Ambulance_Solicitation_Questions_and_Answers_26_July_2017.docx

Contractor Questions and Government Answers on Solicitation F3Q4CA7083AH01. The contractor questions are listed with the government answers highlighted in green.

1. On page 01, the “Solicitation” document states that the solicitation issued as a request for quotation and lists several Contract Line Item Numbers (CLIN 0001, CLIN 0002, CLIN 1001, CLIN 2001, CLIN 3001, and CLIN 4001). On page 02, offerors are instructed to “please price CLINS 0001 through 4001 for the Ambulance Service base period plus four (4) option periods”.

However, after a thorough review of the document (and all other documents), we are unable to locate a formal pricing schedule/table in which to input our quote. Typically, solicitations will have an “Instructions to Offerors” section clarifying these matters, but we were unable to locate that section, as well.

For clarity, can RAFB reiterate the specific method for submission of our quote (e.g.: specific documents, pages, forms, formatting instructions, etc.)?

The government is not specifying a specific method for quotation submission other than that it shall be emailed electronically. The government requires the contractor price CLINS 0001, 0002, 1001, 2001, 3001, and 4001. The government is not specifying your document’s format for doing do. The government is not specifying any specific formatting or page limiting criteria.

The contractor must also quote as Not Separately Priced CLINS for each CDRL A002, A004, A005, A006, and A007 (the CDRLS for the Safety Plan, A001 and for the Mission Essential Plan, A003 are only necessary on the contract base year) for each option period.

2. Can RAFB provide current and historic information on the current contract and contractor, which would allow us to properly analyze the call demand, workload, on-time performance, and geospatial distribution of the calls? Having this information will greatly improve the ability of bidders to provide comprehensive and fiscally responsive bids. Desired data would include at least the following elements and cover all call activity over the most recent two-year period:

Response Priority (Code 3, Code 2, etc.)

Problem Nature (MPDS code) Problem Description Response location (Name, Address, City, and latitude/longitude) Destination Location (Name, Address, City, and latitude/longitude) Time Call Received (date/time field) Time Call Dispatched (date/time field) Time Arrived On Scene (date/time field) Time Arrived at Destination (date/time field) Time Call Completed/Clear Destination (date/time field) Cancel Reason Level of Service Requested (ALS, BLS, etc.)

To answer this question, the government is providing the run sheet data for the most recent quarter data is available, 4th Qtr. calendar year 2016, uploaded to FBO as an attachment. All of these calls occurred on Robins AFB, GA. This information includes the time unit, time arrived on scene, response time (minutes), time back in service, and a list of the nature of calls received and the number of the calls for each reason. Additionally, as the government pays on a firm fixed price basis, not on a per call basis, the cancel reason information is not applicable. The level of service required for all calls is ALS.

3. Can RAFB provide the total number of exercises and training events that required contractor participation in the past fiscal 12 months?

As a rule, the Robins AFB, GA has four (4) exercises each fiscal year. Occasionally, there may be an extra added in. The base Fire Department also conducts quarterly training.

4. What is the genesis for the need for this RFQ (i.e., are there any service-related issues with the current contractor that should be considered)?

This is a follow-on contract for Ambulance Service at Robins AFB, GA. The government cannot disclose if any service related issues exist and the nature of any service related issues, if applicable.

5. Can you confirm our understanding that the 78th Medical Group bills, collects, and retains any proceeds from patient transports performed by the chosen contractor?

The Government 3rd Party Collection Office collects the proceeds from patients’ insurance providers. The Ambulance crew is required, as per PWS paragraph 1.5 to ensure complete documentation is provided to the MTF (military treatment facility) relating to each transport, including third party billing information, which is completed on DD Form 2569 (as per CDRL A007).

6. Can RAFB please provide an estimate of the time required for completion of Environmental Management System training?

The training takes approximately 10 minutes for each employee to complete.

7. On page 01, under Period of Performance Schedule, the CLIN 0001 listing refers to “Solicitation Attachment 12”. We did not see this attachment as part of the documents posted on the FedBizOps website solicitation page. Can RAFB please provide a copy of Attachment 12?

Attachment 12 has been attached on FBO.

8. Are there any exceptions allowed to the response time criteria?

As per PWS, Para 2.0, Services Summary, it states the following: “Within 7 minutes for primary and 12 minutes for secondary call (back up) response. This standard must be met 90% of every call (measurement based on monthly PAR period)”. There are no exceptions to this performance threshold.

9. Can you provide what RAFB has paid for equivalent ambulance services in the past fiscal year?

The previous Ambulance contract was awarded in November 2011, as a base + four option year contract with a total value of $2,135,894.32.

10. Are there any vehicle mileage restrictions for the ambulances provided by chosen contractor?

There are no vehicle milage restrictions.

11. The “Government Furnished Property” attachment lists 12 hand-held radios. Are all 12 provided to the chosen contractor? Is the quantity of 12 indicative of the number of ambulance personnel needed to service the contract, or are there spares provided in event of loss or malfunction?

All 12 radios are issued to the contractor initially. The number of radios is not, in any way indicative of the number of personnel needed to perform this contract effort. Radios must remain with on-duty Ambulance personnel and are for “Official Use Only.” When the radios are not in use, they are to remain at the applicable/designated fire station.

12. Relating to Appendix C, Industrial Safety and Health Requirements, CDRL A001 – Safety Plan, and Attachment 13 – Industrial Safety and Health Plan:

a. Are each of these three documents synonymous?

b. Should the requirements of CDRL A001, Attachment 13, and Appendix C be submitted within 5 calendar days of award?

Yes, the Appendix C, Industrial Safety and Health Requirements, and Safety Plan all refer to the same document, which is designated as solicitation Attachment 13. As per PWS para 4.8.1, “Within 10 calendar days after contract award, the contractor shall provide a copy of their company Safety Plan.”

13. Relating to PWS 1.6.1, can you further clarify your requirements of “Positive Oxygen Capability via an Aviator’s Mask”?

PWS para 1.6.1 has been revised to clarify the following: The contractor shall ensure all personnel are fully trained and capable of treating aviation personnel experiencing symptoms of decompression sickness during emergencies in coordination with the Robins AFB Flight Doctor.

14. PWS 3.5 says that the MTF “will furnish a land mobile radio”; and, GFP Attachment 1 lists 12 Land Mobile Radios. Can you clarify the GFP?

PWS para 3.5 has been revised to clarify and is the following: “Communication: The MTF will furnish 12 land mobile radios.”

15. Relating to PWS 4.11 Status Report; can you please clarify when, specifically, Status Reports are due quarterly?

PWS para 4.11 has been revised to clarify and is the following: “The Status Reports shall be submitted on the 10th calendar day of the first month following the quarter, if the 10th falls on a holiday or weekend the reports are due the next duty day.”

16. Relating to the revised Solicitation document; is CLIN 0001, “Transition (period) priceable?

The Solicitation document, revised 25 Jul 2017, pertaining to the transition/mobilization period has been revised to add the following: “transition period shall be priced.”

6. Relating to PWS 4.10.01, the last sentence of the paragraph states “The contractor-provided services that have been determined to be essential contractor services in support of mission essential functions are listed in attachment Memoranda -subject: Mission Essential Functions for Ambulance Service Contract.” We do not find a document in the Solicitation package identified as “Memoranda -subject: Mission Essential Functions for Ambulance Service Contract.”

Is there an additional document that we should concerned with?

PWS para 4.10.1 has been revised to clarify and is the following: “All services and functions provided by the Ambulance Services contract have been determined to be mission essential.”

7. Will the government provide any space to the follow-on contractor to effect the, somewhat limited, Transition Phase process?

a. If so, will this space be available for the full 30-day Transition Period?

Yes, office space but not sleeping quarters; space for medical personnel is limited to Fire Stations.