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On behalf of the Lt Col Luke Weathers, Jr. VA Medical Center located in Memphis, TN, Network Contracting Office (NCO) 9 is issuing this Sources Sought Notice (SSN) as a means of conducting market rese... On behalf of the Lt Col Luke Weathers, Jr. VA Medical Center located in Memphis, TN, Network Contracting Office (NCO) 9 is issuing this Sources Sought Notice (SSN) as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed-priced 5 (five) year Blanket Purchase Agreement (BPA) to provide Laboratory Courier Services. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 492110, Couriers and Express Delivery Services. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for bids, proposals, or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these services, please provide the following information: Organization name, address, point of contact, email address, web site address, and telephone number. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business (SDVOSB), veteran owned small business (VOSB), large business, etc. Business type under NAICS 492110, which contains a size standard of 1500 employees, Commercial and Government Entity (CAGE) Code and System for Award Management (SAM) Unique Entity ID (UEI) number. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational, and staff capability. Responses to this SSN shall not exceed 4 pages and should include all the foremost mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe Portable Document Format (PDF). The government will evaluate market information to ascertain potential market capacity to: Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Implement a successful plan that includes contractor compliance with program standards, quality control, and performance. Provide services under a firm-fixed-price contract. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and certified as such through the Small Business Administration (SBA) Veteran Small Business Certification (VetCert) website at www.veterans.certify.sba.gov Based on the responses to this SSN/market research, this requirement may be set-aside for SDVOSBs, VOSBs, small businesses, procured through full and open competition, or sole sourced. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this SSN by 11:00 AM CST, June 23, 2023. All responses under this SSN must be emailed to Jennifer.Harper2@va.gov . Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in Federal Acquisition Regulation Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response to this SSN. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization s qualifications to perform the work. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation or combined solicitation may be published in Contract Opportunities (formerly Federal Business Opportunities or FBO). However, responses to this notice shall not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). See SOW on the following page. Statement of Work INTRODUCTION AND SCOPE OF WORK The contractor shall provide to the Department of Veterans Affairs, Lt. Col. Luke Weathers, Jr., VA Medical Center, Memphis, TN COURIER SERVICES to include personnel, equipment and transportation for the delivery of Laboratory Specimens from the Community Based Outpatient Clinics (CBOCs) listed below to the main Laboratory at the Lt. Col. Luke Weathers Jr. VA Medical Center (VAMC), 1030 Jefferson Ave, Memphis TN. Laboratory specimens/samples shall be picked up not earlier than the times indicated below. Contractor s delivery of specimens/samples to the VAMC shall not exceed 1-3 hours after schedule pick up time on the same day depending on location and distance of CBOC. If the contractor fails to deliver within the specified delivery time If the requirement is to deliver the specimens within 2 hours of pick up from each location listed, then there is no need to list delivery times for each location (See Section (3)). Note Savannah, TN, Helena AR and Tupelo MS times listed below exceed 2 hours. See Comments below, (3) DELIVERY SPECIMEN PICK-UP AND DELIVERY LOCATIONS of scheduled pick-up, the Veteran Administration reserves the right to obtain service from another source and to charge the contractor with any excess cost that may result. It shall be the contractor s responsibility to show proof that the delay was due to circumstances beyond the control of the contractor. Failure to respond to scheduled service requests within the specific times may be grounds for terminating the contract. The contractor shall ensure the confidentiality of all patient information on laboratory samples being transported. The contractor shall be required to sign a Business Associates Agreement. REQUIREMENTS a. SPECIMEN PICKUP for CBOC s Specimens shall be picked up and delivered from all CBOCs, Monday through Friday excluding government holidays and holidays observed by each clinic. The VAMC will provide the tube rack, specimen bags and dry ice pack for transport. The contractor shall provide the insulated refrigerated chest with a lock and return all laboratory supplies to each CBOC with each return visit. The insulated chest provided by the contractor must have a lock, and must be capable of accommodating refrigerated and frozen samples (dry ice) and be used for pick-up and delivery of specimens. Contractor must maintain proper temperature in vehicles to preserve specimens. Temperature in the insulated chest must be maintained at no more than 5° C for refrigerated samples and -20°C for frozen specimens. All specimens must be transported in accordance with local, state, and federal regulations. CBOC personnel will place specimens upright in a tube rack into an appropriately labeled, fluid-proof secondary container (e.g. a plastic bio hazardous labeled specimen bag). Allow only 10 tubes (50 ml) per plastic specimen bag. Place enough absorbent material (i.e. 1-2 paper towels) inside to absorb all contents being shipped. NOTE: This is a safety precaution just in case the specimen tubes break, leak or open during transport. CBOC personnel will place specimen bags in a 1-gallon (12 x16 ) plastic bio-hazardous labeled specimen bag. The contractor shall make sure all plastic bags are sealed. CBOC personnel will make sure that all paperwork is separated from the specimen container. CBOC personnel will place specimens upright in an insulated refrigerated chest (ice pack) for transportation to the main laboratory at the Department of Veterans Affairs Medical Center, Memphis, TN. A transportation receipt shall be filled out at the Pick-Up Location and shall include the facility name and phone number and attached to the Clinic Manifest and signed and timed by originating location and then by the courier. The receiving location must also sign and document the Transportation receipt. This receipt and the manifest documents the number of specimens received. The contractor shall notify the Contracting Officer s Representative (COR) David E. Huhman @ 901-523-8990 ext. 2775 or lab staff @ 901-523-8990 ext. 5514 or 5549 immediately by phone of any unforeseen delays or unusual events (traffic, road construction, road detours, etc.) regarding delivery of specimens that shall cause delay to the VAMC, Memphis, TN laboratory. Delays must be considered beyond the control of the contractor. If specimens arrive after scheduled delivery time from each clinic, the specimens may be sent to an outside Reference Laboratory and paid at the courier s expense. If the lateness is due to unforeseen circumstances, the decision to charge will be made by the contracting officer or designee. It shall be the contractor s responsibility to show proof that the delay was due to circumstances beyond the control of the contractor. b. SPECIMEN TRANSPORTATION When transporting specimens, the contractor shall follow procedures to prevent any exposure, contamination, or release while in transport. Each specimen must be transported in a leak proof primary container, placed within a secondary container. Absorbent material shall be placed in the transport container sufficient to absorb all liquid contents. The transport container shall be secured by lock and labeled with the biohazard symbol. In the event that specimens transported are lost, broken, the Contractor shall be required to submit a written report to the COR on the same. c. QUALITY CONTROL The contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The contractor shall develop and implement procedures to track, identify, prevent, remedy and ensure non-recurrence of defective services. The contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution. The contractor shall immediately notify the COR upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance. d. UNIVERSAL PRECAUTIONS The contractor s employees/couriers transporting test specimen must be trained in Universal Precautions in the handling of biohazard materials (specimens). Training must include utilizing clinical procedures in case of biohazard spills and accidents. The contractor must furnish a record of all required training for each employee transporting specimens. e. RECORD OF PICK-UP The Contractor must maintain a record and log of daily courier pick-ups and deliveries indicating time and date of pick-up, delivery, number of specimens and signatures. CONTRACTOR COURIERS/DRIVERS All contractor employees must maintain a valid driver s license for the type of vehicle operated as required by the States operating therein. Contractor personnel shall wear visible identification at all times while on the premises of any Federal property. It is the responsibility of the Contractor to park in the appropriate designated parking areas (Laboratory entrance, Jefferson Avenue side of hospital). A record of each driver as to character and physical capabilities for performing as a courier must be maintained and made available to the VAMC upon request for inspection. The contractor personnel performing services shall always conduct themselves in a professional manner, present a neat appearance and be easily recognized as a contract employee by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, name tags and/or badges for performance of services under this contract. Employee identifications shall be worn in clear view above the waist. All contractor employees responsible for transporting specimens must have been trained and certified in accordance with DOT (US Department of Transportation), IATA (International Air Transport Association), CDC (Centers for Disease Control), and OSHA (Occupational Safety and Health Organization) requirements The Government reserves the right to restrict any contractor employee from performing services under this contract who do not meet the required qualifications, or who violate Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of VA and its veteran population. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services in accordance with all terms, conditions, and schedules contained herein. Taking of Photographs/Videos/Recordings are Prohibited while on VA premises." 4. CONTRACTOR VEHICLES The vehicles used in the performance of this contract must be licensed and meet the minimum requirements by the States and cities operated therein, Contractor s vehicle shall have the company name/logo prominently displayed. 5. DELIVERY SPECIMEN PICK-UP AND DELIVERY LOCATIONS The Contractor shall be responsible specimen pick-up at the following Community Based Outpatient Clinic locations. Specimens shall be delivered to the VAMC, Memphis, TN main laboratory, Room CW-192. All times listed are Central Time. All pick up times are not earlier or later than listed below. JONESBORO, ARKANSAS- 2 pickups (11:30 AM and 5:00 PM) Lab Delivery- 1:30 PM and 7:00 PM 2908 S. Caraway Road Jonesboro, AR 72401 JACKSON, TENNESSEE - 2 pickups (11:30 & 4:30PM) Lab Delivery- 12:30 & 5:30 PM VA CBOC 180 Old Hickory Blvd Jackson, TN 38305 NORTH MEMPHIS, TENNESSEE - 2 pickups (12:00 PM and 4:00 PM) Lab Delivery- 1:00 PM and 5:00 PM VA North Primary Care Clinic Laboratory Section 3461 Austin Peay Highway Memphis, TN. 38127 NONCONNAH, TENNESSEE - 2 pickups (11:30 AM and 4:30 PM) Lab Delivery- 12:30 PM and 5:30 PM VA Nonconnah Primary Care Clinic 1689 Nonconnah Parkway Memphis, TN. 38116 DYERSBURG, TENNESSEE - 1 pickup (4:30 PM) Lab Delivery- 6:30 PM Dyersburg CBOC 433 East Parkview St Dyersburg, TN 38024 SAVANNAH, TENNESSEE- 1 pickup (4:30 PM) Lab Delivery- 7:00 PM Hardin County Regional Health Center 765 Florence Road Savannah, TN 38372 HOLLY SPRINGS, MISSISSIPPI 1 pickup (4:00 PM) Lab Delivery- 5:30 PM 1700 Crescent Meadows Dr. Holly Springs, MS 38635 HELENA, ARKANSAS 1 pickup (4:30 PM) Lab Delivery- 7:30 PM 131 Quarles Lane Helena, AR 72342 TUPELO, MISSISSIPPI 1 pickup (5:00 PM) Lab Delivery- 8:00 PM 1114 Commonwealth Blvd. Tupelo, MS 38804 6. Period of Performance This BPA period of performance is anticipated to be 10/01/2023 to 09/30/2028. This is a continuous period of performance; however, ordering periods are offered as a means for the contractor to provide periodic price increases as necessary. There will be no official option years on the BPA. Base Ordering Period: 10/01/2023 9/30/2024 Ordering Period 1: 10/01/2024 09/30/2025 Ordering Period 2: 10/01/2025 09/30/2026 Ordering Period 3: 10/01/2026 09/30/2027 Ordering Period 4: 10/01/2027 09/30/2028