Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Gover... This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following responses for all the questions or requests (a) thru (s) in order to be considered for this acquisition: (a) Company Name _______________________________________________ (b) Address_______________________________________________________ (c) Point of Contact ________________________________________________ (d) Phone, Fax, and Email____________________________________________ (e) UEI number ____________________________________________________ (f) Cage Code_________________________________________________________ (g) Tax ID Number ________________________________________________________ (h) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB)_____________________ Veteran Owned Small Business (VOSB)_______________________ Hubzone________________________________ Woman Owned Small Business (WOSB)___________________________ Large Business___________________________________ Is your company considered small under the NAICS code identified under this SSN/RFI? Yes______ No________ (j) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? Yes______ No________ (k) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact. Designated Distributors Company POC Phone Email (l) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? Yes______ No________ If you do, state how and what is altered; assembled; modified? Response:_____________________________________________________________________ (m) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Subcontract Yes______ No________ Portion of Total Cost:_______________________ Please provide estimated detailed percentage breakdowns related to subcontracted work. Response:_________________________________________________________________ __________________________________________________________________________ (n) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. Yes______ No________ Contract #_________________________________ (o) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? Yes______ No________ (p) Please provide general pricing of your products/service for market research purposes. Product/Service Unit Unit Price Amount Important (s) Must provide a statement of capability that clearly addresses the organization s qualifications and ability to perform as a contractor for the work described below. Work to be performed: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT Contractor shall provide assisted transportation (Wheelchair/Cot) service for the beneficiaries of the Department of Veterans Affairs Medical Center, 4801 Linwood Blvd., Kansas City, MO 64128. The Government intends to award a Requirements type contract(s), Firm Fixed Price with Economic Price Adjustment. The fuel price index will be the economic price adjustment mechanism. Adjustment will be made at option year renewal. The formula for calculating the adjustment is Firm Fixed Price with Economic Price Adjustment. QUALIFICATIONS: A.1 Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Subcontracting of services shall not be authorized for the transportation of wheelchair patients and litter patients without prior approval of the VA. The Contractor will submit a request for subcontractor approval to the CO and COR 30 days prior to the subcontractor transporting patients. The request must include documentation verifying the subcontractor meets all requirements required of the contractor in the contract. Successful offeror shall meet all requirements of Federal, State, or City codes regarding operations of this type of service. A.2 Offerors must submit with proposal a letter fully describing the following information: REQUIRED SUBMISSIONS: The successful offeror shall submit the following information to the Contracting Officer prior to contract award and prior to exercising any option to this contract: A letter fully describing the make of vehicle(s), model, year, and ID number vehicle(s) which the bidder agrees to furnish under this proposal. The Contractor shall notify the Contracting Officer in writing of any vehicle(s) added, removed, or altered after award of contract. The letter shall include location and telephone number of offeror s establishment where calls will be received, and vehicles(s) will be available for dispatch. The letter shall also contain certain information as to the metering device or method offeror proposed to use in determining mileage. The offeror shall submit a copy of the current annual safety inspections, required by the State of Missouri, for each vehicle. The offeror submits the complete General Inspection Checklist of each vehicle. The inspections must be completed by a certified mechanic at any State (Missouri) licensed inspection facility. The offeror shall furnish proof of compliance to the Contracting Officer prior to award of contract. State vehicle inspection requirements shall not be accepted as sole certification of vehicle safety. Certificate of Insurance as described in statement of work, paragraph N. A.3 MILEAGE: To determine what is considered reasonable mileage, VA will utilize Bing Maps internet version (internet address: http://www.bing.com) quickest route computations. Mileage is computed for out-of-town runs beginning or ending at the Metro limit. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Contractor must ensure that pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the Government. Disputes over mileage calculations will be resolved by mutual agreement between the COR and contractor. A.4 INSPECTION OF CONTRACTOR FACILITIES/VEHICLES: The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to ensure acceptable standards of performance. PASSENGER TRANSPORTION: B.1 Contractor provides medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the method of contacting the Contractor on a twenty-four (24) hour per day basis. Access to the VAMC, Kansas City, MO shall be obtained through wheelchair ramps and the door accesses located to the left and right of the emergency room during normal working hours and at the emergency entrance during off tours. B.2 If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported. The contractor must document patient refusals in writing and submit the documentation to the COR within 24 hours. Â B.3 Contractor drivers will ensure proper loading/unloading techniques are always followed. Patients in wheelchairs will be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver will ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transport to a vehicle seat. NO patient will be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. The contractor will ensure that drivers receive appropriate safety training on loading/unloading techniques, and such training shall be documented and made available to COR or designee annually and/or prior to contract submission or renewal. B.4 Contractor shall provide through the door assisted service for all patients to and from their designated appointments. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All patients shall be always attended by an authorized responsible party. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle. When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient s arrival by the Contractor s driver or authorized attendant. B.5 The Contractor s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the VA Medical Center Emergency Room staff, at (816) 861-4700, Ext 57310 or 57689 in Kansas City. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD). All diversions from destination will be reported to the COR or designee. B.6 Should the Contractor s driver encounter any problems with transporting of patients, the driver shall contact the COR, or designee, at the Kansas City VA, from 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at the admissions desk. VA will provide a list of individuals (other than the COR or designee) authorized to contact the Contractor. B.7 Contractor s driver shall notify the COR or designee of any unusual events, including but not limited to accidents, safety problems, patients unbolting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds for default. B.8 When there is a need to transport medical records with the patient, the Contractor s driver will ensure that the locked carrying pouch containing the records is secure and delivered with the patient to the destination. B.9 RESTRICTIONS: The Contractor may not carry non-VA contract beneficiaries or private-pay patients with VA Beneficiaries under this contract. No beneficiary en-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise. All such events must be reported to the Travel Office. Drivers shall not make non-emergency stops for any reason, during any patient transport under this contract. B.10 While transporting VA patients under this contract, only authorized drivers or attendants, or patient s family member or representative shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle. DRIVERS AND AUTHORIZED ATTENDANTS: C.1 All Contractor s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Failure to comply with this provision may be grounds for default. C.2 All Contractor s drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request. C.3 All Contractor s drivers and attendants shall have passed the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request. C.4 All Contractor s drivers and attendants shall have oxygen dispensing training C.6 Contractor staff shall perform such duties that require the use of the above training and certification, i.e. transferring patients, helping transfer patients, oxygen dispensing, IV pump monitoring, etc., as needed. C.7 All Contractor s drivers and attendants shall have the physical capabilities to provide special assistance to the patients when transporting patients to the medical center, private residence, nursing homes, etc. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. This determination will be at the sole discretion of the Contracting Officer/COR and will be based upon documented evidence. C.8 All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate to the COR or designee at the VA Medical Center, Kansas City, MO, the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients. A driver or attendant demonstrating an inability to perform patient handling procedures will be required to obtain additional training. Failure to comply with this provision may be grounds for default. C.9 All Contractor s drivers shall maintain a valid operator or chauffeur s license, required to operate the type of vehicle necessary to perform the service, as required by the State of Missouri. Contractor shall provide, at the request of the Contracting Officer, with a copy of the valid license of all drivers performing under this contract. C.10 The COR, or designee, may authorize an attendant other than the driver to accompany a patient with no additional charges incurred to the Government. CONTRACTOR CONDUCT: D.1 The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor s employees, and Contractor s representatives shall treat each patient with respect, concern and a professional approach to Patient s dignity as an individual and as a patient. All communication, both verbal and non-verbal by the Contractor s personnel, with and in the presence of the patient, shall be conducted in a professional manner. Failure to comply with this provision may be grounds for default. D.2 The Contractor s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor s personnel while said persons are at or on the grounds of the medical center. Failure to comply with this provision may be grounds for default. E. ORDERS: E.1 Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via facsimile, electronically (e-mail) and/or telephone, by the Travel Section, VA Medical Center, Kansas City, MO, no later than 4:00 p.m. prior to the day the transportation is required. The following information shall be provided by the VA to the contractor: Patient name (first and last name) Social Security Number Pick up point (include address, telephone , city, state, bldg and/or room number if applicable) Destination Time of pick up Support required or items to accompany (oxygen, IV heplocks, escort, other items) Additional information as needed (whether there are papers, medications or other items to be transported with the patient and location of those items) Including any specific physician instructions If a patient misses his/her scheduled appointment due to pick up delay, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip, it said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified. Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor. Also see Paragraph B.8. Restrictions. The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patients name and social security number, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact Travel Section with any questions, requests for clarification, or the need for additional information at Kansas City VA travel section during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD. E.2 Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The VA will be the sole judge in determining when to order service from another source. E.3 Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination at a timely. E.4 In case of inclement weather, the decision as to whether a VA Patient will be transported will be made mutually by the COR or designee, and the Contractor. If mutual agreement cannot be attained, the COR has the final authority to make decisions regarding transportation during inclement weather. E.5 The Contractor shall notify Travel, upon the Travel Clerk or (AOD s) request, of the estimated time of arrival for any vehicle en-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify Travel by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. For trips outside the Mileage Threshold, the contractor must notify the VA in time for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor s call. E.6 WAITING TIME: The VA Medical Center will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. Fifteen minutes is routine. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate of one-fourth the hourly rate indicated in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. Waiting time must be communicated (via email or phone call) by the Contractor to the Beneficiary Travel Office or COR at the time of pick-up. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer s Technical Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor will claim reimbursement. E.7 Payment for trips performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the patient is transported are limited to one way only , patient loaded miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to no load trips. E.8 The only exception to compensation for loaded miles is when patient is picked up from a remote location and dropped off at a remote location. For Example: Patient is picked up from home in city outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment (also outside mileage threshold). Contractor incurs wait time while patient completes his/her appointment and mileage to transport patient back home. In this scenario contractor will be compensated for mileage incurred from VAMC Kansas City to pickup point (i.e. patient s home), mileage to drop off location (i.e., CBOC), wait time (if pre-approved by the VA), and mileage to transport patient back to home. Rates will be in accordance with current contract rates for mileage and wait time. Remote location is defined as outside the 20-mile radius of the VAMC, Kansas City, MO. E.8. If the COR or designee, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, (see below, paragraph G, for restrictions on the number of patients per vehicle), payment shall be made for the initial patient according to the schedule of items, plus the rider charge for an additional patient as agreed upon in the contract. E.9 When more than 1 (one) patient is transported outside the Mileage Threshold, in a single vehicle, the longest distance transported may be claimed in addition to the base rate for one patient plus the established rider rates for the remaining patients. Trip mileage shall be determined in accordance with the current MapQuest internet version. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government. When more than one patient is transported within the 20-mile radius in a single vehicle to close destinations, a base rate may be charged for one patient and rate for additional beneficiary for the remaining patients. PATIENT PRIVACY AND CONFIDENTIALITY: Contractor shall maintain the confidentiality of all patient information and records associated with the performance of this contract. Awarded contractor shall be required to sign Business Associate Agreement (BAA) as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). See Attachment A for sample Business Associate Agreement. NUMBER OF PATIENTS: It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in paragraph E. Orders. VEHICLES: FAILURE BY THE SUCCESSFUL BIDDER TO MAINTAIN COMPLIANCE WITH ANY OF THE PROVISIONS PRECRIBED IN THIS SECTION FOR VEHICLES USED IN PERFORMANCE MAY BE CONSIDERED GROUNDS FOR DEFAULT OF THE CONTRACT. H.1 Each vehicle shall be always equipped when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules and regulations and must have a minimum of the following: a. The ambulance transport vehicle shall be of model and make to ensure safe and comfortable transportation of wheelchair bound patients. Each vehicle shall be so configured as to hold a minimum of three (3) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of 4-point restraints for all wheelchair positions. All positions shall be seated facing the front-on-front mounted seats or rear on rear mounted seats of the vehicle. No patients may be transported on side mounted seats. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential safety feature shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented and records provided upon request by the Contracting Officer. Wheelchair vans must be designed so that patients are restrained by a seat belt at all times when the vehicle is in motion. H.2 All vehicles shall be equipped to allow for direct communication, at all times, between the drivers and staff of the VA Medical Center. This equipment may be mobile telephone, cellular telephone, or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers or special access codes or devices to Travel Section in order to comply with the provision for direct communication. H.3 All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractors shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient s well being. Failure to comply with the provision may be grounds for default. H.4 All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) sanitary blankets. H.5.All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage; odor, debris and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the contractor s establishment and made available for inspection upon request. H.6 All vehicles shall be smoke free and provide the proper ventilation for the patient. H.7 All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs. H.8 The Contracting Officer reserves the right to prohibit specific vehicles from being used to perform transportation services under this contract. This determination will be at the sole discretion of the Contracting Officer and will be based on documented evidence. H.9 All vehicles shall be equipped with a minimum of one (1) 630-liter oxygen tank and working gauges, etc. to dispense oxygen if necessary. Each tank must be maintained in a secure holder that would withstand an impact collision for the safety of the patient and driver. H.10 Each vehicle shall be equipped with flashing warning lights activated by the opening and loading doors and a properly functioning audible back-up signal. I TOLL CHARGES: It is agreed and understood that the prices quoted in the schedule do not include any ferry, bridge, tunnel or road toll charges. Any such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on the Contractor s invoices. J. PERFORMANCE STANDARD: Contractor must maintain a 99% satisfaction rate per 100 trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than one (1) valid com...