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Questions and Answers Transportation Services OEOCR-393-2021-0010-raw
| 1.Q | How many employees are anticipated to need transportation services under this contract? |
| A. | This varies depending on how many individuals need reasonable accommodations. At this time, there are approximately 20 employees approved for this service. |
| 2.Q | How many employees in each geographic are expected to request transportation services? |
| A. | The bulk of the need is in the Baltimore/DC/Eastern PA/Northern Virginia area. Occasionally, transportation is needed in other geographic areas, but this is infrequent. |
| 3.Q | How many trips are projected in each geographic area? |
| A. | It is very difficult to provide a concrete prediction, as this is dependent on what trainings and events take place for the employees approved for this reasonable accommodation. In addition, during the pandemic, there has been only one trip thus far, as the Agency is ai a maximum telework posture. The vast majority of trips will be in the CMS Headquarters region, but it is impossible to predict trip frequency for that or any other region, as this is an accommodation which must be provided as the need arises. |
| 4.Q | Can you please tell us if this contract is a new contract or if there’s an incumbent in place? |
| A. | This is not a new requirement, and CMS has been receiving services since 2013. A Platinum Plus Limousine Service is the incumbent. HHSM-500-2017-00013P. |
| 5.Q | Will you be able to disclose what are the number of anticipated trips per Year/Month/Day and the size for this contract? |
| A. | It is very difficult to predict the number of trips because the requirement is for services as needed. This is because trips will be needed when individuals with disabilities have to work somewhere other than their homes or the Agency, and this occurs for a variety of reasons such as training, off-site meetings, etc. |
| 6.Q | Can you tell us If you know the number of individuals who may request this type of service? |
| A. | It is impossible to accurately communicate the exact number of those eligible for reasonable accommodation transportation services because individuals may request such an accommodation at any time. However, at the present there are currently approximately 20 individuals approved for this service. |
| 7. Q | What will be the frequency of the trips request for this contract? |
| A. | It is not possible to accurately predict the frequency of trips. This depends on external factors such as scheduled off-site meetings and activities. However, during the pandemic, there was one trip to date. In the contract year prior to the pandemic, there were 63 trips. In the year prior to that, there were 45 trips. |
| 8.Q | Based on historical data, how many trips were requested in 2019 and 2020? |
| A. | See above• |
| 9. Q | Would CMS/HHS be open to innovative approaches that combine dedicated and nondedicated supplemental fleets. Supplemental taxi and/or TNC/rideshare services provide flexible capacity on a per-trip basis and could work together with dedicated fleets to cost-effectively address unmet transportation needs and increase overall service efficiency. |
| A. | No. Because of the need to assist individuals with disabilities, and the need for drivers to meet certain related requirements in the SOW, this is not practicable as an option. |
| 10. Q | Does the CMS/HHS have historical data on the most frequently visited locations, estimated distance, missed trips, wheelchair accessible trips and average trip length? |
| A. | The most frequent trips are the Baltimore area to Washington DC and back. In general, about 5% or fewer trips require a wheelchair accessible vehicle. I do not understand what is meant by “missed” trips. |
| 11.Q | How are no-show or cancelation at the door handled? Will the vendor call the facility manager prior to departing the destination? How is billing for cancellation will be handled? |
| A. | A cancelation fee with little notice should be proposed in the response to the RFP. |
| 12. Q | What are the CMS/HHS Protocol and requirements in responding to employees with confirmed or possible coronavirus disease COVID-19? |
| A. | CMS requires those who are working on-site or on official travel to follow Agency protocols consistent with CDC requirements related to screening. Essentially, individuals who are known to have contracted or are awaiting a test result for COVID-19, or those experiencing symptoms, are not expected to travel, as they should remain away from official sites and agency in-person business. |
| 13. Q | Will the CMS/HHS consider adding additional line items for invoices purposes example contractor providing miscellaneous item such as Equipment (Platform Training, Wheelchair, Ramps, Stroller, Baby seat, parking fee, ferry, toll, and User Access to Virtual Platform/Staff Member other items required to perform the transportation services? |
| A. | No |
| 14.Q | Is there an incumbent currently providing Transportation Services to the CMS/HHS? Is so, what is the current contract Name, contract Number, contract award date/value, and is the incumbent able to bid on this RFQ? |
| A. | Yes, there is an incumbent. A Platinum Plus Limousine, HHSM-500-2017-00013P. The bid is open to all vendors to bid that can provide the services |
| 15.Q | What is the anticipated award date of the contract? How many days after Purchase Order is executed for vendor to anticipate starting services? |
| A. | We hope to have something place by September 1, 2021 or as close to it as possible |
| 16.Q | Please consider allowing Contractors to fully support compliance with current stay at home and associated state by state restrictions that have resulted from the current Coronavirus (COVID- 19) pandemic. We would like to request the Agency consider allowing proposals to be submitted via fully electronic means only (email, Dropbox, etc.), and if electronic copies of signatures/seals/notaries would be acceptable? |
| A. | All proposals are submitted by email. |
| 17.Q | What is the anticipated award date of the contract? How many days after Purchase Order is executed for vendor to anticipate starting services? |
| A. | Same as question 15Q. |
18.Q Will the CMS/HHS be open to which of the following financial offer structure? Is there a preference in the financial offer structure?
| 0 – 5 Miles |
| 5.1 – 15 miles |
| 15.1 – 35 Miles |
| 35.1+ Miles |
Taxi (one-way Trip)
A. No
