25FS0036_-_Addendum__1.pdf

STATE OF CALIFORNIA GAVIN NEWSOM, Governor

DEPARTMENT OF VETERANS AFFAIRS

Central Business Office 1227 “O” Street, Room 101 Sacramento, CA 95814 Telephone: (916) 651-7766

Solicitation for Quote # 25FS0036

Notice to Prospective Bidders Addendum No. 1

March 17, 2026

The purpose of this addendum is to provide the Questions and Answers Document.

CalVet reserves the right to cancel or modify this SFQ up to the date and time the bid is due. CalVet is not responsible for any preparation costs incurred by parties submitting a proposal.

In the opinion of CalVet, this solicitation is complete and without the need for explanation. However, for responses to written questions or for clarifying information, the contact person for this IFB is:

California Department of Veterans Affairs Central Business Office (CBO)

1227 O Street, Room 101 Attention: Eric Dahmen Sacramento, CA 95814

Telephone: (916) 653-1980 Email: eric.dahmen@calvet.ca.gov

Please note that no verbal information given will be binding upon the State. The State will issue information in writing as an official Addendum, and/or as an Agency written response to proposer questions submitted by the established deadline.

SFQ # 25FS0036 – Questions and Answers

Question #1:

Can CalVet share historical data on the average monthly volume of ambulatory, wheelchair, and gurney transports under the previous contract?

Answer #1:

Average transport was 5-6 per month. Some months have fewer than others, or none. There were 39 transports in total from 07/2025 to 02/2026.

Question #2:

How frequently did same-day, unscheduled transports occur during the 6:00 AM–6:00 PM window, requiring a 15-minute response?

Answer #2:

Not often, the Home does its best to schedule pick-ups and drop-offs.

Question #3:

How often were after-hours transports (6:01 PM–5:59 AM) requested?

Answer #3:

Not often. This happened once since January 2025.

Question #4:

Does CalVet anticipate any changes in resident census or appointment frequency that may affect transport volume?

Answer #4:

Census changes as residents pass, and new residents are brought in, so it would be hard to determine.

Question #5:

How often were long-distance transports (up to 225 miles) requested in prior years?

Answer #5:

Not often. It has not yet been requested once as of January 2025.

Question #6:

Are there recurring destinations outside Fresno/Clovis that contractors should anticipate?

Answer #6:

VA in San Francisco and Palo Alto

Question #7:

How frequently did residents require staff escorts during transport?

Answer #7:

N/A

Question #8:

How often was supplemental oxygen needed, and what duration was typical?

Answer #8:

We are unaware of this being needed since January 2025.

Question #9:

What is the typical turnaround time for CalVet to review and approve contractor driver credentials?

Answer #9:

One to two weeks.

Question #10:

Are there any CalVet-specific training or orientation requirements beyond TB screening, Hepatitis B offer, and infection control compliance?

Answer #10:

No.

Question #11:

Can CalVet provide insight into average wait times for Security and nursing staff during check-in and resident handoff?

Answer #11:

Average of 15 minutes or less, depending on which building the nursing staff is coming from.

Question #12:

Are there peak hours when delays are more common?

Answer #12:

Question #13:

Does CalVet have a preferred format or template for the daily service reports required at the end of each service day?

Answer #13:

Question #14:

What were the most common invoice deficiencies or issues encountered with previous contractors?

Answer #14:

None. We had one issue where they were stating an invoice was overdue, but documentation was provided to them that it had been paid already. Only happened once.

Question #15:

Is the contractor's reported mileage sufficient, or does CalVet require GPS or other verification?

Answer #15:

Yes, the contractor reported mileage is sufficient.

Question #16:

Are there any specific vehicle age limits, branding requirements, or equipment standards beyond standard NEMT/ambulance regulations?

Answer #16:

Question #17:

How often did CalVet request vehicle maintenance logs from prior contractors?

Answer #17:

As needed.

Question #18:

What communication method does CalVet prefer for urgent requests—phone first, email follow-up, or both simultaneously?

Answer #18:

Both.

Question #19:

Does CalVet utilize any internal scheduling system that contractors will need to interface with?

Answer #19:

Question #20:

What were the most common performance challenges or service gaps with previous contractors?

Answer #20:

No challenges since January 2025.

Question #21:

Are there specific improvements CalVet is seeking from the next contractor?

Answer #21:

Question #22:

What is the anticipated timeline for the award and contract start?

Answer #22:

5 days from bid opening, a contract is typically awarded to a vendor who submitted a reasonable bid.

Question #23:

Will there be a transition period with the outgoing contractor?

Answer #23:

Question #24:

How often does CalVet conduct performance review meetings with transportation vendors?

Answer #24:

If an incident occurs or if the Home has some concerns, then a performance review will be conducted.