheduled and no patient is transported, Contractor will be reimbursed at the rates applicable under the schedule of costs of this contract. Patient Custody: The Contractor shall not release the patient from his/her custody, unless custody is released to a charge nurse on duty at the facility patient is being transported to, or to a designated point of contact at the patient's residence. The Contractor shall take every reasonable measure to assure the well-being of the patient at their destination. The ambulance crew shall wait with the patient when transporting for scheduled appointments and provide assistance as needed, unless otherwise released by medical personnel at the location of the appointment. Rates: Rates will apply twenty-four hours per day seven days a week. Payment for mileage traveled beyond the catchment area will be limited to "One Way Only" for the distance over which the patient is transported. Such mileage costs will be paid in addition to the applicable rate per trip for any trip entirely within the catchment limits. The contractor shall receive the base rate proposed in the schedule for all one-way trips ordered. The base rate shall constitute full compensation for one-way trips which do not exceed the mileage threshold as defined herein. Mileage For all trips ordered under this solicitation "Mileage Threshold" is considered to be 40 miles one way. Any trips beyond 40 miles will be subject to a flat rate per mile. If claimed, mileage must be documented on the trip sheet. Mileage is determined using Bing Maps. Telephone System - The Contractor shall have telephone coverage to accept calls from the HWW VMC seven (7) days a week/24 hour a day, Sunday through Saturday. The contractor shall have sufficient telephone capacity to ensure immediate communication access between the HWW VAMC and the Contractor's facility for the purposes of scheduling and/or canceling trip requests as well as handling other emergencies. If the Contractor's place of business is located beyond the local telephone call zone, the Contractor shall accept telephone orders for service on a collect basis or provide a toll-free number. Tolls - It is agreed and understood that the prices proposed in the schedule do include any ferry, bridge, tunnel, or road toll charges. If Contractor's place of business is located beyond the local telephone call zone of this medical center, Contractor agrees to provide a toll-free telephone number or will accept telephone orders for service on a collect basis. 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 (as applicable) shall at all times meet the qualifications specified in this contract as well as all applicable federal, state, and local government laws, regulations, and standards. EMTs, CCTPs and other medical personnel (as applicable) shall be certified, licensed, or otherwise officially recognized by the local, state, or regional government or public entity where the emergency service is operated or by which it is governed. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing, and any other qualifications to the Contracting Officer s Representative (COR) for review. All ambulance drivers shall have a valid driver s license in accordance with state requirements for their place of operation and the services they perform. If the contractor wishes to add or replace drivers throughout the life of the contract, it shall provide a valid driver s license to the COR. CCTPs shall have met all state requirements for the tier in which they are performing services in (I, II, III). Proof in the form of a current certificate for the successful completion of such must be provided to the COR upon request. Investigative Requirements for Contract Personnel: Contract personnel will be subject to the same investigative requirements as those for regular VA appointees and employees. The level of investigation commensurate with the level of access to perform the performance work statement is: Special Agreement Checks (SAC). Fingerprinting for contract personnel will be conducted at (Facility name). Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by (Facility name). The Workforce Management and Consulting, Human Resource Operation Office, Personnel Security Contracting Team (WMC HROO PerSec Contracting Team) is responsible for adjudicating all background investigations for contract employees. EMTs, CCTPs, and other contractor personnel as applicable must pass the Contractor s background check and must not have been convicted of (or have any pending charges for) a felony for the past five years. Personnel (and Contractor) must report any new or additional charges or convictions if they arise during the course of performance under this contract so VA can review them and determine whether the employee in question needs to be discharged of his or her duties until the matter is adjudicated. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract or cause. Tuberculosis Exposure Control Policy The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include TB decontamination. The contractor shall have its personnel tested for TB in accordance with state guidelines and provide written confirmation to the COR that all personnel (current employees and any new hires) performing services under this contract are current in their TB test by at the start of each Ordering Period. Training - In addition to formal training for license/certificate, the contractor shall provide 16 hours of orientation training for each employee up to 14 days after his or her initial assignment of duty. Vendor must provide proof of training upon request from the CO or COR All contracted employees who have access to protected health information (PHI) in the performance of their official duties are required to take vendor Privacy and HIPAA focused training and Information Security Awareness Training and Rules of Behavior. Contractor Provided Vehicles, Supplies, and Equipment Infectious Prevention Transmission Based Precautions Vendor is expected to follow the Center for Disease Control (CDC) for standard and transmission based precautions for all patients, care givers, and staff. Vehicles Vehicles shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards for the services they are providing. The VA reserves the right to inspect the contractor s equipment and vehicles or require documentation of compliance with state laws, rules, regulations, and guidelines governing emergency medical transport vehicles. VA inspections of contractor equipment do not constitute a warranty or guarantee that the contractor s vehicles and equipment are properly maintained. The VA reserves the right to restrict the contractor s use of equipment and vehicles in the performance of this contract which are not in compliance with state laws, rules, regulations, and guidelines governing emergency medical transport vehicles. The restriction of such equipment and vehicles shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA. Vehicles shall be clean and maintained in good repair in accordance with manufacturer s instructions. Supplies and Medication The contractor shall not borrow or exchange supplies and/or medications with the VA. All required supplies and medication required for safe patient transport will be provided by the vendor. Equipment attached to or in use by the patient at time of pick-up may remain with the patient during transport to ensure continuity of care. Medical Control Authorities are responsible for maintaining and supplying medication during patient transport. All VA equipment and unused medications must be returned to VA during patient drop-off or as promptly as feasible within 24 hours. The contractor must be capable of transporting the drugs, supplies, and/or equipment required by the patient. The contract shall have the appropriate medications, including Specialty Care and Critical Care Transport, if necessary, based on county and state requirements for the region. Equipment The VA reserves the right to inspect the contractor s equipment or require documentation of compliance with state laws, rules, regulations, and guidelines governing emergency medical transport vehicles. VA inspections of contractor equipment do not constitute a warranty or guarantee that the contractor s equipment are properly maintained. The VA reserves the right to restrict the contractor s use of equipment in the performance of this contract which are not in compliance with contract requirements. The restriction of such equipment shall not relieve the contractor from performance in accordance with the contract nor necessitate additional cost to the VA Linen - The contractor shall furnish all linen required for patient transport at no additional cost. Linen shall not be exchanged with linen belonging to HWWVAMC. Transportation Request The contractor agrees to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract. Department of Veteran Affairs will provide the software and access to the VetRide Vendor Portal or VA-Approved Transportation Software for the vendor/contractor in this contract. The Contractor will utilize the VetRide Vendor Portal or VA-Approved Transportation Software fully as instructed. Receive and respond to electronic trip requests. Receive, use, and ensure the use of the Vendor pass by the driver. Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system. All invoices must be submitted within 30 calendar days of date of service in accordance with 38 CFR 70 to be considered timely submission. The contractor s invoice must be on the HCFA 1500 to include: Contract Number Date of Service (to include Box 24 A-J) Authorization number(s) Pick-up and drop-off location of the patient Base Rate Name (Last, First and Middle Initial (if any)) and Full Social Security number (Box 1a) of patient transported Date of Birth and Sex Diagnosis Codes or Nature of Illness or Injury Documentation of circumstances when billing for waiting time Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Tool charges, waiting time, etc. VA authorizing official s name Healthcare Procedure Coding System/National Level II (HCPCS) Unspecified charges, charges not associated with the contract, will be reviewed by the Contracting Officer Representative (COR) as to the validity of the charges and as to whether the payment will be made. A final determination will be made within 30 days after notifying the Contractor of the charges. A transportation request is defined as one incidence of a request for one-way service (Stretcher Transports, BLS, ALS, CCT). No more than one patient will be transported per order unless approved by an authorized VA staff. Transportation requests will be made through VetRide or VA-Approved Transportation Software Utilization. Contractors must have the capability to receive orders, update ride status, and input trip costs and other required data through this portal. Contractors must have dedicated staff available to monitor this portal 24/7. HWW VAMC Travel Program Staff will be available to assist with account setup and training for the Contractor s Staff. In the event VetRide or other VA-Approved Transportation Software Utilization is down, other methods of communication (i.e., telephone, facsimile) will be used to place Transportation requests. HWW VAMC Travel Program Staff/or authorized VA employees will work with the Contractor the following business day to reconcile any transportation requests that were placed outside of VetRide or VA-Approved Transportation Software Utilization. The Contractor must update VetRide or VA-Approved Transportation Software Utilization with any data and/or notes in real time that deviate from the original order such as invoicing for additional mileage due to a road closure, wait time, reason for no load, etc. HWW VAMC Travel Program Staff/or authorized VA employees may place a hold on payment of this order until it has been reconciled. Only the following VA staff are authorized to place, cancel, or make changes to transportation requests: Contracting Officer (CO) Ordering Officers (OO) Administrative Officer of the Day (AOD) Beneficiary Travel Office Staff Contracting Officer s Representative (COR) The Contracting Officer Representative will furnish the Contractor with the names of individuals above, who are authorized as Ordering Officers, by separate memorandum upon issuance of the contract. The Contracting Officer Representative will update this list throughout the life of the contract as Ordering Officers change. Ordering Officers are responsible for issuing and administering orders placed under this contract. Ordering Officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders. Non-authorized VA employees and private agencies (e.g., non-VA medical facility, nursing homes) are not considered authorized to place transportation requests. All patient pick-up(s) and drop-off(s) shall be authorized via orders which shall only be issued by the designated Ordering Officers. When placing orders for services, the Ordering Officer shall contact the designated contractor point of contact(s) to provide the following information: Mode of transportation required, Required time of arrival Name of the beneficiary, Pick-up and delivery point, Type and number of additional medical care specialists required, Type of equipment required, Last four of the patient's Social Security Number, and Any other special instructions An Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response. The type of transportation service (BLS, ALS, CCT) required will be discussed and determined by VA clinical personnel and the contractor. The contractor shall transport the patient per its policies and standard industry practice. If the type of transportation service differs from what was agreed upon by the VA and contractor, the contractor shall submit documentation to the VA explaining its rationale. The VA may authorize an escort (e.g., spouse, relative, guardian, etc.) to accompany the patient during medical transport if it is practicable and, in the patient s, best interest. The contractor shall allow the escort to accompany the patient at no additional cost. The patient may bring with her or him up to three (3) liters of oxygen. The contractor shall be responsible for providing adequate and safe storage of the oxygen tanks during transport. The contractor shall have sufficient vehicles and personnel to provide services for up to eight (8) simultaneous transportation requests for BLS transport and three (3) simultaneous transportation request for ALS. One of these eleven (11) simultaneous transports may require CCT capability up to Tier III. If HWW VAMC requires ambulance services exceeding eight (8) BLS simultaneous transportation requests, or three ALS simultaneous transportation requests the vendor will be offered to provide the services if they have sufficient vehicles/personnel available; but may decline these additional orders if sufficient vehicles/personnel are unavailable. The number of transports under normal operating conditions will typically range from _10_- 20_ transports each weekday and significantly less on weekends and holidays. The number of actual transports may vary throughout the life of the contract. Response Times Orders that are scheduled by 7pm local time the day before the required services are defined as scheduled in advance. With the exceptions found below, the contractor shall arrive on time for all orders scheduled in advance Emergent Transport (Originating from VA or CBOCS (Only): The contractor shall be required to provide Ground Ambulance transportation within twenty (20) minutes of order/patient pick up call. For all add-ons (not scheduled in advance) transportation requests, with pick up at HWW VAMC, the contractor will be allotted up to a sixty (60) minute response time from time of order placement for transportation requests that are not previously scheduled in advance. For an urgent transport request for a critical patient (as deemed by the physician) with pick up at HWW VAMC, the contractor will be allotted up to a thirty (30) minute response time. For transportation requests which do not have a pick-up at HWW VAMC The contractor may be required, if requested by the VA, to dispatch ambulances on short notice for transportation request not scheduled in advance; for these transportation requests the contractor shall dispatch ambulances within thirty (30) minutes of receiving the order. Pick-up appointment times shall be agreed upon by the VA and contractor at time of order placement and be reasonable based upon travel distance, speed limits, and weather conditions. The contractor s patient pick-up time cannot be more than 15 minutes prior to the schedule pickup time nor 15 minutes later than the scheduled pickup time for transportation requests scheduled in advance. The contractor shall not be held liable for nonperformance caused by an occurrence beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, and unusually severe weather. The contractor MUST notify the VA with as much advance notice as possible should any of these occur. Cancellations For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government. A no show is defined as a transportation request which is cancelled after the contractor has the vehicle enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for the type of service requested (Stretcher Transports, BLS, ALS, CCT) and the one-way mileage (Stretcher Transports, BLS, ALS, CCT) accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation. For transportation requests out of HWW VAMC only, the contractor will immediately dispatch a vehicle upon receipt of the order (including transportation requests in which the destination may change prior to pick up due to the critical condition of the patient). When the contractor is notified of a cancellation prior to arrival at the HWW VAMC campus, there shall be no charge to the Government. Pick-Up/Drop-Off/Reporting Procedures Ambulance personnel shall pick-up and deliver patients at specified locations. These locations will be specified by VA staff when an order is placed and communicated to the transporting personnel. When applicable, ambulance personnel shall report to the Veteran Transportation Service (VTS) Dispatcher or Administrative Officer of the Day (AOD) to (1) announce his/her arrival to pick-up and transfer the patient and (2) obtain report of pertinent information regarding the patient s condition from the primary nurse/physician. When delivering a patient, ambulance personnel shall give report to the appropriate VA healthcare staff and provide a copy of the run sheet which will be retained by the facility for inclusion to the patient s medical record. In cases where ambulance personnel must divert to a local emergency department while performing a VA authorized transport, the contractor s dispatcher shall notify the VA Beneficiary Travel Department or Administrative Officer of the Day of the patient s location and status as soon as this information becomes available. Patient Welfare The contractor shall be responsible for the patient s welfare during transport. The contractor shall be held responsible for patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor s expense. The VA requires the contractor to exercise extreme caution and care in the handling of patients. If a VA beneficiary being transported declines to be properly secured or removed the securement devices himself/herself, the driver will notify the Ordering Officers (OO), Administrative Officer of the Day (AOD) Beneficiary Travel Office Staff, or COR Contracting Officer s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported. In the event a beneficiary refuses to be properly secured, they shall be returned back to the location which they came from. Incident Reporting The contractor shall notify the COR, Requestor, Program Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the COR, Program Manager, or Beneficiary Travel Department, by the close of business of the next working day. The COR and Program Manager will monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions in a timely manner. The contractor shall promptly inform the COR of any complaints received directly from patients. If warranted, the VA may conduct incident investigations and require written response from the contractor within 48 hours of request. Invoicing Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero (0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes. When invoicing for mileage, the contractor shall round to the nearest mile. Mileage ending in .5 or higher shall be rounded up to the nearest mile. Mileage ending in .4 or lower shall be rounded down to the nearest mile. Payment for mileage to or from the point of care shall be limited to the VA s calculation according to the VA s Bing Maps API determination. Bing Maps API is optimized to determine mileage based on the shortest time of travel. Long Distance Mileage Payment for mileage outside the contract miles covered in the base rate, 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 the administrative costs (or costs of doing business). Upon notification of the contracting officer, the vendor must receive training and begin implementation of invoices via Vet Ride within 30 days versus VA Tungsten Network e-Invoicing network. Invoices must be submitted via the electronic HCFA 1500 in the VetRide Vendor Portal or other VA approved software. These invoices shall not include patient information, but shall include the following: - Contractor Name - Contract Number - Current Purchase Order Number - Date of service - Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of BLS Base Rate, total BLS Mileage incurred, etc.) - An itemized list of charges or services rendered that align with the line items of this contract (i.e., BLS Base Rate, BLS Mileage incurred, etc.) Payment by VA under this contract to a provider of ground ambulance transportation services authorized under this contract extinguishes any and all liability on the part of the VA BENEFICIARY for that transportation service. UNDER NO CIRCUMSTANCES ARE VA BENEFICIARIES, THIRD PARTY INSURANCES, MEDICARE, OR MEDICAID TO BE BILLED FOR THE SERVICES PERFORMED UNDER THIS CONTRACT. Period & Place of Performance The Place of Performance is variable and may occur within the states of West Virginia, Pennsylvania, Ohio, Maryland, Washington DC.; ambulance services may be required to or from locations including, but not limited to the following: Hershel Woody Williams VA Medical Center to include front entrance and emergency department. The HWW VAMC address is: 1540 Spring Valley Drive Huntington, WV 25704. HWW VAMC Community-Based Outpatient Clinics (CBOC) CBOC Name Address Charleston WV CBOC 700 TECHNOLOGY DR, SOUTH CHARLESTON, WV 25309 Prestonsburg KY CBOC 5230 KY Route 321, Suite 8 Prestonsburg, KY 41653 Gallipolis OH CBOC 323A Upper River Road, Gallipolis, OH 45631 Lenore WV CBOC 2867 Route 65, 15 Lenore Business Mall Williamson, WV 25661 Other VA Medical Centers and Hospitals, but not limited to: Hospital Name Address St. Mary s Medical Center 2900 1ST Ave Huntington WV 25702 Cabell Huntington Hospital 1640 Hal Greer Blvd Huntington WV 25701 Cleveland Clinic 9500 Euclid Ave Cleveland OH Chillicothe OH VAMC 17273 St Rt 104 Chillicothe OH 45601 Dayton OH VAMC 4100 W 3rd St. Dayton OH 45428 Lexington KY VAMC 1101 Veterans Dr. Lexington KY 40502 Louisville KY VAMC 800 Zorn Ave Louisville KY 40206 Beckley VAMC 200 Veterans Ave Beckley WV 25801 Martinsburg VAMC 510 Butler Ave Martinsburg WV 25405 Clarksburg VAMC 1 Medical Center Dr. Clarksburg WV 26301 Washington DC VAMC 50 Irving St NW Washington DC 20422 Baltimore VAMC 10 N Greene St Baltimore MD 21201 Pittsburgh VA Medical Center University Drive C Pittsburgh 15204 Pittsburgh VA Medical Center 1010 Delafield Rd Pittsburgh 15204 Nashville TN VAMC 1310 24th Ave S Nashville TN 37212 Veteran s Residence TBD Tri-State Airport 1449 Airport Rd, Huntington, WV 25704 Yeager Airport 100 Airport Rd, Charleston, WV 25311 Quality Control Plan Quality Control The contractor shall maintain a Quality Control Plan (QCP) that contains, at a minimum, the following: A description of the company s organizational structure including a description of the roles and responsibilities of management and supervisors. A description of the methods to be used by the contractor for identifying and preventing deficiencies or problems in the quality of service. A description of the specific steps the contractor will take for corrective action if needed if a deficiency or problem in the quality of service occurs. A description of the company s records and tracking system used to identify up-to- date background checks, applicable certifications and tests, and training of each employee performing services under this contract. A description of the method used to provide on-time ambulance services to meet the requirements of this contract (24/7 availability and up to 11 simultaneous transports in accordance with PWS 4.5.2.10) A description of the methods used to identify and prevent radio communication breakdowns and a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios. Contingency Plan for VetRide Vendor Portal is down. A description of the method/system used to log all requests for service. The contractor shall confirm that the log indicates the date and time of service call, actual time of pick-up versus the scheduled time, name of patient requiring services, designated pick-up and delivery points, mileage, and actual waiting time at pick-up and delivery points if waiting charges are claimed. The contractor shall confirm the log will be sent to the COR, Program Manager, or Beneficiary Travel Department monthly. The Government will evaluate the contractor s performance under this contract to ensure that the contractor s QCP is adequate, and that quality is achieved through a Quality Assurance Surveillance Plan (QASP). The Government shall prepare a QASP after contract award derived from the PWS and contractor s submitted quality control plan. The QASP is a living document and the Government may review and revise it at any time. All changes to the QASP will be coordinated with the vendor prior to any audit using the new standards is completed. The QASP will specify the work requiring surveillance and the Government s method of surveillance. Minimum Performance Standards The contractor shall maintain performance standards in accordance with the standards outlined in the table below. Failure to meet the Acceptable Quality Levels (AQL) may result in termination of the contract. The QASP will include the standards below as well as others derived from the contractor s quality control plan. Task PWS Reference Standard Acceptable Quality Level Method of Surveillance Provide on- time ambulance services Section 4.2.3 Scheduled patient pick-ups shall not deviate more than 15 minutes past scheduled pick-up time for scheduled orders 95F% Customer Feedback Incident Reporting Section 4.8 The contractor shall notify the Program Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the Program Manager, Benefits Management, by the close of business of the next working day. 95% Customer Feedback Invoice Reports Section 4.5.2d Provide a monthly invoice including secondary documentation in accordance with Section 4.5.2d of the PWS 95% 100% inspection of monthly invoices/reports Conformity To Regulations The contractor and his/her operators shall conform to all Federal, State, and local regulations governing the performance of contracted services. VAMC facilities have been designated NO SMOKING areas in their entirety. Individuals found in violation of this no smoking policy may be subject to a $50.00 federal citation for disregarding posted safety rules and regulations. Furthermore, the contractor may be directed to stop work. The contractor is to notify all employees and/or sub-contractors of this strict enforcement policy. Wage Rates Wage Determination(s) as listed in Section D in this solicitation are applicable to any resulting contract. The contractor certifies by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s). The Department of Labor has held that contractors must pay their employees the Service Contract Act waged while they are driving both to and from destinations for the VA. The Wage Determination is attached in Section D Evidence of Coverage Before commencing work under the contract, the contractor shall furnish the Contracting Officer with a certification from his/her insurance company indication that the coverage outlined in this contract has been obtained and that it may not be changed of canceled during the term of the contract. Worker s Compensation The Act of June 25, 1936, 42 Stat. 1938 (40 USC 290), authorized the constituted authority of the several states to apply their workmen s compensation laws to all lands and premises owned or held by the United States. The contractor agrees to procure and maintain while the contract is in effect, Worker s Compensation and Employers Public Liability insurance. The policy shall provide coverage for Public Liability Limits of not less than the statutory limitations for any one accident, and at least meet the statutory limitations if more than one person is involved. , Upon award of the contract, the contractor shall furnish to the Contracting Officer a certificate from its insurance company indicating that this coverage has been obtained and that such coverage may not be changed or canceled unless 30 day advance written notice is provided to the Contracting Officer. Contractor Personnel Security Requirements Contracted employee will not have access to VA computer systems. If it is determined a contractor will have access to a VA computer system, the contractor employee who requires access to the Department of Veterans Affair's computer systems or who come into contact with Veteran/beneficiaries shall be the subject of a background investigation and must receive a favorable adjudication from the vendor prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. Position Sensitivity - The position sensitivity for this contract has been designated as LOW RISK Background Investigation - The level of background investigation commensurate with the required level of access for this contract is National Agency Check with Written Inquiries. The contractor, when notified of an unfavorable determination for an employee, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract or cause. Property of the United States Government and HIPAA Rights The contractor shall agree that all deliverables, associated working papers, and other material deemed relevant by the contractor in the performance of this task order are the property of the United States Government. The contractor shall agree that all individually identifiable health information shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. At the conclusion of the contract, all copies of individually identifiable health records shall be destroyed or returned to the VA. Any individually identifiable health records shall be deleted from computers not belonging to the VA. The contractor shall comply with the Privacy Act, 38 U.S.C. 5701, 38 U.S.C. 7332, and 5 U.S.C. 552(a) et. Seq. Contractor. The contractor shall comply with all provisions of the Health Information Portability and Accountability Act (HIPAA), including but not limited to privacy, security of electronic health data, and adherence to standards and code sets as required by HIPAA. The contractor shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality. Any person, who knowingly or willingly discloses confidential information obtained from the VA with non-essential persons, may be subject to fines. HIPAA COMPLIANCE. HIPAA compliance is required. The contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health, and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VA. Medical Liabilities Insurance The contractor shall carry required insurance (See VAAR Clause 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE) and vehicle insurance in accordance with the West Virginia Department of State Health Services. Conformance with Environmental Management Systems The contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the contractor shall respond and take corrective action immediately. In the case of a nonconformance, the contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract. If an onsite contract is required, all on-site contractor personnel shall complete yearly EPA sponsored environmental training specified for the type of work conducted on-site. Upon contract award, the Contracting Officer's Representative will notify the facility-level Environmental Management Systems Coordinator to arrange EMS training for appropriate staff. Contractor Performance Assessment Rating System (CPARS) Required Registration with Contractor Performance Assessment Rating System (CPARS) As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $1,000,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies. Each contractor whose contract award is estimated to exceed $1,000,000 is required to register with the Contractor Performance Assessment Rating System (CPARS) database at the following https://www.cpars.gov/ or by calling (207) 438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor s registered representative. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer. Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government s evaluation being placed on file in the database with a statement that the contractor failed to respond.

1. October 6, 2025Posted Date
2. October 13, 2025Proposals / Responses Due