R706--486-27-2-3980-0006 - Wall-to-Wall Pharmacy Inventory

Contractor answers to questions

1. Contractor experience and technical qualifications

Question: May a newly established small business satisfy the minimum requirement of three years of wall-to-wall pharmacy inventory experience and experience at three pharmacies through the qualifications of proposed key personnel, subcontractors, or teaming partners? Will general retail, grocery, military inventory, or equipment-accountability experience qualify instead of pharmacy inventory experience?

Government Response: No.

2. Historical inventory quantities, values, and workload

Question: Can the Government provide historical inventory line-item counts, SKU quantities, replacement values, pharmacy sections, inventory areas, and prior inventory durations for each of the six facilities, separated by inpatient and outpatient pharmacies? Can the Government also provide historical staffing levels and facility square footage or shelving quantities?

Government Response: Available historical inventory information will be provided in the attachment referenced by the Government. FY2026 inventory information is being compiled. Historical staffing levels are unknown, and facility square footage or shelving quantities are not available.

3. Physical inventory completion deadline

Question: The solicitation contains references to both January 31 and February 28 for completing physical inventories. Which deadline governs?

Government Response: All physical inventories at the six VA facilities shall be completed no later than January 31 of the applicable contract year. All final reports, validations, corrections, and required closeout documentation shall be completed and submitted no later than February 28 of that year.

4. Inventory scheduling and completion requirements

Question: May the six facilities be inventoried sequentially by one crew, or must multiple facilities be inventoried concurrently? Are weekend or after-hours inventories permitted, and must each facility's inventory begin at 8:00 a.m. and be completed within one business day?

Government Response: The six facilities may be inventoried sequentially between January 1 and January 31, provided that each facility's physical inventory is completed within one business day. Inventories shall ordinarily begin at 8:00 a.m. local time. Weekend work, after-hours access, and inventory dates must be coordinated with each individual VA Medical Center.

One original response suggested concurrent scheduling, while several others expressly permitted sequential scheduling. This draft follows the repeated sequential-scheduling responses and should be confirmed.

5. Automated dispensing systems and controlled substances

Question: Is the Contractor required to physically count medications contained in automated dispensing cabinets and packaging systems, or will the Government provide system-generated inventory reports? Who is responsible for counting controlled substances?

Government Response: The VA Medical Center Pharmacy will generate inventory reports from applicable automated dispensing and packaging systems for incorporation into the Contractor's final reports. Controlled substances will be physically counted by authorized VA Pharmacy personnel, and the Contractor shall incorporate the Government-provided results into the final inventory reports.

6. Government-furnished data and pricing information

Question: Will the Government provide product master files, McKesson Prime Vendor pricing information, direct-purchase costing information, and automated-system inventory extracts? What information must the Contractor obtain independently?

Government Response: No.  No, Vendor should get this from McKesson, Yes, Must meet the requirements of the SOW.

7. Final inventory report format and submission

Question: What electronic format and data elements are required for final inventory reports? Will the Government provide a sample report template, and may reports be submitted after February 28 if the physical inventory was completed by January 31?

Government Response: A separate electronic inventory report shall be submitted for each facility within seven calendar days after completion of its physical inventory. The report shall include facility, pharmacy/section, item name and strength, package description, applicable NDC/UPC/UPN, McKesson item number where applicable, quantity, current package price, extended replacement cost, section/location, and total inventory replacement cost.  Please email mario.russell@va.gov for VISN 09 Spreadsheets.

Reports shall be compatible with Microsoft Excel or an equivalent Government-approved spreadsheet application. The Government will not provide a sample report template. All final reports and required corrections must be completed by February 28. Reports submitted after that deadline will not meet the stated requirement.

8. Contractor equipment, software, and access

Question: May the Contractor use its own handheld scanners and inventory software? Are specific scanning devices, software platforms, or VA network integrations required? What security and access requirements apply?

Government Response: The Contractor may use its own scanners and inventory software, provided they meet the SOW requirements.

9. Pharmacy inventory scope and storage locations

Question: Does outpatient inventory include satellite pharmacies and other pharmacy-controlled storage locations? Are medications stored in specialized or low-temperature refrigerators included?

Government Response: The number and type of outpatient and satellite pharmacy locations vary by facility. All applicable medications under pharmacy control, including medications stored in specialized refrigeration units, shall be included unless specifically excluded by the SOW. The Contractor shall coordinate the inventory areas with each facility.

10. Incumbent contractor and historical contract information

Question: Is this a new requirement or a recompete? If there is an incumbent contractor, what is the previous contract number, awarded contract value, and total price?

Government Response:  Professional Inventory Control Systems INC, 36C24926P0139,  $19,200.00, $19,200.00.

11. Subcontractor participation and on-site staffing

Question: May a small business prime contractor use a subcontractor to perform physical inventories under the prime's management and quality control? Must the prime contractor provide its own personnel on-site during each inventory?

Government Response: No

12. Past performance evaluation

Question: Will an offeror without directly relevant past performance receive a Neutral rating rather than an Unacceptable rating?

Government Response: Neutral as this is  based of LTPA.

13. Insurance and bonding

Question: What insurance coverage and bonding requirements apply, including minimum limits, when evidence must be submitted, and whether a subcontractor's insurance may satisfy any part of the requirement?

Government Response:  Please reference the SOW.

14. Service Contract Labor Standards wage determination

Question: The SOW references an applicable Department of Labor wage determination, but none is attached. Which wage determination applies to this requirement?

Government Response: No Wage Determination applies.

15. Implementation plan submission

Question: Is the implementation plan required with the technical quotation, or may it be submitted after contract award?

Government Response: No.  This is based off LTPA

16. Solicitation status and amendments

Question: Are the posted SOW and evaluation criteria final for quotation purposes, or does the Government anticipate issuing an amendment to clarify or revise the requirements?

Government Response:   Final.