Page 1 of 5 Sources Sought Notice For: Supply Clerks This Sources Sought Notice is being issued for informational and planning purposes only. Information gathered will be considered in order to determine the feasibility of a small business providing the necessary support and whether adequate competition exists to set-aside the competition for small business or a sub-category. The information requested will also be used to facilitate decision making and will not be disclosed outside the agency. This announcement is not a solicitation of any kind. VA is not seeking or accepting unsolicited proposals for this requirement. This notice should not be construed as a commitment of any type by the Government to take or not take any action. Please note VA will NOT be responsible for any costs incurred by interested parties in responding to this Sources Sought Notice. The VA is seeking source information for the following: Veterans Health Administration (VHA) is in need of supply clerks (lead supply technician, supply technician, materials handler, general clerk, and production control clerk). Background: The work will be performed in support of VHA s Acquisition and Material Management Office located in Washington, DC Veteran s Affairs Medical Center. Healthcare seeks to provide supply clerks (lead supply technician, supply technician, materials handler, general clerk, and production control clerk). GENERAL CLERK The primary purpose of the position is to ensure that supplies and material are distributed to all areas serviced by Logistics. Provide wards, clinics, operating rooms, secondary storage locations, and other hospital facilities with supplies and material including, but not limited to, sterile and non-sterile medical supplies, instruments sets, and equipment. Assignments include but are not limited to: scanning, barcoding, receiving, storing, and the distribution of medical and surgical supplies, instruments, and other material. The work requires knowledge of applicable policies and procedures as well as inventory systems such as the generic inventory package (GIP), bar-coding, aseptic procedures and Logistics processes. Work is performed on established shifts, which may involve evening, overnight, or weekend hours. Maintains stock at primary and secondary inventory locations for all clinical and administrative services. This involves pulling stock inventory and material from main inventory for delivery; replenishing stock inventory; interacting with clinical and administrative customers to ensure issues and needs are identified and either resolved or escalated to supervisors or Inventory Management Specialists as needed; maintaining records on stock levels; recommending revisions in stock levels as needed to supply changes to Inventory Management Specialists; communicating to the lead or supervisor any concerns related to supplies, equipment and procedures, providing information as needed orally or in writing regarding customer or external stakeholder issues, general telephone inquiries and visitor referrals; communicating with customers and vendors to obtain information regarding medical supplies. Monitors expiration dates, rotates stock to limit outdates and removes items from use as required by outdates. Supports managers in checking inventory for stock identified for recalled items and hazard alerts; ensures critical supplies are appropriately monitored and controlled, resolving deviations when possible, and escalating significant deviations to the Inventory Management Specialists. Performs daily inventory of primary and secondary inventory points using bar coding equipment on a predetermined schedule that will allow for timely replenishment orders. Resolves differences between records and physical count of stock. Distributes items according to established or ad hoc requirements in computerized inventory management systems such as GIP. Utilizes a pager or similar device to expedite the pick/delivery of items needed in user areas throughout the VA HCS and supported catchment area. Fills requests for items based on daily schedules of need or on an emergent basis as appropriate. Delivers supplies in a timely and accurate manner, ensuring supplies and material delivered are in sterile and operational condition. Deliveries will be to wards, clinics and other secondary locations that may be in remote sites. Delivery by motor vehicle may be required. Completes specialty cart preparation and stocking. Cleans assigned secondary areas (shelves and bins) in accordance with aseptic principles as published in infection control guidelines, local Standard Operating Procedures (SOPs), and Joint Commission standards as scheduled. Supports wall-to-wall and periodic inventories. As needed, assists in other functional areas of the Section and performs other duties as assigned. Receives supplies and material into the VA Health Care System and supported catchment area. Unpacks/uncrates supplies from shipping cartons; properly stores supplies and material in main/primary inventory areas. Stores items in accordance with established guidelines, utilizing a computerized inventory system, to ensure sterility and integrity of the supplies and material and the data integrity of the inventory management system. Through periodic inventory and discussion with ward and clinical personnel, maintains stock levels, returns reusable supplies to the distribution area, and informs clinic and ward personnel on new or changed items and supplies, current medical supply resources, and shelf life. Performs other duties as assigned. PRODUCTION CONTROL CLERK The Supervisory Supply Technician assigns work areas and expects work to be completed independently or as advised by the supervisor or inventory management specialists. Priorities are established independently based on local practice. Unusual problems that develop are referred to the supervisor as necessary. While working on unscheduled off tours, supervisory assistance may not be available for problems that arise. Problems are resolved in consultation with the medical staff of the hospital. Supervisor reviews work through observation of the work area, through discussion, and by means of feedback from the hospital staff that use the department s services. Weekly guidance is provided by the supervisor through written and/or verbal work assignments, specific to the areas being supported. Completed work is reviewed for technical soundness and conformity to policy. MATERIALS HANDLER The primary purpose of the position is to group supplies in a logical and easy access manner while ensuring maximum efficiency in the utilization of available cubic footage space and ensure supplies are stored in a manner consistent with available literature and proactive measures. Follows all guidance provided by various VA Directives, Handbook, memorandum, Federal Property management Regulations, Supply and Distribution policies/SOPs, Logistics Business Review Checklist and other pertinent documents. Assists in developing plans for storage and arrangement of stock in accordance with VA regulations and requirements that determine the configuration setup, movement, rearrangement and traffic flow. Manages space and storage in accordance with VA regulations for a specific commodity or equipment group, such as general supplies, construction materials, medical supplies, and high value items. Undertakes the full spectrum of warehouse functions with responsibility for laying out storage space, establishing item locations, determining organization and arrangement of stock and identifying high and low usage items according to VA regulations and procedures. Coordinates incoming and outgoing shipments and placement of materials on the docking area, which may require scheduling personnel to facilitate movement of materials in accordance with priorities, scheduling requirements and space allocations. Receives, stores and moves hazardous and toxic materials and substances, such as certain types of chemicals or radioactive materials, in accordance with facility and regulatory requirements. The Government anticipates the following labor requirement for this Statement of Work: QUALIFICATION REQUIREMENTS 1. The Contractor shall have knowledge and experience with safe handling, storage and distribution of supplies. 2. The Contractor shall have knowledge of JC, AMMI, HIPPA, AORN, FDA and OSHA recommendation, regulations and standards of practice. 3. The Contractor shall have reasonable knowledge of VA's computer system. A. Knowledge, Skills and Abilities for the position: Supply Clerk Requires practical knowledge of standard supply management procedures to perform work involving inventory and excess material management. Knowledge and ability to interpret policies, procedures, manuals, and regulations pertaining to supply/inventory management and federal acquisition systems. Requires knowledge related to stock rotation, hazard alerts and recalls to ensure outdated or otherwise compromised supplies and material are removed from usage area. Requires knowledge of an automated inventory system to monitor issues and receipts in support of stock replenishment processes. Requires analytical ability to define and recognize problems, to collect applicable data and make recommendations for a solution. Knowledge of computers and Microsoft Office software programs such as Microsoft Word and Excel, sufficient to enter information and manage supply inventory. Knowledge of the names of the different supply items including the trays and sets, and a general understanding of how items are used in case the user refers to them by another name. Requires knowledge of the availability, economic use, operation, and integration of aseptic procedures into the total health care program. Knowledge and general understanding of terminology and items related to specialty carts to ensure carts are built appropriately. Knowledge of item descriptions, medical and surgical terminology established work methods, and recognized priorities of the clinical areas served. Requires effective communication concepts techniques and methods (oral and written) to communicate with a variety of individuals, including internal and external customers. Materials Handler Must have the ability to work independently on a frequent basis particularly with regard to specific area of assigned responsibility and/or segmented work area. Must have a thorough knowledge of the physical distribution functions of the warehouse including, but not limited to, material receiving, safeguarding (preserving from damage or exposure), storage, and issuing. Ensures items are pulled using the First in First out (FIFO) method. Must have the skills and knowledge to understand and interpret a variety of Standard Operating Procedures (SOPs), safety standards, directives, spreadsheets, handbooks, and policies. Must have a thorough knowledge of the physical distribution functions of the warehouse, primaries including material receiving, storage, issuing and preservation; must have the ability to independently determine sequences for pulling/picking inventories and loading material for deliveries including organizing flow of incoming shipments. Must understand how to load supply carts, vehicles, tubs, or pallet to ensure the safest and most efficient process; to prioritize deliveries and load accordingly; and to verify all products, material, and equipment ready for delivery has the correct supporting documents. Maintains the flow of the warehouse by moving, delivering, shelving, storing and inventorying materials and equipment per appropriate procedure. Must ensure all procedures and policies are followed including, but not limited to, daily checks and monitors, security and fire alarms, safety equipment operation, emergency shower and eye wash, battery charging, spill containment, and suspicious package handling. Must have a complete understanding of the Medical Center s (including off campus) mail delivery and pick up points, in-depth knowledge of postal regulations, operating mail meter machines and scales, mail room processes including, but not limited to, sorting, invoicing, forwarding, scanning, and handling certified/priority mail. Must be able to work in a clean/sterile environment as needed when stocking and delivering supplies in primary and secondary storage areas. B. Equipment to be used to perform above position: 1. Pallet jacks 2. Transport Carts 3. Personal Protective Equipment 4. Bar Code Scanners D. Work Environment: Supply Clerk Work is performed throughout the medical center and supported catchment areas, which includes wards, storage buildings, and warehouses that range from a clean environment to hot, cold, drafty, and poorly lighted. The possibility of trips, falls, scrapes, cuts, bruises, or injury are present in the day-to-day work of the position. Work requires stocking supplies in the primary inventory area as well as numerous secondary inventory points throughout the hospital work area, including wards, clinics, operating rooms, warehouses, and nursing areas. Work requires maintaining a clean environment while performing tasks that can produce dust or other infectious pollutants while transitioning between environments. Materials Handler Required to work in storage buildings, pods, trailers, vehicles and warehouses that may be hot, cold, drafty, and poorly lighted. Will be required to work outdoors, on docks, making deliveries in all types of weather conditions during all seasons. Hazardous materials may be encounter in daily work activities. Duties will be subject to the possibility of trips, falls, scrapes, cuts, bruises, or injury from the use of equipment. All types of Personal Protective Equipment (PPE) may be required. Will be subject to conditions that could result in serious accidents; precautions will be taken. *Employees must comply with safety health precautions and use Personal Protective Equipment (PPE). E. Physical Abilities Required: The work requires standing and walking during the entire workday, and frequent reaching, bending and lifting of supply packages (occasionally weighing as much as 50 pounds). Work requires pushing loaded carts of medical supplies (weighing in excess of 100+ pounds). With proper assistance, moves heavier items weighing over 40 pounds. NAICS Code: The NAICS for this effort is 561320, Temporary Help Services The Small Business Administration small business size standard for NAICS code 561320 Temporary Help Services 27.5million, annual average receipts (total or gross income) over the past three years. The acquisition strategy of this requirement has yet to be determined. Submission Instructions: Interested parties are requested to submit the following information as outlined below: Company Information: General information, including CAGE. Business size under 561320. If claiming SDVOSB or VOSB status, submit VIP certification. GSA Contract Number for which you could provide services under. Capabilities: Generally describe your company s abilities and interest in fulfilling VA s requirement. Any Other Information Deemed Useful to VA. Responses to this Sources Sought Notice shall be submitted via e-mail to Amy Ritchey at
[email protected] no later than 2pm EDT, June 28, 2018. Please refer any questions to POC below. Point of Contact (POC): Amy Ritchey Contracting Officer
[email protected]