RFI - Colorectal Cancer Screening Mailed Test Kits.docx

Request for Information/Sources Sought Notice DEPARTMENT OF VETERANS AFFAIRS (VA) VETERANS HEALTH ADMINISTRATION (VHA) Colorectal Cancer Screening Mailed Test Kits 3/19/2026

Introduction:

This is a Request for Information (RFI) only issued for the purpose of conducting market research. Accordingly, this RFI constitutes neither a Request for Quote (RFQ) nor a guarantee that one will be issued by the Government in the future; furthermore, it does not commit the Government to contract for any services described herein. Do not submit a Proposal. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals or formal quotes, and therefore, will not accept, review, or evaluate unsolicited proposals or quotes received in response hereto.

This notice is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this request. The Government does not reimburse respondents for any costs associated with submission of the information being requested or, reimburse expenses incurred for responses to this RFI/SSN. The information provided may be used by VA in developing its acquisition strategy and requirements document. Any information submitted by respondents to this RFI/SSN is strictly voluntary; however, any information received shall become the property of the Government and will not be returned to the respondent.

The draft Performance Work Statement (PWS) is provided below (feel free to make comments/questions).

Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. This is an RFI and does not obligate the Government in any way, nor does it commit the Government to any specific course of action.

Please submit the below requested information by 11:00 AM Eastern Time on 04/02/2026 via email to the Contract Specialist at Dylan.Nolz@va.gov@va.gov and the Contracting Officer at Kurt.Tanny@va.gov. VA reserves the right to not respond to any, all, or select responses or materials submitted. All VA current requirements identified herein are subject to change at any time. If you experience any problems or have any questions concerning this announcement, please contact Dylan.Nolz@va.gov and Kurt.Tanny@va.gov.

As part of your RFI response, please provide the following information:

A. General

1. Include the following identification information:

a. Company Name

b. CAGE/Unique Identification Number under which the company is registered in SAM/VetBiz.gov

c. Company Address

d. Point of contact name

e. Telephone number

f. Email address

2. VA anticipates that this effort would fall within North American Industry Classification System (NAICS) Code, 492110, Couriers and Express Delivery Services, which has a size standard of 1,500 Employees. Please provide any recommended NAICS if applicable.

3. The VA is seeking to determine the viability of a set-aside. Any socioeconomically situated business may respond; however, no guarantee of set-aside is made, nor guarantee of a subsequent solicitation.

4. If the submission is from small business, what type of small business are you? Are you able to comply with FAR 52.219-6 (small business set-aside) and 52.219-14 (limitations on subcontracting) in execution of this effort? Are you able to comply with VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside and with subcontracting limitations in 13 CFR 125.6 in execution of this effort?

5. Identify existing contract vehicles (GSA, FSS, IHT2.0, T4NG, etc.) in which you are a contract holder that can be utilized to procure these services/supplies.

6. With respect to the subject effort, would you be the Prime Contractor? As the Prime Contractor, what tasks under the Requirements would your company perform?

7. Have the PWS requirements been provided sufficient detail? If “NO”, please provide your technical comments/recommendations via track changes on the draft PWS that may contribute to a more accurate proposal submission and efficient, cost-effective effort.

______ YES _______ NO

B. Capability Statement

Please submit a capability statement describing your company’s ability to meet the requirements in the RFI. The capability statement shall be limited to 10 pages excluding the cover page and Table of Contents (TOC) and address the questions below.

1. Provide a detailed description of the requirement in your own words that demonstrates your ability to provide the complete listing of the requirements, etc. as appropriate.

2. Provide a statement or other relevant information to demonstrate that your business is an authorized provider of the required materials/services.

B.3 PERFORMANCE WORK STATEMENTDRAFT

Title: Colorectal Cancer Screening Mailed Test Kits

1. BACKGROUND

The National Colorectal Cancer Screening Program, National Gastroenterology & Hepatology Office, has identified Colorectal Cancer Screening – Mailed Tests as a candidate for standardization. Standardization aims to obtain uniform, quality products at the best prices possible. VA Medical Centers (VAMCs) have previously purchased the selected items through more minor individual VAMC contracts and the Federal Supply Schedule (FSS) contracts.

The procurement is for a service to mail Fecal Immunochemical Test (FIT) collection kits to Veterans to screen for colorectal cancer (CRC). The FIT is a laboratory test used to check stool samples for hidden blood.

2. SCOPE OF WORK

The Fecal Immunochemical Test (FIT) is a laboratory test used to check stool samples for hidden blood and is commonly used as a screening method for colorectal cancer. The Contractor shall provide a mailer collection kit service for Veterans within the Veterans Health Administration (VHA) at various regional units across the enterprise. The Contractor will use various means of telecommunications and print media to inform Veterans of necessary testing, instructions for proper collection, and mailing collection kits for testing of an indefinite number of Veterans annually, but an estimated range of 100,000 to 700,000. Pricing includes all labor, materials, and supplies to perform this service. Veterans will return collection kits via mail to addresses of various facilities across the enterprise. The return addresses will also be included on the mailer list provided by the VHA Regional Point of Contact (POC).

3. CONTRACT TYPE

The contract shall be an IDIQ contract. TOs shall be issued on a firm fixed price basis. VA organizations will issue Task Orders Proposal Requests (TOPRs) against this IDIQ contract. Awardee contractors may submit a proposal in response to a TOPR, using the terms and evaluation factors found in the TOPR, as well as the terms and conditions set forth in Section B of the base contract, as guidance for preparing a proposal. A TO will be awarded to the Contractor that has proposed the best value solution to the requirement set out in the TOPR. For each TO, the contractor shall provide the contractors requested, comprehensive management, and supervision of contractor resources, and any required deliverables.

4. PERIOD OF PERFORMANCE/Contract Ordering Period

The Anticipated period of performance is as follows:

Base: July 27, 2026 – July 26, 2031 Option Period 1: July 27, 2031 – July 26, 2036

The ordering period for the base IDIQ contract is five (5) years from the effective date of award with one optional period of five (5) years. Each TO shall specify the period of performance that will govern a particular task order awarded under the base IDIQ contract.

5. PLACE OF PERFORMANCE

The place of performance will be specified in each TO. It is anticipated that work will be primarily performed at a contractor facility (off-site).

6. TRAVEL

There is no anticipated travel.

In the event travel is necessary, Contractor travel will be in accordance with FAR 31.205-46, Travel costs. For purposes of calculating travel reimbursement, the contractor shall use its provided facility as the duty station. Local travel expenses will not be reimbursed. Non-local travel will require a 10-business day written authorization from the COR. 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. Each contractor invoice shall include copies of all receipts that support the travel costs claimed in the invoice. The contractor is only entitled to actual cost spent while on travel that falls within the parameters as set forth within the Federal Travel Regulations, to include food.

Local travel within a 50-mile radius from the contractor’s facility or assigned Government facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor’s facility will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the contractor’s facility may be authorized on a case-by-case basis and must be pre-approved by the COR. G&A is prohibited and will not be reimbursed.

7. TASK STATEMENT

Tasks performed shall be of a non-personal nature. VA organizations will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship.

Contractors shall not perform inherently governmental functions including: decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions.

7.1 REPORTING REQUIREMENTS

The Contractor shall provide the Contracting Officer’s Representative (COR) with Monthly Progress Reports in electronic form in Microsoft Word or Microsoft Excel. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The Contractor shall monitor performance against the previous month’s approved Monthly Progress Report and report any deviations. It is expected that the Contractor shall maintain communication with VA accordingly so that any arising issues are transparent to both parties to prevent escalation of outstanding issues.

Deliverable:

· Monthly Progress Reports

7.2 Colorectal Cancer Screening Mailed Test Kits Requirement:

· The contractor will receive lists of Veterans requiring a colorectal cancer screening test specific to each order placed from the VHA POC via secure means.

· The contractor shall be able to support the mailing of tests on a schedule determined by a VHA POC, including quantities up to 60,000 per month on a national level.

· The mailer service must go live within 30 calendar days of contract award.

· The contractor shall provide advance notifications to the Veterans by either text message, phone call, email, and/or a letter notification before the Veteran receives the kit. This notification is required to be completed within the 7-day cycle time; language and modality for the advanced notifications will be provided by the VHA.

· All the information provided to the Veteran in the kit must meet the Flesch reading score of above 80 for easy-to-read instructions. This includes the introductory letter, sample collection instructions, labeling instructions, and kit return instructions.

· The contractor shall assemble and prepare mailing kits to the following specifications:

· A labeled FIT kit in an envelope with individual labels printed and affixed to the specimen collection tubes (information for the specimen collection tube labels will be provided by VHA).

· The contractor shall include explicit instructions for what is included in the mailer.

· The contractor shall provide instructions on completing the collection, labeling instructions, and sample return instructions.

· The above instructions shall be customizable per the specifications of VHA.

· The contractor shall include a return non-window envelope with postage and return address affixed (VHA POC will provide a return address).

· Standard postage requirements shall be applied to return envelopes to the appropriate lab.

· The contractor shall print and adhere custom labels to each test specimen collection tube with the following information provided by VHA POC:

· Name

· Last 4 of Social Security Number (SSN)

· Date of Birth (DOB)

· Lab Order Number

· Lab Order Number generated as a scannable barcode

· Space for Date of Collection

Note: Name, Last 4, DOB, and order number will be provided by VHA and included on the label printed by the Contractor, and the collection date will be intentionally left blank.

· The contractor shall mail assembled kits to Veterans using addresses provided by the VHA POC. The VHA will also provide the laboratory address where the Veteran will return the collection kit for analysis.

· To ensure no Veteran receives a kit inappropriately labeled, the contractor shall perform audits of assembled kits to ensure the name on the labeled tube matches the name on the package’s address and ensure that return envelopes in packets receive appropriate postage.

· In the event a Veteran does receive an inappropriately labeled kit (i.e., one with another Veteran’s information), the contractor will immediately notify the VHA POC, as well as conduct a thorough root cause analysis to determine the cause and scope of the problem.

· The contractor shall conduct follow-up communication by either text message, phone call, email and/or a letter notification with Veterans who have not returned kits. VHA POC will provide a list of Veterans/mailers that require follow-up, as well as language and modality to use for follow-up communications.

· .The contractor must be able to supply labs with adequate reagent and instrument maintenance support for increased testing to ensure the continuity of service and support increased testing requirements.

· The contractor shall submit reports to VHA POC confirming the number of kits mailed, and notifications accomplished to include pre-notifications and follow-up notifications. The report shall also identify any issues with Veteran contact information or returned mailers.

· Services rendered will be verified by a record-keeping system maintained by VHA POC, which assures that the VHA pays for only those services requested, and only for valid patients.

· The contractor assumes all liability risks for work performed under this contract.

FIT Test Performance Requirements

· The contractor’s automated FIT testing instrumentation and collection vial(s) combination shall be approved by the Food and Drug Administration (FDA) for detection of blood in stool.

· The FIT testing instrumentation should allow for quantitative, automated high-throughput analysis in VHA laboratories.

· The collection kits shall have at least a 14-day inoculated stability.

· The collection kits shall be compatible with existing instrumentation within VHA laboratories. They shall remain compatible with laboratory instrumentation even after periodic upgrades.

· FIT kits that are distributed to Veterans shall have an expiration date not less than six months from the date of mailing.

[Separate / Optional Service(s)]

· The contractor shall optionally provide, at the request of a VHA POC, additional navigation services for Veterans who have not returned tests.

· VHA POC will provide a list of Veterans/mailers that require follow-up

· The contractor will conduct interpersonal outreach to the identified Veterans (using, e.g., nurse navigators, expert technicians, and/or AI agents) to assist them in completing their screening tests.

Deliverable: Comment by Nolz, Dylan W: Interested RFI KTR - Please propose your recommended CLIN structure (without price) on a national versus regional level.

· INSERT DELIVERABLE HERE

8. DELIVERY SCHEDULE

9. KEY PERSONNEL

Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this effort. These are defined as individuals crucial to the successful performance of the orders issued and the programs being supported by those orders and are those persons identified as key personnel in accordance with solicitation requirements. The Contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without prior notification of the CO. Contractor staff shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS, as well as those requirements outlined in Section 7.0. The following labor categories are required.

INSERT HERE

Substitution of Personnel: Any personnel the contractor offers as substitutes shall have the ability and qualifications, including educations and experience, equal to or better than the key personnel whose biography was submitted with the successful proposal. Requests to substitute personnel shall be provided to the CO for review and approval. All notification of substitutions in key personnel shall be submitted to the CO at least 15 calendar days prior to making and change in key personnel, to the maximum extent practicable. The notification shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete biography/resume for the proposed substitute, and any other information requested by the CO. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.

10. OTHER DIRECT COSTS

PLEASE INSERT HERE IF ANY.

11. GOVERNMENT- FURNISHED EQUIPMENT/ MATERIALS/ FACILITIES/ INFORMATION

The Government will provide adequate physical work space for up to three contractor personnel and will furnish the following: desk, encrypted laptop, phone, electronic mail (e-mail) account, and use of the Government telephone, facsimile machine, and copier, as required by this task order. The use of contractor equipment in Government facilities must be approved by Program Office.

The contractor shall adhere to all VA security requirements for any VA issued equipment and all contractor personnel that will receive and utilize VA issued laptops shall sign a VA property loan form and all associated documentation prior to receiving the equipment. All VA policies related to networked computer use will apply. Personal identification verification (PIV) cards shall be required for all contractor personnel with VA network access/accounts. Contractor personnel shall complete VA’s Privacy and Information Security Awareness and Rules of Behavior training before networked computer access will be granted.

Prior to the use of any Government-furnished equipment, the Contractor shall complete all mandatory training courses on the VA training site, currently the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at https://www.tms.va.gov. If an individual does not have a TMS profile, go to https://www.tms.va.gov and click on the “Create New User” link on the TMS to gain access.

The VA laptop computers must comply with all rules/requirements regarding patches and updates and must be returned to VA at the conclusion of the task order.

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