36C26024R0088 0002.docx

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)

11-14-2024 none 36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661 To all Offerors/Bidders

36C26024R0088 10-10-2024

X

X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 12-03-2024 2:00 PM PST one (1) The purpose of amendment 0002 is to answer questions by industry - see continuation below.

Amendment 0002 also makes clarifications to the Performance Work Statement (PWS). Changes to the PWS are as indicated in the Question/Answer pages below.

All price cost schedules are revised to add a line item for each ordering period to allow for excess waiting charges.

This amendment extends the due date for the receipt of proposals to 2:00 PM Pacific on 12/03/2024.

See attached for revised Performance Work Statement and Price/Cost schedules

CONTINUATION

1. What is the historic success rate of prior contract holders for meeting the 60 minute and 90-minute call times? (section 2.2.1, page 5)

· The VA does not have this data for each call type.

2. To clarify, is this one award for each area, or multiple awards to cover all areas?

· The intent is for one (1) IDIQ award for each region.

3. How often is a contract holder expected to fly? (monthly, daily, weekly, etc.) To be available 24/7 but not guaranteed any flight hours makes ensuring coverage challenging.

· The contract holder is expected to make flight arrangements; this contract is not for operator flight hours. Please refer to the estimated quantities in the cost/price schedules.

4. Will there be any transport requirements between regions, such as between the West Region and the Central Region, or are all flights operating only between points located within a specific region?

· Yes, depending on situation. Transports may originate in one region and end in a different region causing a need for transport(s) between multiple regions.

5. The Pacific Region is expansive. Are respondents expected to provide pricing for flights that are only within each subregion (example a flight between two points in Hawaii), or should pricing address flights between subregions such as between Alaska and Guam?

· Respondents are expected to provide unit pricing for flight hours for fixed wing and rotary wing aircraft regardless of location.

6. The Cost Schedules all require quoting utilizing 910 base rate flights for fixed wing aircraft, and 140 base rate flights for rotary. Are these the number of flights that have been operated annually in each region? If not, can you provide the exact number (or estimate) of annual fixed wing and rotary flights for each region based on the latest available data?

· No, the quantities are based on estimates; the VA does not have actual flight data broken out for each region.

7. 3.3.1 states “All requests for services made during normal business hours will be made via the VetRide”. Can you confirm that off-hours requests will be made via phone to ensure immediate response?

· All requests for services will be made via VetRide. 3.3.1 is amended to clarify. Telephone may be used during exigent circumstances.

8. If an Offeror has completed the annual representations and certification electronically in SAM, we are only required to complete paragraph (b). Paragraph (b) (1) and (2) do not reflect a place to provide our response. Please provide guidance on how we are to complete (b). RFP Section E.11 52.212-3 Offeror Representations and Certifications, page: 57, Para.: (b)(1) and (2)

· IAW Pg 56, para (b)(2) (2) … the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212–3. Offeror Representations and Certifications—Commercial Products and Commercial Services, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation.”

9. “Relevancy is the measure of the extent of similarity between the service/support effort, complexity, dollar value, contract type, and other comparable attributes of performance examples and the source RFP requirements.” What dollar value or range would be considered similar to these RFP requirements? RFP Part IV – Experience, Page: 52, Para.: 9.1.5

· The following are estimates for the entire 5-year period only and do not represent a guarantee:

Pacific - $76.6 Million West - $178.6 Million Central - $226.5 Million East - $105.6 Million Caribbean - $26.4 Million

10. Is the Offer required to complete any columns in the Price Cost Schedule – Items tab - after “O”? If so, we request that the Government provide definitive instructions to the offerors for each column beyond column “O” on the “Items” tab. Additionally, is there any requirement for information population in any other tab than “Items”? The other tabs appear to be informational. Price Cost Schedule, Items Tab, Columns O thru CX

· Offerors should only be entering price information in column O. No other information is requested on the price cost schedule

11. In order for offerors to plan and present a plan for the timely arrival of the beneficiary at destination within six hours of placement of order, can the Government provide a ROM of the number of flights originating from each state and territory to be used for planning purposes only? If there is historical data on the daily and monthly volumes or average ferry distances to the pickup locations, this will be helpful and allow the Offeror to be more accurate in their proposal and pricing. RFP, Page: 5, Para.: 2.2 No, the VA does not have actual flight data for each region.

12. Does Amendment 0001 eliminate these two subsections? RFP, Page: 5, Para.: 2.2.1 and 2.2.2

· No, amendment 0001 defines On-Demand and allows for the addition of a line item on the price schedule for an On-Demand order charge. It does not alter the performance requirements on 2.2.1 or 2.2.2.

13. What is the anticipated award date? If the award is made after 02/01/2024, will the base period PoP begin date be adjusted to 02/01/2025? We recommend there be a minimum of a 30-day standup period from award date to first flight requirement performance. Price Cost Schedule, Items Tab, Column H

· Anticipated award date is in January; however, the period of performance start date will be adjusted if award is later. The Government anticipates a phase-in period of up-to 30 days after award, prior to issuing a notice to proceed.

14. Please clarify the precise instances where this cancellation fee would be applied. For example, if the flight is canceled after a task order is executed but prior to departure? Price Cost Schedule, Items Tab, Item no.0008

· The Cancellation fee is authorized if an order is cancelled by the ordering officer up to 4 hours prior to scheduled departure. See amended PWS 3.3.8.

15. Please provide the number of calendar days offerors must hold prices firm for from the date specified for receipt of offers.

· Proposals become contractually enforceable if accepted by the Government for award unless withdrawn by written notice at any time before award – see FAR 15.208(e).

16. For commercial experience where there are no CPARS, does the Government anticipate issuing past performance questionnaires? Or will the Governments be contacting the references during the evaluation? RFP Part IV Experience, Page: 52, Para.: 9.1.6

· The Government may contract references provided under Section E.10, Part IV; however, the Government reserves the right to obtain past performance information from any available source. See table at para. 6, and para 9.1.6.

17. Can the Government provide the company name for any contractor currently providing services against the contract requirements?

· The VHA does not have current contracts for air ambulance brokers.

18. Can the Government further explain the definition of “On Demand Surcharge” and when the application of such surcharge would be authorized under contract performance?

· On Demand Surcharge is an additional fee that is applicable when the Government requests an “On-Demand” flight. See Amendment 001 for On-Demand definition.

19. Can the Government clarify and further describe item number 0006, description “Critical Care” and if this is equivalent to a standard inflight medic with EMT qualifications? Price Cost Schedule, Items Tab, Item Number 0006

· Yes, the Critical Care and the inflight medical with EMT qualifications are equivalent.

20. Pg 5, para. 1.2. For this IDIQ, patients shall be transported by Air Transport only if the patient requires Advanced Life Support (ALS) or the physician designates a patient as a critical care transport. The contractor shall require that a minimum of two medical personnel, licensed according to state or national requirements, provide direct patient care during transport in accordance with the standards of the Commission on Accreditation of Medical Transport System (CAMTS) and Medical Transport and Medical Escort Accreditation (NAAMTA Global). Can you provide an example of a “Critical Care” transport designated by a physician versus Advanced Life Support (ALS)?

· Critical Care Transport (CCT) is based on patient acuity and medical condition and is not limited to events related to cardiac arrest. The CCATT team consists of a physician specializing in an area such as critical care, emergency medicine, anesthesiology, surgery, etc., along with a critical care nurse and a respiratory therapist.

ALS covers various conditions related to cardiac arrest, such as cardiac arrhythmias (atrial fibrillation, ventricular tachycardia), poisoning and effectively all conditions that may lead to cardiac arrest if untreated, apart from the truly surgical emergencies.

21. “DEFINITIONS: As used in this subpart, the following definitions apply to both land and water (hereafter collectively referred to as “ground”) ambulance services and to air ambulance services unless otherwise specified.” Are there any requirements for the Contractor to provide ground transportation services to the patients or any Contractor requirements outside of the stated planeside-to-planeside loading? If so, please specify these requirements: RFP Section B.2, Page: 19

· The Contractor shall not be required to provide ground transportation in performance of this contract. Definitions section updated in the PWS: As used in this subpart, the following definitions apply to air ambulance broker services unless otherwise specified

22. Please define the requirements for the aircraft operator and its medical crew to be “accredited” versus “in accordance with the standards” of CAMTS or NAAMTA? RFP, page 5, para 1.2

· This requirement is for air ambulance broker services, not air ambulance operators. Air brokers shall ensure that arrangements are made with qualified air ambulance providers that operate in accordance with the standards of CAMTS or NAAMTA.

23. In counting full-time staff supporting our operation, are we to include subcontractor staff? RFP Part III Technical Capability, Page: 51, Para.: 9.1.4.1

· No.

24. Will the Government allow additional “Medical Accreditations” beyond the stated CAMTS and NAAMTA including comparable Accreditations such as EURAMI or like Accreditation? RFP, Page: 5, Para.: 1.2

· This requirement is for air ambulance broker services, not air ambulance operators. Air brokers shall ensure that arrangements are made with qualified air ambulance providers that operate in accordance with the standards of CAMTS or NAAMTA but accreditation is not mandatory. Additional accreditations are optional.

25. Will the Government allow for reimbursement of one-time exceptional charges such as a heavy deicing event of an aircraft upon pickup of a patient. There are known cases of aircraft deicing depending on location that can cost more than $5,000 to $10,000 for the one-time event. It is not advantageous for the Government that the offerors “bake” that one-time event into our standard FFP pricing. If the Government likes this suggestion, can you please clarify what special charges you will authorize as reimbursable only?

· No, the Government will not authorize additional charges.

26. Does the Government require or prefer a brokerage operation that has national access to large operator networks as well as its own Part 135 Air Ambulance approved operations? If so, can you please describe how the Part 135 license for the Offeror will be graded for award? RFP, Page: 5, Para.: 1.3

· The Government does not require or prefer brokers who provide their own Part 135 air ambulance operations

27. In this section, it states “Any award resulting from this solicitation will be made to a small business concern.” Additionally, this contract is a 100% Small Business Set-Aside under NAICS code 481211 with a size standard of less than 1,500 employees. Can the Government confirm that this contract clause is applicable to any provider of services (broker or operator) including the awardee or brokered flight company? RFP, Page: 25, Para.: (c) general (2)

· The clause applies to any awardee to this contract; it does not apply to any subcontractor. However, the limitations of subcontracting at FAR 52.219-14 (section C.7) applies

28. Can the Government describe the historical or anticipated live leg transport with patients (pickup to drop off) in the Caribbean and Pacific regions. Will these patient originations in the Pacific and Caribbean likely transport to CONUS destinations? By way of example, a “Base Rate” from Guam going to CONUS (i.e. California) is substantially different than a pickup in Guam with delivery to American Samoa Islands. Any clarity on this question will help the Offeror provide enhanced pricing to the Government.

· The quantities listed in the price/cost schedule for each region are based on estimates; the VA does not have actual flight data broken out for each region.

29. On Demand air ambulance services generally require arrival of the beneficiary to destination within six hours of placement of order as defined in Section 2.2. Can the Government define the timeframe expected for a Standard Air Ambulance Service which is not defined in Section 2.2? RFP, Page: 5, Para.: 2.2

· Standard Air Ambulance services will be pre-arranged flights where required arrivals are determined at the order level and can range from more than 6 hours – through the next week.

30. The RFP (pg 6) states, “2.5.1. Within three (3) business days after notification of award, the successful offeror shall supply certifications, competencies, and qualifications”. Can the Government elaborate on the certifications, competencies, and qualifications they are expecting to receive?

· This contract is for air ambulance broker services; section 2.5.1 of the PWS is revised to remove requirement to provide operator certifications:

2.5.1. Within three (3) business days after notification of award, the successful offeror shall provide the name(s), telephone number(s), email address(es) and fax number(s) of dispatcher(s) and key contractor personnel.

31. Can the Government provide a list of the expected onboard equipment in each Air Ambulance aircraft as a standard and then provide any exceptions for specialized equipment that may be required from time to time?

· The contractor shall ensure operators meet the standards of CAMTS and NAAMTA and contain the recommended equipment for Basic Life Support Ambulances

32. If the Government requires “Contractors must have the capability to receive orders”, what happens if the Contractor cannot provide services on an order issued by the Government due to aircraft availability? RFP, Page: 11, Para.: 5.2

· The contractor will be in default under the contract, and appropriate administrative action will be determined at that time

33. “2.3. Waiting Time: For time spent waiting at either end or both ends of a trip due to causes beyond the operator’s control that exceed thirty (30) minutes of the scheduled transport time, the Contractor will be reimbursed at the hourly rate established in the price schedule in thirty (30) minute increments.” Where is the hourly rate defined in the price schedule? RFP, Page: 5-6, Para.: 2.3

· A waiting time rate will be added to each price schedule under line items 0011, 1011, 2011, 3011, 4011.

34. Are there any “Infectious Disease” transportation requirements such as Ebola (EVD) which require specialized medical crew, equipment and decontamination procedures? If so, can you please provide further explanation of what is required in the Statement of Work.

· Infectious Disease transports requiring specialized precautions are outside the scope of this contract.

35. In the QASP, it states…” Contractor shall provide air ambulance arrangements within sixty (60) and ninety (90) minutes, son demand and standard services respectively, of receiving a valid order”. Can the Government elaborate on the definition of “arrangements”? Based on our experience, this is an initial flight itinerary with basic trip information meeting partially or fully the data required in paragraph 5.0 of the RFP. Generally, we would email this trip itinerary to the VA COR or Ordering Officer (OO) within 90 minutes including as much information as we have at that time. Please confirm or elaborate. RFP, Page: 19, Para.: B.3

· Air ambulance arrangements are flight itineraries that are provided through VetRide or the VA transportation software. Flight itineraries are required within 60 minutes for on-demand orders and 90 minutes for standard orders.

36. Can the Government please provide expectations on timely payment from the DVA upon receiving an acceptable invoice from the Contractor? Do any prompt payment discount terms apply and if so, can the Offeror provide such prompt payment terms in their pricing proposal?

· Yes, Contracted vendors will have 30 days from date of transport to enter information into VetRide of authorized transports. Yes, the Prompt Payment Act will apply. Prompt payment discount terms will be accepted.

37. The RFP is silent on any minimum standards of operators or flight crew. Can the Government please provide any expectations for flight crew minimum qualifications such as flight experience or minimum aircraft operator standards such as no incidents or accidents in the last 5 years?

· The contractor shall ensure operators meet the standards of CAMTS and NAAMTA

38. Item d) states that all invoices must be submitted within 30 days utilizing the VetRide Vendor Portal. Is each trip invoiced separately? Can invoices be entered daily into VetRide? RFP, Page:9, Para.: 5.1

· Yes, each trip shall have a separate invoice.

Yes, invoices may be entered daily.

39. Please elaborate on what comments are needed and where they are to be placed. Price Cost Schedule, Items Tab, Column F

· The Vendor is only required to submit unit pricing in column O: Unit Price. No other information is requested.

40. Please define the SLINs and CLINs required to be used? Price Cost Schedule, Items Tab, Columns B and D

· The Vendor is only required to submit unit pricing in column O: Unit Price. No other information is requested.

41. The solicitation references 5 awards and 5 regions. Does this mean there will be one award per region?

· Yes, the Government anticipates one (1) IDIQ award for each region.

42. What is the contract start date?

· Anticipated award date is in January; however, the period of performance start date will be adjusted if award is later. The Government anticipates a phase-in period of up-to 30 days after award, prior to issuing a notice to proceed.

43. Given that there are many different aircraft with different speeds, capacities, and pricing, is there an aircraft type on which the government is basing the base-rate?

· No, the base rate is based on fixed or rotary wing.

44. How will contractors be compensated for the various operating costs they will incur in performance of the contract? These include landings fees, custom and immigration fees, overnight parking fees, etc. Will there be a separate line item to allow for these costs, or will these be included in the base-rate?

· Operating cost is factor in the base rate.

45. Why are helicopters being included given that the vast majority of helicopter companies are EMS/9-1-1, making brokering impractical for this type of transport?

· This contract does not include emergency services; however, rotary flights may be required in some areas.

46. Given that ground ambulances are mandatory for ALS air ambulance, will ground ambulance costs (which vary depending on location and time of transport) be included as a separate line item, or will these be included in the base-rate?

· The Contractor shall not be required to provide ground transportation in performance of this contract.

47. How will a “base-rate” be determined given the varying operating costs of different aircraft?

· The base rate is a fixed rate that includes the brokerage rate and all services involved in a patient’s care during transport. The higher operational costs of fixed and rotary wing aircraft are recognized with separate line items for those base rates and air ambulance mileage.

48. To be able to price this solicitation effectively, please provide the WORKLOAD INFORMATION for each zone. We need to know how many Scheduled Air Transports for Advanced Life Support (ALS) or the physician designating a patient as a critical care transport were done in the past in each zone and at what times of the day/night.

· The quantities listed in the price/cost schedule for each region are based on estimates; the VA does not have actual flight data broken out for each region.

49. How will contractors be compensated for the various operating costs they will incur in performance of the contract? These include landings fees, custom and immigration fees, overnight parking fees, etc. Will there be a separate line item to allow for these costs, or will these be included in the base-rate?

· Operating cost is factor in the base rate.

See attached documents:

Updated PWS.

Pacific Price Cost Schedule Updated.

West Price Cost Schedule Updated.

Central Price Cost Schedule Updated.

East Price Cost Schedule Updated.

Caribbean Price Cost Schedule Updated.

Amendment 0002 of solicitation 36C26024R0088 answers questions, adds clarifications to the Performance Work Statement (PWS) and updates the Price Cost Schedules to match.