RA Transportation QA Responses September 4 2024.xlsx
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- Transportation Services for Impaired Employees
- Solicitation number
- OEOCR-393-2024-0018-RAW
About this file
This document contains a Request for Quotation (RFQ) for Transportation Services to provide as-needed transportation for employees with visual or mobility impairments to conferences, trainings, forums, etc. The RFQ is being issued by the Centers for Medicare and Medicaid Services (CMS) under the Simplified Acquisition Procedures of FAR Part 13. CMS intends to award a fixed-price contract for a 12-month base period with two 12-month option years. The NAICS code is 561621 Security System Services. Responses are due by 11:00 AM EST on September 6, 2024. CMS reserves the right to award based on initial quotes and to conduct exchanges with fewer than all offerors. The incumbent contractor is A Platinum Plus, Contract No. 75FCMC21P0030. Historical usage data indicates 29 trips in FY2024 to date, with 24 in the DC/Baltimore/DE/Eastern PA area. Pricing is requested on a per-trip basis, with the ability to accommodate various vehicle types, including ADA-compliant vehicles, as needed. Offerors must be able to provide service nationwide, with the ability to coordinate transportation outside the primary service area as required.
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| File | Type | Posted |
|---|---|---|
| Transportation SOW 6-24-24 (1).docx | DOCX document | |
| RFQ.docx | DOCX document |
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Sheet1
| Reasonable Accommodation Transportation RFP Question Responses | ||
| Vendor | Question | Government's Response |
| 24/7 MedTransport | Could you let us know what format you’d like the proposal to be submitted in? Is there a specific outline or template we should follow? | In accordnace to 1.A for cost of the RFQ. |
| 24/7 MedTransport | How is the rate structure for this contract set up? Is it a fixed price for unlimited transportation, or is it based on a different model? | This contract is a fixed firm price contract based on each trip. |
| 24/7 MedTransport | Will the transportation service be required on standby, or are there core hours during which you expect the service to be available | The transportation services are to be available on an as-needed basis, with an expectation that they will be requested upon the Government's determination of need. The services will not typically be needed in a routine or structured pattern. The Agency will make all reasonable efforts to submit requests at least 48 hours in advance of travel. |
| 24/7 MedTransport | If there are core hours, could you specify what they are, and how they might affect the pricing or availability? | N/A |
| Navarre Corporation | Is there a number of employees that this contract applies to? | At present, this contract provides services to between 25 and 50 individuals. However, the needed services are not routinely or following any particular usage pattern; instead they are expected to be provided on an as-needed basis and tend not to exceed four or five trips per individual in a given year; in additionally, many individuals who could receive services under this contract won't receive services in a given year because the purpose of the service is to transport them to locations other than their typical assigned work location. |
| Navarre Corporation | Could you share any historical data on how often these individuals travel or how many trips were organized on behalf of these individuals previously? | In FY2024 to date, there were 29 individual trips, each of them round trips, and some of them with up to four trips, e.g. home to airport, airport to hotel, hotel to airport, airport to home. In FY23, there were 19 such trips. It is difficult to predict future use, as the pandemic curtailed travel, and the agency has implemented new policies that, though have initial increased the amount of travel for employees, may result in some usage changes - either up or down - that are as yet unknown. |
| Navarre Corporation | Could you further describe what Reasonable Accommodations include for these individuals? | Below are some reasonable accommodations that may be needed, but this list is not exhaustive: assisting an individual into and out of a vehicle; assisting an individual with carrying, lifting, and stowing their belongings and/or equipment, including mobility equipment; guiding an individual to the entrance of their destination; carrying the individual's belongings door to door; communicating with the individual via alternative means, e.g. text for deaf-blind individuals so they can use their equipment; including a Personal Care Attendant (PCA) or other human assistant to accompany the passenger; providing assistance with the client's transferring into and out of a vehicle; providing information such as location of vehicle / driver nonvisually; locating the passenger rather than expecting the passenger to locate the driver or vehicle; contacting the passenger prior to the trip to confirm arrangements |
| Navarre Corporation | Do they require curb-to-curb, door-to-door or through-the-door services? | Door-to-door services, though in certain circumstances where additional reasonable accommodations are needed, it may be something different |
| Navarre Corporation | Will daily transports be required for these individuals or only when traveling from their home to other destinations? | Daily transports will not be needed. This requirement is for as needed, ad hoc, transportation services. The individuals will be transported to and from their homes, business locations, meetings, facilities, workshops, conferences, training sites, and other locations designated by the COR. |
| Navarre Corporation | To accurately quote this project, can you provide further information on the estimated quantity of transports? | In FY2024 to date, there were 29 individual trips, each of them round trips, and some of them with up to four trips, e.g. home to airport, airport to hotel, hotel to airport, airport to home. In FY23, there were 19 such trips. It is difficult to predict future use, as the pandemic curtailed travel, and the agency has implemented new policies that, though have initial increased the amount of travel for employees, may result in some usage changes - either up or down - that are as yet unknown. |
| Navarre Corporation | Could you provide information on the frequency of these transports? Will they be needed on a daily basis? | Daily transports will not be needed. This requirement is for as needed, ad hoc, transportation services. The individuals will be transported to and from their homes, business locations, meetings, facilities, workshops, conferences, training sites, and other locations designated by the COR. |
| Navarre Corporation | What kind of vehicles does the DHHS expect for the contractor to use for this project? | The Contractor will provide transportation services, including vehicles with drivers, to individuals with disabilities in relation to the Agency’s Reasonable Accommodation Program (RAP) on an as-needed basis. All vehicles must meet reasonable standards for providing public transportation such as seat belts, cleanliness, heating and air conditioning capability, etc. and be maintained by the Contractor in accordance with the vehicle manufacturer’s standards. Unless approved in writing by the COR, the vehicle must be at least a standard size vehicle with trunk space for transporting luggage. The Contractor will ensure that some vehicles are ADA compliant. |
| Navarre Corporation | To accurately price this project, we will need further information on 1) the amount of volume associated with this project (annual basis) 2) the frequency of transports (ex: 5/day, 5/month, etc.) 3) the average distance of travel required 4) the amount of trips taking place per location listed | In FY2024 to date, there were 29 individual trips, each of them round trips, and some of them with up to four trips, e.g. home to airport, airport to hotel, hotel to airport, airport to home. In FY23, there were 19 such trips. It is difficult to predict future use, as the pandemic curtailed travel, and the agency has implemented new policies that, though have initial increased the amount of travel for employees, may result in some usage changes - either up or down - that are as yet unknown. Daily transports will not be needed. This requirement is for as needed, ad hoc, transportation services. The individuals will be transported to and from their homes, business locations, meetings, facilities, workshops, conferences, training sites, and other locations designated by the COR. We do not track trips by distance and thus do not have this information to share. However, most trips are within the same commuting area start to end. It is also difficult to predict the number of trips per location, and this is a nationwide contract. The vast majority of trips will be in the Baltimore / DC area however. |
| Navarre Corporation | Is your team willing to allow for alternative pricing or alter the pricing structure to accommodate for industry norms? | No, and we believe our pricing structure is consistent with industry norms. |
| Handle With Care Corporation | Do you have trip data to share that gives a snapshot of trips in 2023? This would include: |
· Total number of trips
· Total number per destination o Baltimore o Washington DC o Northern VA
| o Eastern PA | In Fiscal Year 2024 to date, we've had 29 trips. Of those, 24 were in the DC/Baltimore/DE/Eastern PA area. This is considered one geographic area for us as it is within commuting distance of our main headquarters office, and we don't break down this data any further. We had another five trips in different major metropolitan areas throughout the United States. | ||
| Handle With Care Corporation | Will any of the passengers require a wheelchair vehicle for transport? If so, how many | Upon request, the Government may request that a wheelchair accessible vehicle be provided. It is difficult to ascertain the project frequency of such a need. In FY2024 to date, such a vehicle was needed two times. However, given that the need is hard to predict since the trip frequency, location, and clientele is not fixed, this data is not probative. | |
| Handle With Care Corporation | How many trips are coordinated for out of areas locations? | It is difficult to predict how many trips will be coordinated for services outside of the Baltimore/DC/VA/DE/Eastern PA area. In FY2024 to date, five out of the 29 trips were outside of this area. However, given that the need is hard to predict since the trip frequency, location, and clientele is not fixed, this data is not probative. | |
| Handle With Care Corporation | Are we required to wait for the passenger? Are we compensated for the wait time? | The transportation service may pick up and drop off without waiting between pick-up and drop-off for the passenger. However, the service may not leave the passenger upon pick-up if the passenger is slightly delayed in coming to the vehicle. The service may not consider a passenger a no-show without receiving approval from the COR. | |
| Handle With Care Corporation | What is the workflow for coordinating trips out of area? (ie: scheduling transportation, verifying arrival and pick up, verifying drop off, coordinating return trip and verifications) | The workflow will be determined and implemented by the contractor, as we don't differentiate between local and nation-wide trips. | |
| Handle With Care Corporation | What if the transportation does not pick up the passenger in out of area locations? Are we available 24/7 to communicate with the passenger and required to ensure a new transportation company is scheduled? How do we manage late flights etc. that affect pick up times? | The contractor will be responsible for communicating with the client and tracking flight delays / changes, as they will be provided flight information upon scheduling for trips involving air travel. The contractor is responsible for ensuring that the passenger is transported to their designation on time, and any relationships the contractor has with out-of-state vendors/partners/subcontractors is the responsibility of the contractor to manage. | |
| Handle With Care Corporation | How are the out of area transportation companies selected and credentialed? | It is the contractor's responsibility to ensure that any partners/vendors/subcontractors it uses are appropriately licensed and credentialed consistent with applicable state and Federal laws as well as the requirements of the SOW. | |
| Handle With Care Corporation | How do we certify that the drivers are trained in wheelchair safety and securement, are drug tested etc.? | It is the contractor's responsibility to ensure that any partners/vendors/subcontractors it uses are appropriately licensed and credentialed consistent with applicable state and Federal laws as well as the requirements of the SOW. | |
| Handle With Care Corporation | How are their drivers and vehicles meet all state and regulatory standards? | It is the contractor's responsibility to ensure that any partners/vendors/subcontractors it uses are appropriately licensed and credentialed consistent with applicable state and Federal laws as well as the requirements of the SOW. | |
| Handle With Care Corporation | How do we bill the out of area trips? Will those companies be under contract and will expect a 30-day payout? | All Costs are the responsibilty of the Prime to their subs. The Prime will be paid in accordance with the invoice information of the award. | |
| Handle With Care Corporation | How can we give a UNIT PRICE to cover all transportation requirements in the SOW? |
Can we suggest:
o FLAT RATE for ambulatory trip and for mileage o FLAT RATE for wheelchair trip and for mileage.
o Rate for WAIT TIME
| o Rate for coordination of Out of Area Trips (Administrative Fee for XX amount of hours) | Pricing will be in accordance with Section 1.A of the RFQ. | ||
| IIG Inc. | Is there an incumbent and if so, what is the contract number? | The incumbent is A Platinum Plus, with Contract No. 75FCMC21P0030. | |
| IIG Inc. | If known, what is the approximate frequency of need for this service and is it anticipated that multiple drivers will be needed to service passengers at the same time? | Occasionally, more than one driver has been needed at the same time. In FY24 to date, this service was used 29 times. This service was used 19 times in FY23. Because of the pandemic, the usage was significantly less in previous years. | |
| IIG Inc. | Does DHHS desire to be billed a monthly flat rate? The CLIN doesn't specify what a Unit is or how (dispatch/mileage/wait/deadhead) should be billed so can this be clarified? | Ideally, billing would be on a by trip basis. | |
| Nationwide Logistics Pros LLC | Could you please provide the typical mileage ranges for the trips we would be servicing? | Historically, trips have ranged from just a few miles from pick-up to drop off to up to 200 miles each way, but this data is historical, meaning there is no way to restrict the minimum or maximum distance in future. | |
| Sarah Car Care | Can you elaborate on how the unit price and total price should be calculated for the RA Transportation Services? Specifically, are you asking for a price per month, per year, or a lump sum for the entire contract period? Given the various factors involved (e.g., number of trips, distances, vehicle types, hourly rate etc.), additional information is needed to provide an accurate and firm fixed payment schedule. Could you provide more details or examples of how pricing should be structured? The Request CLIN is extremely difficult to price. | Pricing is by trip, and how an offerror prices more specifically than that is up to them. | |
| Sarah Car Care | Could you provide an estimate of the expected volume of trips or hours of service required annually, particularly within the Baltimore, Washington, DC, Northern Virginia, and Eastern Pennsylvania areas? | In Fiscal Year 2024 to date, we've had 29 trips. Of those, 24 were in the DC/Baltimore/DE/Eastern PA area. This is considered one geographic area for us as it is within commuting distance of our main headquarters office, and we don't break down this data any further. We had another five trips in different major metropolitan areas throughout the United States. | |
| Sarah Car Care | What is the anticipated frequency of requests for transportation services outside of these primary areas (e.g., Boston, New York, Atlanta, etc.)? | It is difficult to predict how many trips will be coordinated for services outside of the Baltimore/DC/VA/DE/Eastern PA area. In FY2024 to date, five out of the 29 trips were outside of this area. However, given that the need is hard to predict since the trip frequency, location, and clientele is not fixed, this data is not probative. | |
| Sarah Car Care | Are there any specific vehicle requirements beyond what is stated (e.g., model year restrictions, specific accessibility features, etc.)? | There are no specific requirements beyond those stated in the SOW. | |
| Sarah Car Care | Will the contractor be required to provide any specialized equipment for the transportation of individuals with disabilities, aside from standard vehicle accommodations? | The contractor will be required to furnish, on an as-needed basis, ADA accessible vehicles. | |
| Sarah Car Care | What percentage of wheelchair transportation is anticipated or required for this service? | This is difficult to predict and unknowable. | |
| Sarah Car Care | Are there any particular standards or certifications required for drivers, such as training in disability accommodations or CPR certification? | Standards and certifications are those that are typical within the transportation service industry. | |
| Sarah Car Care | What is the process for obtaining written approval from the COR if a non-standard vehicle is required? How quickly can approvals be expected? | The scheduling request will typically identify the need for an ADA accessible vehicle. | |
| Sarah Car Care | Can you clarify the procedure for coordinating and confirming trip details, especially for transportation services in geographic areas outside the primary region? | This is the responsibility of the contracting firm. | |
| Sarah Car Care | What is the maximum distance or travel time expected for trips within the primary service areas (Baltimore, DC, Northern Virginia, and Eastern Pennsylvania)? | There is no maximum distance or travel time. | |
| Sarah Car Care | Will the contractor be responsible for handling any logistical arrangements for travel (e.g., lodging or meal arrangements for drivers on long trips)? | The contractor is responsible for handling any logistics for its own personnel. | |
| Sarah Car Care | Are overnight stays at hotels expected for long-distance trips? If so, how will these be handled in terms of logistics and reimbursement? | Overnight stays are not expected, nor are they authorized or billable to the government. | |
| Sarah Car Care | How will the contractor be reimbursed for trips that require transportation services outside the primary service areas? Are there different rates or allowances for these longer trips? | The contractor should determine in its proposal how it wishes to handle such situations. | |
| Sarah Car Care | Will there be any compensation for waiting times if a driver is required to wait at a destination for the individual being transported? | The transportation service may pick up and drop off without waiting between pick-up and drop-off for the passenger. However, the service may not leave the passenger upon pick-up if the passenger is slightly delayed in coming to the vehicle. The service may not consider a passenger a no-show without receiving approval from the COR. | |
| Sarah Car Care | How will cleaning fees for mess caused by riders be handled? | This is the responsibility of the contractor. | |
| Sarah Car Care | Is there a no-show charge? | The vendor may propose a no-show charge in its proposal if it wishes to do so. However, only the government may determine if a trip constitutes a last-minute cancellation or no-show. | |
| Sarah Car Care | What reporting requirements will be in place to document the services provided (e.g., trip logs, vehicle maintenance records, etc.)? | The contractor should propose its approach to handling this. | |
| Sarah Car Care | How will performance and compliance with the vehicle maintenance standards be monitored and evaluated? | The contractor should follow industry standards, records of which may be requested by the government. | |
| Sarah Car Care | In the event of vehicle breakdowns or other emergencies, what protocols are expected from the contractor to ensure continuous service? | The contractor should determine its approach and communicate this in its proposal to ensure continuity of services for CMS employees. | |
| Sarah Car Care | Will subcontracting be permitted for any part of this contract, particularly for services in geographic areas outside of the contractor's primary operation zone? | The method the contractor chooses to use is up to the contracting firm. | |
| Sarah Car Care | If subcontracting is allowed, are there any specific requirements or approvals needed from the CO or COR? | Typical government subcontracting requirements apply. | |
| Sarah Car Care | Is the agency considering multiple awards for this contract, or will it be awarded to a single contractor? | It is anticipated that this requirement will be fulfilled by and awarded to a single contractor. | |
| Sarah Car Care | Can we propose a tiered pricing model based on the type of vehicle required (e.g., sedan, van, wheelchair-accessible vehicle) and specific service requisitions? | The manner in which an offeror chooses to structure its proposal is up to the offeror. | |
| Sarah Car Care | Will you accept a pricing model that includes contingencies for different vehicle types and trip requirements? | We don't know what this means. [OAGM, you may want to answer.] | |
| Sarah Car Care | Can you provide historical data on the volume and frequency of trips, particularly pre-pandemic, during the pandemic, and in the current post-pandemic period? | In Fiscal Year 2024 to date, we've had 29 trips. Of those, 24 were in the DC/Baltimore/DE/Eastern PA area. This is considered one geographic area for us as it is within commuting distance of our main headquarters office, and we don't break down this data any further. We had another five trips in different major metropolitan areas throughout the United States. We are unable to provide information prior to this period, as the workforce and applicable policies that furnish this service have significantly changed such that pre-2023 data is not probative. | |
| Sarah Car Care | Are there frequently visited locations, and can you share data on trip patterns by region and vehicle type (sedan, van, wheelchair-accessible vehicle)? | There are no "frequently visited locations" besides from individuals' homes throughout the area to the work site on an occasional basis. The majority of trips have been handled by sedan with a small portion using ADA accessible vans. | |
| Sarah Car Care | Is there a current incumbent vendor providing these services or similar services? If so, what are their current rates? | Yes there is an incumbent and vendors rates are confidential | |
| Sarah Car Care | What are the three primary advantages and three disadvantages the agency has encountered with past transportation service contracts? | N/A | |
| Sarah Car Care | Are there key areas you are looking to improve in the upcoming contract? | N/A | |
| Sarah Car Care | Is there a plan to conduct post-award debriefing sessions with both successful and unsuccessful vendors? If so, could we request a meeting to gather feedback and recommendations for improving future solicitations? | Debrief upon requests | |
| Sarah Car Care | Is it permissible for customers from different contracts or programs to share transportation vehicles, allowing a mix of individuals from various service agreements? | No, and we believe our pricing structure is consistent with industry norms. | |
| Sarah Car Care | Are you open to incorporating rideshare (Uber and/or Lyft) scheduling services as part of the transportation offerings? | No, and we believe our pricing structure is consistent with industry norms. | |
| Sarah Car Care | Will the agency provide any specific training or orientation for drivers regarding handling individuals with disabilities, or is the contractor expected to have pre-trained drivers? | The contractor is expected to have pre-trained drivers. | |
| Sarah Car Care | What are the expectations regarding language proficiency for drivers? Is there a specific assessment or certification process that the agency requires to verify this proficiency? | The SOW describes language and other proficiencies. | |
| Sarah Car Care | Are there any particular guidelines or protocols that the agency follows for assisting individuals with disabilities during transportation that the contractor should be aware of? | No, and we believe our pricing structure is consistent with industry norms. | |
| Sarah Car Care | Can you specify the percentage of vehicles that must be ADA compliant within the contractor's fleet? | This is typical to predict and there is no "magic" number. | |
| Sarah Car Care | What are the minimum standards or certifications required for vehicles to be considered ADA compliant? | This is a legal question that should be researched by potential offerors. | |
| Sarah Car Care | Are there any specific features or equipment that must be included in ADA-compliant vehicles beyond what is standard (e.g., specific types of wheelchair lifts, seatbelt configurations, etc.)? | No, and we believe our pricing structure is consistent with industry norms. | |
| Sarah Car Care | Can you provide more detail on the protocols for drivers assisting individuals from the pick-up point into the vehicle and from the vehicle to the final destination? Are there specific agency guidelines that must be followed? | This is contained in the SOW. | |
| Sarah Car Care | What are the expectations for drivers providing sighted assistance to blind and low-vision individuals? Are there any specific training or certifications required for this? | Information about this is contained in the SOW. There are no certifications for guiding blind or low vision individuals, but there are industry best practices. | |
| Sarah Car Care | What are the specific confidentiality standards that drivers must adhere to, and will there be any required training on these standards? | These are industry standards that an offeror should research. | |
| Sarah Car Care | How does the agency define and measure strong interpersonal and customer service skills? Are there specific benchmarks or evaluations used? | Information about this requirement is contained in the SOW and within industry standards. | |
| Sarah Car Care | In the event that a driver needs to transport an individual to a location not designated by the COR due to an emergency, what is the protocol for obtaining approval and documenting the change in destination? | The offeror should outline their proposed approach in the proposal. | |
| Sarah Car Care | How does the agency handle situations where a driver must make decisions independently regarding route changes, especially in cases of unexpected detours or road closures? | This is contained in the Statement of Work. | |
| Sarah Car Care | Are there any specific guidelines or policies related to working around service animals that the contractor needs to follow? | This is a legal question offerors should research. | |
| Sarah Car Care | Is there any specific training or certification required for drivers who may be handling or interacting with service animals? | This is a legal question offerors should research. | |
| Sarah Car Care | What specific emergency procedures should drivers follow if they encounter a situation where the safety of the individual being transported is at risk? | The offeror should outline their proposed approach in the proposal. | |
| Sarah Car Care | How does the agency expect drivers to handle situations where they feel unsafe or where the individual being transported is in distress? | The offeror should outline their proposed approach in the proposal. | |
| Sarah Car Care | Will the agency require periodic checks or verification of driver licenses and certifications, and if so, how frequently? | The Agency reserves the right to do this on an ad hoc basis. | |
| Sarah Car Care | Are there any specific legal or regulatory compliance requirements related to transporting individuals with disabilities that the contractor should be aware of? | This is a legal question offerors should research. |
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