36C24226Q0009 0002.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

SBAR APPROVED

Department of Veterans Affairs 400 Fort Hill Ave.

Canandaigua

NY

14424 Department of Veterans Affairs Network Contracting Activity 400 Fort Hill Ave.

Canandaigua

NY

14424 To all Offerors/Bidders

36C24226Q0009 08-26-2025

X X X X One (1) The purpose of this amendment is to answer questions of potential quoters. The closing date of this solicitation remains the same; September 25, 2025 at 14:00 EDT.

All other terms and conditions remain the same.

Lisa Harris Contract Specialist RFQ 36C24226Q0009 FY26 NYH Ambulette (Base+2) Questions/Answers

Question 1:

“Can we estimate how many tolls will be charged?”

Answer: Tolls will be paid based on usage. You may submit an estimated cost.

Question 2:

“We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?”

Answer: This is not a brand-new requirement.

Question 3:

“How many calls per day, week, and month?”

Answer: On average, we receive approximately 85-100 calls per day, 595- 700 calls per week and 2380-2800 calls per month.

“How many patients are to be transported per ride?”

Answer: Per the Performance Work Statement (PWS), no more than one patient will be transported per order unless approved by an authorized VA staff.

“How many cars will be required to be assigned daily, weekly, or monthly?”

Answer: There are no requirements for the number of cars that need to be assigned. Per PWS, the “contractor shall have sufficient vehicles and personnel to provide services for up to four (4) simultaneous transportation requests. Transports required may be for any mix of transports, ambulette transports. One of these four simultaneous transports may require CCT capability up to Tier III”.

“Will it be a flat rate per ride, or per round drop, or mile?”

Answer: Each trip is one way, with additional mileage beyond the threshold.

“License requirements NYC, Nassau or Suffolk?”

All Contractor’s drivers are required to have a valid operator or chauffeur’s license as required by the State of New York.

“Any dot requirements? Insurance requirements?”

Answer: Yes, there are DOT and insurance requirements. This includes insurance certificate, business license(s), list of all vehicles and vehicle identification number (VIN), as well as location of hub/main office, inspection report for all vehicles and copies of valid driver's/chauffeur license.

“How many wheelchairs and stretchers?”

Answer: There is no specific number of wheelchairs and stretchers. However, depending on the size of the vehicle, the contractor must not exceed the maximum number of wheelchairs that can fit in the vehicle.

Question 4:

“Is there any incumbent/recompete or is this a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.”

Answer: This is not a brand-new requirement.

Service Scope and Volume “What are the expected average and peak daily trip volumes?”

Answer: The expected daily trip volumes are approximately 85-100 trips per day. Peak daily trip are approximately 25 trips (morning), 55 trips (afternoon) and 20 trips (evening).

“Can you confirm whether this solicitation has attracted mostly local providers or if out-of-state/national vendors are also expressing interest?”

Answer: Undetermined as the solicitation remains open.

“Are transports strictly local, or do they include longer-distance or out-of-state destinations?” Answer: Most of our transports are local, however we have a few transports that are long-distance or out-of-state.

“What are the typical lead times required for scheduled trips?”

Answer: The typical lead time required for scheduled trips is 30 minutes

“Does the VA expect to award a single vendor or more than one to service the contract?”

Answer: The solicitation is not a multiple award type action.

Vehicle & Staff Requirements “What vehicle types are required in regard to ambulette verbiage in the PWS” Answer: Contractor vehicles must meet the Federal Department of Transportation regulations to provide special needs transportation in New York State. For detailed description of vehicle requirements, refer to PWS. page 9-10.

“Are GPS tracking or other trip-monitoring technologies required or recommended?”

Answer: Yes, the contractor is required to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

Billing & Compliance “What is the standard invoice payment turnaround?”

Answer: The standard invoice turnaround is approximately one week after the invoice is completed in VetRide and approved.

“Are there any funds paid up front to the awarded contractor?”

Answer: No

“What documentation or data reporting is expected from contractors on a routine basis?”

Answer: Documentation and data reporting expected in VetRide include but not limited to receiving and responding to electronic trip requests, receive, use, and ensure the use of Vendor pass by the driver and submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system. We also expect the contractor to email invoice to Chief, Business Officer, Mobility Manager and COR. Invoice must include date and time of each patient pickup and drop off, address, cost per trip, wait time etc.

Past Performance & Expectations “Are there any specific areas where past vendors underperformed?”

Answer: Previous vendors met expectations across all areas.

“What are the top priorities or pain points your department is hoping to address with this new contract?”

Answer: Our top priority includes the timely pickup and drop-off of our patients, constant communication between the contractor, travel office, Mobility Manager, Chief, Business Officer and COR. Customer service and patient safety are priorities.

“Is patient satisfaction formally measured and how can we support improvement in this area?”

Answer: Patient satisfaction is currently measured by timely pickup and drop off and by the number of complaints (positive and/or negative) reported.

“How often are performance reviews conducted during the contract term?”

Answer: Performance reviews include quarterly and annual performance reviews.

“Is there potential for contract renewal or expansion if performance meets or exceeds expectations?”

Answer: This contract is base plus 2 option years.

“Are any performance incentives or penalties associated with timeliness, quality, or satisfaction?”

Answer: No, however, there are performance penalties associated with timeliness, quality, or satisfaction including poor rating on quarterly and annual performance reviews, cure notice and possible contract termination if issues reported are not resolved.