RFQ Questions and Answers 8.23.23.docx

36C10B23R0023 Brand Name or Equal PAR Excellence Weight Based Inventory Management System Questions and Answers 8.23.23

Q1. On pages 7-12, the CLINs/SLINs appear to be broken out by sub-location. We would highly recommend changing the CLIN lines as to a Firm-Fixed Price not to exceed amount. We are requesting to have the CLIN lines modified to reflect a not to exceed amount instead of by location as we use estimates and will likely end up having to move product around throughout the project. Requesting this change be applied.

A1. Each location will remain priced under Contract Line Item (CLIN) 0001 (Sub Line Item Numbers (SLIN) 0001AA-0001AG). CLIN 0002 has been updated to a monthly CLIN and SLINs 0002AA through 0002AG have been updated to Not Separately Priced. Please see revised Section B.4 Price Schedule.

Q2. On page 15, there is reference to the color coding of stickers on the bins. We will want to work with their staff to add these as they need to determine which product falls into which category. Request to have this section’s language adjusted to reflect as such.

A2. Attachment A – Color Codes has been removed from the solicitation. VA shall be responsible for color-coded stickers for item identification based on VA’s standard color-coding system. Bins shall be clear, white or frosted. Please see revised Product Description (PD) Section 1.0 and Section D.

Q3. On page 16, the solicitation lists the locations, but we will want to also list the item counts. Request to have item counts added to the contract document.

A3. The estimated item counts can be found at Table 1 of the PD.

Q4. On page 17, 18 and 19, the 1449 document seems to list out the number of each type of equipment. Please note these are estimates and general categories. The requirement cannot necessarily be tracked this way as you can’t have a small & medium platform scales at 988, when there are 6 different scales that fit this description. It would be better to be firm fixed price, which it says with the scope of the locations and items counts.

A4. The quantities in each of the tables are estimated. See revised PD, Section 1.0, Table 1.

Q5. On page 19, it says 6 touchscreen PCs and 2 workstation PC will be provided. The VA will need to provide these based on the minimum specs. Request this section be adjusted to reflect that VA will provide PCs.

A5. The referenced language has been removed. See revised PD.

Q6. On page 20, there is language that states we will install data and power, which we will for the scope provided assuming we are allowed. If there is a building that is leased and the lessor will not allow, the VA may have to handle. Request this language be added.

A6. The referenced paragraph states the Contractor shall, “provide and install (as required) electrical wiring and hardwire network connections for the PAR Excellence system, or equal weight-based management system, to the existing building.” If a location is not VA owned, VA will coordinate with the lessor of the building in order to be granted approval for the vendor to install, as necessary, electrical wiring and hardwire. If the lessor does not grant approval for the vendor to install, VA will coordinate with the lessor to complete installation of wiring.

Q7. On page 20, in the training section, there is language that states the contractor will provide training on calibration to 5 VA employees. Calibration is only done by the Original Equipment Manufacturer’s staff. The contractor can show the VA employees how to “tare” a scale but that is not calibrating. Request the language be adjusted to state “tare.”

A7. See revised PD Section 1.3 to change “calibration training” to “tare training”.

Q8. On page 20, Section 1.1.1 it is requested that the Kickoff meeting be virtual and done 5 days after award. We would prefer to have this in person within 30 days of award. In person allows for more productive interaction and we also like some time to allow for as many stakeholders (logistics, engineering, O&IT, nursing, etc.) to be involved as possible. Request to have this changed to an in person kickoff meeting. If a virtual meeting within 5 days stays as the requirement, will we be able to send out an invite and assume that all appropriate parties will be able to join at the scheduled time? Or can an exact date of award be provided so we can plan for the webinar appropriately?

A8. The Delivery Order Kickoff Meeting will remain virtual and five (5) business days of contract award, however PD Section 1.1 has been updated to provide additional information for the Site Kick Off Meeting.

Q9. On page 20, section 1.4, it states that initial 12-month support should start after completions of installation and COR verifies the system is ready for use. This should read, the supported hardware (scales and controllers) will be warrantied for a period of 12 from the date they are received. The software will be warrantied a period of 12 months after it is installed on the server. Requesting this change be made.

A9. See revised PD Section 1.4.

Q10. On page 21, section 1.5 – Request to delete the last sentence and replace with, “The VA will have additional scales available for backup. The contractor will work remotely with VA staff to troubleshoot and possible replace equipment if needed. If a scale or controller fails VA user is not at fault, we will replace the piece of equipment per the optional year support agreement.”

A10. PD Section 1.5 language shall remain as written.

Q11. On page 21, sections 1.6.2 – We don’t use Microsoft Project so we will not provide anything in this section. We will provide project tracking in Monday.com. Request to remove reference to Microsoft Project and replace with Monday.com.

A11. The Contractor shall create, provide, and maintain an Integrated Master Schedule (IMS) using Microsoft Project, or an equivalent web-based project management tracker. PD Section 1.6.2 has been updated.

Q12. On page 24, it outlines 508 requirements. the OEM has worked with the VA to develop and test for their 508 compliance needs, however the VA has not elected to put them in place because or another system not yet being compatible. The VA has a POAM created for another system to address this.

A12. Section 508 requirements as detailed in PD Section 3.0 apply to this commercial brand name or equal acquisition.

Q13. On page 24 & 25, section 5.0 and 5.1, We typically ask for 15-20 pallet spaces on-site to house this equipment as we go. Some equipment comes from our 3rd party vendors and we will try to provide all tracking numbers to the best of our ability. There is language that states a call and email are required prior to delivery which is not always possible. Number of pallets/spaces required will be covered by providing the number of pallets spaces needed through the project. Any product needed at a Community Based Outpatient Clinic (CBOC) that cannot accept shipments will require the VA to setup transportation to transport it.

A13. This language shall remain as written.

Q14. On page 6, Invoice frequency is listed as “Other” upon government acceptance of deliverables in accordance with B.4, Price Schedule and in accordance with B.5, Product Description. We are requesting to have the ability to invoice monthly in arrears as the project moves along, as product/services are delivered to the VA. Requesting this change be applied.

A14. See revised Section B.4 Price Schedule.

Q15. Service Contract Labor Standards references:

*Please note, we’ve consulted with our outside legal counsel, and it’s her opinion that based on the highly specialized services required by the contract, the Service Contract Labor Standards may not apply to this contract. It only applies to contracts where the principal purpose is “the furnishing of services through the use of service employees.”

In general, FAR 52.222-41 applies to service employees as defined, versus professionals.

At 41 USC Chapter 67, which contains the Service Contract Labor Standards, it provides that a “service employee” doesn’t include someone operating in a “professional capacity” as defined in Part 541, Title 29 of the federal regulations. (Those definitions are here: https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-A/part-541). While we see that “maintenance” employees can be covered by the SCLS, the distinction here is that the work contracted requires a high level of skill and isn’t the type of “blue collar” work that is “repetitive” in nature. The individuals performing the work are engineers engaged to repair, calibrate and perform preventative maintenance on this system, as well as to complete predictive analysis of when repairs should be made as well as analyzing the system and providing reporting. This makes them fall under the “computer employee” exemption, in our view. We are requesting to have references to the Service Contract Labor Standards removed from the contract.

A15. FAR Clause 52.222-41 shall remain in the RFQ. Service Contract Labor Standards is required and shall be dependent on the labor categories selected at time of award.