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. 6913G622Q300033 is issued as a Request for Quotation (RFQ).  This solicitation is being conducted under FAR Part 12, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures.  This solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular 2022-04, effective 01/30/2022.  The NAICS Code is 624230; the Small Business size standard is $35 million.  BACKGROUNDThe 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 U.S. 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 U.S. Department of Transportation (U.S. DOT), John A. Volpe National Transportation Systems Center (Volpe Center) Cambridge, MA, intends to solicit and award a firm-fixed-price purchase order. The Volpe Center has a requirement 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 WORKThe 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 employees traveling to carry 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 ServicesCompilation 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 CardsAutomatic 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 that 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 ServicesIdentification 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 ServicesCommunication 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 RequestThese 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 PERFORMANCEAll work shall be performed at the Contractor’s site(s), unless otherwise noted in this Statement of Work.DELIVERABLESThe 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 Contracting Officer’s Representative/Technical Point of Contact(s) and/or readily available through an online system.PERIOD OF PERFORMANCEThe Period of Performance will be a 12-month Base Year plus Four, 12-month Option Years as follows:Base Year:                  July 01, 2022 through June 30, 2023;Option Year One:       July 01, 2023 through June 30, 2024;Option Year Two:       July 01, 2024 through June 30, 2025;Option Year Three:     July 01, 2025, through June 30, 2026;Option Year Four:       July 01, 2026 through June 30, 2027.REQUIREMENTS/SPECIFICATIONSThe 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- (Microsoft Excel Spreadsheet), 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 00100-00500. CLINs 00200 through 00500 are Optional CLINs that may be exercised at the sole discretion of the Government.CLIN 00100Base Year - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad.12 Months X $______________ /month = $______________________CLIN 00200Option Year One - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad.12 Months X $______________ /month = $______________________CLIN 00300Option Year Two - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad.12 Months X $______________ /month = $______________________CLIN 00400Option Year Three - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad.12 Months X $______________ /month = $______________________CLIN 00500Option Year Four - Comprehensive Information, Medical and Security Assistance Support Services for Federal Government Employees Traveling Abroad.12 Months X $______________ /month = $______________________TOTAL for CLINs 00100 through 00500: $_______________________METHOD OF PROPOSAL SUBMISSION:Questions Period: All Questions must be sent via email to elizabeth.mcdannell@dot.gov with email subject: “RFQ#6913G622Q300033 QUESTIONS.”  Questions must be received no later than Thursday, June 02, 2022 at Noon (12:00PM) EST.All quotes must be sent via email to elizabeth.mcdannell@dot.gov.  Quotes shall include delivered price(s) using Attachment 1, a point of contact, name and phone number, CAGE Code, business size under NAICS Code 624230, SAM Entity UEI, and payment terms.  Each response must clearly indicate the capability of the vendor to meet all specifications and requirements. Quotes must be received no later than Wednesday, June 08, 2022 at 12:30 PM EST.The offer should be addressed to the following:  U.S. Department of Transportation, Volpe National Transportation Systems Center, Attn: Elizabeth McDannell, V-222, 55 Broadway, Cambridge, MA 02142.   The signed offer must be submitted via e-mail to the contracting officer elizabeth.mcdannell@dot.gov.  No telephone requests will be honored.  The Government will not pay for any information received. The Government intends to award a firm-fixed-price purchase order 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.