Wheelchair NC Transportation Solicitation Questions RESPONSES - Amend 0002.pdf

Solicitation Questions

Rates & Billing

1. Can the contractor propose both a per-trip rate and an hourly/wait-time rate, and will the VA accept a blended billing structure? NO, the only charges available are listed on page 4 of the solicitation. B.2 PRICE/ COST SCHEDULE.

2. Will the VA allow a separate billing line for a 24/7 dispatcher? NO, the only charges available are listed on page 4 of the solicitation. B.2 PRICE/ COST SCHEDULE.

3. If multiple patients are transported from the same pickup location, will each transport be billed as a separate trip? NO. YOU SHOULD NEVER HAVE MULTIPLE

PICKUPS/OR PATIENTS TRANSPORTED AT THE SAME TIME.

4. Will the VA authorize shift differential rates for trips scheduled between 12:00 AM and 6:00 AM? NO

5. Will holiday transports be reimbursed at premium or time-and-a-half rates? NO, see B.2 PRICE/COST SCHEDULE, page 4 of solicitation.

Demand & Utilization

1. What are the average daily and weekly transport volumes, based on historical data?

AVERAGE 115-140 TRIPS A DAY.

2. What are the typical peak transport hours and peak days of the week?

6AM-9AM MORNING AND AFTERNOON 2P-5P EVERY DAY IS BUSY (NO

PEAK DAYS) WE OPERATE ON SATURDAYS ALSO(DIALYSIS)

WE HAVE DIALYSIS RECURRING TRIPS (M-W-F) OR (TU-THUR-SAT)

3. Has the VA conducted a time-and-distance study for transports from the outermost counties or service areas, and can the results be provided? NO

4. How many vehicles (by type: minivan, full-size van, lift-equipped bus, etc.) have historically been used under this contract, and have patients expressed preferences regarding vehicle type? 15-30, NO PATIENTS HAVE NOT EXPRESSED

PREFERENCES

Operations & Performance

1. Does the VA require a minimum fleet size or specify response-time guarantees beyond the 30-minute add-on standard? THERE IS NOT SET FLEET SIZE HOWEVER WE

EXPECT THE DAILY WORKLOAD TO BE ACCOMODATED.

2. Will the VA provide historical cancellation/no-show rates to help contractors estimate staffing needs? Over the course of 4 months, April – July, there were 415 cancellations giving an average of 104 per month.

Compliance & Reporting

1. Can the VA provide clarity on the required format and level of detail for invoices

(beyond HCFA 1500), particularly regarding mileage, wait times, and additional attendants? ALL INVOICES ARE IN AN APPLICATION WE USE CALLED

VETRIDE (TRAINING WILL BE PROVIDED)

2. Are there any penalties for late arrival beyond deductions described in the Quality Assurance Surveillance Plan (QASP), and how are disputes adjudicated? NO.

Disputes are adjudicated by monitoring and reporting often utilizing a VA FORM known as the (Attachment A:)Contract Deficiency Report (CDR).

Personnel Requirements

1. Will the VA assist in coordinating fingerprinting and background checks for new drivers within the required 90-day compliance window? Yes, the vendor personnel would have to communicate and coordinate with the Salisbury VA Medical Center and VA’s (SIC), “The VA Security and Investigation Center (SIC) who is responsible for adjudicating all background investigations for contract Employees.”, Reference:

Page 9, 4.3.1.4 of the solicitation.