Questions for Solicitation 36C25726R0008 WC VCB Posted.pdf

Questions and Answers for Solicitation # 36C25726R0008 - Wheelchair Transportation Services for Valley Coastal Bend (VCB).

Q1. The price schedule shows estimated trips for “CLIN 0001 Non-Emergent Wheelchair Transport (up to 300–pound weight capacity)” as 12,000 trips/year. “CLIN 0002 Non-Emergent Wheelchair Transport (Over 300–pound weight capacity)” shows an estimated annual quantity of 55,000 trips/year. QUESTION:

Can you please confirm that the VA anticipates 55,000 trips/year for veteran patients over 300 pounds?

A1. The Solicitation has been updated to reflect the following estimates: LIN 0001 – 32,000 for under 300lbs and LIN 0002 - 25,000 trips/year for patients over 300 lbs.

Q2. Is this a recompete of an existing requirement? If so, will the VA please provide the incumbent contract number and the name of the incumbent contractor?

A2. This is not a recompete. This will be the first contract.

Q3. LIN 0002, are those supposed to be miles out of the 25-mile base, or is that the number of wheelchair riders over 300 lbs.? I believe it's for the miles, but I want to make sure.

A3. LIN 0002 reflects the estimated number of trips for the year.

Q4. Can the Government provide historical data for wheelchair transportation services, including the approximate number of trips per month or year, average trip duration, and any known peak usage periods?

A4. This will be the first contract. The average number of trips per day during the week is estimated to be 50-70. Weekend volume is much less.

Q5. What is the guaranteed minimum quantity or dollar value under this Indefinite Delivery Indefinite Quantity (IDIQ) contract?

A5. The Solicitation has been updated to reflect the following estimates: LIN 0001 – 32,000 for under 300lbs and LIN 0002 - 25,000 trips/year for patients over 300 lbs.

Q6. What is the unit of measure for pricing under this solicitation (e.g., per trip, per hour, per mile, or other)?

A6. The unit of measure for LINs 0001 and 0002 is EA (Per Trip). The unit of measure for LIN 0003 EA (per additional mile). The unit of measure for LIN 0004 is EA for Wait Times in increments of 15 minutes IAW

PWS 4.9.1.

Q7. Is wait time billable in instances where the patient or clinic is not ready at the scheduled pickup time?

A7. Yes, see PWS paragraph 4.9 for invoicing information. Specifically, 4.9.1 for waiting times.

Q8. What are the required response times for routine, urgent, or emergency wheelchair transportation requests?

A8. Refer to PWS Paragraph 4.5.1.7. Response Times* It will be the responsibility of the company to keep communication with the Veteran when dropping them off at the location. This contract is for Routine/Scheduled Transportation Services.

Q9. Can the Government clarify the geographic coverage area for the Valley Coastal Bend wheelchair transportation services?

A9. PWS paragraph 2 states what counties it covers. These are the counties where the trips start.

Q10. Are there any minimum vehicle requirements beyond ADA compliance, such as model year restrictions, backup vehicle requirements, or spare capacity expectations?

A10. Refer to PWS for vehicle requirements and expectation of contract requirements. Vehicle information can be found in PWS para. 4.4.

Q11. Are there specific driver qualifications, certifications, VA training modules, or background checks required prior to performing services under this contract?

A11. Refer to PWS para. 4.4.8.2 to find drivers' qualifications/requirements.

Q12. Are there minimum staffing levels required at all times, including overnight, weekend, or holiday coverage?

A12. No, PWS describes the desired result of the contract; it is up to the awardee how to manage their staff. This procurement is for the scheduled trips.

Q13. Are economic price adjustments (EPA) or other price adjustments permitted for option years to account for increases in labor, fuel, or operating costs?

A13. No, this will be a Firm-Fixed Price Contract.

Q14. Will task orders be competed among multiple awardees, or will they be issued on a rotational or other basis?

A14. This procurement will be awarded to a single awardee.

Q15. Could you please confirm the projected total of 67,050 wheelchair trips per year?

A15. The estimated quantities are described in each LIN.

Q16. Is this an existing service or a new service? If it exists, can you please provide the current contract number?

A16. No current contract exists.

Q17. Can you provide the average number of trips per day?

A17. Average trips per day during the week are 50-70. Weekend volume is much less.

Q18. How many vehicles are currently utilized on a daily basis to meet the service demand?

A18. We are currently using 5 companies on an as-needed basis.

Q19. Section 4.4.8.5 references attendants being capable of providing medical assistance to an emergency medical technician or paramedic. However, this solicitation is for non-emergency transportation, not ambulance services. Is this reference an error, or is the solicitation intended to include emergency transportation services?

A19. This solicitation does not include emergency transportation.

Q20. Would the government consider revising the grace period to 15 minutes, which aligns with industry standards, rather than the currently stated 30 minutes?

A20. Yes, the solicitation has been adjusted to reflect 15 minutes’ wait time. See PWS paragraph 4.9.1.

Q21. Are the projected number of scheduled trips stated in the solicitation is accurate?

A21. The quantities provided in each Line Item are estimates based on current Veterans in the covered area for this Solicitation.

Q22. Is the Indefinite Delivery Contract (IDC) maximum of $10,000,000.00 is correct?

A22. The IDC Maximum for the 60 months is $10M – correct.

Q23. Is the $10,000,000.00 IDC maximum represents an annual limit or applies to the full term of the contract?

A23. 60 months = full term of the contract.

Q24. Is it required for the licensing and vehicle registration documentation be submitted at the time of proposal. If so, please clarify how this requirement would apply to an out-of-state offeror, particularly in situations where licensing and registration may only be obtainable after contract award.

A24. That information must be specified in your submission. It is expected that the awardee will be able to conduct operations 30 days after contract award.

Q25. Who are the incumbent contractors? Please provide the names of the incumbent contractors and contract numbers for the various areas currently within the VCB Catchment Area.

A25. N/A. No current contract is in place.

Q26. What are the historic workload data for wheelchair transports for each of the counties covered in the catchment area of this project?

A26. Information is not available. This information is not broken down by counties. The Solicitation reflects the following estimates: LIN 0001 – 32,000 trips for patients under 300lbs and LIN 0002 - 25,000 trips/year for patients over 300 lbs.

Q27. What is the historic workload data for wheelchair transports (Over 300–pound weight capacity)for each of the counties covered in the catchment area.

A27. Estimated quantities 25,000 trips/year for patients over 300 lbs, and 32,000 trips for patients under 300lbs.

Q28. We looked at the Schedule B – Pricing of the solicitation and see that CLIN 2 is substantially larger than CLIN 1. Is this correct or should the quantities be reversed?

A28. The Solicitation has been updated to reflect the following estimates: LIN 0001 – 32,000 for under 300lbs and LIN 0002 - 25,000 trips/year for patients over 300 lbs.

Q29. How many transports on average occur on Sundays?

A29. Very few.

Q30. How many transports occur during the hours from 10:00 pm. to 4:00 a.m. Monday – Saturday?

A30. Very few.

Q31. How many transport requests are for motorized wheelchairs?

A31. No historical information currently.

Q32. How many transports on average occur after about 1600 hours in each county?

A32. Very few, as the bulk of transports are completed during working hours.

Q33. How many transports on average occur on weekends in each county?

A33. Very few, as the bulk of transports are completed during working hours.

Q34. Is the VetRide System already in use within the VCB Catchment Area?

A34. Yes, they are currently using VetRide.

Q35. Has the VCB VetRide System established within the VCB Transportation Division?

A35. Yes, they are currently using VetRide.

Q36. Please clarify PWS Paragraph 4.5.2.2. “When the contractor is notified of a cancellation before arrival at the Texas Valley Coastal Bend Health Care System campus, there shall be no charge to the Government.” If the contractor is dispatched for a transport at VCBHCS campus, and they get a cancelation call just before arrival at that scheduled transport location, then government is not required to pay for the roll out. Is that actually correct?

A36. Yes, but this does not occur often.

Q37. If this is correct, how many times has that occurred in the past three years?

A37. Not often.

Q38. As per the outlined minimum performance standards for incident reporting the contractor shall report to the project Program Manager as well as the Beneficiary Travel Department. Who is the program manager for this effort?

A38. The COR for this contract will be the program manager.

Q39. The PWS states all contractor personnel who need access to VA Computer must provide various forms. Does this mean all persons who will require access to VetRide need to submit the forms?

A39. No, VetRide training can be done from work/personal computers. No employee under this contract will need access to government computers.

Q40. If yes, please confirm that the forms each employee must complete include SF 85, SF 86, OF 306, VA Form 0710, and the Self Certification of Continuous Service documentation.

A40. N/A. VetRide training can be done from work/personal computers. No contractor performing under this contract will need access to government computers.

Q41. Clause 52.212-1 Instructions to Offerors states the offeror is to maintain the quote for 30 days. A little further down under Addendum to Clause 52.212-1 Instructions to Offerors it states the offeror must provide … statement that quote is to remain in effect for 60 days. Then again it states …Quotes shall be valid for a minimum of 60 calendar days. What must the offeror firm statement state, 30 or 60 days?

A41. 60 days.

(END OF Q&As)