Q-A 36C245R0037 Answered.docx

Department of Veterans Affairs Hershel “Woody” Williams VA Medical Center Solicitation No.: 36C24526R0037 Title: Ambulance Transportation Services – HWW VAMC Questions and Answers The following questions were received in response to Solicitation 36C24526R0037. The Government’s responses are provided below and will be incorporated into the solicitation as applicable.

Question 1 Items 4.1.3.1 through 4.1.3.10 outline various pricing scenarios, including recurring transportation routes and flat‑rate requirements. However, these items do not appear to be separately identified within the CLIN structure in Section B.3 (Price/Cost Schedule). Can the Government clarify how these will be priced?

Government Response:

The Government acknowledges that Sections 4.1.3.1 through 4.1.3.10 describe recurring routes and flat‑rate scenarios that are not currently broken out as separate CLINs in Section B.3 or in the IGCE. At this time, the Huntington requirement will use the existing CLIN structure, which includes a local base rate within the 40‑mile mileage threshold and a mileage rate for miles beyond 40. If the Government determines that separate CLINs for specific recurring routes are necessary, this will be implemented via amendment to the solicitation together with a revised IGCE.

Question 2 Will Section 4.4.2.10 be changed to accurately reflect the number of simultaneous transport requests required for the Huntington VAMC?

Government Response:

Section 4.4.2.10 does not need to be revised; the stated numbers for the required capability for simultaneous transport requests at the Huntington VAMC are already accurate as written.

Question 3 Section 4.4.2.12.1 states that orders scheduled by 1900 are “scheduled in advance,” while Section 4.1.1.1 states the schedule will be provided by 1200 (noon). Can the Government clarify the cut‑off time for prescheduled trips?

Government Response:

For this location, manifests are prepared and transmitted to the vendor no later than 1300 hours each day. Any order request received after 1300 hours is not incorporated into that day’s consolidated manifest and is instead submitted to the vendor as an “add‑on” to the existing order for that service day.

Question 4 Will Section 4.5.3 be changed to accurately reflect the use of modern electronic patient care records, given that crews will not have a paper copy of the run sheet at the time of transport?

Government Response:

For this requirement, ambulance crews do not provide a paper copy of the run sheet at the time of transport or at patient delivery. All transports are documented and verified electronically, and the associated ePCR records are available to the VA upon request. If a copy of the run sheet is required, the contractor can provide it to the requesting VA facility via fax or secure electronic transmission.

Question 5 Will the CLINs associated with and specific to wait time be changed to 15‑minute increments as outlined in Sections 4.1.3.12 and 4.7.4, instead of 30‑minute increments?

Government Response:

“No. Although the performance and reporting standards for wait times are defined in 15‑minute intervals in Sections 4.1.3.12 and 4.7.4, the CLINs associated with wait time will remain in 30‑minute increments. The Government will continue to structure and evaluate pricing on 30‑minute wait‑time CLINs, consistent with the current acquisition approach

Question 6 Section D.2 references a “Surveillance Checklist.” Is D.2 also the surveillance checklist applicable to the Huntington VAMC, and will it be provided?

Government Response:

Yes. It will be provided.

Question 7 Section 4.2.3 states that add‑on requests require a 2‑hour response time; later, Section 4.4.2.12.3 states a 60‑minute response time for add‑ons. Which response time standard is correct?

Government Response:

The solicitation contains two different add‑on response standards (2 hours in Section 4.2.3 and 60 minutes in Section 4.4.2.12.3). The Government’s intent for the Huntington VAMC is a 60‑minute response time for add‑on requests originating at HWW VAMC, and 30 minutes for urgent critical add‑ons, as stated in Section 4.4.2.12.3. Section 4.2.3 will be corrected by amendment to align with these standards.

Question 8 Can the Government clarify how return mileage is handled for long‑distance transports and recurring trips (e.g., whether round‑trip mileage is paid)?

Government Response:

The solicitation has been revised to correct this inconsistency. Section 4.2.3 has been updated to reflect a 60‑minute (1‑hour) response time for add‑on requests, which is the applicable standard and is consistent with Section 4.4.2.12.3. There is no difference in pay between recurring and non‑recurring (add‑on) trips; the same rates apply to both types of trips.

Question 9 Can the Government clarify the cut‑off time for prescheduled trips in light of the manifest process?

Government Response:

Huntington VAMC currently issues its daily manifest to vendors at approximately 1300 local time to allow adequate time for route planning and scheduling. Requests received after the manifest is issued are handled as add‑on trips. As stated in the response to Question 3, the Government will clarify the prescheduling cut‑off time in the PWS by amendment so that the defined deadline aligns with this 1300 manifest process and removes the conflicting “noon” and “1900” references.

Question 10 Given the low volume of Critical Care Transport (CCT) services and operational readiness requirements, are the response time standards for CCT adjustable, or are they firm?

Government Response:

The CCT response time standards in the solicitation are firm. Due to the critical nature of patients requiring CCT, the Government does not intend to relax or adjust the established CCT response times.