36C24718Q0258-00003000.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

BY

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) 00003 05-18-2018 Department of Veterans Affairs W.J.B. Dorn VA Medical Center 6439 Garners Ferry Road Columbia

SC

29209-1639 Department of Veterans Affairs W.J.B. Dorn VA Medical Center 6439 Garners Ferry Road Columbia

SC

29209-1639 To all Offerors/Bidders

36C24718Q0258 04-20-2018

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to:

May 30, 2018 at 3:30 PM EDT THE PURPOSE OF THIS AMENDMENT IS TO POST QUESTIONS AND ANSWERS AND CLARIFY PARAGRAPH B.5 RATES.

1. Change B.5 Rates, paragraph 2, as reads "One trip shall be defined as point of origin (patient pick-up) to patient destination (appointment) and back to origin or another designated location as requested by the Dorn VAMC Special Mode Transportation Coordinator, COR, AOD or an authorized employee of the VA" to read "One trip shall be defined as point of origin (patient pick-up) to patient destination (appointment) or patient destination back to origin or another designated location as requested by the Dorn VAMC Special Mode Transportation Coordinator, COR, AOD or an authorized employee of the VA".

2. Please see attached "Questions and Answers".

3. The response date is extended to May 30, 2018 at 3:30 PM EDT.

CONTINUATION PAGE

36C24718Q0258 Ambulette Services - Questions and Answers

Question 1: The person calling asked if the solicitation was for wheelchair van, ambulatory and stretcher ambulance?

Response: Strictly wheelchair van.

Question 2: How many patients transported per month.

Response: 450 - 550.

Question 3: Who is the current provider:

Response: Transport Care Services.

Question 4: How much do we typically pay per month?

Response: Cannot share that information with you; privileged information.

Question 5: What is the estimated percentage between ambulatory passengers and wheel chair passengers?

RESPONSE: There is no contract for ambulatory passengers (walking); only wheelchair van (ambulette) and ambulance (ALS/BLS) contracted service. The DORN VAMC Veterans Transportation Service (VTS) and Disabled American Veterans (DAV) provides ambulatory service or the Veterans transport themselves for their medical appointments.

Question 6: What is the average miles per Trip?

RESPONSE: In the City round trip mileage – 18 to 26 miles average. Outside of the City round trip mileage – 90 to 150 miles average.

Question 7: Page 13 – One trip is defined as a “round trip” rather than a “1-way” trip. Does that mean the base rate proposed by the Contractor should reflect the cost of transporting the patient from origin to destination and from destination back to origin/other designated location?

RESPONSE: Please see SF 30, Amendment for clarification.

Question 8: Page 13 – If a patient is taken to more than one destination after he/she is picked up from the origin address, does the contractor charge only 1 base rate plus any mileage over 25 miles?

RESPONSE: Yes, only if the additional destination(s) is authorized by the COR.

Question 9: Page 15 – Is a billing period defined as a calendar month?

RESPONSE: Yes

Question 10: Page 15 – Review next day trip tickets – This required service states the Contractor must confirm service requests for the following day by 1530 95% of the time. How is this process tracked and recorded by the VA to measure compliance?

RESPONSE: The contractor must confirm receipt of service requests electronically (computer e-mail) or by Fax the day of receipt. On the day of service, the contractor must provide confirmation that all patients have been contacted with transport times NLT 10:00 a.m.

Question 11: How can this be done if trip requests are transmitted past the 1530 cutoff time?

RESPONSE: See Question # 10 Response above.

Question 12: Page 15 – Please provide a sample trip ticket that will be provided to the contractor?

RESPONSE: See last page; sample trip ticket subject to change by the Dorn VAMC COR

Question 13: Page 15 – Does the VA provide a trip ticket for each trip?

RESPONSE: Yes

Question 14: Page 15 – Must the driver capture signatures on the trip tickets? If so, which signatures are required?

RESPONSE: Yes; at beginning and end of trip based on the patient’s ability to sign

Question 15: Page 15 – Is the 15 minute pickup window applied to “return” trips from the medical appointment back to the origin address? “Return” trips are typically handled as “will call” trips without scheduled pick-up times since it is difficult to predict the completion of a medical appointment.

RESPONSE: The 15 minute pick-up window applies to both origin address of patient and the “will call” return trip once scheduled.

Question 16: Page 15 - If pick-up times are assigned to “return trips”, who assigns the pick-up time?

RESPONSE: The contractor notes pick up time for return trips on the trip ticket

Question 17: Page 15 – If “return trips” are classified as “will call” trips without a scheduled pick-up time, how soon must the Contractor pick-up the patient after receiving the call that the patient is ready to go home?

RESPONSE: 15 minutes after “will call” trip is scheduled; if 15 minutes cannot be met, driver must notify his/her dispatcher who in turn will contact the Dorn VAMC Special Mode Transportation (SMT) Coordinator or COR.

Question 18: Page 15 – There is a performance standard that requires “confirm receipt of same day transportation request and pick-up time immediately upon receipt”. How does the Contractor confirm receipt of the same day request for compliance purposes?

RESPONSE: Contractor dispatcher must contact the Dorn VAMC Special Mode Transportation (SMT) Coordinator or COR.

Question 19: Please explain how “immediately” is defined for compliance purposes? It seems like a specific time period would be used.

RESPONSE: Upon receipt of a will call transportation travel request from the SMT Coordinator during normal business hours and the Administrative Officer of the Day (AOD) after 4:30 p.m. Mon – Fri and on Sat and Sun.

Question 20: Page 16 – Please provide a sample of the monthly trip ticket summary and itemized trip report.

RESPONSE: Provided at end of the questions

Question 21: Page 19, Section B.12.a and Page 58 – This section requires a certificate of insurance, copies of business licenses and driver credentials with the proposal. This eliminates any Contractor not currently operating in the VA service area? Will you amend the solicitation to allow these items to be provided after contract award for Contractors who may not currently operate in the VA service area?

RESPONSE: This is a RFQ requirement as well as an evaluation requirement therefore, these items are due at the time of the closing of the RFQ.

Question 22: Page 19 & 58 – Can the list of personnel, vehicles, vehicle inspections and required driver roster with information be provided after contract award for Contractors who may not currently operating in the VA service area?

RESPONSE: This is a RFQ requirement as well as an evaluation requirement therefore, these items are due at the time of the closing of the RFQ.

Question 23: What is the anticipated award date?

RESPONSE: The anticipated award date is as soon as possible.

Question 24: What is the anticipated date the contactor is to begin providing trips under the new contract?

RESPONSE: Once the contract is awarded the contractor is expected to be ready to perform.

Question 25: Who is the current contractor, and how long have they held the contract?

RESPONSE: Transport Care Services and one year.

Question 26: Do you intend to award contracts to a single vendor or multiple vendors?

RESPONSE: Single vendor

Question 27: What percentage (or average number) of trips are done on weekdays outside of Normal Business Hours?

RESPONSE: 0 - 3 trips after normal business hours

Question 28: What percentage (or average number) of trips are done on Saturdays?

RESPONSE: 10 -12 trips on Saturdays

Question 29: What percentage (or average number) of trips are done on Sundays?

RESPONSE: None

Question 30: Please clarify the pricing for this contract. Section B.5 on page 13 seems to define a system with a fixed base price for any trip with a 1-way distance up to 25 miles plus mileage for all miles starting at 26 miles. However, Section B.5.2 seems to define a billable trip as a “round trip”, which would nullify the 25-radius outlined in Section B.5.1. There are also schedules provided on pages 19-23 that request a unit price without defining the unit as a base rate or mileage rate. Then, the schedules on pages 23-28 request bids for mileage, wait time and base rates, but seem to differentiate base rates for Columbia and “other areas”.

RESPONSE: Please see SF 30, Amendment for clarification.

Question 31: Are we to provide a base rate per “1-way” or “Round Trip” up to 25 miles?

RESPONSE: Per one way up to 25 miles

Question 32: Are different base rates as defined above required for different locations?

RESPONSE: The base rates for locations in the bid schedule are your decision.

Question 33: Are 100% of the trips wheelchair trips?

RESPONSE: Yes

Question 34: Does compensable wait time start after 15 minutes or 30 minutes? Please clarify how you compute compensable wait time.

RESPONSE: WAIT TIME AFTER 1ST 30 MIN, PER QUARTER HOUR, wait time starts after the first 30 minutes and is billed in 15 minutes increments.

Question 35: Please confirm you are projecting 5,100 1-way trips for the 1st contract year and 205,000 miles exceeding 25 miles for these 5,100 trips.

RESPONSE: These are estimated quantities.

Question 36: Page 28, Section B.4 – What input is required of the Contractor?

RESPONSE: No input is required.

Question 37: Please provide insurance requirements for the contract.

RESPONSE: Please see this website for auto insurance, http://doi.sc.gov/ or http://doi.sc.gov/Faq.aspx?QID=352

First Day of the Month

VETERAN'S NAME

FROM

Week 1 Trips

Week 2 Trips

Week 3 Trips

Week 4 Trips

Week 5 Trips

CANCELLLED TRIPS – NOT BILLABLE

Veteran Names

Date

MONTHLY TRIP TICKET SUMMARY

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