P02 - Sources Sought Attachment 36C26027Q0035.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Contracting Officer Peter Park Peter.Park2@va.gov

PLACE OF PERFORMANCE

1660 South Columbian Way

Seattle WA

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Notice of Sources Sought

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 (SDVOSB), Veteran Owned Small Businesses (VOSB), Women Owned Small Businesses (WOSB) and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside.

The intended contract is a firm-fixed price service contract.

The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services.

The Department of Veterans Affairs, NCO20 is looking for potential sources for the following requirement:

DOT Commercial Drivers Physicals & Controlled Substance Testing – VA Puget Sound Health Care System

Statement of Work:

DOT Physicals & Controlled Substance Testing VA Puget Sound Health Care System New Contract POP: 11/01/2026-10/31/2027

1. Facility Point of Contact (POC).

Name: Peter Fiamalua Section: Environment Management Service Address: 1660 South Columbian Way Seattle, WA 98108 - 1597 Phone Number: 206-277-3014 Fax Number:

E-Mail Address: Peter.Fiamalua@va.gov

2. Contract Title. This is for non-personal services for DOT Commercial Drivers Physicals, controlled substance, and alcohol testing program management services for VA Puget Sound Healthcare System.

3. Background. This specification is for Department of Transportation, Federal Motor Carrier Safety Regulations requirement that all drivers of commercial motor vehicles hold a valid and proper commercial driver's license(CDL). Maintain a valid and appropriate CDL alone is not sufficient to achieve the goal, though, it must be supported with other procedural elements such as: preemployment physicals, alcohol and controlled substance testing, and followed-up with physicals as required and at random for controlled substance testing and alcohol testing. This contract is to make sure that the Federal Employees of VA Puget Sound that are required to have a commercial driver's license for their employment comply with the US Department of Transportation Federal Motor Carrier Safety Administration (FMCSR) requirements under DOT 49 CFR parts 40,383,383,391,392, and 393 as required.

4. Scope. The contractor shall make sure that we are compliant under 49 CFR parts 40,383,383,391,392, and 393. Contractor shall supply all necessary forms and when a medical review officer is required, they shall coordinate this process from start to finish.

5. Specific Tasks.

a. The contractor shall furnish a driver drug testing pool, perform quarterly random selection of drivers to be tested, notify the client of the drivers selected, maintain documentation on the random selections, audit and maintain the Drug & Alcohol documents required by the FMCSR, and provide applicable reporting. Compliance deficiencies are to be identified and communicated to the designated contacts.

b. There are six (6) test types required as part of the DOT Drug & Alcohol Program Management service.

1) Random

2) Pre-Employment

3) Reasonable suspicion

4) Return to Duty

5) Post-accident

6) Follow-up

c. The contractor shall coordinate test site selection, coordinate laboratory specimen processing and medical review officer services. All aspects of this service are to be coordinated by the contractor and invoiced services are to be reconciled and summarized monthly.

d. The contractor shall assign a dedicated service specialist who will work with the designated Facility Point of Contact (POC).

e. The contractor shall set up clinics with providers who are on the National Data Registry for pre-employment physicals, controlled substance, and alcohol testing, also to include random, post-accident, reasonable suspicion, return to duty, and follow-up drug and alcohol testing.

f. Physical examinations are mandatory for commercial motor vehicles drivers, to ensure they are physically qualified to drive. Contractor shall perform a comprehensive initial audit and ongoing audits to maintain that our files are up to date.

g. Contractor shall manage collection sites to be sure testing invoices are paid promptly and overall service is satisfactory. Contractor shall retain our records per the DOT requirements and help VA Puget Sound HCS prepare if we are to be audited or in case of intervention.

h. The contractor shall:

1) Provide audit and maintenance of the semi-annual lab summary reports

2) Provide drug & alcohol testing forms coordination

3) Obtain missing results and/or paperwork

4) Provide receipt of test results directly from the network

5) Coordinate collection sites that conduct Drug & Alcohol tests and DOT physicals

6) Provide regulatory and technical assistance

i. The contractor shall provide DOT audit support for the drug and alcohol program management service. In the event of a DOT audit, the service provider must be available to provide education on the audit process itself, management, manage documentation requirements, and support VA personnel with instructions on how to present records and program information on the audit. The provider must also be available to travel to the audit site as needed.

6. Performance Monitoring

a. Contractor shall create an electronic file in their secure area, a centralized database for all of our drivers at all of our locations that we can monitor for compliance, run reports, view test results, see statistical reporting more through a client information central portal. The contractor shall provide an audit of our driver’s physicals and drug and alcohol file contents and notify us of noncompliance.

b. Contractor will work with us on an action plan for improvement to help us resolve deficiencies before they become a liability.

c. The contractor shall generate a random drug and alcohol selection quarterly, making sure we meet our year-end testing requirements per FMCSA regulations.

d. Contractor shall notify the designated Facility POC at VA Puget Sound HCS of the selection notifications, chain of custody forms and clinic authorization letters via a traceable mail.

e. Contractor shall contact us within 7 days to make sure we have received this information. Contractor shall manage communication on our behalf with clinics, laboratories, and Medical Review Officers (MRO) per the FMCSR requirements.

f. The contractor shall proactively monitor all outstanding test results and chain of custody forms always keeping the Facility POC updated as to the status.

g. Contractor shall audit and image all paperwork received, and track results and documentation following DOT regulations and provide annual statistical tracking and reporting.

7. Security Requirements. The Contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The Contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required. A flash badge shall be obtained from the VA Facility Human Resource office. The flash badge will be worn while the Contractor employee(s) is on-site and will be returned to the HR office, upon completion of that job.

8. Privacy Officer Language for Statement of Work (SOW). Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are following VA directive requirements. Prior to termination or completion of this contract, the contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

9. Records Management Language for Contracts Required. The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor should not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any delivery that contains information covered by the Privacy Act of 1974 or which is generally protected by the Freedom of Information Act. Contractor should not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

10. Information Security: The C&A requirements do not apply, and a Security Accreditation package is not required.

11. Other Pertinent Information or Special Considerations: The contractor must be able to provide a comprehensive service ensuring notification of non-compliance issues and follow through to making sure that corrective action was completed. Contractor is a full-service third-party administrator, who will maintain a drug pool or include our drivers in their consortium. Contractor shall image and retain all required testing paperwork so that it is available when needed. Ensuring we can query the required information on demand from an online portal or request it from a service specialist. Contractors’ service specialists will proactively monitor the status of our tests and work with the designated Facility POC to make sure tests are accurately completed. Contractor will bill us monthly for all the services involved and they will coordinate the payment of clinics, lab, and medical review officer.

1) Identification of follow-on work: This request is for an estimated 18 employees. Factors may arise, such as hiring of additional employees, that may require an adjustment to the estimated requirement for pre-employment physical and random screenings.

2) Inspection and Acceptance Criteria: The Facility POC is responsible for certifying that the work done under the contract is performed to time and standards.

12. Place of Performance: The place of performance is off-site from the VA Puget Sound HCS.

Required Information in Your Response to Sources Sought:

In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline:

1) Company name, address, and point of contact, phone number, e-mail address, and UEI.

2) Please identify your company’s size in comparison to the anticipated North American Industry Classification System (NAICS) code 621999 – All Other Miscellaneous Ambulatory Health Care Services. To be considered a small business your company must have less than 20.5 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following:

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Women Owned Small Business (WOSB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business

3) Any socioeconomic business must have a SBA certification at https://search.certifications.sba.gov/.

4) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years)

6) Capabilities Statement addressing the requirements in the Statement of Work to include:

· References for similar services currently being provided or previously provided at the required service levels as outlined in the Statement of Work.

The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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.

Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).

Service Address:

Puget Sound VA Health Care System 1660 South Columbian Way Seattle, WA 98108-1532

Point of Contact:

Peter Park Contracting Officer peter.park2@va.gov

Response Deadline:

09/17/2026 by 3:00pm Pacific Time

Sources Sought Notice