S06 - 36C26126Q0450 0001 - Amendment Document.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 5

0001 03-18-2026

None

00261

Department of Veterans Affairs Network Contracting Office 21

00261

Department of Veterans Affairs Network Contracting Office 21

To all Offerors/Bidders

36C26126Q0450

X

X X

X 1

The purpose of this amendment is to provide answers to questions received regarding this solicitation.

The due date for quotes has not been changed as a result of this amendment.

All other terms and conditions remain in full force and effect.

Jill Williams Contracting Officer

Questions and Answers – Solicitation 36C26126Q0450 – Special Needs Grounds Transportation

1. Service Volume & Scheduling

• Anticipated trip volume and any seasonal or weekly fluctuations

Our volume is 2500 to 3000 trips per month. A higher number of trips are cancelled during holiday periods, such as Thanksgiving and Christmas. Our wheelchair van trips average between 2000 to 2500 monthly. We average 400 to 450 Gurney Van trips per month. We average 10 or less Secure Car trips per month.

• Peak service hours or days

They are Monday through Friday from 7:00am to 5:00pm.

• Expected response times for same-day or urgent requests

30-minute dispatch of vehicle from time of request, PWS page 9 Section 4.5.1.9.

2. Operational Processes

• VA’s preferred communication channels

Vet Ride for trip requests and phone for any other type of communication.

Communication with the Contracting Officer should be email.

• Procedures for cancellations, no-shows, and wait-time expectations

Cancellations: PWS Section 4.5.2, For trips in which the contractor is notified of cancellation before the vehicle is dispatched, there shall be no charge to the Government.

No-Shows: PWS Section 4.5.2.1.1, A “no show” is defined as a transportation request which is cancelled after the contractor has dispatched a vehicle, the vehicle is enroute, or has arrived at the pick-up location, and there is no longer a requirement for patient transportation. The contractor may request one-way reimbursement for no-shows. No-show reimbursement shall be based upon the base rate for nonemergent wheelchair transport, and the one-way mileage accrued enroute to the pick-up location at time of cancellation. Mileage for no- show cancellations shall be confirmed by the contractor and reported to the VA as soon as possible from time of cancellation.

Page 27 – Wait Time Expectations: Each transport shall include thirty (30) minutes of wait time; the contractor may invoice for wait times in excess of this initial thirty (30) minutes. Wait time shall begin only once the contractor has both reached the pick-up address location and the appointment time has elapsed. All wait times shall be itemized and invoiced in fifteen (15) minute intervals. For partial fifteen (15) minute intervals, zero

(0) to seven (7) minutes shall be rounded down to zero (0) minutes and eight (8) to fifteen (15) minutes rounded up to fifteen (15) minutes.

3. Performance Standards

• On-time performance metrics or thresholds

Within 15 minutes of scheduled time and this is located in PWS on page 14, Section 6.2.

• Quality assurance expectations, including reporting or audit requirements

Quality Assurance Expectations: Located in PWS Section 6.2.

Reporting Requirements: PWS Section 4.8, The contractor shall notify the COR, Requestor, Program Manager, Beneficiary Travel Department, of any accidents and/or safety problems that occur while the patient is being transported. This notification shall occur within one (1) hour by telephone. A written report of the incident shall be delivered to the COR, Program Manager, or Beneficiary Travel Department, by the close of business of the next working day.

Audits: PWS Section 4.5.1.3, “For ALL Transports – an Audit system will be put in place by the VA to include the COR or designee, Beneficiary Travel Department staff, and clinical staff to ensure appropriateness of the order and timeliness of the response.”

• Customer service standards for interacting with veterans

PWS Section 4.7 “The contractor shall be responsible for the patient’s welfare during transport. The contractor shall be held responsible for patient and/or VA property during transport. Any damaged or lost wheelchairs, walkers, crutches, or personal belongings shall be replaced at the contractor’s expense. The VA requires the contractor to exercise extreme caution and care in the handling of patients. If a VA beneficiary being transported declines to be properly secured or removed the security devices himself/herself, the driver will notify the Contracting Officer’s Representative (COR) of this fact prior to departure. The contractor is not required to transport any VA beneficiary who refuses to be properly secured while being transported. If the beneficiary refuses to be properly secured, they shall be returned back into the building which they came from”.

4. Vehicles & Equipment

• Minimum requirements for vehicle age, mileage, or configuration

PWS page 19, Surveillance Check List. No requirement for age or mileage, vehicles must be in good operating condition and clean allowing safe transport.

• Expectations regarding backup vehicles or redundancy

Up to vendor; all requested services are to be provided. Vendor may determine what back ups they need to ensure timely and safe transportation.

• Any special equipment needs beyond ADA compliance

Wheelchair, First Aid Kit must be available for all transports. PWS, page 4, Section 4.4.

5. Driver Qualifications & Training

• Expectations for level of assistance (e.g., door-to-door, hand-to-hand)

We expect door to door service, unless veteran’s condition requires hand to hand hand-off such as wandering, vision impairments, etc.

6. Documentation & Reporting

• Required trip documentation for invoicing

As stated in PWS Section 4.9.4, the following documentation shall be included in any invoices: Contractor Name, Contract Number, Current Purchase Order Number, Date of service, Total amount invoiced including a summary of the total number of charges that align with the line items of this contract (i.e., total number of Nonemergent Wheelchair Base Rate, total mileage incurred in excess of the base rate, etc.), An itemized list of charges or services rendered that align with the line items of this contract (i.e., Nonemergent Wheelchair Base Rate, Mileage incurred outside the base rate, etc.).

• Acceptability of electronic logs versus paper logs

Electronic logs are preferred over paper logs.

7. Billing & Invoicing

• Billing structure (per trip, per mile, hourly, or hybrid)

The Invoicing schedule will be established on the resulting Task Order; however invoices must be submitted within 30 calendar days of the date of service. PWS page 6, Section 4.5.1.

• Process for resolving disputed or adjusted charges

PWS page 6, Section 4.5.1, "Submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system.” The claim will be reviewed by the Contracting Officer Representative (COR). A final determination will be made within 30 days after notifying the Contractor.

8. Contract Administration

• Identification of the Contracting Officer Representative for day-to-day oversight

The identified COR for this requirement will be Seema Dalby, the contact information for the COR will be provided at the time of award.

• Process for contract modifications if service needs change

The Contractor shall discuss the need for modifications with the assigned COR or the Contracting Officer. Once a determination has been made that modification is appropriate, the Contracting Officer will draft a modification and provide it to the contractor for review and signature. Any additional work or changes to the contract will only be effective once the modification is bilaterally signed and sent out by the

Contracting Officer. The Contracting Officer is the ONLY person who can make binding agreements for the government.

• Any required onboarding meetings or startup deliverables

We will coordinate with the new vendor a meeting and the required finger printing that is required within 90 days of contract award. PWS page 3, Section 4.3.1.4

Special Needs Ground Transportation Contract IAW Performance Work Statement. This solicitation is 100% set-aside for SDVOSB vendors only. All Quotes are due no later than 11:00am on 03/27/2026.

Amendment 0001 – Provide Questions and Answers. The due date for quotes is not changed as a result of this amendment.