S02 - Combined Synopsis Solicitation RFQ 36C25625Q0400 - Charter Medical Flights.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES

General Information:

Document Type: Combined Solicitation/Synopsis

Solicitation Number: 36C25625Q0400

Posted Date: February 07, 2025

Questions Due Date/Time: February 14, 2025/12:00pm (CST)

Response Due Date/Time: February 21, 2025/2:00pm (CST)

Product or Service Code: V225

Set Aside: Small Business

NAICS Code: 481211

Size Standard 1,500 Employees

Point of Contact: Kolbi Barton – Email: kolbi.barton@va.gov

Contracting Office Address

Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Rd., Ste 750 Houston, TX 77056

Description

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for

Evaluation and Solicitation for Commercial Services,” in conjunction with FAR Part 13.5 for

Certain Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular:

2024-05, 04-22-2024. This competitive solicitation is being issued as a small business set aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 481211, with a size standard of 1,500 employees.

The FSC/PSC is V225.

Contractor is required to be actively in the System for Award Management. Contractor quote may be considered non-compliant and rejected if the Contracting Officer is unable to verify active registration status. The Department of Veterans Affairs, Michael E. DeBakey VA Medical Center (MEDVAMC), is requesting chartered flight services to transport organs from outside the Organ Procurement Organization’s (OPO) primary service area back to the MEDVAMC.

See B.4 Price/Cost Schedule page 14 of this document for details regarding the Government’s requirement.

See E.1 52.212-1-Instructions to offerors pages 21 through 24 for deliverables.

mailto:kolbi.barton@va.gov

36C25625Q0400

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...16

C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.5 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.8 VAAR 852.247-71 DELIVERY LOCATION (OCT 2018)

C.9 VAAR 852.247-72 MARKING DELIVERABLES (OCT 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

B.2 PERFORMANCE WORK STATEMENT

B.3 QUALITY ASSURANCE SURVEILLANCE PLAN

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: POC: __________________________

Address: ________________________

Phone: __________________________

Email: __________________________

UEI Number: _____________________

Tax ID Number: ___________________

b. GOVERNMENT: Kolbi Barton, Contract Specialist 36C256

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

Phone: 713-791-1414

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon receipt and acceptance by the Government

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PERFORMANCE WORK STATEMENT

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.

Base Year: 03/01/2024 through 09/30/2025

Option Year 1: 10/01/2025 through 09/30/2026

Option Year 2: 10/01/2026 through 09/30/2027

Option Year 3: 10/01/2027 through 09/30/2028

Option Year 4: 10/01/2028 through 09/30/2029

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

• Washington’s Birthday

• Memorial Day

• Juneteenth National Independence Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

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

9.3 14 CFR Part 135: Title 14 of the Code of Federal Regulations Part 135, issued by the

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):

Performance

Objective (Task)

Performance

Standard

Monitoring

Method

Acceptable

Quality Level

(AQL)

Incentive

(Positive/Negative)

Perform Charter Flight

Services on Time PWS Section 3

By physical inspection and/or customer engagement

Charter Flight

Services shall be on-time 95% of the time

Immediate corrective action taken at no additional cost to the

Government

Provide the equipment and assistance necessary for the safe onboarding/offboarding of passengers

PWS Section 3

By physical inspection and/or customer engagement

100% of all validations

Immediate corrective action taken at no additional cost to the

Government

Conduct Services and

Operations in accordance with FAA

Regulations

PWS Section 3

By physical inspection and/or customer engagement

100% of all validations

Immediate corrective action taken at no additional cost to the

Government

Perform Aircraft

Maintenance in accordance with FAA

Regulations

PWS Section 3

By inspection of aircraft maintenance inspections logs

100% of all validations

Immediate corrective action taken at no additional cost to the

Government

Aircraft compliance with FAA Regulations

PWS Section 7.7

– 7.10

By validation of contractor’s submitted aircraft specifications

100% of all validations

Immediate corrective action taken at no additional cost to the

Government

Reporting of Unusual

Events PWS Section 7.6

BY COR

validation

95% of all validations

Immediate corrective action taken at no additional cost to the

Government

(End of PWS)

(Left Blank Intentionally)

B.3 Quality Assurance Surveillance Plan

Quality Assurance Surveillance Plan (QASP)

Medical Chartered Flight Services

1. PURPOSE: This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored.

• How monitoring will take place.

• Who will conduct the monitoring.

• How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis.

However, the Government shall coordinate changes with the contractor through contract modification.

Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES:

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United

States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

• Assigned Contracting Officer: Steven A. Berkeley, 713-791-1414

• Organization or Agency: Department of Veterans Affairs, Network Contracting Office (NCO) 16

b. Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The

COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

• Assigned COR: Lesley Ramirez 713-791-1414 Ext 223933

• Organization or Agency: Department of Veterans Affairs

3. PERFORMANCE STANDARDS

The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract.

Number

Paragraph in PWS

Indicator/Performance

Standard

Standard for

Quality

Level

Acceptable

Quality

Level

Method of

Surveillance

Incentive

3.3

Contractor shall be licensed by the Federal

Aviation Administration.

In addition, the contractor shall ensure assigned pilot personnel.

are fully trained/qualified and licensed.

100%

Periodic

Inspection

Positive

Past

6.3 Contractor shall respond

and be in flight with the transplant surgeon from

Houston, TX within 90 minutes of notification to provide travel to retrieve.

the applicable organ.

Direct

Observation

9.0

The Government has the right to inspect the contractor’s premises, maintenance records of aircraft(s), flight logs, and dispatch records being used for the contracted services.

Furthermore, annually, the contractor will provide proof of insurance and copies of any licenses for all staff providing services under this contract

Periodic

Inspection

12.0

The Contractor shall submit invoices in arrears accurately and timely (monthly) for all services billed

Direct

Observation

4. INCENTIVES/RATING STANDARDS: Incentives shall be based on exceeding, meeting, or not meeting performance standards.

5. METHODS OF QA SURVEILLANCE: Various methods exist to monitor performance. The

COR shall use the surveillance methods listed below in the administration of this QASP.

a. DIRECT OBSERVATION. 100% surveillance will be monitored by the transplant team during every transplant that requires the services of a medically chartered flight. While 100% compliance is expected, the formal documentation of this surveillance will be conducted quarterly

b. PERIODIC INSPECTION. Inspections scheduled/reported quarterly per COR delegation, or as needed.

6. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL: Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

VERY GOOD:

Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

SATISFACTORY:

Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

MARGINAL:

Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

UNSATISFACTORY:

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element being assessed contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

7. DOCUMENTING PERFORMANCE

a. The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR).

b. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication.

In any case the CO shall document the discussion and place it in the contract file. When the COR and CO determines formal written communication is required, the COR shall prepare a Contract

Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and will present to the contractor's program manager for corrective action.

c. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor must present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance and the acceptability of the Contractor’s corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

8. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement

The frequency of measurement is defined in the contract or otherwise in this document.

The government (COR or CO) will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Reporting

The COR shall communicate with the Contractor and will provide written reports to the Contracting Officer quarterly (or as outlined in the contract or COR delegation) to review Contractor performance.

9. COR AND CONTRACTOR ACKNOWLEDGEMENT OF QASP

Name/Title/Signature – Contractor Date

Lesley Ramirez/Supervisory Program Specialist /Signature – COR Date

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 YR __________________ __________________

Charter medical flight needed for organ transplant transportation

Contract Period: Base POP Begin: 03-01-2025 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 481211 - Nonscheduled Chartered Passenger Air Transportation

PRODUCT/SERVICE CODE: V225 -

Transportation/Travel/Relocation - Travel/Lodging/Recruitment:

Ambulance

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 481211 - Nonscheduled Chartered Passenger Air Transportation

PRODUCT/SERVICE CODE: V225 -

Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 481211 - Nonscheduled Chartered Passenger Air Transportation

PRODUCT/SERVICE CODE: V225 -

Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 481211 - Nonscheduled Chartered Passenger Air Transportation

PRODUCT/SERVICE CODE: V225 -

Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 481211 - Nonscheduled Chartered Passenger Air Transportation

PRODUCT/SERVICE CODE: V225 -

Transportation/Travel/Relocation - Travel/Lodging/Recruitment:

Ambulance

GRAND TOTAL __________________

SECTION C - CONTRACT CLAUSES

C.1 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of Clause)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

FAR

Number

Title Date

52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST JUN 2020

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS NOV 2023

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

NOV 2023

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—

JAN 2025

COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

MAR 2023

52.237-3 CONTINUITY OF SERVICES JAN 1991

852.246-71 REJECTED GOODS OCT 2018

C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of

Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause)

C.5 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses (SDVOSBs) or veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with 852.215–70, Service-Disabled Veteran-Owned and Veteran-

Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001;

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a

Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National

Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting

Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office.

Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States;

(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;

(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;

(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or

(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

(End of Clause)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT

2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer

(ACO) for the purpose of performing certain tasks/duties in the administration of the contract.

Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

C.8 VAAR 852.247-71 DELIVERY LOCATION (OCT 2018)

Shipment of deliverable items, other than reports, shall be to:

Department of Veterans Affairs

Michael E. DeBakey VA Medical Center

Receiving Warehouse Building 100

2002 Holcombe BLVD

Houston, TX 77030-4298

(End of Clause)

C.9 VAAR 852.247-72 MARKING DELIVERABLES (OCT 2018)

(a) The contract number shall be placed on or adjacent to all exterior mailing or shipping labels of deliverable items called for by the contract.

(b) Mark deliverables, except reports, for:

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR

ATTACHMENTS

N/A

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (SEP 2023)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition

Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of

Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the

Government reserves the right to conduct discussions if later determined by the Contracting

Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation.

(1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil.

(ii) If the General Services Administration, Department of Agriculture, or Department of

Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision.

(2) Most unclassified Defense specifications and standards may be downloaded from the

ASSIST website at https://assist.dla.mil.

https://assist.dla.mil/ https://assist.dla.mil/

(3) Defense documents not available from the ASSIST website may be requested from the

Defense Standardization Program Office by-

(i) Using the ASSIST feedback module (https://assist.dla.mil/feedback); or

(ii) Contacting the Defense Standardization Program Office by telephone at 571-767-6688 or email at assisthelp@dla.mil.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier. (Applies to all offers that exceed the micro-purchase threshold, and offers at or below the micro-purchase threshold if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation ‘‘Unique Entity

Identifier’’ followed by the unique entity identifier that identifies the Offeror’s name and address.

The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) [Reserved]

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of Provision) https://assist.dla.mil/feedback https://www.sam.gov/SAM/ https://www.sam.gov/SAM/

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

• Factor 1: Technical

• Factor 2: Price

• Factor 3: Past Performance

(b) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government.

(1) Under Factor 1 Technical, the quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation, performance work statement, and based on the information requested in the instructions to offers section of this solicitation.

(2) Under Factor 2 Price, the Government will evaluate the quoted price for reasonableness by adding the total of all line-item prices, including all ordering periods.

The government will also compare the proposed prices with the Independent Government Estimate (IGCE) and quotes posed by other offers.

(3) Past Performance: Past Performance history will be reviewed through the Contractor Performance Assessment Reports System to assist in making the responsibility determination. Past Performance will be reviewed as part of the responsibility determination only.

(c) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(d) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the

Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is…