Vendor Questions and Answers 36C25726R0001 Posted.pdf

Questions and Answers for El Paso Wheelchair Transportation Services 36C25726R0001

• Q1. The Schedule B – Pricing clearly states the PoP will begin on 1 February 2026. With the extension of the solicitation due date push to 21 January this only gives the awardee only nine (9) calendar days to begin operations. With the PWS training requirement outlined for contractor employees, VetRide registration and credentialling, and normal mobilization necessary to begin this type of project it would be extremely difficult for an awardee other than the incumbent to begin operations on 1 February. Thus, giving the incumbent an unfair advantage from the field of competitors. Will the government postpone the project start date 30 days as is customary?

A1. Yes. The selected awardee will have 30 days from the contract award date to mobilize resources and begin operations.

Added in PWS under 5.2

• Q2. Are there any differences in the PWS from the incumbent contract to the PWS outlined in this project solicitation?

A2. No current contract for the wheelchair transportation services exists.

• Q3. Please provide the name of the incumbent contractor and the contract number that is currently in place.

A3. No current contract for the wheelchair transportation services exists. This is a new requirement.

• Q4. Please provide the annual dollar magnitude of the project for the past three years.

A4. This requirement is new and there is no available historical information for the past 3 years. In FY25, approximately 1800 Wheelchair Trips were completed.

There have been 5,834 wheelchair trips over the past 3 years.

• Q5. Can VA provide historical actual transport volumes for the last 12–36 months, broken out by EPVAHCS, each CBOC, and non-VA destinations?

A5. In FY25, approximately 1800 Wheelchair Trips were completed. There have been 5,834 wheelchair trips over the past 3 years.

The potential increase in the future 2027-2028: Planned expansion of the Veterans health facilities to include the new Las Cruces VA facility, the new Horizon City VA, and the New Main VA Facility(re-locating). These facilities will impact increased transport requests. A higher volume of short-distance transports, reducing reliance on private transport.

• Q6. What percentage of historical transport occurs outside normal business hours, including nights, weekends, and federal holidays?

A6. Approximate 10% or less.

• Q7. How often do multiple transports occur concurrently, requiring more than one wheelchair van at the same time?

A7. Frequently and expected.

• Q8. Are there known seasonal surges tied to clinic load, weather, or VISN-level referrals?

A8. Workload is balanced throughout the year.

• Q9. What percentage of historical trips exceeded the 40-mile base rate?

A9. Approximately 30%

• Q10. What is the average mileage beyond the base rate for trips that exceed 40 miles?

A10. Varies based on 5 counties. Mileage beyond base rate can range from approximately 15 miles to 100 miles. This is not the norm but does occur.

• Q11. Are long-distance trips into New Mexico or other VISNs routine or exceptional?

A11. Routine, this occurrence is daily, approximately 4 times a day. This volume is expected to increase.

• Q12. Are airport transports typically short-notice or scheduled in advance?

A12. Airport transport is not needed. However, wheelchair transportation is typically scheduled in advance. Refer to PWS – Section 4.5.1.7. Response Times

• Q13. What percentage of historical trips incurred billable wait time beyond the included 30 minutes?

A13. Less than 20%

• Q14. What is the average additional wait time when it occurs?

A14. 30 minutes to 1 hour.

• Q15. Are delays more commonly caused by VA clinic delays, patient readiness, or contractor factors?

A15. Clinic delays patient appointments last longer than expected.

• Q16. Will VA exclude VA-caused delays from adverse QASP or CPARS scoring?

A16. Yes

• Q17. What is the historical uptime and reliability of the VetRide Vendor Portal?

A17. Extremely reliable and instant updates.

• Q18. How frequently are payments placed on hold for reconciliation issues?

A18. None to my knowledge.

• Q19. Will the VetRide System automatically create invoices for review upon completion of transport?

A19. Yes.

• Q20. What is the average payment cycle time from clean HCFA-1500 submission to payment?

A20. HCFA-1500 is now VetRide. The average payment cycle time is up to 2 weeks.

• Q21. Will VA provide written guidance on reconciliation expectations when VetRide is down?

A21. Refer to PWS - Section 6.1.1.7. CONTINGENCY PLAN

• Q22. Since Bing Maps is the distance and route platform for all transports time tracking will be available. Therefore, how strictly will the ±15-minute pickup window be enforced when delays are traffic caused?

A22. REFER TO PWS - See Section 4.5.1.7.3. refer to Part c and Asterisk (*)

• Q23. How about for weather-, or VA-caused?

A23. REFER TO PWS - See Section 4.5.1.7.3. refer to Part c and Asterisk (*)

• Q24. How are add-on and short-notice transports evaluated under the on-time performance metric?

A24. We expect availability within 30 minutes of the request.

• Q25. Will CPARS be evaluated annually at the contract level or per ordering period?

A25. Annually, at the ordering period level.

• Q26. What corrective action process will be used before adverse CPARS entries?

A26. REFER TO PWS - See Section 15 and 15.1. The first step of corrective action involves a letter of concern being sent to the contractor.

• Q27. Does VA expect the contractor to maintain continuous on-site or near-site vehicle presence, or is a dispatch-based response acceptable?

A27. Dispatch-based response is acceptable.

• Q28. Is there a required minimum number of staffed vehicles during peak periods?

A28. REFER TO PWS – See section 4.5.1.5.

• Q29. What is the expected response when a vehicle is out of service unexpectedly?

A29. Within 30 mins of the out of service.

Q30. Is advance VA approval required for subcontractor utilization, or is notification only required?

A30. Notification Only.

• Q31. Are escorts ever expected to require additional space or equipment beyond standard seating?

A31. Standard Seating.

• Q32. Is bariatric transport expected to require additional personnel beyond the driver?

A32. Anything over 400lbs usually requires additional personnel. Not common for this type of transport.

• Q33. Are stairs, non-ADA residences, or complex home extractions common?

A33. Stairs are common, but complex extractions are not.

• Q34. Are transport involving VA staff or equipment expected regularly or rarely?

A34. No transport of VA Staff or Equipment is required.

• Q35. Does VA anticipate material changes to PPE, infectious disease protocols, or response times during the ordering period?

A35. No changes are expected REFER TO PWS – See Section 7.2 and 7.4

• Q36. Will VA consider equitable adjustments if regulatory or VA-mandated requirements materially increase cost?

A36. No, this contract will be firm-fixed price.

• Q37. Is there any mechanism for price adjustment related to fuel volatility over the 60-month period?

A37. VAAR 852.216-75, “Economic Price Adjustment - Fuel Surcharge,” is being considered and will be added to the solicitation if approved.

• Q38. The PWS states that the contractor must monitor the portal 24x7. Considering the likely low overnight volumes, would it be acceptable to have staff on call 24x7 that will respond to calls?

A38. Acceptable.

• Q39. If not, would the VA require the contractor to build 24/7 support staffing that actively reviews the portal and factor that into the proposed transport rates offered?

Added to 6.1.1.5

• Q40. Is this solicitation intended to be a multiple-award IDIQ, with more than one vendor awarded and task orders issued among qualified contractors ?

A40. One vendor (single award, not multiple vendors).

• Q41. Is the requirement only for the 5 counties mentioned?

A41. Yes.

• Q42. How many vehicles (Vans) are required?

A42. REFER TO PWS – See section 4.5.1.5.

• Q43. Do they all have to be handicapped accessible?

A43. All vehicles must be wheelchair accessible.

• Q44. How many customers are being picked up by trip?

A45. 1 person at a time – Refer to PWS - Section 4.5.1.1.

• Q45. Can the vehicles be vans or do they have to be like a small bus?

A45. Yes the vehicle can be vans if they meet the criteria listed in PWS. REFER TO PWS – Section 4.4.1 and 4.4.2

• Q46. Please provide an approximate estimate of the average number of one-way trips per day. Specifically, we are hoping to understand expected volumes for:

o Monday through Friday (regular business hours), and A46. The high-end weekly transports via wheelchair ambulance services:

350 trips o Weekends and after-hours coverage.

A46. Average trips per day during the week are 50-70. Weekend volume is much less.