V212--FY26 NYH Ambulette (Base+2)

RFQ 36C24226Q0009 FY26 NYH Ambulette (Base+2) Questions/Answers

Question 1:

Can we estimate how many tolls will be charged?

Answer: Tolls will be paid based on usage. You may submit an estimated cost.

Question 2:

We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

Answer: This is not a brand-new requirement.

Question 3:

How many calls per day, week, and month?

Answer: On average, we receive approximately 85-100 calls per day, 595- 700 calls per week and 2380-2800 calls per month.

How many patients are to be transported per ride?

Answer: Per the Performance Work Statement (PWS), no more than one patient will be transported per order unless approved by an authorized VA staff.

How many cars will be required to be assigned daily, weekly, or monthly?

Answer: There are no requirements for the number of cars that need to be assigned. Per PWS, the contractor shall have sufficient vehicles and personnel to provide services for up to four (4) simultaneous transportation requests. Transports required may be for any mix of transports, ambulette transports. One of these four simultaneous transports may require CCT capability up to Tier III .

Will it be a flat rate per ride, or per round drop, or mile?

Answer: Each trip is one way, with additional mileage beyond the threshold.

License requirements NYC, Nassau or Suffolk?

All Contractor s drivers are required to have a valid operator or chauffeur s license as required by the State of New York.

Any dot requirements? Insurance requirements?

Answer: Yes, there are DOT and insurance requirements. This includes insurance certificate, business license(s), list of all vehicles and vehicle identification number (VIN), as well as location of hub/main office, inspection report for all vehicles and copies of valid driver's/chauffeur license.

How many wheelchairs and stretchers?

Answer: There is no specific number of wheelchairs and stretchers. However, depending on the size of the vehicle, the contractor must not exceed the maximum number of wheelchairs that can fit in the vehicle.

Question 4:

Is there any incumbent/recompete or is this a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

Answer: This is not a brand-new requirement.

Service Scope and Volume

What are the expected average and peak daily trip volumes?

Answer: The expected daily trip volumes are approximately 85-100 trips per day. Peak daily trip are approximately 25 trips (morning), 55 trips (afternoon) and 20 trips (evening).

Can you confirm whether this solicitation has attracted mostly local providers or if out-of-state/national vendors are also expressing interest?

Answer: Undetermined as the solicitation remains open.

Are transports strictly local, or do they include longer-distance or out-of-state destinations? Answer: Most of our transports are local, however we have a few transports that are long-distance or out-of-state.

What are the typical lead times required for scheduled trips?

Answer: The typical lead time required for scheduled trips is 30 minutes

Does the VA expect to award a single vendor or more than one to service the contract?

Answer: The solicitation is not a multiple award type action.

Vehicle & Staff Requirements

What vehicle types are required in regard to ambulette verbiage in the PWS

Answer: Contractor vehicles must meet the Federal Department of Transportation regulations to provide special needs transportation in New York State. For detailed description of vehicle requirements, refer to PWS. page 9-10.

Are GPS tracking or other trip-monitoring technologies required or recommended?

Answer: Yes, the contractor is required to utilize the VetRide Vendor Portal or VA-Approved Transportation Software with every patient transported under this contract.

Billing & Compliance

What is the standard invoice payment turnaround?

Answer: The standard invoice turnaround is approximately one week after the invoice is completed in VetRide and approved.

Are there any funds paid up front to the awarded contractor?

Answer: No

What documentation or data reporting is expected from contractors on a routine basis?

Answer: Documentation and data reporting expected in VetRide include but not limited to receiving and responding to electronic trip requests, receive, use, and ensure the use of Vendor pass by the driver and submit claims via the electronic HCFA 1500 in the VetRide Vendor Portal or VA-Approved Transportation Software system. We also expect the contractor to email invoice to Chief, Business Officer, Mobility Manager and COR. Invoice must include date and time of each patient pickup and drop off, address, cost per trip, wait time etc.

Past Performance & Expectations

Are there any specific areas where past vendors underperformed?

Answer: Previous vendors met expectations across all areas.

What are the top priorities or pain points your department is hoping to address with this new contract?

Answer: Our top priority includes the timely pickup and drop-off of our patients, constant communication between the contractor, travel office, Mobility Manager, Chief, Business Officer and COR. Customer service and patient safety are priorities.

Is patient satisfaction formally measured and how can we support improvement in this area?

Answer: Patient satisfaction is currently measured by timely pickup and drop off and by the number of complaints (positive and/or negative) reported.

How often are performance reviews conducted during the contract term?

Answer: Performance reviews include quarterly and annual performance reviews.

Is there potential for contract renewal or expansion if performance meets or exceeds expectations?

Answer: This contract is base plus 2 option years.

Are any performance incentives or penalties associated with timeliness, quality, or satisfaction?

Answer: No, however, there are performance penalties associated with timeliness, quality, or satisfaction including poor rating on quarterly and annual performance reviews, cure notice and possible contract termination if issues reported are not resolved.