S05 Request for Information Responses - Questions 1-25.pdf

Question: 1 – Appendix A describes “minimum salient characteristics.” Are the listed external dimensions exact maximum limits, or may an equivalent unit vary modestly if it meets or exceeds the capacity, shelf, product-count, temperature, connectivity, and functional requirements?

Response: The Statement of Work, Appendix A (Section B.3) of Solicitation Number 36C10D27Q0011 has been clearly identified as the ‘Minimum Salient

Characteristics’. Furthermore, Solicitation Number 36C10D27Q0011, more specifically Section E.9, Subsection A, Paragraph 1, clearly identified that “all vending machines shall meet or exceed the respective minimum salient characteristics in accordance with the Statement of Work Appendix A.”

The listed dimensions are intended to establish the minimum size parameters for the vending equipment. The Government acknowledges that equivalent vending machines offered by different manufacturers may have modest dimensional variations due to differences in design, configuration, and specifications. Minor dimensional deviations may be considered, provided that the offered vending equipment meets or exceeds the specified minimum salient characteristics.

Dimensional variations that materially alter the specified machine configuration, usable capacity, product capacity, temperature control, or intended functionality shall be deemed as technically unacceptable.

Question: 2 – What evidence will VA accept to establish compatibility with the veteran’s existing WeVend PayPro Max subscription—for example, an OEM/WeVend compatibility letter, supported interface specification (MDB, serial/USB, or other), or a model-specific integration statement?

Response: Compatibility with the existing WeVend payment platform shall be demonstrated through independent verification for each vending machine model and configuration. Compatibility shall be demonstrated through written documentation from WeVend or an authorized WeVend integration representative confirming that each specific original equipment manufacturer (OEM) and model offered is fully supported by the existing WeVend platform. Generic muti-drop bus (MDB), universal serial bus (USB), serial, or other interface compatibility shall not establish compliance with the existing WeVend platform. General statements regarding cashless payment capability, MDB connectivity, or integration capability with third-party payment processors shall not constitute sufficient proof of compatibility for the existing WeVend payment platform.

Vendors shall provide the required model-specific WeVend compatibility documentation in the Technical section of the quotation submission. WeVend documentation must establish the following items:

• Confirmation that the vending equipment offered is compatible with and supported by the WeVend payment platform;

• Confirmation that the vending equipment offered is pre-integrated with, or otherwise capable of direct integration with, the WeVend payment processing services;

• Confirmation that the vending equipment offered is compatible with while also fully supporting operation through the WeVend PayPro payment terminal or WeVend PayPro Max payment terminal, including transaction processing and related payment functions; and

• Confirmation that no additional subscription or proprietary payment platform is required outside of WeVend.

The Government will verify the documentation directly with WeVend or its authorized integration representative during technical evaluation.

Question: 3 – For delivery into ground-level storage, does the required liftgate/offloading include movement across the threshold to the designated indoor storage position, and are there any doorway, route, dock, pallet, or appointment constraints suppliers should price?

Response: The Statement of Work, more specifically Section B.3, Subsection 4, Paragraph c, in Solicitation Number 36C10D27Q0011 clearly identified that “each artificially intelligent-based vending machine shall be offloaded and positioned at the designated delivery location inside the existing ground-level storage unit upon arrival.” Delivery shall include unloading, offloading, and physically moving all nine

(9) artificially intelligent-based vending machines into the designated interior storage location. Delivery to the exterior door or threshold of the ground-level storage unit alone will not satisfy the requirement.

Furthermore, the Statement of Work, more specifically Section B.3, Subsection 4, Paragraph d, in Solicitation Number 36C10D27Q0011 clearly identified that “there are no known clearance restrictions for the ground-level storage unit.” Lastly, the

Statement of Work, more specifically Section B.3, Subsection 4, Paragraph e, in Solicitation Number 36C10D27Q0011 clearly identified the standard business hours for delivery access to the ground-level storage unit.

Question: 4 – Appendix A identifies specific dimensions, gallon capacities, shelf quantities, and product capacities for each machine configuration. Are these exact specifications mandatory, or will commercially available machines with comparable or greater overall capacity and functionality be accepted? Specifically, would minor variations in dimensions, shelf quantities, or product capacities be acceptable provided the equipment meets the intended operational requirements?

Response: Reference the Government’s response to RFI 1, which is also applicable for this inquiry.

Question: 5 – The Statement of Work requires compatibility with WeVend PayPro

Max. Is this an absolute requirement, or would equivalent AI vending machines utilizing alternative PCI-compliant payment and inventory management platforms be considered? Additionally, does WeVend offer a list of compatible manufacturers or approved equipment models that prospective vendors may reference?

Response: To streamline service administration and maintain payment card industry (PCI) compliance, the Government requires that all vending equipment provided in support of these services be integrated with the WeVend payment platform, thereby eliminating the need for multiple service providers. The Veteran’s existing WeVend subscription is the required and only acceptable payment and vending management environment for all nine (9) vending machines. All nine (9) vending machines must be capable of fully integrating with and operating through a WeVend PayPro payment terminal or WeVend PayPro Max payment terminal for the required payment processing as well as terminal management.

Alternative payment processing systems, proprietary payment ecosystem platforms, or standalone inventory management systems shall not be an acceptable substitute for the existing WeVend payment platform. Factory-installed payment systems shall only be deemed as acceptable when fully compatible with and operate through the existing WeVend payment platform. A factory-installed payment system that requires a separate payment processor, replacement payment terminal, or independent vending management subscription shall be deemed as technically unacceptable. All nine (9) vending machines shall natively support or have an officially supported integration with the existing WeVend payment platform while not requiring an additional recurring software subscription or replacement payment ecosystem.

Vendors are encouraged to consult publicly available resources, manufacturers, and equipment providers regarding vending equipment compatibility with the WeVend payment platform. Vendors are also responsible for ensuring that any offered vending equipment satisfies all solicitation requirements and is compatible with the

WeVend payment platform. Reference the Government’s response to RFI 2, which is also applicable for this inquiry with further information.

Question: 6 – Are prospective vendors permitted to source equipment directly from manufacturers, including international manufacturers, provided the equipment meets all applicable solicitation requirements? Are any manufacturer authorization letters, authorized reseller agreements, or specific equipment certifications required for quotation acceptance?

Response: The Government permits vendors to source vending equipment directly from original equipment manufacturers (OEMs), including international manufacturers, provided all vending equipment and vendors comply with applicable solicitation requirements as well as applicable federal procurement regulations.

Manufacturer authorization letters or authorized reseller agreements are not required for quotation acceptance unless expressly specified in the solicitation. The

Government reserves the right to request documentation verifying vending equipment authenticity, warranty coverage, and ability to obtain the offered vending equipment.

Question: 7 – The Statement of Work requires delivery and positioning of all nine machines inside a ground-level storage unit. Would delivery by a commercial freight carrier equipped with a liftgate and pallet jack satisfy this requirement, or is specialized equipment handling required? Additionally, can the VA confirm that the storage unit entrance will accommodate the specified double-door machines?

Response: A commercial freight carrier equipped with a liftgate and pallet jack should satisfy this requirement. The Statement of Work, more specifically Section

B.3, Subsection 4, Paragraph d, in Solicitation Number 36C10D27Q0011 clearly identified that “there are no known clearance restrictions for the ground-level storage unit.”

Question: 8 – Since the Veteran already maintains a WeVend PayPro Max subscription, are vendors expected to provide any additional software licenses, activation fees, telemetry hardware, or cellular service beyond the equipment and standard components identified in the Statement of Work?

Response: The Statement of Work, more specifically Section B.3, Subsection 2, Paragraph h, in Solicitation Number 36C10D27Q0011 clearly identified that “the scope of work is limited to the acquisition, shipment, and delivery of equipment/supplies only.”

Question: 9 – For Appendix A, are the stated width × depth × height dimensions exact requirements, maximum envelopes or nominal dimensions subject to a tolerance? Please identify allowable deviations and whether quoted gallon capacities must be net usable refrigerated volume. This affects comparison of otherwise similar commercial models.

for this inquiry. Additionally, the Gallon Volume Capacity identified in the Statement of Work (Section B.3), Appendix A, of Solicitation Number 36C10D27Q0011 is intended to represent the net internal usable volume.

Question: 10 – For the required WeVend PayPro Max compatibility, what evidence is sufficient at quotation stage: a cooler manufacturer specification/compatibility statement, written WeVend confirmation, or another document? Must each delivered machine include a new PayPro Max terminal, or may an already-compatible terminal supplied as standard satisfy the requirement?

Response: Reference the Government’s responses to RFI 2 and RFI 5, which are also applicable for this inquiry.

Question: 11 – The scope says the existing paid application includes cloud, telemetry and cellular data. Please clarify whether any additional cooler-specific

AI/cloud license or per-machine activation cost must be included in the equipment price, and the required coverage period if such a cost is unavoidable. We will not assume a separate ongoing subscription may be charged to VA or the end user.

Response: The Statement of Work, more specifically Section B.3, Subsection 2, Paragraph h, in Solicitation Number 36C10D27Q0011 clearly identified that “the scope of work is limited to the acquisition, shipment, and delivery of equipment/supplies only.” The Veteran maintains the existing WeVend PayPro Max subscription, including associated cloud services, telemetry, and cellular connectivity. The Government does not intend to procure recurring licenses, subscriptions, or per-machine activation services as part of this requirement.

However, the vendor shall ensure that all applicable manufacturer's warranty coverage is provided directly to the Veteran or is capable of being transferred to the Veteran upon delivery and acceptance.

Question: 12 – WeVend PayPro Max compatibility: Several AI smart cooler models that meet all other specifications come with a factory installed, integrated payment system. Will a unit with an integrated payment system be acceptable, or must each unit be able to accept the Veteran's existing WeVend PayPro Max reader?

Response: Reference the Government’s response to RFI 5, which is also applicable

Question: 13 – Capacity: Is the required gallon capacity measured as internal

(usable) volume or gross volume? For example, one Item 1 model is rated at 134.7 gallons internal and 142.7 gallons gross against the 135 gallon requirement.

Response: The Gallon Volume Capacity identified in the Statement of Work (Section B.3), Appendix A, of Solicitation Number 36C10D27Q0011 is intended to represent the net internal usable volume.

Question: 14 – Dimensions: Are the dimensions listed for each item maximums, or approximate sizes? Comparable models vary from the listed dimensions by 1 to 3 inches.

Question: 15 – Shelves: Are the shelf counts minimums? For example, would a unit with 12 shelves be acceptable where 10 shelves are listed?

Question: 16 – Recurring fees: AI smart coolers typically require monthly software, cellular data and payment processing services. Should the quote include equipment only, with the Veteran establishing and paying for these services directly?

Response: Reference the Government’s response to RFI 11, which is also applicable

Question: 17 – Delivery: Please confirm that liftgate delivery to the door of the ground level storage unit satisfies CLIN 5, with no inside placement, installation or setup required.

Response: Regarding placement, reference the Government’s response to RFI 3, which is also applicable for this inquiry. Additionally, the Statement of Work, more specifically Section B.3, Subsection 2, Paragraph d, in Solicitation Number

36C10D27Q0011 clearly identified that “on-site installation services are not required under this project scope.”

Question: 18 – Section 508: Paragraph E.7 states the Section 508 checklist is required, while page 39 indicates it is optional. Please confirm whether it must be submitted with the quote.

Response: The solicitation requirement at Section E.7 remains applicable. Vendors shall identify any Section 508 exceptions with the quotation submission; vendors are also encouraged to submit the applicable Section 508 accessibility documentation, being the Accessibility Conformance Report (ACR). However, as stated in Section E.2, Subsection 6 of the solicitation, a vendor will not be deemed non-responsive solely for failing to submit an Accessibility Conformance Report with the quotation submission. The successful awardee shall be required to provide applicable Section 508 accessibility documentation at or before award, as determined necessary by the Government's Section 508 review process.

Question: 19 – Appendix A identifies specific dimensions for each AI Smart Cooler.

The Statement of Work also states that equivalent products meeting or exceeding the specified salient characteristics are acceptable. Please clarify whether the listed dimensions are required exact dimensions or whether commercially available equipment with slightly different dimensions is acceptable, provided the offered equipment meets or exceeds all other applicable minimum salient characteristics.

Question: 20 – For minimum characteristics stated as numeric capacities, including gallon volume, shelf quantity, and product capacity, please clarify whether an offered product may exceed the stated quantities. For example, would a unit with greater gallon volume or product capacity meet the requirement when all other applicable minimum salient characteristics are satisfied?

Question: 21 – The Price/Cost Schedule requires disclosure of OEM Country of Origin and Place of Manufacture, and the solicitation includes applicable security and supply-chain prohibitions. Please clarify whether there are any additional country-of-origin or place-of-manufacture restrictions applicable to the AI Smart

Coolers beyond the specific prohibitions and exclusions identified in the solicitation, provided the offered equipment complies with all applicable security requirements.

Response: Solicitation Number 36C10D27Q0011 clearly identified the applicable requirements for the Original Equipment Manufacturer (OEM) Country of Origin and

Place of Manufacture with Section E.2, Subsection 4 as well as Section E.2, Subsection 5. The purpose of the requested OEM Country of Origin and Place of Manufacture is clearly identified in Solicitation Number 36C10D27Q0011, more specifically Section E.9, Subsection A, Paragraph 2.

Question: 22 – Can you give more specifics on the "WeVend Compatibility" requirement? Is this referring to hardware or software integrations?

Response: The WeVend compatibility requirement pertains to whether the vending equipment offered can successfully integrate and operate with the WeVend payment platform under the Veteran's existing WeVend subscription. Compatibility includes payment processing, payment security, transaction reporting, fraud prevention, terminal management, and other system functions necessary to support full operation within the existing WeVend environment. Vendors are responsible for demonstrating that the vending equipment offered is fully compatible with the existing WeVend payment platform and capable of meeting all additional solicitation requirements. Reference the Government’s response to RFI 2, which is also applicable for this inquiry with further information.

Question: 23 – Will the customer accept an allowance on each dimensional sizing of the machines? Ex: +/- 3" inches.

Question: 24 – Will the customer allow the machines to be from different manufacturers? Or must all nine (9) units be uniform from one company?

Response: To streamline service administration for the Veteran, the Government requires that all nine (9) units be from the same manufacturer, thereby eliminating the need associated with multiple service providers. The Government requires a manufacturer uniform equipment platform to ensure consistency in vending equipment operation, maintenance, warranty administration, parts availability, payment integration, telemetry, inventory management, and technical support.

Therefore, all nine (9) vending machines shall be supplied by the same original equipment manufacturer (OEM), regardless of the authorized reseller or distributor fulfilling the order.

Question: 25 – Would two single door units of the same model, installed side by side and sharing one payment terminal, be acceptable as an equal to one double door unit, provided the combined capacity meets or exceeds 260 gallons and 670 products?

Response: The Government requires the quantities and vending machine configurations identified in the Price Cost Schedule as also reflected by the Statement of Work. A combination of two (2) single-door units proposed in lieu of one (1) required double-door unit is not considered an equivalent configuration.

Vendors shall provide the specified quantities and machine types as solicited. Any alternative configuration would constitute a deviation from the solicitation requirements and will render the quotation as non-compliant for evaluation purposes.