V212--36C250-26-AP-0790 - 36C25026P0538 - TRANSPORTATION SERVICE - BEACHWOOD TRANSPORTATION - 5/1/2026 to 4/30/2027 - BASE YEAR - 541D60003

Other / Unclassified

This document is an award notice for a firm-fixed-price purchase order for non-emergent ambulatory and wheelchair/ambulette transportation services for research participants at the Louis Stokes Cleveland VA Medical Center. The award was made to Beachwood Transportation LLC.

This award notice provides key details for potential bidders interested in similar future opportunities:

• Service: Non-emergent ambulatory and wheelchair/ambulette transportation for VA research participants.
• Location: Louis Stokes Cleveland VA Medical Center, Cleveland, OH.
• Contract Type: Firm-fixed-price, commercial services.
• NAICS Code: 485991 – Special Needs Transportation.
• Set-Aside: Total small business set-aside.
• Source Selection: Lowest Priced Technically Acceptable (LPTA) under FAR Part 12 and Part 13.
• Estimated Value: $118,900.00 (Base + All Options).
• Period of Performance: Base period 05/01/2026 – 04/30/2027, with three one-year option periods through 04/30/2030.
• Estimated Usage: Approximately 270 round trips per year (quantities are estimates only).
• Debriefing: Individual written debriefings are not required for this simplified acquisition; brief explanations of the basis for award may be requested by unsuccessful vendors.

Amendment / Modification

• This amendment corrects a discrepancy in the offer due date between the solicitation document and the SAM.gov posting.

• The SF 1449 (Block 8) of the solicitation originally stated the offer due date as February 27, 2026, at 3:30 PM EST.

• The SAM.gov posting incorrectly stated the offer due date as February 28, 2026.

• The Department of Veterans Affairs confirms that all quotes received on or before February 28, 2026, will be accepted and considered for evaluation and award.

• The offer due date, as referenced in the solicitation document and SAM.gov posting.

• The offer due date is extended to February 28, 2026, at 3:30 PM EST.

• Offerors are not required to acknowledge this amendment.

Questions & Answers / Clarifications

This document provides responses to vendor inquiries regarding Solicitation 36C25026Q0216 for Non-Emergency Ambulatory and Wheelchair/Ambulette Transportation Services for Research Participants at the Louis Stokes Cleveland VA Medical Center. The responses clarify the existing solicitation and Performance Work Statement (PWS) but do not alter them unless a formal written amendment is issued.

• Mileage and Pricing: The PWS defines distance bands (within 20 miles, outside 20 miles, outside 50 miles) but does not set an upper mileage limit for the "outside 50 miles" band. Pricing is based on fixed unit prices for these distance bands, not separate per-mile charges. Weekend/holiday services are billed under the same CLINs.
• Historical Volume: The PWS provides a historical estimate of approximately 270 round trips per fiscal year but does not break this down by distance band, service type (ambulatory vs. wheelchair), or provide daily/weekly estimates. Offerors should plan based on this historical estimate, understanding actual usage may vary.
• Service Details:
  • Multiple Veterans cannot be transported in the same trip; each is billed as a separate round trip.
  • Drivers provide door-to-door assistance (exterior door to vehicle and vice versa) but are not required to enter homes or escort participants to specific suites within facilities.
  • Contractors must provide vehicles, lifts/ramps, and securement systems for wheelchair transport but are not required to supply participants' wheelchairs.
  • No specific bariatric-capable vehicles are required.
  • One caregiver/family member may accompany a participant at no additional charge.
• Operational Procedures:
  • Routine trips require 24-hour advance notice; same-day requests are subject to availability and occasional inability to fulfill will not be treated as a performance failure.
  • Contractors should include anticipated waiting time within their proposed unit prices; no separate waiting time compensation mechanism exists.
  • Invoicing will be electronic via the Tungsten Network e-invoicing portal.
  • VetRide will not be used; transportation requests will be initiated via VA-designated communication methods.

These responses are for clarification only and do not alter the solicitation unless a formal written amendment is issued. Offerors are responsible for reviewing the entire solicitation and any amendments.

Solicitation

This solicitation seeks quotations for non-emergency ambulatory and wheelchair/ambulette transportation services for research participants of the Veterans Affairs Rehabilitation and Development (RRD) Cleveland FES Center. The goal is to ensure reliable, safe, and timely transportation for participants attending study visits and related medical appointments.

• Provide non-emergency transportation for ambulatory and wheelchair/ambulette users.

• Services include door-to-door assistance.

• Transportation does not include stretcher transports or require EMT-level staffing.

• Vehicles must be licensed, registered, insured, and maintained according to federal, state, and local laws, including ADA requirements.

• Drivers must be qualified, trained (CPR, First Aid, passenger assistance, wheelchair securement), and meet background check requirements.

• Services are provided on an as-ordered basis, with routine trips requiring at least 24 hours' advance notice.

• Estimated historical volume: approximately 270 round trips per fiscal year.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base Year (approx. March 15, 2026 - March 14, 2027) with three Option Years.

• Estimated Value: $19 Million (This appears to be an estimated contract value, not necessarily the total value of this specific solicitation).

• Submission Method: Email to the Contracting Officer.

• Offer Due Date: February 27, 2026, 3:30 PM EST.

• Questions Due Date: February 13, 2026, 3:30 PM EST.

• Evaluation Approach: Lowest-priced technically acceptable (LPTA).

• Evaluation Factors: Technical Capability (Acceptable/Unacceptable), Past Performance (Acceptable/Unacceptable/Neutral), and Price.

• Offerors must submit quotes with pricing for the base and all option periods.

• This acquisition is a 100% set-aside for small businesses.

• Offerors MUST have an active SAM registration at the time of offer submission.

• Service Contract Act Wage Determinations # 2015-4727 applies.

• The solicitation incorporates FAR clauses by reference, including those related to commercial products and services, and VA-specific clauses.

• Electronic invoicing is required.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division publication titled "REGISTER OF WAGE DETERMINATIONS UNDER THE SERVICE CONTRACT ACT." It provides the official wage rates and fringe benefits required for various occupations under the Service Contract Act for specific geographic areas. This document is crucial for contractors to understand the minimum wage and benefit requirements for employees working on covered federal contracts.

• Wage Determination Number: 2015-4727, Revision No. 28, dated 12/03/2025.
• Geographic Area: State of Ohio, specifically the counties of Cuyahoga, Geauga, Lake, Lorain, and Medina.
• Occupational Listings: Includes a comprehensive list of occupations with corresponding wage rates and footnotes.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) for federal contractors.
• Benefits: Details Health & Welfare benefits ($5.55 per hour or $222.00 per week/$962.00 per month) and paid sick leave provisions.
• Vacation and Holidays: Outlines paid vacation (2-4 weeks based on service length) and a minimum of eleven paid holidays.
• Conformance Process: Explains the process for requesting additional classifications and wage rates if an occupation is not listed.

This document is essential for bidders to accurately estimate labor costs for their proposals. It establishes the minimum wage rates and required fringe benefits for all service employees working on the contract. Failure to comply with these wage determinations can lead to penalties. Bidders must ensure their proposed wages and benefits meet or exceed the rates specified in this document for the relevant occupations and geographic area.

Solicitation / RFP / RFQ

This is a PreSolicitation Notice for non-emergency medical transportation services to support the VA RR&D Cleveland FES Center and affiliated healthcare clinics. The services are for research participants traveling to and from designated medical appointments.

• Provide all vehicles, personnel, management, supplies, equipment, and reporting necessary for non-emergency transportation services.

• Ensure transport personnel are appropriately licensed, certified, and qualified.

• Contractor is responsible for the safety and welfare of patients and VA property during transport; any damaged or lost mobility devices or personal belongings must be replaced at the contractor’s expense.

• All transportation requests, changes, and cancellations will be placed only by authorized VA personnel.

• Patient pickups and dropoffs must follow ordering, check-in, and reporting procedures described in the Performance Work Statement.

• Anticipated release of solicitation: on or about January 27, 2026.

• Anticipated period of performance: March 15, 2026, through February 14, 2027.

• Includes three 1-year option periods.

• Potential offerors must monitor SAM.gov for the solicitation release and amendments.

• Offerors must be registered in SAM.gov prior to award.

• Response Date/Time/Zone: January 28, 2026, 4:30 PM Eastern Time, New York, USA.

• This acquisition will be conducted as a total small business set-aside.

• NAICS Code: 485991 (Special Needs Transportation).

• This notice is for information only and is NOT a Request for Competitive Offers. Do not respond to this notice.

• Place of Performance: Louis Stokes Cleveland VA Medical Center, 10701 East Blvd, Cleveland OH 44106. Transport may also include MetroHealth Medical Center’s Old Brooklyn Health Center, Cleveland Clinic, and University Hospitals.