Sources Sought-Shuttles.pdf

SOURCE SOUGHT NOTICE: VA MARYLAND HEALTH CARE SYSTEM

SHUTTLE TRANSPORTATION SERVICES

This is a Sources Sought Notice; it is not a Request for Quote or Proposal.

Maryland VAMC is seeking sources to provide Shuttle Transportation Services for the patients and/or employees for the Baltimore Medical Center.

The anticipated date of a solicitation is July 7, 2022, with an expected period of performance Starting July 24, 2022, to January 24, 2023, using NAICS CODE 485999, All Other Transit and Ground Passenger Transportation size $16.5 Million.

Vendors will not receive formal notification or feedback on any information submitted in this Sources Sought Notice. All future proposed submissions and solicitations requirements solicited on a Government Point of Entry (GPE) will be evaluated independently of any information submitted in response to this Sources Sought Notice. No vendor will be provided information on solicitations issued on a Government Point of Entry based on this Sources Sought Notice.

Potential Sources shall provide their Capability Statement and it must be clear, concise, and complete.

Interested contractors should respond to this notice via email toJohn.Ritter@va.gov using the subject “Shuttle Transportation Services – VAMC Baltimore” by Tuesday, July 5, 2022, 9:00 am EST, and provide:

DUNS number.

VIP verification standing, if any.

GSA contract number, if applicable.

Please limit response to 5 pages

There is no other information available at this time. Responses to this notice may be used in determining an appropriate set-aside.

Requirements Below:

SECTION 1 - General Information

1.1 The purpose of this contract is to provide Shuttle Transportation Services for the patients and/or employees for the Baltimore Medical Center, unless noted otherwise routes are continuous:

A. Shuttle Services and hours of performance:

1. Route Name: METRO WEST SHUTTLE - DAY

a. Passengers: VA Beneficiaries & escorts

b. Route- Metro West Parking Garage to Baltimore VA Medical Center

c. Operates Day 6AM - 7PM, 5-minute intervals

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. Four 5 Passenger ADA Vans – Contractor Owned and Maintained, Contractor

Operated

2. Route Name: METRO WEST SHUTTLE - NIGHT

a. Passengers: VA Beneficiaries & escorts

b. Route- Metro West Parking Garage to Baltimore VA Medical Center

c. Operates Night 7PM – 6AM, 15-minute intervals

d. Monday, Tuesday, Wednesday, Thursday, Friday

e. Two 5 Passenger ADA Vans – Contractor Owned and Maintained, Contractor

Operated

3. Route Name: METRO WEST SHUTTLE - WEEKEND

a. Passengers: VA Beneficiaries & escorts

b. Route- Metro West Parking Garage to Baltimore VA Medical Center

c. Operates 6am to 6am (24 hours), 15-minute intervals

d. Saturday & Sunday

e. Two 5 Passenger ADA Vans – Contractor Owned and Maintained, Contractor

Operated

ADDRESS FOR SHUTTLE LOCATIONS

A. Baltimore VA Medical Center, 10 North Greene Street, Baltimore, MD 21201 B. Metro West Parking Garage- 610 West Saratoga Street, Baltimore MD 21201

2.1. Performance and Notification

2.1.1 Contractor shall provide shuttle services utilizing vehicles capable of transporting safely and comfortably, per the hours stated under section 2.1. When transporting all passengers, contractor shall be in accordance with VHA DIRECTIVE 2008-020.

2.1.2 Electronic Transmissions: The Contractor shall propose an electronic media, (e.g.

facsimile, e-mail), available at all times during the period of performance to communicate requirements such as patient incidents, requests for services, special correspondence, etc. with the VA. Use of this communication system will be mutually agreed upon after award but prior to contract performance.

2.2.3 Contractor Personnel Roster: Within seven (7) days after contract award the contractor shall provide the following employee information:

1. Name

2. Position

3. Title, and

4. Work assignment area

2.2.4 Thereafter, any personnel changes shall be submitted prior to any changes occur and only after approval of the Contracting Officer.

2.3. Contractor Personnel Qualifications

2.3.1 Contractor employees shall conduct themselves in a business-like manner at all times while on VA premises. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel will wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean and neat at all times. Undergarment should not be visible through or show outside of outer clothing. Shoes should be closed-toe and allow employee to respond to any type emergency. Hair should be neatly arranged. It is the contractor’s responsibility to foster confidence and trust in patients, visitors, and employees through professional behavior and appearance. Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

2.3.2 Within seven (7) days after receipt of award notification, the contractor shall provide evidence of required training, certifications, licenses and any other qualifications required for this contract. The initial documentation shall be provided to the Contracting Officer (CO) prior to the commencement of performing any services under this contract.

2.3.3 During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract and who have not been approved by the CO.

2.4. Transportation Driver

2.4.1 Contractor shall be responsible for using appropriate driver screening and selection criteria when employing drivers. Appropriate driver screening is defined as license criteria to operate appropriate vehicles and positive driving history. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse; a criminal background check, to the maximum extent permitted by state law.

2.4.2 Drivers shall have a valid operator's license in accordance with Federal, State and local government requirements for their place of operation for the services they perform, be capable of administering oxygen and have successfully completed the Standard and Advanced First Aid Course of the American Red Cross and Basic Life Support CPR training or equivalent and be capable of providing first aid or CPR assistance. Drivers licenses and driving records must be verified every 4 years and upon the occasion of a VHA transportation accident. 2.4.3 Prior to the commencement of services under this contract, the Contractor is responsible for providing the CO with verification that drivers shall have the following before they provide any services related to this contract:

a. Health examinations including annual TB skin test result;

b. Either received the Hepatitis B vaccine series, or is immune as a result of acquired infection, or have been offered and refused the vaccinations;

c. Received measles-mumps-rubella (MMR) vaccine. Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three diseases and is required for all persons born after 1956;

d. A negative PPD within the last (6) months, or if a known reactor, a negative chest X-ray within the past year;

e. A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with varivax (chicken pox);

f. Received training in Universal Precautions and Blood Borne Pathogens, Hazardous Material Management, and Life Safety Management (fire preparedness).

g. All drivers transporting shall receive initial basic safe driver training and annual refresher to include defensive driving techniques, use of safety belts, medical center policy, patient safety and emergency response procedures. Training for drivers operating 15-passenger vans includes the DOT, National Highway Traffic Safety Administration flyer (see subpar. 5f

2.5 Contractor Equipment, Vehicles and Inspection

2.5.1 The VA reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of contractor equipment will not constitute a warranty that the contractor's vehicles and equipment are properly maintained.

2.5.2 The VA reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA.

2.5.3 Vehicles shall meet all current applicable Federal, State and local specifications and regulations including, but not limited to, licensing, registration, and safety standards.

2.5.4. Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.

2.5.5 The contractor shall not be permitted to borrow medical equipment from the Medical facilities. Contractor shall at no time and under any circumstances exchange equipment with VA. At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

2.6 Contractor Performance

2.6.1 In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA COR manger and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be re-procured. The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may result in termination of the contract in accordance with FAR clause 52.212-4(m).

Contractor will be provided with the name and contact information or the COR and Transportation Manager, prior to commencement of contract

2.6.2 Should the VA determine the immediate transportation is essential to prevent loss of life or serious bodily harm, transportation services may be procured without referral to the Contractor.

In these extremely rare cases, no charge shall be levied against the Contractor.

2.7 Escort

2.7.1 The VA reserves the right to have an escort, such as a relative, or care provider of beneficiary or VA staff accompany beneficiary when the VA determines that such an escort is in the best interest of the beneficiary.

2.7.2 The VA will also be the sole judge in determining when an escort is required. There shall be no additional charge to the VA when escorts are authorized to travel with beneficiary.

Contractor shall only be required to transport escort with patient and shall not be required to return the escort back to point of origin.

2.8 Substitution of Beneficiary

2.8.1 The VA reserves the right to substitute between beneficiaries requiring services at any time so as to prevent delays, cancellations, or dry runs. There shall be no additional charge to the VA when such changes occur.

2.13 Patient Rights

2.13.1 The contractor shall be courteous to VA beneficiaries and shall not smoke while transporting patients. Patients may bring a reasonable amount of equipment, such as folding wheelchair, consumable medical supplies and personal suitcase. When transporting patients to or from Medical facilities, the driver, acting for the Contractor, will ensure that the patient's luggage, medical records, medications, and prosthetic devices are properly accounted for and delivered with the patient as required.

2.13.2 The Contractor shall immediately notify the VA of any incidents involving injury to VA patients during transport. The Contractor shall promptly complete and submit to the Contracting Officer Technical Representative and the Contracting Officer, an Incident Report with all information felt to be necessary for any full review.

2.13.3 The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by the patients with regards to transportation services. The Contractor may provide recommendations for improved services along with the patient complaints for the VA's review.

No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

2.13.4 The Contractor shall assist the beneficiary from the departure point to the vehicle and to their destination point.

2.15 Contractor's Responsibilities and Insurance Requirements

2.15.1 The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Necessary licenses and permits required to perform are stated in VHA Directive 2008- 020 in Section D.4. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence.

2.15.2 The Contractor shall maintain personal and automobile liability, and property damage insurance, as prescribed by the laws of the and in accordance with VAAR 852.237-71.

Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR.

2.16 Safety Requirements

2.16.1 In order to protect the lives and health of patients, the Contractor shall take such safety precautions as the Contracting Officer, or the COR, may determine to be reasonably necessary.

Please reference VHA Directive 2008-020 in Section D.4.

2.16.2 The Contracting Officer, or the COR, will notify the Contractor of any safety non-compliance and the action to be taken.

2.16.3 The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work.

2.16.4 Reference: VHA Directive 2008-020 April 16, 2008, Patient Transportation Program, April 16, 2008; Expires: April 30, 2013

2.17 Interference with Normal Functions

2.17.1 The Contractor’s personnel may be required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the Contracting Officer.

2.18 Contractor's Quality Control Program (QCP)

2.18.1The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be forwarded to the CO in the complete RFQ package submitted by the contractor. The QCP is separate from the required Management/Technical Capabilities that will be provided by the contractor. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary.

The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

2.18.2 An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

2.18.3 On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

2.18.4 For methods used for identifying the quality of service performed please reference the Quality Assurance Surveillance Plan (QASP) located in Section D.2 QASP

2.18.5 On-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. Institute methods to identify and prevent vehicle breakdowns, and detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle.

2.18.6 On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

2.18.7 The methods of identifying and preventing radio communication breakdowns. Provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle two-way radios.

2.18.9 On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

SECTION 3 - Government Furnished Property:

NA

SECTION 4 - Contractor Furnished Equipment and Supplies.

The Contractor shall furnish all equipment and supplies not identified in Section 3 of the SOW as Government-Furnished supplies and equipment or specifically identified in this section.

4.1 Contractor Vehicles

4.1.1 Vehicles shall contain at a minimum, the following:

4.1.2 Side and rear loading doors shall be operational from both inside and outside vehicle.

4.1.3 Steps shall be treated with non-skid material.

4.1.4 Vehicle shall have safety belts for all occupants.

4.1.5 Vehicle shall have heating, air conditioning and adjustable temperature controls.

4.1.6 Vehicle shall contain four (4) emergency flares and warning lights, and one (1) five (5) pound

ABC rated fire extinguished with fire extinguisher tag showing record of inspections.

4.1.7 Vehicle shall contain a First Aid Kit with a minimum of the following: band-aids, gauze, elastic bandages, sterile gauze pads, triangular bandages, cleansing wipes, tape, scissors, eye pads, and ammonia inhalants. All items shall be packed in sterile containers.

4.1.8 Vehicle shall have two (2) clean blankets. Each time a blanket is used during the performance of this contract, the contractor is required to replace the used blanket with a clean blanket

4.1.9 Vehicle shall have on board supplies to provide infections control precaution procedures.

4.1.10 A two-way radio or cellular phones that shall be fully operational at all times during contract performance.

SECTION 5 - Contract Definitions / Acronyms

5.1. Beneficiary is a Veteran determined to be eligible for benefits by the VA.

5.2. Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings, and is a member of the vehicle inspection team.

5.3. Contracting Officer's Technical Representative (COR) is the VA official responsible for providing contract oversight and technical guidance to the CO. The CO shall delegate authority for performing certain responsibilities to the COR via a COR delegation. The COR’s have responsibilities, which include certifying invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and is a member of the vehicle inspection team.

5.4. Contractor – The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract.

5.5. Quality Assurance – Those actions taken by the Government to assure services meet the requirements of this contract.

5.6. Quality Assurance Evaluator(s) Government personnel responsible for surveillance of contractor performance.

5.7. Quality Assurance Surveillance Plan (QASP) is an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance.

5.8. Quality Control — Actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

5.9. Vehicle(s) — The term refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified.

B.3 SCHEDULE

The Contractor is to provide all personnel, vehicles, equipment, supervision, etc. to provide SHUTTLE SERVICE in accordance with the Statement of Performance, terms, conditions, provisions, specifications, and schedules of this solicitation. The contract period will consist of one (1) 3 month base period with three (3) 1 month renewable options at the government’s discretion.

0001 BASE PERIOD: July 24, 2022 through October 24, 2022

ROUTE NAME QUANTITY UNIT UNIT PRICE TOTAL PRICE

1. Metro West Shuttle - Day 3 Mo $ $

2. Metro West Shuttle - Night 3 Mo $ $

3. Metro West Shuttle - Weekend 3 Mo $ $

BASE PERIOD TOTAL $

0002 Option month 1: October 24, 2022 through November 24, 2022

ROUTE NAME QUANTITY UNIT UNIT PRICE TOTAL PRICE

1. Metro West Shuttle - Day 1 Mo $ $

2. Metro West Shuttle - Night 1 Mo $ $

3. Metro West Shuttle - Weekend 1 Mo $ $

OPTION MONTH 1 TOTAL $

AGGREGATE TOTAL $

0003 Option month 2: November 24, 2022 through December 24, 2022

ROUTE NAME QUANTITY UNIT UNIT PRICE TOTAL PRICE

1. Metro West Shuttle - Day 1 Mo $ $

OPTION MONTH 2 TOTAL $

0004 Option month 3: December 24, 2022 through January 24, 2023

ROUTE NAME QUANTITY UNIT UNIT PRICE TOTAL PRICE

1. Metro West Shuttle - Day 1 Mo $ $

OPTION MONTH 3 TOTAL $

End.