AMBULANCE ALS/BLS SERVICES

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 36C24826R0015 for ALS/BLS Ambulance Services.

• Certificate of Public Convenience and Necessity (COPCN): Bidders must possess a valid COPCN for each specific county where services will be performed. This is a requirement at the time of proposal submission and must be maintained throughout the contract. Demonstrating the ability to obtain it is not sufficient.
• Transport Volume: The estimated 8-15 weekday transports encompass BLS, ALS, and CCT types.
• Annual Quantity: The quantity listed in the Price Schedule is the maximum limit, not a guaranteed minimum or historical estimate.
• Response Times: For unscheduled trips, response time starts from the moment the order is placed or patient pick-up call. For requests not originating at JAHVH and not scheduled in advance, contractors must dispatch ambulances within thirty (30) minutes of receiving the order.
• Ambulance Equipment: While not all ambulances must be equipped to SCT/CCT standards, the bidder must have sufficient vehicles and personnel to provide services for up to four simultaneous transport requests, with one potentially requiring CCT capability up to Tier III. Evidence of vehicle and equipment availability is required.
• VETRide: VetRide is currently the only VA-approved transportation software. If unavailable, other communication methods (telephone, facsimile) will be used.
• Escort Transport: Authorized escorts (family/guardian) may accompany patients at no additional cost to the VA.
• Simultaneous Transports: While four simultaneous transports are the standard, vendors may be offered opportunities to provide services beyond this if sufficient vehicles/personnel are available, but may decline if not.
• Vehicle Standards: Ambulances must meet all applicable federal, state, and local regulations, including licensing, registration, and safety standards, and be clean and maintained.
• Period of Performance: The base contract year commences on June 6, 2026.
• FY2025 Trip Totals: Approximately 3,102 trips were provided in FY2025, including 2,841 BLS, 206 ALS, 0 CCT, 6 Ambulatory, and 49 stretcher trips.
• Incumbent Contract: The last base +4 option year contract number is 36C24820D0023.
• Mileage Cost: An adjusted schedule will be submitted, including a mileage cost of $25,062.50 for CLIN 5004.

These clarifications address specific requirements, quantities, and operational details, potentially impacting how bidders prepare their proposals and understand the scope of services. The COPCN requirement is confirmed as a pre-qualification necessity for specific counties. The mileage cost for CLIN 5004 has been clarified and will be submitted via an adjusted schedule.

Solicitation / RFP / RFQ

This solicitation is for non-emergency ambulance transportation services for the James A. Haley Veterans' Hospital and its associated Community-Based Outpatient Clinics (CBOCs) and affiliated healthcare clinics. The contractor will provide vehicles, personnel, management, supplies, and equipment for Stretcher Transports, Basic Life Support (BLS), Advanced Life Support (ALS), Critical Care Transport (CCT), and Specialty Care Transport (SCT) services. Services are to be available 24 hours a day, seven days a week.

• Emergent and non-emergent stretcher transports.

• Basic Life Support (BLS), Advanced Life Support (ALS), and Critical Care Transport (CCT) services (Tiers 1, 2, and 3).

• Transport of patient luggage, medical records, and medication.

• Contractor personnel must be courteous, professional, and meet specific qualifications (EMTs, CCTPs, drivers).

• Vehicles must meet federal, state, and local regulations and safety standards.

• Use of VetRide Vendor Portal or VA-Approved Transportation Software for trip requests and claims.

• Compliance with COVID-19 and other infectious disease protocols, including specific PPE requirements.

• Maintenance of a Quality Control Plan (QCP).

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Date of Award through 2030.

• Base Period: December 2025 - November 2026.

• Option Periods: Four option years are included, extending the contract duration up to five years.

• Proposal Submission Deadline: Monday, March 02, 2026, by 4:00 PM EST.

• Submission Method: Via email to jvonne.wilson@va.gov, labeled "ALS/BLS Ambulance Services".

• Evaluation Criteria: Experience Capability (including Performance Plan, Quality Control Plan, Vehicles with Equipment and Staffing, and VetRide/VA-Approved Transportation Software Utilization) and Price. Experience Capability is considered significantly more important than price.

• Key Milestones:

  • Vendor Questions Due: Tuesday, February 10, 2026, by 4:00 PM EST.
  • Answers to Vendor Questions Posted: Friday, February 13, 2026, by 4:00 PM EST.

• NAICS Code: 621910 (Ambulance Services).

• Size Standard: $22.5 Million.

• The solicitation mentions evaluation factors for Service-Disabled Veteran-Owned and Veteran-Owned Small Businesses (SDVOSBs/VOSBs) as subcontractors.

• Past performance information is required.

• Offerors must complete representations and certifications electronically in SAM or via the provided forms.

• Specific insurance requirements are detailed in the solicitation.

Form / Attachment / Pricing Sheet

This document is a template for providing past performance references. Bidders are expected to complete this form to detail their relevant past contract experience.

• Contractor Name
• Project Title
• Agency
• Contract Number
• Contract Amount
• Period of Performance
• Contracting Officer
• COR/Project Manager
• Phone
• Email
• Brief Description of Project

This form is crucial for bidders to demonstrate their past performance and experience, which is often a significant evaluation factor in solicitations. Completing this accurately and thoroughly will be essential for proposal preparation.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended to gather feedback on a contractor's performance related to Advanced and Basic Life Support Transportation Services (ALS/BLS Ambulance). It is a required component for source selection in RFP 36C24826R0015.

• Contact Information: Fields for the government representative completing the questionnaire (Name, Office, Address, Telephone, Email).
• Contractor Information: Details about the contract being evaluated, including whether the contractor was a prime or subcontractor, the name of the evaluating company, contract identification, period of performance, negotiated price/cost, estimated contract dollar amount, and scope of contract.
• Performance Ratings: A standardized rating system (Exceptional, Satisfactory, Marginal, Unsatisfactory) with definitions for each level.
• Assessment Areas: Specific performance elements to be rated, including:
  • Contractor's safety record and patient safety complaints/accidents.
  • Contractor's timeliness, particularly regarding patient pickup.
  • Contractor's response to issues and effectiveness of remedies.
  • Contractor's ability to provide services without needing alternate sources.
  • Overall contractor performance rating.
• Narrative Feedback: Sections for providing detailed explanations for ratings, identifying strengths and weaknesses, and stating whether the contractor would be awarded again.
• Completion Instructions: Guidance on how to complete the questionnaire, including the option to attach additional pages and where to return the completed form by the solicitation's closing date.

This questionnaire is crucial for bidders to understand the past performance evaluation criteria. It outlines the specific areas the government will assess and the rating scale used. Bidders should use this to gauge how their own past performance might be perceived and to prepare any supporting documentation or narratives required for their proposals, especially if they are being evaluated on similar criteria.

Form / Attachment / Pricing Sheet

This document, "Contractor Security Control Assessment (CSCA) - Self-Assessment Questionnaire for Contract Service Providers," Version 1.2, dated May 15, 2009, is designed to provide security guidance for contractors and contract service providers who access, maintain, store, or transmit Veterans' sensitive information. It serves as a checklist built around the framework of the National Institute of Standards and Technology (NIST) to assist in defining and evaluating information security control protection mechanisms.

• Executive Summary: Outlines the VA's compliance with FISMA and OMB direction regarding contractor access to sensitive information.
• Purpose: To provide security guidance for contractors and contract service providers.
• Scope: Details the protection of Veterans' sensitive information and how the CSCA extends VA security mandates to affiliated contractor agencies.
• Attestation of Compliance: A declaration section for the contractor to confirm their compliance with the CSCA.
• Action Plan for Non-compliance: A section for contractors to outline steps and dates for achieving compliance if any requirements are not met.
• Self-Assessment Questionnaire: A detailed questionnaire covering seven requirements:
  1. Install and maintain a firewall configuration.
  2. VA Information Hosting, Operation, Maintenance or Use.
  3. Use and regularly update antivirus software.
  4. Implement Access Controls.
  5. Conduct Risk Assessments.
  6. Institute Information Security Protection (System and Communications Protection, System and Information Integrity, Physical Security).
  7. Privacy Regulation for Storage of Veterans' Sensitive Information (Access to VA Information and VA Information Systems, Custodial Requirements, Security Incident Investigation, Training).
• Appendix A: References: Lists relevant VA directives, Federal Information Processing Standards, and NIST publications.

This document is crucial for any bidder whose work involves accessing, maintaining, storing, or transmitting Veterans' sensitive information. Bidders must understand these security requirements and be prepared to self-assess their compliance. The completed CSCA and Attestation of Compliance are likely required as part of the proposal submission or as a condition of contract performance to ensure adherence to VA's information security mandates.

Form / Attachment / Pricing Sheet

This document, "VA HANDBOOK 6500 Appendix D: DEPARTMENT OF VETERANS AFFAIRS NATIONAL RULES OF BEHAVIOR," outlines the mandatory terms and conditions for individuals accessing and using U.S. Department of Veterans Affairs (VA) information and information systems. It serves as a critical attachment for any opportunity requiring personnel to interact with VA data or systems.

• General Rules of Behavior: Covers personal responsibility for secure use of VA systems and data, acknowledges no expectation of privacy, outlines permissible monitoring and actions by authorized personnel, prohibits unauthorized access and misuse, and details reporting responsibilities for security incidents and criminal violations.
• Specific Rules of Behavior: Includes adherence to VA security and privacy policies, compliance with directions from supervisors and system administrators, requirements for signing non-VA entity rules when necessary, and specific rules for handling Confidential Medical Information related to sensitive conditions (e.g., drug abuse, HIV).
• Data Protection: Details requirements for safeguarding electronic VA sensitive information, including mandatory encryption of mobile and portable devices (FIPS 140-2 validated), exceptions for mailing Sensitive Personal Information (SPI), approval requirements for remote processing/storage/transmission, physical security of printouts, protection against disclosure in uncontrolled environments, and encryption of emails containing sensitive information.
• Logical Access Controls: Covers procedures for requesting and revoking system access, password requirements, prohibition of sharing credentials, secure storage of passwords, and appropriate use of elevated privileges.
• Remote Access/Teleworking: Outlines conditions and security requirements for remote access to VA systems, including the use of VA-approved software and equipment, maintaining security regardless of location, and restrictions on accessing VA networks from high-risk foreign countries.
• Non-VA Owned Systems: Specifies rules for using non-VA systems to access VA data, including the requirement for VA-approved solutions and encryption.
• System Security Controls: Mandates the use of authorized virus protection, anti-spyware, and firewall software, and prohibits disabling security features.
• System Access: Details the authorized use of VA-approved devices, systems, software, and data, and prohibits downloading unauthorized software or hosting unauthorized servers.
• Miscellaneous: Requires completion of mandatory security and privacy training and protection of government property.

Bidders whose personnel will require access to VA information systems or sensitive data must ensure their employees understand and agree to these Rules of Behavior. This document is essential for understanding the security and privacy obligations associated with performing work for the VA, particularly if the contract involves handling sensitive information or requires remote access to VA systems. Personnel may be required to sign an acknowledgement of receipt and agreement to these rules.