REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE
Title: Special Needs Transportation Services for Orlando VA Healthcare System (OVAHCS) Facilities
RFI #: 36C248-26-Q0956
NAICS Code: 485991 Special Needs Transportation
Response Due Date/Time: 07/24/2026, 11:00 am/est
Submit To: Kurt Kramer, Contracting Officer Kurt.Kramer@va.gov
PURPOSE
This is a Sources Sought Notice / Request for Information issued for market research purposes only in accordance with FAR Part 10. This is not a solicitation for proposals, and no contract will be awarded from this notice. The Department of Veterans Affairs, Network Contracting Office 8, is seeking to identify qualified, capable, and interested contractors including larger & small businesses, Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small Businesses (VOSB), Woman-Owned Small Businesses (WOSB), and other socioeconomic categories able to provide non-emergency Special Mode Transportation (SMT) services to eligible VA beneficiaries in the Orlando, Viera, and Daytona service areas.
Responses to this notice will be used to determine the appropriate acquisition strategy, including whether a set-aside is appropriate under FAR Part 19. Respondents are encouraged to answer all sections completely and specifically. Generalized capability statements without supporting detail will not be sufficient to establish capability for purposes of this market research.
PART A COMPANY INFORMATION
Legal business name and any DBA(s)
Business address(es) headquarters and any relevant regional/local offices
UEI and CAGE code
Point of contact: name, title, phone, email
Socioeconomic status (select all that apply and provide certifying body/registration number where applicable):
[ ] SDVOSB
[ ] VOSB
[ ] WOSB / EDWOSB
[ ] 8(a)
[ ] HUBZone
[ ] Small Disadvantaged Business
[ ] Small Business (no additional certification)
[ ] Other (specify)
Is your firm currently licensed to operate a passenger/medical transportation business in the State of Florida? If not, describe your plan and timeline to obtain licensure.
Estimated timeline from contract award to full operational readiness.
Corporate affiliations disclosure: Is your firm affiliated through common ownership, a Mentor-Protégé Agreement, joint venture, or teaming arrangement with any other likely respondent to this notice, or with the incumbent contractor for this requirement? If yes, identify the affiliated entity/entities and describe the nature of the relationship.
PART B RELEVANT EXPERIENCE (PAST PERFORMANCE)
For each relevant transportation contract your firm has held or currently holds within the last five (5) years, provide the following in table format. Add rows as needed.
Field
Response
Client/Agency name
Contract number
Type of client (VA / other federal / state or local government / Medicaid MCO / commercial / private)
Period of performance (start end, or "ongoing")
Total contract value
Contracting Officer name, phone, email
COR name, phone, email (if applicable)
Geographic service area(s) covered
Annual trip volume Wheelchair/Ambulatory
Annual trip volume Stretcher/Gurney
Annual trip volume Other (specify mode)
No-show / cancellation rate, if tracked
If your firm has no directly comparable transportation past performance, describe any adjacent experience (e.g., logistics, dispatch operations, healthcare services) and your plan to acquire the missing capability (see Part E).
PART C FLEET CAPABILITY
Total number of vehicles currently available for this contract, broken out by type:
Wheelchair-accessible vans (WAV)
Stretcher/gurney-equipped vehicles
Ambulatory/sedan vehicles
Other (specify)
For each vehicle category, specify:
Owned, leased, or subcontracted
Average vehicle age and mileage
Whether currently in active passenger service (vs. planned/pending acquisition)
If additional vehicles would be required to perform this contract, describe your acquisition plan and timeline (purchase, lease, financing arrangement, etc.).
Vehicle maintenance and inspection program (frequency, documentation practices).
Vehicle contingency plan in the event of breakdown or insufficient fleet capacity.
PART D STAFFING / DRIVER CAPABILITY
Current number of drivers employed or under contract, and employment classification (W-2 employee vs. 1099/subcontracted).
Driver qualifications currently held by your workforce (licensing, background check status, First Aid/CPR certification, ADA/passenger assistance training, HIPAA training).
Current driver headcount vs. estimated headcount needed to fully staff this contract identify the gap, if any.
Typical timeline to onboard a new driver (application through cleared for service), including background check and training.
Surge/on-call staffing plan for short-notice absences or demand spikes.
Dispatch operations: hours of coverage, staffing model (in-house vs. outsourced call center), and technology platform used (including any experience integrating with or using VA VetRide).
PART E CAPABILITY GAP / TRANSITION PLAN (if applicable)
If your firm does not currently perform passenger or medical transportation services, or does not currently operate at a scale comparable to this requirement, describe:
How you intend to acquire the missing capability (e.g., named and qualified subcontractor, planned acquisition/merger, new business line build-out).
If subcontracting, identify the subcontractor(s) by name and provide their fleet size, driver pool, and relevant past performance.
Estimated timeline from contract award to full operational readiness.
Any interim/bridge capacity available during ramp-up.
PART F QUALITY, COMPLIANCE, AND RISK MANAGEMENT
Describe your Quality Control Program (QCP), including performance monitoring, incident reporting, and corrective action procedures.
Describe your no-show/cancellation tracking and reporting process, if any.
Insurance coverage currently carried (specify coverage type and limits): commercial auto liability, general liability, workers' compensation.
Data security and PII/PHI handling practices relevant to transporting VA beneficiary information.
Any relevant accreditations (e.g., Joint Commission) or compliance frameworks currently maintained.
PART G GEOGRAPHIC CAPABILITY
States/counties where your firm currently operates.
Current physical presence (office, dispatch, vehicle staging) in or near Central Florida, if any.
Estimated response time capability for scheduled and unscheduled/same-day trips within the Orlando, Viera, and Daytona service areas.
SUBMISSION INSTRUCTIONS
Interested parties should submit responses electronically to Kurt.Kramer@va.gov no later than 11:00 am/est on 07/24/2026. Responses should be limited to [5] pages, excluding attachments. Respondents may attach supporting documentation (e.g., current contract award notices, etc; however, (insurance certificates or vehicle registration documentation are NOT requested at this time) to substantiate claims made in this response.
This notice does not obligate the Government to issue a solicitation or award a contract. The Government will not reimburse respondents for any costs associated with responding to this notice.
