36C25724Q0642 0001.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 15

07-17-2024

36C257

Department of Veterans Affairs NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100 Duncanville TX 75137

36C257

NCO 17

Department of Veterans Affairs North Texas Veterans Health Care Center 124 E. Hwy 67, Suite 100 Duncanville TX 75137

To all Offerors/Bidders

36C25724Q0642

X

X X

July 24, 2024 @3PM CST

X 1

The purpose of this amendment is to submit answers to vendors questions and to extend the closing date/time.

1. Please see questions and answers associated to the solicitation.

2. Quotes must be received no later than Wednesday July 24, 2024 @ 3PM CST. All quotes received without requested Documentation will not be considered.

3. All other terms and conditions of the original solicitation remain the same.

Patient Escort Services Questions and Answers

1. Is there an incumbent for this initiative and if so please provide the contract information, as well as number of staff provided during the requested hours.

Current contract 36C25719C0220. Current staff is 22 without the addition of Garland.

2. Can you clarify why this opportunity is not set aside SDVOSB? Based on Market research conducted.

3. Reference 6 on page 8 - The request mentions having staff at “designated entry points”, but does not clarify what those points are. Are we to assume that we will be staffing one entry point per the four listed facilities? If not, please clarify the number of entrances to be covered and the number of staff needed at each. If the VA does not wish to specify staffing requirements, then an alternate data is needed to calculate staffing requirements. This could be number of Veterans needing assistance today per facility or something similar.

The Entry points can change due to needs of the organization, such as construction and emergency situations that cause other entry points to be utilized. Those decisions will be communicated by the COR when entry points are required to be changed.

Refer to page 9, #8

Refer to Page 7, Places of performance.

Refer to page 11, #9 contractor responsibilities.

Refer to page 16, h

Dallas - 3 Entry Points

FWOPC – 1 Entry Point

Bonham – 1 Entry Point

Garland – 2 Entry Points

Each location is different based on transports within the facilities. Below are current estimated monthly transports. We look at workload based on job/tasks; 1 Veteran may be transported numerous times thru out facility. Not all Veterans will utilize Outpatient Escort at the facilities.

Dallas – 4,092 transports monthly

FWOPC – 2,320 transports monthly

Bonham – 1200 transports monthly

Garland – ***New Service at this location**** Projected workload would be similar to Bonham.

4. Reference 6b on page 8 - generally the VA provides contractors badges which include a picture. Will they be provided in this case?

No, this is outlined in the PWS, Refer to Page 8, #6, A and B

5. Reference 6h on page 8 - Will the VA be providing background checks? I don’t see any licensure or certifications required. Please clarify this reference.

NO, This is outlined in the PWS, Refer to Page 8, #6, A and B

PWS, Refer to Page 12, #11 regarding training/certifications.

6. Reference 7 on page 9 - Please clarify what kind of physical is required and what kind of documentation the VA will require from these physicals.

Contractor should ensure that the individuals can physically provide outpatient escort services.

PWS, Refer to Page 11, #8 immunizations, PPD, COVID, Flu VHA requirements.

7. Reference the following bullet on page 9:

• Contactor shall be required to assist patrons needing patient transport from the Valet area and Shuttles. As well as designated entry points, clinics and services that call for outpatient escort assistance.

• Question: similar to above, we need clarification on the entrances to be covered, and the process that the VA envisions. Are we to assume that a request for escort service will always be initiated by VA staff? No, page 12, #9 – communication plan; page 9, #7 and 8

The Entry points can change due to needs of the organization, such as construction and emergency situations that cause other entry points to be utilized. Those decisions will be communicated by the COR when entry points are required to be changed.

Refer to page 9, #8 Refer to Page 7, Places of performance.

Refer to page 11, #9 contractor responsibilities.

Refer to page 16, h

Dallas - 3 Entry Points FWOPC – 1 Entry Point Bonham – 1 Entry Point Garland – 2 Entry Points

• Or are contracted staff supposed to identify Veterans in need of escort at staffed entryways?

o Yes, contractors should offer assistance and help promote services being offered to support Veterans. Refer to PWS page 12, #9 – communication plan.

• If so, are all escorts at entryways, or are some/all at a centralized escort area to be called as needed? They are stationed at key entry ways at the facilities;

however, they may run into Veterans in the hallway needing assistance and help as VA staff would also and will call dispatch for outpatient escort assistance.

The Entry points can change due to needs of the organization, such as construction and emergency situations that cause other entry points to be utilized. Those decisions will be communicated by the COR when entry points are required to be changed.

Refer to page 9, #8 Refer to Page 7, Places of performance.

Refer to page 11, #9 contractor responsibilities.

Refer to page 16, h

• Are we to assume that all escorted patients will need escort assistance to return?

Yes! You are the transporters for outpatient services at these locations. You will transport patients to as many areas as the need to go. Some Veterans come to appts alone and need assistance getting to Point A to Point B.

• Or do some areas have VA staff that can assist with this? No, VA staff will not be assisting with outpatient escort needs.

8. Reference last bullet under 7 - As above, please provide the entry points and expected escort activity at each.

The Entry points can change due to needs of the organization, such as construction and emergency situations that cause other entry points to be utilized. Those decisions will be communicated by the COR when entry points are required to be changed.

Refer to page 9, #8

Refer to Page 7, Places of performance.

FWOPC – 1 Entry Point

Each location is different based on transports within the facilities. Below are current estimated monthly transports. We look at workload based on job/tasks; 1 Veteran may be transported numerous times thru out facility. Not all Veterans will utilize Outpatient Escort at the facilities.

Bonham – 1200 transports monthly similar to Bonham.

9. Reference e on page 10 - The need for software that tracks location of escorts with GPS and timeliness of responses is mentioned throughout. GPS does not generally work well for accurate indoor tracking. If the VA has a BLE or Wi-Fi infrastructure, it is possibly that this could be used for this requirement.

We would suggest that the VA consider an interactive wayfinding system with blue dot accuracy. This would allow for real time tracking of escort wait times while also providing a tool that can be used by Veterans and visitors for navigation through the facility using smart phones. It could be accesses in the facility via kiosks or with QR codes that link to the facility map and directions on fixed wayfinding signage.

The responsibility lies on the contractor for accurate data on performance times and workload. The contractor will not utilize the VA network, will need to have a system in place for independent cellular operation to track real time data on workload, dispatching calls, text messaging for pickups, OR code, app for Veterans to utilize or call directly for outpatient services. Professional contractors that provide these types of services should already be utilizing a program that collects and works off a system similar to this.

10. Reference g on page 10 - As stated above, GPS generally does not work well indoors, and is very unlikely to provide accurate data for wait time purposes. Maybe this is a reference to an existing WiFi or BLE system?

The responsibility lies on the contractor for accurate data on performance times and workload. The contractor will not utilize the VA network, will need to have a system in place for independent cellular operation to track real time data on workload, dispatching calls, text messaging for pickups, OR code, app for Veterans to utilize or call directly for outpatient services. Professional contractors that provide these types of services should already be utilizing a program that collects and works off a system similar to this.

11. Reference j on page 10 - is this training provided by the VA to ensure consistency with local practices? No, this is the responsibility of the contractor.

12. Reference m on page 10 - It seems the only way to do this would be to provide full time monitoring of this area during the stated hours.

Yes, supervision and staffing is required the hours of operation for outpatient escort.

If this is the case, could the VA specify all areas where escorts are expected to be present similar to 3 above? A vendor cannot develop a quality proposal without understanding the desired processes and some way of estimating resources required.

Experienced contractors that operate outpatient escort services will be able to develop a staffing plan off entry doors, locations, anticipated workload, and hours of operation that are given.

decisions will be communicated by the COR when entry points are required to be changed.

Refer to page 9, #8

Refer to Page 7, Places of performance.

13. Reference n1 on page 13 - will the VA be providing the required vaccines? No

14. Reference on page 13 - Does the VA provide this training? Un clear on page 13 what training is being referenced. No VA will not provide.

Seems it would be specific to the facility.

A vendor could provide general training in these areas, but the utility would be limited without facility specific information and expectations.

15 - Reference the last bullet on page 11 - As mentioned above, it will not be possible for a vendor to develop a good proposal without this information up front. Specifically, without knowing the entrances to be covered and workload at each, we cannot estimate, and price needed resources.

decisions will be communicated by the COR when entry points are required to be changed.

Refer to page 9, #8

Refer to Page 7, Places of performance.

16 - Has the VA considered initiating a contract on a per FTEE basis that would allow you to select a vendor based on price per person? This would allow flexibility as the process is developed.

No, This is a firm fixed price contract.

17 - Reference the first bullet on page 12 - We are expert in understanding VA medical center opportation and are fully qualified to provide this communication assistance. However, as above, this plan needs to be finalized prior to any vendor being able to put together a reliable proposal. If the VA chose to consider 16 above, that would be an approach that fits what the VA is requesting.

No, This is a firm fixed price contract.

18. Reference 13 on page 13 - This states that we will have 15 days to initiate the contract including the government administered background investigation. That does not seem realistic. We could be accountable for delivering the required documentation but have no ability to influence the timeline of the government investigation.

Page 17, #31

The contractor is responsible for all background checks.

19. Can you provide more details on the specific outpatient destinations within each facility for patient transport?

Patients are transported to all outpatient areas of the facility, examples are lab, pharmacy, canteen, primary care clinics, specialty clinics, Radiology, main entrances to buildings, ER, Dialysis, Radiation, Chemo, Prosthetics, information desk. These are examples but not limited to areas. Transports also may assist visitors and spouses to see their loved ones in inpatient areas or outpatient clinics of the facilities.

20. Are there preferred training providers for the required certifications, especially beyond basic life support? Refer to number 8-11. Reports Page 9-12.

21. How should we handle operational hours and services during holidays or peak times? Please refer to #43 page 20, Federal Holidays, page 7, #44 page 21, #32 and page 17.

22. Are there specific requirements or restrictions on the communication devices and tracking systems to be used? Please refer to #44 page 21

23. What are the key performance metrics for evaluating the escort services?

Performance, Quality of service, Ability to provide all equipment needs, Staffing requirements, adequate supervision, Contingency plans.

24. Could you provide more details on the format and content requirements for the monthly reports? Refer to number 21. Reports Page 14.

25. What specific security clearances or background checks are required for personnel? Refer to number 6, Page 8.

26. How should we handle situations where we are unable to provide services due to unforeseen circumstances? The contractor shall provide a contingency plan for unforeseen circumstances.

27. Can you confirm the process and timeline for payment after submitting invoices? Invoices will be submitted electronically through Tungsten. Payments will be issued up to 30 days after receipt of invoice.

28. How will changes to the contract be handled, and what is the process for negotiating amendments? This is a Firm Fixed Priced Contract. All modifications will require approval of the contracting officer.

29. What is the estimated number of Veterans will it be a month?

Answer: Each location is different based on transports within the facilities. Below are current estimated monthly transports. We look at workload based on job/tasks;

1 Veteran may be transported numerous times thru out facility. Not all Veterans will utilize Outpatient Escort at the facilities.

Bonham – 1200 transports monthly similar to Bonham

30. Do you have an estimated mile radius where the patients will be deployed?

(Ex: No more than 20 miles from VA Center)

Answer: This does not apply to outpatient escort services; the question would apply for transporting patients in vehicles and picking them up. This is not the scope of this contract.

31. While I realize that the number of vets needing transportation daily will vary, can you provide a base level of the number of rides that will be needed at each facility?

Answer:

This is not transporting Veterans in vehicles.

Each location is different based on transports within the facilities. Below is current estimated average daily. We look at workload based on job/tasks; 1 Veteran may be transported numerous times thru out facility. Not all Veterans will utilize Outpatient Escort at the facilities.

Dallas – 225 transports daily

FWOPC – 145 transports daily

Bonham – 60 transports daily

Garland – ***New Service at this location**** Projected workload like Bonham

32. Can you provide a ballpark for the average distance clients travel to appointments?

Answer:

This question does not apply to outpatient escort service of transporting patients within the facility.

End of Document