V121--Sources Sought Chartered Flights from American Samoa to Oahu

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. No Solicitation is currently available. All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government. The applicable North American Industry Classification System (NAICS) Code is 481111, Scheduled Passenger Air Transportation, and the small business size standard is 1,500 employees. Potential Offerors must be registered in the System for Award Management (SAM) to be eligible for an award (See Internet Site https://www.sam.gov/portal/public/SAM/). Potential Offerors must also have a current Online Representations and Certification Application on file with SAM. Service Disabled Veteran Owned and Veteran Owned Small Businesses must be registered and verified in the Department of Veterans Affairs Vendor Information Pages (VIP) (See Internet Site https://www.vip.vetbiz.gov/). Brief Description of Services The contractor shall provide air transport services for The Department of Veterans Affairs for 45-day increments of recurrent flights for 6 months with a possible extension. Its no commercial flights readily available, therefore charter flights are required for transport. The flights will originate in American Samoa (AS) to fly eligible beneficiaries (Veterans and medical attendants) under an indefinite delivery/indefinite quantity (IDIQ) contract with up to 15 passengers to Honolulu, Hawaii, Daniel K. Inouye International Airport or an alternate location based on flight conditions and return flights to AS. The contractor shall provide all equipment in accordance with the specifications, terms, conditions and provisions of this agreement which meets or exceeds the standards set forth in the applicable sections. All work related to this contract will be performed by the Contractor in accordance with any applicable Federal Aviation Administration (FAA), U.S. Department of Transportation, or Occupational Safety Health Administration (OSHA) regulations, as well as applicable State health and safety regulations. Pricing should include all legs of transportation to and from respective airports. The demand for air services is estimated to be 6 flights per six months but not to exceed unless necessary to support unforeseen circumstances. Period of Performance with option to extend the term of the contract: The base period of performance for this contract shall begin at date of award and expire after 6 months. The Government may extend the term of this contract by written notice to the Contractor within 5 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 7 days before the contract expires. The preliminary notice does not commit the Government to an extension. 2. If the Government exercises this option, the extended contract shall be considered to include this option clause. 3. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 12 months. FSS Order Introductory Language: The terms and conditions of the contractor's Flight Service System (FSS) contract (including any contract modifications) apply to all task or delivery orders issued under the contract. When a lower price has been established, or when the delivery terms, Freight on Board (FOB transportation charges) terms, or ordering requirements have been modified by the task/delivery order, those modified terms will apply to all purchases made pursuant to it and take precedence over the FSS contract. Any unique terms and conditions of an order issued under the contract that are not a part of the applicable FSS contract will govern. In the event of an inconsistency between the terms and conditions of a task/delivery order and the Contractor's FSS terms, other than those identified above, the terms of the FSS contract will take precedence. Scope of Work: All passengers will be at the airport within the period for flight arrival with the time to board the aircraft for all personnel with limited mobility and access to the aircraft. The Contractor will provide the equipment necessary to safely load passengers on the aircraft and assist with securing wheelchairs are other mobility aids to include oxygen. This assistance shall also apply upon passengers with limited mobility upon their departure from the aircraft. All personnel shall be available for each transport within an agreed upon response time between the Contractor and the Department of Veteran Affairs. Transportation originates from AS to destination within the flight time plus or minus depending flight conditions and unexpected delays. If the Contractor identifies they cannot be within the time specified for a flight, the Government reserves the right to obtain the necessary services from another source and charge the contractor for any excess costs which may result. The Government will be the sole judge in determining when to order services from a different source. In the event of a NO-SHOW by the Contractor, the Government reserves the right to obtain the necessary services from another source and charge the Contractor for any excess costs which may result. 5. All aircraft shall be operated within Federal Aviation Administration (FAA) (www.faa.gov) rules and regulations governing air operations. All Contractor personnel and passengers shall abide by applicable FAA rules and regulations. 6. LAYOVERS: The Veteran Administration Medical Center (VAMC) will authorize payment for only those layovers necessitated by the passenger, the government, or Federal Air Regulations pilot duty requirements. All Contractor areas shall be maintained in a clean and orderly condition, free from debris and any accumulation which may constitute an accident or fire hazard warning signs shall be provided for public protection against hazards. AIRCRAFT MAINTENANCE: All aircraft used in the performance of this agreement must be maintained in an airworthy condition in accordance with all applicable FAA Regulations procedures by means of an established inspection and maintenance plan. Line inspections shall be performed at least once in the twenty-four (24) hour period preceding a flight. Aircraft shall be handled exclusively by trained personnel. Contractor shall own and operate adequate maintenance facilities or shall have a contract or agreement with an acceptable shop to perform aircraft maintenance. Said contract/agreement to provide required maintenance shall be performed as and when required by the air taxi operator. SMOKING REGULATIONS AND PRECAUTIONS: In accordance with VA smoking policy and FAA regulations, no smoking will be allowed in the aircraft. Contractor shall comply with Federal Aviation Regulation 135.91b which prohibits smoking within 10 feet of oxygen storage and dispensing equipment carried on aircraft. Smoking should never be allowed within 50 feet of a parked air ambulance aircraft. LIFEGUARD FLIGHT PLANS: Operators engaging in air operations should use the word "Lifeguard" in the remarks section of their flight plan (see Airman's Information Manual). The term "Lifeguard" should only be used when expeditious handling is required. An Air Traffic Controller can help a pilot avoid significant weather and turbulence and can pass information to ground personnel to help expedite the handling of passenger. These additional services will be provided when the controller's workload permits. DEVIATIONS FROM FAA REGULATIONS: Deviations from Federal Aviation Administration Regulations shall be reported in accordance with Federal Aviation Administration Regulations Part 91.3 and 135.19. Deviation decisions related to flight safety can only be made by the pilot who must consider the safety of all persons aboard as well as the needs of the patient. Communications during a mission will be conducted according to the standards which meet or exceed FAA. EQUIPMENT AND SERVICE: a. All aircraft shall comply with the regulations of the FAA, Federal Aeronautics Regulations (Parts 135/121) and rules and regulations of the state in which Contractor conducts business. b. All aircraft used in the performance of this agreement must be equipped with functioning two-way radios. Such aircraft must be equipped with all flight instruments required by the Federal Aviation Agency (FAA) regulations for the type of flight operations to be conducted. Such aircraft must also have the facilities to maintain proper cabin temperatures under all flight conditions. c. It is agreed and understood that only the aircraft listed on record at the VA will be employed in the performance of the services covered by this agreement and that no additional aircraft will be added to the agreement without the written approval of the Contracting Officer. HEATING SYSTEM: The heating system should have the capacity of maintaining the cabin temperature at about 75 degrees Fahrenheit during all phases of operation. COMMUNICATIONS SYSTEM: The aircraft must have radio capability to communicate air to ground and air to air which meets/exceeds standards of FAA. 16. WAITING TIME: The Contractor will not be expected to wait over one (1) hour for passengers without receiving further payment. Delays due to causes beyond the control and without the fault of the VAMC or the beneficiary patient concerned will not be considered waiting time for the purpose of this agreement. Such causes may include but are not restricted to acts of God or of the public enemy, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, or delays caused by weather conditions. UNUSUAL EVENTS: Contractor is required to notify the Contracting Officer or his/her designee of any unusual events, including but not limited to accidents or safety problems that occur involving any VA beneficiary being transported under this agreement. This notification will be made within one (1) hour by telephone and, if requested by the VA, a written report of the event will be delivered to the Contracting Officer or his/her designee by close of business the next working day. INSPECTION PRIOR TO AWARD: The Government reserves the right to thoroughly inspect and investigate the establishment facilities, business reputation and other qualifications of any offeror and to reject any offer, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. If any aircraft equipment is added after inspection, after execution of agreement, it shall be inspected and approved by the Contracting Officer before being placed in use under the agreement. CONTRACTOR IDENTIFICATION: In accordance with FAR 52.204-9 and VA Directive 0735 Personal Identity Verification of Federal Employees and Contractors, any contract person who requires physical access to a Federally-controlled facility will be required to verify their identity prior to providing services under the contract. Each contract person may be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative. The Contract shall include: Title 14 CFR Part 121 Air Carrier Type of Aircraft to be determined in conjunction with the Contracting Officer Adequate Seat Capacity Aircraft, Crew, Maintenance, Insurance, Fuel and Ground Handling 24/7/365 Flight Following as necessary Dedicated Service Coordinator Certificate of Insurance Terminal or Ramp Operation The trip does not operate terminal to terminal. However, transportation from arrival in AS to the terminal is included in the total price. Maximum payload on the flight from AS to Hawaii without passengers shall not exceed 25,000 lbs. Maximum payload assuming 15 passengers or more if needed from AS to Hawaii is 15,000 lbs. Definitions: 1. 14 CFR Part 119: Title 14 of the Code of Federal Regulations Part 119, issued by the Federal Aviation Administration (FAA), prescribes the certification requirements an operator must meet in order to obtain and hold a certificate authorizing operation under Parts 121 or 135 and operation specifications for each kind of operation to be conducted in each class and size of aircraft. 2. 14 CFR Part 121: Title 14 of the Code of Federal Regulations Part 121, issued by the Federal Aviation Administration (FAA), prescribes operating requirements governing the domestic, flag, and supplemental operations of each person who holds or is required to hold an Air Carrier certificate or operating certificate under Federal Aviation Regulations Part 119. 3. 14 CFR Part 135: Title 14 of the Code of Federal Regulations Part 135, issued by the Federal Aviation Administration (FAA), prescribes rules governing commuter and on-demand operations of each person who holds or is required to hold an Air Carrier Certificate or Operating Certificate under FAA Part 119. Quality Assurance Surveillance Plan: Contractor shall ensure that each beneficiary is treated in a professional manner, keeping in mind diversity of our beneficiaries. Each beneficiary shall be treated with the highest quality standards established in the industry. Some of the areas to be assessed are: Passenger safety Emergencies Equipment and aircraft maintenance program Contractor Responsibilities: The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Hawaii. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End) Capability Statement The Government requests that interested parties provide the following capability information to the Contracting Officer, Daniel Szambelan by email at: contact@example.gov by 2PM PST September 23, 2020: (a) Business Size (Large/Small) (b) Business Socio-Economic Status (SDVOSB, WOSB, 8(a), HUBZone, etc.) (c) SAM record (www.sam.gov) (d) VIP record (SDVOSB/VOSB firms only) (https://www.vip.vetbiz.gov/) (e) DUNS number (f) Ability and experience in managing similar projects. Include general information and technical background describing your firm's experience on contracts requiring similar efforts to meet the program objectives. (g) List of Projects (Government and Commercial) that are similar in scope and size. (h) Anticipated Teaming Arrangements (if any). If plan on subcontracting, demonstrate that you will meet the limitations on subcontracting per FAR 52.219-14 for Small Businesses; VAAR 852.219-74 for SDVOSB/VOSB. (i) GSA Contract Number if applicable. (j) Provide copies of training certificates, licenses, permits applicable to the scope of work to include list of staff names, position titles and licenses/certifications (Including the state issuing the license) in accordance with Federal Aviation Regulation (FARs) Part 135 and Part 121 Certificate. If the staffing plan consist of resumes of employees not currently employed with the company, provide additional information on how the employees will be recruited and retained. (k) Provide evidence of your company s FAA Air Carrier Certificate (FARs 119.5) Interested parties shall not submit more than 10 single-sided, type-written pages using 12-point font or larger. Published literature may be any number of pages. The Government will use this information when determining its business type decision. This synopsis is not to be construed as a commitment by the Government and no contract will be awarded as a direct result of this Sources Sought announcement. - - *Failure to provide the information requested above (items (a) (k)) will be considered non-responsive and will not be considered a viable source.