8145--Leavenworth and Lancaster CMOP Coolers/Gel Packs (VA-25-00061873)

Coolers in a box and Frozen Gel Packs

Department of Veterans Affairs

Consolidated Mail Outpatient Pharmacy (CMOP)

Leavenworth and Lancaster (Dallas) CMOPs

The Department of Veterans Affairs (VA), Consolidated Mail Outpatient Pharmacy (CMOP) has an immediate need for coolers in a box and frozen gel packs for Leavenworth and Lancaster (Dallas) CMOPs. These coolers and frozen gel packs are used for shipping temperature sensitive medications to Veteran patients.

Salient Characteristics:

Dimensions. Product must match required Minimum Inside Dimension (ID) and Maximum Outside Dimension (OD). Any product that does not meet specified dimensions is not acceptable.

Box Certificate. Shipping boxes must meet minimum certification standard: psi burst limit, edge crush test, size limit, gross weight limit. Any product that fails to provide certification of the required standard will not be considered acceptable.

Special characteristics. Characteristics include anti-static, glue, perorated, matte surface, non-toxic, triple layers, interlocking seals, etc. Items that have special characteristics must match the requirement or the product is not acceptable.

Outside box must have the word Refrigerate Upon Arrival to aid in delivery and storage in the home.

Box will be either 32ECT or 200# Mullen that are interchangeable and be able to maintain 65 lbs. Corner Crush Test. Refrigerate Upon Arrival" stenciled in bold black ink with a minimum size of "1" letters placed on the top of the box. The bottoms of the box taped, sealed, (weather resistance 3-inch tape shall be equivalent to 3M Stock # 7010374001) and ready for use.

Delivery Locations:

VA CMOP Leavenworth 760

5000 South 13th St.

Leavenworth, KS 66048-5580

If awarded prior to 760 s move to Shawnee, Leavenworth will need skids to be less than 73 H. This measurement also includes the skid/pallet.

VA CMOP Shawnee 760

23501 W. 84th St.

Shawnee, KS 66227

If awarded after 760 s move to Shawnee, Leavenworth will need skids to be less than 79 H. This measurement also includes the skid/pallet.

VA CMOP Lancaster (Dallas) 763

2962 S. Longhorn Drive

Lancaster, TX 75134-2118

Delivery Schedule: Identified in the table below.

Specifications of Items:

Leavenworth CMOP:

COOLER/ITEM#

ESTIMATED 6 MO USAGE

DELIVERY SCHEDULE

Small cooler, styrofoam in a box, Maximum OD=12x10.5x11,

Minimum OD=10.75 X 8.75 X 7.75 Maximum ID=8X9X7.5

Minimum ID=7 x 5.75 x 4.5,

lid and wall thickness 1.5"

Estimated 6 month Total: 270,000

Delivery 4-5 days per/week average 11,250/week

Medium Cooler, styrofoam in a box,

Maximum OD=11.5 x 9.5 x 12.5,

Minimum OD=10.5 X 8.5 X 10,

Maximum ID=8.75X 8.25 X 6.75

Minimum ID=7.75 X 5.75 X 5,

lid and wall thickness 1.5"

Estimated 6 month Total: 40,000

Delivery 2-4 days per/week average 1700/week

Large Cooler, Styrofoam in a box,

Maximum OD=18x15x11,

Minimum OD=15.5 X 13.5 X 8.75

Maximum ID= 15X12X8

Minimum ID= 13X10X5,

lid and wall thickness 1.5"

Estimated 6 month Total: 5,500

Delivery 1-3 days per/week average 216/week

Lancaster (Dallas) CMOP:

Small cooler, styrofoam in a box,

Maximum OD=11x9x7.25,

Minimum ID=8x6x4.25,

wall thickness 1.5"

Estimated 6 month Total: 309,000

Weekly deliveries: average 12875 each/week. (partial on Monday /partial on Wednesday)

Medium Cooler, styrofoam in a box,

Maximum OD=11x9x10,

Minimum ID=8x6x7,

wall thickness 1.5"

Estimated 6 month Total: 19,200

Weekly deliveries: Average 800 each/week. (partial delivery Monday/partial delivery Wednesday)

Large Cooler, Styrofoam in a box,

Maximum OD=19x15.5x15,

Minimum OD=18.25x 13.38x 12.38

Maximum ID= 15.25X12.33X12

Minimum ID= 15.25X 10.38X9.38,

wall thickness 1.5"

Estimated 6 month Total: 2880

Weekly deliveries: average 120 each /week. (These can be delivered Monday or Wednesday weekly)

8 oz frozen gel pack, frozen 72 per case/50 cases per pallet

Estimated 6 month Total: 12,000 cases or 864,000 each

Weekly deliveries: average 500 cases or 36000 each/ per week. (Partial delivery Monday and partial delivery Wednesday-FROZEN)

Testing: Testing of samples will be required. Any samples submitted for consideration will not be returned and will remain the property of the VA. All costs associated with submitting the above products are the responsibility of the contractor.

*All product samples will be evaluated on a pass/fail basis to ensure compliance with the minimum requirements in the Statement of requirements (SOR) to include, size, construction material used and the ability to maintain temperature. Contractors whose product samples failed to meet the minimum requirements of the SOR will be rejected and will receive no further consideration.

*One sample of each size for the specific CMOP location is required for cursory review to assure lid closes properly; doesn t impede on the amount of product that can go into cooler; prescription labels adhere and are not easily removed; Outside box contains the words Perishable to aid in delivery and storage in the home.

*The Contractor shall provide written instructions on how to pack the container. Consideration will be given to the ease of pack out measured in the number of minutes required and materials required for assembly. Universal pack outs that do not require seasonal adjustments will also be taken into consideration.

*Gel Pack samples may be shipped ambient temperature for technical review only due to lead time of frozen gel packs.

*ALL SAMPLES MUST BE RECEIVED BY CLOSE OF REQUEST FOR QUOTES. ALL SAMPLES SHALL BE MARKED CLEARLY WITH VENDOR INFORMATION AND SOLCITATION NUMBER.

Deliver Leavenworth samples to the address below with ATTN: DIANE NOLTING 760- LEAVENWORTH CMOP COOLER SAMPLES. Please ensure your company s name and RFQ number is listed on packing slip if shipped directly from manufacturer.

Department of Veterans Affairs

VA CMOP Leavenworth

5000 S. 13th Street

Leavenworth, KS 66048

Deliver Lancaster (Dallas) samples to the address below with ATTN: KRISTI PENDLEY 763- LANCASTER CMOP COOLER AND/OR GEL PACK SAMPLES. Gel Pack samples may be shipped ambient temperature for technical review only due to lead time of frozen gel packs. Please ensure your company s name and RFQ number is listed on packing slip if shipped directly from manufacturer.

Department of Veterans Affairs

VA CMOP Lancaster (Dallas)

2962 S. Longhorn Drive

Lancaster, TX 75134-2118

Scope:

Vendor shall provide coolers and gel packs to the CMOP as stated in the Statement of Requirements. The supplies will be used to prepare and mail Veteran patient prescriptions in durable, secure, quality products.

Products will need to function properly. Exchanges and/or refunds will be required for any product that does not function as needed. Defective product must be picked up within one (1) business days due to limited storage space within the CMOP. Credit for returned goods shall be made within 5 business days.

Deliveries will need to be made daily to Leavenworth and two to three times weekly for Lancaster (Dallas). The vendor must be able to make on time deliveries and be able to adjust these deliveries to meet the changing production requirements.

The Vendor must be able to meet the quantity requirements of each item for the facility without delays. Emergency orders shall be delivered within 1 business days after receipt of an order. Fluctuations in workload can occur and the CMOP's usage of these products may sometimes double in a short period of time. Therefore, the vendor shall carry sufficient inventory to be able to complete large emergency orders. By establishing an IDIQ, the vendor guarantees to provide an uninterrupted source of the established items from which to satisfy the Government s requirements for the effective period of the awarded IDIQ.

The Government is obligated only to the extent of authorized purchases made under the IDIQ.

The quantities listed in the pricing schedule are only estimated for a six month period and are not considered a minimum or maximum. These estimates do not create any obligation to purchase any specified amount under this contract, and the Government will only be obligated to make payment for supplies requested and received in the quantities and quality requested.

The Contractor shall provide written instructions on how to pack the container. Consideration will be given to the ease of pack out measured in the number of minutes required and materials required for assembly. Universal pack outs that do not require seasonal adjustments will also be taken into consideration.

Notice of Individuals authorized to purchase under the IDC:

A Contracting Officer may designate representatives and alternate representatives to place orders against this IDC. Individuals will be delegated in writing. The CO will furnish the contractor with the names of individuals delegated OO authority by separate letter upon issuance of the contract or agreement.  When COs appoint OOs after award, the CO will furnish the contractor with an updated list of individual OOs authorized to place orders against the contract or agreement. OOs may not negotiate contract terms and conditions, determine price reasonableness, or determine best value. OOs are responsible for issuing and administering orders placed under the contract or agreement identified in the appointment letter. OOs do not have the authority to modify any of the terms and conditions in the contract or agreement. The CO must approve any changes in or deviations from the terms and conditions of the contract or agreement in writing prior to placing orders invoking those terms and conditions. The contractor must accept orders against the contract or agreement only from the CO or authorized OOs and fulfilling orders from persons other than the CO or OO may result in an unauthorized commitment. Orders will be placed via Electronic Data Interchange (EDI) if possible. If the vendor cannot set up EDI, specific ordering procedures will be modified into the contract after award.