Q&A from SITE VISIT HELD ON 6/24/2025 RFQ WILL BE EXTENDED UNTIL 3:00 PM 6/27/2025 Response to Question Richmond VAMC Courier Services Questions Solicitation 36C24625Q0784 Q1. Will the lab provide dry ice and coolers? A. All items being picked will be packaged accordingly in the containers. Any special instructions will be given upon pickup. Q2. Please provide information on the pharmacy items for pickup. A. All pharmacy totes will be locked upon pickup. Q3. Will be picking up any items from Sterile Processing Service (SPS)? A. No not form the SPS area specifically. If there is anything to go out from SPS, it will be packaged by them and sent the mailroom for delivery. Q4. Is there a specific route plan? A. There is no specific route plan we will provide, or you have to follow. You will need to adhere to the specific pickup/drop times provided in the statement work and handout provided. Q5. Are all routes done at the same time? A. All routes do not have to be done at the same time. In your quotes/pricing you will provide your breakdown per facility. Q6. Is there anywhere on campus to park the vehicles? Can they be left overnight? A. All couriers will park at the back loading dock. The vehicles cannot be parked overnight. Q7. What are the days and hours of operation for these services? A. They are slated for Monday through Friday. All clinics/services requiring this service, are closed on all Federal Holidays. Q8. Will the awardee be able to shadow or have someone shadow when initially starting the services? A. No Q9. Will the couriers need and special key cards or badges? A. The VA Police will give all couriers that need access to the back gate (loading dock) a special code. Q10. How long after it is awarded are we required to start? A. 5 days Q11. What type(s) trainings will our couriers be required to take. Any VDOT training? Any Safety training required? A. Please refer to PWS: 7.1 All drivers must maintain a valid driver s license for the type of vehicle operated as required by the State of Virginia. 7.2 All drivers must be trained and at minimum transport personnel must have documented training is appropriate safety and packaging procedures suitable to specimen type and distances transported. Category A and Category B infectious substances. Q12. How many drivers are currently running? What type of vehicles and how many are currently being used? A. 4 drivers are running the routes (Henrico, Charlottesville, Emporia, Fredericksburg) and are currently using passenger vans with no back seats. Q13. Will there be a need for overtime or an on-call courier?? A. No. Q14. If needed can or will a VA employee assist? A. No Q15. Can you provide the average time it takes to get from Richmond to each facility? CVHCS to Henrico: 25 minutes CVHCS to Emporia: 1 hour, 6 minutes CVHCS to Charlottesville: 1 hour, 10 minutes CVHCS to Fredericksburg: 56 minutes Q16. Can you provide hallway maps, diagrams and room numbers for all of the pickup/drop off areas for the Richmond Facility? Please refer to 16.0 of the PWS: 16.1 Central Virginia VA Health Care System 1201 Broad Rock Blvd., Richmond, VA 23249 Lab 3A138 Logistics (Mail Room) BD116 Pharmacy Travel 16.2 Emporia VA Clinic 1746 East Atlantic Street, Emporia, Virginia 23847 Front Desk Lab 16.3 Charlottesville VA Clinic 590 Peter Jefferson Parkway (Suite 250), Charlottesville, Virginia 22911 Front Desk Lab 16.4 Henrico County VA Clinic 7702 East Parham Road, MOB III (Suite 201), Richmond, Virginia 23294 Front Desk Lab 16.5 Fredericksburg VA Clinic 10432 Patriot Highway, Fredericksburg, Virginia 22408 Front Desk Lab Q17. Can you provide more details about the after-hours drop off spots and the procedure with the Emergency Room? A. If the courier arrives after the mail room is closed and the mail bag is unable to fit into the drop box, leave with the Administrator On Duty (AOD) in the Emergency Department (ED). Q18. What is the sign-in or sign out process? Each area has a different process. Please refer to the statement of work as well as the employees at the pickup/drop-off areas. Q19. Can you clarify the times of pick up from and back to CVHCS? 3.2 The Contractor shall report to designated personnel at the CVHCS Emergency Department, and other designated areas (ex. Lab, Mailroom, Pharmacy, Travel office) of CVHCS between change to 11:00 am to 12:15 pm, Monday through Friday, excluding holidays, to pick up items for delivery to the VA. The contractor shall make a return trip, without any other stops, to CVHCS and deliver any items picked up at the VA clinics by 6:30 PM to the Laboratory and other designated areas. Q20. Who will be our main point(s) of contact? A. Please see below: Name: Elizabeth Beth Kelley, Contracting Officer s Representative (COR) Email address: Elizabeth.Kelley2@va.gov Phone: 804-675-5000 x13179 The couriers pick-ups and drops information Pick up process By 11 AM at the latest, o Pick up any Packages from 2L-104. o Pick up any Mail from the Mail Room (door to the left of the Laundry in the basement): Ring the doorbell to access the mail room and remember to sign in on the sign in log!! Pick up anything on the shelf for the individual clinic's (but leave the mail basket). o Pick up the Lab Cooler from 3rd Floor Lab. o By 12:15 PM, pick up the Medication Courier Tote from the Pharmacy Outpatient Door 1st floor (by the main elevators). The return times for the lab are time sensitive, under this assignment, drivers can't leave until the lab releases them. Henrico-1500-1515, Mon- Fri, once daily Charlottesville- 1500-1530, Mon-Fri, once daily Emporia- 1545-1600, Mon-Fri, once daily Fredericksburg HCC 1400-1430, Mon-Fri, once daily Items return process o Return Small packages, official mail and locked mail bags, can be placed into the gray mail room drop boxes. o After hours: packages for the Mail Room, Locked mail bags that does not fit in the drop box can be taken to the AOD desk. o Return Lab coolers to 3rd Floor Lab. o Return Medication Courier Tote from the Pharmacy Outpatient Door 1st floor (by the main elevators)
