EKHCS SMT Sources Sought Notice.pdf

Sources Sought Notice

SUBJECT*

EKHCS Wheelchair/Stretcher/Sedan Special Mode Transportation (SMT)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

66048

RFI NUMBER*

[36C25526Q0283]

RESPONSE DATE/TIME/ZONE

[04-13-2026] 10:00 CENTRAL TIME, CHICAGO, USA

ARCHIVE

30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

N

SET-ASIDE

TBD based on market research

PRODUCT SERVICE CODE*

V212

NAICS CODE*

485991

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth, KS 66048

POINT OF CONTACT*

Contracting Officer Steve Parrott Stephen.Parrott@va.gov

No phone calls will be accepted as a response to this notice.

PLACE OF PERFORMANCE

mailto:Stephen.Parrott@va.gov

ADDRESS

Eastern Kansas Health Care System (EKHCS) Primary facilities and CBOCs include, but are not limited to:

• Colmery-O’Neil VAMC, 2200 Southwest Gage Boulevard, Topeka, KS 66622-0001

• Dwight D. Eisenhower VAMC, 4101 4th Street Trafficway, Leavenworth, KS 66048-5014

• Iola VA Clinic, 1408 East Street, Iola, KS 66749-4402

• Junction City South VA Clinic, 1169 Southwind Drive, Junction City, KS

• Junction City North VA Clinic, 623 Southwind Drive, Junction City, KS 66441

• Kansas City Kansas VA Clinic, 9201 Parallel Parkway, Kansas City, KS 66112

• Lawrence VA Clinic, 4821 Quail Crest Place, Lawrence, KS 66049

• Platte City VA Clinic, 2303 Higgins Road, Suite F, Platte City, MO 64079

• St. Joseph VA Clinic, 4782 Sienna Drive, St. Joseph, MO 64506

Approximately 80% of transports are anticipated to occur within Kansas and approximately 20% will have an origin or destination in Missouri.

POSTAL CODE

Multiple, as listed above

COUNTRY

USA

ADDITIONAL INFORMATION

DESCRIPTION

This Sources Sought Notice 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 Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, 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 based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran-Owned Small Businesses, Veteran-Owned Small Businesses, 8(a), HUBZone and other Small Businesses interested and capable of providing the services described below. 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 responses for all the questions or requests (a) through (s) in order to be considered for this acquisition:

(a) Company Name _______________________________________________

(b) Address_______________________________________________________

(c) Point of Contact ________________________________________________

(d) Phone, Fax, and Email___________________________________________

(e) UEI Number ___________________________________________________

(f) CAGE Code_____________________________________________________

(g) Tax ID Number _________________________________________________

(h) Please indicate the 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)___________________________ Large Business___________________________________

(i) Is your company considered small under the NAICS code identified under this SSN/RFI (485991)?

Yes______ No________

(j) Are you a prime transportation provider that owns/operates vehicles, a broker/dispatcher, or another equivalent solution to the services being referenced above?

Yes______ No________

If yes, describe your role (e.g., direct provider, broker using subcontractors).

(k) If you are a large business, do you have any designated small business subcontractors/partners? If so, please provide their company name, telephone, and point of contact.

Designated Subcontractors Company ______________________________________

POC __________________________________________

Phone ________________________________________ Email _________________________________________

(l) If you are a small business and intend to use subcontractors, describe how you will comply with applicable limitations on subcontracting, and whether subcontractors will alter, assemble, or modify any aspect of the services requested in any way.

Yes______ No________

If you do, state how and what is altered/assembled/modified.

Response:______________________________________________________________

(m) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed by your organization?

Subcontract: Yes______ No________

Portion of Total Cost (self-performed):_______________________

Please provide estimated detailed percentage breakdowns related to subcontracted work.

Response:______________________________________________________________

(n) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract (e.g., VA, GSA, NASA SEWP)? If so, please provide the contract number.

Yes______ No________

Contract #_________________________________

(o) If you are an FSS GSA/NAC or other federal contract holder, are the services you are providing information for available on your schedule/contract?

Yes______ No________

(p) Please provide general pricing of your services for market research purposes (e.g., typical per-trip base rate, mileage rate, wait-time rate, hourly rate, and any bariatric or stretcher surcharges).

Product/Service | Unit | Unit Price | Amount

(q) Please provide a brief description of your firm’s relevant experience (last 3–5 years) providing non-emergent medical transportation (wheelchair, stretcher, bariatric, sedan) on a 24/7 basis for healthcare systems (e.g., VA, hospitals, managed care organizations).

Include scope, geographic area, and approximate trip volumes.

(r) Describe your firm’s quality control, safety, and incident reporting programs applicable to special mode transportation (e.g., complaint handling, driver monitoring, accident reporting, drug testing oversight, and training tracking), particularly as they relate to the EKHCS requirements summarized below.

Important

(s) Must provide a statement of capability that clearly addresses the organization’s qualifications and ability to perform as a contractor for the work described below.

Work to be Performed:

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Contractor shall provide non-emergent assisted transportation services (wheelchair van, stretcher, bariatric, and sedan) for eligible beneficiaries of the Department of Veterans Affairs Eastern Kansas Health Care System (EKHCS), as determined by EKHCS in accordance with the EKHCS Performance Work Statement (PWS). The contractor shall furnish all personnel, vehicles, equipment, tools, materials, supervision, and other items and services necessary to provide 24 hours per day, 7 days per week, 365 days per year transportation services.

Transportation destinations may include VA and non-VA medical facilities, Veteran domiciles, and other authorized locations throughout Kansas and Missouri, with the majority of trips within Kansas and a minority with origins or destinations in Missouri.

The Government intends to award a Requirements-type Firm-Fixed-Price contract with Economic Price Adjustment (EPA). The fuel price index will be the economic price adjustment mechanism, and adjustment will be made at ordering period renewal; the specific formula for calculating the adjustment will be provided in any future solicitation.

At a high level, the EKHCS PWS includes, but is not limited to, the following requirements (offerors must demonstrate capability to meet them):

• Vehicle Requirements: Vehicles must meet Kansas/Missouri DOT safety standards; have fully functional heating/air conditioning; clean interiors/exteriors;

wheelchair lifts or ramps with at least 800-lb capacity; proper wheelchair and occupant securement systems; seatbelts at all positions; required safety equipment (fire extinguisher, first aid kit, spill kit, PPE); GPS-based tracking capable of recording mileage, speed, and wait/idle time, with data exportable to VA for verification.

• Operations and Scheduling: Contractor must accept and manage transportation requests primarily through the VA VetRide portal, with dedicated staff monitoring VetRide 24/7 to receive requests, update ride status, and capture trip data; must provide scheduled and same-day/add-on transports including nights, weekends, and holidays; must perform pre-trip Veteran contact/confirmation and calculate pick-up times so Veterans arrive within EKHCS-specified windows before appointments; must follow EKHCS rules for wait times, cancellations, and No-Load situations and document them appropriately.

• Drivers and Attendants: Drivers and attendants must meet EKHCS qualifications including acceptable driving records, background checks (SAC), DOT-standard drug testing, and medical fitness; must complete required training in first aid, defensive driving, transporting elderly/disabled/mentally challenged patients, lift and securement operation, abuse-prevention, and sexual harassment prevention; must wear appropriate uniforms and VA contractor ID; must be able to provide “through-the-door” assistance up to a specified maximum number of stairs when requested.

• Patient Handling, Safety, and Privacy: Contractor shall secure all patients with appropriate restraints and refuse transport where patients decline safety restraints;

shall handle bariatric and spinal cord injury patients in accordance with PWS, including accommodating specialized wheelchairs; shall assist Veterans at public transportation hubs; shall protect patient privacy and medical records in accordance with HIPAA, Privacy Act, and VA policy, with a Business Associate Agreement required; shall comply with EKHCS COVID-19 and infectious disease protocols and provide required PPE for contractor staff.

• Performance, Reporting, and Quality Control: Contractor shall maintain an effective quality control program; cooperate with VA monitoring (including random inspections and VetRide/GPS data reviews); report accidents and incidents promptly with required written follow-up; submit detailed invoices reconcilable to VetRide manifests showing trip counts, miles, wait times, cancellations, and No-Loads.