S06 36C24526Q0162 0003.docx

36C24526Q0162 0003

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

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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)

04-27-2026

Department of Veterans Affairs VISN 5 Contracting 849 International Drive

Linthicum MD 21090

Department of Veterans Affairs VISN 5 Contracting 849 International Drive

Linthicum MD 21090 To all Offerors/Bidders

36C24526Q0162 04-06-2026

X

The purpose of this amendment is to:

1. Attach the questions and answers

2. Attach updated B.2, E.6 and E.8

Dan Feng Lu Contracting Officer

Baltimore VAMC Wheelchair Van Services Solicitation 36C24526Q0162 Questions & Answers

1. How many vehicles are currently utilized to fulfill the services?

Response: This is a new requirement. Offeror should base their staffing and fleet sizing on the estimated quantities in the Price/Cost Schedule and the requirement to provide 24/7 coverage as specified in the PWS.

2. What training is required to be “capable of administering oxygen”? In our experience, the stated first aid courses through American Red Cross (or equivalent) do not cover that.

Administering oxygen is not a requirement Response: PWS 4.4.8.5 has been updated. Drivers shall provide assistance to Veterans who are unable to attach the hose to their mouth or nose.

3. Is VetRide already being utilized at this location?

Response: Yes. PWS requires use of the VetRide Vendor Portal or VA-approved transportation software. See PWS 4.5

4. Is Worker’s Compensation insurance required when all personnel are 1099 contractors?

Response: Please contact the State Department of Labor for Worker’s compensation questions.

5. Will Contractor be given at least 30 days’ notice for startup prior to service commencement?

Response: 30‑day notice period prior to service commencement is not guaranteed. Offerors should be prepared to mobilize upon award consistent with the period of performance specified in the contract.

6. Is multi-loading of several Veterans on one vehicle permitted (when it does not impact scheduled appointment times)?

Response: PWS states that no more than one patient will be transported per order unless approved by authorized VA staff. See PWS 4.5.1.1.

7. What time is scheduling finalized the day prior (i.e. on Monday for Tuesday scheduled transports)?

Response: See PWS 4.5.1.7 Response Times.

8. I would appreciate clarification regarding Subfactor 3 (Company Stability/Longevity). Specifically, will the Government consider an offeror’s experience as an independent contractor in NEMT operations (e.g., working as a driver or subcontractor for an established transportation company) toward meeting the minimum 5-year experience requirement, when supported by appropriate documentation?

Response: Individual experiences will not be accepted.

Subfactor 3 – Company Stability/Longevity: The offeror shall demonstrate stability be providing proof of the following:

· The offeror must provide proof that the company has been in existence for a minimum of 5 years.

· In the event two or more companies have merged or absorbed other companies, at least one company involved in the merger must provide proof of establishment 5 years prior to the proposal’s due date.

9. Do the vehicles need to be registered/ insured within the state of md or dc.

Response: PWS requires wheelchair vans to meet all applicable federal, state, and local regulations, including licensing, registration, safety standards, and vehicle insurance, and to carry required insurance IAW Maryland Department of Health Services. Vehicles must be properly registered and insured in their jurisdiction of operation and compliant in any jurisdiction where service is rendered. See PWS 4.4.1.

10. The posted date of the solicitation is 4/1/2026 on sam.gov, the solicitation posted date states 4/6/2026, and it was accessible on 4/5/2026 which date is correct ? And does the Apr 24 date still stand or should it be extended to the 30th. Because with the questions being due the 15th leads one to believe it should be the 30th.

Response: Solicitation date: 04/06/2026 Amendment date: 04/10/2026 Questions due date: 04/15/2026 Proposals due date has been extended to 05/01/2026

11. The stated requirements and beneficiary counts do not appear to align. Please confirm the MATOC status and verify whether the correct figures are 20,000 trips, 800,000 visits, and 57,000 veterans supported.

Response: This will be a Multiple Award Indefinite Delivery/Indefinite Quantity (IDIQ) contract, all quantities listed are estimated only and are not guaranteed.

12. MATOC ordering methodology: Please clarify whether the estimated quantities and ordering capacity under this shared-capacity MATOC are collective across all awardees or applicable to each individual awardee, and define exactly what the solicitation means by task orders being “distributed equitably.”

Response: The estimated quantities listed in Price/Cost schedule represent the combined total across all awardees.

See FAR 16.507 for ordering procedures for multiple-award contracts.

13. Who may issue binding orders: Section B.2 says task orders will be issued by a warranted CO via SF 1449, while PWS 4.5.1.2 and 4.5.1.2.1 say transportation requests may be placed, changed, or canceled by several officials and that “orders” may be issued by the CO or designated COR. Please distinguish between the contractual task order/purchase order and the operational trip request, and identify who has authority to bind the contractor for each.

Response: Contractual task orders: Issued by a warranted Contracting Officer (CO) via SF 1449. Only the CO has the authority to modify contract terms.

Operational transportation requests: Entered in VetRide or VA‑approved software and may be placed, changed, or canceled only by specified VA staff authorized by CO (CO, AOD, Beneficiary Travel, COR).

Transportation requests shall not be placed until a task order has been issued by a warranted CO.

14. Historical workload data for pricing: Because the solicitation states the quantities are estimated only and not guaranteed, please provide historical demand data for at least the last 12 months, broken out by: trip type, mileage band, bariatric vs. non-bariatric, wait-time incidence, no-shows/cancellations, weekend/holiday volume, airport transports, and trips by geography. That is necessary to price a fixed-rate IDIQ intelligently.

Response: The PWS and Price/Cost Schedule provide estimated yearly quantities and geographic coverage for this requirement. Offerors must price based on the estimates in Section B and the scope in the PWS.

15. Geographic coverage at proposal due date vs. start date: The place of performance spans Maryland, Virginia, West Virginia, and Washington, DC, including multiple VAMCs, community care locations, residences, and airports. Please confirm whether offerors must demonstrate current operational capability in all listed areas at proposal submission, or whether phased mobilization by the performance start date is acceptable.

Response: It is not required that all such capability be fully operational at proposal submission, but all contractual requirements must be met by the effective performance start date.

16. State licensing and permit requirements across jurisdictions: Please confirm whether the required licensing/permits for drivers and vehicles must be held in each state/jurisdiction where pickups or drop-offs occur, or only in the contractor’s base jurisdiction/place of operation.

Response: See question #9 above.

17. Base rate, tolls, and “Tool charges”: Please clarify whether the base rate includes tolls and whether any miscellaneous transportation charges are separately reimbursable. The invoice instructions reference miscellaneous charges including “Tool charges,” while the price schedule footnote defines the base rate as including toll costs. Please confirm whether “Tool charges” is a typo for toll charges, and whether tolls are separately billable or included in the base rate.

Response: PWS has been updated in amendment 0001. The base rate has been defined in Price/Cost Schedule.

18. Response-time standard for scheduled trips: PWS 4.5.1.7.1 says scheduled-in-advance trips must arrive “on time,” while the surveillance standard says scheduled pickups may not deviate more than 15 minutes past the scheduled time at a 97% AQL. Please confirm which standard governs contract compliance.

Response: Arrive on time for scheduled-in-advance trip is the requirement according to PWS, section 4.5.1.7.2 and 4.5.1.7.3 provided additional information for response times. Surveillance standards are used to evaluate Contractor’s performance.

19. Invoice cadence conflict and missing PWS reference: Section B.1 says invoices are submitted upon completion of each trip, while the surveillance checklist requires a monthly invoice including secondary documentation and cites Section 4.10 of the PWS, which does not appear in the PWS section provided. Please clarify the required invoicing cadence, the monthly reporting requirement, and the correct PWS reference.

Response: Invoice will be generated and completed in the VetRide system for each trip.

Reference has been updated in PWS to 4.5 and 4.9.

20. Driver record lookback period conflict: PWS 4.4.8.2 uses a 3-year lookback for certain driving-history disqualifiers, while Technical Subfactor 6 requires driving records free of major traffic violations within the last 5 years. Please confirm which standard governs technical acceptability.

Response: Technical Subfactor 6 has been updated to three years.

21. Security investigation inconsistency: PWS 4.3.1.4 states the required investigation is Special Agreement Checks (SAC) with fingerprinting, while Section 12 identifies the position sensitivity as Low Risk and the background investigation as National Agency Check with Written Inquiries. Please confirm the actual investigation type, fingerprinting requirement, and whether personnel may begin performance before final adjudication.

Response: Security investigation is for on-site contractor personnels.

22. QCP submission timing: Section 6 says the Government’s post-award QASP will be derived from the contractor’s submitted QCP, but the proposal instructions do not expressly state whether a formal Quality Control Plan must be included in Volume I. Please confirm whether the QCP is a proposal submission requirement or an after-award deliverable.

Response: Yes, Quality Control Plan is required. It has been added in the Volume I, under subfactor 1 – Technical Capability Statement.

23. Evaluation cross-reference error: Section E.6 says the evaluation factors are at “REFERENCE E.9 SUPPLEMENTAL INSTRUCTIONS TO OFFERORS,” but the solicitation table of contents identifies the supplemental instructions as E.8. Please confirm that E.8 is the intended reference.

Response: E.6 has been updated.

24. Insurance requirement appears mismatched to the service: Please confirm whether the requirement for evidence of general liability insurance without asbestos exclusionary clauses is intentional for this wheelchair transportation procurement, and whether standard NEMT/general liability policies will satisfy the insurance subfactor.

Response: See VAAR 852.228-71 Indemnification and Insurance and C.6.

25. Minimum order vs. trip-level ordering: The Order Limitations clause states the Government is not obligated to place, and the contractor is not obligated to honor, orders under $1,000. Please confirm whether that threshold applies at the task-order level rather than the individual trip level, since many trip orders would likely be below that amount.

Response: The Order Limitations clause minimum of $1,000 applies at the task‑order level, not to individual trips.

26. Experience factor vs. past performance factor: Technical Subfactor 4 requires proof of experience as the primary contractor on a similar wheelchair transportation contract within the last 5 years, while Past Performance looks at references within the last 3 years. Please confirm whether the same references may be used for both sections, and whether subcontractor, predecessor, or affiliate experience may be considered for technical acceptability.

Response: Technical Subfactor 4 requires proof of experience as the primary contractor on a similar wheelchair transportation contract within the last 5 years, whereas Past Performance looks at references within the last 3 years. The same contracts may be cited for both sections as long as the time windows are satisfied. Subcontractor or affiliate experience cannot substitute for the required primary-contractor experience for technical acceptability.

27. Page limits: Please confirm whether there is any page limit for Volume I Technical, because the solicitation specifies a 5-page limit for Past Performance but does not appear to state a limit for the technical volume.

Response: There is no explicit page limit for the technical volume; offerors should nonetheless be concise and relevant.

28. Previous contract number Response: 36C24525D0025, 36C24525D0026, 36C24525D0027

29. Also, does this service require door-to-door service by Contractor? Looking for clarity on the expectation of pick-up/drop-off procedure stated in Section 4.6.1 (page 15), which references door-to-door, but also potential stair assistance by attendant/driver.

Response: Yes, it requires door-to-door services.

30. Clarify whether the enforceable pickup standard is 30 minutes per the PWS or 45 minutes per Travel Office operations and which one is used for performance evaluation?

Response: See 4.5.1.7 for response times

31. When the Travel Office calls vendors directly, how are those trips reconciled and captured in VetRide for compliance and billing accuracy?

Response: See PWS 4.5.1.1.1, 4.5.1.1.2 and 6.1.1.7

32. Who is ultimately responsible if a pickup time is scheduled incorrectly VA staff entering the request or the vendor managing the trip timing?

Response: See PWS 4.5.1.7.3.c. Vendor Responsibility for Pick-Up and Drop-Off Times

33. Please clarify Section B.3. - Is this still a multiple Award Task Order Contract? Section B.3 PRICE/COST SCHEDULE states that:

*"Quantities listed are estimated only and are not guaranteed. This is a 5-year Commercial Firm Fixed Price, shared capacity, Multiple Award Indefinite Delivery / Indefinite Quantity (IDIQ) contract, for Wheelchair Transportation Services to support the Baltimore VA Medical Center. The Department of Veteran Affairs intends to award up to three (3) Lowest Price Technically Acceptable (LPTA) contractors. The task orders will be distributed equitably."

*This contradicts revision to Section B.2 highlighted in Amendment 1.

Response: Yes, it is a Multiple Award Task Order Contract as clarified in B.3 Price/Cost Schedule.

34. Are there currently multiple vendors servicing the existing contract? If so, please provide the company names.

Response: Company names will not be provided, however, can be obtained via public award records.

35. What is the total contract value of each contract for the current vendors?

Response: This information will not be provided, however, can be obtained via public award records.

36. What is the annual contract value for the last 12 months for each of the current vendors?

Response: This information will not be provided, however, can be obtained via public award records.

37. What are the per trip rates being offered by each vendor?

Response: This information will not be provided.

38. What is current one way mileage threshold?

Response: This information will not be provided.

39. What is the current one way mileage rate being-offered by each vendor?

Response: This information will not be provided.

40. Is each vendor required to have an on-site dispatcher?

Response: No, vendors are not required to have an on-site dispatcher.

41. Does the travel office support the vendor with discharges? I.e. When a patient is ready to leave the hospital, client, etc., does the travel office call the vendor?

Response: Transportation requests will be entered in VetRide. Travel Program Staff or other authorized VA staff place the transportation request may coordinate discharge timing.

42. Has the estimated trip volume remained at 20,000 trips per year during the past 12 months?

Response: 20,000 trips per year is the estimated quantity for this requirement.

43. Has the estimated mileage at 10,000 miles per year been accurate during the past 12 months?

Response:10,000 miles per year is the estimated quantity for this requirement.

44. How are trips evenly distributed?

Response: See FAR 16.507 regarding ordering procedures for multiple-award contracts.

45. What wage determination is appliable to this solicitation? Multiple wage determinations are listed. However, only one can apply per FAR.

Response: Multiple wage determinations (WDs) under the Service Contract Labor Standards statute can be used in a single contract when the work is performed in multiple geographic locations as authorized under FAR 22.10.

For any additional questions regarding Wage Determination, please contact the Department of Labor directly.

46. Is there currently a unionized workforce?

Response: All applicable wage determinations have been included in section D of the solicitation. For information regarding unionization, you may contact the National Labor Relations Board.

47. Is there a minimum vehicle requirement per vendor?

Response: Offeror should base their staffing and fleet sizing on the estimated quantities in the Price/Cost Schedule and the requirement to provide 24/7 coverage as specified in PWS.

48. Can vehicles be parked overnight onsite?

Response: There is no overnight parking available onsite.

49. Where is the staging areas for vehicles?

Response: The breezeway at the main entrance or the emergency room entrance.

50. Is a Maryland PSC license required?

Response: It is not required.

51. Can you give me a numerical and % breakdown of the listed inbound and outbound patient trip?

Response: The estimated quantity has been provided in Price/Cost Schedule.

52. Are the current vendors using the VetRide system?

Response: The PWS requires use of VetRide or VA‑approved transportation software for all transports under this contract. The standard for this new contract is full VetRide utilization.

53. Can you give me a numerical and % breakdown of where patients live for planning and analysis?

Response: Locations are listed in PWS section 2 and section 5.

54. The Past Performance requirement stipulates a need for three references. However, if you hold one or two government contracts, would this adequately fulfill the requirement for Past Performance?

Response: See Past Performance in E.8.

55. Baltimore does not require licensing from the Washington Metropolitan Area Transit Commission (WMATC). However, if you are traveling into WMATC jurisdiction, such as from Baltimore to Silver Spring, MD, is WMATC licensing required?

Response: You may contact WMATC directly for WMATC licensing questions.

56. Will the responses to the proposal be required to include a detailed breakdown of costs, enabling better evaluation of the project's budget and resource allocation?

Response: It is not required.

57. The specifications for an additional attendant are important to clarify. It's essential to determine whether a veteran is permitted to have one or more attendants. Furthermore, questions arise as to whether this information will be reflected in the veteran's profile in VETRIDE. If this detail is not annotated, will the Medical Center facilitate same-day approval? Additionally, it's worth asking whether both the contracting office and the Medical Center will consider a CLIN (Contract Line-Item Number) cost for the additional attendant.

Response: Information will be entered in VetRide. There will not be a CLIN for attendants as it is included in the base rate.

58. Could you please provide the cutoff time for the Medical Center to submit requests for trips through VETRIDE? Specifically, I would like to know the latest time by which these requests can be made to ensure they are considered scheduled for service the following day.

Response: The PWS states that the contactor shall make these non-emergent wheelchair transportation services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays. Additionally, contractor may be required to dispatch on short notice for not scheduled in advance requests, see PWS 4.5.1.7.2 and 4.5.1.7.3.

59. While there is mention of “No Show” and one-way reimbursement if the driver is dispatched and no one is there to take transportation, there is currently no CLIN (Clinical Line Item) designated for situations labeled as "No Show." Is this an oversight?

Response: See PWS 4.5.2.1.1 for “no show”. While there is no separate CLIN labeled “No Show,” such reimbursement is billed using the existing base‑rate and mileage CLINs in accordance with the PWS.

60. It appears that the document does not address after-hours discharges or last-minute discharges. Does this imply that there will be no transportation requests for discharges during these times? It may be worth considering whether this is an oversight.

Response: PWS states that the contactor shall make non-emergent wheelchair transportation services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays. Additionally, contractor may be required to dispatch on short notice for not scheduled in advance requests, see PWS 4.5.1.7.2 and 4.5.1.7.3.

61. What exact veteran population and trip types will Baltimore require: Ambulatory, Wheelchair, Stretcher/gurney, Bariatric, Oxygen, Escort, or Constant-Watch Riders?

Response: This solicitation is for wheelchair transport only. These transports may include Bariatric patients, patients on oxygen or patients that may require an attendant.

62. How does the Baltimore VA currently schedule trips – VETRIDE, Fax, or Phone?

Response: PWS identifies VetRide or VA‑approved transportation software as the standard method and permits telephone/fax as contingency methods when VetRide is unavailable, with reconciliation afterward. That is the required approach under the new contract.

63. What are the most common causes of incomplete pickups, and how is it documented?

Response: See PWS 4.5.2. Cancellations, and all shall be documented in VetRide.

64. Does the VA require dedicated vehicles stationed onsite or within a specific radius?

Response: No

65. What training will be provided by the VA for the onboarding of new contract drivers?

Response: VA will provide VetRide training for Contractor staff. It is contractor’s responsibility to ensure that drivers complete all training requirements specified in the PWS.

66. What performance measures will be used to trigger Cure Notice, Show Cause Notice, Payment Holds, or termination?

Response: Contract administration is within the discretion of the Contracting Officer. However, please see 52.212-4, and the QASP for additional information as to how the contract will generally be administered.

67. Will there be a ramp-up period extended to the contractor?

Response: The contractor is expected to be fully capable of meeting 24/7 coverage and all performance standards as of the effective date of performance.

68. As the award will be given to three companies, is the expectation for each company to work in a Silo or somehow together?

Response: Each awardee will hold its own IDIQ contract and individual task orders, and performance obligations are contractor‑specific. There is no requirement for vendors to operate jointly.

69. Page 11, 4.4.8.5, Wheelchair van drivers shall be capable of administering oxygen and shall have completed the standard and advanced first aid course of the American Red Cross or equivalent. They must be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic. It is the vendor's responsibility to provide a copy of the first aid certificates for all employees to the Contracting Officer Representative (COR) upon request.

Please define “administering oxygen” and “They must be capable of providing necessary medical assistance to the attending emergency medical technician or paramedic”. The drivers do not have the specialized training for that task.

Response: See question #2.

70. page 12, 4.5.1.1, A transportation request is defined as one incidence of a request for one way service non-emergent wheelchair van transport. 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 dedicated staff available to monitor this portal 24/7. (Baltimore VAMC) Travel Program Staff will be available to assist with account setup and training for the Contractor’s Staff.

The requirement states that “No more than one patient will be transported per order unless approved by an authorized VA staff.”.

Are you stating that this is not a shared ride service? VA approval is required if more than one patient is transported in one vehicle?

Response: Correct.

Please explain the requirement for 24/7 monitoring of the portal?

Response: The PWS requires that contractors “have dedicated staff available to monitor this portal 24/7” so trip requests, changes, and cancellations submitted via VetRide or VA‑approved transportation software can be received and acted upon at any time, including nights, weekends, and holidays, to support the 24/7 availability of wheelchair transport services required by the contract Should there be a dedicated time period for example 6:00 am – 6:00 pm?

Response: No. The PWS specifies 24/7 monitoring and 24/7 availability of services.

Is it expected that the Travel Office will add trips over the weekend and on holidays?

Response: Yes. The PWS requires non‑emergent wheelchair transportation services and VetRide/portal monitoring to be available 24 hours a day, seven days a week, including weekends and holidays, the Government may submit trip requests during those times, and the contractor is expected to receive and respond to them accordingly.

71. Page 16, 4.6.1, The Veteran will be delivered to and picked up from the assigned appointment location. (For example, the (Baltimore VAMC) Medical Center nursing stations, wards or units, clinics, private home, or community nursing home.) If clinical determination requires an attendant, this individual may be a family member, caregiver, friend, or authorized medical care provider (such as a CNA or RN). The contract vendor is not permitted to serve as the attendant. When necessary, the driver and/or authorized attendant will assist with stairs and other barriers, both inside and outside the home, including from the door to the vehicle. Upon arrival at the destination, the Contractor's driver or authorized attendant must notify an authorized caregiver or medical staff of the patient’s arrival.

What is the VAMC policy regarding the number of steps that a driver should attempt to maneuver with a wheelchair patient?

There are many scenarios that can occur while attempting to maneuver a patient from bed to vehicle in their home. Is the driver required to lift the patient? Or is the caregiver required to ensure the patient is moved from bed to wheelchair?

Response: PWS 4.6.1 has been updated.

72. Page 17, 4.7.1, 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.

Does this requirement include the filing of an incident report and investigation to determine if the Contractor is at fault or not?

Response: See PWS 4.8 for Incident Reporting.

73. Page 17, 4.9.1, 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 upon VA notification/approval. 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.

Please explain “Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed “. If this is a pick up from an appointment, there is no “elapse of the appointment time.

Response: PWS 4.9.1 has been updated.

What is the maximum wait time following the elapse of the appointment time?

Response: PWS does not specify a maximum payable wait time; however, it states that the contractor may invoice for wait time upon VA approval.

74. Page 20, 6.1, 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 (s) used to provide on-time non-emergent wheelchair transportation services to meet the requirements of this contract (24/7 availability).

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.

Is it required to submit the Quality Control Plan with the proposal submission?

Response: See question #22.

75. Page 20, 6.1.1.7, CONTINGENCY PLAN: (In case VetRide Vendor Portal is down) A description of the method/system used to log all service requests. 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 that the log will be sent to the COR monthly.

Is it required to submit the Contingency Plan with the proposal submission?

Response: See question #22, contingency plan should be included in the Quality Control Plan.

76. Page 21, 6.2.2, Minimum Performance Standards:

The contractor shall maintain performance standards IAW 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 successful offeror’s QCP.

1. Section 4.5.1.7 - Standard - Scheduled patient pick-ups shall not deviate more than 15 minutes past scheduled pick-up time for scheduled orders Acceptable Quality Level – 97% Method of Surveillance – Customer Feedback

2. Section 4.8 Standard - 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.

Acceptable Quality Level – 97% Method of Surveillance – Customer Feedback Our drivers are tracked via GPS and AVL systems. Arrivals times are monitored, verified and documented. Please explain the process for “Customer Feedback”.

Can the Contractors methods for documenting arrival times, pick up and drop off times be used as a verification method?

Response: Arrival times, pick up and drop off times shall be documented on VetRide.

77. Page 22, 7.1, Contractor shall not refuse transports of COVID-19 positive or other similarly infected patients.

Will the Contractor be notified in advance of an infected rider and will the rider be required to wear a face mask and take additional precautions as cited by the CDC?

If the patient does not wear a mask or abide by additional precautions as cited by the CDC, can the trip be refused and the COR be notified immediately of the incident?

Response: Requests involving known infected patients will be documented in the VetRide system. The PWS states that “Contractor shall not refuse transports of COVID‑19 positive or other similarly infected patients,” but also requires adherence to VA‑issued procedures and precautions. If a patient refuses mandated precautions (e.g., masking when required by current VA policy) and this creates a safety concern, the contractor should immediately contact the COR or designated VA contact for direction and document the incident; any refusal to transport in such situations must be guided and approved by VA to remain consistent with contract requirements.

78. Page 22, 7.3, Contractor shall have written policy of steps they will take to prevent the spread of COVID-19 or other similarly infectious diseases by their employees and/or vehicles. This policy shall, at a minimum, include procedures of screening drivers before each shift, deliberate decontamination of their vehicles and all other preventative precautions taken by Contractor employees.

Is it required to submit the COVID-19/infectious disease policy with the proposal submission?

Response: PWS requires the contractor to have such a written policy and to implement it throughout the life of the contract. It is not required to submit with the proposal, however, it may be reviewed post‑award as part of contract administration.

79. Page 26, 15.1, 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.

Please provide the appropriate Environmental Management Programs and Operational Controls that the Contractor would be subject to under this transportation RFP.

Response: It is for on-site contractor personnel only.

B.2 PERFORMANCE WORK STATEMENT

1. Purpose: The Baltimore VAMC VA Medical Center (hereafter VAMHCS), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics require contracted non-emergent wheelchair transportation services. The contractor shall provide all vehicles, personnel, management, supplies, equipment, and necessary reporting for the provision of non-emergent wheelchair transportation services. The contactor shall make these non-emergent wheelchair transportation services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

2. Background: The (Baltimore VAMC) main campus is located at 10 N. Greene Street, Baltimore MD. 21201, serving over 57,000 veterans, primarily from the Maryland/Washington area and its Community-Based Outpatient Clinics. The hospital has 530 inpatient beds and sees approximately 9,500 inpatient admissions and 800,000 outpatient visits a year. Veterans served within this facility live within the following counties and zip codes.

City Zip Code

City Zip Code

City Zip Code

Silver Spring, MD

20910

Baltimore, MD

21204 Loch Raven Village, MD

21234

Freeland, MD

21053

Mt Washington, MD

21209

Baltimore, MD

21282

Timonium/Lutherville, MD

21093

Druid Park, MD

21217 Loch Raven Village, MD

21286

Owings Mills, MD

21117

Sparrows Point, MD

21219

Cumberland, MD

21502

3. Acronyms:

AOD – Administrative Officers of the Day CO – Contracting Officer COR – Contracting Officer’s Representative DOL – Department of Labor IAW – In Accordance With PWS – Performance Work Statement QASP – Quality Assurance Surveillance Plan QCP – Quality Control Plan TB – Tuberculosis TJC – The Joint Commission VTS – Veteran Transportation Service

4. Scope/Requirements:

4.1. Types of Non-Emergent Wheelchair Transportation Service:

4.1.1. The contractor shall provide Non-Emergent Wheelchair Transportation Service as-needed basis IAW all federal, state, and local regulations.

4.1.2. Occasionally a veteran will need to be transported with VA staff and equipment; the contractor shall return VA Staff and equipment to the original place of pick-up.

4.2. Transport of Miscellaneous Items with the Patient:

The Contractor may also be required to transport patient luggage (one – no more than 20 pounds), 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. When patients are transported to the (Baltimore VAMC), destination is deemed to be the ER, Admissions, the clinic, or service within the hospital, or directly to the ward as instructed by VA Staff. All patient records transported with the patient are confidential in accordance with HIPAA.

4.3. Contractor Personnel: Contractor personnel shall be courteous and always conduct themselves in a businesslike manner while providing services under this contract.

4.3.1. Non-Emergent Wheelchair Transport Drivers & Other Personnel

4.3.1.1. Non-emergent wheelchair van transport drivers 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.

4.3.1.2. If the contractor wishes to add or replace personnel throughout the life of the contract, it shall provide evidence of required training, certifications, licensing (i.e., Driver & Transportation-for Hire), and any other qualifications to the Contracting Officer’s Representative (COR) for review.

4.3.1.3. All wheelchair transport drivers shall have a valid driver’s license IAW 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.

4.3.1.4. 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 (Baltimore VAMC). Thereafter the contracted employees will be subject annually to the same requirement, with a 90-day window to complete such requirement as provided by (Baltimore VAMC). 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.

4.3.2. Tuberculosis Exposure Control Policy

4.3.2.1. The contractor shall provide the VA with a policy on tuberculosis (TB) exposure and control, to include TB decontamination, within 5 business days upon award of contract by the Government.

4.3.2.2. The contractor shall have its personnel tested for TB IAW 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 at the start of each Ordering Period.

4.4. Contractor Equipment, Vehicles, and Inspection:

4.4.1. Wheelchair vans shall meet all applicable federal, state, and local regulations and specifications, including but not limited to licensing, registration, and safety standards.

4.4.2. Wheelchair vans shall be safe and comfortable transportation of Veterans. It's essential that ample headroom must be available for Veterans transported in standard wheelchairs. Any type or style offering complete Veteran safety within the vehicle will be acceptable. Those considered lacking in this essential requirement will not be used for Veteran transport under this contract. Any replacement will be at the Contractor's expense.

4.4.3. 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 non-emergent 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 that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performance of the contract and shall not result in any additional cost to the VA.

4.4.4. Each vehicle must be equipped with a general-use first aid kit.

4.4.5. Vehicles shall be clean and maintained in good repair IAW the manufacturer’s instructions.

4.4.6. The contractor shall not be permitted to borrow medical equipment from the Baltimore VAMC medical facilities. Contractor shall at no time and under any circumstances exchange supplies, equipment, and/or medications with VA. The prices quoted in the Schedule shall be inclusive of consumables used in transport.

4.4.7. Contractor shall always have a wheelchair available for the transport of Veterans from the pickup point to the delivery point. When the Veteran is delivered to a destination other than the Department of Veterans Affairs and the return trip is ordered for the same day, the Veteran will transfer from the contractor's wheelchair to a facility-owned wheelchair. Veterans with scooters must only be transported in a regular passenger seat or in a wheelchair that can be safely strapped and locked down, and which provides for a seat belt for the passenger. Veterans requiring transport in a motorized scooter will transfer to a seat in the vehicle, with the scooter being transported with the Veteran as personal belongings at no additional cost to the VA.

4.4.8. The contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract.

4.4.8.1. The contractor personnel performing services for the VA, shall, at all times, conduct themselves in a professional manner, and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. The contractor personnel shall not smoke/play loud music originating from any device in vehicles while transporting VA patients.

4.4.8.2. Each driver shall possess a driver’s license that is valid for the class of vehicle driven. Evidence of a special transportation service vehicle permit, or endorsement issued by the commissioner of public safety.

· Be at least 18 years of age and have not less than one year of experience as a licensed driver; and

· For the past three years:

· Have not had a driver’s license canceled or suspended.

· Have a driving record clear of convictions for operating a motor vehicle or motorcycle without insurance.

· Have a driving record clear of convictions for driving a motor vehicle without a valid current license for the class of vehicle driven

· Have a driving and criminal record clear of convictions for driving under the influence of alcohol or a controlled substance.

4.4.8.3. Responsibilities for Veteran safety will…