R706--Warehouse as a Service (WaaS) - Robley Rex VA Medical Center

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

To provide comprehensive warehousing support services (Warehouse as a Service - WaaS) for the Veterans Health Administration (VHA) Robley Rex VA Medical Center (RRVAMC) to supplement existing capacity. The service will support the storage, management, and distribution of critical medical and non-medical supplies.

• Facility Requirements: Provide a leased/owned warehouse facility of up to 20,000 sq ft with a minimum 22' ceiling, capable of multi-level shelving, and including at least one loading dock. Specific secure storage (min 1,000 sq ft) for IT equipment and administrative office space (approx. 1,000 sq ft) with facilities for VA personnel are required.

• Services: Includes receiving, inventory management, staging, storage, repackaging (if needed), and delivery of VA procured healthcare supplies (including PPE) and equipment. Contractor must provide all necessary labor, transportation, and equipment.

• Logistics: Daily deliveries to RRVAMC are expected (within 30 minutes driving distance). Routine deliveries are next business day; emergency deliveries within four hours. Contractor must provide transportation vehicles and material handling equipment.

• Inventory Management: Maintain an electronic database and a web-based inventory management system accessible by VA personnel. Track items by pallet and rack location.

• Security & Compliance: Adhere to all Federal, State, local, and industry safety standards (e.g., OSHA). Maintain temperature and humidity control (RH < 75%, Temp 64-78°F). Implement pest control and maintain a clean facility. Secure IT equipment storage with double-lock requirements. Maintain 24/7 monitored alarm access.

• Relocation: Contractor is responsible for relocating VA identified racking, dunnage, equipment, and supplies from the current location to the contractor's facility by September 21, 2026.

• Timeliness: Deliveries must meet scheduled times (90% standard).

• Item Condition: Stored items must be regularly inspected and maintained per manufacturers' standards (95% standard) and remain usable as intended (100% standard).

• Reporting: Provide daily inbound/outbound delivery reports, weekly on-hand status reports, monthly inventory/expiration reports, quarterly stock rotation and environmental monitor reports, daily discrepancy reports, and monthly access control logs. All reports must meet a 98% standard.

• Period of Performance: Tentatively August 1, 2026, through July 31, 2027, with one one-year option period (August 1, 2027 - July 31, 2028).

• Place of Performance: Contractor Facility and delivery to RRVAMC and/or 4906 Brownsboro Road, Louisville KY 40222.

• Staffing: Minimum of two VA personnel on-site during regular duty hours (8:00 AM - 4:30 PM, Mon-Fri).

• Access: Government staff access during regular hours; 24/7 access via individual keyed entry. Access Control Log required.

• IT Security: Specific security requirements for IT equipment storage. Compliance with VA IT policies and requirements for inventory management and request systems.

• Data Management: Strict adherence to VA information custodial language, data protection, encryption, and records management obligations.

Solicitation / RFP / RFQ

This is a presolicitation notice (IAW FAR subpart 5.1) from the Department of Veterans Affairs (VA), Robley Rex VA Medical Center (RRVAMC), seeking capability statements from interested contractors. The VA is assessing whether to conduct a competitive procurement for Warehouse as a Service (WaaS) and determine the appropriate small business set-aside. The government must vacate its current leased location by September 30, 2026, and requires a contractor to manage the move and set up at a new, currently unknown location.

• Logistics support services for moving government equipment, materials, supplies, and personnel.

• The attached Performance Work Statement (PWS) contains specifics on services required.

• Potential vendors should identify climate-controlled space within the Louisville, Kentucky area.

• Period of Performance start date is expected to be August 1, 2026.

• The contract award is anticipated at least 60 days but no less than 30 days before September 30, 2026.

• This is NOT a solicitation; do not send quotes at this time.

• Interested parties must submit written capability statements via email only to Sascha Hertslet (sascha.hertslet@va.gov) with the subject line: “RESPONSE TO PRESOLICITATION NOTICE 36C24926Q0255”.

• Capability documentation must demonstrate the prospective contractor's ability to meet the requirements.

• Responses are requested NO LATER THAN the closing date and time specified on the notice (06-12-2026 11:00am EASTERN TIME, NEW YORK, USA).

• Applicable NAICS Code: 493110 (General Warehousing and Storage), with a small business size standard of $39 million.

• Prospective contractors must be registered in the System for Award Management (SAM).

• Capability statements should address whether the contractor can meet the SBA’s limitations on subcontracting rule if a set-aside is implemented.

• The VA is not responsible for any costs incurred in responding to this notice.

• All documents submitted will not be returned.

• The government has not identified potential sites and vendors should seek these resources.

• The attached document is the Performance Work Statement (PWS).