Medical Courier Services - 1 year agreement

SAM.gov Synopsis Document Type: Combined Synopsis/Solicitation Solicitation Number: RFQ-NIAID-25-2259905 Posted Date: 05/07/2025 Response Date: 05/14/2025 Set Aside: Small Business NAICS Code: 492110 Classification Code: R602 Contracting Office: Department of Health and Human Services, National Institutes of Health, National Institute of Allergy & Infectious Diseases/AMOB Title: Medical Courier Services - 1 year agreement Primary Point of Contact: Dana Monroe; dana.monroe@nih.gov Description: This notice is a combined synopsis/solicitation for commercial items using Simplified Acquisition Procedures. This acquisition will be made in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 - Streamlined Procedures for Evaluation and solicitation for commercial Items, as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation (a written solicitation will not be issued) and quotes are being requested. The Solicitation number is RFQ-NIAID-25-2259905 and the solicitation is issued as a Request for Quotes (RFQ). This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures (SAP). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03 January 17, 2025. The North American Industry Classification System (NAICS) code for this procurement is 492110, Couriers and Express Delivery Services, with a small business size standard of 1500 employees. The requirement is being competed full and open competition, un-restricted and with a small business set-aside. The National Institute of Allergy and Infectious Diseases (NIAID) Vaccine Immunology Program (VIP) and Vaccine Production Program Laboratory (VPPL) has a requirement for medical courier service to transport medical specimens and related products between various locations within a fifty-mile radius of Bethesda with firm fixed pricing. Please note: Packages weigh from 3 to 80 lbs. The average weight of a package is 10 lbs. Period of performance is a one (1) 12-month period, starting June 01, 2025 through May 31, 2026. Vendors shall quote rates for the following schedule of services. Quantities are estimates based on historical usage and may be subject to change based on FAR 52.217-6 Option for Increased Quantity. Pick up City Delivery Location City Service Type QTY Flat Rate Fee NIH Bethesda VIP Gaithersburg Scheduled 832 $ NIH Bethesda VIP Gaithersburg STAT 100 $ NIH Bethesda VIP Gaithersburg As Needed 175 $ NIH Bethesda VIP Gaithersburg 2nd Stop 12 $ VIP Gaithersburg VCMP Frederick STAT 55 $ FLAT RATE ROUND TRIPS STAT RUNS OF 100 MILES (LISTED OR NOT) 5 $ Per Piece/Pkg Flat Rate on STAT Runs 500 $ Van price - scheduled runs requiring larger vehicle 2 $ Van price - STAT, with mileage ($____ per mile over ____ included miles) 2 $ **All rates need to include any fuel surcharges - no fees can be added once the flat fees are priced and awarded. Scheduled pick-ups are Monday - Thursday 9am, 11am, 1pm and 3pm, for 52 weeks (excluding Federal holidays); scheduled runs need to be delivered within 45 minutes of pick-up and all STAT requests must be picked up within one hour and completed within two hours. Scheduled pick-ups: Contractor will pick up samples from NIH Clinical Center (Building 10), Bethesda, MD and deliver these samples to 9 West Watkins Mill Road, Gaithersburg, MD. Shipments between Bethesda, MD and Gaithersburg, MD are required to be delivery within 45 minutes of pick-up. As-Needed pickups: Contractor will provide pickups/deliveries as requested. These will be scheduled as far ahead as possible but may include emergency service and are subject to last minute revisions. 2nd Stop pick-ups: Scheduled or As Needed runs that correlate with an additional drop or pick-up associated with run in progress. STAT pick-ups: Contractor will pick up STAT/emergency requests within one hour and have run completed within two hours. The contractor is responsible for conducting routine business, between the hours of 8:00AM - 5:30PM Monday thru Friday to exclude federal holidays. Shipments will be received within the company specified delivery window for the level of service requested. As an example, if a - stat delivery window is 2 hours, should the vendor not meet that level of performance they will reduce the delivery rate to the appropriate level. The government will label and bag samples into appropriate shipment containers. Driver will have no direct contact with sample. Courier locations shall encompass a 50-mile radius around the NIH campus in Bethesda, MD. To be considered responsive, vendors quotes must confirm by written statement on the quote that the following 11 requirements will be met by vendor/contractor: Maintain any and all licensing and regulatory compliance certifications required to transport biological material to include OSHA, IATA, and FDA. Contractor will handle/transport biological material in accordance with Federal/State Regulations and follow industry standards. Will ensure transportation conditions for material remains in the range of 20-25C in closed vehicle not subject to seasonal temperature variations when required. When required, drivers will fill out government manifests and other shipping documents as required. Contractor will be responsible for the security of all materials in transit such to protect materials from damage or theft while they are in their possession. Drivers must be IATA and OSHA trained Vendor must maintain enough NIAID dedicated drivers to carry out requirements of contract. Drivers will be furnished NIH campus badges and must comply with all security requirements. Deliveries will be inspected and approved by a recipient at the time of delivery. All work shall be completed in accordance with industry standards. Deliveries will be compliant to the delivery window for the level of service requested as detailed herein. The award will be based on best value to the government on the following: Capability to meet the requirements listed above and price. FAILURE TO COMPLY WITH ALL OF THE ABOVE REQUIRMENTS BY NOT ADDRESSING ON SUBMITTED QUOTES WILL RESULT IN AN AUTOMATIC DISQUALIFICATION OF AWARD CONSIDERATION. The following FAR provisions apply to this acquisition: FAR 52.212-1 Instructions to Offerors Commercial Items (SEP 2023) FAR 52.212-3 Offerors Representations and Certifications - Commercial Items (NOV 2023) FAR 52.204-7 System for Award Management (OCT 2018) (Offerors must complete annual representations and certifications on-line at http://www.sam.gov/ in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items (Please ensure FAR 52.209-2 -- Prohibition on Contracting with Inverted Domestic Corporations--Representation. (Nov 2015) is updated in your SAM record) FAR 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements - Representation (JAN 2017) 52.204'26 Covered Telecommunications Equipment or Services-Representation (OCT 2020) *** Must show current representation in active SAM.gov registration or contact issuing office for specific form to complete The following FAR contract clauses apply to this acquisition: FAR 52.217-6 Option for Increased Quantity (Mar 1989) FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) FAR 52-212-4 Contract Terms and Conditions Commercial Items (NOV 2022) FAR 52-212.5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (JAN 2025) *The applicable subparagraphs of FAR52.212-5 are included in the attachment to this posting. FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) FAR 52.204-13 System for Award Management Maintenance (OCT 2018) FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (December 2015) FAR 52.252-2 -- Clauses Incorporated by Reference. (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://farsite.hill.af.mil/vffara.htm By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the System for Award Management (SAM) database prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation (www.sam.gov). Copies of the above-referenced provisions and clauses are available from http://www.acquisition.gov/far/loadmainre.html & http: //www.hhs.gov/regulation/index.html or, upon request, either by telephone or fax. Submission shall be received not later than May 14, 2025 at 5:00pm EST All quotations and required documents must be submitted via the NIAID electronic Simplified Acquisition Submission System (eSASS) website at https://esass.nih.gov. All vendors must register in the eSASS system to submit a quotation. Instructions on how to register / submit quotes are included on the website. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). All responsible sources may submit an offer that will be considered by this Agency