Taxi Services - Birmingham VA Medical Center

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for Taxi Services (36C24726Q0281).

• Incumbent: No known incumbent.
• Rider Count: Typically 1 veteran per ride; family members may accompany if necessary. Group rides are difficult to coordinate.
• Vehicle Preference: A mix of vehicle sizes is preferred to accommodate veteran belongings/equipment.
• Accessibility: No wheelchair-accessible vehicles (WAV) are anticipated. 10-20% of trips may involve mobility aids requiring extra space.
• Attendant: No attendant beyond the driver is expected.
• Response Time Measurement: The 45-minute clock starts at the time of call from the bedside nurse/transfer coordinator.
• Charge Back Calculation: The method for calculating charges if the VA uses an alternative source is unclear.
• Peak Times: Peak demand occurs weekdays between 2 PM and 6 PM.
• Trip Volume: Offerors should plan and price based on a 600-trip baseline. Actual trip volume and distance breakdowns are in a second attachment.
• Service Area: The 125-mile radius is measured one-way from BVAMC. Many trips are one-way and less than 50 miles.
• Mileage Billing: Mileage is billed based on the quickest Google Maps route. Detours/road closures can be listed on the monthly invoice.
• Pickup Point: Standard pickup is at the BVAMC ED.
• Waiting Time: Only a No-Show charge ($20 base) applies if the driver reaches the ER and the veteran cannot be found. No billable waiting time otherwise.
• Cancellation Fee: No cancellation fee or billable minimum if a trip is cancelled after dispatch.
• Invoicing: No preferred trip log template; information should be on monthly invoices. No common invoicing issues in Tungsten were noted.
• Insurance: No specific minimum insurance coverage limits beyond state requirements are expected.
• Driver Reports: No required format or designated submission method for quarterly driver license status reports.

These clarifications provide specific details on operational expectations, trip parameters, and pricing assumptions that bidders should consider when preparing their proposals.

Amendment / Modification

This amendment (0001) to solicitation 36C24726Q0281, dated 03-09-2026, makes the following changes:

• Revised B.2 Price/Cost Schedule: A new version of the Price/Cost Schedule is attached.

• Included Attachment: An attachment detailing trips in 2025 has been added.

• Statement of Work Update: Section B, Scope of Work, has been updated to reflect 600 one-way trips.

• B.2 Statement of Work

• B.3 Price/Cost Schedule

All other terms and conditions remain unchanged. Bidders should ensure their proposals reflect these updates, particularly regarding the revised Price/Cost Schedule and the updated scope of work for one-way trips.

Form / Attachment / Pricing Sheet

This document, "Trips of 2025.xlsx", is an Excel spreadsheet containing data related to monthly trips for the year 2025. It appears to be a data table or a pricing sheet that bidders may need to reference or complete.

The spreadsheet includes the following columns:

• 2025 Months (January through December)
• Trips
• Categories for trip counts: <25, 25-50, 50-100, >100

It also provides a 'Total Trips' row summarizing the counts across all months for each category.

This document is relevant to bidders as it provides specific data points and potential requirements related to the number of trips expected or accounted for in 2025. Bidders may need to use this data for pricing, resource allocation, or to understand the scope of services related to travel if this is a factor in the opportunity. The detailed breakdown by month and trip category could be crucial for accurate proposal development.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding taxi services for the VA.

• Vehicle Size: A mix of vehicle sizes is preferred to accommodate veterans with belongings/equipment.
• Accessibility: No wheelchair-accessible vehicles (WAV) are anticipated, as veterans are independent/ambulatory. However, 10-20% of trips may involve mobility aids requiring extra space.
• Dispatch & Response: The 45-minute response time is measured from the time of call. The method for calculating "charge back" if the VA uses an alternative provider is "Unsure."
• Peak Times: 2 PM - 6 PM on weekdays are identified as peak times.
• Pricing Basis: Offerors should use a 600-trip baseline for planning and pricing. Specific trip volume and distance breakdowns are available in a separate attachment.
• Service Area: The service area is a 125-mile radius from BVAMC, with many trips being one-way and less than 50 miles.
• Mileage Billing: Mileage is billed based on the quickest Google Maps route, and detours/road closures can be listed on the monthly invoice.
• Wait Time/Cancellations: The only charge for a no-show is a base charge of $20. Silver Cab charges a cancellation fee if a trip is cancelled after dispatch.
• Invoicing: No specific trip log template is required; information is submitted on monthly invoices. There are no common invoicing issues in Tungsten to avoid.
• Insurance: No specific minimum insurance coverage limits beyond state requirements are expected.

This Q&A document clarifies key aspects of the solicitation, including service requirements, operational details, and pricing considerations, which bidders should incorporate into their proposals.

Solicitation / RFP / RFQ

This solicitation is for taxi services for beneficiaries of the Birmingham VA Medical Center (BVAMC). The service aims to support discharged patients who have been medically cleared and do not require further support, thereby assisting the BVAMC in maintaining bed availability. Services are primarily requested between 8:00 AM and 5:00 PM, Monday through Friday, with access to the BVAMC via accessible entrances.

• Provision of transportation services seven (7) days per week, including holidays, twenty-four hours per day, 365 days per year.

• Transport of beneficiaries to their residence or a family home within a 125-mile radius of the Birmingham VA Medical Center.

• Utilization of Google Maps for route computation to ensure economical charges.

• Vehicles must be equipped for direct communication with the VA Medical Center, have functioning heating/air conditioning, be clean and well-maintained, and equipped with safety items (fire extinguishers, first aid kits, flashlights).

• Drivers must have knowledge of the Birmingham metropolitan area, speak and understand English, possess a valid driver's license, and conduct themselves professionally.

• Contract Type: Firm Fixed Price with Economic Price Adjustment.

• Period of Performance: Base year plus four (4) option years.

  • Base Year: April 1, 2026 - March 31, 2027
  • Option Year 1: April 1, 2027 - March 31, 2028
  • Option Year 2: April 1, 2028 - March 31, 2029
  • Option Year 3: April 1, 2029 - March 31, 2030
  • Option Year 4: April 1, 2030 - March 31, 2031

• Offers must be submitted by March 13, 2026, at 11:00 AM EDT.

• All questions must be submitted by March 2, 2026, by 9:00 AM EST to Michael.barton@va.gov.

• Proposals must include a completed Limitations on Subcontracting certificate.

• Evaluation will be based on Technical Approach, Past Performance, and Price.

• This acquisition is set aside for Small Business.

• NAICS Code: 485310 (Taxi Services)

• Size Standard: $19 Million

• Offerors must submit a letter describing vehicle details, establishment information, and a Certificate of Insurance.

• Drivers must provide quarterly driver's license status reports.

• Invoices are to be submitted monthly.

• Contractor must maintain confidentiality of patient information (HIPAA).