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This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. 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: (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) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

Network Contract Office (NCO) 22 is seeking a qualified vendor to provide Nonemergency Medical Transportation Services for the Phoenix VA Health Care System located at 650 E. Indian School Road, Phoenix, AZ 85012. Contractor shall provide all personnel, supervision, equipment, supplies, materials, and transportation to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement of the capabilities stated below:
DRAFT Performance Work Statement DRAFT

Background
The Phoenix VA Healthcare System (PVAHCS) has a need for safe, comfortable non-emergent ambulatory, wheelchair, and stretcher transportation services for eligible beneficiaries to get to and from their scheduled medical appointments at the main facility and its associated Community Based Outpatient Clinic locations (CBOC) on an as needed basis, twenty-four (24) hours a day, seven (7) days a week (Including holidays)

Services include pre-arranged, scheduled, unscheduled, and will call door to door service from beneficiary s apartments and homes, and other areas designated by the Patient Travel Office (PTO). It also includes discharges from PVAHCS inpatient wards, the Emergency Department, as well as transports to and from contracted nursing homes. The Government shall not exercise any supervision or control over the contract service providers performing these services.

Note: This contract is not for emergency medical services.
2.0 Scope:
Contractor shall furnish all parts, labor, equipment, personnel, qualified supervision, and
vehicles necessary to provide the appropriate means of transportation required by this
contract.
2.1 Transportation Coordinator
Contractor shall provide an on-site Transportation Coordinator for PVAHCS VA Travel Department. No Government Furnished Equipment (GFE) or Wi-Fi access will be provided to the Contracted Vendor Transport Coordinator. A working space for the employee within the Travel Department will be provided to handle daily operation tasks. The responsibilities of the Contracted Vendor Transport Coordinator include:
The single point of contact for the VA Travel Department staff.
Available on site at PVAHCS Monday thru Friday, 0730 to 1600.
Provide real time data entry of approved transports.
Assist Travel Department team with questions and/or concerns involving Transportation Services.
Provide Estimated Time of Arrival (ETA) for Veterans and Travel Department team.
Assist with data collection for requested travel arrangements to ensure VA contract and billing terms are met by Contractor.
Mitigate any discrepancies in information which may occur post transport.

Drivers/Attendants:

2.1.1. Services shall be provided by a qualified driver, licensed in accordance with applicable
state, city, and local regulations.

2.1.2. Drivers/attendants shall be trained in various methods for securing patients utilizing
wheelchair lifts, restraint systems, and other assistive devices during transportation.

2.1.3. Drivers/Attendants must have successfully completed an American Red Cross Standard
First-Aid and Personal Safety Course or any other related courses in first aid and have
current certifications.

2.1.4. Drivers/Attendants must be enrolled periodically in refresher continuing education, or
advanced training programs as required by the State of Arizona, but in no instance shall
this be less frequently than every two years. Such refresher training must be
equivalent to that developed by the American Red Cross Standard first aid and personal
safety.

2.1.5. Record of each employee s qualification must be maintained at the Contractor s
establishment and made available for inspection upon request.

2.1.6. Contractor shall ensure that all drivers and staff performing under this contract comply
with the participating VAMC alcohol and drug free workplace policy. Contractor shall
conduct random alcohol and drug tests on all drivers. Random alcohol and drug tests
shall be conducted at least once a year on each employee performing under the resulting
contract. Drivers shall also be subject to drug and alcohol testing when reasons exist to
suspect the use of illegal drugs and/or alcohol while on duty that impaired judgment,
performance, and operation of vehicles and the safety of Veteran patients. Upon request,
the Contractor shall provide evidence or copy of the results of employee drug and
alcohol testing.

2.1.7. Solicitations by Contractor personnel of beneficiaries for any reason is STRICTLY
PROHIBITED

2.2 Vehicles

2.2.1. All vehicles shall be in excellent mechanical condition with clean and sanitary interiors.
Interiors and exteriors of each vehicle shall be well maintained and present a respectable
appearance. Each vehicle shall be of a model and make to ensure safe and comfortable
transportation for the patient and shall be inspected and maintained daily to assure
mechanical fitness for public safety. Each vehicle shall be equipped with safety items
required by Federal, State and local authorities in the area in which they are operate. In
addition, the vehicles shall have:

Safety restraints for all seating, wheelchair, and stretcher positions.
Permanently mounted cot locking devices in a number equal to the maximum capacity of the vehicle.
Heater and air conditioner in good operating condition, capable of maintaining a comfortable temperature throughout the vehicle interior.
One stretcher in good operating condition with adequate straps and anchor system to ensure safe transportation of patients (for stretcher transport vehicles only). All stretcher transports shall be equipped with a wheelchair (Used only if needed upon patient pickup/delivery) and onboard oxygen (Not to exceed 4 liters).
One of the following fire extinguisher types:
-- Five-pound dry chemical
-- ABC
-- 10-pound BC (minimum J.L.)
Fire extinguisher shall be mounted so it can be easily accessed.
24-unit American Red Cross type first aid kit or equivalent
Disposable masks for use by driver and/or patients with cough, flu like symptoms.
Adequate supply of clean sheets, pillows, pillowcases, and blankets.
Warning lights that flash, activated when loading or off-loading passengers.
A secured cooler containing water for patients being transported in the event of traffic delays or vehicle breakdowns.

Note: A minimum of five vehicles utilized for ambulatory and/or wheelchair transport shall be
equipped with onboard oxygen.

2.2.2. Any vehicle involved in an accident, no matter how insignificant, shall be taken out of
operation until the Contractor has provided written documentation to PVAHCS that the
vehicle has been repaired and is in good working order.

2.2.3. Drivers/vehicles shall be equipped with satellite cell phones to maintain communication
with Contractor s Dispatch Center and PVAHCS dispatcher for out-of-town pick-up and
drop-offs (Out of town travel can be 250 miles one-way).

2.2.4. The Government reserves the right to inspect and approve vehicles utilized for contract
performance at any time. Mechanical defects noted at the time of inspection shall be
corrected prior to being placed in service. Maintenance of vehicles and their equipment
shall be on a periodic basis and meet or exceed manufacturers recommendations.
Inspection of maintenance records shall be made available to the COR upon request.

2.3. Service Requests:
PTO shall provide Contractor next day s transportation schedule by 4:30 pm the day prior
to pick-up. (PTO will provide Contractor directions to pick-up locations on PVAHCS).

Schedules, patient information, or additional requests will be provided via fax/secure email during workweek (Monday through Friday).
Contractor shall contact each patient the day prior to pick-up to confirm transport request and patient s address.
Driver/Attendant shall go to PTO, AOD (After hours), or applicable ward at time of pick-up/drop-off. If the driver cannot locate the patient, the driver shall notify the unit and VA dispatcher. After hours, weekend, and holidays, the driver will notify the AOD on duty.

Note: PVAHCS averages six to ten unscheduled requests a day (Monday Friday) for all
mobility types. PTO will notify Contractor so pick-up can be completed within 1.5 hours
of request.

For questions or updates during hours of operations, Contractor shall call PTO at (602) 277 5551, x7650, option 1.
For questions or updates after hours, weekends and/or holidays, Contractor should contact the ADO at (602) 277 5551, x2621 (For example: if Contractor arrives for pick-up and beneficiary has moved, is sick or requires a different mobility type.

2.3.1. Basic Services:
Contractor shall provide non-emergent door to door transportation services IAW PTO s daily transport schedule within 30 minutes of the requested pick-up time. Contractor shall also provide transportation services based on patient discharges as well as contract nursing home placement needs. Transport services will be provided on as needed basis and will be communicated to the Contractor via fax/secure email.

2.3.2. Life Sustaining Treatment Patient Transportation:
For scheduled, unscheduled, and will call notifications for Life-Sustaining Treatment Patients patient transportation for Dialysis, Hematology/Oncology, Radiation, and Oxygen patients, Contractor will provide door to door transportation services within 20 minutes of the requested pick-up time.

Note: The VA requires patients to check in 15 to 30 minutes prior to their scheduled
appointment time.

2.3.3. Multiple or Single Riders
a. It is understood and agreed that when transporting Veterans who reside in the same geographical area, a ride share will be utilized by the Contractor. A ride share is when two or more Veterans reside within a 5-mile radius, ride together to the VA for their scheduled appointments. When transporting more than one patient on a trip, reimbursement will be made at the rate for a single rider. Each additional rider will be reimbursed at a rate of one-half the single rider rate. Contractor shall ensure that pickups and drop offs are scheduled to ensure that all patients make appointment times.

b. If a patient requires an attendant or caregiver, or requests to have one present, the Contractor shall provide the service at no additional cost. The attendant or guest rides along with patient to assist with the needs of the patient.

2.3.4. Failure to Provide Services:
If Contractor is unable to furnish Ambulette/Medical Coach/Wheelchair service within 60 minutes, Contractor is responsible for furnishing alternative transportation to meet 60-minute timeframe. If Contractor is unable to find alternative transportation, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost that may result. The VA shall be the sole judge in determining when to order service from another source.

2.3.5. Cancellation:
If Contractor is provided notification 30 minutes prior to pick-up time, the VA shall not be charged for the cancellation or dry run (A dry run is when a driver is already at the designated pick-up location and the patient is not ready or cancels).

2.3.6. Dry Run Charge: When transport service is requested by the VA and is canceled less than
30 minutes prior to pick-up, a dry run charge of half the regular single rate will be
charged. The charge shall be addressed immediately to PTO to document.

2.3.7. Rates:
Mileage traveled will be limited to "One Way Only," the distance the patient was
transported. trip mileage shall be determined by utilizing Bing Maps (the standard
utilized throughout the VA for patient travel) whenever possible (Base rates include
mileage up to 27 miles from PVAHCS)

2.3.8. Waiting Time:
For time lost waiting for a patient at either a pick-up or drop-off location due to causes beyond the Contractor s control, the Contractor shall be reimbursed at the rate quoted in the schedule in 15 minute or one-quarter hour increments after the first 15 minutes from the time they report to the designated person. If the pickup is other than the VA Medical Center, the Contractor will call the Patient Travel Department or AOD as soon as the driver anticipates a delay may develop for which the Contractor will claim reimbursement (Call is only for verifying the arrival time at the pick-up point and is not required if the Contractor does not anticipate any delays).

2.3.9. Delays:
When conditions, either foreseeable and/or controllable occur, such as, but not limited to severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. Delays or exceptions to the required quality of services will be reported to the Patient Travel Office. The COR will make a determination as to whether such delays in service will be excused.

2.3.10. Medical Incidents/Accidents:
Contractor shall immediately report all medical incidents and accidents, including those where there is no apparent injury to the patient, that occurs while transporting VA beneficiaries. A written report from the driver documenting the facts of the incident/accident must be provided to the PVAHCS within 24 hours of the occurrence. The written report will include:

Name and address of patient being transported
Whether patient was injured or not.
If patient was transferred to another contract vehicle.
If patient was transported to an Emergency Department by ambulance.
Date and time when incident occurred.
Location where incident occurred.
Telephone numbers of any witnesses.
Applicable police reports.

3.0. General Information
3.1. Protected Health Information (PHI):
Contractor will be given the protected health information (PHI) of name, address, and telephone number for the purpose of locating and transportation of the patient(s). Drivers will secure the daily pick-up list at all times. Contractor will be given protected health information of name, address, and telephone number via fax, phone, or letter for the purpose of billing.

3.2. HIPPA Compliance:
Contractor must adhere to the provisions of Public Law 104 191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of PHI. As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs. In accordance with HIPAA, the Contractor may be required to enter into a BAA with VA.

3.3. Security Requirements:

3.3.1. Background Investigations:
In accordance with VHA Directive 0710 all Contractor personnel providing services under this contract shall be the subject to a background screening and shall receive favorable adjudication from the VA prior to contract performance. The level of screening for this contract is: Special Agency Check (SAC) only unless a National Agency Check is determined to be required by the VA ISO and/or Privacy Officer for contract personnel assigned to a low risk/non-sensitive position is expected to work more than 180 days. Any employee whose background investigation yields unfavorable results shall be removed immediately from performance under this contract. In the event the screening is not completed prior to contract performance; the Contractor shall be responsible for the actions of those individuals performing under the contract.

3.3.2. Security Badges:
All Contractor personnel shall wear VA provided identification (I.D.) badges above the waist at all times while on the VA grounds. Contractor shall coordinate with COR in order to obtain the VA provided I.D. badges for all drivers. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from Federal Property.

3.4. Privacy and Security Training:
Contractor is required to ensure that all personnel (Contractor or subcontractor) receive annual Privacy and Security Awareness Training that conforms to the requirements of the Department of Veteran Affairs Office of Cyber and Information Security Training. C&A requirements do not apply, and a Security Accreditation Package is not required.

3.5. Quality Control:
Contractor shall develop and maintain an effective quality control program to ensure services are performed IAW the PWS. Contractor shall develop and implement procedures to identify, prevent, and ensure non recurrence of defective services. The Contractor s quality control program is the means which the vendor assures their work complies with the requirements of the contract. A quality control plan shall be delivered with the proposal and updated as necessary during the life of the contract. After acceptance of the quality control plan. the Contractor shall receive the Contracting Officers Representative s (COR) acceptance in writing of any proposed changes to the QC Plan.

3.6. Quality Assurance:
The government shall evaluate the contractor s performance IAW the Quality Assurance Surveillance Plan. The plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

3.7. Post Award Conference/Periodic Progress Meetings:
Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. The COR will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

3.8. Estimated Quantities:
All quantities for trips/mileage are estimated quantities, since it is impossible to determine the exact number of trips or mileage required during the contract term. The estimated quantities specified in the price schedule do not obligate the government to order those exact quantities however they are representative of the types and numbers of services historically procured.

3.9. Invoicing:
a. Contractor shall submit Invoices weekly and will be paid biweekly in arrears. Invoices shall include:

(1) Contract Number.
(2) Date of Trip.
(3) Authorization number(s) and patient s name.
(4) Pick-up and drop-off location of patient.
(5) Base Rate.
(6) Name of patient transported.
(7) Documentation of circumstances when billing for waiting time.
(8) Any miscellaneous charges for which the contractor is expecting reimbursement i.e., Toll charges, Waiting Time, etc.
(9) VA authorizing official s name.
(10) Healthcare Procedure Coding System/National Level II (HCPCS).

b. Contractor shall provide a receipt or copy of the receipt for all miscellaneous charges.
(Waiting time, etc.)

c. Unauthorized charges will be suspended by the COR. Unauthorized charges are those that authorized VA personnel have not pre-approved. Supporting documentation shall be provided and submitted for payment consideration.
d. Suspended charges will be reviewed by COR for validity and to whether or not the payment will be made. Final determination will be made within 30 days after notifying Contractor of suspended charges.
3.10. VetRide/VA-Approved Transportation Software
Contractor agrees to utilize VetRide, Third Party Portal and Vendor Pass with every passenger transported under this contract. Software and access to VetRide Third Party Portal shall be provided to the Contractor by the Department of Veteran Affairs.

Contractor will utilize VetRide Third Party Portal as stated below:
Receive and respond to electronic trip requests
Receive, use, and ensure the use of the Vendor pass by the dispatcher and aircrew.
Submit claims via the electronic HCFA 1500 in the VetRide Third-Party Portal (See note below)

Note: Invoices for government transportation contracts will transition from Tungsten to VetRide during the life of the contract. A modification will be provided with the start date and updated instructions from those listed above. Until the transition has been approved, Contractor shall use Tungsten to submit all invoices:
3.11. Place of Performance:

Main Facility
Phoenix VA Healthcare System
650 E. Indian School Road
Phoenix, Arizona 85012

Community Based Outpatient Clinics
Southeast VA Clinic
3285 S. Val Vista Road, Gilbert, AZ 85297

Southwest VA Clinic
9250 W. Thomas Road, Phoenix, AZ 85037

Thunderbird VA Clinic
9424 N. 25th Avenue, Phoenix, AZ 85021

Northwest VA Clinic
13985 W. Grand Avenue #101 Surprise, AZ 85374

Northeast VA Clinic
11390 E. Via Linda, Scottsdale, AZ 85259

Mesa VA Clinic
4136 S Power Road, Mesa, AZ 85212

Midtown VA Clinic
5040 N 15th Avenue, Phoenix, AZ 85015

Phoenix 32nd Street, VA Clinic
400 N. 32nd Street, Phoenix, AZ 85008

3.12. Contracting Officer Representative
Gregory Frederick
Phone: (602) 277-5551, x2780
Email: gregory.frederick@va.gov

3.13. Period of Performance:
This is a base plus four (4) twelve-month option year contract, October 1, 2023 to September 30, 2028.

3.14. Hours of Operation:
The majority of trips under this contract will be Monday through Friday, 6:00 am to 5:00 pm, exclusive of Federal Holidays; however, transportation services are required 24 hours/day, 7 days/week, including Federal Holidays. This includes but is not limited to after hour discharges from the VA hospital; if administratively eligible, these Veterans shall be able to utilize transportation.

3.15. Recognized Holidays:
The following holidays are observed by the Federal Government. If a Federal Holiday falls on a Saturday, the immediately preceding Friday will be observed as the holiday; if a Federal Holiday falls on a Sunday the immediately succeeding Monday will be observed as the holiday. In addition to those holidays listed below, on occasion there may be other holidays declared by Executive Order:

New Year s Day Labor Day
Martin Luther King Jr. s Birthday Columbus Day
President s Day Veteran s Day
Memorial Day Thanksgiving Day
Juneteenth Christmas Day
Independence Day

Note: The Contractor is required to perform on holidays should there be scheduled transports,
as well as hospital and ED discharges.

3.16. Identification of Contractor Employees:
a. While performing services under the contract, the company name and employees' names must appear on the driver and attendant's attire. This can be a legend on a uniform jacket or by means of a name pin or a combination of both, while performing services under the contract. Uniforms are to be clean and maintained in good repair. Drivers transporting patients must either wear uniforms or other form of easily identifiable insignia, which identifies the person as an employee of the Contractor. Drivers must maintain accepted standards of cleanliness and grooming and demonstrate courtesy to the patients being transported.

b. All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

c. Contract personnel shall ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

3.17. Smoking and Vaping Policy:
Smoking or vaping are not permitted on VA grounds.

3.18. Site Visit
We request a site visit on TBD at TBD with all prospective vendors responding to this
solicitation. Vendors will meet TBD at the Phoenix VA Healthcare Systems TBD. The
facility is located at 650 E. Indian School Road, Phoenix, Arizona 85012 Please RSVP
by calling or emailing TBD at:

WP: TBD
Email: TBD

3.19. Definitions and Acronyms:
a. Definitions:
Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.
Contracting Officer: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.
Contracting Officer s Representative (COR): An employee of the U.S. Government appointed by the contracting officer to monitor the contractor s performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.
Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.
Deliverable: Anything that can be physically delivered, but may include non-manufactured items such as meeting minutes or reports.
Dry Run: When the driver shows up at residence and all attempts are made to contact the patient and no one is at the residence or the patient has cancelled.
Physical Security: Actions that prevent the loss or damage of Government property.
Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.
Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.
Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end-product or service shall meet contract requirements.
Ride Share: An arrangement in which two or more people who reside in the same geographic area share a vehicle for transportation.
Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

b. Acronyms:
COR: Contracting Officers Representative
FAR: Federal Acquisition Regulation
HIPAA: Health Insurance Portability and Accountability Act of 1996
CO: Contracting Officer
PWS: Performance Work Statement
QASP: Quality Assurance Surveillance Plan
QC: Quality Control
AOD: Administrative Officer of the Day
PHI: Protected Health Information

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 485991-Special Needs Transportation ($19.0 Million).
Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors must submit information by e-mail to michael.williams48@va.gov. All information submissions should be received no later than 3:00 pm Arizona Time on June 30, 2023. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.

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