Sources Sought 36C26225Q1156.docx

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. 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, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) SAM UEI number (f) Type of small business, [e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business] and (g) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

** This Sources Sought Notice will be used to determine competitive set-aside. ** Network Contract Office (NCO) 22 is seeking a qualified vendor to provide the transportation of biospecimen samples from the Department of Veterans Affairs, San Diego Health Care System, 8810 Rio San Diego Dr., San Diego, CA 92108 to the Department of Veterans Affairs Cooperative Studies Program Clinical Research Pharmacy Coordinating Center, 2401 Centre Avenue SE, Albuquerque, NM 87106. Contractor shall provide all labor, supervision, facilities, equipment, supplies, materials, and vehicles to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement of the capabilities stated below:

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:

National Holidays observed by the NMVAHCS are:

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)

Please provide informal pricing information.

** Informal Pricing will be used for Market Research Purposes only.** Base Year

** This Sources Sought Notice will be used to determine competitive set-aside. **