Inactive Local Area Set-Aside (FAR 26.2)

Page 4 of 4 SOURCES SOUGHT NOTE: THIS IS A SOURCES SOUGHT NOTICE REPRESENTING A MARKET SURVEY AND IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, QUOTATIONS OR INVITATION FOR BIDS. The James A. Ha... Page 4 of 4 SOURCES SOUGHT NOTE: THIS IS A SOURCES SOUGHT NOTICE REPRESENTING A MARKET SURVEY AND IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, QUOTATIONS OR INVITATION FOR BIDS. The James A. Haley VA Medical Center is conducting market research for the purposes of determining the availability of potential Service Disable Veteran Own Small Business (SDVOSB), Veterans Owned Small Business (VOSB), Woman Owned , Hub Zone, 8A, Small large and all businesses with capabilities to provide Storage and Inventory Management Services for the James A. Haley VA Healthcare System. The estimated period of performance is a one-year base period (07/30/2021-07/29/2022) plus four, one-year option periods. PERFORMANCE WORK STATEMENT (PWS) 1.0 BACKGROUND The Veterans Health Administration (VHA) James A. Haley VA Medical Center/Healthcare System requires warehousing support services to supplement existing capacity. 2.0 SCOPE OF WORK 2.1 The contract is to provide the VHA with all warehousing services necessary and ensure continuity of access to, and delivery of, VA procured healthcare supplies (including Personal Protection Equipment [PPE], such as masks, isolation gowns, etc.) to Veterans. The Contractor is to safeguard all government healthcare supplies and equipment that may be housed in the Contractor location. 2.2 In support of this initiative, the contractor shall provide a full range of logistical support services and warehouse operations such as receiving, inventory management, staging, and delivery for VA Warehousing in support of the James A. Haley VA Medical Center. The Contractor shall receive, oversee, process, store, and repackage property if needed (e.g. medical supplies and equipment) and schedule deliveries and pickup among other tasks. Contractor shall un-package, store, repackage, and deliver property to the identified location. This includes movement from one location to another, receipt of new deliveries, and relocating property. All deliveries will be inspected and accepted by VA employees prior to storage in contractor facility. //The VA COR or designee will visit the contractor facility on a /daily/bi-weekly/weekly/other/ basis to perform physical inspection and acceptance of deliveries. /OR/ Deliveries will be made to contractor location by VA after goods are inspected at VA facility. /OR/ Contractor shall pick-up shipments of medical/surgical supplies from the VA facility on a /daily/weekly/other/ basis. // 2.3 The warehouse facility shall be owned by the contractor and shall be located within a 15-mile radius / 20 minutes driving distance of the VHA James A. Haley VA Medical Center, 13000 Bruce B. Downs Blvd, Tampa FL 33612. The Contractor shall have storage facilities sufficient to contain up to 650 pallets of VA items in secure and climate-controlled conditions that will preserve the operability of the items stored. 2.4 Contractor shall comply with all applicable Federal, State, local and industry safety, i.e., OSHA, Department of Labor (DOL), and health standards, regulations and statutes pertaining to the operation of the warehouse and/or distribution of commodities, including healthcare supplies, identified herein. The facility must be kept clean and uncluttered (i.e. no visible dust on products), cleaned at least once weekly to avoid contamination. VA equipment is to be wrapped with stretch wrap and covered for protection against damage. Contractor is to manage pest control; the facility is to remain free of insects, rodents, and other vermin. 2.5 Contractor's facility shall meet all industry standards for fire alarms and suppression systems for the commodities being warehoused. Facility shall also have individual 24/7 monitored alarm access and shall comply in accordance with the Code of Federal Regulations (CFR) Title 21, to maintain inventory in controlled warehouse storage. 2.6 VA Medical/Surgical Supplies/equipment shall be segregated by a cage or other defining material for quick identification purposes. Supplies shall be stored at a temperature-controlled environment. Storage locations must be a stable environment without extreme changes in temperature and humidity. // The facility should have electronic monitoring and reporting of out-of-range event capabilities. /OR/ The facility monitoring must be able to report out-of-range events. The method of monitoring must be able to be investigated whether electronic or manual monitoring. // Items stored within these locations must comply with temperature and humidity requirements in accordance with manufacturer specifications. At a minimum, supply storage areas must meet the following specifications: Relative Humidity < 75 %, Temperature 64 78 degrees Fahrenheit. 2.7 Contractor shall be responsible for relocating VA identified supplies from the current location to Contractor s facility. The address for the current location is 13000 Bruce B. Downs Blvd, Tampa, FL 33612. 2.8 Contractor shall be able and capable to receive and process an average of 50 pallets //from Monday through Friday//on a weekly. The Contractor shall have the means to pick up VA items from VA facility sites, deliver those items to the Contractor s storage facility, and have the means to deliver stored items to VA facilities as directed. To properly receive and deliver items the Contractor s facility must have a functional receiving dock. Deliveries shall incorporate sufficient packing to comply with all applicable federal and/or state standards relating to shipment of these products. Transportation vehicle used to deliver products should complement the dock configuration so products are off-loaded efficiently, and products removed from the truck/transportation vehicle by the contractor with contractor material handling equipment; no government furnished equipment will be provided. 2.9 Contractor shall provide delivery of Medical/Surgical Supplies/Equipment from the warehouse facility to the medical facility listed in this contract. Delivery will be needed in emergency and non-emergency cases, as needed and requested by the VA. 2.9.1 Regular/routine deliveries, after proper notification utilizing agreed upon method, are to be made Monday through Friday, next business day. Routine deliveries are to be made during normal business hours. A standard delivery will consist of up to 10 pallets. 2.9.2 Emergency Deliveries are to be made within four hours of request. If the VA requests an emergency item, and it can be added to the regular delivery, the contractor shall add the item to the regular delivery for a single, regular delivery fee. If the VA requests an emergency delivery outside of the regular delivery timeframe, the contractor shall have the capability of delivering supplies 24 hours a day, 7 days a week on an emergency basis. It is anticipated this will occur rarely. 2.10 At the request of the VA, supplies and equipment may be available via will call. Will call orders may be picked up by government employees identified by the VA COR. 2.11 Contractor shall maintain an electronic database of all merchandise stored and cross reference this data with VA IFCAP numbers. Information shall contain item description, stock number, case quantities on hand, packaging multiples, vendor information, quantity per pallet, and pallet count. Contractor shall provide and maintain an up-to-date web-based inventory management system that can be accessed by key VA personnel. The web-based inventory system is subject to the approval of the VA and must comply with all federal and VA IT policies and requirements. For example, it must have a username and password protection. 2.12 Contractor shall provide an electronic mechanism to request all medical/surgical supplies/equipment for usage at the James A. Haley VA Medical Center. This tool is also subject to the approval of the VA and must comply with all federal and VA IT policies and requirements. 2.13 Access Control Log: All individuals (contractor personnel or VA Employee) are to sign-in and sign-out when accessing space where VA supplies or equipment are stored. A copy of the log is to be provided to the COR on a monthly basis. Log is to be made available on demand if requested. 2.14 Contractor shall provide full access for VA personnel for warehouse inspection during normal business hours (8:00AM - 4:30PM, Monday - Friday). In addition, access via individual keyed entry to the supply/products shall be available 24/7. If emergency access is required, the VA will ensure appropriate communication will take place with the contractor. 2.15 Examples of types of Medical/Surgical supplies/devices/equipment The following list of items provides examples of the types of medical devices and supplies that may need to be stored under this contract in the future. This list is not all inclusive. Beds, Electric, ICU Capable Ventilators, Bedside/Intensive Care Ventilators, Transport Ventilators, Noninvasive Positive Pressure Infusion Controllers Infusion Pumps, Analgesic, Patient-Controlled Monitors, Physio, Bedside Defibrillators, Cardiac Electrocardiograph: EKG Hospital Stretchers Oxygen Concentrators Thermometers Portable Generator Portable HVAC Cots Air Cleaners Portable Toilet, Portable Sinks Flooring Traffic Signs PAPRs and PAPR Supplies (mask, hoses, and filters) IV Poles Caviwipes N95 Masks KN95 Masks Face Shields Disposable Gowns Reusable Gowns Lab Kits Virex Surgical Masks Gloves Bouffant Caps Shoe Covers Water Jugs ECG Electrodes Hand Sanitizer Urinal O2 Tubing Gowns Pajamas Socks BP Cuffs Temp Probes Pulse Ox Cables Personal Care Items Peri-Care Wipes Feeding Tube Supplies Toilet Paper Hi Flow Nasal Cannula Art Line Supplies Humidifier and Connectors Ventilator Supplies Needles IV Supplies 2.16 Contractor shall provide complete warehouse management services for an average of 50 pallets weekly, with expansion capabilities up to a maximum of 650 pallets. A standard pallet is 40x48 inches, with a maximum height of 7 feet (approximately 86.5 cubic feet per pallet). See Attachment A for the list of current supplies and units to be relocated and stored at contractor facility. 3.0 PERFORMANCE PERIOD The period of performance (PoP) of this Firm Fixed Price task order is as follows: Base period: DATE DATE Option Period 1: DATE DATE 4.0 PLACE OF PERFORMANCE Tasks under this contract shall be performed at Contractor Facility and commodities delivered to the designated VA facility located at 13000 Bruce B. Downs Blvd, Tampa FL 33612. 5.0 KICKOFF MEETING The Government will host a kickoff meeting within three (3) business days after contract award (if required). 6.0 TASKS AND DELIVERABLES The Contractor shall perform the Tasks contained herein. The Contractor shall provide all labor resources necessary to accomplish the deliverables described herein. 6.1 PROJECT MANAGEMENT The Contractor shall appoint an Onsite Supervisor who will be the single point of contact between the Contractor and the Government. The Onsite Supervisor shall be responsible for ensuring that the deliverables set forth in this document are delivered on schedule and that they meet the requirements of the PWS. Onsite Supervisor shall provide management briefings, as required. The onsite supervisor or designee shall be available at all times when contract work is in progress to receive notices, reports or requests from the Contracting Officer s Representative (COR). Deliverable 001: Daily Inbound/Outbound Delivery Report to include times of deliveries (time/date requested, and time/date delivered) Deliverable 002: Weekly On-hand Status Report Deliverable 003: Monthly inspection reports of product inventory for expiration dates. Notify the COR of any product that expires within 12 months. Deliverable 004: Stock rotation by pulling orders from the oldest available stock for any order received and replacing it with fresh product from VA inventory utilizing first-in-first-out. Stock items that are rotated and have a different expiration date than previously reported must be highlighted on the monthly report. Deliverable 005: Monthly report on environmental monitors temperature, humidity, pest control maintenance, cleaning schedules Deliverable 006: Daily discrepancy/damaged goods report Deliverable 007: Access Control Log copy provided monthly to the COR 6.2 WAREHOUSE OPERATIONS SUPPORT Contractor shall provide the following warehouse operations support. 6.2.1 RISKS ASSET MANAGEMENT The Contractor shall provide Receipt, Inventory, Integration, and Delivery support using multiple asset management processes and systems, as required. 6.2.1.1 RECEIPT Review accuracy of all assets delivered to warehouse are in accordance with approved invoice or associated Bill of Lading, including verification of asset counts. Inspect deliveries for damages, document condition upon receipt and notify COR of any discrepancies. 6.2.1.2 INVENTORY Track all packages from receipt to delivery. Open packages and check received goods and materials, as required. Initiate inventory within the contractor web-based inventory management system described in 2.11. 6.2.1.3 INTEGRATION Store assets and ability to quickly retrieve stored assets upon request. Capture assets by pallet and rack location within the designated staging facility. Verify assets using inventories and inventory verification processes. 6.2.1.4 SHIPPING/DELIVERY Provide safety measures to aid in limiting the spread of COVID-19. Provide detailed inventory lists and enable supply transactions. 6.2.1.5. INSPECTION Regular Inspection and Maintenance: The Contractor shall regularly inspect and maintain stored VA items in accordance with manufacturers requirements. 6.3 INFORMATION DESK Acknowledge all information flowing in and out of the warehouse. Track all inbound shipment notices, alert warehouse personnel, and track delivery status. Collect delivery information for reporting purposes. Maintain Access Control Log. 7.0 MANAGEMENT PLAN, SAFETY PLAN, AND COVID-19 BREAKOUT PLAN The Contractor's General Management Plan, Warehouse COVID-19 Safety Plan, and COVID-19 Warehouse Breakout Safety Response, as presented in its proposal, will be incorporated as part of the contract award and implemented upon award. 8.0 DRESS CODE Contractor shall maintain a neat and professional appearance including good personal hygiene. Facial hair must be neat and trimmed and shall not impede safety attire application. All contractors are required to wear designated safety apparel per National and State guidance within the facility until otherwise directed. All contractors shall wear closed toed shoes and safety attire as required in performance of warehouse operations. 9.0 SCHEDULE FOR DELIVERABLES Note: Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government workday after the weekend or holiday unless an emergency delivery is requested. Task # Deliverable Number Deliverable Description Final Due Date 6.1 001 Daily Inbound/Outbound Delivery Report Daily 6.1. 002 Weekly On-hand Status Report Every Friday by COB. 6.1 003 Report of product inventory with expiration dates Monthly by XXX 6.1 004 Stock rotation report Quarterly by XXX 6.1 005 Environmental Monitors Report- to include at a minimum temperature, humidity, pest control, cleaning Quarterly by XXX 6.1 006 Discrepancy/Damaged Goods Report Daily 10.0 METHOD AND DISTRIBUTION OF DELIVERABLES The Contractor will deliver documentation in electronic format, unless otherwise directed. 11.0 CONTRACTOR PERSONNEL SECURITY The Contractor shall provide all material handling equipment training for their employees required to perform the tasks identified herein The Contractor shall be responsible for obtaining all necessary permits and licenses, and for complying with all applicable federal, state and municipal laws and regulations. The contractor shall comply with all Privacy Act regulations related to personally identifiable information (PII). http://www.privacy.va.gov/Privacy Resources.asp. The contractor shall be able to read, write, speak and understand the English language. 12.0 CONTRACTOR PERSONNEL NON-SECURITY REQUIREMENTS Contractor personnel shall always wear visible identification while they are on the premises. Smoking is prohibited inside/outside any building other than the designated smoking areas. Possession of weapons is prohibited except for those personnel designated by the Contractor (e.g. Security Guards) to ensure safety of personnel and materials. Contractor will maintain physical security of the warehouse facilities housing the activities performed under this contract. The contractor will ensure that security procedures are defined and enforced. Potential quoters are invited to provide feedback via e-mail to Clarelle Sylvain at Clarelle.sylvain@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. RESPONSE: Responses to this Sources Sought Notice should be able to demonstrate the company s capability to responsibly deliver the services listed in the above Scope of Work. The purpose of this Special Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone, other Small Businesses, and Large Businesses interested and capable of providing the services described in the above Scope of Work. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. No funds have been authorized, appropriated, or received for this effort. If your firm is fully qualified to perform the required services, please provide the below requested information regarding your firm: A. The socio-economic status of your firm, keeping in mind the NAICS code for this requirement is 485991 -Special Needs Transportation with a size standard of $16,500,000.00. If your company meets small business size requirements and is capable of providing these services, please ensure this NAICS code is currently listed under your company in SAM, or have it added right away. Please check any and all of the following that apply: Service disabled; veteran owned small business_________ Veteran owned small business _______ Small business_______ (8a) firm _________ HUB zone ________ Large Business/Other than small business firm__________ GSA Schedule (if applicable) _______________ Offerors are required to comply with 13 C.F.R. 125.6. Offerors are to check which applies block applies: [ ] I certify that no subcontractors are anticipated in performing services under this contract. My Company receives 100% of the cost of this contract. [] I certify that my company and those subcontractors that are similarly situated are estimated to receive at least 50% of the value of this contract. I understand that a similarly situated subcontractor must meet the size standard for NAICS assigned by the prime and must be in certified in VIP. Please provide the following information to identify and calculate the cost of the work self-performed and what is subcontracted. B. Responses to this notice shall also include the following information: Company Name: DUNS #: Full Address: Point of Contact Information (Job title, Phone Number and E-mail Address): C. Any pertinent information which demonstrates your firm s ability to meet the above requirements. Any response that does not provide the necessary information in the capability statement will be considered to be a negative capability response. All offerors must be registered in the System for Award Management (www.sam.com) and Representations and Certifications must be completed prior to any future award. To be considered as a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) interested vendors must be a verified SDVOSB/VOSB concern in the VA Center for Verification and Evaluation (CVE) Veteran Information Pages (VIP) pages https://www.vip.vetbiz.gov/. Supporting evidence must be furnished in sufficient detail to demonstrate your company can perform the services described above. Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. Quotes are encouraged. IMPORTANT INFORMATION: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The North American Classification System (NAICS) code for this acquisition is 541614-Process, Physical Distribution and Logistic Consulting Services. with a size standard of $16,500,000.00. Any offeror capable of providing this service shall notify the Contracting Officer by email within 7 calendar days from the date of the publication of this special notice. *Responses shall be sent via email to Clarelle.sylvain@va.gov, no later than 4:30 PM EST, July 19th, 2021. Any questions about this notice should be sent to Clarelle.sylvain@va.gov and the title of email shall read 36C24821Q1243 Storage and Inventory Management Services.