R602--Courier Service VISN 22 East Sites

Statement of Work (SOW) / Performance Work Statement (PWS)

The Department of Veteran Affairs (VA) requires medical courier transportation services for the Northern Arizona VA Health Care System (NAVAHCS), Carl T. Hayden VA Medical Center (PVAHCS), and Southern Arizona VA Healthcare System (SAVAHCS). The contractor will be responsible for providing all necessary labor, vehicles, fuel, insurance, and equipment for timely and secure transportation of medical supplies, biological specimens, and pharmaceuticals.

• Service Area: Northern, Central, and Southern Arizona VA facilities and affiliated clinics/locations.

• Deliverables: Same-day delivery and pickup of medical supplies, Category B biological specimens, and pharmaceuticals. Transportation of sterile and soiled dental instruments for Sterile Processing Services (SPS).

• Shipment Handling: Contractor must ensure secure and compliant transportation. VA employees will pack totes/coolers (max dimensions L 28 in. X W 24 in. X H 16 in., max weight 60 lbs). Contractor must notify POC of any delivery concerns.

• Vehicle Requirements: Vehicles must be licensed, maintained, and meet state requirements. Cargo space must be enclosed, clean, dry, and temperature/humidity controlled, with complete separation of clean/sterile items from contaminated items. Trunks are not permitted for sensitive items. Vehicles must be decontaminated between trips and after spills.

• Driver Requirements: Drivers must possess a valid Arizona driver's license, be at least 21 years old, and maintain a clean driving record. Drivers must not make unscheduled stops and only authorized personnel may ride in the vehicle.

• Timeliness: Adherence to specified pickup and delivery times for scheduled and STAT routes.

• Safety & Compliance: Transportation must comply with all local, state, and federal regulations, including those for bio-hazardous materials and instruments. Specimens must be maintained at a controlled temperature (65-77°F) and kept isolated.

• Reporting: Contractor must maintain logs of all pick-ups and deliveries. Written reports are required within 24 hours for lost or broken items.

• Locations: Numerous VA facilities and outpatient clinics across Arizona, as detailed in the document.

• Schedule: Includes regularly scheduled runs (Monday-Friday, some weekend/holiday service), STAT/as-needed runs (60-minute response time), and 24/7 emergency call availability.

• STAT/Emergency Calls: Contractor must be available 24/7/365 and respond to STAT calls within one hour.

• Confidentiality: Strict adherence to patient information confidentiality and the Federal Privacy Act of 1974 is required.

• Quality Control: A written quality control program must be submitted within 15 days of award.

• Personnel: Contractor personnel must wear VA-issued ID badges, professional attire, and speak/understand English. The government reserves the right to accept or reject contractor staff.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial items, seeking to award a single Firm-Fixed Price (FFP) Indefinite-Delivery Indefinite-Quantity (IDIQ) contract for courier services within VISN 22 East Sites. The Department of Veterans Affairs (VA) requires these services to support multiple sites across VISN 22.

• Provision of courier services, including transport of medical specimens and surgical instruments.

• Services may include night, weekend, and holiday runs, as well as emergency deliveries outside of standard business hours.

• Specific delivery routes and minimum requirements are detailed in Attachment B – Statement of Work.

• Offerors must demonstrate specialized experience in transporting medical specimens and surgical instruments.

• Contract Type: Firm-Fixed Price (FFP) IDIQ.

• Period of Performance: One (1) year base period with four (4) one-year option periods.

• Estimated Value: Guaranteed minimum award of $500.00; maximum aggregate value/ceiling of $8,975,000.00.

• Submission Deadline: Wednesday, May 13th, 2026, 10:00 AM PDT.

• Submission Method: Electronic via email to Clift.Domen@va.gov, referencing solicitation number 36C26226Q0384.

• Questions Deadline: Friday, April 24th, 2026, 10:00 AM PDT.

• Evaluation Criteria: Award will be made to the responsible offeror with the lowest price quotation that meets all minimum requirements, is responsive and responsible, and whose price is reasonable. Price alone is the sole evaluation factor.

• Special Standard of Responsibility: Offerors must provide evidence of specialized experience transporting medical specimens and surgical instruments (max 2 pages narrative, 1-2 references).

• This solicitation is a set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC).

• NAICS Code: 492110 (Couriers and Local Messenger Services) with a size standard of 1,500 employees.

• Offerors must comply with VAAR 852.219-75 Limitations on Sub-Contracting (50% for services).

• Attachments referenced: Attachment A – Price Schedule, Attachment B - Statement of Work.

• Offerors must complete all unlocked fill-ins/tabs in Attachment A and sign the Business Associate Agreement.

• Offerors must also complete and submit the Certificate of Compliance for Limitations on Subcontracting.

Form / Attachment / Pricing Sheet

This document, "Attachment A - Price Schedule.xlsx", provides the detailed pricing structure for the contract. It outlines the CLINs, delivery routes, estimated quantities, mileage, unit prices, and extended prices for the base year and four option years.

• Base Year and Option Years (1-4): Separate sections detail pricing for each contract year.
• CLIN (Contract Line Item Number): Each CLIN represents a specific service or run.
• Delivery Routes: Specifies the origin and destination for each run (e.g., NAVAHCS to Anthem Clinic).
• Estimated Annual Quantity: The projected number of runs per CLIN.
• Estimated Mileage: The estimated mileage for each run.
• Unit Price Per Mile: The cost per mile for each service.
• Extended Price: The total cost for each CLIN (Quantity x Mileage x Unit Price).
• Run Rate Per Mileage: Indicates a base rate of 0.0 for all categories (Base, As Needed, STAT) for the base year and option years.

This price schedule is critical for bidders to understand the cost structure and to prepare their proposals. It details the expected volume of services, associated mileage, and the pricing model per mile, allowing vendors to calculate their total bid price for each CLIN and option year. Bidders must use this format to submit their pricing. Note that the "Unit Price Per Mile" and "Extended Price" are listed as 0.0 for all CLINs in the provided data, which may indicate a placeholder or require further clarification.