VMI RFI HT9427RFI2026VMI v1 FINAL - 06092026.docx

Request for Information (RFI) Vendor-Managed Inventory (VMI) for Pandemic Response Program

THIS IS NOT A REQUEST FOR PROPOSALS (RFP) OR A REQUEST FOR QUOTATIONS (RFQ); IT IS STRICTLY A REQUEST FOR INFORMATION (RFI).

NEITHER UNSOLICITED PROPOSALS NOR ANY OTHER KINDS OF OFFERS WILL BE CONSIDERED IN RESPONSE TO THIS RFI.

NO CONTRACT WILL BE AWARDED PURSUANT TO THIS ANNOUNCEMENT/RFI.

RFI Number: HT9427RFI2026VMI Date of Issuance: 11 June 2026 Response Due Date: 17 July 2026 5:00PM EDT NAICS - 423450 – Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers

1.0 Introduction and Purpose

The Defense Health Agency (DHA) is seeking information on industry capabilities to provide full lifecycle vendor-managed inventory (VMI) support for the management of its Pandemic Program Personal Protective Equipment (PPE), beginning with N95 respirators. The purpose of this Request for Information (RFI) is to conduct market research and gather information that will help in developing a comprehensive strategy for potential future procurement.

While the initial focus is on N95 respirators, DHA anticipates expanding these efforts to include additional critical medical supplies such as surgical masks, gloves, disposable gowns, and antibiotics/pharmaceuticals. The agency is interested in understanding industry’s ability to support the full spectrum of VMI services—including forecasting, storage, inventory management, distribution, and replenishment—for these items.

This RFI is for informational and planning purposes only and does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. The Government will not award a contract based on this RFI. The Government will not pay for any information or administrative costs incurred in response to this RFI.

2.0 Background and Scope of Work Summary

The selected contractor will be responsible for the complete lifecycle management of Government-Owned Material (GOM), including up to 9,000,000 N95 respirators. Key responsibilities outlined in the preliminary Statement of Work include:

· NIOSH Certification: Ensuring all supplied N95 respirators are fully approved by the National Institute for Occupational Safety and Health (NIOSH) under the standards of 42 CFR Part 84 regulations.

· Lifecycle Management: Procurement (subject to FAR Subparts 7.5 and 3.11), inventory management, storage, distribution, replenishment, and shelf-life monitoring.

· Storage: Providing secure, environmentally controlled storage for palletized and individual units of material.

· Inventory Freshness: Ensuring material freshness through rotation with commercial stock, with a minimum of 12-24 months of shelf life remaining, depending on the destination.

· Stock Rotation Capability: Providing historical average annual commercial sales volume data for N95 respirators to demonstrate the vendor's existing market capacity to successfully rotate a government inventory of up to 9,000,000 (9M) units.

· Surge & Distribution: Maintaining a 20% safety stock and demonstrating the capability to package and ship products from the facility within 24 to 72 hours of order receipt. For continental U.S. (CONUS) locations, delivery to the final destination is expected within 72 hours. For outside the continental U.S. (OCONUS) locations, vendors must be able to ship materiel to the Medical Air Bridge (MAB) within 72 hours, with subsequent delivery to OCONUS destinations managed by DoW and anticipated within 10–14 days.

· Reporting & Compliance: Providing detailed monthly inventory and shipping reports, and ensuring compliance with all relevant federal, state, and local regulations (FDA, OSHA, DOT, etc.).

· Supply Chain Security: Sourcing all materials from Trade Agreement Act (TAA) compliant countries and providing annual assessments of supply chain risks.

3.0 Information Requested

We invite interested parties to respond to the following questions. Please provide clear and concise answers based on your organization's experience and capabilities.

Part A: Corporate Experience and Business Structure

1. Please provide a brief overview of your company, including your experience with large-scale VMI programs, particularly for medical supplies or other shelf-life-sensitive products.

2. Describe your existing warehouse network. Do you have geographically diverse, multi-regional storage locations capable of meeting the specified environmental controls?

3. What is your experience in managing Government-Owned Material (GOM), including co-mingling it with commercial inventory to ensure stock rotation and freshness?

4. The scope described involves various fees (e.g., Inventory Management Fee, pro-rated fees) but excludes others (e.g., Inventory Holding Fee). Based on your experience, what business and fee structure (e.g., Fixed-Fee, Cost-Plus, Hybrid model) would be most appropriate and transparent for a VMI program of this nature? Please explain your rationale.

Part B: Technical and Operational Capabilities

1. Describe your inventory management system. What are its capabilities for tracking, auditing, and reporting on lot numbers, expiration dates, and shelf-life? Can it provide the government with real-time or near-real-time visibility into its stock?

2. How do you ensure compliance with regulations from agencies such as the FDA (including cGMP), OSHA, and DOT for storing, handling, and transporting medical materials?

3. Please describe your standard process for handling product recalls, including notification, replacement, and impact reporting.

4. The requirement includes a drawdown plan for GOM at the end of the contract. What strategies or models has your organization successfully used to manage end-of-contract inventory disposition (e.g., buy-back, credit, transfer to a follow-on contract)?

Part C: Modernization and Artificial Intelligence (AI)

1. In what ways could Artificial Intelligence (AI), machine learning, or other advanced analytics be used to modernize and enhance the efficiency of the tasks described in this RFI? Please provide specific examples in areas such as:

· Demand Forecasting & Inventory Optimization: Predicting usage surges and optimizing stock levels to minimize expiration risk.

· Supply Chain Resiliency: Identifying potential disruptions or risks in the supply chain proactively.

· Automated Reporting & Auditing: Streamlining the generation of compliance and inventory reports.

· Logistics & Distribution: Optimizing shipping routes and delivery schedules for both standard and expedited requests.

2. If you currently use AI or advanced analytics in your logistics or VMI operations, please describe the benefits you have observed (e.g., cost savings, improved accuracy, reduced waste).

Part D: Supply Chain and Risk Management

1. How does your company ensure and document that raw materials and manufacturing for products originate from TAA-compliant countries?

2. What is your process for identifying, assessing, and mitigating supply chain risks (e.g., geopolitical instability, raw material shortages, production delays)?

Part E: General Information

1. What are obstacles that your company has faced in proposing on similar VMI requirements?

2. What additional information would your company want to see in an RFP to develop an accurate and responsive proposal?

3. Provide any other recommendations regarding how the Government should structure this requirement or structure a solicitation for the requirement (should the Government decide to issue a solicitation).

4.0 CONFIDENTIALITY

Mark any information that the contractor considers proprietary, confidential or sensitive. Information marked as proprietary, confidential or sensitive will be shared only with Defense Health Agency personnel, including support contractors, for the purpose of market research. The Government reserves the right to use un-marked information for any lawful purpose. All submissions become Government property.

5.0 Submission Instructions

Responses should be submitted electronically to jared.d.acre.civ@health.mil and patrick.m.younkins.civ@health.mil no later than 17 July 2026 5:00PM EDT. Please include "RFI Response: VMI for Pandemic Response Program" in the subject line of your email.

There is no prescribed format for the response, but please address the questions in the order they appear above. Marketing materials are not requested and will not be reviewed.

6.0 Point of Contact

All communications and questions regarding this RFI should be directed to: