V225--Martinsburg VAMC Ground Ambulance Transportation

Martinsburg VA Medical Center

Ground Ambulance Transportation

RFQ #36C24526Q0019

Questions & Answers

Could you please provide the name and address of the incumbent contractor currently performing this requirement?

PATIENT TRANSPORTATION INC.

1927 Rock Cliff Dr

Martinsburg, WV 25401

What was the contract dollar value for FY 2023, FY 2024, and FY 2025?

Contract dollar value will not be shared, however, the total trips for FY23 was 364, FY24 was 534, FY25 was 406.

For FY 2023 2025, was the contract awarded as an SDVOSB set-aside, a Small Business set-aside, or full and open competition?

It was set aside to Small Business.

Could you provide the historical quantity of trips (by year) for FY 2023, FY 2024, and FY 2025?

FY23 364 Trips FY24 534 Trips FY25 406 Trips

The solicitation notes a five-year ordering period (December 1, 2025 November 30, 2030). Can you please confirm whether this will be structured as a base year with option years, or as a five-year single ordering period under the IDIQ?

This is a 5-year Commercial Firm Fixed Price, Single Award Indefinite Delivery / Indefinite Quantity (IDIQ) contract.

The SATOC states a $2.5M contract ceiling for the 5-year period. Can the Government confirm if this ceiling is cumulative across all years or per year?

$2.5M is the maximum dollar amount for 5 years.

The RFQ repeatedly bolds the term Stretcher Transports is there significance to that?

Sometimes transport is needed for bed bound patients to/from appointments that have no medical need for ambulance transport.

The Performance Work Statement references Martinsburg VAMC, its CBOCs, affiliated healthcare clinics, and other facilities across VISN 5. Can the Government please clarify which cities, counties, or zip codes are officially considered within the contract s catchment/service area for purposes of transport obligations?

SEE BELOW embedded Excel Spreadsheet, also listed in the PWS, section 5. Period & Place of Performance

Below are the counties we cover per state along with other hospitals outside of our catchment area.

PA Fulton & Franklin

MD Frederick, Washington, Allegany & Garrett

VA Frederick, Clarke, Shenandoah, Warren, Fauquier, Rappahannock, Page & Rockingham

WV Berkeley, Jefferson, Morgan, Hampshire, Mineral, Grant, Hardy & Pendelton

Other Hospitals we go to: Baltimore and DC VAMC s, Walter Reed Medical Hospital & INOVA

Will transports under this contract include residential pick-ups (e.g., Veteran s homes), or will all transportation requests originate from a VA facility such as Martinsburg VAMC or its associated CBOCs?

VA may ask to have patients picked up from their homes, a nursing home/rehab facility, another VAMC or community hospital.

Section 4.5.1.7Â Because the transport volume is significantly lower on weekends and holidays, will the requirement for 4 concurrent trips still apply during those periods, or will the number of required concurrent trips be reduced?

It will not be reduced. Per PWS, section 4.5.1.6, the contractor shall have vehicles and personnel to provide services up to four (4) simultaneous transportation requests.

Incumbent Contractor Could you please confirm the name of the current incumbent operator performing these services?

See questions #1.

Associated Contract Number What is the contract number tied to the incumbent award?

36C24521D0010

Vehicles in Use How many vehicles are typically utilized on a daily basis to meet the scope of services under this requirement?

Depends on the number/type/time/destination of transports. See question #4 for total yearly trips.

Onsite Coordinator Is an onsite coordinator currently utilized for this contract? If so, does the VA prefer that the Contractor provide an onsite staff member(s) under the new award?

The Contractor does not need to have a staff member onsite at the VAMC.

Licensing and Insurance Requirements The solicitation references compliance with state laws for ambulance operations. Can you confirm which state-specific licenses and insurance coverage are required? For performance across West Virginia, Maryland, Virginia, and Pennsylvania, will the Contractor need to hold licenses and insurance in all four states?

The company should meet county state and federal regulations for the area they are picking up in and transporting them to. That is something they should check with their state office of EMS. Â

Could you provide us with the min and max cost per year for this contract?

See question #4 for the trips.

Can you please clarify the maximum dollar amount or contract ceiling for this requirement? Â

See question #6 above.

E.10Â Â SUPPLEMENTAL INSTRUCTIONS TO OFFERORS

CONTENT OF QUOTATIONS. A complete quotation shall be submitted in two (2) separated volumes as follows:

A. VOLUME I

FACTOR 1 TECHNICAL (Non-price). The Offeror shall submit a Cover Letter along with Volume I, that identifies the Offeror s Tax ID number, Address, Telephone, Email, Dispatch Information, Approving Authority Name, Contact Information. Quotations shall be specific and comprehensive. Quotations shall clearly define the work the Offeror proposes to perform, personnel and management capabilities, and the procedures and processes it will use. The Offeror shall not include any price or price-related information in the technical volume. The following factors shall be included in the technical volume:

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Subfactor 1 - Technical Capability Statement. The Offeror s Technical Capability Â

Statement must include a narrative that clearly demonstrates how the services will be Â

performed to meet the Government s requirement found in Price Schedule, Â

the associated Performance Work Statement (PWS), and solicitation terms and conditions, and highlight the management and technical approach. Â

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Subfactor 2 - Fleet. The Offeror s fleet information shall provide fleet data that includes the quantity, type and capability and equipment for each operational ambulance, per industry standard and State laws and regulations for the geographic areas in which they will perform, in the performance of Ground Ambulance transport services. Â

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Subfactor 3 - Insurance. The Offer must provide current insurance documentation to Â

validate their ability to provide Ground Ambulance transport services to Veterans, meeting, at a minimum, State laws and regulations for the geographic areas in which they will perform. Â

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Subfactor 4 - Personnel. The Offeror must provide documentation identifying all Â

licenses, training, and driving records of personnel, capable of performing transport duties. Â

Resumes are not required and will not be accepted. Â

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FACTOR 2 - PAST PERFORMANCE (Non-price). The offeror shall submit three (3) past performance references that are recent and relevant which focus on experience within the last five (5) years providing Ground Ambulance Transport Services. References shall include the contract number for the project, a brief description, and a point of contact to include an email address. The information shall be provided in 5 pages or less.

The absence of past performance data will be rated neither favorably or unfavorably. Therefore, the Offeror shall be determined have unknown past performance. In this context of acceptability or unacceptability , unknown shall be considered acceptable.

Past Performance information may be obtained through the Contractor Performance Assessment Rating System (CPARS), interviews with Program Managers and Contracting Officers, and other sources known to the Government.

FACTOR 3 - PRICE. The Offeror s Price volume shall identify a fixed price for each Contract Line Item (CLIN) per unit of measure and based on an estimated quantity, an extended CLIN price, and total contract price for each performance period and overall total contract price, on the Price Schedule provided in the SF 1449 solicitation.

OFFEROR MUST ENSURE THAT ITS QUOTE IS SUBMITTED TIMELEY TO ENSURE DELIVERY AND RECEIPT BY THE DUE DATE AND TIME IDENTIFIED IN BOX 8 ON THE SF1449 (Page 1 of the solicitation). LATE QUOTES MAY NOT BE ACCEPTED.

Questions shall be submitted by:

Email to Danfeng.lu@va.gov by 3:00 PM EST on 10/03/2025.

Quotations shall be submitted by:

Email to Danfeng.lu@va.gov by 3:00 PM EST on 10/17/2025.

-Multiple emails may be submitted if they exceed 10gb, please title documents in order.

Type of award: This Firm Fixed Price IDIQ contract will be awarded to the lowest price

responsible offeror whose offer conforms to the requirement of the solicitation.

(a) Complete Box 12, 17, and 30 of the SF 1449 (Page 1) of the solicitation, and a signed copy of any amendments issued against this solicitation. Provide the legal entity name, address, telephone number and UEI in Box 17.

(b) Complete Section B.1.1, contractor POC information.

(c) Complete Section B.4 Price/Cost Schedule: You must enter your unit-price quotes for each CLIN. You may separately include a narrative explanation of the criteria, assumptions and the like that was taken.