FILE | R | HRRO STOREFRONT - SENKOVICH - Attachment

FBO DAILY ISSUE OF MARCH 29, 2012 FBO #3778
DOCUMENT

R -- HRRO STOREFRONT - SENKOVICH - Attachment

Notice Date: 3/27/2012
Notice Type: Attachment
NAICS: 541890 — Other Services Related to Advertising
Contracting Office: Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
ZIP Code: 44131
Solicitation Number: VA70112I0166
Response Due: 4/6/2012
Archive Date: 7/14/2012
Point of Contact: See Submittal Information
E-Mail Address: Contract Specialist
(nicholas.sparks@va.gov)
Small Business Set-Aside: N/A
Description: Storefront Request for Information: VA701-12-I-0166 Healthcare Recruitment and Retention Office I. Introduction: This Request for Information (RFI) is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The purpose of this RFI is to identify qualified sources (contractors) who are able to meet VA's requirements. Information gathered from this RFI will assist with this determination. The Veterans Health Administration (VHA) Healthcare Retention and Recruitment Office (HRRO) is seeking potential sources to issue a Task/Delivery Order for adding additional recruiting promotional items and management ability to the existing VHA Storefront. The anticipated period of performance will be one (1) year from time of award. Exact items, quantities and delivery requirements will be identified in the task order. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. II. Background: The VHA Healthcare Retention and Recruitment Office (HRRO) maintains a Storefront of promotional items used for recruitment events as marketing promotional items. This mechanism provides a one-stop option for facilities to order items at a discount as well as take advantage of VHA Branding through consistent use of the VHA recruitment message "The Best Care- The Best Careers." III. Requirements: The contractor shall act as project coordinator to oversee the account during updates, and to provide monthly reporting and maintenance. Bulk orders of give-away items for recruitment purposes shall be invoiced up front to include shipping charges when purchased by VHA. Project management fees are billed monthly as items are shipped to VA facilities under separate contract and as monthly reporting and other project management services are delivered. Managing inventory for the storefront and shipping products to VA field facilities is done by means of the storefront on contractor's website that is linked to our existing VHA Recruiters' Toolkit which allows for ease in ordering. The contractor takes orders online, via the storefront interface, from authorized users and ships requested items to the desired location within 48 hours via USPS or comparable method to ensure delivery within no more than 7 calendar days. Expedited over night or 2-day delivery service shall be made available by the user/ordering office providing overnight account information to the contractor for direct billing. Control measures have been established by VHA Healthcare Retention and Recruiting Office. VHA (HRRO), only designated users may access the system so ordering levels may be limited per user and per request. The Healthcare Retention and Recruitment Office receives reports of usage and inventory/stock levels on a monthly basis. Tasks and Associated Deliverables Task 1: Promotional Items The contract shall provide a variety of low cost, low weight promotional items ordered and customized as recruitment give-away items. Prices shall be inclusive of all setup and shipping fees. Preset Order numbers are set and priced accordingly to include shipping with a National method such as USPS Priority mailing. Items must meet requirements of VA Handbook 5005/9 [(g)] Promotional Items of Nominal Value in Recruiting for VHA Positions. Under 38 U.S.C. 7423(f), VA organizations and facilities may expend appropriated funds to purchase items of nominal value for use in recruiting individuals for employment in positions filled under 38 U.S.C. chapter 74 in the Veterans Health Administration (VHA). Promotional item use will be limited to recruitment for occupation(s) considered mission critical based on the need to interest qualified applicants given current and anticipated job market conditions. (The companion Finance policy is in MP-4, pt. V, chap. 3, paragraph 3A.13.1a, dated June 18, 1993.) 1. An item whose total cost (including any taxes and related fees) amounts to no more than $5.00 per individual recipient is considered to be of nominal value. Note that suitable items are usually available for a small fraction of the $5.00 maximum. Purchase requests for such items will document the justification for the expenditure level in keeping with the criticality of the recruitment need. 2. The item's purpose of serving as a recruitment aid must be evident on the item itself. To serve as a recruitment aid, the item will include a permanent display of: a. The Department's VA logo and/or the name of either the Department of Veterans Affairs or the VHA facility purchasing the item. b. A telephone number and/or address (e-mail, mailing, and/or [W]eb site) to provide potential applicants with a VA point of contact for recruitment follow-up. c. Space permitting, a recruitment slogan or message. 3. The entire item's design is to be professional and tasteful, and to reflect favorably on VA as a preferred employer. Suggested inventory of promotional recruitment examples: 20,000 Sun Shades, 20,000 Metal Bottles 10,000 Office kits "On the go" 50,000 Pens 50,000 Highlighters 50,000 Stress Figurines An HRRO Program manager will aid in selection of items to be purchased. Sample Order 50,000 Highlighters- $1.00 each = $50,000 Each Item package= 200 each Standard Shipping rate each- $5.00 Total Packages 250 Total Shipping Cost= $1250 Total Cost $51,250 Costs shall contain all associated shipping, storage and handling charges. Individual orders shall be automated resulting in minimal management fees during fulfillment of individual orders. Annual FFP Budget Range 250,000.00-$300,000.00 Task 1 Deliverable: 1.1-Give-away items/products shall be items that serve a repetitive purpose, to avoid being thrown away. Desire items are those that are unique and would be worn on a person, (e.g. lanyard) or used in a desk area for an extended period to maximize cost of investment. -Items must be light weight and small in size to support standard set shipping Costs, Such as Priority Flat rate Box shipping rates. Vendor will set minimum and max order limits to support each shipping rate model. -Items should present a quality image of VHA -Items shall not contain any harmful materials such as lead or sharp points. Items must not be on the airlines prohibited list for carry-on items. -Items must be of an adequate size for a readable imprint that includes the VA Logo, the phrase - "The Best Care-The Best Careers" and the www.vacareers.va.gov website address. According to the standards of VA Handbook 5005. 1.2The Storefront contractor shall maintains a minimum inventory of each item and submit request for re-order when levels reach 20% of original order Task 2: Storefront Contractor shall provide a consolidated area on the website to display all available items for ordering and tracking disbursement of recruitment promotional items. VHA will provide artwork for visual conformity. No additional creative design services will be needed as the VA web template will be used to provide continuity of the VHA image on the ordering storefront. Storefront website: http://usiservices.net/mm5/merchant.mvc?Screen=LOGN&Store_Code=VA Task 2 Deliverables: 2.1 Contractor shall provide a dedicated account manager for development and maintenance of the work to be performed and to coordinate with any subcontractors required as a part of this task order. The program manager should be considered an expert in the field and familiar with promotional storefront operations. 2.2 The Storefront has administrator ability to allow a VHA program manager to set order limits. 2.3 The Storefront has control measures in ordering so that the VHA program manager can set order limits. 2.4 The contractor has a means to collect feedback from users concerning quality of items ordered, suggestions for additional items and the quality of service received through the storefront. 2.5 The contractor has the ability to accept credit cards for special orders and additional orders from facilities if desired. 2.6 The contractor has a means to collect individual facility Overnight Delivery account information for expedited shipping charges if needed by VHA offices needing expedited delivery. 2.7The Storefront must provide order tracking. Task 3: Operations Reporting The contractor shall provide support documentation re: To VHA, HRRO, COR. The contractor shall provide end-user documentation, as necessary. Task 3 Deliverable: 3.1 Contractor shall provide reports monthly, including; A. Usage by each VA facility/organization placing an order. B. Timeframe from time of order to shipment date C. Any back order status D. Inventory balances E. Feedback and suggestions received. F. Any other standard industry reports that would be useful to the Government. IV. Applicable Conditions: The Task/Delivery Order contractors may experience a fluid working environment with short suspense deadlines. The contractor must have the ability to adapt quickly to evolving requirements and multiple requests for work products. The Contractor shall work effectively under pressure with fluctuating deadlines, shifting resources and personnel while successfully managing time and resources to complete an assigned task or meet an objective or deadline. V. Submittal Information: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a response of no more than 20 pages in length, single spaced, 12 point font minimum that addresses the above information. The Government will not review any other data, attachments that are in excess to the 20 pages. In response to the RFI, interested contractors shall submit the following information no later than 1:00pm EDT Friday April 6, 2012 to Nicholas Sparks at Nicholas.Sparks@va.gov. Provide the following information for each area listed in the "Requirements" section above. A.Past Experience - Provide the following information on a maximum of three similar projects completed within the last three years for which the responder was a prime or subcontractor. 1.The name, address, and value of each project 2.The Prime Contract Type, Firm Fixed-Price, or Time and Material 3.The name, telephone and address of the owner of each project 4.A description of each project, including difficulties and successes 5.Your company's role and services provided for each project. B. Capabilities / Qualifications: 1.General Services Administration (GSA) Contract Number(s): Provide all GSA contact numbers your business holds 2.Technical Capability- Description of the capabilities/qualifications/skills your company possesses to perform services described in the scope of work. 3.Teaming Arrangements - Identification of Subcontractors, Teaming Partners, Joint Ventures and description of their core competencies that your company would team with to perform the work. 4.Socio-Economic Status - Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. If Service-Disabled or Veteran Owned Small Business, is your company and or partners registered in VA's VetBiz repository? 5.Commercial availability - Description of the length of time your services have been commercially available.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70112I0166/listing.html)
Document(s): Attachment; File Name: VA701-12-I-0166 VA701-12-I-0166.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=313033&FileName=VA701-12-I-0166-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=313033&FileName=VA701-12-I-0166-000.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN02707273-W 20120329/120328000131-f947183e6a06c33cbefcbf7b64344307 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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R -- HRRO STOREFRONT - SENKOVICH - Attachment