On behalf of the Troy Bowling VA Medical Center located in Lexington, KY, 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 Pharmacy 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 EST, March 11, 2025. All responses under this SSN must be emailed to Dawn.Collins@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 nonproprietary technical information in any resultant solicitation(s). See SOW on the following page. STATEMENT OF WORK INTRODUCTION AND SCOPE OF WORK The contract shall provide to the Department of Veterans Affairs, Troy Bowling Campus, VA Medical Center, Lexington, KY COURIER SERVICES to include personnel, equipment, and transportation for the delivery of Pharmacy medications FROM Lexington VA Pharmacy located at 1101 Veterans Drive, Lexington, KY 40502 TO designated sites at the Leestown campus of the Lexington VA Medical center at 2250 Leestown Road, Lexington, KY 40511. The Pharmacy medications will be transported in a secured locked bag as supplied by the pharmacy to the nursing station identified at Leestown campus, Patient information will not be seen by the driver. Driver will sign pick up and drop off log for each bag. Controlled substances will not be transported by the Contractor. VA IT Security System Certification & Accreditation requirements do not apply therefore a Security Accreditation Package is not required. In the event any Sensitive information is compromised, the ISSO s and Privacy Officers will be notified not later than one hour from the time the incident is discovered. If the contractor fails to deliver within the specified delivery time 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 REQUIREMENTS PRESCRIPTION PICKUP for Troy Bowling Campus Prescriptions are to be picked up and delivered, Monday through Friday excluding government holidays and holidays observed by each facility. The driver will be on call during working hours between the two locations. The VAMC will supply a secure locked bag for transportation of prescriptions. All prescriptions must be transported in accordance with local, state, and federal regulations. 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 prescriptions received. The contractor shall notify the Contracting Officer s Representative (COR) Matthew Lane @ (859) 233-4511 ext 4544 or pharmacy staff @ 859-233-4511 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, Franklin R. Sousley Campus, Lexington, KY. Delays must be considered beyond the control of the contractor. 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. PRESCRIPTION TRANSPORTATION When transporting medications, the contractor shall follow procedures to prevent any exposure, contamination, or release while in transport. Each medication must be transported in a container that shall be secured by lock. 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. 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. UNIVERSAL PRECAUTIONS Patient information must be protected in a confidential manner in compliance with Health Insurance Portability & Accountability Act (HIPAA) regulations. 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 medications 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. 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 medications 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. 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. PERFORMANCE PERIODS This BPA period of performance is anticipated to be 04/15/2025 to 4/14/2030. Base Ordering Period: 4/15/2025 4/14/2026 Ordering Period 1: 4/15/2026 4/14/2027 Ordering Period 2: 4/15/2027 4/14/2028 Ordering Period 3: 4/15/2028 4/14/2029 Ordering Period 4: 4/15/2029 4/14/2030
