R799-- Pharmacy Wall to Wall Inventory

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Contract Opportunity

Sources Sought Notice

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The Department of Veterans Affairs Network Contracting Office 2 is issuing this source sought notice as a means of conducting market research to identify parties having an interest in and the resources to provide Pharmacy Wall to Wall Inventory at the Northport VA Medical Center located at 79 Middleville Road, Northport, NY 11768. Inventory shall include all purchases from the prime vendor as well as any direct purchases. The VA is seeking to provide for this requirement as of 02/01/2025 to replace an expiring contract. The period of performance is a Base period of twelve (12) months plus four option periods.
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 561990, All Other Support Services (Size Standard $16.5 million).
Please review the attached Statement of Work included herein.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

If your organization has the capacity to perform these contract services, please provide the following information: Organization name, point of contact, SAM UEID number, address, email address, Web site address, telephone number, and socioeconomic status of the organization. Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Business (VOSB) must be verified and relative to NAICS 561990.

If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government s Procurement Strategy.
The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated


The purpose of this notice is to gain knowledge of qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 561990. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on SAM.gov website SAM.gov | Home at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

The following information is required for determining procurement strategy and viability of sources:
Set aside requirements have limitations on subcontracting. This service is located in Northport, NY. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?
If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company?
How many years experiences does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?
How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years?
Contractors shall also identify any Federal Supply Schedules that may carry the desired services.
Contractors shall identify pertinent point of contact for company, contractor SAM UEID number for size standard and socioeconomic verification in SAM and SBA certification database (VetCert), as well as for any intended subcontractors.

Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

Contractors shall include any relevant comments about the Attachment(s) if applicable.
Below is the Limitation on Subcontracting Certificate of Compliance Clause. Please complete this as part of your response.
852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction.
As prescribed in 819.7011(b), insert the following clause:
VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)
Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that-

If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]
[X ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.
[ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.
[ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code,
Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.
The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

Referral to the VA Suspension and Debarment Committee;

A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

Prosecution for violating 18 U.S.C. 1001.

The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.
Certification
I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by November 12, 2024, at 4:00 PM Eastern Standard Time (EST). All responses under this Sources Sought Notice must be emailed to Yasmin.moses@va.gov.
Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
If you would like assistance in responding to this post, please reach out to the Apex Accelerator Team in your area. Their website is APEX Accelerators and you can find your local office by searching the map on their home page. The Apex Accelerators offer a free service of assistance with reviewing and responding to government notices and postings for potential procurements.

See attached document: Statement of Work (SOW).

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Department of Veterans Affairs, Northport Medical Center
Annual Pharmaceutical Inventory Audit Services
Statement of Work

Introduction: Per VHA Handbook 1108.08 VHA Formulary Management Process, VA Pharmacies are required to conduct an annual Wall to all inventory that is to be concluded by the end of February.

Background:
The Northport VA Medical Center (VAMC) requires an annual physical inventory of all internal pharmacies. The contractor shall perform an audit of all medication and supplies that are dispensed to patients as well as determine a replacement cost of the inventory.
The contractor shall furnish all necessary materials, supplies, equipment, personnel, supervision, and travel cost necessary in order to provide Wall to Wall Pharmacy Inventory Services.

Scope :
Inventory is limited to areas that are under the direct control of each pharmacy.
Pharmacy locations are as follows:
Outpatient Pharmacy
Inpatient Pharmacy
IV Room
The contractor shall inventory all products purchased from the prime vendor as well as any direct purchases.
The contractor crew members shall collect the name of the medication, strength, size, form, manufacturer, and quantity. Items shall be given an actual piece count; except partial bottles and repackaged meds, which are given an appropriate fraction.
Items such as equipment and prescription labels and vials are excluded from the audit.
If products are open, the quantity should be estimated to the nearest 10th of a bottle.
Any items that are expired, obsolete, or not useable are not included in the count, unless otherwise specified by the VA pharmacy manager/director.
The contractor shall determine an actual replacement cost for the inventory at each pharmacy location.
The contractor shall use a software system that will ensure accuracy and efficiency and provide the latest pricing of the inventory.
VA will supply the most recent cost information in Excel format if required by the Contractor.

Contractor Requirements:
The Contractor must provide inventory auditors that are certified in pharmaceutical count methodologies (including unit dose/per pill, tenths and half/full), handling of medications and HIPAA regulations.
The Contractor must provide a report, preferably in Excel format, with the following data:
Item
Package description
National Drug Code (NDC)
Total quantity
Current package price
Total replacement cost per item per site
Total replacement cost of all items per site
The report shall be completed no later than two (2) calendar days after the inventory is completed.
The Contractor shall complete the inventory of all pharmacy areas in one (1) business day.
The Contractor shall validate data against a cost file obtained directly from VAMC suppliers.

Place of Performance:
The Contractor will conduct an inventory audit of internal pharmacies located at:
Northport VA Medical Center
79 Middleville Road
Northport, NY 11768

Period of Performance (POP):
The period of performance is for one base year with 4 options years. Work to be provided on one day of onsite inventory. Work will occur during the month of February for base year and any option years utilized. Work shall be on a mutually agreed date.
Base period plus four (4) one-year option renewal periods. Anticipated POP listed below.
Base Year- February 1, 2025 through January 31, 2026
Option One (1)- February 1, 2026 through January 31, 2027
Option Two (2) - February 1, 2027 through January 31, 2028
Option Three (3) February 1, 2028 through January 31, 2029
Option Four (4)- February 1, 2029 through January 31, 2030

Hours of Operation:
Services shall be conducted during normal business hours: 8:00 am to 4:30 pm, Monday through Friday, excluding all Federal holidays unless requested and approved by the Contracting Officer Representative.
Federal Holidays observed by the VAMC are:
New Years Day
Labor Day
Martin Luther King Day
Columbus Day
President s Day
Veterans Day
Memorial Day
Juneteenth Day
Christmas Day
Thanksgiving Day
Independence Day

And any other day specifically declared by the President of the United States to be a national holiday.

Contract Administration Data
The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity or quality of performance of this contract.

Attachments/Links