V119--36C24424Q0054 | Wheel Chair Van Services | Butler

The purpose of this Amendment is to answer Q&A 1-10 and update the PWS.

Attached is a copy of the updated PWS Mark Up 1

It reflects the below changes

Yellow highlights reflect added information

Red Lined reflects deleted information

Q1. PWS 4.1 Health Certificate, we currently do not require this of our staff.Â

A1. Â Â All Contractor s drivers shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver, and the Contractor s business name, or company uniform, that is acceptable to the POC, which identifies the drivers while performing all aspects of service. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the POC upon request. The Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers that will be used to perform services under this contract. Such screening shall include but not be limited to testing drivers for prohibited drug and alcohol use, and a criminal background check to the extent permitted by law.Â

Q2. PWS 4.5 - This section states under this contract or while on VA Butler Health Care System premises . We agree to a-j if meaning while on premises or on a transport, but it doesn t clearly state about after shift or at Butler Ambulance station. We would not agree if this is applicable to staff while off-duty or not on a VA contracted transport.

A2.  The following acts are not permissible by the Contractor while providing services under this contract or while on VA Butler Health Care System premises inserted while to clarify     Â

Q3. 6.2 Trip confirmation within 10 minutes we object to this as it is not conducive to our operations model. We would intend to continue our current protocols.

A3.  The POC may require the Contractor shall to provide email confirmation to VA Butler Health Care System dispatch team or AOD within 10 minutes after the end of at the end of the day for each trip if there are documented performance issues meeting the scheduled pick-up and delivery requirements. Confirmation notification shall list the trip confirmation number in the subject line and will be recorded by VA Butler Health Care System dispatch team or AOD to determine if the Contractor is meeting the scheduled pick-up and delivery requirements. No other method of delivery confirmation shall be accepted. Â

No issues with current protocol but VA must retain measures for accountability for new contractors.

Q4. 6.3 and 6.6 If Butler Ambulance is unable to accommodate a transport request and another transport provider is utilized, Butler Ambulance does not agree to covering charges for this service.

A4.   6.3 Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be by telephone and/or Vet Ride from the Dispatcher or AOD. If the Contractor fails to furnish services within 45 minutes after receiving an add-on request for an order, the VA Butler Healthcare reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time.  The VA will be the sole judge in determining when to order service from another source.Â

6.6 Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be by telephone and/or Vet Ride from the Dispatcher or AOD. In the event the contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the POC and the Dispatcher during normal business hours, and the AOD outside of normal business hours. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, which the Contractor accepts then does not perform, the VA Butler Health Care System reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this Contract. The Contractor shall indemnify the VA for excess re-procurement costs that result from the Contractor s inability to perform the required service. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this Contract covering inspection, acceptance, and deductions from payment. The VA Butler Health Care System will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the Contract for Cause, (see FAR clause 52.212-4(m)). In instances of add-on trips that are over 100 miles, the POC shall allow some flexibility in the 45-minute response time. VA Butler Health Care System shall determine when to order service from another source.Â

Q5. 10.1 VetRide Software we object to using third party scheduling software, as it is not conducive to our operations model. We are proposing the continuation of current protocols.

A5. VetRide Software utilization for invoicing and scheduling is a newly mandated to start in Jan 2024.  VetRide Third Party Portal, contractor s invoice must be on the HCFA 1500.  Â

Q6. 14.0 Seasonal Influenza Vaccinations We currently do not mandate influenza vaccinations, nor do we plan to in the future.

A6. Proof of vaccination or a waiver on file is acceptable.

 Â

Q7. 15.0 Training Requirements We would not be expecting all field staff to log in the training portal but would be willing to have them complete the hard copy, if that is acceptable.

A7.  That is acceptable.  Â

Q8. What is the expected volume?Â

A8. Per the Price Schedule (Attachment C), the first 4 CLINS describe the expected volume for the entire 5 years of the contract. CLIN 5 is for additional mileage not covered in the base charge. CLIN6 covers additional wait time and CLIN7 covers Cancellation Fee.

Q9. How many W/C Transports need to be covered, Day, Week, Month?

A9. Please divide the requirements by 60 months and you will receive a monthly average of the estimate requirements. Daily, weekly, and monthly will vary.

Q10. Optimal also provides non emergent stretcher transport service, is there a need for this service?

A10. The VA does not require stretcher transport service. Please refer to the PWS for our requirements.