V212--Special Mode Transportation for Edward Hines Jr VA Hospital and area VA and non-VA facilities

Quick Summary

The Department of Veterans Affairs (VA), specifically the Edward Hines Jr. VA Hospital, is conducting a Sources Sought to identify qualified vendors for Special Mode Transportation Services. This requirement involves providing 24/7 wheelchair van and sedan services for eligible beneficiaries in the Hines, IL area. The purpose is to gather information for planning and to determine potential small business set-asides. Capability statements are due by June 5, 2026.

Scope of Work

The requirement is for comprehensive transportation services, including:

• Patient Transport: From veterans' residences, Midway/O'Hare airports, or Amtrak Union Station to designated VA facilities, between VA facilities, and between VA and non-VA facilities at VA's expense.
• Volume: An estimated 58,000 combined wheelchair van and sedan trips annually.
• Fleet & Personnel: Contractors must dedicate at least 20 wheelchair vans and 20 sedans with corresponding drivers. Services include "through the door" assistance, navigating stairs and barriers.
• Driver Qualifications: Drivers must meet specific criteria, including driving record, background checks, and English fluency. They must complete training in first aid, patient transport techniques, defensive driving, and abuse prevention.
• Vehicle Standards: Vehicles must meet stringent safety and mechanical standards, undergo daily inspections, and be equipped with GPS tracking. Wheelchair vehicles require lifts with a minimum 800-pound capacity and securement devices.
• Operational Requirements: Contractor must provide on-site dispatchers, maintain 24/7 communication, and have a written policy for disease prevention, including handling COVID-19 positive patients. Seasonal influenza vaccination or masking policy applies.

Contract & Timeline

• Opportunity Type: Sources Sought (Market Research)
• NAICS Code: 485991 (Special Needs Transportation) with a Small Business Size Standard of $19 million in annual revenue.
• Anticipated Period of Performance: A five-year ordering period, from July 1, 2026, through September 30, 2030.
• Response Due: June 5, 2026, by 1:00 p.m. (local time).
• Published Date: May 29, 2026.

Performance Standards

Key performance metrics include on-time pickup and delivery within specified windows, and timely confirmation of next-day and same-day services. Minimum performance standards require 95% compliance for service confirmations, pickups/transport, and wait time reimbursement requests. A Quality Control Plan (QCP) is required, detailing inspection plans, deficiency prevention, and maintenance records.

Place of Performance

Edward Hines Jr. VA Hospital and associated Community-Based Outpatient Clinics (CBOCs) in the Hines, IL area.

Special Requirements

• A Business Associate Agreement (BAA) is required and must be signed prior to award.
• Contractor personnel on VA grounds must obtain flash badges.
• Compliance with HIPAA and other privacy regulations is mandatory.
• Contractor must utilize the Vet-Ride vendor portal or VA-approved transportation software for all transports and invoicing.
• Drivers must wear uniforms, display identification badges, pass background checks, and drug testing.
• Vehicles must be inspected by the VA.

Additional Notes

This is not a solicitation for proposals, bids, or quotations. It is issued solely for information and planning purposes to determine the availability of qualified vendors. Based on responses, the requirement may be set-aside for a specific small business socio-economic program, small business, or full and open competition.