Page 3 of 11 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 Transportation 3. Interested and capable Contractors should respond to this notice not later than November 2nd, 2017 by providing the following via email only to
[email protected] (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 www.vetbiz.gov 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 Transportation for the Department of Veteran Affairs in the San Diego area (VAGLAHS), 3350 La Jolla Village Drive, San Diego, CA 92161. Please refer to the Statement of Work 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 https://www.vip.vetbiz.gov/, 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 https://www.sam.gov. Registration must include Representations and Certifications. --End of Sources Sought Announcement STATEMENT OF WORK DESCRIPTION/SPECIFICATIONS/REQUIREMENTS: GENERAL PROCEDURE: The contractor shall be required to provide wheelchair van transportation and ground passenger hired car services to beneficiaries of the VA San Diego Healthcare System (VASDHS) on a twenty-four hour (24) a day, seven (7) days a week basis including holidays if necessary and/or when requested by the government. All services shall be provided in accordance with the terms, conditions and requirements as specified herein. The contractor shall be required to have a license to operate in the counties of San Diego, Riverside, Los Angeles, San Bernardino, and the Imperial Valley including the incorporated cities therein. The contractor must have the capability to acquire licenses and/or permits to perform the required services in these counties. All services shall be performed FOB Destination from the designated pick-up point to drop-of location which may include the main San Diego VA Medical Center and any VA clinic or facility of the VA San Diego Healthcare System or other designated locations such as nursing homes, airport or other medical facilities as directed by the VA San Diego Healthcare System. This includes delivery to specific rooms within a building if so specified. The government shall have the option to designate other locations for pick-up and/or drop-off as deemed necessary including Veterans residences, nursing homes and other medical facilities specified by the VA San Diego Healthcare System. ORDERS: Requests for services shall be made by the Beneficiary Travel office and a schedule of the next day transports shall be provided to the contractor no later than 4:00p.m. local time one business day prior. The list of patients to be transported will be provided by fax submission sent from the VA Beneficiary Travel office to the contractor. Additional patients may be added or cancelled within a four hour notice to the on-site dispatcher or the contractor s dispatch center. Cancellations with a four hour notice shall not be charged to the government. For patients on or added to the schedule, the Beneficiary Travel office shall be required to provide the following information: Patient s full name Address from first pick-up and final destination Date, time and location of appointment Mode of assistance such as manual wheelchair, powered wheelchair, scooter, etc. Any special considerations such as patient requires mandatory escort due to sedation, dementia, etc. PARTICIPATING COMMUNITY BASED OUTPATIENT CLINICS (CBOCs): The following are the addresses of the participating clinics where patient transportation services shall be needed in addition to the main VA medical center. Mission Valley 8810 Rio San Diego Drive San Diego, CA Oceanside 1300 Rancho Del Oro Road Oceanside, CA Escondido 815 East Pennsylvania Avenue Escondido, CA Chula Vista 865 Third Avenue Chula Vista, CA Sorrento Valley 10455 Sorrento Valley Road San Diego, CA Imperial Valley 1115 South 4th Street El Centro, CA Note: Within the performance period of the contract, the government shall have the option to add or drop facilities as deemed necessary by the VA San Diego Healthcare System. TYPES OF PATIENTS TO TRANSPORT: VA beneficiaries requiring transport are Veterans that may have multiple medical conditions and consist of ambulatory, partial ambulatory with wheelchairs and scooters, dialysis patients, blind, amputees, spinal cord injured patients consisting of paraplegics and quadriplegics. In addition, some patients carry oxygen cylinders mounted on their wheelchairs or in portable carriers but require no administration of oxygen by contractor personnel. Some patients require the presence and assistance of a trained service dog. In all cases in which a Veteran reports the need for bringing a service dog in the contractor vehicle, the dog must be a documented service animal and must be wearing a service vest with appropriate markings and be on a leash at all times under the Veteran s control or that of an attendant/caregiver. ON-SITE DISPATCHER/COORDINATOR: Onsite coordinator must have the ability to receive all patients being dropped off for appointments and picked up after appointments are complete. In addition, he/she should have the capability of tracking all incoming and outgoing trips by communicating with the main dispatch center, drivers and all medical departments having patient appointments using the transportation services. Communication shall be provided by the offeror as they see fit to accomplish this task. Please note that there is no WIFI/Internet service being provided by the VA, therefore if required, the offeror shall provide that if required to on-site dispatcher will be using a company IPad or laptop. Space maybe limited to covered space near entrance. Office space shall not be available. DRIVERS A record of each employee as to character and physical capabilities of performing the duties of a gurney van driver must be maintained and made available for inspection upon requests. All background checks must be performed in accordance with all Federal, state and local laws governing these types of transports. Gurney van drivers and attendants must have successfully completed the Standard First Aid courses of the American Red   Cross or equivalent. Proof in the form of a current certificate that such first aid training has been successfully completed must be available upon request. Drivers must be fully trained and licensed in the State of California to operate gurney vans. Drivers who will be involved in the transportation must have knowledge of transporting safely, courteously and/or constant watch patients. Verbal and/or physical abuse of VA patients shall not be tolerated and shall be immediately reported to the appropriate VA personnel.    VEHICLES: Each vehicle and its equipment and supplies must be of the quality, model and condition which ensures 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 operate and any other items required by the aforementioned authorities in the future. In addition the vehicles must have a minimum: Heater and air conditioning in good operating condition capable of maintaining a comfortable temperature throughout the vehicle interior Safety restraining equipment to ensure wheelchairs do not move during transport Adequate first aid 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 vehicle All 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 have the capabilities of transporting patients on specialized wheelchairs and scooters both manual and electrically propelled with three and four wheels. Vehicles shall be able to accommodate all patients regardless of their weight or size and shall have seats available for patient s attendant. All vehicles shall have enough room in the vehicle to accommodate the transport of patient in wheelchairs and their medical equipment, devices and a minimum of two pieces of luggage. 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 beneficiary. CONSTATNT WATCH PATIENTS: Constant watch patients are from community facilities that are designed to require continuous observation by an attendant. Some constant watch patients are transported via wheelchair vans. These patients have been determined to be an elopement risk, a wanderer, hostile (verbal physical), or confused. Patients may require an additional attendant observing and shall be identified at the time services are ordered. In the event constant watch patient transportation requires a higher level of transport than initially ordered, Beneficiary Travel shall be contacted immediately and authorization obtained to provide the level required and the initial trip may be billed as an incomplete pick-up. Contractor personnel must be proficient in the handling, in a safe and courteous manner, of a constant watch patient. Constant watch patients shall be left at delivery point only with a responsible party designated at time of order. Patients shall not be left unattended and shall be turned over to designated, responsible party at pick-up of delivery point. The designated or responsible party shall be identified by VASDHS at the time of placing order if deemed necessary. AUXILLIARY SERVICE: Contractor shall be required to transport including, but not limited to, patient s luggage (restricted to suitcase and valise type), medical records, medication, wheelchairs, comfort items, and/or adaptive medical equipment from pick-up point to destination at no additional cost to the Government. CHANGES TO CONTRACT: Only those services specified herein are authorized. Before performing any service of a non-contractual nature, the Contractor shall advise the Contracting Officer of the reason(s) for the additional work and/or service. Changes to the resulting contract shall not be authorized and reimbursement shall not be made for any work or services performed outside the scope of this contract, unless prior authorization is obtained in writing from the Contracting Officer. FAILURE TO PROVIDE SERVICES: In the event the Contractor is unable of fails to provide vehicles(s) for transportation of VA patients, the Government reserves the right to obtain services from another source and charge the Contractor with any excess costs. The VA shall be the sole judge in determining when to order service from another source when the contractor fails to perform. Therefore, Contractor shall be required to have adequate equipment and personnel to perform the estimated volumes as indicated in the Schedule. NOTE: The trip tickets or receipts shall assist in resolving discrepancies in transports prior to billing. Subcontracting is prohibited without the express agreement of the Contracting Officer. NUMBER OF PATIENTS: It is understood and agreed that at least two patients shall be transported per trip whenever possible and if requested or scheduled by VASDHS. All schedule transports shall be billed as per trip and not per patient. The longest distance over which a patient shall be transported may be claimed when more than one patient shall be transported in a single vehicle beyond the 20 mile radius of the VASDHS and/or the participating CBOC s. Contractor must 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. MILEAGE: Trip mileage traveled beyond the 20 mile radius of the VASDHS or the participating CBOC s shall be one-way only and trip mileage shall be determined by the latest edition of the Rand McNally Standard Mileage Guide, the Thomas Guide or one of the mutually acceptable computer based main programs. Mileage begins at point of pick-up. In the case of an incomplete pick-up beyond the 20 mile radius of the VA or CBOC, the mileage of the destination identified by VA Beneficiary Travel Office may be charged as indicated in the Schedule of Prices/Costs. Patient that cancel trips at the door may be billed as incomplete pick-up and VA Beneficiary Travel shall be notified immediately that patient cancelled. VA WAITING TIME: 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 Prices/Costs. 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 VASDHS. 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 the delay is anticipated in order to report the delay of the patient to the appropriate VA personnel. CONTRACTOR WAITING TIME: For time lost in waiting at either or both ends of a trip 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 reported to the designated pick-up point. The first 15 minutes shall NOT be charged to the Government. The Contractor shall be required to call VA Beneficiary Travel or the Administrative officer of the Day (AOD) after hours for authorization to wait for a patient beyond the 15 minutes threshold. Telephone number shall be provided by VA Beneficiary Travel. INCOMPLETE PICK-UP: In the event a scheduled patient cannot or will not come in for a scheduled appointment. Contractor may charge a Trip Charge indicated in the Schedule of Prices/Costs for the trip. This charge shall be for one way only. In the same manner, the amount charged in the schedule 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. ROAD EMERGENCIES AND ACCIDENTS: In the event of an accident involving the Contractor s equipment and/or personnel with a patient beneficiary on board, the Contractor shall be responsible to return immediately, if situation permits, to the emergency room of VASDHS for evaluation by VA Medical Staff. Should patient refuse to be returned to the VA, driver shall notify his supervisor so that appropriate VA personnel may be notified of such refusal. The incident report detailing date, time, beneficiary and driver involved and description of incident with end result shall be on the Contracting Officer and designated Government Representative s desk no later than three (3) business days within incident. INSPECTION AND MAINTENANCE: VASDHS reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation and other qualifications of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to assure acceptable standards of performance. If wheelchair vans or hired cars are added after inspection, Contracting Officer reserves the right to inspect and approve vehicles and personnel before being placed on the contract. Complete maintenance records must be maintained by the Contractor and available to the Government during Contract performance and as long after as required by law. COMPLAINTS: The Contractor shall promptly and courteously respond to complaints within 7 working days, including complaints brought to the Contractor s attention by the Contracting Officer acting as the Quality Assurance Evaluator (QAE). The Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and the Contractor s response. The Contractor shall permit the Government to inspect such records upon reasonable notice. QUALITY ASSURANCE: The Contractor shall be responsible for complying with all appropriate regulations and guidelines of the Joint Commission (JC), Occupational Safety and Health Administration (OSHA), Department of Transportation, and /or any other pertinent federal, state, and local policies relating to the herein mentioned work and transportation services. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to patient or Government owned property, equipment and facilities. The Contractor shall report any damage caused by the Contractor personnel or VA Beneficiary Travel Office. The Contractor shall be responsible for the replacement of items or to repair property, equipment or facilities to previous condition, if the Contractor is determined to be at fault for the damage. DENIAL/TERMINATION OF SERVICES: Action to limit, suspend or revoke service contract shall be in accordance with the procedures outlined in VA guidelines or Federal Acquisition Regulations. The Contractor shall be notified by the Contracting Officer, when the necessity becomes apparent to exercise such authority. The Contracting Officer shall provide the Contractor with copies of documentation initiating the revocation process if such action becomes apparent. The Government reserves the right to refuse acceptance of service provided by the Contractor due to poor performance or failure to comply with the requirements specified herein. The Contractor and COTR shall deal with complaints concerning unacceptable performance. However, the Contracting Officer is the final authority on validating complaints. In the event that the Contractor is involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such Contractor. The Contracting officer shall be the final arbiter on questions of acceptability. CONTRACTOR POINT OF CONTACT: The Contractor shall designate one (1) employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to daily performance of this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer and the COTR in writing of those times when the alternate shall act as the POC. The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate in the space below: Point of Contact, Name: _____________________________________ Telephone Number: ________________________________________ Alternate Point of Contact, Name: _____________________________ Telephone Number: _________________________________________ The POC shall be available by telephone Monday through Friday, between 7:00 a.m. and 5:00 p.m. excluding national holidays. *The parties agree that the Contractor s personnel including POC and subcontractors performing under this contract shall not be considered VA employees for any purpose. They all shall be considered employees of the Contractor. PERSONNEL POLICY: The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, such as providing Workers Compensation, professional liability insurance, health examination and social security payments. Payment for any leave, including sick leave or vacation time is considered the responsibility of the Contractor. The Contractor shall follow all existing local, state, federal employment laws and /or union regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose. Cost quoted in the solicitation is all-inclusive of all incidental costs including housing, transportation and premium payments for applicable insurance coverage. OVERTIME AND HOLIDAYS: Any overtime and /or holiday pay that may be entitled to the personnel performing under this contract shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS: Contractor shall be required to provide copies of the following: The Contractor shall be required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5 Insurance and Subpart 28.307-2-Liability. No more than 15 days after award, the Contractor shall furnish to the Contracting Officer a Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. In accordance with FAR 28.307-2© the Contractor shall maintain automobile liability insurance for bodily injury and property damage on all vehicles used in performance of this contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $1,000,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. SMOKING POLICY: Smoking is not permitted within or around the VA facility grounds, except in designated areas. At no time shall smoking be permitted within Vehicles with or without patients on board. DRUG/ALCOHOL POLICY: Contractor shall ensure that all drivers and staff performing under this contract comply with the participating VASDHS alcohol and drug free workplace policy. The Contractor shall be expected to conduct random alcohol and drug tests on all drivers. Random alcohol and drug tests shall be conducted at least once a year on each employee performing under the resulting contract. Drivers shall also be subject to drug and alcohol testing when reasons exist to suspect the use of illegal drugs and/or alcohol while on duty that impairs judgement, performance, operation of vehicles and the safety of veteran patients. Upon request, the Contractor shall be expected to provide evidence or copy of the results of employee drug and alcohol testing. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT: Contractor shall take reasonable measures to ensure patient privacy and confidentiality. The Contract Service Providers herein agree to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in any form or media whether electron, paper or oral. This includes not only electronic security measures such as strong user passwords on computer systems, but also physical barriers to prevent unauthorized use of computer work stations; that hard copy patient files are in secured lockable areas, that files are in lockable cabinets, that the cabinets can in fact be locked, i.e. keys are available and the locking mechanisms work properly. This precaution also includes the proper transfer of patient information via electronic means, such as faxing or system to system transmission. All drivers will be equipped with iPads and hard paper copy of the daily transportation schedule. All paper copies will be mechanically shredded at the end of each business day and all information in the iPad will be fully deleted. No data shall be stored by the contractor. All hard copies containing PHI/PII will be destroyed by the contractor at the end of each business day. Contractor shall ensure that no patient information of any type shall be given to outside parties, agencies or organizations of any type without the expressed written consent of the patient and obtained through the VA San Diego Healthcare System and only in capacities directly related to the provision of the services contracted for in this contract, and that only the minimum necessary patient information is used to provide appropriate service to the correct patient. That the Contractor understands that all parties are bound by the conditions of the Health Insurance Portability and Accountability Act of 1996 which provides guidance on the protection of patient privacy and confidentiality. This act mandates that all government agencies and those bodies with whom they contract must be in compliance with directive of the Act. Details of the Act are still under development by Congress of the United States. Shall additional requirements be set by Congress a duly executed modification will be executed by the Contracting Officer.