V999--SOURCES SOUGHT NOTICE BALTIMORE VAMC TRANSPORTATION SERVICES TO SUPPORT A BALTIMORE VAMC TRANSPORTATION SERVICES TO SUPPORT A
SOURCES SOUGHT NOTICE
This is a Notice of Intent to Sole Source the following requirement. Reference #: 36C24522Q0308
Transportation for the Veterans Mental health farming program.
Pursuant to Federal Acquisition Regulation (FAR) 6.302-1, only one responsible source (except brand name) and no other supplies or services will satisfy agency requirements. Contracting Officers may solicit from only one source if the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand name, or industrial mobilization). This is not a request for proposals. This notice does not represent a commitment by the government to pay for costs incurred from the preparation and/or submission of data in response to this notice.
Written responses to this Notice shall contain sufficient documentation to establish a bona fide capability to fulfill this requirement. Information received in response to this Notice will be considered solely for the purpose of determining whether to conduct a competitive requirement.
THIS SOURCES SOUGHT ANNOUNCEMENT IS FOR INFORMATION & PLANNING PURPOSES ONLY; IT IS NEITHER A SOLICITATION, ANNOUNCEMENT, NOR A REQUEST FOR PROPOSALS OR QUOTES AND DOES NOT OBLIGATE THE GOVERNMENT TO AWARD A CONTRACT. A CONTRACT MAY OR MAY NOT BE AWARDED AS A RESULT OF THIS SOURCES SOUGHT ANNOUNCEMENT. REQUESTS FOR A SOLICITATION WILL NOT RECEIVE A RESPONSE. RESPONSES TO THIS SOURCES SOUGHT MUST BE IN WRITING. THE PURPOSE OF THIS SOURCES SOUGHT ANNOUNCEMENT IS FOR MARKET RESEARCH, TO FACILITATE APPROPRIATE ACQUISITION DECISIONS AND TO GAIN KNOWLEDGE OF POTENTIALLY QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESSES, VETERAN OWNED SMALL BUSINESSES, 8 (A), HUBZONE AND OTHER SMALL BUSINESSES INTERESTED AND CAPABLE OF PERFORMING THE WORK. DOCUMENTATION OF TECHNICAL EXPERTISE MUST BE PRESENTED IN SUFFICIENT DETAIL FOR THE GOVERNMENT TO DETERMINE THAT YOUR COMPANY POSSESSES THE NECESSARY FUNCTIONAL AREA EXPERTISE AND EXPERIENCE TO COMPETE FOR THIS ACQUISITION.
RESPONSES TO THIS NOTICE SHALL INCLUDE THE FOLLOWING: (A) COMPANY NAME (B) ADDRESS (C) POINT OF CONTACT (D) PHONE, FAX, AND EMAIL (E) DUNS NUMBER (F) CAGE CODE (G)TAX ID NUMBER (H) TYPE OF SMALL BUSINESS, E.G. SERVICES DISABLED VETERAN OWNED SMALL BUSINESS, VETERAN-OWNED SMALL BUSINESS, 8(A), HUBZONE, WOMEN OWNED SMALL BUSINESS, SMALL DISADVANTAGED BUSINESS, OR SMALL BUSINESS HUBZONE BUSINESS AND (I) MUST PROVIDE A CAPABILITY STATEMENT THAT ADDRESSES THE ORGANIZATION S QUALIFICATIONS AND ABILITY TO PERFORM AS A CONTRACTOR FOR THE WORK DESCRIBED BELOW.
STATEMENT OF WORK
CONTRACT TITLE: Transportation Services for VAMHCS VA FARMS Training
BACKGROUND:
Vocational Rehabilitation Services was awarded a grant to create a pilot program (hereinafter called VA FARMS) to train Veterans in agricultural vocations while also tending to their behavioral and mental health needs. In 2019, 2020, and 2021 purchase orders #512C80514, #512C00291, #512C10224 were awarded to authorize Therapeutic Alternatives of Maryland (TALMAR), now doing business as TALMAR, Inc. (located at 1994 Cromwell Bridge Road, Baltimore, MD 21234), to provide three sessions of specialized services.
This Statement of Work ( SOW ) is issued in pursuant of transportation for agricultural training and services to Veterans enrolled in the pilot program, VA FARMS in partnership with the Department of Veteran Affairs Maryland Health Care System Vocational Rehabilitation Program ( Client ) and Integrated Maintenance and Bus Services ( Vendor ), effective 03/28/2022 (the Purchase Order ). This SOW is subject to the terms and conditions contained in the Purchase Order between the parties and is made apart thereof. Any term not otherwise defined herein shall have the meaning specified in the Purchase Order. In the event of any conflict or inconsistency between the terms of this SOW and the terms of this Purchase Order, the terms of this SOW shall govern and prevail.
This Statement of Work (hereinafter called the SOW ), effective 03/28/2022, is entered into by and between Vendor and Client, and is subject to the terms and conditions specified below. The Exhibit(s) to this SOW, if any, shall be deemed to be apart hereof. In the event of any inconsistencies between the terms of the body of this SOW and the terms of the Exhibit(s) hereto, the terms of this body of this SOW shall prevail.
SCOPE:
The Vendor will provide transportation between the Baltimore VA Medical Center (10 N Greene St Baltimore, MD 21201) and TALMAR Gardens & Horticultural Therapy Center, and between the Perry Point VA Medical Center (Avenue D Bldg. #364 Perry Point, MD 21902) and TALMAR Gardens & Horticultural Therapy Center. Transportation will be required from each location Session 1: 2 days a week for a total of 15-weeks, Session 2: 2 days a week for a total of 15-weeks and Session 3: 2 days a week for a total of 15-weeks. Pick-up is at 7:00 AM and 1:45 PM, as listed in the proposed schedule. The driver can give a 10 min grace period before departing. It has been determined clinically appropriate and deemed necessary to have two vehicles providing transportation services to and from two locations as requested. There will be a separate vehicle picking up at Baltimore VA Medical Center and a separate vehicle for the Perry Point VA Medical Center.
DELIVERABLES:
Two sessions will take place concurrently requiring transportation from both locations.
Session One training days will be Monday and Wednesday and will begin on or about 03/28/2022
Session Two training days will be Tuesday and Thursday beginning on or about 03/29/2022.
Session Three training days will be Monday, Wednesday, and Friday and will begin on or about 07/26/2022.
**There may be a change of schedule due to adverse weather conditions.**
Pick-up & Drop-off Days and Times/Locations
# of Participants
Session # & Start Dates
Days Per Week
Pick-up 7:00 AM
Drop-off 8:00 AM
Pick-up 1:45pm
Drop-off 2:45PM
Weeks of Service
1 - 8
Session 1
03/28/2022
Mon & Wed
Baltimore VAMC
Perry Pont VAMC
TALMAR, Inc.
TALMAR, Inc.
Baltimore VAMC
Perry Point VAMC
15
1 - 8
Session 2
03/29/2022
Tues & Thurs
Baltimore VAMC
Perry Point VAMC
TALMAR, Inc.
TALMAR, Inc.
Baltimore VAMC
Perry Point VAMC
15
1 - 8
Session 3
07/26/2022
Tues & Thurs
Baltimore VAMC
Perry Point VAMC
TALMAR, Inc.
TALMAR, Inc.
Baltimore VAMC
Perry Point VAMC
15
Transportation will be provided for field trips conducted by TALMAR, Inc. for Veterans participating in the VA FARMS program. The number of trips will be approximately 3 to 5, that will be over the course of all three VA FARMS sessions. The rate charged for these field trips, by the vendor, will be in line and as close as possible to the rates agreed upon by the vendor and client. The vendor will factor in distance, time, and type of vehicle when adjusting rate change for field trips.
There will be at least on field trip to the Baltimore Agricultural Center, located at 1114 Shawan Rd, Cockeysville, MD 21030, and the Veteran s Compost located at 328 Bush Chapel Rd, Aberdeen, MD 21001. Dates for the trips are TBD.
PERFORMANCE MONITORING:
TALMAR, Inc. confirms timeliness of arrivals & VA passengers will be requested to complete a survey rating timeliness of pick-up & drop-off, safety, and courtesy.
A Quality Assurance Surveillance Plan (QASP) will be used for performance monitoring as well. A QASP is an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance.
OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS:
Check the local news regarding Baltimore County Government closures. TALMAR, Inc will not provide training during periods of inclement weather, and when Baltimore County Government is closed; therefore, transportation will not be needed. Training will not be conducted on Federal Holidays; therefore, transportation will not be needed. Dates may be extended due to adverse weather and other uncontrollable conditions. CDC and COVID-19 Safety Precautions will be utilized as directed (i.e., driver/passengers will wear a mask, practice physical distancing and COVID-19 Screening). Use Masks to Slow the Spread of COVID-19 (cdc.gov)
SECTION 1 - CONTRACT DEFINITIONS / ACRONYMS
Base Rate is the rate paid for one day of transportation from a designated pick-up point to a designated delivery point. This rate will be paid for all authorized one-way trips ordered under this contract action during all phases of the trip made on behalf of the Government. The Base Rate shall constitute full compensation for one-way trips and no additional per mile rates will apply.
Beneficiary is a Veteran determined to be eligible for benefits by the VA.
Contracting Officer (CO) VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team.
Contracting Officer's Representative (COR) is the VA official responsible for providing contract oversight and technical guidance to the CO. The CO shall delegate authority for performing certain responsibilities to the COR via a COR delegation. The COR s have responsibilities, which include certifying invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and is a member of the vehicle inspection team.
Contractor The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract.
A charge will not be allowed if authorized personnel cancelled the trip within 12 hours of the scheduled pick-up time.
Quality Assurance Those actions taken by the Government to assure services meet the requirements of this contract.
Quality Assurance Evaluator(s) Government personnel responsible for surveillance of contractor performance.
Quality Assurance Surveillance Plan (QASP) is an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance.
Quality Control Actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.
Vehicle(s) The term refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.
SECTION 2 - GENERAL INFORMATION
2.1. Purpose
2.1.1 The purpose of this contract is to provide Shuttle Transportation Services for the Veterans and/or employees within the Veterans Integrated System Network (VISN 5) to and from the designated locations:
ADDRESS FOR SHUTTLE LOCATIONS
Baltimore VA Medical Center, 10 North Greene Street, Baltimore, MD 21201
Perry Point VA Medical Center, Avenue A Bldg. # 59, Perry Point, MD 21902
TALMAR Gardens & Horticultural Therapy Center 1994 Cromwell Bridge Road Baltimore, MD 21234
2.2. Performance and Notification
2.2.1 Contractor shall provide shuttle services utilizing vehicles capable of transporting safely and comfortably, per the hours stated in the Deliverables Section. When transporting all passengers, contractor shall be in accordance with VHA DIRECTIVE 2008-020.
2.2.2 Electronic Transmissions: The Contractor shall propose an electronic media, (e.g. facsimile, e-mail), available at all times during the period of performance to communicate requirements such as Veterans incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.
2.2.3 Contractor Personnel Roster: Within seven (7) days after contract award the contractor shall provide the following employee information:
1. Name:
2. Position
3. Title, and
4. Work assignment area
2.2.4 Thereafter, any personnel changes shall be submitted prior to any changes occur and only after approval of the Contracting Officer.
2.3. Contractor Personnel Qualifications
2.3.1 Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises, and while in the presence of Veterans while working under this contract. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel will wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean, and neat at all times. Undergarment should not be visible through or show outside of outer clothing. Shoes should be closed toe and allow employee to respond to any type emergency. Hair should be neatly arranged. It is the contractor s responsibility to foster confidence and trust in Veterans, visitors, and employees through professional behavior and appearance. Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by Federal, State, County, and local government entities from the place in which they operate.
2.3.2 Within seven (7) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licenses, and any other qualifications required for this contract. The initial documentation shall be provided to the Contracting Officer (CO) prior to the commencement of performing any services under this contract.
2.3.3 During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract and who have not been approved by the CO.
2.4. Transportation Driver
2.4.1 Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Appropriate driver screening is defined as license criteria to operate appropriate vehicles and positive driving history. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law.
2.4.2 Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation for the services they perform.
2.5 Contractor Equipment, Vehicles, and Inspection
2.5.1 The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations, and guidelines governing transportation vehicles. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained.
2.5.2 The VA reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA.
2.5.3 Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.
2.5.4. Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.
2.5.5 At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.
2.6 Contractor Performance
2.6.1 Contractor will be notified who will be the COR and who will be the Transportation Manager, prior to commencement of contract
2.7 Veterans Rights
2.7.1 The contractor shall be courteous to VA beneficiaries and shall not smoke while transporting Veterans.
2.7.2 The Contractor shall immediately notify the VA of any incidents involving injury to Veterans during transport. The Contractor shall promptly complete and submit to the Contracting Officer Representative and the Contracting Officer, an Incident Report with all information felt to be necessary for any full review.
2.7.3 The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by the Veterans with regards to transportation services. The Contractor may provide recommendations for improved services along with the Veteran complaints for the VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.
2.8 Contractor s Responsibilities and Insurance Requirements
2.8.1 The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Necessary licenses and permits required to perform are stated in VHA Directive 2008-020 in Section D.4. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence.
2.8.2 The Contractor shall maintain personal and automobile liability, and property damage insurance, as prescribed by the laws of the and in accordance with VAAR 852.237-71. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR.
2.9 Safety Requirements
2.9.1 In order to protect the lives and health of Veterans, the Contractor shall take such safety precautions as the Contracting Officer, or the COR, may determine to be reasonably necessary. Please reference VHA Directive 2008-020 in Section D.4.
2.9.2 The Contracting Officer, or the COR, will notify the Contractor of any safety non-compliance and the action to be taken.
2.9.3 The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work.
2.10 Interference with Normal Functions
2.10.1 The Contractor s personnel may be required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility Veterans, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the Contracting Officer.
2.11 Contractor's Quality Control Program (QCP)
2.11.1The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be forwarded to the CO in the complete RFQ package submitted by the contractor. The QCP is separate from the required management/Technical Capabilities that will be provided by the contractor. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:
2.11.2 An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.
2.11.3 On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/oreach inspection.
2.11.4 For methods used for identifying the quality of service performed please reference the Quality Assurance Surveillance Plan (QASP) located in Section D.2 QASP
2.18.5 On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. Institute methods to identify and prevent vehicle breakdowns, and detailed procedure for alternative transportation of Veterans in the event of mechanical breakdown of vehicle.
2.11.6 On-site records identifying the character, physical capabilities, certifications, and ongoing training of each employee performing services under this contract.
2.11.7 The methods of identifying and preventing radio communication breakdowns. Provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.
2.11.9 On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused
SECTION 4 - CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES.
The Contractor shall furnish all equipment and supplies not identified in Section 3 of the SOW as Government-Furnished supplies and equipment or specifically identified in this section.
4.1 Contractor Vehicles
4.1.1 Vehicles shall contain at a minimum, the following:
4.1.2 Side and rear loading doors shall be operational from both inside and outside vehicle.
4.1.3 Steps shall be treated with non-skid material.
4.1.4 Vehicle shall have safety belts for all occupants.
4.1.5 Vehicle shall have heating, air conditioning and adjustable temperature controls.
4.1.6 Vehicle shall contain four (4) emergency flares and warning lights, and one (1) five (5) pound
ABC rated fire extinguished with fire extinguisher tag showing record of inspections.
4.1.7 Vehicle shall contain a First Aid Kit with a minimum of the following: band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers.
4.1.8 Vehicle shall have two (2) clean blankets. Each time a blanket is used during the performance of this contract, the contractor is required to replace the used blanket with a clean blanket
4.1.9 Vehicle shall have on board supplies to provide infections control precaution procedures; such as Hand Sanitizer.
4.1.10 A two-way radio or cellular phones that shall be fully operational at all times during contract performance.
B.3 SCHEDULE
The Contractor is to provide all personnel, vehicles, equipment, supervision, etc. to provide SHUTTLE SERVICE to VISN 5 in accordance with the Statement of Work, terms, conditions, provisions, specifications, and schedules of this solicitation. The contract period will consist of a base period of 12 months, plus options for additional months if funding is authorized.
NOTES: In accordance with FAR 52.222-43, Fair Labor Standards Act and Service Contract Act Price Adjustment (Multiple Year and Option Contracts), option year pricing shall not include any allowance for any contingency to cover increased labor rates resulting from incorporation of a new Department of Labor wage determination at the beginning of each option year period. This clause provides for an adjustment to contract price to cover increased wage and fringe benefit costs if necessary, to comply with a new wage determination; and an adjustment to contract price shall be requested by the Contractor within thirty (30) days after receiving a new wage determination, if required by the Contractor to comply with the new wage determination.
ALL RESPONDENTS SHALL INCLUDE and SUBMIT THE FOLLOWING:
Responses to this Sources Sought shall include company name, address, point of contact, phone number, point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 485210, (size standard of $16.5M, per SBA Table of Small Business Size Standards August 19, 2019) AND whether your company is a special socio-economic status (i.e., SDVOSB, VOSB, Small Business, HubZone, etc.)
Respondents shall answer the following questions:
Size, status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Small Business (SB), Large Business, etc.
Is your company considered small under the NAICS code identified under this Sources Sought? (size standard of = or
If you accompany is a large business?
Does your company have an FSS contract with GSA or the VA NAC or a GWAC contract holder with any other federal agency? If so, please provide the contract number.
If your company holds a FSS GSA/VA NAC contract other federal GWAC contract holder, are the services requested available on your schedule/contract?
eneral pricing of your products is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.
Information provided by potential sources will be utilized by the Government to determine market availability and procurement strategy. **A contract award will not result from this Sources Sought Notice.
Vendors who can meet the requirements listed above shall provide the following information:
Business Name
Business Address
Business Point of Contact, including phone number and email address
Business size
Business Socioeconomic Status
Federal Supply Scheduling (FSS) number, if the items required by the Government are available for purchase on an FSS contract.
Any other pertinent capability information that relates to the above stated requirement.
ANY QUESTIONS/CONCERNS FOR INFORMATION, EMAIL AMY.WALTER1@VA.GOV NO LATER THAN Friday, Tuesday 22, 2021 3:00 PM EST.
36C24522Q0308 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 5
2/14/22, 12:23 PM