R602--courier service
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- 36C24625Q0784
- Agency
- Veterans Integrated Service Network 6 Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 492210 Local Messengers and Local Delivery
- Points of contact
-
- Audrey Wooten audrey.wooten@va.gov (757) 722-9961
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 6 is seeking courier services to transport lab specimens, mail, packages, and medication totes between five VA clinic locations in Virginia. The procurement covers daily courier routes Monday through Friday, excluding federal holidays, with specific pickup and drop-off times at the Central Virginia VA Health Care System in Richmond, Emporia VA Clinic, Charlottesville VA Clinic, Henrico County VA Clinic, and Fredericksburg VA Clinic. Contractors must provide drivers with valid licenses who receive safety training for specimen transportation and adhere to precise facility protocols, with the VA supplying totes and coolers while contractors maintain appropriate transportation conditions including dry ice when necessary. The technical proposal volume is limited to 25 pages with minimum 12-point font, and responses are due June 27, 2025, at 3:00 PM EDT. A mandatory site visit was held at VAMC Richmond on June 24, 2025, to allow potential contractors to inspect service locations and understand operational requirements.
This solicitation does not utilize any set-aside designation and represents a re-competition of services previously provided by Crosstown Courier Service under Contract #36C24622D0048. The contract requires approximately 249-250 round trips annually, calculated as five days per week for 52 weeks minus 11 federal holidays, with a 10 percent penalty applied per late delivery run. Service locations span multiple Virginia counties including Richmond, Charlottesville, Emporia, Fredericksburg, and Henrico, with county-specific Department of Labor wage determinations applying to each route. The contractor typically employs a minimum of two drivers to complete all locations, and work must commence within five days of contract award. Performance will be measured on an as-ordered basis with consistent daily service expectations, and contractors are responsible for maintaining individual courier records and training documentation post-award.
Notice text
2 versions
Update #2 · Latest ·
Q&A from SITE VISIT HELD ON 6/24/2025
RFQ WILL BE EXTENDED UNTIL 3:00 PM 6/27/2025
Response to Question
Richmond VAMC Courier Services
Questions Solicitation 36C24625Q0784
Q1. Will the lab provide dry ice and coolers?
A. All items being picked will be packaged accordingly in the containers. Any special instructions will be given upon pickup.
Q2. Please provide information on the pharmacy items for pickup.
A. All pharmacy totes will be locked upon pickup.
Q3. Will be picking up any items from Sterile Processing Service (SPS)?
A. No not form the SPS area specifically. If there is anything to go out from SPS, it will be packaged by them and sent the mailroom for delivery.
Q4. Is there a specific route plan?
A. There is no specific route plan we will provide, or you have to follow. You will need to adhere to the specific pickup/drop times provided in the statement work and handout provided.
Q5. Are all routes done at the same time?
A. All routes do not have to be done at the same time. In your quotes/pricing you will provide your breakdown per facility.
Q6. Is there anywhere on campus to park the vehicles? Can they be left overnight?
A. All couriers will park at the back loading dock. The vehicles cannot be parked overnight.
Q7. What are the days and hours of operation for these services?
A. They are slated for Monday through Friday. All clinics/services requiring this service, are closed on all Federal Holidays.
Q8. Will the awardee be able to shadow or have someone shadow when initially starting the services?
A. No
Q9. Will the couriers need and special key cards or badges?
A. The VA Police will give all couriers that need access to the back gate (loading dock) a special code.
Q10. How long after it is awarded are we required to start?
A. 5 days
Q11. What type(s) trainings will our couriers be required to take. Any VDOT training? Any Safety training required?
A. Please refer to PWS:
7.1 All drivers must maintain a valid driver s license for the type of vehicle operated as required by the State of Virginia.
7.2 All drivers must be trained and at minimum transport personnel must have documented training is appropriate safety and packaging procedures suitable to specimen type and distances transported. Category A and Category B infectious substances.
Q12. How many drivers are currently running? What type of vehicles and how many are currently being used?
A. 4 drivers are running the routes (Henrico, Charlottesville, Emporia, Fredericksburg) and are currently using passenger vans with no back seats.
Q13. Will there be a need for overtime or an on-call courier??
A. No.
Q14. If needed can or will a VA employee assist?
A. No
Q15. Can you provide the average time it takes to get from Richmond to each facility?
CVHCS to Henrico: 25 minutes
CVHCS to Emporia: 1 hour, 6 minutes
CVHCS to Charlottesville: 1 hour, 10 minutes
CVHCS to Fredericksburg: 56 minutes
Q16. Can you provide hallway maps, diagrams and room numbers for all of the pickup/drop off areas for the Richmond Facility?
Please refer to 16.0 of the PWS:
16.1 Central Virginia VA Health Care System 1201 Broad Rock Blvd., Richmond, VA 23249
Lab 3A138
Logistics (Mail Room) BD116
Pharmacy
Travel
16.2 Emporia VA Clinic 1746 East Atlantic Street, Emporia, Virginia 23847
Front Desk
Lab
16.3 Charlottesville VA Clinic 590 Peter Jefferson Parkway (Suite 250), Charlottesville, Virginia 22911
Front Desk
Lab
16.4 Henrico County VA Clinic 7702 East Parham Road, MOB III (Suite 201), Richmond, Virginia 23294
Front Desk
Lab
16.5 Fredericksburg VA Clinic 10432 Patriot Highway, Fredericksburg, Virginia 22408
Front Desk
Lab
Q17. Can you provide more details about the after-hours drop off spots and the procedure with the Emergency Room?
A. If the courier arrives after the mail room is closed and the mail bag is unable to fit into the drop box, leave with the Administrator On Duty (AOD) in the Emergency Department (ED).
Q18. What is the sign-in or sign out process?
Each area has a different process. Please refer to the statement of work as well as the employees at the pickup/drop-off areas.
Q19. Can you clarify the times of pick up from and back to CVHCS?
3.2 The Contractor shall report to designated personnel at the CVHCS Emergency Department, and other designated areas (ex. Lab, Mailroom, Pharmacy, Travel office) of CVHCS between change to 11:00 am to 12:15 pm, Monday through Friday, excluding holidays, to pick up items for delivery to the VA. The contractor shall make a return trip, without any other stops, to CVHCS and deliver any items picked up at the VA clinics by 6:30 PM to the Laboratory and other designated areas.
Q20. Who will be our main point(s) of contact?
A. Please see below:
Name: Elizabeth Beth Kelley, Contracting Officer s Representative (COR)
Email address: Elizabeth.Kelley2@va.gov
Phone: 804-675-5000 x13179
The couriers pick-ups and drops information
Pick up process
By 11 AM at the latest,
o Pick up any Packages from 2L-104.
o Pick up any Mail from the Mail Room (door to the left of the Laundry in the basement):
Ring the doorbell to access the mail room and remember to sign in on the sign in log!!
Pick up anything on the shelf for the individual clinic's (but leave the mail basket).
o Pick up the Lab Cooler from 3rd Floor Lab.
o By 12:15 PM, pick up the Medication Courier Tote from the Pharmacy Outpatient Door 1st floor (by the main elevators).
The return times for the lab are time sensitive, under this assignment, drivers can't leave until the lab releases them.
Henrico-1500-1515, Mon- Fri, once daily
Charlottesville- 1500-1530, Mon-Fri, once daily
Emporia- 1545-1600, Mon-Fri, once daily
Fredericksburg HCC 1400-1430, Mon-Fri, once daily
Items return process
o Return Small packages, official mail and locked mail bags, can be placed into the gray mail room drop boxes.
o After hours: packages for the Mail Room, Locked mail bags that does not fit in the drop box can be taken to the AOD desk.
o Return Lab coolers to 3rd Floor Lab.
o Return Medication Courier Tote from the Pharmacy Outpatient Door 1st floor (by the main elevators)
Update #1 ·
Establish a site visit:
SITE VISIT
Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost the contract performance, to the extent that the information is reasonably obtainable. In no event, shall failure to inspect the sites constitute grounds for a claim after contract award.
The site visit will be held at VAMC Richmond 1201 Broad Rock Blvd, Richmond VA 23249 on June 24, 2025, at 1:00 PM EST. If you intend to attend the site visit, please send an email to Elizabeth.Kelley2@va.gov and Audrey.wooten@va.gov by June 18, 2025
Response to Question
Will the VA labs provide dry ice for the lab specimen transport, or will the contractor be responsible for dry ice to maintain the temp during transportation?Â
Answer: The VA will supply the totes and coolers. but not dry ice.
Will drug testing be required for drivers? We have all drivers drug tested, and background checked before we hire drivers.
Answer:Â Â Drug testing is not required, simply maintain that they should not be using substances while on duty.
Will the contractor be required to have drivers on call 24/7 for callouts and emergency deliveries?
Answer: We do not require an on-call situation. Â
You stated that work must start 5 days after contract is awarded, would the VA consider offering site visits for contractors prior to start of contract or before award.
Answer: Yes, so the contractors get to know where they are reporting, etc.
Is there a minimum guaranteed quantity (e.g., 200 trips/year), or will payment be strictly on an as ordered basis with no floor?Â
Answer: There should be a fairly consistent 249-250 round trips (250 on leap years). 5 days a week x 52 weeks, minus 11 holidays.
If a single tote or package legitimately weighs over 50 lb (e.g., large wheelchairs), should we plan a separate rate or schedule for overweight loads? How should an offeror incorporate these into the CLIN pricing?
Answer: We haven t had any upcharge for overweight containers, and this would be a very infrequent occurrence.
Is the Government expecting daily temperature and humidity logs from each vehicle, or only spot checks? Should data logger printouts be submitted with every monthly invoice, or only upon request?Â
Answer: Daily temperature checks are not required nor are checks submitted with the invoice. If specimens were to be delivered outside of the temperature variance, they would write a report of contact to COR and it would be brought to the contractor.
If, on a given day, two separate delivery runs are late (e.g., Richmond Charlottesville and Richmond Henrico), does the 10 percent penalty apply to each CLIN separately, or is it capped per daily invoice?Â
Answer: The 10% would be per run.
Should an offeror attach sample Individual Courier Records and training transcripts as part of its Technical Proposal, or is it only required to describe its process for maintaining them, to be furnished post award?Â
Answer: These would only be required post-award.
Is there a page limit, font size, or margin requirement for Sections C (Technical) and D (Past Performance)? If none, is using 10 pt font and standard 1 margins acceptable, or does the VA prefer 12 pt?Â
Answer: The Technical Volume shall not exceed thirty (25) pages in length, minimum 12-point font.
Please confirm which specific DOL wage determination applies to each clinic route (Charlottesville, Emporia, Fredericksburg, Henrico). Is one wage determination applicable to all, or must we apply different WDs by county?
Answer: The wage submission is per county.
Should the same driver perform sequential deliveries to all five locations in one afternoon, or does the VA expect one driver per clinic? In other words, is it acceptable for one vehicle to hit Richmond Henrico Charlottesville Emporia Fredericksburg in a loop?Â
Answer: Generally, they have a minimum of 2 drivers completing the locations.
Is this the first time this solicitation has been issued? If not, could you please provide the current incumbent and the contract number the services have been under?
Answer: No: Previously awarded to Crosstown Courier Service; Contract#36C24622D0048
Have there been any issues or deviations to the previous contract that we should be aware of?
Answer: No
Can the pickup times start at 8:30 am and be completed by 2:30 pm? Â
Answer: No, unfortunately not, because of the times that labs are drawn from the CBOC locations. This would mean they would have to pick up by 12:30 from Charlottesville and 1:30 from Fredericksburg which just isn t feasible for our community-based patients.
Attachments
| File | Type | Posted |
|---|---|---|
| 36C24625Q0784 0002.docx | DOCX document | |
| 36C24625Q0784 0001.docx | DOCX document | |
| 36C24625Q0784.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| R602--courier service | Award Notice | |
| R602--courier service | Solicitation | |
| R602--courier service | Pre-Solicitation |
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