36C79125R0001_1.docx

SUBJECT*

DLS Material Handler Contract (VA-25-00000414) for warehouses DLS and SDC

GENERAL INFORMATION

Commodities & Services Acquisition Svc (003B6E) 555 Corporate Circle Golden, CO 80401-5621

POINT OF CONTACT*

Contract Specialist Bradley Geghan bradley.geghan@va.gov 303-273-6214

PLACE OF PERFORMANCE

555 Corporate Circle

Golden CO

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

DESCRIPTION

This is a combined synopsis and solicitation for requests for proposals on warehouse support services.

The Department of Veterans Administration (VA), National Acquisition Center’s (NAC) Commodities and Services Acquisition Service (CSAS) in conjunction with the Denver Logistic Services (DLS) located in Golden, Colorado as well as the Service Distribution Center (SDC) located in Hines, Illinois are seeking proposals under FAR 12 and 15 for the issuance of a Firm Fixed Price IDIQ for Facility Support Services set aside to Total Service Disabled Veteran Owned Business.

NAICS: 561210 Facilities Support Services PSC: R706 – Management Logistic Supports Estimated Value: $40 million for base plus four-year option periods

This is a non-personnel services contract to provide facility support staffing services with material coordinators and may cover a range of logistical activities that are normally but not limited to services provided in a similar commercial warehouse facility in accordance with the specifications and requirements contained herein. The primary mission is to manage and execute efficient and effective receiving, storage, inventory, packaging, care of supplies in storage, stock control, stock selection, issue processing, packing, shipping and distribution of DLS and SDC commodities and products. The Government shall not direct, supervise, or control the contractor or its employees in the performance of the services under this contract. The contractor shall be solely responsible for managing its personnel and ensuring that the services are performed in accordance with the terms and conditions of the contract. Such contract service material coordinators shall be accountable solely to the Contractor Program Managers and or On- Site Supervisors who, in turn are responsible to the Government. The Contractor shall not perform inherently government functions, including decision-making, supervision of Government Personnel, supervision of other Contractors on other contracts, and activities that create the appearance of performing such functions. The Contractor’s primary interaction with the Government shall be through the Government employees located on site.

See solicitation documents for performance work statement, period of performance, and essential work tasks to include the schedule of items.

The interested parties are advised to review the solicitation in its entirety to address all requirements for the Instructions to Offerors and Evaluation criteria sufficiently. The government reserves the right to not hold discussion.

The request for proposals is 100% Total Service Disable Veteran Set Aside

For questions related to solicitation: Bradley.Geghan@va.gov

This is for a material handling service.

Page 1 of

Combined Synopsis/Solicitation Notice

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C79125R0001 04-02-2025 Bradley Geghan 303-273-6214 05-02-2025 10:00

MDT

Department of Veterans Affairs Commodities & Services Acquisition Svc (003B6E)

Golden CO 80401-5621

X

N 561210 $34 Million

N/A

Department of Veterans Affairs Commodities & Services Acquisition Svc

555 Corporate Circle Golden CO 80401-5621 Department of Veterans Affairs Commodities & Services Acquisition Svc (003B6E)

Commodities & Services Acquisition Svc (003B6E)

This is a request for proposal (RFP) for Warehouse support services will result in a multiple IDIQ contract award to a certified SDVOSB. See solicitation document for PWS, period of performance and essential details on tasks.

The contractor shall propose on each CLIN the total amount for the month which includes all personnel and overhead costs.

The RFP will start on 04/02/2025, and proposals shall be due on 05/02/2025 at 10:00 MST.

All services Bradley Geghan

VA-OPAL-NAC-2023-0031

Page 1 of Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C791 Bradley Geghan

Commodities & Services Acquisition Svc (003B6E) 555 Corporate Circle Golden CO 80401-5621

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

bradley.geghan@va.gov ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SECTION - PERFORMANCE WORK STATEMENT (PWS) for MATERIAL HANDLER

B.2.1.0 SCOPE OF THE CONTRACT

This is a non-personnel services contract to provide facility support staffing services with material coordinators and may cover a range of logistical activities that are normally but not limited to services provided in a similar commercial warehouse facility in accordance to the specifications and requirements contained herein. The primary mission is to manage and execute efficient and effective receiving, storage, inventory, packaging, care of supplies in storage, stock control, stock selection, issue processing, packing, shipping and distribution of DLS and SDC commodities and products. The Government shall not direct, supervise, or control the contractor or its employees in the performance of the services under this contract. The contractor shall be solely responsible for managing its personnel and ensuring that the services are performed in accordance with the terms and conditions of the contract. Such contract service material coordinators shall be accountable solely to the Contractor Program Managers and or On- Site Supervisors who, in turn are responsible to the Government. The Contractor shall not perform inherently government functions, including decision-making, supervision of Government Personnel, supervision of other Contractors on other contracts, and activities that create the appearance of performing such functions. The Contractor’s primary interaction with the Government shall be through the Government employees located on site.

B.2.1.1 BACKGROUND:

The Denver Logistic Service (DLS), and Service Distribution Center (SDC) facilitate national level, full spectrum end to end supply chain support to the Veterans Health Administration (VHA) Medical Centers and individual continuously eligible veterans for commodities, medical supplies and or services. The National Acquisition Center (NAC), Commodities Services & Acquisition Services (CSAS) along with Denver Logistics Service (DLS) and Service Distribution Center (SDC) procures, stocks and distributes worldwide to veterans and or clinicians commercial commodities that include the following: hearing aids; hearing aid accessories; cochlear implants and accessories; American flags; assistive listening devices and accessories; assistive devices; apnea devices and accessories; batteries; prosthetic socks; orthotic soft goods; aids for the visually impaired; and Home Telehealth equipment and peripherals. Cost efficiencies are realized by utilizing this integrated business model centered on using large scale contracts, streamline logistics management, and centralized distribution operating centers.

This is a contract that performs supply chain logistical activities for DLS and SDC in 3 separate distribution warehouses located in the following cities: Golden, Colorado (approximate warehouse space square footage 21,000) ; Lakewood, Colorado (approximate warehouse space square footage: 44,000); and Hines, Illinois (approximate warehouse space square footage: 185,000). Duties include order processing, inventory management, stock selection and packaging services for worldwide distribution. The government expectation is that the contractor maintains contractor staff that meets or exceed the 95% accuracy in daily warehouse operations.

VA Distribution fulfillment requirements come in various methods of request, such as email, VA LOG system, VA Veterans Health Information System, Technology Architecture’s (VistA) and Remote Order Entry System (ROES) module. The ROES catalog consists of the following:

· 4,379 available items in 8 commodity lines

· 2,313 stocked line items in warehouse (STK)

· 2,086 items available that are Buy on Demand (BOD)

The Integrated Funds Distribution, Control, Point Activity, Accounting and Procurement (IFCAP) system is used to manage the receipt, distribution, and stock maintenance of items in the warehouses. IFCAP along with ROES, provide information on the supplies, vendors, procurement history, and control point of activity. It is essential that any information entered into IFCAP or ROES, are complete, accurate and correct.

The last five (5) FY’s Orders and Items Shipped for all locations are listed below:

VA Orders & Items Shipped Historical Chart

32,514

108,372

Note: Orders may contain more than one item

Historical Personnel & Utilization Estimates

The table below demonstrates historical contract personnel for the last five years and does not represent current operational needs.

Table 2

B.2.1.2 WAREHOUSE OPERATIONAL OVERVIEW AND VOLUME

The warehouses are divided into two regions, which are Colorado and Illinois.

a. The DLS Warehouse (Colorado) has a singular operational focus in which it provides nine core product categories that support the VA Prosthetic and Sensory Aid Services (PSAS), Office of Connected Care (OCC) and the Telehealth Program with two separate warehouse locations in Colorado. Over the last five (5) Fiscal Years (FY) 2019-2023, DLS has averaged 2.4 million clinical orders per FY. Daily activities are designed around ROES orders received, between 0900 to 1500 Mountain Time (MTN). The clinical orders normally consist of more than one commodity or items per order. There has been large increase in the amount of items per order over the previous year. This increase required DLS to acquire additional warehouse space on the Denver Federal Center (DFC) in Lakewood, CO to facilitate the increase in orders and fulfillment. Average production rates can vary widely from day to day and week to week based on a variety of factors such as inclement weather, staffing shortages, workload transfer, and system malfunctions.

b. The SDC warehouse is divided into two separate operations, known as Enterprise Distribution Operations Section (EDOS) and Healthcare Equipment Distribution Operations Section (HDOS). Contract personnel will work in both sections, depending on operational need. HDOS order fulfillment rate is estimated around 14,000 items per day. EDOS order fulfillment is estimated to be 150 per day. The SDC has seen a 15% increase in orders from 2022 to 2023 and a 17% increase from the first half of 2023 compared to the first half of 2024 due to the HDOS program’s growth.

(i) Enterprise Distribution Operations Section (EDOS) is a storage-focused warehouse operation that provides a storage place and distribution for various supplies, such as, but not limited to, flags, forms, x-ray film, and publications. These items are shipped to veterans and various organizations across the United States utilizing freight and parcel courier services. The current EDOS requirement requires the contractor to use a government furnished GSA fleet vehicle to perform daily mail runs to Hines Post Office, and to the Ronald McDonald House to deliver and pick up mail. This will require the contractor to obtain liability insurance since they will utilize a government vehicle.

SDC EDOS Storage-Focused Warehouse Operational Overview

(ii) Healthcare Equipment Distribution Operations Section (HDOS) is a faster pace, Just-in-Time warehouse operation supplying health care commodities, for various programs such as the Continuous Positive Airway Pressure (CPAP) program. Most personnel will work in this section. There is likelihood that the volume may change, upward or downward, although total change cannot be estimated due to the size of the served veteran population being in constant flux and other variable factors, including but not limited to fluctuations in the demand, and the modernization of receiving and packing equipment; therefore, it is impossible to determine the exact quantities that will be required during the contract term or any option years.

SDC HDOS Just-In-Time Warehouse Operational Overview

B.2.1.3 CONTRACT OBJECTIVE:

This services requirement is to provide contractor personnel, with warehouse, distribution and logistical operations experience in support of the DLS/SDC mission.

1. Maintain the “No Fail” Mission of the DLS/SDC with a 95% or better rate for order fulfillment to our clinicians and Veterans and warehouse activities.

2. Cost Effective Solutions to maintain operations of the multiple worksites within budget constraints.

B.2.1.4 PLACE OF PERFORMANCE:

The work to be performed under this contract will be performed at three (3) government facilities located in Colorado and Illinois:

Location Address

Golden Colorado 80401

Lakewood, Colorado 80225

Hines IL 60141

Note: Warehouse floor maps are provided in Attachment 05- DLS Warehouse Maps and Attachment 06- SDC Warehouse Map.

B.2.1.4.1 HOURS OF OPERATIONS:

Work will be performed Monday through Friday beginning no earlier than 6:00 A.M. and ending no later than 6:00 P.M. depending on the warehouse. DLS follows Mountain Time and SDC follows Central Time. Business hours may be extended with the operating hours to be from 6:00 A.M. – 9:30 P.M, Monday thru Friday as deemed necessary to address surges in orders.

Recognized Holidays:

Contractor shall not perform services on the following federal holidays:

Independence Day

*Note: In the event an Executive Order (EO) issued by the President of the United States declares Agencies of the Federal Government closed for a regular scheduled workday, the CO and COR will determine and advise the Contractor on whether services are required for that day.

B.2.1.5 PERIOD OF PERFORMANCE:

The period of performance begins with a 30-day Phase-In period from July 1, 2025, to July 31, 2025. Full performance shall commence on August 1, 2025.

Below table demonstrates the entire period of performance including all possible options:

Performance starts July 1, 2025

**Note: Period of performance will begin with DLS (Colorado Locations) on 7/1/2025 followed by the phasing in of the SDC, Hines, IL location to be completed by 8/1/2025.

B.2.2 DESCRIPTION OF SERVICE TASKS:

The contractor shall provide all personnel, supervision, and reporting requirements through non-personal services as defined in this Performance Work Statement utilizing government furnished property (computers, forklift, pallet jacks, auto-baggers, etc.). These contracted services are essential to ensure that the logistics achieves the agency’s core mission of caring for our nations Veteran’s and meeting the 95% accuracy rating in all areas of logistical support which are outlined in this PWS and performance requirement summary within the QASP (Attachment 12.)

Through current warehouse operations analysis the DLS and SDC missions are looking to reduce and streamline the number of contract personnel (table 2) by utilizing the SCA WD category of Material Coordinators (SCA 21030). The work-study analysis performed by the DLS and SDC Logistics Divisions, identified the following position descriptions listed below.

Position Descriptions: The contractor shall provide personnel for the following positions: (See Attachment 01 – Position Descriptions)

· Program Managers (Key Personnel)

a. One (1) PM at DLS location to start at period of performance 7/1/2025.

b. One (1) PM at SDC location to start at phase-in beginning on 8/1/2025.

· Shift Supervisors (Key Personnel)

a. DLS Shift Supervisors to start at period of performance 7/1/2025.

b. SDC Shift Supervisors to start at phase-in beginning on 8/1/2025.

· Material Coordinators (Non-Key Personnel)

a. DLS Material Coordinators to start at period of performance 7/1/2025.

b. SDC Material Coordinators to start at phase-in beginning on 8/1/2025.

The Material Coordinator (SCA code 21030) position allows for contract employees to perform multiple logistical and warehouse functional duties, therefore allowing for cross-training and cross-utilization between divisions that shall work areas duties performed based off of the government’s needs and priorities. The Cross-training and cross-utilization allows for better adaptability and flexibility by the development of enhanced skill sets among the contract employees leading to increase productivity and reduced downtime. This shall benefit the government in cost savings and warehouse contingency operations.

· Material Coordinators includes team leaders whom through warehouse and distribution operations experience may be considered subject matter experts and still are required to perform the same tasks as other material coordinators and have no supervisory authority.

· Shift Supervisors will be required at each location identified in the PWS.

As this is a non-personal service contract, the Contractor shall ensure the following: oversite of all contractor personnel and provide the sufficient amount of personnel to accommodate the varying services to complete the mission. The contractor shall be responsible for obtaining all information required to successfully perform the services under the awarded contract. In cases where the contractor believes that available information is not adequate or the information is of poor quality, the contractor shall immediately notify the CO and COR.

The awarded contractor shall provide competent personnel to complete the requirements and the personnel shall have all the necessary ability, knowledge and skill to deliver a variety of warehouse activities to include but not limited to, shipping, receiving, order fulfillment and inventory counts/controls in accordance to VA Policies, Procedures and Standards. The contractor personnel shall be properly trained to use the VA internal systems such as VA Veterans Health Information System and Technology Architecture’s (VistA) Remote Order Entry System (ROES) module, the Integrated Funds Distribution, Control, Point Activity, Accounting and Procurement (IFCAP) module, other VA internal software systems, auto baggers and other logistical equipment (Auto-baggers, Pallet Jacks, Forklifts). Initially the Government will train contractor personnel on the systems above. Once the contractor personnel are competent, they shall train all new employees.

Note: The contractor personnel cannot be onsite, or work without a Government FTE on duty.

B.2.2.1 WAREHOUSE OPERATION REQUIREMENT:

The contractor shall provide all personnel who will handle the receiving, stocking, inventory, packaging and shipping, of ordered commodities authorized on a daily basis from VHA Clinicians through the logistic centers. Material Coordinators will rotate operational areas within the warehouses quarterly or based upon needs to due to staffing shortages or production requirements based upon government needs. The contractor shall provide all the necessary onsite supervision for these services.

Warehouse operations are contingent upon several factors, including receipt of order authorizations from VHA Medical centers with appropriated funding and the annual Government’s continuation of work appropriations.

B.2.2.2 DAILY WAREHOUSE TASKINGS:

All locations adhere to standard operating procedures, VA policies, directives and regulation which include and are not limited to the following tasks: (See Attachment 02- DLS SOP, Attachment 03 – SDC EDOS SOP & Attachment 04- SDC HDOS SOP)

a) Receiving: The contractor personnel shall ensure to complete the daily receiving, processing, stocking of incoming commodities from various courier services that include and not limited to UPS, DHL, Federal Express, and USPS. This includes the processing of items being returned to the warehouse from vendors, veterans, and others due to errors, cancellations or other.

b) Refurbishment: The contractor personnel shall ensure to complete the refurbishment tasks for returned telehealth equipment in accordance to standards set forth in the SOP. These duties are primarily located in the Golden, Colorado facility, however, can be moved at any time in the future as government needs change.

c) Shipping: The contractor personnel shall ensure to complete the daily packaging, processing, and shipping of any orders received in accordance with SOP for daily pickup by courier, freight or USPS services. This includes the maintenance of records in VISTA to acknowledge order fulfillment.

d) Inventory: The contractor personnel shall participate in Cyclic Inventory counts, Quarterly and Annual Inventory counts and other quality assurance inventory counts as required by government logistic staff. See Attachment 09 – Government Inventory Calendar

e) Quality Assurance: The contractor shall perform in accordance to quality assurance set forth in the PWS and Quality Control Plan, as well as participate, provide training as scheduled and needed.

B.2.2.3 SURGE SUPPORT:

The Contractor shall have the necessary technical depth to support surge requirements for warehouse logistical upswings without effecting current Contractor support to the daily activities by adding temporary contracting personnel or increasing the hours for current personnel. Contractor shall respond to requests for surge support within 24 hours of request. Response and support shall directly address the Government’s request.

B.2.2.4 CONTRACT PERFORMANCE MANDATORY TASKS AND STANDARDS:

The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for holidays, national disaster or other reasons at the acceptable quality to maintain 95% accuracy rate for order fulfillment and warehouse activities. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to maintain the 95% accuracy rate.

The contractor may utilize part time employees to fill a full-time equivalent employee FTEE position. (One employee starts the shift; however, another employee replaces that employee to complete the 8 hour per day requirement). An FTEE is equivalent to 8 hours per day. However, it is still incumbent upon Contractor to meet the 95% no fail mission rate.

The contractor must have a sufficient qualified pool of replacement personnel to support all services in the event contract personnel that are scheduled to work become ill, resign, terminated, or are otherwise unavailable to work. The Contractor shall be expected to provide the full complement of staff for the duration of each shift. Contract requirements are not altered or mitigated by inclement weather, illness, death, or the Contractor’s inability to provide the required services. Any excess costs incurred by the Contractor due to the Contractor’s inability to provide staffing levels that are required, will be the responsibility of the Contractor.

There may be times when due to unplanned circumstances (like an increase in orders or new product line moved from one warehouse location to another), coverage is needed on short notice and the contractor will be asked to fill additional unscheduled shifts within a twenty-four (24) hour notice. The contractor shall be prepared for such eventualities throughout the life of the contract. The contractor shall prepare detailed notification and scheduling to their material coordinators during night or early morning hours, if necessary, with limited notification from the Government. An example would be a snowstorm that hits during the night and the Government facility has modified hours the next day or closes for the entire day.

B.2.2.5 LIMITED TRAVEL:

The Program Managers may have to travel to other VA sites under this requirement to perform the tasks associated with the effort, as well as, to attend program-related meetings or conferences through the period of performance. Travel will not be allowed when virtual means of communication will suffice. No travel expense shall be reimbursed to the Contractor unless authorized in writing by the Contracting Officer (CO). Justification from the Contractor shall be provided to the Government for all Contractor requested travel within a minimum of five (5) days advance notice along with Attachment 11 – Travel Request. Authorized travel shall be conducted in accordance with the terms of the Performance Work Statement, and travel expenses shall be made in accordance with Federal Travel Regulations (FTR).

Local travel, within a 50 -mile radius from the place of performance is considered the cost of doing business and will not be reimbursed. For purposes of calculating travel reimbursement, the Contractor personnel shall use its Government Warehouse assigned to as their duty station (Golden, CO or Hines, IL). Non-local travel will require advance written authorization from the CO. Expenses for travel will be reimbursed based on actual expenses incurred up to the limits authorized by the current General Services Administration’s (GSA) per diem rates published on the GSA website at https://www.gsa.gov/travel/plan-book/per-diem-rates. Contractors performing official travel shall include copies of all receipts that support the travel costs claimed in the invoice. General and Administrative (G&A) cost shall not be applied. No travel shall be planned unless prior approval has been obtained, in writing, from the CO.

B.2.2.6 QUARTERLY COR MEETINGS:

The Contractor Program Manager shall attend quarterly meetings—via remote conference—with the COR to discuss milestones, progress and challenges related to the contract, and provide recommendations for improvements to increase the efficiency and effectiveness of the contract-related activities. The Contractor shall submit the following reporting deliverables from the QASP: the quarterly meeting agenda with COR and the quarterly meeting minutes shall be sent to the COR for approval, prior to the dissemination.

At a minimum, the quarterly meeting agenda shall include the following: date of meeting, meeting access information, topics to be discussed—outlined in order or presentation, status updates of unresolved action items, individuals responsible for presenting each topic, and any materials or any link to materials distributed at the meeting. At a minimum, the quarterly meeting minutes shall include the following: date of meeting, names of attendees, a summary of all discussion topics in the order outlined in the agenda, action items to be addressed, individuals responsible for completing each action item, due dates of action items, any materials or link to materials, distributed at the meeting, and date of follow-up meeting (if any).

B.2.3 Program Management Plan:

The Contractor shall provide an annual detailed Program Management Plan (PMP) for the requirements and receive COR and CO approval prior to the implementation of the PMP. This PMP shall be responsive to this performance work statement (PWS) and shall present the Contractor’s plan for managing and completing the contract. The PMP shall include the following: a detailed description of the technical approach; management plan; organizational structure and resources; and management controls. The Contractor shall update the PMP throughout the period of performance and provide recommended updates in the form of tracked changes in Microsoft Word.

The status updates of the PMP shall be documented in the Monthly Progress Report and shall include the addition of activities not included in the initial plan. The Contractor shall specify in the Monthly Progress Report of any updates to the PMP, if no updates were made during the reporting period, then state that fact. The Government may, at any time, request additional updates that shall be completed by the Contractor and delivered to the Government no more than ten (10) calendar days after the Government’s request. The PMP and recommended changes to the PMP shall be submitted to the COR and the CO, for approval prior to the implementation, in accordance with the PWS. Changes that may impact the price shall be identified and submitted, along with details outlining the price impact, to the COR and the CO, and shall not be implemented until approved by the CO through a contract modification.

B.2.3.1 STAFFING PLAN:

The contractor shall provide an annual staffing plan for DLS and SDC that demonstrates offeror’s relevant integrated approach to hiring, mandatory training, and retaining personnel in Logistics/Supply Chain (shipping, receiving, order fulfillment)/Warehouse Operations. The Staffing Plan shall include the Contractor’s organizational structure, specifically in support of the contract, and detail the Contractor’s plan for hiring staff. The Staffing Plan shall also demonstrate the Contractor’s process for immediately identifying and taking appropriate remedial action in addressing Contractor personnel determined to be unacceptable in terms of technical competency or personal conduct in performance of contract activities. The Contractor’s remedial actions shall be executed in a manner that does not disrupt or degrade the quality or timeliness of services. The Contractors must provide a narrative explaining the work distribution if one (1) person is fulfilling multiple responsibilities.

· The contract requires no less than 100% staffing for all PWS requirements by 7/1/25 for DLS and 8/1/2025 for SDC with background certified for all.

· Target Requirement: 75% staffing of all Key Requirement Positions within 5 days after contract award. The initial background takes 2 weeks to allow the contractor personnel onsite.

· Objective Requirement: 100% staffing of all PWS requirements by 7/1/25 for DLS and 8/1/2025 for SDC with approved initial background check for all personnel.

· Monthly Requirement: Contractor shall maintain 95% of the personnel listed in their PMP for DLS and SDC. Failure to maintain a level of 95% staff level shall greatly reduce chances of an of a satisfactory CPARS.

The Contractor shall also provide and maintain a Staffing Tracking Tool and Background Investigation Staff Roster, that shows the hiring status, including background checks, Personal Identification Verification (PIV) status, and start dates of staff as well as mandatory training. The Staffing Tracking Tool shall include any challenges related to hiring and shall be included on the risk and issues matrix for mitigation. The Staffing Plan and Staffing Tracking Tool shall be submitted to the CO & COR, for approval prior to the implementation, in accordance with the PWS. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Staffing Plan and Staffing Tracking Tool.

B.2.3.2 MONTHLY/WEEKLY PERSONNEL WORK SCHEDULE:

The contractor shall be responsible for creating the monthly and bi-weekly work schedules for employees for each warehouse location. The personnel work schedule shall be approved by the COR prior to month starting. The Government Facility may close due to local or national emergencies, administrative closings, or similar directed facility closings. The contractor must be prepared for potential closings and adjust their schedule during or after work hours.

B.2.3.3 STAFFING & SCHEDULING:

The contractor shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS. The contractor shall at all times maintain an adequate workforce for uninterrupted performance of all warehouse operations when the Government Faculty is not closed for the stated above reasons. When hiring of personnel, the contractor shall keep in mind that the stability and continuity of the workforce is essential to maintain the “no fail” mission of 95% accuracy.

Contract personnel shall have the level of experience necessary to accomplish the requirements of this PWS. In addition, contractor personnel shall be acceptable to the Government in terms of personal and professional conduct, and in technical knowledge. Furthermore, contractor personnel are expected to have sufficient written and verbal communication skills to support the Logistics Divisions and their customers. Should any contractor personnel be determined to be unacceptable in terms of technical competency or unacceptable conduct or behavior while on-site or while working on contract activities, the contractor shall immediately remove and replace the unacceptable on-site personnel at no additional cost to the Government. Contract personnel are to serve in a support role; therefore, final decisions regarding inherently governmental functions will always be made by Government personnel.

Contractor personnel must be at assigned stations ready for work at the beginning of their schedule tour of duty and immediately before and after breaks and lunch. The contractor will ensure breaks, lunches, time off are scheduled appropriately to ensure coverage and support during business hours, as specified in the performance requirements within the QASP (Attachment 12), or as required by the COR during other times. Contractor personnel must continue to work until they achieve a full completion of their schedule tour of duty. Contractor personnel must be released prior to end of schedule shift if workload ques have been cleared.

Note: Contractor personnel are only permitted in the warehouses when Government Supervisory FTE are on duty.

B.2.3.4 TIMEKEEPING:

The Contractor shall provide their time keeping method and all necessary hardware/software for detailed electronic timekeeping. The contractor shall describe the hardware/software that will track personnel to physically clocking-in and clocking-out at Government locations. Time and attendance logs shall be submitted per the Contractor’s pay schedule to the COR and shall be used to verify Contractor's performance.

Note: The government recommends following government bi-weekly time and attendance methodology, where pay period begins on Sunday and ends on Saturday, every two weeks and follows the 26 pay periods per calendar year. This recommendation allows for contractor and government personnel to be instep to inventory controls, and or surges. (See Attachment 12 – Govt Pay Calendar)

Overtime: Overtime may be required through the life of the contract. The scheduling of overtime is coordinated between contractor program manager, and COR. Overtime shall be considered as any excess of regular scheduled hours and outside of normal operating hours. Overtime shall be separately ordered by an authorized Contracting Officer and the scheduling of Overtime must be authorized in writing by the COR and approved by Contracting Officer (CO) the one (1) pay period and or two (2) weeks before the scheduled overtime shall occur. The Government reserves the right to cancel overtime at any time.

Note: Current overtime last typically six hours one Saturday a quarter and not to exceed 15 contractor personnel and is at governments discretion.

B.2.4 VA SECURITY AND PRIVACY REQUIREMENTS/TRAININGS:

All contractor employees shall be required to complete the following training, which is required for every employee working on VA property, within the first week of employment:

a) VA Privacy and Information Security Awareness and Rules of Behavior (TMS Course #VA10176),

b) VA Core Values Training (I CARE) (TMS course number VA 3901227)

These courses shall be obtained through self-registration at the website https://www.tms.va.gov/SecureAuth35/.

All trainings shall be completed on an annual basis in accordance to VA policies. Failure for all contractor personnel to complete the required training by due dates may result in contractor employee termination and the contractor shall receive a negative report in CPARS. These trainings are subject to change, and contractor will be provided awareness of change by COR or CO at such time.

Additional Training Requirements:

a) Warehouse Powered Lifting Equipment Government Training (e.g. Forklift, pallet jacks) *Based off of class schedule availability and government need.

The Contractors shall maintain records of training qualifications, certifications, and licenses for the duration of the contract. The training records shall include, at a minimum, the name of the employee, the name of the training course, the course of the training, a description of the training furnished and the date the employee successfully completed the training. New contract employees or employees reassigned to another functional area shall receive material coordinator training for area of warehouse in which assigned (On the Job Training (OJT) or formal) within 30 days after the employee has obtained system access or date of reassignment for current contract employees. By the end the 12 months, all contractor personnel should be trained in all areas of the warehouse.

B.2.5 PERSONNEL AND CONTRACTOR PERSONNEL QUALIFICATIONS & REQUIREMENTS:

Contract personnel shall have the level of experience necessary to accomplish the requirements of this PWS within specified time frames. Staffing shall be at a level to ensure all prescribed work is executed in a timely manner. In addition, contractor personnel shall be acceptable to the Government in terms of technical knowledge, required experience and professional conduct. All Contract Personnel shall have the following background no matter the position: a thorough knowledge of English grammar; have a high school diploma or better; basic knowledge and skills with computers; and typing proficiency. All contracted personnel shall have the ability to effectively listen and communicate accurately (written and verbal communication skills) about warehouse inventories, processes, and procedures to support the Logistics Divisions and their customers. English shall be the language written and spoken in all duties. In the event that contractor personnel, be determined to be unacceptable in terms of technical competency or unacceptable conduct/behavior while on-site while working on contract activities, the contractor shall immediately remove and replace the contactor’s personnel in question at no additional cost to the Government. Contract personnel are to serve in a support role; therefore, final decisions regarding inherently governmental functions will always be made by Government personnel.

Contractor employees shall be trained, qualified, certified, and/or licensed as required prior to starting work. The Contractors shall maintain the workforce in such a manner as to ensure that the contractor personnel remain fully qualified and appropriately trained to perform the work assigned.

All contractor personnel shall hold the appropriate security clearance as determined by the level of access, as determined by the COR. All background checks and security clearances shall be processed in accordance with this section.

Note: The Contractors may utilize the same employee to fulfill multiple key personnel positions except for the Program Managers and Shift Supervisors.

B.2.5.1 Position/Risk Designation Levels Position sensitivity, as defined below, and the level of background investigation commensurate with the required level of access will be defined for each of the Contractors personnel.

Low (Tier 1) National Agency Check with Written Inquiries (NACI) shall be conducted by OPM and the NACI background verification covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.