V--VA WNY Healthcare System - Special Mode Transportation

This is a SOURCES SOUGHT NOTICE only. This is not a request for formal proposals or quotes. No formal solicitation document exists at this time. This request for information (RFI) 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 notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. PURPOSE AND OBJECTIVES: The intent of this Sources Sought Notice is to identify potential offerors capable of providing prompt safe transportation of wheelchair bound veterans in accordance with all Federal, State and local regulations. The proposed contract action is expected to be a firm fixed-price Indefinite-Delivery Contract with an anticipated period of performance of 02-01-2019 to 1-31-2024. DRAFT SPECIFICATIONS: The Contractor shall provide all transport vehicles, personnel, management, supplies, transportation, fuel, equipment, reports, and anything else necessary to successfully transport wheelchair bound Veteran beneficiaries to and from their homes or nursing homes, between VA sites, or between any two sites designated by the VA, within the service areas indicated below. Vehicles used in performance of this contract shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards. Appropriate licensing by the State of New York is required. All Contractor personnel performing contract services shall meet all qualifications and licensures required by Federal, State, County and Local Government entities from the place in which they operate. Drivers shall have a valid operator's license in accordance with Federal, State, County and Local Government requirements for the subject counties for the services they perform. The Contractor shall provide adequate wheelchair capable vehicles; smoking in these vehicles at any point is not authorized. The contractor must be able to transport all veterans regardless of size or weight or oxygen needs. Requests for service regularly scheduled in advance shall be submitted in writing or called in by telephone the day before services are required. All other requests will be telephoned in on an as needed basis. All return trips shall be called in by telephone. The Contractor shall arrive at the pick-up point at the time requested, where a 10-minute window before and after is allotted for traffic and weather variances. Any delay shall be communicated to the Veterans Service Center (VSC) for transmittal to the Veteran beneficiary. The Contractor shall provide a vehicle for the return ride within 30 minutes of VSC notifying the Contractor of required pickup. The Contractor shall not allow family or friends of Contractor drivers into the vehicle at any time. The Contractor shall provide a vehicle from the point of origin to the point of destination without any personal stops in between. When it is in the best interest of the Veteran beneficiary, a relative or aide may accompany the patient at no additional cost to the Government. Legitimate toll charges incurred shall be listed separately on the Contractor s invoice only for loaded trips, and toll receipts must be provided for invoice verification. The Contractor shall maintain an on going quality assurance program to objectively and systematically monitor and evaluate the quality and appropriateness of services, resolve problems identified, pursue opportunities for improving services, and provide a self assessment of compliance with this Contract. The Contractor shall be able to provide wheelchairs and stretchers when needed. The Contractor must be able to transport at any time of day, 24 hours a day, and 365 days a year to include all holidays. The Contractor must be able to provide 2-man assist when the need arises to transport a Veteran beneficiary. The Contractor must provide vehicles that have 4-point chair restraints and a safety lap/chest belt. Notwithstanding any other provisions in this Contract, the Contractor remains responsible for: 1. Ensuring any service provided pursuant to this contract complies with all pertinent provisions of Federal, State and local statutes, rules and regulations; and Ensuring the quality of all services provided by the Contractor. SERVICE AREA: The primary performance area for coverage will include two separate VA Medical facilities (VAMC) and seven separate Community Based Outpatient Clinics (CBOC) which will require transportation of VA beneficiaries to and from all facilities and their surrounding areas. The majority of transports will occur between or in the general area of the VAMC s and CBOC.s below; however, the contractor shall be required to perform transports in the following counties: Albany, Alleghany, Cattaraugus, Chautauqua, Erie, Genesee, Livingston, Monroe, Niagara, Onondaga, Orleans, Steuben, and Wyoming The medical centers are identified as the Buffalo and Batavia campuses belonging to the VA Western New York Healthcare System. The addresses for the VAMCs are: Buffalo VA Medical Center 3495 Bailey Ave Buffalo, NY 14215 Batavia VA Medical Center 222 Richmond Ave Batavia, NY 14020 The seven community based outpatient clinics (CBOCs) are listed as follows: Dunkirk, Jamestown, Lackawanna, Lockport, Niagara Falls, Olean and Springville. The addresses for the CBOCs are: Dunkirk Community Based Outpatient Clinic 166 East 4th Street Dunkirk, NY 14048 Jamestown Community Based Outpatient Clinic 608 West 3rd Street Jamestown, NY 14701 Lackawanna Community Based Outpatient Clinic 1234 Abbott Road Lackawanna, NY 14218 Lockport Community Based Outpatient Clinic 5883 Snyder Drive Lockport, NY 14094 Niagara Falls Community Based Outpatient Clinic 2201 Pine Avenue Niagara Falls, NY 14301-2300 Olean Community Based Outpatient Clinic 465 North Union Street Olean, NY 14760-2658 Springville Community Based Outpatient Clinic 15 Commerce Drive Springville, NY 14141 The contractor shall have the capacity to schedule up to 200 trips a month and handle significant fluctuations in actual trips (as low as 60 or less). Based on past needs, the average usage is expected to be about 120 trips per month. RESPONSE: Responses to this Sources Sought Notice should demonstrate the firm's experience in delivering the service listed above, as well as capability of performing these services in the areas listed above. Responses should include the following information: Business name, address, DUNS number, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran-Owned Small Business, Veteran-Owned Small Business, Small Business, Large Business, etc.), FSS Contract # if applicable, and point of contact to include e-mail address and telephone number. Offerors will be required to be registered in the System for Award Management (www.sam.com) prior to any future offer. Any interested capable parties shall submit their response by email prior to the response date. The NAICS Code is 485991, Special Needs Transportation, with a size standard of $15.0M. All responses must be submitted via e-mail to [email protected].