S06-RFQ Amendment 0001-QA.pdf

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)

1 6

0001 Feb 19, 2025

544-25-4-825-0006

Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

Department of Veterans Affairs Ralph H. Johnson VA Medical Center

36C24725Q0322

02-11-2025

X

X X

RFQ closing remains as March 03, 2025 @ 0800 EST.

X 1

1. The purpose of this Amendment is to post vendor submitted questions and responses.

2. The RFQ closing remains March 03, 2025 @ 0800 EST.

Thomas Nicholls Contracting Officer

Amendment to a Previous Combined Solicitation

*= Required Field Amendment to a Previous Combined Solicitation

SUBJECT* Q&A for Columbia Wheelchair RFQ

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 29403-5799

SOLICITATION NUMBER* 36C24725Q0322

RESPONSE DATE/TIME/ZONE 03-03-2025 0800 EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* V212

NAICS CODE* 485991

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Ralph H. Johnson VA Medical Center

POINT OF CONTACT*

Thomas Nicholls Thomas.Nicholls@va.gov

DESCRIPTION

1. Are 0003 and 0004 supposed to indicated miles for unit type (and subsequent option year)?

Ans: Correct

2. Is 110,419 an accurate unit estimate for both 0003 and 0004 (and subsequent option years)?

Ans: The mileage is accurate because of the seven community-based outpatient clinics we have throughout the catchment area of South Carolina.

3. What % or daily average number of estimated trips occur Monday through Friday outside of 0700 to 1900 EST?

Ans: We only have approximately 25 percent of transports that fall outside for timeline listed above.

4. What average number of estimated trips occur on Saturdays?

Ans: We have a significant number of trips that are on Saturdays, but it is no more than 25% of our population of scheduled weekly trips. Although the hospital is closed mostly on Saturdays these patients receive dialysis.

5. Is there a staging area onsite that vehicles can utilize to wait for upcoming pick-ups/discharges?

Ans: The staging area for all transport vehicles is in the back of the hospital near the Emergency room. For non-emergent transport, the vendor can stage in any of our five parking lots.

6. 4.2.7 references charges to Contractor for wait time (or free round-trip travel). Is that accurate?

How is round-trip travel identified when trips are all on one-way basis? Which CLIN?

Ans: Please provide clarity to this question. All rates are identified within the contract.

7. Confirming there is also compensation to Contractor when required to wait for a patient? Which

CLIN?

Ans: Wait time is clearly identified in the package. Wait time must be approved past an hour.

8. Per 7.1.9, does a standard First Aid Kit, inclusive of the specific supplies referenced, meet the requirements for having supplies to “provide infection control precaution procedures”?

Ans: DOT requirement states- You should have a first aid kit that can provide enough materials for the maximum number of vehicle occupants. Ensure it has everything you need, including adhesive bandages, sterile gauze, antiseptic wipes, disposable gloves, scissors, tweezers, a handbook, and more.

9. Confirming all vehicles are required to have a lift?

Ans: Yes, it is confirmed that all vehicles should have a lift and a contingency plan in case the lift becomes inoperable.

10. Is there an expectation to have an onsite staff member to coordinate daily operations?

Ans: Currently we do not anticipate having the Vendors staff on site, only daily communication with the vendor.

11. How many trips, on average, are fulfilled daily Monday through Friday?

Ans: 60-85 trips a day.

12. How many vehicles, on average, are utilized daily by the existing operator?

Ans: 18 Dedicated Vehicles with several staging areas around the state for different pickups.

13. Will weight information be provided for patients? Or will bariatric be identified over a specific lb threshold?

Ans: Weight is always provided to the Vendor in addition, Bariatric patients will provide, and equipment will be requested.

14. Line Items 0003 and 0004, estimated quantities of 110,419.00.

Ans: We have clinics in Greenville and Anderson. The milage is correct.

15. Question: 110,419 miles beyond the 25-mile radius for both locations seems very high. Please confirm the estimated mileage is correct.

Ans: The milage is correct. We have Seven Community Based Outpatient Clinics to include distances from Florence to Greenville.

16. Page 78 of 104 states: “b. The quote shall include a signed copy of the SF 1449 and an acknowledgment or signed copy of all amendments posted to the solicitation.” I noticed there is no SF1449 included in the solicitation.

Ans: No signed 1449 will be issued or required to returned with quotes.

17. 1) Please confirm that the base rate is 25 miles:

Page 8, Base Rate: The base rate is defined as the rate paid for one-way transportation from a designated pickup point to a designated delivery point. This rate will be paid for all authorized one-way trips requested under this contract with employees receiving at a minimum the Department of Labor Service Contract Act (SCA) wage rates for the Columbia VA catchment area to include the community base outpatient clinics, as specified by the contracting officer for this requirement, during all phases of the trip made on behalf of the Government. Service Contract Act (SCA) wage rate determinations will be updated each option year, when/if new revisions are issued. The base rate shall constitute full compensation for one-way trips which do not exceed the “Mileage Threshold” as shown below.

Page 16, Base Rate: Base Rate (One-Way). The BASE RATE (ONE-WAY) as established in the SCHEDULE OF SERVICES – PRICE SCHEDULE is for authorized one-way patient transports with a point-to-point (one-way) travel distance radius of 20 miles or less from the designated VA Medical Center. The contractor is NOT authorized to invoice for MILEAGE RATE (ONE-WAY) in addition to the BASE RATE (ONE-WAY) for patient transports with a point-to-point (one-way) travel distance radius of 20 miles or less from the designated VA Medical Center. For patient transports with a point-to-point (one-way) travel distance radius which exceeds 20 miles from the designated VA Medical Center, the BASE RATE (ONE-WAY) plus MILEAGE RATE (ONE-WAY) may be authorized. The contractor shall utilize the latest edition of BING maps to calculate the travel distance for all point-to-point trips.

Ans: Confirmed

18. 2) Will the VA consider revising CLINS X001 to omit excessive verbiage, ambiguity and identify specific locations:

-- From: Non-Emergent Wheelchair Van Service within city of Columbia SC and other surrounding counties or cities in the Midlands of south Carolina 25 Mile Radius.

-- To: Non-Emergent Wheelchair Van Service within 25 mile radius of 64239 Garners Ferry Road Columbia, SC. 29229 -- Ideology: This establishes a concrete location for where the 25 mile radius begins. “Midlands of South Carolina” is not only an extensive area, but can be interpreted in a variety of ways. This revision will specify the scope for this CLIN.

Ans: No change will be made.

19. If not, we respectfully request that the VA identify all zip codes in “Midlands of South Carolina” Please also identify “other surrounding counties or cities in the Midlands of south Carolina” Ans: Please provide clarity all counties were identified.

20. If not, we respectfully request that the VA offer examples as to how the contractor is to bill a trip from Columbia VAHCS to Rock Hill VA Clinic Rock Hill VA Clinic (York Co.) is technically within the “Midlands of SC”

21. VetRide – “Midlands of SC” Is VetRide capable of identifying and classifying the “Midlands of SC” – we believe that this will create additional labor and invoice disputes if all invoices need to be manually reviewed.

Ans: Vetride is the new tracking software by the Veterans Transportation Program. It is a mandate that invoices and tracking of transport go through this system. All Vendors throughout the country are expected to utilize Vetride to confirm trips and payment.

22. Will the VA revise CLIN X002, similar to Question 2:

From: Non-Emergent Wheelchair Van service within City of Greenville, Spartanburg, Anderson, or other surrounding counties/Cities in upstate of South Carolina 25 mile radius To: Non-Emergent Wheelchair Van Service within 25-mile radius of Greenville VA Clinic Ideology: This establishes a concrete location for where the 25-mile radius begins. “Upstate SC” is not only an extensive area but can be interpreted in a variety of ways. This revision will specify the scope for this CLIN.

Ans: The CLIN will remain as posted and not changed.

23. Again, if not, “Upstate SC” is a vague and ambiguous classification. If there will not be a revision of the CLIN description of supplies/services, please identify all zip codes within “Upstate SC” Please also identify “or other surrounding counties/cities in upstate of South Carolina” Ans: The bands were set in agreed to previously before this writer. However, it has worked with no previous confusion and therefore will not be changed.

24. From the Spartanburg VA Clinic to the Anderson VA Clinic, it is approximately 87 miles. This is an extensive area to cover, when only loaded miles are paid.

Will the VA consider paying unloaded mileage for this region?

Ans: Please provide clarity. The trip will be paid based off of the data placed in the contract with no change.

25. If not, will the VA please provide an example of how the contractor is to bill a trip from the Greenville VA Clinic to the Spartanburg VA Clinic?

Non-Emergent Wheelchair Van service beyond the city of Greenville, Spartanburg, Anderson or other surrounding counties/cities in upset South Carolina in addition to the flat rate.

26. Additionally, please provide how the contractor is supposed to bill a trip from the Spartanburg VA Clinic (Upstate) to the Rock Hill VA Clinic (Midlands) Ans: This is a one-way trip, it is not a multiple-stop trip. The rate will be charged by the band from Rock Hill to Spartanburg and the mileage outside of the Band back to the Midlands which is accessible in the previous contract.

27. The RFP contradicts itself on multiple offers/alternative pricing. Please confirm that alternative pricing models will be evaluated, as long as they encompass the full PWS, IAW this procurements FAR:

Page 75, “(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.”

Page 78, “f. Requirements for Price Quotes. Offerors shall complete and submit the Price Schedule in section B.2 which includes estimated use. No other format shall be accepted.”

See FAR 52.212-1 and its addendum for price proposal submission instructions.