Page 13 of 14 SOURCES SOUGHT The Department of Veterans Affairs (VA) is issuing this Sources Sought in accordance with FAR 15.201(e). The agency does not intend to award a contract but rather gather information on pricing, delivery and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement for the following: DESCRIPTION The National Veterans Golden Age Games (NVGAG) is the premier senior adaptive rehabilitation program in the United States, and the only national multi-event sports and recreational seniors competition program designed to improve the quality of life for all older Veterans, including those with a wide range of abilities and disabilities. The NVGAG is one of the most progressive and adaptive rehabilitative senior sports programs in the world. The Games serve as a qualifying event for competition in the National Senior Games in a number of competitive events. Contractor shall provide all labor, supervision and other resources required to transport ambulatory personnel in support of the 2018 National Veterans Golden Age Games (NVGAG), hosted by the New Mexico Veterans Health Care System (Albuquerque, NM), for a total period of eight (8) days, from August 2 through August 9, 2018. The contractor shall provide adequate equipment and personnel to perform the duties outlined in this statement, which include providing transportation services to and from the Albuquerque International Sunport (ABQ) Airport to the Albuquerque Convention Center, host hotels and to various venues in the Albuquerque area during the period of the NVGAG. This work will be done in collaboration with members of the Albuquerque VA Medical Center s local organizing committee (LOC) and the National Veterans Golden Age Games national team members. This work involves providing all assets needed for transportation needs that can accommodate transporting approximately 1000 ambulatory passengers (to include those with visual impairments), and arrival/departure luggage, with safety provisions for transporting elderly individuals such as hand rails and low steps and verbal guidance to people with visual impairments; educating staff on safety elements using the American Disabilities Act (ADA) requirements; and timely transport of Veterans to various venues for athletic competitions. In addition, this work will require a minimum of two (2) on-site Project Managers during event hours. Awardee must be able to operate all vehicles during specific peak times during the NVGAG that the attached 2018 Transportation Schedule requires. DISCLAIMER This Sources Sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. INTRODUCTION AND PURPOSE OF THE SOURCES SOUGHT With this Sources Sought, we request information regarding your company and your services. The same information will be gathered from different companies and will be used to evaluate what suppliers we will follow up with in the sourcing process with a Request for Proposal (RFP) or Request for Quotation (RFQ). If your organization has the potential capacity and experience to perform these contract services, please provide the following information: Organization name, address, email address, Web site address, telephone number, and size, NAICS code, SIN Category and GSA Schedule and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability and experience. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will review market information to ascertain potential market capacity to: 1) Provide services consistent in scope and scale with those described in this notice; and 2) Secure and apply the full range of requirements to perform tasks appearing in the Performance Work Statement. In addition to discussing your capability statement addressing the PWS, a series of questions regarding capability must be answered.  Please reference question number with each response as follows: Please describe your capability of performing the tasks outlined herein. Considering that the NAICS code is 485210 Interurban and Rural Bus Transportation, provide your business status (women-owned, veteran-owned, etc.). Does your organization have a GSA FSS in SIN 411 1 Ground Transportation Services? If so, provide the GSA Schedule. Structure of Responses Contractors should respond to this Sources Sought by e-mail to
[email protected]. Limit response to a maximum of 3 pages.          The Point of Contact (POC) for this Sources Sought is as follows: Jaime Belletto Contract Specialist Strategic Acquisition Center - Frederick 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 240-215-1625 Timeframe 04/06/2018 - The RFI issued 04/12/2018 - Submission of RFI responses due NLT 12:00pm EST STATEMENT OF WORK PERFORMANCE WORK STATEMENT 2018 National Veterans Golden Age Games (NVGAG) Transportation Services. 1.0 Background: This is the premier senior adaptive rehabilitation program in the United States, and is the only national multi-event sports and recreational seniors competition program designed to improve the quality of life for all older veterans, including those with a wide range of abilities and disabilities. The NVGAG serves as a national showcase for the preventative and therapeutic value of sports, fitness and recreation. The Games serve as a qualifying event for competition in the National Senior Games in a number of competitive events. 2.0 Scope of Work: The Contractor shall provide all labor, supervision and other resources required to transport ambulatory personnel in support of the 2018 National Veterans Golden Age Games (NVGAG), hosted by the New Mexico Veterans Health Care System (Albuquerque, NM), for a total period of eight (8) days, from August 2 through August 9, 2018. The contractor shall provide adequate equipment and personnel to perform the duties outlined in this statement, which include providing transportation services to and from the Albuquerque International Sunport (ABQ) Airport to the Albuquerque Convention Center, host hotels and to various venues in the Albuquerque area during the period of the NVGAG. This work will be done in collaboration with members of the Albuquerque VA Medical Center s local organizing committee (LOC) and the National Veterans Golden Age Games national team members. This work involves providing all assets needed for transportation needs that can accommodate transporting approximately 1000 ambulatory passengers (to include those with visual impairments), and arrival/departure luggage, with safety provisions for transporting elderly individuals such as hand rails and low steps and verbal guidance to people with visual impairments; educating staff on safety elements using the American Disabilities Act (ADA) requirements; and timely transport of Veterans to various venues for athletic competitions. In addition, this work will require a minimum of two (2) on-site Project Managers during event hours. Awardee must be able to operate all vehicles during specific peak times during the NVGAG that the attached 2018 Transportation Schedule requires (see Section D, Attachment B) 3.0 Contract Type: The contract type is a single-award, firm-fixed price contract. 4.0 Period of Performance: The period of performance shall begin (5) five calendar days after contract award through August 9, 2018. Contractor shall provide services during event day hours, which is defined as 4:00 a.m. to 10:00 p.m. Contractor must be able to operate all buses that the NVGAG schedule requires. Unless specifically authorized in writing by the Contracting Officer, no services will be provided and no charges will be incurred and/or billed to any order on this contract on any Federal Holidays listed below. New Year s Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day 5.0 Place of Performance: Work shall be performed at the following locations: Albuquerque International Sunport Airport, 2200 Sunport Blvd SE, Albuquerque, NM 87106. Albuquerque Convention Center, 401 Second St, Albuquerque, NM 87102 Santa Ana Golf Club, 288 Prairie Star Rd, Santa Ana Pueblo, New Mexico 87004 Albuquerque Academy, 6400 Wyoming Blvd. NE, Albuquerque, NM 87109 Main Event, 4040 Pan American Fwy NE, Albuquerque, NM 87107 Starlight Bowling, 54 Jemez Dam Rd, Bernalillo, NM 87004 Washington Middle School, 1101 Park Ave SW, Albuquerque, NM 87102 West Mesa Aquatic Center, 6705 Fortuna Rd NW, Albuquerque, NM 87121 USS Bullhead Memorial Park, 2621 Ridgecrest Dr. SE, Albuquerque, NM 87108 Milne Stadium, 1200 Hazeldine Ave SE, Albuquerque, NM 87106 (Host Hotel) Crowne Plaza Albuquerque, 1901 University Blvd NE, Albuquerque, NM 87102 (Host Hotel) Doubletree by Hilton Hotel Albuquerque, 201 Marquette Ave NW, Albuquerque, NM 87102 (Host Hotel) Hyatt Regency Albuquerque, 330 Tijeras Ave NW, Albuquerque, NM 87102 (Host Hotel) Hyatt Regency Albuquerque, 330 Tijeras Ave NW, Albuquerque, NM 87102 On occasion, the Contractor shall be required to attend meetings which may occur via teleconference, at various locations within the Albuquerque Convention Center, or at the New Mexico VA Health Care System (Albuquerque, NM). 6.0 Objective The Contractor shall perform the mandatory tasks and provide the specific deliverables described below within the performance period stated in this Performance Work Statement (PWS). If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer s Representative (COR) thirty days prior to deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/COR shall cite the reasons for the delay and the impact on the overall project. The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, in the course of fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work. All bus trips will be utilized to accommodate the attached Transportation Schedule. Contractor must be flexible with departure times to allow for minor changes as communicated by the COR or appointed official (i.e. Transportation Chair). All departure and arrival times are estimated within a 30-minute tolerance as directed by the COR or official representative. At least one (1) bus shall staged at all venues during that venues event operations time. 7.0 Tasks Task 7.1: Project Management Transportation Plan 7.1.1 The contractor shall provide and discuss projected Transportation plan summary (i.e. - number of buses secured, number of buses for transport to each venue listed in attached Transportation Schedule, number of drivers, contingency plan for any unserviceable equipment/breakdowns/decrease in driver resources) with VA LOC and National team members. 7.1.2 The contractor shall provide Project Managers at the Albuquerque Convention Center and off-site venues, including airport, during the entire event with variable work schedule to meet the event needs. The Contractor shall provide a minimum of two (2) Project Managers who will be responsible for the performance of the drivers /transportation employees work during the entire Event. At least one (1) Project Manager will participate in daily morning event briefings to be scheduled by the VA LOC and NVGAG National Director. The name of these persons will be designated in writing upon receipt of Contractor s Transportation Plan, within five calendar days after award contract. The Project Managers shall be on-site at the convention center and designated off-site venues during event hours. 7.1.3 Contractor shall notify the government program manager of an issue that has potential adverse effects on any persons, deliverable, timeline or service. 7.1.4 If a risk arises the contractor shall immediately (within 1 hour) notify the government program manager via email and phone call 95% of the time with details of the risk and suggested mitigation if possible. 7.1.5 Contractor shall ensure employees have a base knowledge of regarding safe driving and accessibility needs when transporting individuals with visual impairments in school buses/large vehicles. Drivers need to be familiar with Americans with Disabilities Act (ADA) guidelines for driving the visual impaired individuals. https://www.adadrivers.org/ Deliverable 7.1.1 Provide and discuss projected Transportation plan summary 7.1.2 Provide transportation Project Managers at the Albuquerque Convention Center and off-site venues. Task 7.2: Provide Buses 7.2.1 Provide Buses The Contractor must provide the amount of buses required to transport ambulatory personnel to each venue during specified times, as outlined on the Transportation Schedule (see Section D, Attachment D). All buses shall meet safety and regulation codes for the state in which work will be performed. No NVGAG participants or coaches shall wait more than 15 minutes for transportation to or from an event or host facility. Bus description requirements: Ensure that all buses have a comfortable environment with fully functional seasonal climate control. Provide handrails for safe maneuvering up and down the steps of the bus entrance. First step on bus entrance must be low to the floor, or a step stool provided if there is a great distance (8 inches or more) from ground to first step on buses. Be able to safely transport a minimum of 40 ambulatory individuals, per load, to various areas within the Albuquerque and surrounding community. Be able to accommodate luggage transport during airport arrival and departure days of the event. Display route/destination information electronically and/or manually on the front and side of every bus. Options for this that work well based on past events include: bus wraps and vehicle magnetic signs, and are customizable to the event and/or venues. Must ensure that signage is present on all vehicles, clearly designating the NVGAG and visibly able to be read within 15 feet. Vehicles shall park in the areas reserved specifically for all vehicles within this contract (to be determined prior to event start date). Contractor shall be responsible for securing parking during non-event time for all vehicles within this contract. Contractor personnel shall assist all Veterans, support staff and volunteers with boarding and exiting the vehicles in a safe manner. This includes assisting any individuals with luggage or other personal items at areas such as airport, hotels and all other destinations included in the Transportation Schedule. Contractor personnel must not leave a vehicle running while unattended. Contractor personnel must lock the vehicle when not in use. Must meet safety and regulation codes for the state in which work will be performed. Deliverables 7.2.1 The contractor shall provide the amount of buses required to transport ambulatory personnel to each venue during specified times, as outlined on the Transportation Schedule. Task 7.3: Transport The Contractor shall safely transport all ambulatory participants (i.e., athletes, coaches) only to and from all various points throughout the Games based on the schedule provided by the Government. All regular buses for the event shall accommodate a minimum of 40 ambulatory individuals per load. The Contractor shall be responsible for providing trained personnel to safely provide verbal instructions and guidance to people with visual impairments, as they will not be able to read bus signage. These persons are included in the 1,000 ambulatory passengers estimated in Section 2. Scope of Work mentioned above. Contractor buses will operate continuously during scheduled event intervals with trained bus drivers. The Government can, through the designated Contractor Provided Project Managers, direct and re-direct individual vehicle destinations in the event of unforeseen circumstances (i.e., road closure or heavy traffic delay). The maximum Event Day is defined as the timeframe from 4:00 a.m. to 10:00 p.m. Contract provided on-site Project Managers will be responsible to ensure there is a replacement driver and bus available for use in the event there is a driver call out or vehicle break down. 7.3.1 Provide trained drivers and requested buses to meet the event timelines set forth in the Transportation Schedule during the event. The Contractor will provide replacement bus (per specifications) in the event a bus is out of service. The Contractor will provide a trained staff in the event a staff member calls out from work. The Contractor shall report any changes to drivers prior to the event in the Transportation Plan. Should drivers need to be replaced/updated at any time during the event, the Contractor shall immediately notify the Command Center Transportation Line. In the event one of the above situations occurs the Contractor shall perform the necessary measures to ensure that the situation causes limited delays. 7.3.2 The Contractor shall provide trained personnel assigned to assist with loading/unloading ambulatory participants (i.e., athletes, coaches) Contractor will train its employees regarding the transport and providing verbal guidance to people with visual impairments who are not able to see bus signage. The contractor shall provide personnel that is educated and trained on safety issues related to transportation of individuals with visual impairments. 7.3.3 The Contractor shall provide personnel that demonstrate sound customer service principles, and project coordination efforts are timely, appropriate and cooperative to the NVGAG. The Contractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Contractor field service engineers shall be dressed to present a clean, neat appearance at all times when performing under this contract. Contractor personnel shall smoke only in designated areas. Contractor personnel shall complete employee competency based training regarding safe driving when transporting elderly individuals and individuals with disabilities in school buses/large vehicles. Deliverables: 7.3.1 Provide trained drivers and requested buses to meet the event timelines set forth in the Transportation Schedule during the event. Task 7.4 Fees/Costs: 7.4.1 Contractor shall be responsible for variations in employee hourly pay resulting from shift or weekend differential and possible overtime, as well as administrative and overhead expenses. 7.4.2 The costs shall include rental cost of bus and driver hourly rate for a fully burdened bus. The Government will not pay a different rate in the event of individual employee overtime. 7.4.3 The Contractor assumes full responsibility for any parking or other moving violations. The VA Medical Center will not validate or make reimbursement for parking or other moving violations of the contractor s personnel under any circumstances. This includes additional security or permitting. No additional costs to the government will be allowed. Parking: Contractor must ensure that buses are not left unattended or parked on unauthorized property at any of the event venues. Non-event hour/overnight staging parking must be at contractor s expense and contractor s location. Loading/unloading Areas: Loading/unloading areas for all event venues will be designated, with prior authorizations from each venue, upon receipt of Contractor s Transportation Plan, within five calendar days after award contract. There will be no expense to Contractor for these purposes. Task 7.5 Required Documents The contractor shall provide reports that will be submitted on time and include those topics described in the Performance Work Statement, time and topics discussed in this section. 7.5.1 Contractor shall report ALL vehicle accidents to the NVGAG Command/Emergency Preparedness Center as soon as possible after ensuring safety of riders, self or other vehicle occupants. Additionally, the driver, if able, will inform appropriate police or medical assistance when needed. 7.5.2 In the event that someone is injured during any performance of this contract, the NVGAG Command/Emergency Preparedness Center shall be notified of this occurrence as soon as possible, but no later than 6:00 a.m. the next work day following the incident. NVGAG Command/Emergency Preparedness Center: TBD 7.5.3 Contractor will report to the NVGAG Command/Emergency Preparedness Center if bus schedule is impacted in the event there is a driver call out or vehicle break down. 7.5.4 Contractor will provide a detailed Ridership Report within five (5) business days following the end of period of performance, tracking daily the number of individuals transported to each venue within four-hour (4-hour) blocks from start to finish. Deliverables: 7.5.1 The contractor shall provide all necessary clearances are obtained prior to the start of the games on August 3, 2018. 7.5.4 Contractor will provide a detailed Ridership tracking daily the number of individuals transported to each venue within four-hour (4-hour) blocks from start to finish. 8.0 Deliverable Schedule Task Description Quantity Due Date All regular school buses for the event will be able to accommodate a minimum of 40 ambulatory individuals per load. As necessary to meet the needs of the given Transportation Schedule August 2-9, 2018 7.1.1 Provide and discuss projected Project Management Transportation Plan (i.e. - number of buses secured, number of buses for transport to each venue listed in attached Transportation Schedule, number of drivers, contingency plan for any unserviceable equipment/breakdowns/decrease in driver resources) with VA LOC and National team members. 1 Five calendar days after contract award 7.1.2 Provide transportation Project Managers at the Albuquerque Convention Center and off-site venues, including airport, during the entire event with variable work schedule to meet the event needs. At least one (1) Project Manager will participate in daily morning event briefings to be scheduled by the VA LOC and NVGAG National Director. Min of 2 August 2-9, 2018 7.2.1 The contractor shall provide the amount of buses required to transport ambulatory personnel to each venue during specified times, as outlined on the Transportation Schedule. N/A August 2-9, 2018 7.3.1 Provide trained drivers and requested buses to meet the event timelines set forth in the Transportation Schedule during the event. N/A August 2-9, 2018 7.5.1 The contractor shall provide all necessary clearances are obtained prior to the start of the games on August 3, 2018. 1 Within 15 days of Award 7.5.4 Contractor will provide a detailed Ridership tracking daily the number of individuals transported to each venue within four-hour (4-hour) blocks from start to finish. 1 Report within five (5) business days following the end of period of performance. 9.0 General Requirements: The Contractor agrees to procure and maintain insurance, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of New Mexico laws. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The COR shall require 15 days after award that the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) days notice to the Contracting Officer. 10.0 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with Section D, Attachment E, Quality Assurance Surveillance Plan (QASP). The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor s quality control program is the means that the work complies with the requirement of the contract. The Department of Veterans Affairs (VA)/COR may conduct random inspections of the vehicles provided by contractor to insure compliance with the VA requirements listed in this PWS. 11.0 Formal Acceptance or Rejection of Deliverables: The Government will review within thirty days each deliverable and provide feedback/comments. The contractor shall have thirty business days to incorporate feedback/comments, make appropriate revisions, and return back to the Government. The COR will review and determine final acceptance by the Government. The COR will notify the contractor of final acceptance within five business days. 12.0 Changes to the PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. 13.0 Travel: The Government anticipates travel under this PWS to attend contract-related meetings/route assessments through the period of performance which would fall within the 50-mile radius, therefore travel and per diem cost reimbursement is not applicable to this contract. 14.0 Government Furnished Equipment (GFE): No GFE shall be provided in support of this contract. 15.0 Security Requirements: The Contractor must wear badges bearing the Contractor s company name, identification picture and name of the individual employee in English during performance of services under this contract. The C&A requirements do not apply and a Security Accreditation Package is not required.