HHS-CMS-SSN-FY2026-260798.pdf

Sources Sought Notice:

Warehouse and Logistics Services Division of Logistics & Commuter Services, Centers for Medicare & Medicaid Services

This is a SOURCES SOUGHT notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This Sources Sought Notice does not commit the Centers for Medicare & Medicaid Services (CMS) to award a task order in the future.

The purpose of this Sources Sought Notice is to gather information from qualified and capable 8(a) industry partners that can provide comprehensive warehouse, inventory management, fleet, and logistics support services for federal program operations. This notice is issued solely for market research to identify potential sources, assess industry capabilities, and inform the Government’s acquisition strategy.

CMS seeks to understand the depth and breadth of vendor expertise across the full spectrum of warehouse and logistics functions, including storage, handling, distribution, transportation coordination, fleet operations, supply chain optimization, and policy development. The Government is particularly interested in vendors that demonstrate:

(1) proven capability to manage warehouse operations efficiently and securely;

(2) experience designing and implementing effective inventory management, logistics processes and distribution strategies;

(3) the ability to generate operational best practices, data-driven insights, and reporting to support mission needs; and

(4) capacity to provide scalable, compliant, and reliable logistics solutions that strengthen CMS’s operational readiness and ensure the timely delivery of materials and resources.

Responses to this notice will help CMS evaluate vendor technical approaches, operational scalability, regulatory compliance, and innovative solutions to enhance overall logistics performance. This notice does not constitute a solicitation and does not commit the Government to issue a request for proposal or award a contract.

BACKGROUND

Centers for Medicare & Medicaid Services (CMS) – Warehouse and Logistics Support

Established in 1977 as the Health Care Financing Administration (HCFA) and renamed The Centers for Medicare & Medicaid Services, CMS in 2001, a component of the U.S. Department of Health and Human Services (HHS), administers the nation’s major public healthcare programs, including Medicare, Medicaid, the Children’s Health Insurance Program (CHIP), and the Health Insurance Marketplace. The agency has continually expanded in scope, operational complexity, and workforce size to meet its national mission.

CMS employs approximately 3,800 personnel in the Baltimore, Maryland region, with additional staff located in Washington, D.C., Bethesda, Maryland, and other regional facilities. Sustaining this workforce requires reliable administrative, logistics, and distribution services to support daily operations across multiple locations.

Overview of Warehouse and Logistics Function

To ensure continuity of operations and meet ongoing facility and administrative needs, CMS maintains a dedicated warehouse and logistics capability at its headquarters in Baltimore, Maryland. Although based in Baltimore, this capability supports multiple CMS sites, including:

• CMS headquarters and surrounding Baltimore-area buildings

• Washington, D.C. offices

• Bethesda, Maryland offices

• Occasional mission support for sites in Virginia and Pennsylvania

The warehouse and logistics operation is staffed through a contracted service provider, responsible for delivering essential administrative and operational services that allow CMS to function efficiently.

Historical Need for Contracted Support

As CMS’s programmatic responsibilities expanded, the demand for structured, timely, and scalable logistics solutions increased correspondingly. To meet these needs, CMS implemented a contracted warehouse and logistics model to provide:

• Specialized administrative and distribution capabilities

• Operational scalability in response to shifting mission demands

• Professional labor, transportation, and facility support

• Efficient resource management across geographically dispersed offices

This contracting approach has enabled CMS to maintain a consistent level of internal service while adjusting to personnel growth, facility changes, and evolving administrative requirements.

Mission and Core Services of the CMS Warehouse

The mission of the CMS Warehouse is to deliver dependable, efficient, and high-quality logistical support necessary for CMS to achieve its broader public service objectives. The warehouse provides a comprehensive suite of services, including:

Core Services

• Warehouse and Inventory Management:

Receipt, storage, tracking, accounting, and distribution of CMS supplies and equipment.

• Logistics and Distribution Support:

Timely pick-up and delivery of materials to CMS facilities across Baltimore, Washington, D.C., Bethesda, and occasionally Virginia and Pennsylvania.

• Transportation and Labor Support:

Personnel, transportation vehicles, and operational labor for office moves, workspace setup, and special logistical projects.

• Furniture Installation and Repairs:

Assembly, installation, and maintenance of office furniture and workspace furnishings.

• Develop, implement, and maintain comprehensive agency-approved policies and procedures that support operational effectiveness, regulatory compliance, and organizational accountability.

• Provide electronic and material handling equipment, services, and maintenance for warehouse duties: sit-down lift truck (1), stand-up reach truck (1), order selector (1), pallet truck (2), pallet wrap machine, and scale to ensure continuous operations.

These are some of the essential services to ensure CMS employees receive the coordinated, high-quality internal support required to execute the agency’s mission.

IDENTIFICATION OF GOVERNMENT NEED

CMS seeks a Contractor who can demonstrate:

1. Extensive knowledge and understanding of CMS’s logistics, inventory management, asset management systems, supply chain, and warehouse management needs, including familiarity with federal property management policies and operational requirements—ensuring that all logistical support activities are aligned with CMS’s mission and service objectives.

2. Strong capability in planning, managing, and optimizing warehouse and logistics operations, including inventory control, receiving, storage, distribution, disposal, and transportation functions, supported by both quantitative and qualitative performance analysis.

3. Proven experience producing clear, actionable operational documentation, including reports, dashboards, and communications that translate logistics and warehouse performance data into meaningful information for internal stakeholders, leadership, and other program offices.

4. Demonstrated ability to support CMS in strategically applying logistics insights—including inventory trends, utilization patterns, and operational analytics—to improve warehouse efficiency, strengthen supply chain responsiveness, and ensure that all CMS program operations have timely, reliable, and equitable access to required materials and resources.

CAPABILITY STATEMENT INFORMATION

Please prepare a capability statement addressing your company’s knowledge, expertise, and experience, within the last three (5) years, for each of the requirements (A) through (D) listed below. The vendor shall demonstrate experience with contracts of similar size and scope. Include the following information for each reference used to demonstrate capabilities and experience:

• Name of Contracting Activity

• Contract Number, if applicable

• Period of Performance

• Total Contract Value

• Contracting Officer – Telephone Number and Email Address

• Contract Program Manager – Telephone Number and Email Address

Capabilities/Requirements:

A. Warehouse, Supply Chain, and Logistics Operations Expertise

Demonstrate your expertise and experience in managing and executing comprehensive warehouse and logistics operations for federal or large-scale organizations. This includes—but is not limited to— inventory management, property disposal, storage optimization, receiving, packaging, distribution, transportation coordination, and utilization of a warehouse management system (WMS) and asset management systems (Warehouse Librarian (WL), Sunflower, ServiceNow). Vendors must provide specific and detailed information regarding the types of logistical operations performed, the performance metrics achieved, and the systems or tools used.

B. Development of Operational Products, Reports, and Communications

Demonstrate your expertise and experience in developing operational products that communicate logistics and warehouse performance results. Examples include inventory dashboards, distribution reports, standard operating procedures (SOPs), quality assurance documentation, and workload or capacity analyses. Vendors must be specific and provide examples, where available, of publicly available materials, templates, or reports that reflect their ability to translate logistical data into actionable insights for federal stakeholders.

C. Strategic Logistics Support and Technical Capabilities

To inform CMS’s strategy for strengthening warehouse and logistics operations, the contractor’s capability statement must demonstrate:

• Expertise in understanding federal policies, regulations, and compliance requirements applicable to supply chain management, warehouse operations, property accountability, and logistics support across federal programs.

• Expertise in managing detailed logistics and inventory data, including experience using federal or enterprise-level systems for tracking, reconciling, auditing, and reporting on warehouse stock, distribution activities, and supply utilization. Ability to sanitize or remove data from various types of IT equipment or property in preparation for disposal or transfer.

• Experience handling and analyzing datasets related to supply chain performance, warehouse throughput, inventory accuracy, procurement trends, and operational disparities or inefficiencies, including the ability to clean, validate, and disseminate data for use by CMS and other stakeholders.

• Experience developing or enhancing logistics data tools, including dashboards, inventory tracking solutions, forecasting tools, warehouse audits, and other analytics-driven resources that support supply chain optimization.

• Experience implementing strategies that ensure responsiveness to the needs of underserved or high-priority program areas, including the ability to deliver timely, culturally and linguistically appropriate communication regarding material distribution or supply support when applicable.

• Expertise in identifying best practices and implementing effective methods to share logistics knowledge, SOPs, and operational improvements across CMS programs and HHS initiatives, as well as with external partners such as state agencies or federal contractors.

• Expertise in developing detailed budgets at both task and project levels, outlining anticipated costs for logistics staffing, warehouse operations, supplies, transportation, and technology— while providing precise and real-time cost reporting to support federal oversight.

D. Fleet Services

The Contractor’s capability statement must clearly demonstrate readiness to manage vehicle-related responsibilities in a federal warehouse and logistics environment.

Contractor will be performing warehouse, logistics, or transportation services using Government- Furnished Vehicles (GFVs)—whether leased or owned—and must demonstrate a clear understanding of federal requirements governing their use.

Contractor may be authorized by the Contracting Officer to obtain and use Interagency Fleet Management System (IFMS) vehicles and related services in support of contract performance. All use, service, and maintenance of IFMS vehicles must comply with 41 CFR 101-39 and 41 CFR 101-38.301-1.

Contractors must also understand that federal regulations require the use of government-owned or -leased vehicles for official purposes only. Additionally, contractors should be familiar with policies governing the establishment and operation of interagency fleet management systems as prescribed in

41 CFR 101-39.000.

ADDITIONAL INFORMATION REQUESTED:

Interested parties having the capabilities necessary to perform this requirement may submit capability statements in PDF format via email to Jessica Foster (Jessica.Foster@cms.hhs.gov).

CAPABILITY STATEMENTS MUST DEMONSTRATE THE MINIMUM REQUIREMENTS OUTLINED

ABOVE. Please address each in the order listed above under “Capability Statement Information.”

Capability statements shall be limited to ten (10) double-spaced pages, using sans serif typefaces at 12 points in size or larger. The business information below and/or a cover letter does not apply to the page limit.

Capability statements shall also include the following:

Business Information --

a. Unique Entity Identifier (UEI)

b. Tax ID

c. Company Name

d. Company Address

e. Company Point of Contact, Phone and Email Address

f. Current GSA Contracts and Schedules or Other Relevant Government Wide

Acquisition Contract (GWAC)

g. Business Size Status (e.g., small business, 8(a), woman owned, veteran owned, etc.) as validated via the System for Award Management (SAM) for the applicable NAICS code (493110 – General Warehousing and Storage). All vendors must be registered in the SAM located at http://www.sam.gov and shall provide a statement verifying this.

h. Reference Points of Contact, Phone and Email Address (e.g., individuals who can verify the demonstrated capabilities identified in the responses.)

The capability statement shall designate any/all teaming arrangements and the work proposed to be performed by each team member. Specifically, the capability statement must address how much effort would be performed by any proposed team member. Note that any resulting small business set aside would require that at least 50% of the cost of contract performance for personnel be expended for employees of the concern (see FAR 52.219-14, Limitations on Subcontracting).

Responses must be submitted by 2:00 p.m. EST on January 9, 2026. Capability statements will not be returned and will not be accepted after the due date.

This notice does not obligate the Government to award a task order or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on http://www.sam.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Conflicts of Interest. It is essential that the vendor be free of all appearance of or actual conflicts of interest. Specifically, the vendor must not have any relationships or arrangements through its business operations or its employees that could be considered as possibly lessening the company’s objectivity concerning any aspect of the campaign. If such relationships or arrangements exist, vendors shall be required, during the procurement process, to identify potential conflicts of interest and discuss how the conflicts will be addressed and mitigated.

Questions concerning submission requirements may be directed to Jessica Foster, Contract Specialist, 410-786-0262 or Jessica.Foster@cms.hhs.gov. CMS will not entertain questions related to contracting strategy.