Medical Records Filing and Packing

Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only.

Network Contracting Office (NCO) 2/RPO East of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing Medical Records Filing and Packing Services at the below locations: New York Campus 423 East 23rd Street, New York, NY 10010 Brooklyn Campus 800 Poly Place, Brooklyn, NY 11209 St. Albans Campus 179-00 Linden Boulevard, St. Albans, NY 11425 The result of this market research will contribute to determining the method of procurement.

The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561990. The VA New York Harbor Healthcare System (VA NYHHS) is dedicated to providing quality health care and security to veterans using the abilities of all employees supported by our commitment to education and research. File room space is limited, thus each year inactive records are required to be identified, inventoried, and retired.

Records are considered inactive when the patient has not had patient care activity within the last three (3) years, including Non-VA Medical Care. These inactive records are retired to National Archives and Records Administration (NARA) approved facilities. In addition, active records (patient receiving continued care) often may need to be relocated elsewhere on the facility grounds or sent for off-site storage if file room space is to be used for a different activity. Processing of active records would be site.

Due the differing size and condition of the individual file rooms, varying levels of effort shall be required for each of the three campuses with an estimated 150,000 medical records for each. Depending on a campus's record retirement history, records may need to be shipped to National Archives and Records Administration (NARA) approved facilities. Some of the records that shall be retired or sent to off-site storage may need to have bar code labels printed and affixed.

The period of performance will be from the anticipated award date of February 26, 2024 to June 30, 2024. See attached Statement of Work THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these contract services, please provide the following information: Organization name, SAM Unique Entity ID (UEI) , address, email address, Web site address, telephone number, and socioeconomic status of the organization. Small business: clarify if your firm the limitations on subcontracting in accordance with Clause 52.219-14 and if your firm is considered a small business under NAICS 561990, Size standard $16.5M.

Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Business (VOSB) must be verified at https://www.vip.vetbiz.gov and clarify if your firm (VOSB /SDVOSB) meets the limitations on subcontracting in accordance with VAAR Clause 852.219-74. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The Government will evaluate market information to ascertain potential market capacity to:

1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated.

2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements.

3) implement a successful project management plan that includes compliance; cost containment; meeting and tracking performance; and risk mitigation.

4) provide services under a performance-based service acquisition contract. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by February 13, 2024, at 5:00pm EST. All responses under this Sources Sought Notice must be emailed to safa.shleiwet@va.gov