DB01--Shuttle Transportation Management Application Amendment Questions and Answers

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 36C25226Q0191 for Shuttle Transportation Management Application.

• Device Power: The device will plug into the vehicle's OEM OBD-II port for power; it does not rely on its own battery.
• Deployment Scope: The 10 GPS tracking devices are for Jesse Brown VAMC shuttles only, not for expansion to other facilities within VISN 12 at this time.
• Operational Focus: The primary goal is to augment the existing communication system for better rider communication, not to resolve specific foreseen challenges like long wait times or route changes.
• Key Performance Indicators (KPIs): The government expects the contractor to measure and report on KPIs such as on-time performance, average rider wait time, and shuttle utilization.
• Incumbent: This is a new requirement; there is no incumbent.
• System Integration: The system is strictly stand-alone and will not integrate with existing VA systems.
• Rider Application Functionality: The rider application is limited to fixed-route shuttle tracking and ETA visibility. It will not support on-demand ride requesting or dispatch functionality.
• Quantity Interpretation: The 10 GPS tracking devices support up to 10 trackable (online) vehicles concurrently.
• Route Definition: Shuttle routes and stops are expected to be predefined and static, with no requirement for administrative users to adjust them frequently.

These clarifications confirm the scope and technical requirements of the solicitation. No changes to due dates or submission rules were indicated.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services, issued as a Request for Quotation (RFQ) for a GPS Tracking and Rider ETA Mobile Application for Shuttle Transportation Management. The Department of Veterans Affairs (VA), Network Contracting Office 12 (NCO 12), requires a solution to enhance shuttle service for veterans, residents, and staff at the Jesse Brown VA Medical Center by improving accessibility and convenience. The VA intends to award a firm-fixed-price contract.

The core requirement is a comprehensive GPS tracking and rider ETA mobile application solution that enables users to:

• Track shuttle locations in real time.
• View estimated arrival times (ETA) for pick-up and drop-off.
• Receive instant notifications and updates on arrivals, delays, and route changes.

Minimum required capabilities include:

• Secure transportation management system.
• Full fleet visibility.
• Quick, plug-and-play installation for vehicle trackers (no wiring modifications).
• Mobile rider application with secure, permission-based access.
• Unlimited app downloads and administrative accounts.
• Live technical support for administrators and riders.

Delivery and implementation must be completed within 30 calendar days After Receipt of Order (ARO).

• Contract Type: Firm-Fixed-Price

• Period of Performance: Base Year (12 months) + Option Year (12 months)

• Items: 10 GPS tracking devices, 1 Rider ETA mobile application (includes unlimited accounts).

• Response Date/Time: January 30, 2026, 5:00 PM Eastern Time.

• Submission: Offers must be submitted electronically to Stacy.Massey@va.gov.

• Evaluation Factors: Technical Capability, Past Performance, and Price.

• Award Basis: Most advantageous to the Government, considering price and other factors.

• Offer Acceptance Period: 60 calendar days.

• Set-Aside: Total Small Business Set-Aside.

• NAICS Code: 518210 (Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services) with a small business size standard of 1,350 employees.

• Requirement: Offerors must have an active Federal Government contracts registration in the System for Award Management (SAM) prior to award.

• This solicitation incorporates provisions and clauses by reference; full text is available at www.acquisition.gov.

• Descriptive literature demonstrating compliance with technical requirements is mandatory.

• Questions should be submitted in writing via email to the Contracting Officer.

Form / Attachment / Pricing Sheet

This document is a template for the Price/Cost Schedule that offerors must complete and submit with their proposals. It outlines the CLINs (Contract Line Item Numbers), item descriptions, quantities, units of measure, and fields for unit price and extended price for both the base year and option year.

• CLINs: 0001 (GPS Tracking Devices), 0002 (Rider ETA Mobile Application) for the base year, and 1001, 1002 for Option Year 1.
• Quantities: 10 Each for GPS Tracking Devices and 1 Each for the Rider ETA Mobile Application for both base and option years.
• Pricing Fields: Unit Price, Extended Price, Total Base Year, Total Option Year 1, and Grand Total.
• Instructions: Offerors must complete all fields with proposed pricing. Prices must be firm-fixed-price and include all costs for delivery, installation, configuration, and support.

This template is critical for bidders to accurately price their proposed solution. It dictates the format for submitting cost information and specifies that all costs, including delivery and support, must be incorporated into the firm-fixed-price. The completed schedule will be a required part of the proposal submission.