Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation No. DTRT5716Q80084 is issued as a Request for Quotation (RFQ). This solicitation is being conducted in accordance with the policies and procedures prescribed in FAR Part 12, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95, effective January 13, 2017. This procurement is being solicited under NAICS code 624230 small business size standard $32.5 million. This Combined Synopsis/Solicitation is being issued as full and open competition. The U.S. Department of Transportation, John A. Volpe National Transportation Systems Center (Volpe Center), Cambridge, MA, has a requirement for comprehensive information, medical and security assistance support services for federal government employees traveling abroad. The contractor is required to provide all requested services in accordance with the Statement of Work (SOW) below. Statement of Work (SOW) - Begin Department of Transportation Volpe National Transportation Systems Center Comprehensive Information, Medical, Security and Evacuation Support Services Statement of Work BACKGROUND The U.S. Department of Transportation (DOT) Volpe National Transportation Systems Center (Volpe Center) sends Temporary Duty (TDY) travelers on special assignment to all regions of the world. The Volpe Center has conducted a lengthy review of services required or provided under Department of State and DOT TDY policies, and recent experiences of Volpe Center staff while on international TDY. The Volpe Center has determined that acquiring outside expertise and comprehensive information, medical, security and evacuation support services to supplement those services provided by partner agencies is necessary to improve the information and necessary on-the-ground support for its personnel on TDY outside the United States. The objective of this procurement is to seek international Government traveler information, medical, security and evacuation support services that require very little maintenance on behalf of Volpe Center staff, and which are managed such that there are few administrative barriers related to enrollment, verification of eligibility for services, and action initiated and followed through on emergency mitigation, response and resolution. SCOPE OF WORK The contractor shall provide comprehensive information, medical, security and evacuation support services for all of Volpe Center's Government employees on TDY assignment outside the United States. These individuals include short-term TDY Government employee traveling to carrying out the mission of the Volpe Center on international assignments around the world. Emergency Support and Evacuation services shall include comprehensive medical and security emergency assistance, including medical and political evacuation services to supplement what may be provided by the U.S. Department of State or other U.S. Government agencies. These services also include consolidated and up-to-the-minute information resources and alerts available prior to and during a trip to support and promote sound choices leading to the greatest levels of health and safety for Volpe Center Government employees while traveling internationally. It is anticipated that these services shall be provided for approximately 75 international trips per year. Comprehensive Information Support Services - Compilation and electronic distribution of multiple sources of information relevant to safety, security and health while traveling internationally. Multiple media approaches to exchanging and disseminating information. - Website and mobile application site that includes up-to-the-minute information, updates and alerts on security and medical concerns for travelers that can be accessed by Government employee traveling, Volpe Center staff, and family members prior to the departure and during the trip so travelers may make the most well-informed decisions possible and take all appropriate precautions and actions to ensure their safety and health. - Customized web pages and links that allow for the consolidation of information and increased efficiency. Customized pages and links with information specific to Volpe Center procedures shall be readily available alongside the information provided by the vendor on their services webpage. Email alert notification systems to serve Government employee traveling and their supervisors. - Telephone, mobile application and web-based resources to gain immediate access to further support (contact information for Embassies, Volpe Center Key Personnel, hospitals, health care facilities, emergency numbers, etc.) Volpe Center will provide the contractor with the Volpe Center Key Personnel information. - Command Centers and staff available 24/7 to manage round-the-clock inquiries from Government employee traveling in all time zones around the globe and manage responses. - Training for users and administrators on how to maximize use of websites, mobile applications and support personnel at call centers. Enrollment - Emergency Contact Cards Automatic issuance of information cards and/or other information pamphlets that can be carried by Government employees during international travel. The cards shall list all relevant emergency contact numbers and procedures in the event of an emergency to facilitate and expedite communication for either the traveler, or someone else providing assistance in the event the Government employee is unable to communicate. No Government employee shall be excluded from enrollment for any reason (age, pre-existing health conditions, etc.). Medical Support Services - Identification of reliable health care providers and advisory services in foreign countries which meet U.S. standards. - Assistance with transport, intake, admissions and monitoring during a medical emergency. - Translation and interpretation services, as necessary. - Medications and supplies will be sent to Government employee traveling TDY, as necessary including replacement of lost, stolen or unavailable meds. Security and Evacuation Support Services - Communication Assistance - 24/7 access to a crisis center or incident command center and case manager in the event of a security related concern - disasters (natural, political, etc.). - Coordination of information and logistics for support and evacuations with all U.S. Government agencies involved. Medical, Security and Evacuation Support Services Available Upon Request These Medical, Security and Evacuation Support Services listed below shall be available and provided by the contractor upon request of the Contracting Officer should the need arise under separate order with an urgent and compelling need justification. - Logistical and operational management and services support for medical evacuations and repatriation - includes payments to providers in remote locations that the U.S. Government may not be able to make in an expeditious manner. The contractor shall provide a description of their standard operating procedure for reimbursement with the government and traveling employee's health insurance providers. - Medically trained escort services as required for sustained care of a patient during transit. - Security evacuation assistance - Repatriation of mortal remains in the event of a death abroad. PLACE OF PERFORMANCE All work shall be performed at the Contractor's site(s), unless otherwise noted in this Statement of Work. DELIVERABLES The contractor shall provide monthly reports of services performed and after-action reports should an emergency medical event or evacuation occur. These reports shall be provided electronically to the COR and/or readily available through an online system. PERIOD OF PERFORMANCE The period of performance will be a Base plus Four year options as follows: Base Date of Award (DOA) through 12 months Option Year One DOA through 24 months Option Year Two DOA through 36 months Option Year Three DOA through 48 months Option Year Four DOA through 60 months Statement of Work (SOW) - End REQUIREMENTS/SPECIFICATIONS The Government intends to award a firm fixed price purchase order as a result of this Combined Synopsis/Solicitation. This notice is expected to result in a single award, subject to receipt of an acceptable proposal. The Offeror's proposal shall be prepared in accordance with Attachment 1, Instructions, Conditions, and Notice to Offerors. The Offeror's price quotation shall include a firm fixed price for each CLIN identified below and the total firm fixed price for CLINS 0100-0500. CLINs 0200 through 0500 are Optional CLINs that may be exercised at the sole discretion of the Government. CLIN 0100 Base Year - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad 12 Months X $______________ /month = $______________________ CLIN 0200 Option Year One - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad 12 Months X $______________ /month = $______________________ CLIN 0300 Option Year Two - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad 12 Months X $______________ /month = $______________________ CLIN 0400 Option Year Three - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad 12 Months X $______________ /month = $______________________ CLIN 0500 Option Year Four - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad 12 Months X $______________ /month = $______________________ TOTAL for CLINs 0100 through 0500: $_______________________ NOTICE TO OFFERORS FAR 52.212-1, Instructions to Offerors-Commercial Items applies to this acquisition and is incorporated by reference. All Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certification-Commercial Items (the complete provision is provided in Attachment 2). An Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certifications electronically using the System for Award Management (SAM) accessible via http://www.Sam.gov. If the Offeror has not completed the annual representations and certifications electronically in SAM, the Offeror shall complete only paragraphs (c) through (o) of this provision. All Contractors must be registered in SAM in order to receive an award from a DOT Agency. The Government intends to award one (1) purchase order on a firm-fixed price basis as a result of this solicitation. This RFQ is expected to result in a single purchase order award, subject to receipt of an acceptable proposal. FAR Clauses and Provisions 52.212-4, Contract Terms and Conditions-Commercial Items, 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, 52.217-5 Evaluation of Options, 52.217-8 Option to Extend Services, 52.232-40, Providing Accelerated Payments to Small Business Subcontractors, 52.203-98, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements-Representation (DEVIATION 2015-02) and 52.203-99, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) are hereby incorporated by reference. Additional clauses cited in 52.212-5 that apply to this acquisition are: 52.209.6, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-50, 52.223-18, 52.225-13, and 52.232-33. The FAR provisions and clauses cited in this notice can be viewed at http://www.acquisition.gov/far. This combined synopsis/solicitation hereby incorporates all Federal Acquisition Regulation (FAR) provisions and clauses contained herein. The offer should be addressed to the following: U.S. Department of Transportation, Volpe National Transportation Systems Center, Attn: Christine Guy, V222, 55 Broadway, Cambridge, MA 02142. The signed offer must be submitted via e-mail to contact@example.gov by closing date of May 29, 2017 at 4:00 p.m. ET. No telephone requests will be honored. The Government will not pay for any information received. It is anticipated that an award resulting from this combined synopsis/solicitation will be made on or about June 5, 2017. The following FAR provision is incorporated by full text: 52.203-98 - PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS- REPRESENTATION (FEB 2015) (DEVIATION 2015-02) (a) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), Government agencies are not permitted to use funds appropriated (or otherwise made available) under that or any other Act for contracts with an entity that requires employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. (b) The prohibition in paragraph (a) of this provision does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information. (c) Representation. By submission of its offer, the Offeror represents that it does not require employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. (End of provision) The following FAR provision is incorporated by full text: 52.203-99 - PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (FEB 2015) (DEVIATION 2015-02) The Contractor shall not require employees or subcontractors seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. The contractor shall notify employees that the prohibitions and restrictions of any internal confidentiality agreements covered by this clause are no longer in effect. The prohibition in paragraph (a) of this clause does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information. (1) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), use of funds appropriated (or otherwise made available) under that or any other Act may be prohibited, if the Government determines that the Contractor is not in compliance with the provisions of this clause. (2) The Government may seek any available remedies in the event the contractor fails to comply with the provisions of this clause. (End of clause) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) (a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor. (b) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act. (c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items. (End of clause)