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Contract Opportunity

Department of Veterans Affairs, Harry S Truman VA Medical Center
Annual Pharmaceutical Inventory Audit Services
STATEMENT OF WORK

1.0 Introduction:

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

2.0 Background:

2.1 The Harry S Truman 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.

3.0 Scope:
3.1 Inventory is limited to areas that are under the direct control of each pharmacy.
Pharmacy locations are as follows:
Outpatient Pharmacy
Inpatient Pharmacy
Oncology Infusion Pharmacy
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.
3.10 Contractor crew members will be escorted by pharmacy staff during the inventory within the pharmacy areas.

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
NDC (National Drug Code)
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 7 calendar days after the inventory is completed.

The Contractor shall complete the inventory of all pharmacy areas in one (1) 24-hour period.

The Contractor shall validate data against a cost file obtained directly from VAMC suppliers.

5.0 Place of Performance:

5.1 The Contractor shall conduct an inventory audit of internal pharmacies located at the Harry S Truman VA Medical Center, 800 Hospital Drive, Columbia, Missouri 65201.

6.0 Period of Performance (POP):

6.1 Shall be for 24-hour period on February 23rd, 2024.

6.2 The start time of the audit shall be determined prior to 02-23-2024.

7.0 Hours of Operation:

7.1 Services shall be conducted during Facility hours (24 hour), Monday through Friday, excluding all Federal holidays.

8.0 Contract Administration Data

8.1 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.

9.0 Acronyms and Definitions

CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.
CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.
CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.
POC: An individual, authorized by the contracting officer to perform specific technical or administrative functions related to the contract.
QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.
QASP: Quality Assurance Surveillance Plan. A written document specifying the method used for surveillance of contractor performance.
PWS: Performance Work Statement.

10.0 Other:

9.1 A full background check is not required for this position; however, all contract employees must bring photo identification and comply with check-in procedures at each facility. A picture ID/name badge shall be worn while present on VA grounds.

9.2 The Contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

9.2 This contract does not involve access VA sensitive information/data.

9.3 The Contractor recognizes the importance of performing the work in a safe and responsible manner to prevent damage, injury, or loss to individuals and the workplace.

9.4 Per National VA Policy, all contractor personnel are required to wear a medical grade mask while in the facility regardless of vaccination status and company, state, or local masking policies. Masks will be provided by the facility.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following:

(a) company name
(b) address
(c) point of contact
(d) phone, fax, and email
(e) Unique Entity ID (UEI)
(f) Cage Code
(g) Tax ID Number
(h) Type of small business, e.g., Services Disabled Veteran Owned Small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and
(i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street Trafficway, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide ANNUAL WALL-TO-WALL PHARMACY INVENTORY for the COLUMBIA MO VAMC.

Please see the statement of work/performance work statement on following pages.

NAICS Code: 541618 (Other Management Consulting Services) $19.0 million dollars.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined.

The North American Classification System (NAICS) code for this acquisition is 541618 (Other Management Consulting Services) . The small business size standard is $19.0 million dollars. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov).

Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Small Business Administration s Veteran Small Business Certification (VetCert) Registry located at Veteran Small Business Certification (sba.gov).

All interested Offerors should submit information by e-mail: to Arlie.lindsey@va.gov . All information submissions should be received no later than 12PM CST on February 16, 2024. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.


THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

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. 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.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is an RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 541618. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.
The following VAAR policies and clauses will be applicable to this requirement if an SDVOSB/VOSB entity is interested and qualified in this requirement:
limitations on subcontracting requirements set forth in 15 U.S.C. § 657s and in VAAR 852.219-10 and 852.219-11);
852.219-77, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction
The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: ANNUAL WALL-TO-WALL PHARMACY INVENTORY for the COLUMBIA MO VAMC.
It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services.

If you are interested and are capable of providing the sought-out services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
Is your company considered small under the NAICS code identified under this RFI?

Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Please provide your DUNS number.
Responses to this notice shall be submitted via email to Arlie Lindsey at Arlie.lindsey@va.gov . Telephone responses shall not be accepted. Responses must be received no later than Friday, February 16, 2024, at 1200 CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

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