RFI National Veterans Sports Programs Special Events National Veterans Creative Arts Festival final.docx

Department of Veterans Affairs (VA) Veterans Health Administration (VHA) National Veterans Sports Programs & Special Events National Veterans Golden Age Games (NVGAG) National Veterans Creative Arts Festival (NVCAF)

Request for Information

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY (as defined in FAR 15.201(e)); this is not a solicitation, and a solicitation is not available at this time. Requests for a solicitation will not receive a response. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, provide feedback to respondents with respect to any information submitted, or respond to any questions or comments that may be submitted in response to this RFI. This notice does not constitute a commitment by the United States Government and does not obligate the Government to award a contract or otherwise pay for the information provided in response. Respondents are solely responsible for all expenses associated with responding to this RFI.

VHA conducts two national-level Veteran events each year that require large-scale, fully compliant passenger transportation support: the National Veterans Golden Age Games (NVGAG), a national senior adaptive rehabilitation program promoting fitness, independence, and quality of life for older Veterans through multi-event athletic competition and recreational activity, and the National Veterans Creative Arts Festival (NVCAF), which empowers Veterans to improve mental and physical health through therapeutic creative arts experiences and showcases the achievements of National Veteran medalists.

The purpose of this RFI is for Market Research and to gather input and expressions of interest from potentially capable vendors to fulfill requirements to provide, deliver, and maintain a single Indefinite Delivery, Indefinite Quantity (IDIQ) contract for passenger transportation services supporting both programs, including but not limited to:

· Motorcoach, charter, and shuttle-style vehicle services (ambulatory and ADA-accessible).

· Transportation of ambulatory and non-ambulatory Veterans, VA staff, volunteers, sponsors, family members, and authorized personnel.

· Airport arrival/departure transportation, venue-to-venue shuttling, and offsite parking lot shuttle operations.

· Site visit, routing study, and pre-event planning transportation support.

· Trained drivers and project management staff, mobility device securement, and replacement vehicle/driver capacity.

The details of the VHA’s requirement and capabilities are found in RFI Attachment 1: Performance Work Statement - Draft.

1. BACKGROUND:

This IDIQ will provide a unified scope of transportation services required to support recurring national VA events, with each Task Order (TO) defining the event year, schedule, required vehicle quantities, routing requirements, and operational details. Host cities change annually and will be identified in each Task Order. Historical fleet and order data is not available for this requirement. Respondents should state the assumptions used in answering Questions 3.M and 3.O.

1.1 National Veterans Golden Age Games (NVGAG)

NVGAG is a national senior adaptive rehabilitation program promoting fitness, independence, and quality of life for older Veterans, featuring multi-event athletic competitions and recreational activities for Veterans with varying levels of physical ability. NVGAG also serves as a qualifying event for participation in the National Senior Games. NVGAG site visits require motorcoach support for up to 45 passengers, and NVGAG event operations involve approximately 1,800 ambulatory passengers and approximately 150 wheelchair/scooter users.

1.2 National Veterans Creative Arts Festival (NVCAF)

NVCAF empowers Veterans to improve their mental and physical health through therapeutic creative arts experiences, reinforcing VA's commitment to whole health, recovery-oriented care, and Veteran-centered services. NVCAF event operations involve approximately 200 ambulatory passengers per itinerary segment.

1.3 Current Operational Requirements

The current Government requirement consists of transportation services capable of supporting both event and pre-event site-visit operations, including:

· Fully functional, ADA-compliant motorcoach/charter/shuttle vehicles (no school buses) able to transport 6–8 wheelchairs/scooters per load with tie-down systems rated to approximately 500 lbs. occupied weight.

· Minimum passenger capacities of 45 per load for NVGAG event buses and site-visit motorcoaches, and 40 per vehicle per load for NVCAF. Seated capacity in ADA-accessible vehicles may be reduced by the wheelchair/scooter securement positions in use.

· Drivers and support staff trained to Community Transportation Association of America (CTAA) standards, ADA requirements, and visually-impaired passenger assistance.

· A minimum of two (2) on-site Project Managers during event operations, with at least one local 24/7 point of contact for urgent transportation communication.

· Event-day operating windows that may run from 3:00 a.m. through 12:30 a.m., with schedule flexibility of 30 minutes to 1 hour at the direction of the COR.

· Replacement vehicles and drivers available in case of breakdowns, delays, or callouts, with no disruption to Government operations.

Planned Procurement: Second Quarter of Fiscal Year (FY) 27

Delivery Period: Base Year 1 plus four (4) 12-month Option Periods, beginning five (5) calendar days after contract award (total potential ordering period of five (5) years).

Host cities change annually and will be identified in each Task Order. Historical fleet and order data is not available for this requirement. Respondents should state the assumptions they used in answering Questions 3.M and 3.O.

The information provided in this RFI is subject to change and is not binding on the Government.

INSTRUCTIONS FOR RESPONDING TO THIS RFI:

CONFIDENTIALITY: Do not include classified information. Respondents should clearly mark any proprietary information, which the Government will protect consistently with FAR 15.201(f) and applicable law. The Government reserves the right to use any information not marked proprietary in developing any resultant solicitation(s).

Response Format/Page Limitations: The overall total page limit for responses to this RFI is twenty (20) pages. Responses should be submitted in Microsoft Word format with 12-point font. Interested parties should limit marketing material to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government. Responses may also optionally include resumes of qualified personnel that demonstrate relevant expertise.

Attachment 1 (Draft PWS) is provided for reference. Vendors should not reproduce it in their response. All submissions become Government property and will not be returned.

COVER SHEET – 1 PAGE:

Please provide the following information:

A. Organization name, address, and website.

B. Points of contact (POC), including e-mail address and telephone number.

C. Business size (large or small). If small, please provide type of small business.

D. North American Industry Classification System (NAICS) code that best fits these task areas (e.g., a code appropriate to charter bus/passenger ground transportation services — if your organization identifies a more precise NAICS code, please state it and the rationale).

E. If applicable, GSA contract number, schedule, and Special Item Number (SIN) category.

INDEX – 1 PAGE:

Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement, referencing question number, page, and section heading/paragraph number.

The Cover Sheet and Index shall provide administrative information, and shall include at a minimum:

A. Name, mailing address, overnight delivery address (if different from mailing address), phone number, and e-mail of designated POC.

B. The Cover Sheet and Index do not count toward the twenty (20) page limit. The limit begins after the Cover Sheet and Index.

C. In all correspondence relevant to this RFI, please identify it as a response to the "VA NVGAG/NVCAF Transportation Services Acquisition" in the response and Subject Line of the email.

D. Responses should be complete and sufficiently detailed, limited to the information and format provided below.

E. Vendors are encouraged to include relevant information (fleet specifications, equipment cut sheets, brochures, capability statements, previous experience, etc.) to confirm the company's ability to meet the requirements outlined in this request.

2. GENERAL INFORMATION:

A. Company ownership (public, private, joint venture).

3. CAPABILITY AND EXPERIENCE INFORMATION:

Interested vendors are requested to provide Capability Statements addressing the following data/information by the closing date:

A. Company name, address, and POC (phone, email).

B. Company CAGE Code and System for Award Management (SAM) Unique Entity ID.

C. Type/Size of Business relative to the recommended NAICS Code. If you suggest a more accurate NAICS code, please provide it along with rationale.

D. Federal Supply Schedule (FSS) Number (if applicable) pertaining to passenger transportation services.

E. Statement of Capability demonstrating your business's capability and past performance providing large-scale passenger transportation and site-visit logistics support, including ADA-compliant services, to Federal agencies or organizations of comparable scope.

F. A case study describing how you have provided or currently provide enterprise-wide, multi-day event transportation (e.g., motorcoach, shuttle, and ADA-accessible vehicle operations) of a scope, size, and complexity comparable to NVGAG/NVCAF (approx. 1,800+ ambulatory passengers and 150+ wheelchair/scooter users across multiple venues). Indicate the percentage of work performed by your company in this case study.

G. A case study describing your technical and operational readiness in supporting a client's acquisition and implementation of enterprise-wide event transportation, including fleet sizing, driver staffing, and contingency planning. Establish a correlation between the size/complexity of that customer and the VA's requirement. Indicate the percentage of work performed by your company.

H. A description of how you provided end-to-end coordination of transportation services (airport transfers, venue-to-venue shuttles, parking lot shuttles, site visits) for a client of comparable scope and passenger volume. Indicate the percentage of work performed by your company.

I. A list of clients for whom you have successfully implemented and supported comparable large-scale event or Veteran/senior-population transportation services.

J. A case study describing your capability to collect and use operational performance data (on-time performance, incident reports, passenger volume) to improve a transportation program, including what metrics were tracked and how the data informed changes.

K. An indication of whether your proposed solution can meet the requirements identified in RFI Attachment 1 – Draft Performance Work Statement, and how it does so. Identify any requirements that are not feasible as written (for example, deliverable timelines, the 3:00 a.m. to 12:30 a.m. operating window, passenger capacity per vehicle with wheelchair securement, or the securement weight rating) and what you would propose instead. If requirements cannot be fully met, identify shortfalls and whether they could be addressed through a business process outsourcing/subcontracting approach, including a detailed percentage breakdown of subcontracted work and any alternative approaches.

L. A statement of whether you are the direct provider/operator of the vehicles and drivers referenced in Attachment 1 (draft PWS), or whether you would rely on subcontracted fleet/driver resources, and to what extent.

M. Your approximate lead time to secure a fleet that includes ADA-accessible vehicles in a host city where you do not have a base of operations, and the geographic areas you serve. Respondents should assume a host city anywhere in the continental United States and state any other assumptions used.

N. Your recommendation on whether a single IDIQ for both NVGAG and NVCAF is the most effective approach, or whether the requirements should be separated, and why.

O. The pricing approach you would use for this requirement (for example, unit rates by vehicle type, day, or hour) and the main factors that drive cost. Respondents may base their response on the passenger counts in Sections 1.1 and 1.2 and should state any other assumptions used.

P. Standard insurance coverage and typical performance measures (for example, on-time performance) you would propose for this type of service. Respondents may base their response on the passenger counts in Sections 1.1 and 1.2 and should state any other assumptions.

Q. Vendors proposing transportation solutions that extend outside/beyond the existing Government operational model shall provide:

1. Compelling, detailed justification of how and why your solution should be considered outside of the existing model, including evidence of unique value such as cost savings, improved passenger experience, scalability, or significant operational innovation. Include a case study of a comparable event transportation program, describing its scope, size, and complexity, and indicate the percentage of the work performed by your company.

2. Comparative advantages describing your solution in terms of effectiveness, efficiency, ease of integration, or innovation compared to existing options.

3. An integration strategy outlining how your solution can be integrated with or support VA's existing event transportation planning and Transportation Schedule process.

4. A comprehensive plan detailing your approach to facilitating an enterprise-wide transition, to include vehicles, staffing, training (ADA/CTAA), and contingency resources, ensuring a seamless transition while maintaining safety and service standards across all NVGAG/NVCAF task orders.

In addition to providing your company’s capability statement as it pertains to the requirements of this RFI, interested and capable vendors are also required to provide answers to the following questions:

[ ] Yes [ ] No Does your company exceed the required number of employees/revenue threshold based on the appropriate NAICS Code that the VA is requesting?

[ ] Yes [ ] No Will the amount paid by the Government for services under this requirement be performed by your own employees or by employees of similarly situated entities (i.e., SDVOSB/VOSB concerns), consistent with the limitations on subcontracting clause (FAR 52.219-14 as implemented by VAAR 852.219-75 Respondents should ensure the subcontracting percentages provided in response to item 3.K are consistent with this answer.

[ ] Yes [ ] No Is your company a Service-Disabled Veteran-Owned Small Business (SDVOSB) or Veteran-Owned Small Business (VOSB) listed as a certified SDVOSB or VOSB in the SBA Dynamic Small Business Search (DSBS) database? If yes, please provide your UEI and certification status. If you are not listed in DSBS but were previously verified by VA (with a DUNS number), please say so. Responses will support the Government’s Rule of Two market research under 38 U.S.C. 8127 and the VA Acquisition Regulation (VAAR) Part 819.

"Small business concern" means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size Page 7 of 8 standards in 13 CFR part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, averaging no more than the annual receipts threshold established for the applicable NAICS code. Annual receipts of a concern that has been in business for 3 or more complete fiscal years means the annual average gross revenue of the concern taken for the last 3 fiscal years. Annual receipts of a concern that has been in business for less than 3 complete fiscal years means its total receipts for the period it has been in business, divided by the number of weeks (including fractions of a week) it has been in business, multiplied by 52. Respondents are cautioned that this is a general description only; additional standards and conditions apply. Please refer to RFO Part 19 for additional detail. The Revolutionary FAR Overhaul (RFO) is available at https://www.acquisition.gov/far-overhaul.

4. RESPONSES:

THERE IS NO SOLICITATION AT THIS TIME.

Responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract or agreement. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred. Responses will be shared only with Government personnel supporting this acquisition.

Respondents may optionally identify other activities, capabilities, or deliverables they believe would benefit this tasking.

The purpose of this RFI is for Market Research and to gather input for use in further defining the requirement and identifying interested and potentially capable vendors.

Submission: Responses to this RFI shall be submitted via email to the Contracting Officer, Jaime Bennett Jaime.Bennett@va.gov, no later than 1:00 PM EST on December 15, 2026.

Questions: No questions are being accepted. Depending upon the responses received, VA may request additional information, may conduct future question-and-answer sessions, or may conduct meetings or an industry day.

52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997) The purpose of this RFI is for Market Research and to gather input for use in further defining the requirement only, and to identify interested and potentially capable vendors.

(a) The Government does not intend to award a contract based on this RFI or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and Proposal Costs, of the Federal Acquisition Regulation.

(b) Although "proposal" is used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This Request is issued for the purpose of: Information.

Please see the following attachments to support this RFI below.

Attachments:

a. Attachment 1 – Draft Performance Work Statement