Veterans Affairs



FedBizOppsSources Sought Notice*******CLASSIFICATION CODESUBJECTCONTRACTING OFFICE'S ZIP-CODESOLICITATION NUMBERRESPONSE DATE (MM-DD-YYYY)ARCHIVE DAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSSET-ASIDENAICS CODECONTRACTING OFFICE ADDRESSPOINT OF CONTACT(POC Information Automatically Filled from User Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAIL ADDRESSEMAIL DESCRIPTION ADDRESSPOSTAL CODECOUNTRYADDITIONAL INFORMATIONGENERAL INFORMATIONPLACE OF PERFORMANCE* = Required FieldFedBizOpps Sources Sought NoticeRev. March 2010VWheeled and Hired Car Transportation9081536C26218Q904611-15-201760N14485991Department of Veterans AffairsNetwork Contracting Office 224811 Airport Plaza DriveSuite 600Long Beach CA 90815Danielle Carrolldanielle.carroll4@VISN WideVA Long Beach Healthcare SystemVA Loma Linda Healthcare SystemVA San Diego Healthcare SystemVA Greater Los Angeles Healthcare SystemUSAdanielle.carroll4@THIS REQUEST FOR INFORMATION (RFI) – SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses (SDVOSB/VOSB) interested and capable of performing the work. 2. The NAICS for this requirement is 485991 – Special Needs Transportation3. Interested and capable Contractors should respond to this notice no later than November 15th, 2017 by providing the following via email only to danielle.carroll4@ (a) Company Name (b) Address (c) Point of contact (d) Phone, fax, and email of primary point of contact(e) DUNS number (f) Type of small business, if applicable, (e.g. Services Disabled Veteran Owned small business (SDVOSB), Veteran-owned small business (VOSB), 8(a), HUB-Zone, Women Owned Small Business, Small disadvantaged business, or Small Business). (g) A capability statement that addresses the organization’s qualifications and ability to perform as a contractor specifically for the work described in paragraph 5 below. Respondents are also encouraged to provide specific examples (e.g. contract number, point of contact information) of the Contractor’s experience providing the same or similar supplies/services to that described in paragraph 5 below.4. SDVOSB/VOSB respondents.(a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause.(b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, § 125.6 the prime contractor's limitations on subcontracting are as follows: (1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (2) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. 5. We are requesting the service of a contractor to provide Wheeled and Hired Car Transportation for the following VISN 22 locations: Veteran Administration of Long Beach Healthcare System (VALBHS); Veteran Administration of San Diego Healthcare System (VASDHS); Veteran Administration of Loma Linda Healthcare System (VALLHS); Veteran Administration of Greater Los Angeles Healthcare System (VAGLAHS). Please refer to the Statement of Work (pg. 5) for the specifications for the requirements.6. Please note that if VA’s pending market research establishes that two or more VOSB or SDVOSB, who are certified in VA’s Vendor Information Pages (VIP) site , can perform the services VA will set aside the underlying solicitation per 38 U.S.C. §8127.?7. All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at . Registration must include Representations and Certifications. 8. Contractor may provide an informal quote for the unit prices listed below:Pricing shall be all inclusive of all necessary and appropriate labor, supervision, administrative functions, vehicles, equipment, materials, fuel, supplies, insurance policies, and all other cost normally associated to provide Wheeled and Hired Car Transportation Services as indicated. ITEMDESCRIPTIONUNITPRICE (EA)1WHEELCHAIR ANY TRIP ENTIRELY WITHIN A 20 MILE RADIUS FROM DESIGNATED PICK-UP POINT TO DROP OFF LOCATIONEA2WHEELCHAIR CHARGE PER MILE BEYOND 20 MILESEA3WHEELCHAIR BILLABLE INCOMPLETE PICKUPS (per 15 minutes)EA4WHEELCHAIR BILLABLE WAIT TIMESEA5HIRED CAR BASE RATE WITHIN 20 MILE RADIUS FROM VAMCEA6HIRED CAR CHARGE PER MILE BEYOND 20 MILES FROM VAMCEA7HIRED CAR BILLABLE INCOMPLETE PICK UPEA8HIRED CAR BILLABLE WAIT TIMES (per 15 minutes)EASTATEMENT OF WORKGENERAL PROCEDURE.The Contractor shall provide Wheeled and Hired Car Services to Veteran patients of the main Veteran Affairs Medical Centers (VAMC), twenty-four (24) hours a day, seven (7) days a week including holidays as requested by the Government. All services shall be provided in accordance with the terms, conditions and requirements as specified herein.The Contractor shall have a dispatch center(s) and vehicle management site located within southern California and provide one (1) dispatcher located at the VAMCs.Services shall routinely be provided to Veterans residing in the Los Angeles, San Diego, San Bernardino, Riverside, and Ventura counties. Transportations services shall also be required less frequently in other counties within Southern California, Arizona and Nevada. The Contractor shall have a Passenger Endorsement license for counties of the clinics listed in Table 2.1.1.1., Table 2.1.2.1., Table 2.1.3.1, and Table 2.1.4.1. The Contract shall also have the capability to acquire required licenses and/or permits to perform the required services in each of these states and counties.All services shall be performed from the designated pick-up point to the drop-off location which may include the main VAMCs, Community Based Out-Patient Clinic or other designated locations (i.e. nursing homes, airport, other medical facilities, etc.) including delivery to specific rooms within a building if so specified.PARTICIPATING COMMUNITY BASED OUTPATIENT CLINICS (CBOCs):The following are the addresses of the participating clinics where patient transport services shall be needed in addition to the main Medical Centers:Veterans Administration of Long Beach Healthcare System (VALBHS):VA Anaheim Clinic 2569 W. Woodland Drive, Anaheim, CA 92801Laguna Hills VA Medical Clinic 25292 McIntyre Street,Laguna Hills CA 92653VA Santa Ana Clinic 1506 Brookhollow Dr. Santa Ana, CA 92705VA Villages at Cabrillo Clinic 2001 River Avenue, Building 28 Long Beach, CA 90806VA Whittier/Santa Fe Springs Clinic10210 Orr and Day RoadSanta Fe Springs, CA 90670Anaheim Vet Center 859 South Harbor Blvd Anaheim, CA 92805North Orange County Vet Center 12453 Lewis St. Suite 101 Garden Grove, CA 92840Pools of Hope6801 Long Beach BlvdLong Beach CA 90805 Veterans Administration of San Diego Healthcare System (VASDHS):Mission Valley8810 Rio San Diego DriveSan Diego, CASorrento Valley10455 Sorrento Valley RoadSan Diego, CAOceanside1300 Rancho Del Oro RoadOceanside, CAImperial Valley1115 South 4th StreetEl Centro, CA Escondido815 East Pennsylvania AvenueEscondido, CAChula Vista865 Third AvenueChula Vista, CA Veterans Administration of Loma Linda Healthcare System (VALLHS):Rancho Cucamonga CBOC8599 Haven Ave Suite 102Rancho Cucamonga, CA 91730Corona CBOC2045 Compton Ave Bldg. 7Corona, CA 92879Murrieta CBOC27078 Baxter Rd, Ste 540Murrieta, CA 92653Victorville CBOC12138 Industrial Blvd Suite 120Victorville, CA 92395Palm Desert CBOC41900 Cook St Palm Desert, CA 92211Blythe VA Clinic1273 W Hobsonway Blythe, CA 92225 Veterans Administration of Greater Los Angeles Healthcare System (VAGLAHS):Wheelchair Sepulveda Ambulatory and Nursing Home Center16111 Plummer StNorth Hills, CA 91343San Luis Obispo VA Community Clinic1288 Morro St Ste 200San Luis Obispo, CA 92401Los Angeles Ambulatory Care Center351 Temple StreetLos Angeles, CA 90012Oxnard VA Community Clinic1690 Universe CircleOxnard, CA 93033East Los Angeles VA Community Clinic5426 E. Olympic BlvdCommerce, CA 90022Santa Barbara VA Community Clinic4440 Calle RealSanta Barbara, CA 93110Gardena VA Community Clinic1149 W. 190th StGardena, CA 90248Santa Maria VA Community 1550 East Main StreetSanta Maria, CA 93454Pasadena VA Community Clinic420 W. Las Tunas Dr #1San Gabriel, CA 91776Lancaster VA Community Clinic340 E. Avenue Suite 108Lancaster, CA 93535Bakersfield VA Community Clinic1801 Westwind DriveBakersfield, CA 93301VEHICLES:Each vehicle and its equipment and supplies must be of the quality, model and condition which insures' each patient high quality transportation service. Each vehicle shall be in excellent mechanical condition. The interior and exterior of each vehicle must be well maintained and present a respectable appearance. Each vehicle shall be of a model and make to ensure safe and comfortable transportation for the patient and must be inspected and maintained daily to assure mechanical fitness for public safety. Each vehicle shall be equipped with such safety items as required by Federal, State and local authorities in the area in which they are operated and any other items required by the aforementioned authorities in the future. In addition, the vehicles must have as a minimum: Heater and air conditioning in good operating condition capable of maintaining a comfortable temperature throughout the vehicle interior Safety restraint equipment to insure wheelchairs and do not move during transport First aid kit and supplies Fire extinguisher Appropriate road emergency warning equipment Two communication devices Written emergency procedures that are immediately accessible, concise and comprehensible to the person operating the vehicleAll transportation vehicles and/or services shall be provided in accordance with Federal, State and local laws. Vehicles shall be equipped with safety devices to load/unload passengers under all physical circumstances to enable easy and safe loading of patients confined to wheelchairs.Vehicles shall be able to accommodate all patients regardless of their weight or size within the maximum capacity. Seats available for patient’s attendant and shall be able to accommodate medical equipment, devices and luggage with a maximum weight of 50lbs. each piece. Vehicles shall have sufficient room so patients are not required to bow their heads to avoid hitting the ceiling during loading/unloading and transport regardless of height of veteran patient.DRIVER AND ATTENDANT QUALIFICATIONS:Wheeled and hired car drivers and attendants shall have successfully completed the Standard First Aid courses of the American Red Cross or equivalent. Proof in the form of a certificate that first aid training has been successfully completed and is current shall be available upon request by any VA staff member. Drivers shall be fully trained and licensed in the State of California. Drivers and attendants shall treat all Veteran patients with courtesy and respect at all times. Verbal and/or physical abuse of VA patients shall not be tolerated and shall be immediately report to the COR or VAMC Beneficiary Travel section.For all wheeled and hired car request, the Contractor shall provide one driver and one attendant.SOLICITING:Soliciting Veteran patients in any form or for any reason by Contractor personnel is STRICTLY PROHIBITED.TRAININGThe contractor shall provide training for drivers on proper handling of VA patients and instruction in the following: Proper loading and unloading procedures inclusive of tie down of patient and equipment The handling of accidents in the event of an accident involving the Contractor’s equipment and/or personnel with a Veteran patient on board. The handling of road emergencies including medical emergencies. In the event of a Medical emergency in transit, the operator or assistant shall follow the proper protocol established by law on wheeled and hired car transports.TYPES OF PATIENTS TO TRANSPORT:VA beneficiaries requiring transport are Veteran patients that may have multiple medical conditions and consist of ambulatory, partial ambulatory with wheelchairs and scooters, blind, amputees, spinal cord injured patients consisting of paraplegics and quadriplegics. In addition, some patients carry oxygen bottles mounted on wheelchairs or in portable carriers but require no administration of oxygen by Contractor personnel.CONSTANT WATCH PATIENTS:Constant watch patients require continuous observation by an attendant. These patients have been determined to be an elopement risk, hostile (verbal or physical) or confused. The Contractor may be required to provide an additional attendant for observing for some Veteran patients which shall be identified at the time services are ordered.In the event a constant watch patient requires a higher level of transport than initially ordered, the VAMC Beneficiary Travel section shall be contacted immediately to obtain authorization to provide the level required. Contractor personnel shall be trained and proficient in handling constant watch patients in a safe and courteous manner.Constant watch patients shall be left at delivery point only with a responsible party designated at the time of order. Patients shall not be left unattended and shall be turned over to designated parties at drop-off locations. The designated party shall be identified by the VAMC Beneficiary Travel section at the time the order is placed.TRANSPORTATION OF AUXILLIARY EQUIPMENT:9.1. Contractor shall be required to transport the following auxiliary equipment for patients: and/or wheelchair/power wheelchair, luggage, medical records, medication, comfort items, adaptive devices medical equipment from pick-up point to destination.MILEAGE: 10.1. All trips shall be charged as a one-way trip from the designated pick-up point to drop-off locations. Mileage traveled shall be charged only beyond the 20-mile radius from the pick-up point and shall be charged as a one-way trip. All transports and/or trip mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide, Thomas Guide or one of the mutually acceptable computer based map program. In the case of an incomplete pick-up beyond the 20-mile radius, the contractor may charge the base rate and the additional miles after the initial 20-miles as indicated in the Schedule of Services and Price. Contractor shall ensure that the pick-ups and drop-offs shall be scheduled so that the total Distance traveled shall result in the most economical charge to the Government.VA WAITING TIME: 11.1. The Contractor shall be charged appropriately for each instance that a patient beneficiary is late or rescheduled for an appointment if it is determined by the VA that the patient was late for an appointment due to the fault of the Contractor. This cost shall be the same as the Government charge for an incomplete pick-up as indicated in the Schedule of Services and Price. Appropriate deductions from Contractor's invoices shall be made for such charges. Patients shall not be picked-up prior to two hours of their scheduled medical appointments unless it was arranged and coordinated upon services being ordered by VAMC. All transport services shall be scheduled to prevent patients from having to wait longer than forty-five (45) minutes for pick- up. In the event a patient is to be delayed for an appointment due to circumstances beyond the control of the Contractor, the dispatch center must be notified immediately by the designated driver that a delay is anticipated in order to report the delay of the patient beneficiary to the appropriate VA personnel.CONTRACTOR WAITING TIME: 12.1. For time lost in waiting for a patient at either the pick-up or drop-off location due to causes beyond the Contractor’s control, the Contractor shall be reimbursed at the rate quoted in the schedule in 15 minute or one-quarter hour increments after the first 15 minutes from the time they report and get authorization to wait from the VA Beneficiary Travel section or Administrative Officer of the Day (AOD). The first 15 minutes shall NOT be charged to the Government. The Contractor shall call VA Beneficiary Travel or the Administrative Officer of the Day after hours for authorization to wait for a patient beyond the 15-minute threshold. INCOMPLETE PICK UP: 13.1. In the event a scheduled patient refuses the pick-up by the Contractor, Contractor may charge a “trip charge” as indicated on the Schedule of Services and Price. This charge shall be for one-way trip charge only either as an incomplete pick-up or incomplete pick-up plus mileage if the trip is beyond a 20-mile radius from the pick-up point to drop-off location. Patients that cancel trips at the door may be billed as incomplete pick-up only if the VAMC Beneficiary Travel is notified immediately that the patient cancelled or refused to be transported. In the same manner, the amount charged in the Schedule of Services and price shall be used to charge the contractor for failure to pick-up a beneficiary timely for his/her appointment when the appointment must be rescheduled. LATE DROP OFFS 14.1. The Contractor shall be charged for each instance that a patient beneficiary is late or rescheduled for an appointment if it is determined by the VA that the patient was late for an appointment due to the fault of the Contractor. This cost shall be the same as the Government charge for an incomplete pick-up plus mileage if the trip is beyond a 20-mile radius from the pick-up point to drop-off location. Appropriate deductions from Contractor’s invoices shall be made for such charges 14.2. Patients shall not be picked up more than two (2) hours prior to their scheduled pick-up time or medical appointments unless it is arranged and coordinated when services are ordered by VAMC. Transportation services shall be scheduled such that patients wait no longer than forty-five (45) minutes at the pick-up or drop off location. In the event a patient is to be delayed for an appointment due to circumstances beyond the control of the Contract, the dispatch center shall be notified immediately by the designated driver that a delay is anticipated in order to report the delay of the patient to the appropriate VA personnel. ................
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