V119--Wheelchair Van Service

Solicitation / RFP / RFQ

This document is a solicitation for Wheelchair Van Service. The Department of Veterans Affairs, Network Contracting Office 6, is seeking proposals for this service.

• Provision of wheelchair van services.

• The solicitation number is 36C24626Q0130.

• The Product Service Code is V119.

• The NAICS Code is 485991 (Specialty Passenger Transportation).

• Not specified in the provided text.

• This opportunity is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC).

• Contracting Office Address: 100 Emancipation Drive, Hampton VA 23667.

• Point of Contact: Kamilah Nye, Contract Specialist, at kamilah.nye@va.gov or 757-315-2510.

• The award number for a related contract is 36C24626D0046, with an award amount of $4,334,040.00, awarded on 03-02-2026 to DEGRAFT SYSTEMS LLC.

Amendment / Modification

This amendment serves to answer questions previously addressed for solicitation 36C24626Q0130.

This amendment addresses questions related to:

• Contract Scope & Workload (e.g., trip volumes, geographic boundaries, patient populations)
• Performance & Quality Assurance (QASP) (e.g., on-time performance calculation, exceptions, corrective actions, reporting templates)
• Dispatching, Communication, and Scheduling (e.g., primary contacts, procedures for no-shows/cancellations)
• Training, Licensing, and Certification (e.g., VA-sponsored training, background checks, drug screening)
• Vehicle and Equipment Standards (e.g., GPS tracking, sanitization, maintenance)
• Subcontracting & Compliance (e.g., subcontractor pre-approval, interpretation of "similarly situated subcontractors")
• Billing & Invoicing (e.g., reimbursement rates)
• Transition-In/Out Requirements (e.g., onboarding period, data sharing, deadlines for inspection/readiness)

This amendment provides clarifications that may impact how offerors prepare their proposals and understand the requirements. No changes to proposal deadlines are indicated.

Solicitation / RFP / RFQ

This solicitation is for nonemergent wheelchair transportation services for the Salisbury VA Medical Center and its associated Community-Based Outpatient Clinics (CBOCs) and affiliated healthcare clinics. The service is required on an as-needed basis, 24 hours a day, seven days a week, including weekends and holidays.

• Provision of all vehicles, personnel, management, supplies, and equipment for nonemergent wheelchair transportation.

• Transport of patients, including luggage, medical records, and comfort items.

• Adherence to all federal, state, and local regulations regarding transportation.

• Use of VA-approved transportation software (VetRide or similar) for trip requests, status updates, and claims submission.

• Maintenance of a Quality Control Plan (QCP) and adherence to minimum performance standards.

• Compliance with COVID-19 and other infectious disease protocols, including specific PPE requirements.

• Drivers must possess valid licenses, meet experience requirements, and undergo background checks.

• Minimum of 15 wheelchair vans to be available.

• Contract Period: Date of Award through 12/31/2028.

• Contract Type: Firm Fixed Price.

• Estimated Value: Not explicitly stated, but a contractor whose contract award is estimated to exceed $1,000,000 is required to register with CPARS.

• Quotes are due by December 22, 2025, 15:00 EST.

• Submission is via email to Kamilah Nye at kamilah.nye@va.gov.

• Quotes must be assembled by Section (A, B, C).

• Evaluation will be based on Technical/Management Approach, Past Performance, and Price.

• The award will be made to the quote representing the best benefit to the Government at a reasonable price.

• Offerors must be registered in SAM and verified as a Service-Disabled Veteran Owned Small Business (SDVOSB).

• This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Offerors must be certified and listed in the SBA Veteran Small Business Certification (VetCert) database.

• Several attachments are referenced, including Wage Determinations, QASP, VA Security Language, and Limitations on Subcontracting.

• Telephonic questions will not be addressed; all questions must be submitted in writing via email by December 15, 2025.

Form / Attachment / Pricing Sheet

This document, "Attachment E - VA SECURITY LANGUAGE.pdf," is an appendix (Appendix C) to VA Handbook 6500.6, "Contract Security." It provides updated security language for inclusion in contracts, specifically for Appendix C, "VA Information and Information System Security and Privacy Language for Inclusion into Contracts, As Appropriate."

• General Security Requirements: Outlines that contractors, personnel, and subcontractors must adhere to federal laws, regulations, VA directives, and handbooks regarding information and information system security and privacy.
• VA Information Custodial Language: Details government rights to data and intellectual property, usage limitations for contractor access to VA information, data segregation, encryption requirements (FIPS 140-2 validated tools, TLS), and VA's right to conduct audits.
• Access to VA Information and Systems: Specifies requirements for contractor personnel accessing VA information, including signing a Rule of Behavior, undergoing security investigations, obtaining appropriate clearances, and reporting personnel changes or security incidents.
• Information System Design and Development: Covers compliance with federal laws, VA policies, and specific standards (FIPS 199, FIPS 200) for systems developed for VA, including requirements for secure software development and compliance with directives like HSPD-12.
• Product Integrity, Authenticity, Provenance, Anti-Counterfeit and Anti-Tampering: Addresses requirements for ICTS supply chain security, procurement from authorized sources, risk management practices, software bills of materials (SBOM), and trusted channels for delivery.
• Viruses, Firmware and Malware: Mandates contractor due diligence to ensure provided software and patches are free of malware and prohibits uploading malicious code to VA systems.
• Cryptographic Requirements: Requires the use of approved cryptographic methods (FIPS 140-2, NIST 800-52) and documentation of cryptographic systems.
• Patching Governance: Details requirements for patch management, vulnerability remediation, and verification of updates for all procured products.
• Specialized Devices/Systems: Outlines compliance for medical devices, special purpose systems, and research scientific computing devices with applicable regulations and cybersecurity processes.
• Data Center Provisions: Specifies requirements for accessing VA networks, ensuring network infrastructure and data availability, and using secure connections.

This document is critical for any bidder whose contract may involve handling VA information, systems, or technology. It defines the extensive security and privacy obligations that contractors must meet, including data protection, encryption, access controls, incident reporting, and system development standards. Bidders must understand these requirements to accurately estimate costs, develop compliant proposals, and ensure successful contract performance.

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" (Wage Determination No.: 2015-4423, Revision No.: 30). It establishes the minimum wage rates and fringe benefits required for various occupations when performing contract work in specific geographic areas. Bidders must use this information to ensure compliance with labor laws when proposing on contracts subject to the Service Contract Act.

• Applicable Executive Orders: Details the applicability of Executive Order 14026 ($17.75/hour minimum for contracts entered into or extended after Jan 30, 2022) and Executive Order 13658 ($13.30/hour minimum for contracts awarded between Jan 1, 2015 and Jan 29, 2022, not renewed/extended after Jan 30, 2022).
• Geographic Area: Applies to North Carolina counties (Cabarrus, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Union) and South Carolina counties (Lancaster, York).
• Occupational Listing: Provides a detailed list of job classifications with corresponding minimum hourly wage rates and required fringe benefits.
• Fringe Benefits: Specifies health and welfare benefits ($5.36/hour or $4.93/hour under EO 13706).
• Paid Sick Leave: Outlines requirements for paid sick leave under Executive Order 13706.
• Vacation and Holidays: Details provisions for paid vacation and holidays.
• Conformance Process: Explains the procedure for establishing wage rates for unlisted classifications.

This document is critical for bidders to accurately calculate labor costs and ensure compliance with federal wage laws. Failure to adhere to these wage determinations can lead to bid disqualification or contract non-compliance. Bidders must review the listed occupations and their corresponding rates to factor them into their pricing proposals.

Form / Attachment / Pricing Sheet

This document, VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION), requires offerors to certify their compliance with subcontracting limitations as stipulated in the solicitation and resultant contract. It outlines the specific subcontracting percentages applicable to different contract types (Services, General Construction, Special Trade Construction) and the consequences of non-compliance.

• Services Contracts: Offerors must ensure no more than 50% of the contract amount is paid to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs) listed in the SBA database.
• General Construction Contracts: Offerors must ensure no more than 85% of the contract amount is paid to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction Contractors: Offerors must ensure no more than 75% of the contract amount is paid to firms that are not certified SDVOSBs or VOSBs.
• Certification: Offerors must complete, sign, and return this certification. Failure to do so will result in the offer being deemed ineligible for award.
• Compliance: The offeror acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and that failure to comply may result in criminal, civil, or administrative penalties. The Government may require documentation to demonstrate compliance at any time.

This is a mandatory certification for all offerors. Bidders must understand the subcontracting limitations relevant to the specific contract type they are bidding on and ensure their proposed subcontracting plan adheres to these requirements. Failure to complete and submit this form correctly will lead to disqualification. It is crucial for bidders to accurately assess their ability to meet these limitations before submitting their offer.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) for Wheelchair Van/Ambulette Services. Its purpose is to guide how the quality of services provided under the contract will be monitored by the Government. It outlines the Government's responsibility for objective, fair, and consistent evaluation of contractor performance.

• Contract Description: Services are to be provided 24/7/365 for eligible Veteran beneficiaries at the W.G. "Bill" Hefner VA Healthcare System, including patients with limited mobility and those requiring frequent transport.
• Scope: Defines the distinction between the Contractor's Quality Control Plan (QCP) and the Government's QASP. The QASP provides oversight of the contractor's quality control efforts.
• Areas of Surveillance: Includes timeliness of wait time, pick-up time, and response time; certifications and training; timeliness of monthly reports; and ambulette maintenance/safety.
• Performance Standards & Acceptable Quality Levels (AQLs): Details specific performance standards for services like patient pick-up timeliness, response times for unscheduled trips, certifications, report submission, and vehicle maintenance. Each standard has an associated AQL and potential incentives or negative impacts on contractor payments (e.g., deductions for late pick-ups or unqualified staff).
• Government Roles: Outlines responsibilities of the Contracting Officer (CO) and Contracting Officer's Representative (COR) in overseeing surveillance activities.
• Methods of QA Surveillance: Includes customer feedback, 100% inspection, and periodic inspections.
• Corrective Action: Describes the process for notifying the contractor of missed performance standards or complaints and providing an opportunity for correction.

This QASP details the performance standards and quality metrics the Government will use to evaluate the contractor's performance. Bidders should review these requirements carefully to understand the expected level of service, reporting obligations, and potential financial impacts related to quality performance. It highlights critical areas such as timeliness, staff qualifications, and vehicle safety, which are crucial for successful contract execution and proposal development.

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" (Wage Determination No. 2015-4399, Revision No. 26). It establishes the minimum wage rates and fringe benefits required for various occupations when performing contracts subject to the Service Contract Act in North Carolina, specifically for the counties of Davidson, Davie, Forsyth, Stokes, and Yadkin.

• Applicable Executive Orders: Details the applicability of Executive Order 14026 (effective Jan 30, 2022, or later) and Executive Order 13658 (effective Jan 1, 2015 - Jan 29, 2022) for contracts awarded or extended on or after specific dates. It outlines the minimum hourly rates under these orders ($17.75 for EO 14026 and $13.30 for EO 13658, or the listed wage determination rate if higher).
• Occupational Listings: Provides a comprehensive list of job titles (occupation codes) with corresponding minimum hourly wage rates and required fringe benefits. This includes administrative, automotive, food service, maintenance, health, technical, and transportation occupations, among others.
• Fringe Benefits: States that fringe benefits required follow the occupational listing. Specific benefits like Health & Welfare, Vacation, and Holidays are detailed in subsequent pages.
• Special Notes: Includes information on hazardous pay differentials (8% for high hazard, 4% for low hazard), uniform allowances, and the process for requesting additional classifications and wage rates (conformance process).

This document is crucial for bidders to understand the labor costs associated with performing the contract. It dictates the minimum wages and benefits that must be paid to employees working on the contract, directly impacting the cost proposal. Bidders must ensure their proposed wages meet or exceed these requirements to be compliant.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (WD) issued under the Service Contract Act, specifically WD #2015-4423, Revision 31. It establishes the minimum wage rates and fringe benefits required for various occupations in specific geographic locations.

• Geographic Scope: Covers counties in North Carolina (Cabarrus, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Union) and South Carolina (Lancaster, York).
• Occupational Listings: Provides a comprehensive list of occupation codes and titles, along with their corresponding minimum wage rates and fringe benefits.
• Executive Order Requirements: Notes applicability of Executive Order 14026 and 13658 regarding minimum wage rates and paid sick leave.
• Health & Welfare: Specifies rates for health and welfare benefits.
• Vacation & Holidays: Outlines provisions for paid vacation and holidays.
• Conformance Process: Details the procedure for classifying and determining wages for occupations not explicitly listed.

This wage determination is crucial for any bidder responding to a solicitation that requires services within the specified geographic areas and occupational categories. Bidders must ensure their proposed wages and benefits meet or exceed the rates listed in this determination to be compliant. Failure to adhere to these wage requirements can lead to non-compliance and potential disqualification.