Status Report

NASA JSC Solicitation: Overseas Emergency Medical and Security Evacuation Services

By SpaceRef Editor
August 20, 2009
Filed under , ,

Synopsis/Solicitation Combo – Aug 19, 2009

General Information

Solicitation Number: NNJ09306804Q
Posted Date: Aug 19, 2009
FedBizOpps Posted Date: Aug 19, 2009
Recovery and Reinvestment Act Action: No
Original Response Date: Sep 02, 2009
Current Response Date: Sep 02, 2009
Classification Code: V — Transportation, travel, and relocation services
NAICS Code: 561599 – All Other Travel Arrangement and Reservation Services

Contracting Office Address

NASA/Lyndon B. Johnson Space Center, Houston Texas, 77058-3696, Mail Code: BG


This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

The Government intends to acquire commercial services using FAR Part 12, together with FAR Part 13 – Simplified Acquisition Procedures and FAR Part 16.5 – Indefinite Delivery Contracts. The resulting Purchase Order will be a Single Award utilizing Fixed-Price Indefinite-Delivery Indefinite-Quantity Delivery Orders with a Minimum Guarantee of $30,000 to be stated in the Schedule and total Maximum Orders limited to $100,000. NASA Johnson Space Center historically sends approximately 800 travelers overseas per year, with about 60% of trips no longer than 10 days and 30% of trips no longer than 30 days. The remaining 10% of travelers comprise 5% trips of less than 120 and 5% trips greater than 120 days for up to 1 year.


This notice is being issued as a Request for Quotations (RFQ) for Overseas Emergency Medical and Security Evacuation Services for NASA travelers with minimum requirements as follows:

A. Emergency Medical Evacuation and Repatriation Services with attending medical team and medical equipment to the nearest location providing western-equivalent medical services, including: medical monitoring, medical referrals and consultations with English-speaking doctors, hospital admittance and coordination to ensure timely access to medical care, facilitation of hospital payments, coordination of insurance information, medications, vaccines, blood transfers, medical devices and replacement of corrective lenses, and transportation home after stabilization, or repatriation of mortal remains for overseas travelers.

B. Emergency Security Evacuation Services for overseas travelers.

Note: Offerors are encouraged to quote alternative emergency medical evacuations to home-based hospitals, if such service is commercially available through their companies.

Offerors shall describe their commercial processes or procedures used to register travelers for overseas emergency services.

The provisions and clauses in RFQ NNJ09306804Q are those in effect through FAC 2005-36.

The NAICS Code and the small business size standard for this procurement are 561599 – Emergency Travel Services and $7M respectively. The offeror shall state in their offer their size status for this procurement.

Delivery of services are required from the date of award through the date of expiration of the purchase order, expected to be September 30, 2010; notwithstanding continuations under delivery orders issued pursuant to FAR 52.216-22, paragraph(d).


All responsible sources may submit an offer which shall be considered by the agency. The Government intends to make a single award for all items on an “all or none” basis, therefore, offerors must propose all items. Partial quotes will not be accepted.

Offeror’s price shall be stated as fixed-price fees, as follows:

1. Emergency Medical Evacuation Services Fee for long duration overseas travel up to 1 year.(Per Traveler)

2. Emergency Medical Evacuation Services Fee for moderate duration overseas travel up to 30 days. (Per Traveler)

3. Emergency Medical Evacuation Services Fee for short duration overseas travel up to 10 days. (Per Traveler)

4. Emergency Security Evacuation Fee (Per Traveler)

NOTE: Offeror may substitute trip duration periods that differ from the above based upon its own available commercial services

Offers for the items(s) described above are due by 4:00PM (CST) to NASA-JSC, Attn: Judy F. Ross (, JSC-BG, Houston, TX, 77058 and must include, solicitation number,discount/payment terms, taxpayer identification number (TIN), identification of any special commercial terms, and be signed by an authorized company representative. E-Mail offers are preferred.

Offerors shall provide the information required by FAR 52.212-1 (JUNE 2008), Instructions to Offerors-Commercial Items, which is incorporated by reference.

If the end product(s) offered is other than domestic end product(s) as defined in the clause entitled “Buy American Act — Supplies,” the offeror shall so state and shall list the country of origin.

Prospective offerors shall notify this office of their intent to submit an offer. It is the offeror’s responsibility to monitor the following Internet site for the release of solicitation amendments (if any): . Potential offerors will be responsible for downloading their own copy of this combination synopsis/solicitation and amendments (if any).

All contractual and technical questions must be in writing (e-mail or fax) to Judy F. Ross ( not later than August 21, 2009. Telephone questions will not be accepted.


FAR 52.212-4 (MARCH 2009), Contract Terms and Conditions-Commercial Items is applicable. Addenda to FAR 52.212-4 are as follows:

52.216-18 ORDERING (OCT 1995)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from the date of issuance of this purchase order through September 30, 2010.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) If mailed, a delivery order or task order is considered “issued” when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.

(End of clause)

52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $50, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor–

(1) Any order for a single item in excess of $100,000;

(2) Any order for a combination of items in excess of $100,000 or

(3) A series of orders from the same ordering office within 5 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 2 days after issuance, with written notice stating the Contractor’s intent not to provide the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of clause)


(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the “maximum.” The Government shall order at least the quantity of supplies or services designated in the Schedule as the “minimum.”

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor’s and Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after March 31, 2011.

(End of clause)


(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and contractors during the preaward and postaward phases of this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman is not to diminish the authority of the contracting officer, the Source Evaluation Board, or the selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of formal contract disputes. Therefore, before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution.

(b) If resolution cannot be made by the contracting officer, interested parties may contact the installation ombudsman at, Melanie W. Saunders, NASA-Johnson Space Center/Code AC111, Houston, TX 77058 or by phone 281-483-0490,or e-mail Concerns, issues, disagreements, and recommendations which cannot be resolved at the installation may be referred to the NASA ombudsman, the Director of the Contract Management Division, at 202-358-0445, facsimile 202-358-3083, e-mail Please do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer or as specified elsewhere in this document.

(c) If this is a task or delivery order contract, the ombudsman shall review complaints from contractors and ensure they are afforded a fair opportunity to be considered, consistent with the procedures of the contract.

(End of clause)

FAR 52.212-5 (AUGUST 2009), Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items is applicable and the following identified clauses are incorporated by reference:

1) 52.219-28 Post Award Small Business Program Representation (April 2009)

2) 52.222-3 Convict Labor – Cooperation with Authorities and Remedies (June 2003)

3) 52.222-21 Prohibition of Segregated Facilities (Feb 1999)

4) 52.222-26 Affirmative Action for Workers with Disabilities (Jun 1998)

5) 52.225-13 Restrictions on Certain Foreign Purchases (June 2008)

6) 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (Oct 2003)

The FAR may be obtained via the Internet at URL:

The NFS may be obtained via the Internet at URL:


Offerors must include completed copies of the provision at 52.212-3 (AUGUST 2009), Offeror Representations and Certifications – Commercial Items with their offer. These may be obtained via the internet at URL: . These representations and certifications will be incorporated by reference in any resultant contract.


Selection and award will be made to that offeror whose offer will be most advantageous to the Government, with consideration given to the factors of proposed technical merit, price, and past performance. It is critical that offerors provide adequate detail to allow evaluation of their offer.

Point of Contact

Name: Trish D. Ross
Title: Contract Specialist
Phone: 281-244-7616
Fax: 281-244-2370

Name: Judy F. Ross
Title: Contracting Officer
Phone: 281-244-6966
Fax: 281-244-2370

SpaceRef staff editor.