This solicitation is a "SOURCES SOUGHT" 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 solicitation 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. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. 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 according to Department of Transportation and New York State regulations. The proposed contract action will be for a firm fixed-price contract from May 1, 2015 (or Date of Award) through April 30, 2016. DESCRIPTIONS AND SPECIFICATIONS: The Department of Veterans Affairs at the Buffalo and Batavia VAMCs has a requirement for Wheelchair Van Services to transport eligible Veteran beneficiaries as follows: A. The Contractor shall be required to pick-up and transport veteran beneficiaries to and from their homes or nursing homes, between VA sites, or between any two sites designated by the VA, within the areas of capability as indicated above. B. The Contractor shall treat each patient with respect, concern, and with a professional approach to his/her dignity as an individual and as a patient. All communication, both verbal and non-verbal, by the Contractor personnel while in the presence of the patient shall be conducted in a professional manner. C. Contractor will provide adequate wheelchair capable vehicles; smoking in the vehicles at any point is not authorized. D. Requests for service regularly scheduled in advance will be submitted in writing, transmitted via facsimile, 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 will be called in by telephone. E. Contractor will arrive at pick-up point at time requested, a 15 minute window before and after is allotted for traffic and weather variances. Any delay should be communicated to a VA employee. F. Contractor will provide a vehicle for the return ride within 45 minutes of VA employee notifying the contractor of pickup needed. G. Contractor will not allow family or friends of drivers into the vehicle at any time. H. Contractor will provide a vehicle from point of origin to destination without any personal stops in between. I. The responsibility for requesting all services is limited to authorized Veterans Service Center/Management Systems (MS) personnel. J. Trip tickets signed by designated MS employees will constitute written confirmation of services rendered. K. When in the best interest of the Veteran beneficiary, a relative or aide may accompany the patient at no additional cost to the Government. L. Legitimate toll charges incurred shall be listed separately on the Contractor's invoice only for "loaded" trips. M. In the case of an incident and/or accident occurrence involving the transport of a Veteran beneficiary, the Contractor will file a written report within 24 hours, and submit it to the Contracting Officer. N. Contractor will 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. O. Contractor shall be able to provide their own wheelchair when needed. P. Contractor must be able to transport at any time of day, 24 hours a day, and 365 days a year to include all holidays. Q. Contractor must be able to provide a 2 man assist when the need arises to transport a veteran that has steps. R. Contractor must provide vehicles that have 4 point chair restraints and a safety lap/chest belt. S. Contractor shall transport veteran from pick up location all the way to location of the appointment if necessary. T. Notwithstanding any other provisions in this Contract, the Contractor remains responsible for: (1) ensuring that any service provided pursuant to this contract complies with all pertinent provisions of Federal, State and local statutes, rules and regulations; and (2) ensuring the quality of all services provided by the Contractor. Places of Performance: Department of Veterans Affairs Buffalo VA Medical Center Batavia VA Medical Center 3495 Bailey Avenue 222 Richmond Avenue Buffalo, NY 14215-1129 Batavia, NY 14020-1227 Response: Responses to this Sources Sought Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service 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.), and point of contact to include e-mail address and telephone number. All offerors must be registered in the System for Award Management (www.sam.com), and Representations and Certifications must be completed prior to any future offer. Any offeror capable of providing this service shall notify the Contracting Officer by email within 20 calendar days from the date of the publication of this synopsis. The NAICS Code is 485991, Special Needs Transportation, with a size standard of $15.0M. All information is to be submitted via e-mail at
[email protected]. Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within of the discretion Government