RFI-36C25626Q1168-Dry Ice with Delivery Services.pdf

Department of Veteran Affairs Network Contracting Office (NCO) 16

Request for Information (RFI)

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DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS

NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized on the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: Dry Ice and Delivery services with a Base year- plus (4) year ordering periods for the G.V. Sonny Montgomery Jackson VA Medical Center.

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

Item Number Description Quanty/Unit

Base Year Dry Ice Pellets 40 lbs Biweekly Monday and Wednesday 1 YR

0002 Delivery 1 YR

Ordering Period 1 Dry Ice Pellets 40 lbs Biweekly Monday and Wednesday

1 YR

1002 Delivery 1 YR

2001 Ordering Period 2 Dry Ice Pellets 40 lbs Biweekly Monday and Wednesday

1 YR

2002 Delivery 1 YR

3001 Ordering Period 3 Dry Ice Pellets 40 lbs Biweekly Monday and Wednesday

1 YR

3002 Delivery 1 YR

4001 Ordering Period 4 Dry Ice Pellets 40 lbs Biweekly Monday and Wednesday

1 YR

4002 Delivery 1 YR

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The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 325120 is 1000 Employees

G.V(Sonny) Montgomery VAMC Pathology and Laboratory Medicine Service

Client Services Department Statement of Work

Dry Ice with Delivery

I. Introduction:

The Pathology and Laboratory Medicine department regularly sends samples or specimens to reference laboratories for further testing and analysis. To ensure the integrity and viability of these samples during transit, they are often shipped on dry ice. This approach not only maintains the necessary cold chain but also adheres to the shipping requirements set forth by the reference laboratories.

Given the critical role that dry ice plays in the safe and effective transportation of these specimens, the Pathology and Laboratory Medicine Service is requesting a consistent supply by a local vendor within 10 miles of the facility. This regular delivery schedule is essential to support ongoing diagnostic needs, ensuring that all samples retain their quality and are suitable for the comprehensive testing performed by the reference labs.

By maintaining this delivery frequency, the department can confidently continue their important work with minimal disruption, knowing that the samples will remain in optimal condition throughout their journey.

II. Scope:

The contractor will provide dry ice biweekly. The contractor is responsible for all materials and supplies necessary for supply and delivery. All work performed by the contractor shall comply with all applicable Federal, State and local laws and regulations including but not limited to the Toxic substances Control Act, the Occupational Safety and Health Act, the Hazardous Materials Transportation Act, and Department of Transportation Regulations.

III. Specific Requirements:

The contractor will provide all services necessary for the ordering, delivery and retrieval of dry ice and empty containers listed in the schedule in accordance with all local, state and federal laws, and regulations. Deliveries should be made to Pathology and Laboratory Medicine on Monday and Wednesday by 11:00am. All deliveries should come in two standard Styrofoam coolers holding 20lbs each, that may be interchanged when empty. Deliveries scheduled on federal holidays should be delivered the next business day.

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Item Size Frequency Dry Ice Pellets 40lbs Biweekly (Monday & Wednesday)

IV. Delivery:

G.V. Montgomery VA Medical Center Jackson, MS Attention: Pathology and Laboratory Medicine, Mail Outs F-28

The invoice shall have the purchase order (PO) and invoice numbers easily identifiable on the shipping label

G.V. (Sonny) Montgomery VA Medical Center 1500 E Woodrow Wilson Jackson, MS 39216 Atten: Mail Outs F-28

2026 Holiday Schedule

Date (Observed) Holiday

Thursday, January 01 * New Year’s Day

Monday, January 19 Birthday of Martin Luther King, Jr.

Monday, February 16 ** Washington’s Birthday

Monday, May 25 Memorial Day

Friday, June 19 Juneteenth National

Friday July 03 Independence Day

Monday, September 07 Labor Day

Monday, October 12 Columbus Day

Wednesday, November 11 * Veterans Day

Thursday, November 26 Thanksgiving Day

Monday, December 25 Christmas Day

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V. Performance Period:

Base Year September 1, 2026 through August 31, 2027 Option 1 September 1, 2027, through August 31, 2028 Option 2 September 1, 2028, through August 31, 2029 Option 3 September 1, 2029 through August 31, 2030 Option 4 September 1, 2030 through August 31, 2031

7. Security Requirements The C&A requirements do not apply and a Security Accreditation Package is not required.

8. NARA Records Management Language Clause:

The following standard items relate to records generated in executing the contract and should be included in a typical contract:

8.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

8.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

8.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

8.4 G.V. Sonny Montgomery VAMC (GVSMVAMC), Veterans Health Care System of the Ozarks (VHSO) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency].

The agency must report promptly to NARA in accordance with 36 CFR 1230.

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8.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC, VHSO and Facility Records Officer must sign form. A copy of completed signed VA Form 10- 0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

8.6 The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC and VHSO policy.

8.8 The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

8.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

8.10 The GVSMVAMC and VHSO owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GVSMVAC and VHSO shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

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8.11 Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: “Records Management for Everyone” [Note:

To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

9. Policy and Regulations:

9.1. Flow-down of requirements to subcontractors:

9.1.1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

9.1.2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

9.2. The Contractor is required to meet VHA performance and quality criteria and standards including, but not limited to, access, customer satisfaction, prevention index, chronic disease index and clinical guidelines. Performance and quality standards may change during the contract. New or revised quality/performance criteria or standards will be provided to the Contractor before implementation date and throughout the life of the contract through unilateral or bi-lateral modifications, as applicable. Copies of current VA and VHA publications can be located at http://www.va.gov/vhapublications/ or at http://www.va.gov/vapubs/. Compliance with mandated performance is required as a condition of this contract. Contractor shall comply with all relevant VA policies and procedures, including those related to quality, access, patient safety, and performance, including, but not limited to the policies and regulations set forth by the following regulating agencies: Joint Commission (TJC), Clinical Laboratory Improvement Amendments (CLIA), College of American Pathologists (CA), Federal Drug Administration (FDA), Centers for Disease Control (CDC), and Association for the Advancement of Blood & Biotherapies (AABB).

DESCRIPTION: This "Sources Sought Synopsis" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide the Dry Ice and Delivery services with a Base year- plus (4) year ordering periods for the G.V. Sonny Montgomery Jackson VA Medical Center all interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a Sources Sought Synopsis only. Provide only the requested information below.

The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification, Service Disabled/Veteran Owned Small Business. (SDVOSB/VOSB), HUBZone, 8(a), Small, Small disadvantage, woman owned small businesses) relative to NAICS code 325120- Industrial Gas Manufacturing Responses to this synopsis will be used by the Government to make appropriate acquisition

7 | P a g e decisions. After reviewing the responses to this source sought synopsis, a solicitation announcement may be published on GSA eBUY or Contract Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement.

Responses must be emailed to Latonya.Mack@va.gov no later than 11:00 AM CST, Tuesday August 11, 2026. Your response should include both the STATEMENT OF CABABILITY, BUSINESS SIZE, SOCIOECONOMIC STATUS AND GSA CONTRACT information as explained below. Please place "Attention: Dry Ice and Delivery services with a Base year-plus (4) year ordering periods for the G.V. Sonny Montgomery Jackson VA Medical Center for the Jackson MS VA Medical Center ", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available;

therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS.

If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement.

REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY:

(1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform requested services.

Include the number of qualified personnel need to accomplish this service.

Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start.

Please state the distance of your facility from the Department of Veteran Affairs, Jackson MS 39216.

Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 3:00pm (CST), Thursday, August 5, 2026, via email to latonya.mack@va.gov

RFI responses are due by 11:00am (CST) Tuesday, August 11, 2026, size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to latonya.mack@va.gov. The subject line shall read: NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

VAMC as “Market Research” and will not be released outside of the Network Contracting Office (NCO) 16.

Contact Information:

LaTonya G Mack LaTonya.Mack@va.gov

Your response to this notice is greatly appreciated!

mailto:Latonya.Mack@va.gov mailto:latonya.mack@va.gov mailto:latonya.mack@va.gov mailto:LaTonya.Mack@va.gov

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Contact Information: