V999--Wheelchair Transportation Services for Dallas VA Medical Center

The Department of Veterans Affairs, Veterans Health Administration, Veterans Integrated Service Network 17, seeks non-emergent wheelchair transportation services for the Dallas VA Medical Center on a 24/7 basis across 54 counties in North Texas and Oklahoma, with proposals due June 1, 2026. The procurement is a 100 percent set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), structured as an indefinite-quantity, firm-fixed-price contract. Amendment 0001 extended the proposal deadline from May 19 to June 1, 2026, at 10:00 AM CDT, and added EPA Fuel Surcharge Clause provisions and enhanced Privacy, HIPAA Compliance, Information Security, and Record Management language to the Performance Work Statement.

Place of performance is the Dallas VA Medical Center main campus at 4500 S Lancaster Road, Dallas, Texas 75216, serving over 235,000 veterans, with service delivery across counties in Texas (Anderson, Archer, Baylor, Camp, Cass, Cherokee, Collin, Cooke, Cottle, Dallas, Delta, Denton, Ellis, Erath, Fannin, Foard, Franklin, Grayson, Gregg, Hardeman, Henderson, Hill, Hood, Hopkins, Hunt, Jack, Johnson, Kaufman, Lamar, Marion, Montague, Morris, Palo Pinto, Parker, Red River, Rains, Rockwall, Rusk, Smith, Somervell, Stephins, Tarrant, Titus, Upshur, Van Zandt, Wichita, Wise, and Young) and Oklahoma (Bryan, Carter, Choctaw, McCurtain, Pittsburg, and Pontotoc).

The NAICS code is 485991 (Special Needs Transportation) with a $19.0 million small business size standard. The contract period spans 54 months from August 3, 2026, through February 2, 2031, consisting of one 6-month initial period followed by four separately priced 1-year ordering periods. The contract carries a $5,000 minimum and $100,000,000 ceiling, with estimated contract value of $19 million. Historical transportation data (April 1, 2025–March 31, 2026) documents approximately 70,103 trips, supporting estimated annual quantities of 93,585 standard wheelchair trips, 1,000–2,000 over-300-pound capacity trips, 30,000–60,000 excess mileage miles, and 25–50 waiting-time instances per ordering period.

The contractor must provide all vehicles, personnel, management, supplies, equipment, and reporting. Vehicles must comply with federal and state regulations; drivers must hold valid licenses and clean driving records and provide first aid and oxygen administration capability. Services are available on an as-needed basis, with reimbursement on a loaded-mileage basis using Bing Maps as the authoritative mileage calculation methodology; all deadhead and positioning costs must be absorbed in pricing. Contractors must achieve 30-minute dispatch response times and 97 percent on-time performance within 15 minutes of scheduled appointment times. The contractor must maintain a Quality Control Plan addressing performance standards and incident reporting and comply with Service Contract Act wage determinations across all service counties. Contractor personnel must hold valid driver's licenses with clean driving records and comply with Privacy, HIPAA, information security, and records management requirements. The contractor must utilize the VA VetRide Vendor Portal or VA-approved transportation software for trip requests and electronic invoicing. SDVOSB prime contractors must self-perform at least 50 percent of services or use similarly situated SDVOSB or VOSB subcontractors per VAAR 852.219-75, with annual compliance evaluation throughout the contract period.

Evaluation employs a Go/No-Go technical capability assessment, followed by a best-value tradeoff methodology weighing past performance (recency, relevance, and successful performance within three years) more heavily than price. A 30-day phase-in period begins after resolution of the protest period. Contractors must obtain workers' compensation and medical liability insurance, pass background investigations, and hold Transportation for Hire licensing by phase-in completion.

Proposals must be submitted in three searchable PDF volumes—Solicitation/Offer/Price & Award Documents, Technical Capability, and Past Performance—via email to anitra.carter@va.gov and astrid.mckinney@va.gov. The Vendor Questionnaire requires a 30-day phase-in transition plan, proposed fleet breakdown with staffing plan and dispatch procedures per PWS paragraphs 4.4 and 4.5, a Quality Control Plan per PWS paragraph 6.1, and attestation of personnel compliance with PWS paragraph 4.3 requirements. Proposals must include unit pricing, overall total price, discount terms, CAGE code, UEI number, SAM UEID, SAM registration expiration date, socioeconomic status designations, point of contact details, and tax ID number on company letterhead.