The Department of Veterans Affairs, Veterans Integrated Service Network (VISN 2), Buffalo VA Medical Center, 3495 Bailey Avenue, Buffalo, NY 14215, is currently seeking vendors who offer Chartered bus services. These vehicles will be used to transport veterans of the 2013 Golden Age Games in and around the Buffalo, New York area. This is a sources sought for the VA Medical Center located in Buffalo, New York to determine the availability of Service-Disabled Veteran-Owned Small Businesses and/or Veteran-Owned Small Businesses within the area, relative to NAICS code 485991 Special Needs Transportation, having the skills and capabilities necessary to provide this non-emergent service. The contractor shall provide all labor, materials, equipment, vehicles, vehicle maintenance, documentation, personnel and supervision necessary to provide this non-emergent transportation service. Contractor shall furnish vehicles sufficient to provide full and complete coverage for pick-up and delivery for all veteran patients (both ambulatory and wheelchair passengers), caregivers, and support personnel requiring transport. Estimated total passenger complement will vary between five (5) passengers to upwards of one thousand one hundred and ten (1,110) passengers throughout the duration of the Games; contractor must anticipate and expect the actual numbers to fluctuate based on events scheduling by the Games staff. The average number of estimated trips per day is eight (8), more or less depending on patient needs and requirements. See Attachment A transportation schedule & numbers and Attachment B location addresses. Vendors must offer varying sized passenger vehicles that have the capacity to transport small and large groups, ranging from Mini Vans (13-16 passengers) to Large Buses (40-49 passengers). All vehicles must be climate controlled with heat and air conditioning, and be able to provide services during the administrative tour of duty, from 6:00 AM - 11:30PM daily; additional requirement of Wednesday at 5:00 AM, June 5. 2013. Round trip turnaround timeframes will vary from approximately fifteen minutes to one hour. Contractor must be flexible and able to accommodate these timeframes as needed. It is preferred that the seating on all vehicles face forward and have the appropriate 5 point security wheelchair lock downs. The NAICS Code and the small business size standard for this procurement are 485510/$6.5M respectively. All sources for consideration will be guided by the Department of VA Affairs mandated Socio-Economic Programs consisting of the following Small Business Administration hierarchy, Services Disabled Veteran Owned Small Business, Veteran Owned Small Business, 8(a), Hub zone - Small Business Set-aside's. Drivers must: 1. Have the appropriate certifications and licensing to operate each vehicle. 2. Assist with securing the veterans on the wheelchair vehicles. 3. Be properly trained to operate the vehicle safely and in emergencies. 4. Have ability to communicate with the parent company at all times. 5. Arrive for pick-up at least 30 minutes prior to loading passengers. 6. NO SMOKING on board the buses or in any nonsmoking areas or consume or transport alcohol, drugs, weapons and/or other illegal substances. 7. Have a clean Driving Record. 8. Transport passengers in a timely manner to designated end points. 9. Not conduct personal business while vehicles are occupied by passengers. 10. Not utilize personal electronic devices while driving. 11. Not engage in any verbal or physical interaction with passengers or Veterans Affairs staff other than for professional or safety reasons. 12. Refrain from offensive language or gestures towards passengers or Veterans Affairs staff. 13. Be neat, clean, and professional in appearance. 14. Wear photo identification name badges clearly depicting in English the individuals name, and company. Company must: 1. Provide back-up in the event that the driver becomes incapacitated. 2. Provide alternate transportation in emergent situations. 3. Provide the medical center with copy of driver license, driver training records or certificates of competency. 4. Not charge cancellation fees due to medical situations that may arise with hospitalized veterans. 5. Meet home state motor vehicle inspection and operational requirements and be able to provide documentation upon request. 6. Provide vehicles to transport veterans and staff that are clean and in safe operative conditions at all times. 7. Ensure that all vehicles are properly insured, registered and licensed. 8. Provide for own housing, overnight parking, and restitution of any violations for vendor personnel as needed. 9. Provide a contingency plan addressing extenuating circumstances such as personnel, vehicular, weather, and labor issues to minimize delays and/or inconveniences for the passengers. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, uniforms, badging and credentialing, transportation, materials and any other items or services necessary to perform chartered bus services when, as/and if scheduled by the Government Representative (GR) at any time during the performance period. Contractor is responsible for vehicles, bus drivers, fuel, maintenance, liability insurance, tolls, and parking fees. The contractor must be duly authorized to operate in New York State. Contractor shall perform the service in accordance with the terms and conditions under this Contract and applicable laws. The Veterans Affairs reserves the right to inspect all vehicles prior to, during, and after the events/Games. Vendors desiring consideration shall email Charlene Booth at
[email protected] directly referencing the following in the subject field, "632 - Chartered Bus Services", then contain the following information within the body of the email - name of firm, complete address, phone & fax number of contact along with any SBA approved designation. 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 RFI 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. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs, Network Contracting Office located in Buffalo, New York as a requirement for special mode (wheelchair) transportation services for the Buffalo New York Veterans Affairs Medical Center Facility, in developing its acquisition strategy and statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this RFI. The Government will not pay for information submitted in this RFI. No phone calls will be accepted. Please submit all inquiries via email. Interested companies shall submit an electronic copy of their capabilities statements via email to: Charlene Booth, 315-425-4400 X52715
[email protected]. All correspondence shall be via email. All responses must include the following information: a. Company name; b. Company address; c. Company business size; d. Commercial & Government Entity (CAGE) Code and DUNS number; e. Current North American Industry Classification (NAICS) Codes; and f. Point of contact name, telephone number, and email address.