Inactive

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding th... THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following supplies in support of the VA Puget Sound Health Care System: The VA Puget Sound Health Care System (VAPSHCS), Emergency Management Service, has a requirement for a non-personal services FFP contract for DOT Commercial Drivers Physicals, controlled substance, and alcohol testing program management services for VA Puget Sound Healthcare System. 1. CLINS. BASE YEAR CLINS DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Services Non-personal: Contractor shall provide DOT drug & alcohol program management services. 12 MO $ $ 0002 Contractor shall maintain files for an estimated 18 employees. 18 EA $ $ 0003 Contractor shall retain drug & alcohol files electronically for 5 years for terminated drivers. 12 EA $ $ 0004 Contractor shall provide drug testing services. 18 EA $ $ 0005 Contractor shall provide breath alcohol test services. 18 EA $ $ 0006 Contractor shall provide post-accident/reasonable suspicion testing coordination services. 3 EA $ $ 0007 Contractor shall provide per-test test result services. 3 EA $ $ 0008 Downgrade test result from DOT to Non-DOT 4 EA $ $ 0009 Contractor shall provide physical examination services. 18 EA $ $ 0010 Contractor shall provide appointment scheduling services. 18 EA $ $ 0011 Contractor shall provide 2 EA follow-up (SAP) test tracking $ $ 0012 Contractor shall provide 88 driver abstracts 88 EA $ $ OPTION YEAR 1 CLINS DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1001 Services Non-personal: Contractor shall provide DOT drug & alcohol program management services. 12 MO $ $ 1002 Contractor shall maintain files for an estimated 18 employees. 18 EA $ $ 1003 Contractor shall retain drug & alcohol files electronically for 5 years for terminated drivers. 12 EA $ $ 1004 Contractor shall provide drug testing services. 18 EA $ $ 1005 Contractor shall provide breath alcohol test services. 18 EA $ $ 1006 Contractor shall provide post-accident/reasonable suspicion testing coordination services. 3 EA $ $ 1007 Contractor shall provide per-test test result services. 3 EA $ $ 1008 Downgrade test result from DOT to Non-DOT 4 EA $ $ 1009 Contractor shall provide physical examination services. 18 EA $ $ 1010 Contractor shall provide appointment scheduling services. 18 EA $ $ 1011 Contractor shall provide 2 EA follow-up (SAP) test tracking $ $ 1012 Contractor shall provide 88 driver abstracts 88 EA $ $ OPTION YEAR 2 CLINS DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 2001 Services Non-personal: Contractor shall provide DOT drug & alcohol program management services. 12 MO $ $ 2002 Contractor shall maintain files for an estimated 18 employees. 18 EA $ $ 2003 Contractor shall retain drug & alcohol files electronically for 5 years for terminated drivers. 12 EA $ $ 2004 Contractor shall provide drug testing services. 18 EA $ $ 2005 Contractor shall provide breath alcohol test services. 18 EA $ $ 2006 Contractor shall provide post-accident/reasonable suspicion testing coordination services. 3 EA $ $ 2007 Contractor shall provide per-test test result services. 3 EA $ $ 2008 Downgrade test result from DOT to Non-DOT 4 EA $ $ 2009 Contractor shall provide physical examination services. 18 EA $ $ 2010 Contractor shall provide appointment scheduling services. 18 EA $ $ 2011 Contractor shall provide 2 EA follow-up (SAP) test tracking $ $ 2012 Contractor shall provide 88 driver abstracts 88 EA $ $ OPTION YEAR 3 CLINS DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 3001 Services Non-personal: Contractor shall provide DOT drug & alcohol program management services. 12 MO $ $ 3002 Contractor shall maintain files for an estimated 18 employees. 18 EA $ $ 3003 Contractor shall retain drug & alcohol files electronically for 5 years for terminated drivers. 12 EA $ $ 3004 Contractor shall provide drug testing services. 18 EA $ $ 3005 Contractor shall provide breath alcohol test services. 18 EA $ $ 3006 Contractor shall provide post-accident/reasonable suspicion testing coordination services. 3 EA $ $ 3007 Contractor shall provide per-test test result services. 3 EA $ $ 3008 Downgrade test result from DOT to Non-DOT 4 EA $ $ 3009 Contractor shall provide physical examination services. 18 EA $ $ 3010 Contractor shall provide appointment scheduling services. 18 EA $ $ 3011 Contractor shall provide 2 EA follow-up (SAP) test tracking $ $ 3012 Contractor shall provide 88 driver abstracts 88 EA $ $ OPTION YEAR 4 CLINS DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 4001 Services Non-personal: Contractor shall provide DOT drug & alcohol program management services. 12 MO $ $ 4002 Contractor shall maintain files for an estimated 18 employees. 18 EA $ $ 4003 Contractor shall retain drug & alcohol files electronically for 5 years for terminated drivers. 12 EA $ $ 4004 Contractor shall provide drug testing services. 18 EA $ $ 4005 Contractor shall provide breath alcohol test services. 18 EA $ $ 4006 Contractor shall provide post-accident/reasonable suspicion testing coordination services. 3 EA $ $ 4007 Contractor shall provide per-test test result services. 3 EA $ $ 4008 Downgrade test result from DOT to Non-DOT 4 EA $ $ 4009 Contractor shall provide physical examination services. 18 EA $ $ 4010 Contractor shall provide appointment scheduling services. 18 EA $ $ 4011 Contractor shall provide 2 EA follow-up (SAP) test tracking $ $ 4012 Contractor shall provide 88 driver abstracts 88 EA $ $ 2. Contract Title. This is for non-personal services for DOT Commercial Drivers Physicals, controlled substance, and alcohol testing program management services for VA Puget Sound Healthcare System. 3. Background. This specification is for Department of Transportation, Federal Motor Carrier Safety Regulations requirement that all drivers of commercial motor vehicles hold a valid and proper commercial driver s license (CDL). Maintain a valid and appropriate CDL alone is not sufficient to achieve the goal, though, it must be supported with other procedural elements such as: pre-employment physicals, alcohol and controlled substance testing, and followed-up with physicals as required and at random for controlled substance testing and alcohol testing. This contract is to make sure that the Federal Employees of VA Puget Sound that are required to have a commercial driver s license for their employment comply with the US Department of Transportation Federal Motor Carrier Safety Administration (FMCSR) requirements under DOT 49 CFR parts 40,383,383,391,392, and 393 as required. 4. Scope. The contractor shall make sure that we are compliant under 49 CFR parts 40,383,383,391,392, and 393. Contractor shall supply all necessary forms and when a medical review officer is required, they shall coordinate this process from start to finish. 5. Specific Tasks. a. The contractor shall furnish a driver drug testing pool, perform quarterly random selection of drivers to be tested, notify the client of the drivers selected, maintain documentation on the random selections, audit and maintain the Drug & Alcohol documents required by the FMCSR, and provide applicable reporting. Compliance deficiencies are to be identified and communicated to the designated contacts. b. There are six (6) test types required as part of the DOT Drug & Alcohol Program Management service. 1) Random 2) Pre-Employment 3) Reasonable suspicion 4) Return to Duty 5) Post-accident 6) Follow-up c. The contractor shall coordinate test site selection, coordinate laboratory specimen processing and medical review officer services. All aspects of this service are to be coordinated by the contractor and invoiced services are to be reconciled and summarized monthly. d. The contractor shall assign a dedicated service specialist who will work with the designated Facility Point of Contact (POC). e. The contractor shall set up clinics with providers who are on the National Data Registry for pre-employment physicals, controlled substance, and alcohol testing, also to include random, post-accident, reasonable suspicion, return to duty, and follow-up drug and alcohol testing. f. Physical examinations are mandatory for commercial motor vehicles drivers, to ensure they are physically qualified to drive. Contractor shall perform a comprehensive initial audit and ongoing audits to maintain that our files are up to date. g. Contractor shall manage collection sites to be sure testing invoices are paid promptly and overall service is satisfactory. Contractor shall retain our records per the DOT requirements and help VA Puget Sound HCS prepare if we are to be audited or in case of intervention. h. The contractor shall: 1) Provide audit and maintenance of the semi-annual lab summary reports 2) Provide drug & alcohol testing forms coordination 3) Obtain missing results and/or paperwork 4) Provide receipt of test results directly from the network 5) Coordinate collection sites that conduct Drug & Alcohol tests and DOT physicals 6) Provide regulatory and technical assistance i. The contractor shall provide DOT audit support for the drug and alcohol program management service. In the event of a DOT audit, the service provider must be available to provide education on the audit process itself, management, manage documentation requirements, and support VA personnel with instructions on how to present records and program information on the audit. The provider must also be available to travel to the audit site as needed. 6. Performance Monitoring Contractor shall create an electronic file in their secure area, a centralized database for all of our drivers at all of our locations that we can monitor for compliance, run reports, view test results, see statistical reporting more through a client information central portal. The contractor shall provide an audit of our driver physicals and drug and alcohol file contents and notify us of noncompliance. Contractor will work with us on an action plan for improvement to help us resolve deficiencies before they become a liability. The contractor shall generate a random drug and alcohol selection quarterly, making sure we meet our year-end testing requirements per FMCSA regulations. Contractor shall notify the designated Facility POC at VA Puget Sound HCS of the selection notifications, chain of custody forms and clinic authorization letters via a traceable mail. Contractor shall contact us within 7 days to make sure we have received this information. Contractor shall manage communication on our behalf with clinics, laboratories, and Medical Review Officers (MRO) per the FMCSR requirements. The contractor shall proactively monitor all outstanding test results and chain of custody forms always keeping the Facility POC updated as to the status. Contractor shall audit and image all paperwork received and track results and documentation following DOT regulations and provide annual statistical tracking and reporting. 7. Security Requirements: 1)The contractor shall have access to sensitive information on Federal Employees who are required to have CDL license, as they will maintain a secure proprietary website where authorized VA representatives can access employee records, test results, and a wide variety of program reports. 2)Contractor will ensure all employees information is secured that there are no HIPPA violations. 3)The contractor shall complete a contractor security control assessment (CSCA) within 30 days of contract award and yearly on the renewal date of the contract. 4)Ensure that the CSCA is sent to the ISO and the OCS Certification Program Office for review to ensure that appropriate security controls are being implemented in service contracts. 5)Ensure a copy of the CSCA is maintained in the Security Management and Reporting Tool (SMART) database. COTR will provide a copy of the completed CSCA to ISO for uploading into SMART database. 6)The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA facilities. No background investigation is required. 8. Privacy: 1) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor s rights to use data as described in Rights in Data-General, FAR 52.227-14(d)(1). 2) Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered, created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of the VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic media Sanitization. Self-Certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. 3) The contractor/subcontractor must receive, gather, store, back-up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information of information systems after execution of the contract, of if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. 4) The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. 9. Records Management: 1) Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapters 21,29,31; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2) Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3) Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and /or Government records. 4) Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5)Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6) The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 7) The Government Agency owns the rights to all data/records produced as part of this contract. 8) Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc] or mode of transmission [e-mail, fax, etc] or state of completion [draft, final, etc]. 9) No disposition of documents will be allowed without the prior written consent of the contracting officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal Records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedule. 10) Contractor is required to obtain the contracting officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. 10. Information Security: The C&A requirements do not apply, and a Security Accreditation package is not required. 11. Other Pertinent Information or Special Considerations: The contractor must be able to give a comprehensive service ensuring notification of non-compliance issues and follow through to making sure that corrective action was completed. Contractor is a full-service third-party administrator, who will maintain a drug pool or included our drivers in their consortium. Contractor shall image and retain all required testing paperwork so that it is available when needed. Ensuring we can query the required information on demand from an online portal or request it from a service specialist. Contractor s service specialist will proactively monitor the status of our tests and work with the designated Facility POC to make sure tests are accurately completed. Contractor shall bill us monthly for all involved services and they will coordinate the payment of clinics, lab, and medical review officer. Identification of follow-on work: This request is for an estimated 18 employees. Factors may arise, such as hiring of additional employees, that may require an adjustment to the estimated requirement for pre-employment physicals and random screenings. Inspection and Acceptance Criteria: The Facility POC is responsible for certifying that the work done under the contract is performed to time and standards. 12. Place of Performance: The place of performance is off-site from the VA Puget Sound HCS Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Jennifer Robles at jennifer.robles1@va.gov no later than October 8, 2021, 5PM PST. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, DUNS number and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 621999, Size Standard: $16.5 Million is applicable to determine business size standard. Any questions or concerns may also be directed via email to Jennifer Robles at jennifer.robles1@va.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought 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. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.