NATIONAL OPERATIONAL/MAILING SUPPLIES

Solicitation / RFP / RFQ

This solicitation seeks to establish multiple single-award Indefinite Delivery Indefinite Quantity (IDIQ) contracts for Operational (Mailing) Supplies to support all seven (7) Consolidated Mail Outpatient Pharmacy (CMOP) locations. The goal is to standardize purchasing, secure fair pricing, and ensure high-quality customer service for essential supplies used in preparing and mailing Veteran prescriptions.

• Operational (Mailing) Supplies for seven CMOP locations.

• Supplies must meet specific pharmaceutical and USPS/UPS shipping dimensions, ensuring patient safety and integrity during transit.

• Vendors must guarantee an uninterrupted source of supply.

• Emergency orders must be delivered within 2 business days.

• Deliveries must be accompanied by specific delivery ticket information.

• Products must meet exact specifications; alternate items may be considered at the Government's discretion.

• Shipping boxes must meet minimum certification standards.

• Vendors not considered the manufacturer must submit "Authorized Distributor Letters."

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ).

• Period of Performance: One (1) five-year period.

• Minimum Award Amount per IDIQ: $50,000.00.

• Maximum Aggregate Value per IDIQ: $49M.

• Proposals must be submitted electronically via email to Kelly Mann (Kelly.Mann@va.gov), with copies to Larry Zaritz (Larry.Zaritz@va.gov) and Kelley Cunningham (Kelley.Cunningham@va.gov).

• A scanned PDF copy of the signed SF1449 is required.

• Offerors must submit pricing for all line items for the full five years for each CMOP location bid on.

• Product samples are required for all items and must be submitted by the offer due date for testing.

• Evaluation Factors: Technical Capability (meeting salient characteristics, testing acceptance, manufacturer information), Past Performance, and Price. Technical Capability and Past Performance are significantly more important than Price.

• Offer Due Date: January 15, 2025.

• This acquisition is unrestricted.

• Vendors must be registered in the System for Award Management (SAM).

• Vendors must submit "Authorized Distributor Letters" for items they do not manufacture.

• Vendors must submit a letter of commitment from the manufacturer if they are not the manufacturer.

• Multiple single awards are anticipated; one vendor could receive up to seven awards.

• All line items for a CMOP location must be proposed to be considered for an award for that location.

• All questions must be submitted via email to Kelly Mann, with copies to Larry Zaritz and Kelley Cunningham.

Questions & Answers / Clarifications

This document provides answers to frequently asked questions regarding the solicitation, clarifying requirements for various items and submission processes.

• Carton Sealing Tape: 1.8 mil is the standard thickness; cast or blown film is not accepted for pallet stabilizing film; "brand name or equal" bubble mailers are acceptable if they meet specifications; corrugated boxes must meet listed dimensions and specified ECT or burst strength.
• Awards: Awards will be issued per CMOP location, and if multiple awards are made, vendors must supply all items for their awarded CMOP location.
• Pricing Schedule: Submissions are required in Excel format only.
• Solicitation Status: The solicitation is unrestricted.
• Seals: Clarification on strength requirements for 6" and 14" plastic barcoded seals (Light Duty Pull Tight, Medium Duty Pull Tight, One Piece Seal for 6"; Heavy Duty Pull Tight, Fix Length Seal for 14"). Standard pre-printed barcoded zip ties are not acceptable.
• Shrink Wrap vs. Stretch Film: Stretch film is for hand wrapping pallets, while shrink wrap is for auto wrappers. Both 18W" x 1500' (20 MIC/80 Gauge) and 20" x 1500' (clear/translucent 3" core) are acceptable for pallet stabilizing wrap.
• Sample Quantities: For Gaylord boxes (Line Item 48), two samples are acceptable for fit-check purposes, and the correct pallet count is 75 per pallet.
• Shrink Wrap Application (Line Item 55): Machine-grade film is required.
• Unit of Measure: Items should be quoted by the "each."
• Tape Specs (Item 40): Material is Polypropylene film, latex-free, and 2 Mil thickness.

These clarifications refine product specifications, submission formats, and quantity requirements, which bidders must consider when preparing their proposals.

Forms / Attachments / Pricing Sheets

This document is a pricing schedule for operational and mailing supplies required by the VA CMOP (Consolidated Mail Outpatient Pharmacy) facilities. It details the specific items, estimated annual quantities, units of measure, and packaging requirements for each item.

• Itemized List: Provides a detailed list of supplies, including resealable bags, boxes, mailers, bubble wrap, tape, and zip ties.
• Specifications: Includes dimensions, material types, quantities per case/pallet, and estimated annual quantities for each item.
• CMOP Locations: Pricing is broken down by specific CMOP locations (Murfreesboro, Dallas, Hines, Tucson, Leavenworth, Chelmsford, Charleston).
• Ordering Periods: Quantities are listed for the Base Period and four subsequent Ordering Periods, indicating potential contract duration.
• Samples Requested: Indicates whether samples are requested for each item.

This pricing schedule is crucial for bidders to understand the specific products and quantities the VA is procuring. It serves as a basis for developing their pricing proposals. Bidders must review the item descriptions, quantities, and packaging requirements to ensure they can meet the government's needs and provide accurate pricing. The breakdown by CMOP location highlights the geographical distribution of the requirement.

Form / Attachment / Pricing Sheet

This document is a template for a Small Business Subcontracting Plan, as required by FAR Subpart 19.7. It outlines the minimum requirements for a contractor to detail their strategy for subcontracting with small businesses, including various categories of small businesses (e.g., HUBZone, Small Disadvantaged, Women-Owned, Veteran-Owned).

• Identification Data: Company name, address, date prepared, item/service, solicitation/contract numbers, and estimated contract value.
• Type of Plan: Options for Commercial Plan, Individual Contract Plan, or Individual Contract Plan Incorporating Master Plan.
• Goals: Specific dollar and percentage goals for subcontracting to different categories of small businesses.
• Supplies/Services to be Subcontracted: Identification of principal types of supplies and services planned for subcontracting.
• Method for Developing Goals: Description of how subcontracting goals were established.
• Source Identification: Methods used to identify potential subcontractors.
• Indirect Costs: Inclusion or exclusion of indirect costs in goal calculations.
• Program Administrator: Contact information and duties of the individual responsible for administering the subcontracting program.
• Equitable Opportunity: Efforts to ensure small businesses have an equitable opportunity to compete for subcontracts.
• Clause Inclusion: Agreement to include FAR Clause 52.219-8 and require similar plans from subcontractors.
• Reporting: Assurances to cooperate, submit periodic reports (SF 294/SF 295 or eSRS), and ensure subcontractors report.
• Recordkeeping: Types of records to be maintained regarding subcontracting efforts.
• Timely Payments: Procedures to ensure timely payments to subcontractors.
• Good Faith Effort: Steps to demonstrate compliance with subcontracting goals.

Bidders must understand the subcontracting requirements outlined in this plan. If this document is attached to a solicitation, it indicates the prime contractor's commitment to subcontracting goals. Vendors, particularly small businesses, can use this document to understand potential subcontracting opportunities and the prime contractor's approach to achieving small business utilization.

Form / Attachment / Pricing Sheet

This document is Attachment 6, a Past Performance Fill-In Sheet, designed to collect feedback from reference contacts regarding a prime contractor's past performance. Prime contractors are instructed to complete the "CONTRACTOR INFORMATION" section and then send the form to their reference contacts. Reference contacts are then instructed to complete the "RESPONDENT INFORMATION" and "PERFORMANCE INFORMATION" sections.

• Contractor Information: Requires the prime contractor's company name, address, point of contact details, and the solicitation number (36C77025R0004_2).
• Description of Work: Briefly describes the contract as a five-year IDIQ for operational (mailing) supplies for seven CMOP locations.
• Reference Contact Instructions: Guides the reference contact on how to complete the form and submit it.
• Respondent Information: Collects details about the government agency or company providing the reference, including contract number, prime/subcontractor status, dollar value, period of performance, description and location of services, and number of FTEs provided.
• Performance Information: Uses a rating scale (0-5) for specific performance areas: Quality of Product, Delivery, Communication, and Invoicing. It also includes questions about cure/show cause notices and willingness to award another contract.
• Remarks Section: Allows for detailed explanations of ratings and responses.
• Certification: Requires the reference contact to certify the accuracy of the information provided.

This form is crucial for bidders to gather and submit past performance information. Bidders must identify appropriate reference contacts and ensure they complete this form accurately and thoroughly, as past performance is often a significant evaluation factor in government contract awards. The details collected will help the government assess the bidder's reliability and capability based on previous contract performance.