QA - Taxi services.pdf

QA - 36C24726Q0281 – Taxi Services

A) Is there a current or previous incumbent? Not that I’m aware of.

Vehicle size / seating expectations

1. What is the typical rider count per trip (Veteran only vs. Veteran + family member/representative)? Typically, 1 veteran per ride. Sometimes a family member will be transported with Veteran if necessary.

2. Do you anticipate any group rides (more than one Veteran in the same vehicle/trip)? If yes, how often? If possible, we try to group but it is difficult to coordinate with timing of discharges.

3. Is there a preferred vehicle type (sedan vs. minivan/SUV), or is any taxi vehicle acceptable as long as it meets safety requirements? A mix of different vehicle sizes is preferred as some veterans have a lot of belongings/equipment.

B) Accessibility / special transport needs

4) Will any trips require wheelchair-accessible vehicles (WAV)? If so, approximately what percentage of trips? No- veterans are independent/ambulatory

5) How often do trips involve mobility aids or equipment (walker, wheelchair, oxygen, etc.)

that require additional space? 10-20%

6) Are there situations where an attendant (beyond the driver) is expected/required? No

C) Dispatch & response time

7) The requirement references service within 45 minutes. From what point is the 45-minute clock measured (time of call, time of fax receipt, or time of confirmation)? Time of call from bedside nurse/transfer coordinator to taxi service provider

8) If the contractor cannot provide service within 45 minutes and the VA uses another source, how is the “charge back” calculated (actual trip cost, fee, or other method)?

Unsure

9) Are there known peak discharge days/times that typically require additional coverage (e.g., Fridays, end of day, holidays)? 2pm-6pm are peak times during the week.

D) Trip volume & pricing assumptions

10) Which figure should offerors use for planning and pricing? 600-trip baseline

11) What was the approximate actual number of trips for the most recent 12-month period? See 2nd attachment

12) Do you have an estimated breakdown of trips by distance (e.g., under 25 miles, 25–50, 50–100, over 100)? See 2nd attachment

E) Mileage and service area

13) Please confirm the service area: is the 125-mile radius measured one-way from BVAMC, and are there any common destinations that occur frequently? It varies, a lot of the trips are only one-way trips that are less than 50 miles.

14) Is mileage billed strictly based on the Google Maps quickest route, and how should detours/road closures be handled and documented? Yes, it can be listed on the monthly invoice.

F) Pickup process, wait time, and cancellations

15) What are the standard pickup points/entrances at the BVAMC and clinic locations?

Pickup point- BVAMC ED

16) If the Veteran is not ready at pickup time, is there any billable waiting time, or is waiting always at the contractor’s expense? The only charge is for a No-Show, a base charge of $20. No show only happens when the cab driver drives all the way to the ER and the Veteran cannot be found.

17) If a trip is cancelled after dispatch, is there a cancellation fee or any billable minimum?

Silver Cab does charge a cancellation fee

G) Invoicing & documentation

18) Is there a preferred trip log/template you want contractors to use (pickup, destination, mileage, depart/arrive times, detours, etc.)? No, the information is on the monthly invoices

19) Are there common invoicing issues in Tungsten that vendors should avoid preventing delays? N/A

H) Insurance & driver reporting

20) Are there specific minimum insurance coverage limits the VA expects beyond state requirements?

No

21) For the quarterly driver license status reports, is there a required format or designated submission method to the COR?

No