Presolicitation notice 36C255-27-AP-0036.pdf

Presolicitation Notice

*=Required Field Presolicitation Notice

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

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* TBD

RESPONSE DATE/TIME/ZONE

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

SET-ASIDE SDVOSB

PRODUCT SERVICE CODE* V212

NAICS CODE* 485991

PLACE OF PERFORMANCE VA Eastern Kansas Healthcare System

Leavenworth and Topeka VA Medical Centers And their surrounding CBOCs

POSTAL CODE 66048/66622

COUNTRY USA

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS Department Of Veterans Affairs Network Contracting Office 15 3450 S 4th Street Trafficway Leavenworth, KS 66048

POINT OF CONTACT* Contracting Officer Steve Parrott Stephen.Parrott@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A PRESOLICIATION NOTICE, NOT A SOLICITATION.

A REQUEST FOR PROPOSAL WILL BE POSTED ON OR ABOUT JULY, 2026.

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.

All work shall be done in accordance with the performance work statement. The PWS will be posted with the solicitation.

• The NAICS code for this procurement is 485991

• This project will be 100% set-aside for Service-Disabled Veteran-Owned Small

Businesses.

• The POC for this notice is Steve Parrott, Stephen.Parrott@va.gov.