36C25625Q0216.docx

Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI)

GENERAL INFORMATION

SET-ASIDE

NCO 16 Contracting Office Michael E. DeBakey VAMC 2002 Holcombe Blvd Houston TX 77030

POINT OF CONTACT*

Contract Specialist Kolbi Barton kolbi.barton@va.gov kolbi.barton@va.gov 713-791-1414

PLACE OF PERFORMANCE

2002 Holcombe Boulevard

Houston, TX 77030

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI:

1. Title: Charter Medical Flights 36C25625Q0216

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

See draft Performance Work Statement (PWS)

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 481211 is 1500 Employees.

3. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following:

Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________

Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________

e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code?

· Please provide proof of qualifications.

f. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)?

If so, please identify the contract number for the Government to review as part of this Market Research.

4. Opportunity/Market Pricing: The MEDVAMC is seeking information from potential vendors on their ability to provide the required service. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation.

RFI responses are due by 13:00 (CST), Monday, November 25, 2024; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to Kolbi.Barton@va.gov the subject line shall read: Charter Medical Flights. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

Please provide the information you deem relevant to respond to the specific inquiries of the RFI. Information provided will be used solely by MEDVAMC as “Market Research” and will not be released outside of the MEDVAMC Purchasing and Contract Team.

7. Contact Information:

Kolbi Barton Kolbi.Barton@va.gov

Your response to this notice is greatly appreciated!

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

1. Overview: The Michael E. DeBakey VA Medical Center Healthcare System (MEDVAMC) located at 2002 Holcombe Boulevard, Houston, Texas 77030 requires chartered flight services to transport Liver, Heart, and Kidneys from outside the Organ Procurement Organization’s (OPO) primary service area back to the MEDVAMC. The Contractor shall furnish all labor, tools, materials, equipment, permits, reports, fuel, travel, personnel, licenses, certifications, supervision, and safety measures required to safely transport medical crew from Houston, TX to donor sites located outside of the OPO’s service area (Houston, TX). Medical crew and organs are then to be safely transported back to the OPO service area in Houston, TX.

2. Period of Performance: The Period of performance for this service contract is from March 1, 2025, to September 30, 2025, plus four (4) 12-month option periods.

3. Description of Services: Services shall include 24/7 organ procurement air transportation services to and from locations where organs become available, returning to MEDVAMC. When an organ that matches a patient on the MEDVAMC transplant wait list is identified, a flight for its procurement will be necessary. Donated organs have a limited preservation time to ensure their viability from the moment of procurement until transplantation. The contractor must have access to all airports throughout the United States. The contractor is required to respond and be airborne with the Transplant Surgeon from Houston, TX, within ninety (90) minutes of notification to facilitate the retrieval of the relevant organ. Travel may be necessary outside of standard business hours, including provisions for 24-hour emergency call-out services at no additional cost. The contractor shall designate at least one (1) emergency point of contact for contract support.

All work related to this contract will be performed in accordance with any applicable Federal Aviation Administration (FAA), U.S. Department of Transportation (DOT), Occupational Safety Health Administration (OSHA) regulations, as well as applicable State health and safety regulations.

All aircraft used in the performance of this agreement must be maintained in an airworthy condition in accordance with all applicable FAA Regulations procedures by means of an established inspection and maintenance plan. Line inspections shall be performed at least once in the twenty-four (24) hour period preceding a flight. Aircraft shall be handled exclusively by trained personnel. Additionally, the vendor shall also provide preventative maintenance inspections of the aircraft to be used for the provision of these services, as required by the FAA on a monthly basis to the Contracting Officer Representative (COR) or designee.

4. General Requirements:

4.1 Non-Personal Services: The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

4.2 Business Relations: The contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The contractor shall manage the timeliness, completeness, and response to quality deficiencies identified. The contractor shall provide corrective action plans, proposal submittals, effective management of subcontractors, and the timely identification of issues which should be reported no later than 24 hours after they are noticed. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

5. Contract Administration and Management:

5.1 Contractor Licenses and Permits: The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of Texas. Furthermore, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from.

5.2 Contract Management: The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between MEDVAMC ongoing operations and the contractor's corporate offices.

5.3 Contract Administration: The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in no later than three business days. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

5.4 Personnel Administration: The contractor shall maintain the proficiency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

5.5 Contractor Personnel, Disciplines, and Specialties: The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with the necessary combination of education, training, and experience, as required by the FAA. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

5.6 Contractor Identification: Contractor personnel shall wear the Contractor's ID badge at all times with name clearly visible and it shall be consistent with the Contractor’s personnel roster.

6. MEDVAMC Normal Business Hours: MEDVAMC normal business hours are Monday through Friday, from 07:30 AM to 4:00 PM CST (Central Standard Time), excluding the Federal Holidays as listed below:

· New Year’s Day

· Martin Luther King Jr. Day

· Presidents Day

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

· Juneteenth And any other day specifically declared by the President of the United States to be a National holiday.

7. Additional Requirements:

7.1 Smoking Regulations and Precautions: In accordance with VA smoking policy and FAA regulations, no smoking will be allowed in the aircraft. Contractor shall comply with Federal Aviation Regulation 135.91b which prohibits smoking within 10 feet of oxygen storage and dispensing equipment carried on aircraft.

7.2 Ambient Control: The aircraft should have the capacity of maintaining the cabin temperature at about 75⁰ Fahrenheit, or as per FAA regulations during all phases of operation.

7.3 Communication System: The aircraft must have radio capability to communicate air to ground and air to air which meets/exceeds standards of FAA.

7.4 Unusual Events: Contractor is required to notify the Contracting Officer or his/her designee of any unusual events, including but not limited to accidents or safety problems that occur involving any VA beneficiary being transported under this agreement. This notification will be made within one (1) hour by telephone and, if requested by the VA, a written report of the event will be delivered to the Contracting Officer or his/her designee by close of business the next working day.

7.5 Aircraft Equipment: All aircraft shall comply with the regulations of the FAA, Federal Aeronautics Regulations (Parts 135/121) and rules and regulations of the state in which Contractor conducts business. Furthermore, all aircraft used in the performance of this agreement must be equipped with functioning two-way radios. Such aircraft must be equipped with all flight instruments required by the Federal Aviation Agency (FAA) regulations for the type of flight operations to be conducted. Such aircraft must also have the facilities to maintain proper cabin temperatures under all flight conditions.

7.6 Deviations from FAA Regulations: Deviations from Federal Aviation Administration Regulations shall be reported in accordance with Federal Aviation Administration Regulations Part 91.3 and 135.19. Deviation decisions related to flight safety can only be made by the pilot who must consider the safety of all persons aboard as well as the needs of the patient.

7.7 Insurance: The Contractor shall obtain all necessary licenses and/or permits, equipment and supplies required to perform this service. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury, damage, and danger during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees as well as for any damage and/or loss of federal, personal, or public property that occurs during the performance of this contract that is caused by his/her employee's fault or negligence, and shall maintain personal liability and property damage.

8. Inspections: Prior to the start of the contract, the Government may thoroughly inspect the proposed awardee’s facilities, aircraft, and equipment, to ensure these will ensure acceptable performance of the services being procured. Additionally, if any aircraft and/or equipment is added after the initial inspection, it may also be inspected by the Contracting Officer/COR before being placed in use under the agreement.

9. Applicable Directives:

9.1 14 CFR Part 119: Title 14 of the Code of Federal Regulations Part 119, issued by the Federal Aviation Administration (FAA).

9.2 14 CFR Part 121: Title 14 of the Code of Federal Regulations Part 121, issued by the Federal Aviation Administration (FAA).

9.3 14 CFR Part 135: Title 14 of the Code of Federal Regulations Part 135, issued by the Federal Aviation Administration (FAA).

10. Quality Control Plan (QCP): The Contractor shall develop a QCP to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which he assures himself that his work complies with the requirement of the contract.

The finalized QCP will be submitted to the Government at the time of the contract award. The Contracting Officer/COR may notify the Contractor of any required changes to the plan during the period of performance. The Contractor then shall coordinate suggested changes and obtain acceptance of the plan by the Contracting Officer/COR.

Any further changes to the program during the period of performance shall be provided to the Contracting Officer/COR for review no later than 10 working days prior to proposed date of the change.

The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

11. Performance Requirements Summary (PRS):

(Positive/Negative)

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