V129--Washington DC VA Medical Center Wheelchair Van Services

Washington DC VAMC Wheelchair Van Services

Solicitation 36C24526R0079

Questions & Answers

1. Sharing the Work Among Awardees. With up to three awardees sharing capacity, could you share how the VA anticipates distributing transportation requests among the awarded contractors (for example, rotation, geographic area, or COR assignment)? Understanding this helps us right-size our fleet and staffing so veterans get reliable, on-time service from day one.

See Revolutionary FAR Overhaul, FAR 16.507 Additional ordering procedures for multiple-award contracts.

2. CBA Wage and Fringe Rates. The wage determination (2024-0002 Rev. 5) points to the collective bargaining agreement with ATU Local 689, but the underlying rate tables aren't included. Would you be able to provide the CBA wage and fringe schedule? As a successor contractor under the Service Contract Act, we want to make sure we build those rates into our pricing correctly.

CBA can be found on: https://olmsapps.dol.gov/olpdr/?_ga=2.31268284.2072096146.1684084516-541355835.1670612754#CBA%20Search/CBA%20Search/

3. Rates for the Later Option Years. We noticed the current CBA runs through May 31, 2028, while the contract period extends into 2031. Could you advise how wage rates are expected to be handled for the option periods after the current CBA term, for example through a future revised wage determination? This helps us price the out-years responsibly.

After the CBA term ends, wage and fringe benefit rates are determined by:

Any successor CBA.

Otherwise, the most recent applicable SCA Wage Determination as issued by the Department of Labor (DOL).

4. Historical Trip Data. To price the base-rate and mileage lines as precisely as possible, would historical trip data be available, roughly the annual trip count, average miles per trip, how often trips run past the 25-mile base, and the general mix of local DC-area trips versus the longer runs out to facilities like Baltimore, Martinsburg, or the West Virginia sites? Even approximate figures would help us give the VA sharp, realistic pricing.

Historical trip data will not be provided. Please use price/cost schedule for pricing.

5. Multiload Authorization and Billing. The PWS notes that more than one patient may be transported per order when approved by authorized VA staff. Could you share how multiload trips are authorized in practice, and how they are billed, for example whether each patient leg is invoiced at the base rate and how mileage is handled when patients share a vehicle? This helps us plan vehicle configurations and prices accurately.

All trips will be scheduled in VetRide individually for each Veteran per trip, that means a separate trip will be created for each Veteran. You will complete and invoice each trip for each veteran on VetRide, according to the assigned authorization.

6. Roles Outside the CBA. For positions that fall outside the CBA, such as dispatchers and schedulers, should we apply a separate standard wage determination, and if so, is there one you'd point us to?

For positions that are not covered by the Collective Bargaining Agreement (CBA), you must apply the Department of Labor s (DOL) standard wage determination under the Service Contract Act (SCA) for those roles.

Wage Determination 2015-4281 attached.

Please reach out of DOL for additional questions on wage determination.

7. Current Staffing Picture. To plan staffing and benefits accurately, would you be able to share the number of personnel currently performing this work and their general classifications? This helps us build a compliant and competitive labor plan.

It will not be shared.

8. Measuring On-Time Performance. We're committed to strong, measurable on-time service. Since VetRide captures pick-up and drop-off times, will on-time results be tracked from that system data? We want to be set up to meet, and clearly document, the standard from day one.

Yes, the VetRide data will be used.

9. Trip Loading Ahead of the Start Date. Advance visibility into scheduled trips makes a meaningful difference for a clean mobilization. Around the start of performance, will VTS load scheduled VetRide trips at least two weeks ahead of the POP start date, so the awarded vendor(s) can finalize vehicle types, routing, and staffing before day one?

It is not guaranteed at least two weeks trips prior to start date will be loaded in VetRide, as this is non-emergent wheelchair transportation services available to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays. Additionally, contractor may be required to dispatch on short notice for not scheduled in advance requests, see Performance Work Statement (PWS) 4.5.1.7.2 and 4.5.1.7.3.

10. On-Site Personnel. Is there a requirement for the contractor to station full-time personnel on-site at the DC VAMC, such as a coordinator or dispatcher, or is the 24/7 VetRide monitoring expected to be managed remotely? This affects how we structure our staffing plan.

The VA does not require the contractor to station a full-time personnel on-site.

11. Trip Verification and Reconciliation. Once a trip is completed, how does the VA verify and confirm it for billing and performance purposes? For example, is the VetRide record the system of record, and how are any discrepancies between the vendor's completion data and VTS records reconciled? We want trip confirmation and invoicing to stay clean and auditable on both sides.

All trip activity, billing, and performance verification will be conducted within the VetRide system, which serves as the official system of record. Any discrepancies in trip data between the contractor s records and VetRide will be resolved based on VetRide data, and all final reconciliations and corrections must be documented within VetRide to maintain a transparent and auditable process.

See PWS 4.5.1.1.1 and 4.5.1.1.2 for additional information on reconciliation.

12. Confirming Trip Details Before Assignment. When an order is placed in VetRide, will VTS confirm the veteran's pick-up and drop-off locations, mobility type, attendant needs, and equipment requirements before assigning the trip to a vendor? And if those details differ at the point of pick-up (for example, a different mobility type than listed), how would the VA like the vendor to handle it, and how is that trip treated for billing? Accurate details up front let us dispatch the right vehicle the first time and keep veterans on schedule.

See PWS 4.5.1.2.1 for information will be entered in VetRide.

Please note that this requirement is specifically for wheelchair van transportation services. The expected default mobility type is wheelchair. If a discrepancy arises at the point of pick-up, the vendor should contact authorized VA staff immediately to report change. The VA will provide guidance on how to proceed and only proceed with VA direction.

13. Award Notification and Debriefing. Will unsuccessful offerors receive a notice of award and the opportunity for a debriefing, and could you share the expected timeline? We'd also appreciate confirmation of the protest procedures referenced in the solicitation.

See Revolutionary FAR Overhaul, FAR 15.206 Pre-award notices and debriefings.

See section E.5 of the solicitation for protest information.

14. The solicitation states offerors without a current WMATC license may submit a written plan for obtaining one prior to the effective date. Will the VA accept a formal written commitment in lieu of the physical WMATC license at time of proposal submission, and will failure to hold the WMATC license at submission render the offer technically unacceptable?

In the event the offeror does not possess the required WMATC or other applicable licenses/certifications at the time of proposal submission, a formal written statement detailing their plan and timeline for obtaining all necessary licenses and certifications prior to the effective date of the contract will be evaluated.

15. What is the VA's minimum acceptable timeline for WMATC license acquisition post-award is "prior to November 1, 2026 PoP start" the firm deadline, or will the VA consider a grace period if WMATC processing delays occur outside the contractor's control?

All necessary licenses and certifications are required prior to the effective date of the contract.

16. What specific documentation will the VA accept as proof of 5+ years in existence is a Florida Secretary of State entity registration record (sunbiz.org printout) and/or LLC Articles of Organization acceptable, or does the VA require a specific format?

The VA does not require any specific format.

17. Does the 5-year company age requirement apply to the prime offeror only, or does it also apply to subcontractors performing under the resulting contract?

It applies to the prime offeror.

18. The solicitation states "up to three" awardees at the lowest evaluated price technically acceptable. Will the VA award to exactly three offerors, or fewer if fewer than three technically acceptable offers are received?

See section E.7 of the solicitation.

19. How will task orders be distributed among MATOC awardees rotation, lowest price, COR discretion, or another method?

See Revolutionary FAR Overhaul, FAR 16.507 Additional ordering procedures for multiple-award contracts.

20. Is there a minimum task order volume guarantee per awardee beyond the stated $1,000 contract minimum?

See Multiple Award Task Order Contracts language in section B.3 Price/Cost Schedule.

21. Are all 15 DC/MD/VA counties in the service area active from Day 1 of the PoP, or will task orders be initially limited to a subset of counties?

The vendor should be prepared to begin providing services at all covered locations in the PWS starting immediately on the contract start date.

22. Is the 25-mile base rate measurement one-way trip distance (pick-up to drop-off only), or does it apply to a round-trip?

See B.3 Price/Cost Schedule, base rate of one-way trip includes first 25 miles.

23. Does CLIN x004 wait time billing begin after the first 30 minutes of waiting at pick-up only, or does it also apply at the drop-off end of the trip?

See section 4.9.1 in PWS for wait time.

24. What is the VA's typical processing time for NACI background investigation adjudications, and will the VA accept provisional performance under CO supervision while NACI results are pending for new hires post-award?

The VA will not be performing NACI background check for this requirement.

See section 4.3.1.5 in PWS for background check, all documents will be required prior to the start date of this contract.

25. Does the NACI background investigation requirement apply to all subcontractor (BFG Logistics, LLC) drivers who may perform services under the resulting contract?

See question #24 for background check.

The contract vendor will be responsible for background checks on all employees working under this contract, including subcontractors.

26. Will the VA provide VetRide portal access and account setup to the awardee immediately upon award notification, or is there a setup lag that could affect Day 1 operations?

See section 4.9.5 of the PWS.

27. For mileage billing under CLIN x003 does FSL bill mileage from veteran pick-up address to drop-off address only (one-way), or does it include return mileage?

See section 4.9.3 of the PWS.

28. What are the specific minimum coverage limits required for commercial automobile liability and general liability under this contract? The PWS references coverage requirements but does not state specific dollar minimums.

See section C.6 Supplemental Insurance Requirements.

29. Regarding Wage Determination No. 2024-0002 Revision No. 5, the document notes it is based on a Collective Bargaining Agreement (CBA) between Battle's Transportation, Inc. and Amalgamated Transit Union Local 689. However, the actual text of the wage determination does not append the specific hourly wage rates or health and welfare fringe benefit rates for Non-CDL Drivers and Attendants . Will the VA provide the full text/wage matrix of the incorporated CBA so that all offerors can calculate labor rates accurately and equitably?

See question #2

30. Section B.3 indicates that the contract is a shared-capacity Multiple Award IDIQ given to up to three contractors. Could the VA clarify the exact operational mechanics used to distribute trip orders among the three awardees? Will trips be distributed via a low-price cascade, a rotating schedule, geographic territory allocation, or an open daily dispatch portal where vendors accept trips on a first-come, first-served basis?

See question #19.

31. Will the VA provide 12 months of historical trip data including details about the pick up and drop off including time, address (at least zip code), miles, and duration?

No, historical data will not be provided. Locations are provided in the PWS.

32. If not complete trip details, will the VA at least provide historical or projected hourly trip distribution data? Specifically, what are the historical peak concurrency hours and the maximum number of simultaneous wheelchair transports required during those peak windows? Â

This requirement is to provide non-emergent wheelchair transportation services to the VA as needed, 24 hours a day, seven days a week (24/7), including weekends and holidays.

Historical data will not be provided.

33. If not complete trip details, will the Government provide historical transportation data indicating the average one-way loaded mileage per patient trip?

Historical data will not be provided.

34. Section 4.9 notes that final mileage calculations for contract invoicing will be limited to the VA s calculation according to the VA s Bing Maps API determination. In scenarios where localized severe weather, terrain blockages, or emergency road closures force drivers to take detours that exceed the static Bing Maps calculation by more than 10%, what is the exact administrative procedure for submitting electronic GPS breadcrumb strings and forward-facing camera telematics data to justify an invoicing exception?

The contractor must notify the VA immediately; the VA will provide guidance on how to proceed and only proceed with VA direction.

35. Volume I, Factor 1, Subfactor 6 states that if an offeror does not possess the required WMATC license at the time of proposal submission, they may submit a formal written statement detailing their plan and timeline for obtaining it prior to the contract effective date. However, PWS Section 4.3.5 states that the vendor must hold a valid WMATC license and provide proof before the performance period begins. Will the Government explicitly confirm that an offeror who submits a compliant acquisition plan and timeline in lieu of an active license at bid time will be rated as "Technically Acceptable" for this subfactor?

In the event the offeror does not possess the required WMATC or other applicable licenses/certifications at the time of proposal submission, a formal written statement detailing their plan and timeline for obtaining all necessary licenses and certifications prior to the effective date of the contract will be evaluated. However, WMATC license is required prior to the effective date of the contract.