RFQ 36C26225Q1156.docx

Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contract Specialist Katharine Robert katharine.robert@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

New Mexico VA Health Care System

1501 San Pedro Drive SE, Albuquerque NM

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-02, effective 12/22/2023.

This solicitation is set aside for 100% Small Businesses (SB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 484230, with a small business size standard of $34.0 Million. The FSC/PSC is V112.

This will be a 3-month, Firm Fixed-Price Contract.

The Government will issue a purchase order to the responsible offeror whose quote, conforming to the solicitation, represents the lowest price and whose price is determined to be fair and reasonable. See Attachment 2, FAR 52.212-2 Evaluation – Commercial Products and Commercial Services.

STATEMENT OF WORK (SOW)

A. GENERAL INFORMATION

1. Title of Project: Transportation of CSP#403 Biospecimen Samples

2. Background: The Cooperative Studies Program Clinical Research Pharmacy Coordinating Center (CSPCRPCC) has the requirement of transfer of biospecimens from San Diego VA to the CSP CRPCC Central Biorepository.

The VA Central Biorepository processes and stores biological specimens for clinical trials run by the VA Cooperative Studies Program. The biorepository is currently involved in the large-scale genomics project known as the Million Veteran Program (MVP) that will require processing of up to 1000 samples a day in addition to existing and ongoing processing of other Cooperative Studies Program projects. The VACB provides biological specimen storage for MVP, CSP projects, and other VA collaboration projects.

VA CSP leadership has approved the transfer of CSP#403 biospecimens from the San Diego VA to the CSP Albuquerque Central Biorepository. CSP#403 was the pivotal trial for evaluating a shingles vaccine, and has approximately 77,000 biospecimens remaining in San Diego, CA. The specimens have a high value for future research and the cost of shipping them to Albuquerque and storing them is minimal. CSP is formally requesting the necessary arrangements to facilitate the transport of biospecimen samples from San Diego, CA to the CSP Albuquerque Central Biorepository. This transfer is critical for the safety and security of the biospecimens for future research projects.

The biospecimen samples require specific handling and transport conditions to ensure their integrity and viability upon arrival at the destination site. Given the sensitive nature of these samples, specialized shipping and packing services are required.

3. Performance Period: The contractor shall provide the service(s) as defined within this SOW within 90 days of award.

4. Type of Contract: Service

5. Place of Performance: Origins of samples will be from the Department of Veterans Affairs, San Diego Health Care System, 8810 Rio San Diego Dr., San Diego, CA 92108 containing biological specimens are to be transported to Department of Veterans Affairs Cooperative Studies Program Clinical Research Pharmacy Coordinating Center, 2401 Centre Avenue SE, Albuquerque, NM 87106.

Equipment is approximately 300 feet from dock to elevator and another 300 feet from elevator to laboratory.

Loading dock and elevators are not exclusive as this is a fully operating hospital and patient needs are of highest priority.

6. Hours of Operation: Period of service contract will consist of a one-time transfer of biospecimens, beginning September 01, 2025, through November 30, 2025.

San Diego, CA VAHCS loading dock is open between 7:00am and 3:00pm. Parking may be limited due to first come, first serve priority. Busiest hours for San Diego VAHCS (9:00am thru 12:00pm) that may constrain parking and elevator access availability.

Cooperative Studies Program, Clinical Research Pharmacy Coordinating Center (CSPCRPCC) Normal business hours are Monday through Friday between the hours of 7:00 a.m. and 6:00 p.m. with the exception of Federal Holidays as listed below:

Labor Day

Note: Also, included would be any other day specifically declared by the President of the United States to be a national holiday.

B. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

The transfer includes the following equipment that must remain powered during shipment.

1. Three (3) large vapor-phase liquid nitrogen freezers, MVE 1500 series 190, model XLC 1536P-190; dimensions: 45" diameter x 62" high.

2. One (1) ultralow -80 chest freezer Panasonic, model MDF794CPA; dimensions: 102" long x 35" deep x 43" high.

3. One (1) ultralow -80 chest freezer Thermo Scientific, model ULT PLUS 5820; dimensions: 96" long x 34" deep x 41" high.

The specimen types are listed below:

1. PBMC: 34,285

2. Serum: 28,277

3. Cytokine supernatants: 3,152

4. Rash specimens (swabs, scrapings): 3,096

5. Lysates from rash specimens or PBMC: 1,482

6. Extracted DNA from rash specimens or PBMC: 7,291 Key Requirements:

1. Shipping Services:

a. Materials, packing/unpacking, shipping and transporting to be performed by contractor personnel to ensure compliance with OSHA, DOT, CDC and IATA regulations.

b. Refrigerated transport trailer with electrical plugs for 110v – 220v freezers and refrigerators.

c. Freezers kept operational during transport. All freezers should be maintained at their setpoints (+/-10C) during the duration of the trip.

d. The contractor must have a calibrated temperature monitoring system, with live readings capable of a -196 degrees C through 60 degrees C range, and internal freezer temperatures will be monitored and recorded during transport. Temperature reporting to be provided to recipient upon delivery of specimens and equipment.

e. Contractor to provide all backup equipment.

f. Stand-by, at-temperature and empty, emergency freezers maintained on vehicle.

g. Backup electrical power on vehicle (on board generators).

h. Backup LN2 supply tank on vehicle.

i. Material being shipped is infectious and identified as UN3373 Biological Substance, Category B. Contractor will handle infectious substances in compliance with the Code of Federal Regulations.

j. The contractor must offer reliable and timely shipping services to minimize transit time and ensure prompt delivery of the samples. Pick up to delivery should take more than 48 hours (two days).

2. Federal Contracting:

a. The transportation services will require engagement with a qualified vendor through federal contracting processes to ensure compliance with all federal procurement regulations and standards.

b. The chosen contractor must have a proven track record of handling and transporting biospecimen or similar sensitive materials within the regulatory framework of federal contracting.

c. The contractor must provide full transparency and documentation of all shipping and handling processes, including a chain of custody records.

3. Compliance and Safety:

a. The entire process must comply with the Department of Veterans Affairs' policies and regulations, including those pertaining to the confidentiality and security of the samples.

b. Adherence to all relevant biosafety and biosecurity protocols is mandatory to ensure the safety of personnel involved in the handling and transport of the biospecimen samples.

4. Security Requirements

a. Contractor will have no access to VA IT systems, PHI, or any equipment connected to the VA network.

(End of Statement of Work)

***PRICE/COST SCHEDULE***

Base Year

**Please use the format above for pricing**

The following solicitation provisions apply to this acquisition:

· FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

· FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (Dec 2022)

· ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions-Commercial Products and Commercial Services” applies to and is included with this acquisition.

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services” (JAN 2025) [(DEVIATION FEB 2025)] The following subparagraphs of FAR 52.212-5 are applicable: (b)(4),(5),(9),(12),(18)(i),(26)(i),(31), (36)(i),(39)(i),(46),(51),(55),(59),(63),(c),(1),(2),(7),(8).

· VAAR 852.203-70 “Commercial Advertising” (May 2018).

· VAAR 852.232-72, “Electronic Submission of Payment Requests” (NOV 2018).

This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

Service Contract Act Wage Determination#: 2015-5443 Rev. 25, Dated May 29, 2025; AND Service Contract Act Wage Determination#: 2015-5635 Rev. 27, Dated June 1, 2025.

All quotes shall be submitted in accordance with Attachment 1: FAR 52.212-1, “Instructions to Offerors-Commercial Products and Commercial Services”. (SEP 2023) All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Katharine Robert at katharine.robert@va.gov. This contract/purchase order will consist of an estimated of performance: 09/01/2025 – 11/30/2025.

Award will be made to the responsible offeror whose quote, conforming to the solicitation, represents the lowest price and whose price is determined to be fair and reasonable. Responses should contain your best terms and conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Offerors shall list exception(s) and rationale for the exception(s), if any.

Submission of your RFQ response offer shall be received not later than August 8, 2025, 5:00 PM PST at katharine.robert@va.gov only. Subject line shall include “RESPONSE TO RFQ 36C26225Q1156” for consideration. RFQ response must be in PDF format; hyperlinks to download quotes will not be accepted. Facsimile quotes will not be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). It is the offerors responsibility to ensure that the quote is received on time.

The Offeror agrees to hold the prices in its quote firm for 60 calendar days from the date specified for receipt of offers.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Contract Specialist Katharine Robert Katharine.robert@va.gov

(End of Provision)

See attached document: Attachment 1 FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services.

See attached document: Attachment 2 FAR 52.212-2 Evaluation - Commercial Products and Commercial Services.

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Combined Synopsis/Solicitation Notice