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SUBJECT: Supply &Warehouse Technicians Martinsburg WV VA Med Center
DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained.

SUBJECT: The Department of Veterans Affairs is conducting market research in order to provide Supply &Warehouse Technicians for the Martinsburg WV VA Med Center. The government anticipates an award of a Firm Fixed Price contract that will provide the support services listed within the below attachment.

OBJECTIVE: See attachment.
RESPONSE INSTRUCTIONS:

Name and Address of Company
SDVOSB business designation as certified by the Small Business Administration (SBA)
A thorough description of experience in managing support requirements of this nature.

CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Craig Armagost at craig.armagost@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to craig.armagost@va.gov no later than 1300 (1 PM) EST on 2/23/2023.

STATEMENT OF WORK (SOW)

Introduction: The following statement of work for Supply Technicians outlines contractor requirements in regard to the Martinsburg VA Medical Center located at 510 Butler Avenue Martinsburg West Virginia 25405.

Contract Title. Supply Technician & Warehouse Specialist

Type of Contract Requested: Firm Fixed Price
Background.
This request for contract is being requested due to the local contract with Golden Wolf LLC, Expiring on 3-31-23. Golden Wolf now supplies general laborers to work as supply technicians under the current contract. This requests for contract is for 2 Supply Technicians and 4 Warehouse Specialist, for the Martinsburg West Virginia Medical Center.

Scope.

The contractor will perform functions of Supply chain duties in the areas of Supply Technicians and Warehouse Specialist as follows:

2 Full-Time Supply Technicians- 8 hours per day 8:00 AM to 4:30 PM Monday through Friday.
4 Full-Time Warehouse Specialist 8 hours per day 8:00 AM to 4:30 PM Monday through Friday.
Overtime will only be authorized when approved by the Contracting Officers Representative (COR) and approval through the Contracting Officer.

TASK

Work performed for the below positions will be as follows:

Supply Technician: The primary purpose of the position is to ensure that supplies and material are distributed to all areas serviced by Logistics. Provide wards, clinics, operating rooms, secondary storage locations, and other hospital facilities with supplies and material including, but not limited to, sterile and non-sterile medical supplies, instruments sets, and equipment. Assignments include but are not limited to: scanning, barcoding, receiving, storing, and the distribution of medical and surgical supplies, instruments, and other material. The work requires knowledge of applicable policies and procedures as well as inventory systems such as the generic inventory package (GIP), bar-coding, aseptic procedures and Logistics processes. Work will be performed on a daily basis.

Maintains stock at primary and secondary inventory locations for all clinical and administrative services. This involves pulling stock inventory and material from main inventory for delivery; replenishing stock inventory; interacting with clinical and administrative customers to ensure issues and needs are identified and either resolved or escalated to supervisors or Inventory Management Specialists as needed; maintaining records on stock levels; recommending revisions in stock levels as needed to supply changes to Inventory Management Specialists; communicating to the lead or supervisor any concerns related to supplies, equipment and procedures, providing information as needed orally or in writing regarding customer or external stakeholder issues, general telephone inquiries and visitor referrals; communicating with customers and vendors to obtain information regarding medical supplies.
Monitors expiration dates, rotates stock to limit outdates and removes items from use as required by outdates. Supports managers in checking inventory for stock identified for recalled items and hazard alerts; ensures critical supplies are appropriately monitored and controlled, resolving deviations when possible, and escalating significant deviations to the Inventory Management Specialists.
Performs daily inventory of primary and secondary inventory points using bar coding equipment on a predetermined schedule that will allow for timely replenishment orders. Resolves differences between records and physical count of stock.
Distributes items according to established or ad hoc requirements in computerized inventory management systems such as GIP. Utilizes a pager or similar device to expedite the pick/delivery of items needed in user areas throughout the VA HCS and supported catchment area. Fills requests for items based on daily schedules of need or on an emergent basis as appropriate.
Delivers supplies in a timely and accurate manner, ensuring supplies and material delivered are in sterile and operational condition. Deliveries will be to wards, clinics and other secondary locations that may be in remote sites. Delivery by motor vehicle may be required.
Completes specialty cart preparation and stocking.
Cleans assigned secondary areas (shelves and bins) in accordance with aseptic principles as published in infection control guidelines, local Standard Operating Procedures (SOPs), and Joint Commission standards as scheduled.
Supports wall-to-wall and periodic inventories.
As needed, assists in other functional areas of the Section, and performs other duties as assigned.
Receives supplies and material into the VA Health Care System and supported catchment area. Unpacks/uncrates supplies from shipping cartons; properly stores supplies and material in main/primary inventory areas. Stores items in accordance with established guidelines, utilizing a computerized inventory system, to ensure sterility and integrity of the supplies and material and the data integrity of the inventory management system. Through periodic inventory and discussion with ward and clinical personnel, maintains stock levels, returns reusable supplies to the distribution area, and informs clinic and ward personnel on new or changed items and supplies, current medical supply resources, and shelf life. Performs other duties as assigned.


Warehouse Specialists: The primary purpose of the position is to perform a variety of warehousing duties which require an understanding of the local storage plan. Workers can be Required to work in storage buildings, pods, trailers, vehicles, and warehouses that may be hot, cold, drafty, and poorly lighted. Will be required to work outdoors on docks, making deliveries in all types of weather conditions during all seasons. Hazardous materials may be encounter in daily work activities.
Duties will be subject to the possibility of trips, falls, scrapes, cuts, bruises, or injury from the use of equipment. All types of Personal Protective Equipment (PPE) may be required. Will be subject to conditions that could result in serious accidents; precautions will be taken.

Assists in developing plans for storage and arrangement of stock in accordance with VA regulations and requirements that determine the configuration setup, movement, rearrangement, and traffic flow.
Manages space and storage in accordance with VA regulations for a specific commodity or equipment group, such as general supplies, construction materials, medical supplies, and high value items.
Undertakes the full spectrum of warehouse functions with responsibility for laying out storage space, establishing item locations, determining organization and arrangement of stock, and identifying high and low usage items according to VA regulations and procedures.
Coordinates incoming and outgoing shipments and placement of materials on the docking area, which may require scheduling personnel to facilitate movement of materials in accordance with priorities, scheduling requirements and space allocations.
Receives, stores, and moves hazardous and toxic materials and substances, such as certain types of chemicals or radioactive materials, in accordance with facility and regulatory requirements.



Qualifications Requirements.

The Government anticipates the following labor requirement(s) for this Statement of Work:

Supply Technicians

1. The Contractor shall have knowledge and experience with safe handling, storage, and distribution of supplies.
2. The Contractor shall have knowledge of JC, AMMI, HIPPA, AORN, FDA and OSHA recommendation, regulations, and standards of practice.
3. The Contractor shall have reasonable knowledge of VA's computer system.

A. Knowledge, Skills, and Abilities for the position:

Supply Technician
Requires practical knowledge of standard supply management procedures to perform work involving inventory and excess material management. Knowledge and ability to interpret policies, procedures, manuals, and regulations pertaining to supply/inventory management and federal acquisition systems.
Requires knowledge related to stock rotation, hazard alerts and recalls ensuring outdated or otherwise compromised supplies and material are removed from usage area.
Requires knowledge of an automated inventory system to monitor issues and receipts in support of stock replenishment processes. Requires analytical ability to define and recognize problems, to collect applicable data and make recommendations for a solution.
Knowledge of computers and Microsoft Office software programs such as Microsoft Word and Excel, sufficient to enter information and manage supply inventory.
Knowledge of the names of the different supply items including the trays and sets, and a general understanding of how items are used in case the user refers to them by another name.
Requires knowledge of the availability, economic use, operation, and integration of aseptic procedures into the total health care program.
Knowledge and general understanding of terminology and items related to specialty carts to ensure carts are built appropriately.
Knowledge of item descriptions, medical and surgical terminology established work methods, and recognized priorities of the clinical areas served.
Requires effective communication concepts techniques and methods (oral and written) to communicate with a variety of individuals, including internal and external customers.

Warehouse Specialist

Must have the ability to work independently on a frequent basis particularly with regard to specific area of assigned responsibility and/or segmented work area.
Must have a thorough knowledge of the physical distribution functions of the warehouse including, but not limited to, material receiving, safeguarding (preserving from damage or exposure), storage, and issuing. Ensures items are pulled using the First in First out (FIFO) method.
Must have the skills and knowledge to understand and interpret a variety of Standard Operating Procedures (SOPs), safety standards, directives, spreadsheets, handbooks, and policies.
Must have a thorough knowledge of the physical distribution functions of the warehouse, primaries including material receiving, storage, issuing and preservation; must have the ability to independently determine sequences for pulling/picking inventories and loading material for deliveries including organizing flow of incoming shipments.
Must understand how to load supply carts, vehicles, tubs, or pallet to ensure the safest and most efficient process; to prioritize deliveries and load; accordingly, and to verify all products, material, and equipment ready for delivery has the correct supporting documents.
Maintains the flow of the warehouse by moving, delivering, shelving, storing and inventorying materials and equipment per appropriate procedure.
Must a valid state driver s license or commercial driver s license (CDL) as applicable, if required to operate a motor vehicle or commercial vehicle.
Must ensure all procedures and policies are followed including, but not limited to, daily checks and monitors, security and fire alarms, safety equipment operation, emergency shower and eye wash, battery charging, spill containment, and suspicious package handling.
Must have a complete understanding of the Medical Center s (including off campus) mail delivery and pick up points, in-depth knowledge of postal regulations, operating mail meter machines and scales, mail room processes including, but not limited to, sorting, invoicing, forwarding, scanning, and handling certified/priority mail.
Must be able to work in a clean/sterile environment as needed when stocking and delivering supplies in primary and secondary storage areas.

Equipment to be used to perform above position:

1.Pallet jacks
2.Forklifts
3. Transport Carts
4. Personal Protective Equipment
5. Bar Code Scanners

. Physical Abilities Required (Supply Technician and Warehouse Specialist)

The work requires standing and walking during the entire workday, and frequent reaching, bending and lifting of supply packages (occasionally weighing as much as 50 pounds). Work requires pushing loaded carts of medical supplies (weighing in excess of 100+ pounds). With proper assistance, moves heavier items weighing over 40 pounds.
Deliverables: Monthly Status Report for Total Hours Worked

Task 1. The Contractor will provide a listing of employees and the number of hours worked for the prior month on the 1st of every month by email.
Task 2. The contractor will provide a weekly Sign in Sheet for each employee at the end of each work week.


Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

The government will provide the use of all available facilities and support services, materials, publications, forms, and equipment for contract performance. Contracted personnel shall keep government furnished supplies, equipment and work areas in a safe. Orderly and clean condition.


d. Packaging, Packing and Shipping Instructions.

No Packaging, Packing, or Shipping instructions are needed with this Request.
Risk Control
Employees must comply with safety health precautions and use Personal Protective Equipment (PPE).
Place of Performance.

The work pertained within this request will be performed at Martinsburg West Virginia VA Medical Center, Monday-Friday from 8:00AM-4:30 PM.
Period of Performance.
Start date for this SOW is from 1 April 2023- 31 March 2024 for the base year + Four possible option years.

Delivery Schedule.
SOW Task#
Deliverable Title
Format
Number
Calendar Days After CO Start
1
Monthly Status Report
Contractor-Determined Format
1Copy to COR: 1 Copy to Program Assistant
Monthly, on 5th Workday
2
Weekly Sign in Sheet
Location Determined Format
1 Copy to Program Assistant
End of each work week.

Orientation

Contractor will be required to take privacy-security training rules of behavior and will participate in a mini-orientation within the Logistics Department. Contractor will also be required to adhere to any onboarding policies required by The Department of Veterans Affairs and Martinsburg VA Medical Center.

Contract Terms:

No service shall be performed by the contractor beyond the contract expiration date, unless specifically authorized to do so (in writing) by the Contracting Officer.

Contract Prices:

Prices submitted shall be inclusive of all costs, traveling, rental, malpractice insurance, and other costs pertaining to this prospective arrangement.

. The Contractor's performance will be monitored by the following:
VAMC Martinsburg West Virginia Supply Chain management staff will be completely involved in the process to ensure adherence to the contract to ensure all objectives are accomplished.
Weekly reviews and status reports will be submitted to upper management reporting progress.

Based on Statement of Work, all objectives will be accomplished without deviation from original scope unless reviewed and approved by the Chief Supply Chain Management for and must be approved in writing by contracting officer prior to implementation.

Offeror's Requirements:

The contractor shall assume full responsibility for the protection of its personnel furnishing services under the contract. To carry out this responsibility the contractor shall provide worker's compensation, Professional Liability Insurance Malpractice Insurance (if applicable), employee health/infection control program and appropriate immunizations, income tax withholding and social security payments for these personnel. The parties agree that the contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose. The contractor shall maintain during the term of this contract Liability Insurance per occurrence (see VAAR clause 852.237-7) at the request of the Contracting Officer, the Offeror shall furnish evidence of its insurability concerning this medical liability insurance requirement.

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