S215--WI - Warehouse Storage and Services


Subject: S215--WI - Warehouse Storage and Services
Solicitation Number: 36C25521Q0423
Notice Type: SRCSGT
NAICS: 493110
Notice Published: 06-10-21
Response Due: 06-15-21

Agency: Department of Veterans Affairs
Office: VETERANS AFFAIRS, DEPARTMENT OF
Contact: Emilio Ballentos, Contracting Officer This email address is being protected from spambots. You need JavaScript enabled to view it. Ph: (913) 946-1981
Office Address: LEAVENWORTH, KS 66048
Place of Performance: Department of Veterans Affairs Robert J. Dole VA Medical Center 5500 E. Kellogg Avenue, Wichita, KS 67218


Click for official SAM (FBO) notice, additional information, and accompanying attachments

Page 1 of 9 This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research, to make appropriate acquisition decisions, and to gain knowledge of potential qualified businesses capable of providing the following: - Warehouse Storage and Services*** See Statement of Work below for details *** If this is within your capability, please respond with the information below: Company Name Address Point of Contact Phone, Fax, and Email DUNS number Interested firms are reminded that in accordance with FAR 4.12, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.11 states that prospective contractors shall be registered in the System for Award Management (www.SAM.gov) database prior to award of a contract. All Service Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in VetBiz at www.vip.vetbiz.gov. Point of Contact for this Sources Sought is: This email address is being protected from spambots. You need JavaScript enabled to view it. (913) 946 - 1981 Department of Veterans Affairs Network Contracting Office -15 3450 S. 4th Street Trafficway Leavenworth, KS. 66048.  Statement of Work Contingency External Storage Facility VHA Robert J. Dole VA Medical Center 5500 E Kellogg Drive, Wichita, KS 67218 1.0 BACKGROUND The Veterans Health Administration (VHA) Robert J. Dole VA Medical Center requires warehousing support services to supplement existing capacity for supplies and/or equipment. SCOPE OF WORK 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 and equipment to Veterans. The Contractor is to safeguard all government healthcare supplies and equipment that may be housed in the Contractor location. In support of this initiative, the contractor shall provide logistical support services and warehouse operations such as pick-up, receipt validation, staging, and delivery for VA Warehousing in support of the Robert J. Dole VA Medical Center. The Contractor will pick-up medical/surgical items and/or equipment on a scheduled set time once a week and transport items to the Contractor facility for storage. If there are required deliveries from the Contractor Facility to the Medical Center, Contractor will complete on the weekly scheduled pick up day. The VA Contracting Officers Representative (COR)/designee will have authority to visit the contractor facility on a weekly basis, to perform physical inspections and inventory management of stored product. The warehouse facility shall be owned by the contractor and shall be located within a 30-mile radius/30-minute driving distance of the Robert J. Dole VA Medical Center, 5500 E Kellogg Drive, Wichita, KS 67218. The Contractor shall have storage facilities sufficient to contain VA items in secure, temperature and climate-controlled conditions (see paragraph 2.6 for details) that will preserve the operability of the items stored. The storage facility must be at minimum 6000 sq. ft. with storage ability for vertical shelving (provided by the VA) for pallet storage and sufficient space for horizontal storage of equipment as well. 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. All medical/surgical items and equipment will be wrapped by VA Personnel upon receipt prior to Contractor pick-up. Contractor is to manage pest control; the facility is to remain free of insects, rodents, and other vermin. 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. VA Medical/Surgical Supplies/equipment shall be segregated by a cage or other defining material for quick identification purposes. Medical/Surgical Supplies shall be stored in a temperature-controlled environment. Storage locations must be a stable environment without extreme changes in temperature and humidity. At a minimum, supply storage areas must meet the following specifications: Relative Humidity < 75 %, Temperature 64 78 degrees Fahrenheit. The contracting facility must have the capability to monitor and report Temp Control out-of-range events. Contractor shall be able and capable to receive and process an average of 6 to 8 pallets of medical/surgical supplies/equipment on a weekly basis, Monday thru Friday from 8:00 am to 4:00 pm. The Contractor shall have the means to pick up VA items from VA facility sites, transport and store those items at 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. Transportation vehicles used to deliver products should complement the dock configuration so products are off-loaded efficiently, and products will be removed from the truck/transportation vehicle by the contractor with contractor material handling equipment at contractor s facility; no government furnished equipment will be provided. The Contractor shall provide delivery service as of medical/surgical supplies/equipment as needed and requested by the VA, when a routine out-of-cycle or emergency event occurs. 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 8 pallets. 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 at no additional cost. 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 for an additional agreed upon cost. Emergency deliveries will likely occur once or twice a year. At the request of the VA, supplies and equipment may be available via will call for pick-up and/or delivery. Will call orders shall be completed by government employees identified by the VA COR/Designee. Contractor shall maintain an inventory system to document product and equipment received into and/or removed from the storage facility. Information shall be provided by VA Personnel prior to Contractor pick-up and shall include content of each pallet to include item count and product description. Contractor s system shall have provided information and locations available. Contractor shall accept e-mail as an acceptable tool for requests of medical supplies and equipment to be delivered from the Storage Facility to the VA Medical Center for usage as needed. 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/designee on a monthly basis. The log is to be made available on demand if requested. Contractor shall provide full access for VA personnel for warehouse inspection during normal business hours (8:00AM - 4:30PM, Monday - Friday). If emergency access is required, the VA will contact Contractor personnel using agreed upon means provided by contractor to ensure appropriate communication takes place prior to access by VA personnel. 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. Electric Beds Ventilators Infusion Pumps, EKG machines Hospital Stretchers Portable Generator, IV Poles Caviwipes Lab Kits Water Jugs Hand Sanitizer Urinals Gowns; Pajamas Personal Care Items Peri-Care Wipes Feeding Tube Supplies Toilet Paper IV Supplies Contractor shall provide complete warehouse management services for an average of 100 pallets for approx. 50 to 75 items, with expansion capabilities up to a maximum of 500 pallets. A standard pallet is 40x48 inches, with a maximum height of 7 feet (approximately 86.5 cubic feet per pallet). 3.0 PERFORMANCE PERIOD The period of performance (PoP) of this Firm Fixed Price task order is as follows: Base period: 08/01/2021 07/31/2022 Option Period 1: 08/01/2022 07/31/2023 Option Period 2: 08/01/2023 07/31/2024 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 5500 E Kellogg Ave, Wichita, KS 67218. 5.0 KICKOFF MEETING The Government will host a kickoff meeting within three (3) business days after contract award (if required). 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. PROJECT MANAGEMENT The Contractor shall appoint an Onsite Representative who will be the single point of contact between the Contractor and the Government. The Onsite Representative 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. An On-site Representative shall provide management briefings, as required. The on-site supervisor or designee shall always be available when contract work is in progress to receive notices, reports or requests from the COR/designee. 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. 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/designee of any discrepancies. INVENTORY Track all packages from receipt to delivery. INTEGRATION Store assets and ability to quickly retrieve stored assets upon request. Capture assets by pallet and rack location within the designated staging facility. SHIPPING/DELIVERY Provide inventory lists and enable supply transactions. INSPECTION Regular Inspection and Maintenance: The Contractor shall regularly inspect and maintain stored VA items in accordance with manufacturers requirements. 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, as presented in its proposal, will be incorporated as part of the contract award and implemented upon award. 8.0 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 Inbound/Outbound Delivery Report Monthly by COB the last business day of the month 6.1. 002 Environmental Monitors Report- to include at a minimum temperature, humidity, pest control, cleaning Monthly by COB the last business day of the month. 6.1 003 Discrepancy/Damaged Goods Report Per Occurrence 10.0 METHOD AND DISTRIBUTION OF DELIVERABLES The Contractor will deliver documentation in electronic format, unless otherwise directed. 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 be able to read, write, speak and understand the English language. CONTRACTOR PERSONNEL NON-SECURITY REQUIREMENTS The Robert J. Dole VAMC is a no Smoking facility and smoking is prohibited anywhere within the perimeters of the facility. Possession of weapons is prohibited anywhere within the perimeters of the facility. 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. 13.0 Quality Assurance Surveillance Plan (QASP) Purpose: To ensure the Government has an effective and systematic method of surveillance for the services herein. This plan will serve as a tool to verify the Contractor is performing all services required in a timely, accurate, and complete fashion. Performance measures for this initiative are defined in the table below: Performance Objective Performance Standard Surveillance Method Performance Levels 1. Timeliness Contractor shall pick up, when necessary, and deliver items as scheduled. Minimum Quality Standard - Performance will meet standard 90% of the time Observation, validated complaints. Performance Evaluation to reflect positive/negative performance ratings 2. Stored Items Regularly Inspected and Maintained Stored items inspected and maintained in accordance with manufacturers standards. Minimum Quality Standard - Performance will meet standard 95% of the time Observation, validated complaints. Performance Evaluation to reflect positive/negative performance ratings 3. Continued Operability of Stored Items Stored items are usable as intended when returned to the ordering facility. Items will not become functionally inoperable while in Contractor s custody. Observation, validated complaints. Performance Evaluation to reflect positive/negative performance ratings Minimum Quality Standard - Performance will meet standard 100% of the time 4. Reports Provide all reports in accordance with section 7.1 of the PWS (Deliverables 0001, 002, 003, 004, 005, 006, and 007) Minimum Quality Standard - All deliverables are met 98% of the time. Review of Deliverables and Direct Observation Incentives Positive ratings Disincentives Negative ratings NON-PERSONAL SERVICES CONTRACT This contract is a non-personal services contract as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor's employees and subcontractors: shall perform the services specified herein as independent contractors, not as employees of the government. shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract. shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified; but shall, pursuant to the government's right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives. ATTACHMENT A List of Supplies to be Relocated to Contractor Facility Items Estimated Quantity Unit 1 Clinical Supplies # Case # Pallet 2 Equipment (Item) Each 3 PPE # Case # Pallet 4 Other Contingency Supplies # Case # Pallet