S222--Controlled Substance Removal Program for Pharmacy Services VA Palo Alto Health Care System

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

To ensure full compliance with VHA Directive 1108.01 and Title 21 Code of Federal Regulations (CFR) for the secure handling, deactivation, and disposal of controlled substances that are expired, damaged, returned, unusable, or otherwise unwanted.

• Provide all labor, materials, equipment, supervision, and technical expertise for a Controlled Substance Waste Disposal (CsRx) Program.

• Services include: provision, installation, and maintenance of secure disposal containers; continuous supply and replenishment; training and program implementation support; compliance assurance and documentation; and ongoing customer and technical support.

• Container System: Provide and install 3-gallon containers (or adjusted sizes) that immediately deactivate controlled substances upon deposit, prevent diversion and ingestion, and are tamper-resistant and securely mounted. Unlimited container replacement is included.

• Installation: Install containers at designated VA locations, minimizing disruption and complying with safety standards.

• Delivery and Supply Chain Management: Ensure uninterrupted supply of containers and materials, meeting agreed service levels. Maintain contingency inventory at VA facilities.

• Training: Provide initial on-site and web-based training covering proper container use, safety procedures, spill response, DEA-compliant handling, and diversion prevention. Provide training materials and attendance records.

• Self-Service Model: VA staff will replace containers; the contractor provides instructions, labeling, and ongoing support, ensuring compliance with DEA and VA standards.

• Quality Assurance and Compliance: Maintain a QA/QC program including routine inspections, performance checks, documentation of activities, and corrective actions. Support audit readiness with chain-of-custody documentation and certificates of destruction.

• Diversion Prevention and Security: Minimize diversion risk. Containers must prevent retrieval and neutralize pharmaceutical activity. Implement industry best practices for security, reporting, and incident escalation.

• Performance Metrics (KPIs): Meet or exceed standards for on-time delivery (≥ 95%), system uptime/availability (≥ 99%), training completion (100%), incident response time (within X hours), and compliance rate (100% adherence to DEA and VA requirements).

• Risk Management: Identify potential risks and maintain mitigation and contingency plans.

• Bin Management: Accommodate VA's right to add/remove containers or adjust placement without service disruption.

• Disposal Responsibilities: Ensure disposal methods meet DEA destruction standards, render substances non-retrievable, and meet environmental/regulatory requirements.

• Documentation and Reporting: Provide installation confirmation, training completion, inventory/usage tracking, compliance, and incident/corrective action reports monthly or as requested.

• Continuous Improvement: Proactively recommend process improvements, cost efficiencies, enhanced compliance measures, and technology upgrades.

Services to be provided at the following VA facilities:

• Palo Alto VA Medical Center, Palo Alto, CA

• Menlo Park Division, Menlo Park, CA

• Livermore, Livermore, CA

• Fremont, Fremont, CA

• San Jose VA Clinic, San Jose, CA

• Contractor must be registered with the DEA as a reverse distributor, where applicable.

• Compliance with all federal, state, and local laws governing controlled substances, DEA requirements, VA policies, and applicable healthcare and environmental industry standards is mandatory.

Solicitation / RFP / RFQ

This solicitation is for the Controlled Substance Removal Program for Pharmacy Services at the VA Palo Alto Health Care System. The government is procuring services related to the removal of controlled substances.

• Services for the Controlled Substance Removal Program.

• Product Service Code: S222

• NAICS Code: 562211

• Response Date/Time/Zone: 05-21-2026 12PM PACIFIC TIME, LOS ANGELES, USA

• Not specified in the provided text.

• Contracting Office Address: Department of Veterans Affairs, VA Sierra Pacific Network (VISN 21), Network Contracting Office (NCO) 21.

• Contracting Office ZIP Code: 95652.

• Point of Contact: Rachael Becker, Contracting Officer, Rachael.Becker@va.gov.

• The document is a .docx file with a size of 22849 bytes.

Form / Attachment / Pricing Sheet

This document is a market research questionnaire designed to gather information from interested contractors regarding their capabilities and socioeconomic status. It also serves as a request for information to assist the Government in determining its business type decision for an upcoming acquisition.

• Socioeconomic Status: Contractors must identify their status (e.g., small business, large business, SDVOSB, VOSB) and confirm SBA registration if applicable.

• Company Information: Legal name, Unique Entity ID (SAM), and primary point of contact details are required.

• Capability Statement: Contractors must confirm their ability to perform services outlined in the draft PWS and provide an authorization letter from GE Healthcare Inc. if applicable.

• Past Performance: A list of similar government and commercial projects is requested.

• Limitations on Subcontracting: Contractors must detail which services they will perform as prime contractor and which they intend to subcontract, including the approximate percentage to be paid to subcontractors.

• Responding to this questionnaire is mandatory for consideration as a viable source. Failure to provide the requested information will result in a non-responsive determination.

• The deadline for response is May 21, 2026, 12 P.M. PST, via email to Rachael.Becker@va.gov.

• Contractors must have a current registration in the System for Award Management (SAM).

• The RFQ number is 36C26126P0695.