Inactive Total Small Business Set-Aside (FAR 19.5)

DEPARTMENT OF VETERANS AFFAIRS (VA) DENVER LOGISTICS SERVICES (DLS) REQUEST FOR INFORMATION (RFI) for Material Handing Operations I. INTRODUCTION / BACKGROUND The Department of Veterans Administration... DEPARTMENT OF VETERANS AFFAIRS (VA) DENVER LOGISTICS SERVICES (DLS) REQUEST FOR INFORMATION (RFI) for Material Handing Operations I. INTRODUCTION / BACKGROUND The Department of Veterans Administration (VA) Commodities and Services Acquisition Service (CSAS) and Denver Logistic Services (DLS) located in Golden, Colorado manage holistic supply chain management for the VA National Audiology, Prosthetics, Hearing Aid and Telehealth Programs, and supports VA and other Government agencies with professional acquisition and logistical services. The VA CSAS and DLC procures, stocks and distributes worldwide commodities that include hearing aids, hearing aid accessories, cochlear implants, assistive listening devices, batteries, prosthetic socks, orthotic soft goods, aids for the visually impaired and Home Telehealth equipment and peripherals. VA CSAS is currently administering a Blanket Purchase Agreement (BPA) for Material Handling services for operations located at two DLC warehouse located in the Greater Denver Metro area, which is set to expire December 31, 2024. II. RFI DISCLOSURE This Request for Information (RFI) may be utilized by the Agency in a determination whether or not to set aside this requirement exclusively for participation by various small business socio-economic concerns. This is an RFI only. It is not an invitation to submit any offers or bids. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. Do not submit any offers or bids in response to this RFI. Responses to this RFI are not offers and cannot be accepted by the VA to form a binding contract. The VA will not award a contract based on this RFI nor will it pay for information or comments submitted to the VA in response to this RFI. The results of this RFI will be utilized to determine if any socio-economic set-aside opportunities exist, starting with Service Disabled Veteran Owned Small Business/Veteran Owned Small Business (SDVOSB/VOSB) opportunities. Additionally, this RFI will assist the VA with identifying potential and eligible firms, of all sizes, prior to determining the method of acquisition and issuance of a solicitation. All Small Business, Socioeconomic contracting programs (8(a), HUBZone, WOSB) will be considered. This requirement is assigned a NAICS code of 561210 Facilities Support Services with a more specific subtitle of Government base facilities operation support services. The size standard for this NAICS code is $47.0 million. III. SCOPE The scope of this requirement is to provide facility support operations in terms of material handling and packing services, and related warehouse operations in support of the two VA DLS distribution facilities located in the cities of Golden and Lakewood both within the state of Colorado. The expected duration of this follow-on requirement will be a base year and four one-year option periods. There are four operational categories: Contractor provided On-Site Manager; Contractor provided On-Site Supervisor; Contractor provide Shift Lead/Trainer; and Contractor provided Material Handling and Packing Support positions. IV. OBJECTIVES The objective of this requirement is to support the continuing need of the DLC Distributions warehouse operations via non-personal contract vehicle. Objectives are for the Contractor to ensure there are sufficient personnel are onsite at both locations to accommodate a varying amount of warehouse operations to meet the objectives outlined in the Minimum Technical Requirements. The contractor shall adhere to FAR 52.222-26 Equal Opportunity dated September 2016. V. MINIMUM TECHNICAL REQUIREMENTS The follow performance service requirements are subject to change before the request for proposals is official sent out. 1. Contractor shall provide one On-Site Manager The On-Site Manager is the contractor s director with the overall responsibility for preform all Government minimal technical requirements and to provide supervision over all contractor personnel assigned to work in the two DLS government warehouse sites. The on-site manager shall review and prepare workflows, staffing requirements, and action plans that meet the government standards for productivity, quality and customer service in warehouse operations, by working closely with the DLS Warehouse Logistician. He/she shall meet regularly with government DLS Logisticians warehouse team to analyze productivity, including quality assurance, inventory control, logistics, floor productivity, shipping, receiving and order fulfillment. The on-site manager will collaborate with DLS Logistics Division management to develop strategic plans and procedures to increase the efficiency of warehouse practices and procedures. Maintains current and accurate files and records and prepares periodic and special reports to be delivered to the government and contracting office. The On-Site Manager shall be responsible for all HR actions, reporting, direct communication and reporting between the Vendor and CO/COR. Additionally, this contractor representative will primarily be assigned to the main DLS location located in Golden, CO and have the ability to travel to the Lakewood Facility located on the Denver Federal Center which is roughly 5-7 minute drive away at least once per week. It is expected that the Contractor On-site Manager will be at either warehouse location for the business day. The contractor representative shall have full authority to act for the contractor on all matters relating to the daily PWS requirements to include coordinating with the COR or Government Identified Representative in performing work under this contract in managing, and assigning work to contractor employees; and managing contractor s employee leave, schedules, timecards, report all hiring/firing actions. Contractor PM will be responsible ensuring all contractor staff follow Departmental Employee Code of Conduct, VA ICARE Values and other required labor relations activities under this PWS. Customer Experience is a priority with DLS stakeholders, to include internal and external employees, customers in regard to respect, courtesy, and professionalism, scheduling, workload, data metrics and reporting. Required skills and knowledge for On-Site Manager: High school diploma or equivalent. Five or more years of experience in a warehouse role managing hourly employees. Proficiency with warehouse procedures and policies. Excellent problem-solving skills and leadership qualities. Excellent communication and interpersonal skills and ability to deliver effective feedback, both written and verbal. Ability to work collaboratively with all levels or organizational staff. Strong organizational and time management skills. Knowledge and experience in logistics, supply chain management, distribution/storage. 2. Contractor to provide an On-Site Supervisor for each DLS Warehouse The On-Site Supervisor is in charge of a specific warehouse location assigned for warehouse operations, by working closely with the DLS Warehouse Logistician. There are two warehouses and each will require an On-Site supervisor. The main warehouse location is in Golden, Colorado and second warehouse is in Lakewood, Colorado. The Lakewood facility is located on the Denver Federal Center which is roughly 5 minute drive away from the main warehouse in Golden. The On-Site Supervisor is responsible for the overall worked performed for all assigned contractors leads and material handlers. in addition to the deliverables listed in PWS section 5.5. This individual should possess the skills to administratively maintain files, generate reports with DLS supplied software, request appropriate warehouse supplies, keep timecards, and ensure compliance with the DLS safety program. The deliverable reports are to be sent to the COR and CO on a weekly and Monthly basis. Determines performance standards for contract personnel. Measure and report warehousing activities, manages workflow and employees performance. Communicate job expectations and coach employees. Maintain records, document necessary information and utilize reports to warehouse project status. Identify areas of improvement and collaborates with government personnel to enforce operating instructions and safety policies. Monitors and reviews work, gives employee feedback on performance and conducts performance appraisals. Participates in interview panels and recommends selection of candidates. Comply with all government policies. Will work with government personnel to adjust staffing levels and/or work procedures to accommodate resources allocated to operate warehouse operations. Additional duties comprise of but not limited to: Ensuring drops are accurate, 98% accurate rate, correct tasks at right time, performing functions timely, accurately and meeting performance standards. Identifying issues/concerns and reporting to On-site Program Manager. Resolving/implementing new procedures, resolving conflicts, consulting with govt. personnel, CO, COR, ensure proper training and documentation on file for completion of training for each MH for each specific task/area of work. Required skills and knowledge for On-Site Supervisor(s): High school diploma or equivalent. Proven work experience as a warehouse supervisor. Proficiency with warehouse procedures and policies (receiving, shipping, inventory controls. Excellent communication and interpersonal skills and ability to deliver effective feedback, both written and verbal. Knowledge and experience in logistics, supply chain management (e.g. shipping, receiving, order fulfillment processes and procedures). Ability to anticipate and solve problems. Proficient with data entry and inventory software and systems. Knowledge of security measures and principles to prevent loss of product and control access. Knowledge of protective clothing, safety, and hazardous material handling procedures and equipment to ensure that employees work safely, have a safe environment to work. Ability to guide and teach employees in their duties, procedures, and policies. Ability to monitor and discuss with the employee their performance. 3. Contractor to provide four Shift Leads The Day & Night Shift Leads are responsible for overall worked performed by all of the material handlers, verifying the material handlers are accomplishing their daily tasks and training the material handlers to complete the performance requirements properly and on time. Two Leads are assigned to each warehouse. Each warehouse Lead shift will consist of 8 and a half hours to include a 30-minute unpaid lunch and (2) 15-min (paid) breaks which are determined by the COR and the CO. The Lead is responsible: Provides training for all new contract personnel division/commodity of the warehouse. Provides guidance, advice, training, and counseling to improve employee s performance. Coordinates the workflow of products, mail, orders, ensuring that all tasks are completed efficiently and effectively Following all warehouse safety practices, procedures and policies. Assists with the development and implementation overall the DLS s warehouse and storage operation plans, policies and procedures. Prepares reports, collects data, maintains files. Gathers data, estimates, statistics, suggestions, other information to decide the methodologies to use developing short, annual, and long-range goals and objectives. Will work with supervisors and government personnel to identify any areas for systems improvements and make recommendations for change. Where possible, the Lead(s) will resolve any issues or problems which occur in the warehouse and when appropriate escalate the issue(s) to supervisory and management level. Responsible for meeting safety and security standards as well as maintain standard operating procedures in the warehouse. Communicate to staff on a regular basis to make them aware of priorities, targets and operational requirements. Comply with all government policies. Required skills and knowledge for Warehouse Leads High school diploma or equivalent. Proven work experience in warehouse. Proficiency with warehouse procedures. Knowledge of distribution/storage facilities to provide proper storage facilities. Knowledge and experience in logistics, supply chain management (e.g. packaging, shipping, receiving, order fulfillment processes and procedures). Ability to anticipate and solve problems. Proficient with data entry and inventory software and systems. Ability to motivate and work with people from various backgrounds, education levels, and ethnicities to build a team to accomplish a common goal. Knowledge of packaging concepts and principles to ensure that items are packed correctly to minimize damage to the product. Knowledge of shipping and transportation systems including USPS. FEDEx, UPS. Knowledge of security measures and principles to prevent loss of product and control access. 4. Contractor to provide 50 Material Handlers The Material Handler is a nonsupervisory position involving the physical receipt, identification, examination, classification, final acceptance, and disposition of materials and equipment in the DLS warehouse(s). The Material Handler usually works independently in a wide range of warehousing activities, including receiving, storing, selecting, and shipping general or specialized bulk bin materials and equipment. Some work requires assembly and disassembly of industrial steel shelving, furniture, and equipment as assigned. The Material Handler determines the physical condition of the incoming inventory by utilizing shipping documents, DLS catalogs, drawings, and related documents. The work setting is within warehouse facilities. The Material Handler follows established procedures and utilize sophisticated computer systems and programs for the accurate accounting, quality control, discrepancy analysis and resolution, and identifying correct stock locations, for all incoming medical supplies. This includes the interpretation and processing of all related documentation and identifying discrepancies, defects and detailed merchandise acceptability. The Material Handler maintains the DLS s first-in-first out inventory system of two large supply facilities, ensuring correct stock locations and rotations are in accordance with established storage and date-controlled inventory systems. The work requires the ability to organize, arrange, and remove stock in storage areas in accordance with established procedures (see Attachment 1, DLS Commodities Standard Operating Procedures (SOP) and Attachment 2, DLS Telehealth SOP) to prevent damage, deterioration, and loss. Most work requires the incidental or regular use of hand lifts. The work also involves the use of mail processing systems to process incoming and outgoing mail/parcels of a variety of sizes, weights, and classes for shipment via the United States Postal Service, Federal Express, United Parcel Service and other mail carriers: this includes maintaining an accurate accounting and reporting system for manifesting and metering systems. The Contractor shall perform onsite supervision for all material handling services provided. Each material handler shift will consist of 8 and a half hours to include a 30-minute unpaid lunch and (2) 15-min (paid) breaks determined by the COR and the CO. Required skills and knowledge for Materials Handler: Knowledge of overall warehousing plans, methods, procedures, and techniques. Locate, access, load and move material for shipment. Ability and understanding to verify or prepare documents either manually or by using automated equipment such as computer terminals and bar code wands to read, store, track, and prepare materials documentation. Receiving, separating, dismantling, sorting, and testing medical devices Processing, handling, and storing of materials and equipment through a supply facility. The ability to log receipts, storage, and shipment data; and the ability to use manual or mechanized equipment to move, stack, bin, and position materials and equipment. Knowledge and use of automated equipment such as optical readers, scanners and computer keyboards. Work requires regular and recurring physical exertion, such as long periods of standing, walking, bending, stooping, reaching, and similar activities in and around distribution areas on a concrete floor. Must be able to carry loads weighing up to 70 pounds (heavier items are moved with weight handling equipment or with assistance from other workers, or by using pallet jacks or forklifts). Material Handlers are required to observe and follow normal safety practices with office equipment, avoidance of trips and falls, and observance of fire regulations. Proficient with data entry and inventory software and systems. The potential forthcoming RFQ may be posted to either General Services Administration (GSA) or Contract Opportunities by August/September 2024 and Awarded preferable before December 1, 2024, with an effective start date of January 1, 2025. Pending the issuance of this RFI, the VA CSAS may conduct a competitive procurement consisting of a solicitation and subsequently a contract award. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. VI. INFORMATION REQUESTED AND QUESTIONS TO BE ADDRESSED In the e-mail response, please include the following in the subject line: Material Handling Services RFI response, Vendor Name and Business Size. All e-mail communication must include the company name, address, point of contact name and title, e-mail address, and telephone number. We are requesting interested parties submit answers and/or provide responses to the following: Company name Address Point of contact; phone and email Is your company registered in the United States as a business? System for Award Management (SAM) Unique Entity ID (UEI) number Cage Code Please provide the Businesses Worldwide Website or Ecommerce Web URL. Do you have current or past federal contracts? If so, please provide the contract numbers, order number (if applicable), identify if the federal agency and the name of the contracting officer. What is your businesses current Socioeconomic status, e.g. Service Disabled Veteran Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), 8(a) Small Business (8a), HUBZone Small Business (HUBZ), Small Dis-advantage businesses (SDB), Woman Owned Small Business (WOSB), Small Business or Large Business. Has your company completed representations regarding its socio-economic status on the https://www.sam.gov website? Is the applicable NAICS code 561210 included on your sam.gov representations and certifications for FAR 52.212-3 clause in SAM? If you are asserting SDVOSB or VOSB status, is your company registered on Veteran Small Business Certification (VetCert) https://veterans.certify.sba.gov/? If you are certified please provide Certification Date, and Certification Expiration Date. If you are asserting WOSB, is your company on https://wosb.certify.sba.gov? If you are a certified 8(a), please provide the SBA Federal Certification information of Case Number, Entrance Date and Exit Date. Technical Capability Statement describing your companys technical ability to meet the Government s requirement as described in this RFI. Additionally, Technical Capability Statement responses should identify the four labor categories described in the MTRs: On-Site Manager; On-Site Supervisor, Shift Lead, and Material Handlers. Does the industry agree that the best NAICS code for this type of service is 561210 Facilities Support Services? What is your commercial pricing for the four tasks stated above? Please provide a range fully burden hourly rates for each position. What information would the company need to have in order to provide adequate pricing for above tasks? Would you require an onsite tour of both warehouse locations? What are your current Human Resource Practices in regard to hiring for personnel? How do you supervise personnel, timecards and human resource issues? How do you comply with reporting requirements in accordance to Federal Acquisition Regulations? (Clause reports in SAM) What employment websites are utilized for postings for available employment positions? For the Greater Denver Area, does the supply for labor and or personnel exceed demand, or vice versa? What influences might the government as a buyer have on supply and demand? What economic trends have had an impact on logistics warehouse operations industry in last year or two? Have those economic trends that had an impact on your business? What is the future projection of labor costs in this industry? Has inflation or personnel costs been a factor? Does your company practice any sustainability activities in regard to warehouse operations? What potential factors influence productivity and retention? What are the risks in this market? VII. RESPONSES Responses must be submitted to the VA CSAS point of contact Donna Franzese or Bradley Geghan, on or before 2:00 PM Mountain Standard Time Friday April 21, 2024. Incomplete responses may be excluded as market research for future solicitations. Our e-mail function is limited as to the size of file that can be received; less than 20 megabytes per e-mail. Please e-mail RFI responses to: donna.franzese@va.gov or Bradley.geghan@va.gov. As stated above, please ensure the subject line includes: Material Handling Services RFI response, Vendor Name and the body of the email includes items #1-20 list in section VI Business Size and any relevant comments about the industry and this type of work. The following attached pages are maps with square footage for the two warehouses and a copy of the Wage Determination (WD) Revision 25 for the Golden, Colorado. Acronym Key: 8(a) = Small Business section 8(a) Business Development Program COR = Contracting Officer COR = Contracting Officer s Representative DLS = Denver Logistics Service HUBZ = Small Business located in a HUBZone SDB = Small Dis-advantage businesses SDVOSB = Service Disabled Veteran Owned Small Business WD = Department of Labor Wage Determination VOSB = Veteran-Owned Small Business WOSB = Woman Owned Small Business *DISCLAIMER* This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.