V225--Huntington VAMC Ambulance services

Solicitation / RFP / RFQ

This solicitation is for contracted ambulance transportation services for the Hershel “Woody” Williams VA Medical Center (HWW VAMC), its associated Community-Based Outpatient Clinics (CBOCs), and affiliated healthcare clinics. The contractor will provide all necessary vehicles, personnel, management, supplies, equipment, and reporting for Basic Life Support (BLS), Advanced Life Support (ALS), Specialty Care Transport (SCT), and Critical Care Transport (CCT) services.

• Provision of scheduled, add-on, and emergent ambulance transport.

• Services include BLS (A0429), ALS (A0426), CCT, and SCT (A0434).

• Contractor must provide all vehicles, personnel, supplies, and equipment.

• Adherence to specific response times for emergent, add-on, and scheduled transports.

• Use of VA-approved transportation software (VetRide Vendor Portal or similar) for trip requests and invoicing.

• Contractor personnel must meet specific qualifications and undergo background checks.

• Compliance with all federal, state, and local regulations, including HIPAA.

• Maintenance of a Quality Control Plan (QCP).

• Type: Fixed-Price 5-year Indefinite Delivery Indefinite Quantity (IDIQ) Contract.

• Period of Performance: Base Period (06-01-2026 to 09-30-2026) with five Option Periods.

• Estimated Maximum Value: $25,000,000.00.

• Minimum Guaranteed Value: $1,000.00.

• Offers are due by 3:00 PM EST on April 27, 2026, submitted via email to mark.smith25@va.gov.

• Questions are due by 3:00 PM EST on April 13, 2025, via email to mark.smith25@va.gov.

• Award will be made on the basis of the lowest evaluated price of quotes meeting or exceeding acceptability standards for non-price factors (Technical Capability, Fleet, Insurance, Personnel, and Past Performance).

• Quotes must be submitted in two volumes: Volume I (Technical and Past Performance) and Volume II (Price).

• The acquisition is unrestricted.

• NAICS Code: 621910 - Ambulance Services.

• Size Standard: Not explicitly stated, but typical for this NAICS code would be under 500 employees.

• The solicitation incorporates numerous FAR and VAAR clauses by reference.

• Specific geographic coverage includes West Virginia, Ohio, Kentucky, Pennsylvania, Maryland, and Washington D.C.

• The Performance Work Statement (PWS) details specific requirements for services, response times, reporting, and personnel qualifications.

Form / Attachment / Pricing Sheet

This document is a Surveillance Checklist for the Ground Ambulance contract at the Louis A. Johnson VA Medical Center. It outlines performance objectives, PWS paragraphs, performance thresholds, and methods of surveillance for various aspects of the contract.

• Performance Objectives: Covers contractor responsibilities for providing ambulance service, vehicle maintenance, maintenance procedures, qualified personnel, and sanitation procedures.
• PWS Paragraphs: References specific sections of the Performance Work Statement (PWS) related to each objective.
• Performance Thresholds: Defines compliance percentages (e.g., 95% or 100%) required for each objective.
• Method of Surveillance: Details how the government will monitor compliance, primarily through 100% surveillance of patient pick-ups and general surveillance of maintenance and personnel.
• Compliance Status: Includes columns for "Met" and "Not Met" to record the outcome of surveillance, along with a "Remarks" section for notes.

This checklist provides potential bidders with a clear understanding of the government's expectations for performance and quality under the Ground Ambulance contract. It highlights critical areas such as service compliance, vehicle upkeep, personnel qualifications, and sanitation standards, along with the metrics and surveillance methods that will be used to evaluate contractor performance. Bidders should review this document to ensure their proposed services and operational procedures align with these requirements.

Questions & Answers / Clarifications

This document provides the Government's responses to questions received regarding Solicitation No. 36C24526R0037 for Ambulance Transportation Services at the Hershel “Woody” Williams VA Medical Center (HWW VAMC).

• Pricing Structure: The current CLIN structure will be used for pricing recurring routes and flat-rate scenarios. Separate CLINs will only be implemented via amendment if deemed necessary by the Government.
• Simultaneous Transport Requests: The numbers stated in Section 4.4.2.10 for required simultaneous transport capability at Huntington VAMC are accurate as written.
• Prescheduled Trip Cutoff: Manifests are prepared and transmitted to the vendor no later than 1300 hours daily. Requests received after 1300 hours are considered "addon" trips for that service day. The solicitation will be amended to reflect this 1300 cutoff, clarifying conflicting "noon" and "1900" references.
• Electronic Patient Care Records: Ambulance crews will document and verify all transports electronically. Paper run sheets are not provided at the time of transport. ePCR records are available to the VA upon request.
• Wait Time CLINs: Wait time CLINs will remain in 30-minute increments, despite performance and reporting standards being defined in 15-minute intervals.
• Surveillance Checklist: The "Surveillance Checklist" referenced in Section D.2 will be provided.
• Addon Response Time: The correct response time standard for addon requests at HWW VAMC is 60 minutes, with 30 minutes for urgent critical addons, as stated in Section 4.4.2.12.3. Section 4.2.3 will be amended to align with this standard.
• Return Mileage: The same rates apply to both recurring and nonrecurring (addon) trips, covering both transport and return mileage.
• Critical Care Transport (CCT) Response Times: CCT response time standards are firm and will not be adjusted due to the critical nature of these transports.

Several sections of the solicitation will be corrected or clarified via amendment to align with the Government's intent, particularly regarding scheduling cutoff times and addon response times. Bidders should note these clarifications when preparing their proposals.

Amendment / Modification

This amendment serves to post the Questions and Answers (Q&As) that were submitted and to provide an updated Solicitation document that incorporates these changes. All other terms and conditions of the original solicitation remain unchanged.

• The updated Solicitation document reflects changes based on the Q&As.

• No changes to proposal deadlines, requirements, or evaluation factors are indicated, beyond those incorporated into the updated solicitation document.

Solicitation / RFP / RFQ

This solicitation is for contracted ambulance transportation services for the Hershel “Woody” Williams VA Medical Center (HWW VAMC) and its associated Community-Based Outpatient Clinics (CBOCs). The services required include Basic Life Support (BLS), Advanced Life Support (ALS), Specialty Care Transport (SCT), and Critical Care Transport (CCT).

• Provision of ambulance services including vehicles, personnel, management, supplies, and equipment.

• Services cover scheduled add-ons, non-critical transports, and emergent transports.

• Specific types of transportation include BLS, ALS, CCT, and SCT.

• Response times vary by service type (e.g., emergent ALS within 20 minutes, add-on BLS within 2 hours).

• Contractor must utilize the VetRide Vendor Portal or VA-Approved Transportation Software for requests and invoicing.

• Personnel must meet all applicable federal, state, and local requirements, including certifications and licensing.

• Contractor must provide a Quality Control Plan (QCP) and adhere to performance standards outlined in the Quality Assurance Surveillance Plan (QASP).

• This is a Fixed Price 5-year Indefinite Delivery Indefinite Quantity (IDIQ) Contract.

• Minimum guaranteed amount: $1,000.00

• Approximate maximum dollar amount/contract ceiling: $25,000,000.00

• Period of Performance: Base period (06-01-2026 to 09-30-2026) and subsequent ordering periods up to 05-31-2031.

• Offers must be submitted by 3:00 PM EST on April 27, 2026.

• Questions are due by 3:00 PM EST on April 13, 2025.

• Offers must be submitted in two volumes: Volume I (Technical - Non-Price) and Volume II (Price).

• Evaluation will be based on Lowest Price Technically Acceptable (LPTA).

• Key evaluation factors include Technical Capability, Fleet, Insurance, Personnel, Past Performance, and Price.

• This acquisition is UNRESTRICTED or SET ASIDE: NAICS code 621910, Size Standard $22.5 Million.

• The place of performance is variable and may occur within the states of West Virginia, Pennsylvania, Ohio, Maryland, Kentucky, and Washington D.C.

• The solicitation includes numerous FAR and VAAR clauses and provisions covering contract terms, invoicing, security, and compliance.

Solicitation / RFP / RFQ

This document is a draft solicitation (36C24526R0037) for Ambulance Services at the Huntington VA Medical Center (VAMC). The government is procuring ambulance services for this location.

Specific requirements and deliverables are detailed in the attached "S02 36C24526R0037 Draft" document, which is referenced as the primary source for solicitation details.

Not specified in the provided text.

• Response Date/Time/Zone: April 27, 2026, 3:00 PM Eastern Time, New York, USA.
• The solicitation number is 36C24526R0037.

Not specified in the provided text.

• The Contracting Office ZIP Code is 21902.
• The Contracting Office Address is Department of Veterans Affairs, VA Maryland Health Care System, Perry Point, MD.
• The Place of Performance is Huntington VAMC, Huntington, WV.
• Product Service Code (PSC): V225
• NAICS Code: 621910
• Point of Contact: Mark Smith, mark.smith25@va.gov