Hvh Non Emergency Transportation

PROJECT STATEMENT and SCOPE OF WORK

FOR NON-EMERGENCY TRANSPORT SERVICES FOR

THE DEPARTMENT OF MILITARY AND VETERANS AFFAIRS

I. Objectives.

A. General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a purchase order (PO) for the provision of non-emergency transport services in accordance with this Project Statement.

B. Specific. Hollidaysburg Veterans Home (HVH) is located at 138 Veterans Boulevard, Duncansville, PA 16635. HVH is a 424-bed facility.

The PO will cover non-emergency transport services as required by HVH to and from hospitals, clinics, and physician offices within a 20-mile radius of HVH, on a 24 hours per day, 365 days per year basis.

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and PO award is:

Pamela Fessler, Procurement Specialist II

Procurement & Contracting

Bldg. 0-47

Fort Indiantown Gap

Annville, PA 17003-5002

Phone: 717-861-8518

Fax: 717-861-2932

Email: pfessler@pa.gov

D. Method of Award and Term of PO. DMVA shall award the PO to the lowest responsive quote.

It is DMVA’s intent to establish a three-year term with two, one-year renewal options in accordance with the terms and conditions of the contract. The term of the PO shall commence on the executed effective date and shall end on the expiration date identified on the PO. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the PO or any part of the PO for up to 90 days under the same terms and conditions.

II. Minimum Qualification Requirements.

A. Contractor Experience. Potential bidders shall provide proof of a minimum of five years’ experience in medical transportation services at the time of bid submission. A valid certification or other similar documentation is required as proof.

B. Pricing. Potential bidders shall submit pricing for all services requested by DMVA.

C. Sub-Contracting. For this service contract, subcontracting will not be allowed. The awarded contractor shall provide all services directly.

III. Project Statement.

A. Contractor Services. The awarded contractor shall provide non-emergency transport services as well as wheelchair and stretcher van transport for the residents of HVH to and from hospitals, clinics, and physician offices within a twenty (20) mile radius of HVH on a 24 hour per day, 365 days per year basis. The awarded contractor shall also provide transportation services beyond twenty (20) miles when necessary.

1. The awarded contractor shall respond within one hour of initial phone call and be on-site for required service within the hour.

2. HVH staff will not accompany the resident on a regular basis, but the HVH staff may accompany the resident at the discretion of the HVH.

3. In the event the awarded contractor has deployed their vehicles and staff, and none are available, the awarded contractor shall have agreements with other non-emergency transport services, and shall be responsible for scheduling, and payment of, the specified service or medical transportation.

4. HVH has a separate contract for emergency ambulance service. In the event that this contract is used for a resident to travel to the hospital and a return trip does not meet the means medically needed to require an ambulance service, this non-emergency transport service contract shall be used when our staff and/or equipment is not available.

5. HVH shall provide all necessary supporting documentation, insurance releases, resident consent for service, and medical necessity certification.

6. It is the responsibility of the transport service to load all residents into the vehicle.

B. Supplies and Equipment. The awarded contractor shall furnish all supplies and equipment necessary to perform services at no additional charge to DMVA. The awarded contractor shall provide oxygen for all residents who are known to require oxygen during transportation at no additional cost. The awarded contractor is responsible when returning resident from place of origin; that all various equipment such as wheelchairs, walkers, canes, support equipment, etc. are also returned.

C. Licensed Transportation. All vehicles must meet the requirements of and must be licensed by the Public Utility Commission for operation in the Commonwealth of Pennsylvania while non-emergency transport services must be licensed by the Pennsylvania Department of Health.

D. Transportation Fleet. Transportation vehicles must be designed to provide a safe and comfortable journey for our residents, to and from their destination. Vehicles must be regularly serviced and inspected to ensure safety.

E. Staff. The awarded contractor shall provide services of a qualified driver and attendant. The driver shall have the minimum qualifications of American Red Cross First Aid and American Heart Association C.P.R. certification. The attendant must be an E.M.T. with certification/licensing, or otherwise be officially recognized by the local, state, or regional government or public entity where the transport service is operated or by which it is governed.

F. Residents Option of Services. Each resident of HVH reserves the right to accept or reject participation in the service offered under the awarded Contract. The residents or residents’ families may choose to obtain these services from another vendor at their own discretion and expense.

G. Estimated Quantities. DMVA quantities listed in the Purchase Order are considered estimated.

H. Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities. 

I. Qualification/Scope of Work Changes. DMVA reserves the right to change qualifications and or scope to enhance the success of the service.

J. Removal of Contractor Personnel. The POC or designee reserves the right to direct the awarded contractor to permanently remove any contractor personnel from duty under the PO when the performance does not meet the standards outlined in these Specifications or when DMVA determines that it is in the best interest of the Commonwealth to have the personnel removed. The POC or designee shall notify the awarded contractor in writing of the reason(s) the removal of contracted personnel is required. Removal of contractor personnel will not relieve the awarded contractor of any performance requirements under the PO or create an entitlement of the contractor to receive an equitable payment adjustment. The awarded contractor shall not, without the POC or designee’s consent, assign a permanently removed individual to DMVA at any time. 

K. Facility Security Procedures. Each time the awarded contractor’s employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this PO. Upon completion of the services, the awarded contractor’s employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers or individuals providing services directly to residents will be required to punch in and out at a time clock or access device. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DMVA staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. If requested by the facility designee, the awarded contractor shall provide paperwork for facility designee to sign verifying satisfactory services have been provided. 

L. Facility Policies and Procedures. The awarded contractor’s employees providing services at the DMVA location shall follow all policies and procedures of the location(s). The awarded contractor may obtain a copy of all policies and procedures from the Program Office POC.  

M. Compliance. All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor’s responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA.

N. DMVA Payment Authorization. For all services provided under the Contract, DMVA reserves the right to authorize the Veterans Home to pay for the services provided.  The awarded contractor shall bill DMVA and DMVA shall pay for services with DMVA payment authorization.  DMVA shall provide pre-authorization in writing to the awarded contractor prior to the provision of services. The awarded contractor shall provide an itemized invoice by resident for all services billed to DMVA.  

O. Insurance Billing - Resident Pay, non-Enhanced Veterans Reimbursement (EVR). The awarded contractor shall bill Medicare and other third-party payers for services provided.  The awarded contractor shall bill Medicaid, when participating.  The awarded contractor is required to make a good faith effort to obtain reimbursement from third-party insurance and Medicaid if the awarded contractor is participating.  The awarded contractor shall send all remaining bills directly to the resident for payment. The awarded contractor shall agree to direct billing for all services and procedures provided, as follows: Medicare, Primary Insurance, Medical Assistance, Supplemental Insurance (Medicare deductible/co-insurance), lastly the Resident. The awarded contractor shall accept the insurer’s Usual, Customary and Reasonable (UCR) rates as the acceptable rate for the service provided. The resident shall not be responsible to pay the difference between the UCR and the awarded contractor’s rate for a given service. DMVA shall not cover any outstanding costs or expenses associated with the provision of services under this contract.

P. Insurance Billing – Enhanced Veterans Reimbursement (EVR).  The awarded contractor shall bill Medicare and other third-party payers for services provided.  The awarded contractor shall bill Medicaid, when participating.  The awarded contractor is required to make a good faith effort to obtain reimbursement from third-party insurance and Medicaid if the awarded contractor is participating.  The awarded contractor shall send all remaining bills directly to the State Veterans Home for payment. The awarded contractor shall agree to direct billing for all services and procedures provided, as follows: Medicare, Primary Insurance, Medical Assistance, Supplemental Insurance (Medicare deductible/co-insurance), the resident may be billed for applicable deductible and coinsurance amounts, lastly the State Veterans Home. The awarded contractor shall accept the insurer’s Usual, Customary and Reasonable (UCR) rates as the acceptable rate for the service provided. The State Veterans Home shall not be responsible to pay the difference between the UCR and the awarded contractor’s rate for a given service. DMVA shall not cover any outstanding costs or expenses associated with the provision of services under this contract. 

Q. Insurance Billing – DMVA Payor of Last Resort. The awarded contractor is required to have a provider number and bill Medicare, Medicaid, and other third-party payers that provide coverage for any resident.  With respect to services rendered to residents who are Medicare, Medicaid, or third-party insurer beneficiaries, the awarded contractor shall bill the insurer.  All bills for cost-sharing amounts must be sent directly to the Veterans Home.  The awarded contractor cannot bill the residents or their families for any cost-sharing amounts.  The Veterans Home will reimburse the awarded contractor without limitation for all cost sharing amounts owed up to the UCR rate, when required by regulation.  The awarded contractor is required to make a good faith effort to obtain reimbursement from third party insurance.  The awarded contractor shall agree to direct billing for all services and procedures provided to residents by adhering to the following terms and order of payers for allowable charges:  Medicaid, Medicare, Insurance, Supplemental Insurance, Veterans Homes.  The awarded contractor shall accept the insurer’s Usual, Customary and Reasonable (UCR) rates as the acceptable rate for the service provided. Neither DMVA nor the resident shall be responsible to pay the difference between the UCR and the awarded contractor’s rate for a given service. The Veterans Home will be payer of last resort for any/all co-pay & deductible amounts and for uninsured residents up to the Medicare/Medicaid, UCR rates. Requests for submission of any necessary corrections or waiver appeals must be submitted by the awarded contractor within seventy-two (72) hours of request. The Veterans Home shall provide the awarded contractor with updated resident insurance information as changes occur. The awarded contractor shall make all corrections to rejected claims; assist with waiver appeals, and correction of billings. The awarded contractor shall provide an itemized invoice for services based on the PO. The awarded contractor shall bill for services when completed, not to exceed thirty (30) days from date of service. Insured and uninsured residents shall be invoiced and billed separately.  The awarded contractor shall provide individual invoices for all cost sharing amounts (co-pays and deductibles) to the Veterans Home for reimbursement as they occur. Invoice backup shall be in the form of an itemized spreadsheet detailing the medical specialty service, a copy of the explanation of benefits (EOB), from the awarded contractor and below fields provided on-site and off-site at the Veterans Home.  The awarded contractor shall provide billing reports to the Veterans Home, as requested.

R. Background Check Restrictions. The awarded contractor’s employees, contractors, or resources shall not be employable by DMVA if they have been found guilty of abuse, neglect, exploitation, misappropriation of property or mistreatment by a court of law, or have had a finding entered into the Pennsylvania nurse aide registry or any State registry if applicable, concerning abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property, or have disciplinary action in effect against his/her professional license by at state licensure body as a result of finding of abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property.  DMVA has the right to review each individuals background check on a case by case basis for any other infractions.

S. Medical Screening. The awarded contractor will have staff complete the following prior to the provision of services: Contractor/Vendor TB Screening Attestation, The HealthCare Personnel (HCP) Baseline Individual Tuberculosis (TB) Risk Assessment, Initial Tuberculosis (TB) Signs & Symptoms questionnaire, as well as, TB Testing if not completed within the past twelve (12) months.   

The awarded contractor will present proof for all staff assigned to the SVH of having received a complete two-step PPD (purified-protein-derivative) tuberculin skin test (TST) with negative/no reaction result completed within the past twelve (12) months or a negative Interferon Gamma Release Assay (IGRA) blood test (examples: QuantiFERON / T-spot). A single negative IGRA test done within the prior 12 months will be accepted. 

  

TST (Tuberculin Skin Test). 

• If the individual has had only one TST in the past 12 months, that test would be considered the first of the two-step process, the second step being the repeat TST test. 

• If an individual has not had a TB test within the last twelve months or has never had a TB test and TST is being done for the first time, the 2 step TST protocol shall be followed. 

Contractors with a newly positive TB Test result will complete a symptom evaluation, TB Signs & Symptoms Questionnaire, and be referred to the local County Health Department (DOH) and potential restriction from the SVH.  

Contractors with a known history of positive TB Testing; a past chest x-ray, applicable clearance from County DOH or Primary Care Provider (PCP), and symptom evaluation, TB Signs & Symptoms Questionnaire, must be submitted to the SVH prior to rendering services.   

Contractors assigned to the SVH must complete a TB Signs & Symptoms Questionnaire annually.  If symptomatic screening is positive at any time, the contractor is required to follow the direction of the SVH Infection Preventionist in relation to further testing and screening, potential follow up with local Department of Health and potential restriction from the SVH.  

It is the awarded contractor’s responsibility to ensure the SVH is provided with the most current documentation throughout the term of the agency contract.  

Failure to provide the required documentation will be interpreted as the awarded contractor not complying with the Terms and Conditions of the agency contract.

T. Infection Control.  The awarded contractor must comply with all Commonwealth of PA infection control requirements, Centers for Disease Control and Prevention (CDC) guidance, and COVID-19 guidelines for the duration of the contract period.

U. Annual Training of Contracted Staff: All awarded contractors, contractor personnel, and subcontractors that encounter residents during the performance under their contract at a Veterans Homes shall complete annual training.  The training will consist of safety topics, emergency preparedness, residents’ rights, abuse, infection control, reporting, incidents, HIPAA, and compliance.  The approximate length of all combined trainings is estimated at no more than 2 hours per person. The cost associated with the annual trainings shall be included in contract amount and shall not be billed separately.

V. Stark Law.  The awarded contractor shall comply with the Physician Self-Referral Law [42 U.S.C. § 1395nn]

 

Anti-Kickback Statute.  The awarded contractor shall comply with the Anti-Kickback Statute [42 U.S.C. § 1320a-7b].

 

False Claims Act.  The awarded contractor shall comply with the False Claims Act [31 U.S.C. § § 3729-3733].

 

Exclusion Statute.  The awarded contractor shall comply with the Exclusion Statute [42 U.S.C. § 1320a-7].)  

 

Annual Checks.  The awarded contractor shall ensure all contract staff who will have contact with residents complete the following checks annually:   

 

• The Pennsylvania Department of Human Services Medicheck (Precluded Providers) List

• The Office of Inspector General, U.S. Department of Health and Human Services Exclusion Database Check 

• The U.S. Department of Health and Human Services National Practitioners Data Bank Check

• Background Check Certification Form

 

The awarded contractor shall immediately report to DMVA any individual that does have a clean check and remove them from providing services to DMVA.  The awarded contractor shall provide certifications that the checks have been completed upon request by DMVA.

W. Ongoing Screenings.  The awarded contractor is responsible for providing required information, Provider Screening for Exclusion from Participation in Federal Health Care Programs Contractor Attestation to comply with the Medical Assistance Bulletin No. 99-11-05 (attached).  This attestation must be provided directly to the Veterans’ Home upon hiring or assigning individuals to the Veterans’ Home and monthly thereafter.  In the event one of the Awarded Contractor’s employees or their subcontracted employees, are identified, it is the Awarded Contractor’s responsibility to suspend the individual from the Veterans’ Home immediately and ensure the proper levels of care continue to be met with an appropriate, equivalent substitution. It is the Contractor’s responsibility to make sure that the Veterans’ Home is provided with this documentation throughout the term of the Contract. Failure to provide the required documentation will be interpreted as the Awarded Contractor not complying with the Terms and Conditions of the Contract.

X. Program Office Contacts. The awarded contractor shall provide all required documentation throughout the term of the executed PO to the POC for the program office.

Dawn Hopkins, Procurement Specialist

Department of Military & Veterans

Hollidaysburg Veterans Home

184 Veterans Boulevard

Duncansville, PA 16635

Telephone: 814-696-5210

Email Address: dawhopkins@pa.gov