Answers- Ambulance Services QA.pdf

Ambulance Services FA9401-Q-0012: Solicitation Q&As

Question Government Response 1 PWS 1.5 states the QCP shall be provided to the CO and COR within 30 calendar days after contract award. However, the Deliverables Table (Section 5, Deliverable Item 7) states the QCP shall be submitted 14 days after contract award. Which timeline is contractually binding?

Updated deliverable chart to reflect 30 calendar days. Additionally added either “business” or “calendar” days to frequency elements missing the distinction. Ensured corresponding paragraph also reflected the information.

2 The Delivery Schedule shows CLIN 0001 (base-year ambulance services) running from 01 June 2026 through 31 May 2027, while CLIN 0002 (special events/standby hours) ends on 30 April 2027 — one full month earlier. The standby hours CLIN appears to expire before the base period of performance concludes. Is this intentional?

Updated CLIN 0002’s Period of performance to reflect 31 May 2027

3 FAR Clause 52.237-7, "Indemnification and Medical Liability Insurance," incorporated into the solicitation, contains a blank where the required minimum insurance amount per specialty per occurrence should appear (stated as "not less than the following amount(s) per specialty per occurrence: ______").

The Instructions to Offerors (Item 11 of the contractor information list) require proof of medical malpractice insurance with the quote. Please specify the minimum required medical liability insurance coverage amount so that the contractor can confirm existing coverage is adequate and submit compliant proof of insurance.

The vendor must keep a minimum blanket amount of $100,000 per incident IAW New Mexico Law or as updated.

4 DFARS Clause 252.237-7023, "Continuation of Essential Contractor Services," references "attachment ____, Mission-Essential Contractor Services, dated ____" to identify which services are essential — both the attachment number and date are left blank. Similarly, the associated provision

Yes, the PWS is the intended attachment. The PWS lists out required performance objective and by nature, a mission-essential service.

requiring offerors to submit a Mission Essential Plan references "attachment ____, Mission Essential Contractor Services, dated ____" with blank fields. Is PWS Section 1.3.2 (Essential Contractor Services) the intended attachment? Please confirm or provide the referenced attachment by number and date so the Mission Essential Plan can be properly scoped.

5 The Instructions to Offerors (Attach 3, Section c) require submission of a Mission Essential Plan with the proposal as a condition of eligibility for award.

The Evaluation Addendum (Attach 4, Factor 4) confirms a plan must be submitted with the offer.

However, PWS Section 1.3.2.1 states the Contractor shall submit the Mission/Emergency Essential Services Plan to the COR and CO "NLT 14 days after contract award," and Deliverables Table Item 6 repeats this 14-day post-award timeline. Does the Government require a preliminary plan submitted with the proposal plus a finalized plan within 14 days post-award, or does the proposal submission satisfy the PWS 14-day requirement entirely?

A preliminary Mission Essential plan is due with proposals and a finalized plan is due 14 days after award.

6 The PWS does not specify the minimum number of ambulances that must be simultaneously on station at KAFB at any time. Given the 24/7/365 coverage requirement, the standby coverage obligation for special events (which requires "dedicated ambulances" in addition to normal coverage), and the transport obligation to NMVAHCS ED, how many ambulances must the contractor maintain on base simultaneously during normal operations? What is the maximum number that could be required concurrently during a special event?

Multiple ambulances are required during special events as stipulated in the “addition to normal operations” to provide coverage for both normal operations and coverage specifically for the special event. However, the number of ambulances per event or normal operations is determined by the offeror as a part of their technical approach.

7 PWS Section 2.4.2 states the contractor will use its

"current EMS dispatch for all 911 calls for KAFB." How does the contractor's dispatch interface with the KAFB Fire Department's dispatch system? Is dual dispatch (contractor EMS dispatch and KAFB Fire Department) standard operating procedure? What radio frequencies or CAD systems are required, and will the Government provide any communication equipment?

Vendor will be expected to coordinate with Kirtland Air Force Base dispatch services to utilize the installation’s standard communication procedure.

8 PWS Section 2.5 states "The Contractor shall submit their." The Instructions to Offerors cap the Technical Plan at 5 pages but do not explicitly carve out protocols as a separate attachment. (a) Do the pre-hospital protocols count toward the 5-page technical plan limit, or may they be submitted as a separate attachment outside the page limit? (b) The PWS also notes "This portion of the PWS will be updated at contract award to include protocols" — does this mean the submitted protocols become incorporated into the contract by modification at award?

a) The vendor can submit their protocols as a separate attachment.

b) The PWS will be revised to add protocols into section 2.5. The vendor who receives the award is responsible for reviewing the award and all of its attachments for updates prior to signing the award.

Additionally, when the award is routed to the apparent recipient, the body of the email should list anything that changes between solicitation and award. Changes incurred between proposal and award shall never change terms and conditions of proposal and award, only supplement with added information, i.e. submitted pre-hospital protocols.

9 The PWS states emergent patients shall be transported only to NMVAHCS ED "except those excluded (trauma, Pediatrics, Obstetrics, or civilian patient choice) or diverted." (a) What specific trauma facilities serve KAFB and at what distance? (b) What constitutes an official diversion, and who has authority to declare the NMVAHCS ED on diversion?

(c) In diversion situations, which receiving facility should be used and what is the anticipated impact on response time compliance calculations?

a) Trama facilities service KAFB are presbyterian and UNM

b) NMVAHCS has the authority to divert patients when they deem themselves at capacity or otherwise

c) No specified facility and due to the nature of diversions being un-anticipated there cannot be a known impact to response time calculations.

10 Section 1.4.1 states the CM must be available 24/7/365. Is the CM required to be physically on-site at KAFB at all times, or may the CM fulfill the 24/7 availability requirement by phone/remote? May the CM also serve as an active-duty paramedic or EMT under the contract, or must the CM be a dedicated administrative role?

The CM position is a part of the offerors technical approach. Phone call will suffice.

11 The solicitation includes a notice that "Funds are not presently available for this effort" and the Government reserves the right to cancel the solicitation. (a) When does the Government anticipate funds becoming available? (b) If funds are delayed beyond the June 1, 2026 period of performance start date, will the start date be adjusted proportionally?

a) Funds are not present currently

b) If funds are delayed beyond Jun 1, 2026, the period of performance will be adjusted to reflect the delay

12 PWS 1.11.1 requires a 30-calendar-day phase-in period prior to the June 1, 2026 performance start (i.e., approximately May 1–31, 2026). (a) Will the Government grant base access to contractor personnel during the phase-in period before the contract is executed? (b) Given that the solicitation notes funds are not currently available, how can contractors plan for a May 2026 phase-in if award may be delayed?

a) Should base access be required, yes.

b) If funding are not available by 1 May the phase-in should not be affected. The phase-in is not truly a traditional transition period. This period is meant to allow the apparent awardee the time to hire employees, tour the facilities, complete certification requirements and meet 100% of the requirements on day one of the period of performance. PWS 1.11.1. is to ensure the apparent awardee has ample time to perform without delays.

c) If funds are not secured prior to 1 May, no award will be made. The length of time to prepare for 100% compliance on 1 June will diminish. However, the Government would require 100% compliance at the start of the period of performance.

13 PWS 1.11.2 requires the incumbent contractor to cooperate during phase-out. Will the Government facilitate introductions between the awarded contractor and the incumbent, or will coordination be entirely the awarded contractor’s responsibility?

a) The intent of PWS para 1.11.2 is to ensure if any contact between the apparent awardee and the incumbent is amicable and cooperative.

Any contact with the incumbent between contract award and the start of the period of performance is the contractor’s responsibly or circumstantial.

14 PWS 3.2 does not specify Internet access or connectivity for contractors. Could the Government please clarify if there is a way for contractors to obtain internet access on base at their own cost through an approved internet service provider, or if such access will be provided by the Government? If the contractor is expected to obtain internet service, could the government please share a list of approved vendors?

The vendor will be expected to coordinate access to installation internet as required and must meet all personnel security and background check requirements to obtain access.

15 Will contractors be provided a storage area for supplies under this contract in addition to the areas specified by PWS 3.2?

The vendor will coordinate with the Fire Department for storage requirements as needed.

16 Is there a site visit scheduled? Or, is it possible to schedule a visit to the base if one is not already on the schedule?

No site visit is scheduled. This is something that can be accomplished with the apparent awardee during the phase-in period

17 What does 377 MDG campus entail – is it your clinic, the VA, or both? – is this a typo / remnant of past contracts or if this is a change in the scope from what exists currently?

The 377 MDG Campus entails BLDG 1200 (main clinic), BLDG 1205 (Dental Clinic), the covered parking area, and the landscape around the specified areas.