This is a sources sought for the Washington, DC VAMC located at 50 Irving ST. NW, Washington DC. 20422. This notice is to determine the availability of Small Businesses as potential sources under NAICS 485991. All interested should submit a capability statement and indicate social economic status. Include the DUNS number of your firm. State whether your firm is registered with the System for Award Management (SAM) at www.sam.gov and/or the VetBiz Registry at www.vetbiz.gov and indicate if your firm has a GSA Schedule. Please Note: any future solicitation could only be awarded to a contractor who is registered in SAM. To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. Please respond via email to
[email protected] by 12:00pm EST March 11, 2019. Provide only the requested information above. Statement of Work STATEMENT OF WORK Veterans Affairs Medical Center, 50 Irving ST. NW, Washington DC, is requesting an annual contract for wheelchair van transportation services for VA beneficiaries. We have an average of 2,000 one-way transports a month, however VA will have the option to decrease or increase the requested services based on facility workload and alternative transportation sources. The Contractor shall furnish all vehicles, personnel, management, equipment, supplies and services to provide Wheelchair Van Transportation Services. Special Contract Requirements The Contractor shall obtain all necessary licenses and/or permits required to perform this service. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or his employees fault or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance. as prescribed by Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the CO. Service to be provided The Contractor shall be required to pick-up patients from the DC VAMC and other points of origin of travel and transport him/her to DC VAMC clinic appointments and return them to their residence or to other places/locations in a timely manner. The Contractor shall be penalized for late patient arrivals to DC VAMC clinic appointments at a rate of three-quarters (¾) the unit charge per trip (one-way). Additionally, the Contractor shall be penalized the base rate for late patient arrivals that result in the cancellation of the patient s appointment, breakdown of a van more than one (1) time in a six (6) month period or if a patients is not picked up at all through no fault of the patient. A request for services will be made by the DC VAMC Travel Office or Administrative Officers of the Day (AOD) in writing, fax, and or telephone through the DC VAMC at 202-745-8252 Business Office s Travel Office and/or designated COTR. If the Contractor fails to furnish service within 30 minutes after receiving a request for service, the DC VAMC reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result thereof. The DC VAMC will be the sole judge in determining when to request service from another source. In the event the DC VAMC elects to use the Contractor s service after a minute wait, a penalty shall be assessed at a rate of one-half the unit charge per trip (one-way). However, in no instance will the Contractor be required to furnish more than twelve (12) wheelchair vans at a time. The Contractor shall furnish to the COTR on a daily basis, the previous days invoices that will include pick-up and drop-off times for all trips. This information may be dropped off to the DC VAMC Travel Section on the first trip in for the day in room 1A110 (Patient Travel Office). Hours of operation will be 7:00am to 5:00pm Monday through Friday, except Federal holidays. Federal holidays include New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other specifically designated days by the President of the United States to be a national holiday. Off Duty Business Hours: 5:01PM to 6:59AM, Monday through Friday, all day Saturday and Sunday and Federal Holidays. When a Holiday falls on a Sunday, the following Monday will be observed as a Legal Holiday. When a Holiday falls on a Saturday, the Preceding Friday is observed by the US Government Agencies. Contractor Employees: (a) The DC VAMC reserves the right to restrict any Contractor employee from performing services under this contract who do not meet the required qualifications for the services they are required to perform and who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the DC VAMC and its veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all the required services in accordance with all terms, conditions, and schedules contained herein. (b) The Contractor shall provide qualified personnel as required by contract specifications to accomplish all services under this contract. (c) Contractor personnel performing services to the DC VAMC shall at all times conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. Contractor personnel shall not smoke in vehicles. Attendants/Driver (a) Qualified driver, which will also serve as the attendants/driver shall be courteous and treat each passenger with dignity and respect. A DC VAMC Mission Statement must be included in each transport service vehicle with a direct phone number to a DC VAMC Customer Service Representative. (b) The Contractor shall maintain a record of each employee as to character and physical capabilities of performing the duties of a driver and/or attendant able to perform para-transit, and be made available for inspection upon request. All drivers and/or attendants shall wear uniforms with badges, which identify them as the contract s employee; a penalty of the base rate of each one-way trip shall be assessed for each occurrence if this requirement is not meet. The Contractor shall conduct training, at least semi-annually for its employees, which will include safety and courtesy procedures and policies. Drivers must be certified in CPR training. (c) The COTR may, in the best interest of the beneficiary, authorize a relative or caregiver to accompany him/her. A relative is defined as a spouse, parent, son, daughter, brother sister, uncle, aunt, niece or nephew of the beneficiary by blood or marriage. The Contractor shall not charge for transporting a relative that is acting as an attendant. (d) The Contractor shall, when directed by the ordering office, be required to furnish an additional attendant in the transportation of patients. The Contractor shall be paid at the rate specified in the Bid Item No. (e) In the event of a Weather related and/or National Emergencies declared by the Federal Government, the COTR reserves the right to act in the best interest of the Federal Government and the services received therein. Vehicle (a). Vehicle must be of quality and model conditions to assure the patient s complete high quality transportation (i.e., functioning heater and air conditioning, etc.) and emergency first aid kits as well as meet minimum standards for maintenance and staffing of all non-emergency van vehicles. (b). Each Passenger Vans must be equipped with lifts and or ramps with tie down straps and drivers properly trained in proper tie down procedures. (c). Each MV shall be equipped with additional extension belts at all times to accommodate any size patient. Patients shall not be transported until properly secured by seat belt. Equipment certification is the sole responsibility of the Contractor. A trained person shall be identified to the COTR as equipment certifier. (d). Each MV must be inspected and maintained daily to assure the safety of all passengers and respected items; and as required by federal, state, and local law in the area in which the vehicle operates. The Contractor will not be allowed to use vehicle, equipment and or drivers in performance of this contract that do not have current valid inspection/and license as required by the applicable, federal, state, and/or local law. Each vehicle must be thoroughly cleaned on a routine basis to ensure a healthy and clean passenger environment for the beneficiaries. Smoking shall not be allowed while transporting patients; no texting/and or answering cell phones while the vehicle is operational (moving). Hands free verbal communication is acceptable. (e).Each vehicle used in the performance of this contract shall be licensed and meet minimum vehicle requirements as maintained by the Government of the District of Columbia. (f). The DC VAMC reserves the right to accept or reject any vehicle as determined by the DC VAMC inspection team/and or the COTR. In the event of an unacceptable finding, the DC VAMC reserves the right to obtain service from another source and to charge the Contractor with any excess cost which may result thereof. Number of Patients (a) Up to five (5) wheelchair patients and (2) sedan car patients will be transported on a trip unless specifically authorized by the COTR (b) The Contractor must ensure that the pick-ups and drop-offs are scheduled so that the total distance traveled will result in the most economical charge to the DC VAMC; which will be closely monitored by the COTR. Toll Charges Quoted in the schedule do not include any ferry, bridge, tunnel and road toll charges. Any such legitimate toll charges incurred shall be limited to ONE WAY ONLY and shall be listed separately on the economical charge to the DC VAMC. Waiting Time For time lost in waiting at either or both ends of a trip due to causes beyond his/her control, the Contractor will be reimbursed at the rate of one-forth (1/4) the hourly rate quoted in his/her offer for each quarter hour (15 minutes) or fraction thereof in excess of one quarter hour from the time his/her reports to the designated person. If the pick-up is other than at the DC VAMC, the Contractor shall announce the reimbursement. In no event shall the Contractor wait more than fifteen (15) minutes for a patient without authorization from the COTR or designee. This call is only for the purpose of certifying his/her arrival time at the pick-up point and is not necessary if the Contractor anticipates no delay from which he will claim reimbursement. Response pay chart is required here. Rates Rates will apply to any trip between the hours of 6:00 AM and 6:00 PM. Payment for mileage traveled beyond the city limits will be limited to one way only -- the distance over which the patient is transported. Such mileage costs will be paid in addition to the applicable rate per trip for any trip entirely within the city limits. The latest edition of the BING Maps and any acceptable mileage determination devices shall be used. Customer Service The DC VAMC has high standards regarding customer service and the Contractor shall apply said standards in the course of this contract; all applicable written directives, instruction memorandums and or policy established in the course of this contract shall apply. The Contractor shall be properly notified and updated of the same. A customer service statement of the DC VAMC s core values with contact number is placed in each vehicle used for transporting. (a) At no time shall the Contractor leave vehicles (MV) on DC VAMC premises unless a pickup/and or delivery is in process. (b) The Contractor shall conduct his/her self in a businesslike, professional manner at all times while on DC VAMC premises; obey all institutional rules and are subject to authority while on site. The Contractor shall provide and maintain a dispatcher - direct line to enhance client timely pick up. (c) When transporting patients to or from the DC VAMC and related facilities, the driver will ensure that the patient s luggage, medical records, medications, and prosthetic devices are properly cared, accounted for and delivered with the patient. (d) The Contractor is subjected to a minimum 98% compliance rate regarding incidents. Failure to perform and or be in compliance with this contract rate may constitute sufficient cause for early termination of the contract for causes. The Contractor is allowed two (2) determined incidents by the COTR/and or designee per month. (e) During severe climate weather conditions/and or nationally or locally declared emergencies the Contractor shall be fairly compensated. Contractor Personnel Security Requirements All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. Position Sensitivity - The position sensitivity has been designated as low risk. Background Investigation - The level of background investigation commensurate with the required level of access is minimum background investigation. 3. Contractor Responsibilities The contractor shall bear the expense of obtaining all background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. VA Office of Security and Law Enforcement will provide required forms to the contractor. These shall be submitted by the contractor or their employees within 30 days of receipt: Forms may include: Standard Form 85P, Questionnaire for Public Trust Position Standard Form 85P-S, Supplemental Questionnaire for Selected Positions FD 258, U.S. Department of Justice Fingerprint Applicant Chart VA Form 0710, Authority for Release of Information Form Optional Form 306, Declaration for Federal Employment Optional Form 612, Optional Application for Federal Employment The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. After contract award and prior to contract performance, the contractor shall submit a letter to the Contracting Officer providing the following information: List of names of contractor personnel. Social Security Number of contractor personnel. Home address of contractor personnel or the contractor s address. Billing information for the program office, Name and telephone number of the contract. The Contractor shall adhere to the Health Insurance Portability and Accountability ACT (HIPAA). Prior to award of a contract the Contractor shall furnish to the CO, a certificate of insurance which shall contain an endorsement to the effect that cancellation of; any material change in said insurance coverage which adversely affect the interests of the Government in such insurance coverage shall be effective unless thirty (30) days written notice of the cancellation or change is furnished to the CO and/or COTR.