Attachment 7 - RFP Questions Compiled.xlsx
XLSX spreadsheet 27 KB Posted
- Solicitation number
- 36C10G20R0016
About this file
This solicitation seeks proposals for the procurement of desktop closed circuit televisions and video magnification devices for in-home use by veterans. The Department of Veterans Affairs intends to establish an indefinite delivery indefinite quantity contract with a period of performance of 60 months from award. Offerors must submit pricing for the products specified in Attachment 9 by September 14, 2020 to be considered. The Strategic Acquisition Center of the VA will evaluate proposals based on technical acceptability, past performance, and price. While the solicitation was initially open to all business sizes, the VA determined through market research and a previous unsuccessful small business set-aside that no small businesses could meet the technical requirements and therefore issued the requirement as full and open competition.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 9 - Pricing Schedule Template as of amendment 0001.xlsx | XLSX spreadsheet | |
| 36C10G20R0016 0001_1.docx | DOCX document | |
| Attachment 8 - Past Performance Questionnaire.docx | DOCX document | |
| Attachment 5 - HIPAA-Business Associate Agreement.docx | DOCX document | |
| Attachment 7 - RFP Questions.xlsx | XLSX spreadsheet | |
| Attachment 2 Contractor Discrepancy Report.pdf | ||
| Attachment 6 - Cross Reference Index.xlsx | XLSX spreadsheet | |
| Attachment 3 QSR Reporting Tool.xlsx | XLSX spreadsheet | |
| Attachment 1 - Invoice Inquiry Tracker.xlsx | XLSX spreadsheet | |
| Attachment 4 - Pay.gov Vendor Submittal Instructions.pdf | ||
| 36C10G20R0016_2.docx | DOCX document | |
| Attachment 9 - Pricing Schedule Template Updated 081419.xlsx | XLSX spreadsheet |
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| QUESTION # | RFP Section/Paragraph no. | QUESTIONS | RESPONSES |
| 1 | Page 1, Response Date. | Can the VA provide an extension to the due date of weeks? | The new Closing date for the solicitation will be 2pm EST on Oct 9, 2020. |
| 2 | In light of these questions, we request an extension of 30 days. | The new Closing date for the solicitation will be 2pm EST on Oct 9, 2020. | |
| 3 | 1.3 | It is not marked how often invoices should be submitted | Purchases can be made via a deliver order or by Government purchase card. Each individual order will be invoiced upon acceptance of the product by the VA. |
| 4 | Introduction/Page 2/ Paragraph 2 | Page 2 of the solicitation states" The requirement is solicited as Full and Open." We are a small business and a current provider for the VA of CCTV products. Ther is another small businees that we know of that is also a current provider of CCTV products to the VA. Will the VA set-aside this solicitation for small businesses? | The products on this requirement were part of a previous solicitation that was a SB set-aside. In that solicitation, none of the SBs were able to provide a product that met the technical requirements as outlined. As such, the Government was not confident that two or more SBs could meet the technical requirements as stated. Additionally, In reviewing the markert place for this solcitation, Veterans affair's issued a Request For Information (RFI) to determine how many small business would be interested in responding to a solcitation for CCTV's. The response that was forthcoming from the RFI and the historical information that was available to the VA lead to a determination that the requirement should be solicited as a full and open requirement. |
| 5 | Pre-solicitation/ Introduction notice, 2nd paragraph. & Clauses (16) 52.219-8 & (17)(i) 52.219-9 | Please confirm that this solicitation is not a small business set aside and that the reference to the small business size standard for NAICS code 334220 is solely for the purposes of determining whether a small business subcontracting plan is required as part of the bid. | The products on this requirement were part of a previous solicitation that was a SB set-aside. In that solicitation, none of the SBs were able to provide a product that met the technical requirements as outlined. As such, the Government was not confident that two or more SBs could meet the technical requirements as stated. Additionally, In reviewing the markert place for this solcitation, Veterans affair's issued a Request For Information (RFI) to determine how many small business would be interested in responding to a solcitation for CCTV's. The response that was forthcoming from the RFI and the historical information that was available to the VA lead to a determination that the requirement should be solicited as a full and open requirement. |
| 6 | Introduction/Page 2/ Paragraph 2 | The solicitation indicates that this is a full and open competition. We are aware of at least two small businesses that can perform this work. Will the VA set-aside this solicitation for small businesses? | The products on this requirement were part of a previous solicitation that was a SB set-aside. In that solicitation, none of the SBs were able to provide a product that met the technical requirements as outlined. As such, the Government was not confident that two or more SBs could meet the technical requirements as stated. Additionally, In reviewing the markert place for this solcitation, Veterans affair's issued a Request For Information (RFI) to determine how many small business would be interested in responding to a solcitation for CCTV's. The response that was forthcoming from the RFI and the historical information that was available to the VA lead to a determination that the requirement should be solicited as a full and open requirement. |
| 7 | Introduction/Page 2/ Paragraph 2 | The solicitation indicates that this is a full and open competition. There are many small businesses that can perform this work. Please reconsider this procurement as a set-aside for small businesses. | The products on this requirement were part of a previous solicitation that was a SB set-aside. In that solicitation, none of the SBs were able to provide a product that met the technical requirements as outlined. As such, the Government was not confident that two or more SBs could meet the technical requirements as stated. Additionally, In reviewing the markert place for this solcitation, Veterans affair's issued a Request For Information (RFI) to determine how many small business would be interested in responding to a solcitation for CCTV's. The response that was forthcoming from the RFI and the historical information that was available to the VA lead to a determination that the requirement should be solicited as a full and open requirement. |
| 8 | 2.4 | Can we offer more than one product in each award group? If so - how to enter these in the pricing scheme? | Yes you can provide more than one product in response to the solicitation as long as the proposed products do meet the Government Mininimum Technical Requirements as defined in this solicitaiton. Please submit a separate Attachment 9 Pricing Schedule Template for each item. |
| 9 | Page 2/7 | Regarding the due date; considering the uncertainty associated with the Covid 19 pandemic will the government extend the due date of the RFP to allow a vendor more time to prepare an appropriate & complete response? | The new Closing date for the solicitation will be 2pm EST on Oct 9, 2020. |
| 10 | Page 2, Paragraph 7 | Given the uncertainty caused by the COVID-19 pandemic, will the Government extend the due date for a few weeks to better enable offerors to prepare their offer? | The new Closing date for the solicitation will be 2pm EST on Oct 9, 2020. |
| 11 | Section 1.4.1 Submission of a Proper Invoice (p. 4) | Please explain what "Cumulative Billing" means in application? | The invoice submitted shall be a detailed invoice showing the CLIN, number of items purchased, the price per item then the total price when all CLIN's are totaled. |
| 12 | SECTION B.2 PRODUCT DESCRIPTION, 2.2 SCOPE OF WORK | Some deliveries can be hundreds of miles. Is the VA looking for an all in price for delivery, set up and orientation? (should we expect a separete line item for product versus services) | Delivery will be set up by region. Please see Attachment 9 for the CLIN structure by region. |
| 13 | 2.4 XY Table: Required Optional Accessory | Does this mean that an X/Y table is required systematilaly on all supplied "Small" CCTVs, or required as Optional accessory item (2 different SKU#, option with or without X/Y)? | An XY-table is required as an optional accessory item for Small CCTVs. The ordering office will determine if this is needed by the patient for each order of a Small CCTV. XY-table is added to the pricing schedule as a separate line item. |
| 14 | 2.4 SERVICE - IN HOME SETUP | For small CCTV category; our product is extremely simple to deploy, very portable. Would phone support be accepted to assist patron? | No |
| 15 | 2.4 SERVICE - ORIENTATION TRAINING | For small CCTV category; our product is particularly simple; 2 knobs and 2 buttons (including power button). Would a phone support suffice to train patron? Also, COVID-19 situation prevents most in house-visits, per clients request. This situaion may last well over 2021, a phone support would be accepted? | No, phone support is not sufficient to train the patron |
| 16 | 2.4 Enhanced - Monitor size 20-27 | Would a 16 inch screen be considered for this category? The same product could be provided for simple and enhanced device category. (please consider COVID-19 situation) | No |
| 17 | SECTION 3.6. DELIVERY,3.6.1, 3.6.8 & 3.6.9 | We may not be able to offer in home set up and orientation for certain territories/areas based on geographical reach. Is this acceptable? | No. In home set up and brief orientation training is a required option for the 50 United States and its outlying territories and the District of Columbia. The issuing provider would determine if this is needed by the patient for each order. |
| 18 | 3.6.1 | The writing says "Delivery shall be Free Onboard (FOB) destination". The shipping term FOB only applies to shipments by sea. Which shipment term should be used and who will bear the shipping cost for standard delivery | The term FOB orgin and FOB Destination are generally accepted terms which applies to the acceptance of items within the US and does not apply to only waterway shipping. |
| 19 | 3.6.3 / 3.6.4 | How big part of all deliveries are made as alternate deliveries, i.e directly to Veteran? | Determination of alternate delivery is at the discretion of the local ordering station/ordering provider. |
It is anticipated that the majority of orders will be direct delivery to the Veteran’s home (alternate delivery).
20 3.6.8 For how big part of all deliveries is In Home Set-Up (performed by the contractor) used? Determination of need for in home setup is at the discretion of the local ordering station/ordering provider.
It is anticipated that the majority of orders will include in home setup and brief orientation training.
21 Section 3.6.8 In-Home Set-Up (p.16) Given safety requirements, travel restrictions and health risks related to COVID-19, how will offerors be able to set-up devices in the Veteran's home? VHA will direct any alternate strategies or safety requirements due to local circumstances during an emergency response or pandemic.
| 22 | Section 3.6.9 Orientation and Training (p.16) | Given safety requirements, travel restrictions and health risks related to COVID-19, how will offerors be able to provide Orientation/Training in the Veteran's home? | VHA will direct any alternate strategies or safety requirements due to local circumstances during an emergency response or pandemic. | |
| 23 | Section C.6 | The solicitation incorporates by reference Clause 852.215-70, SDVO and VOSB Evaluation Factors. How will the VA evaluate SDVO and VOSB status and award credit pursuant to the requirements of this clause? | The Social-economic factors were left off the original solicitation. Vol.IV- Social-economic factors have been added to the solicitation under the Section E? and E?. | |
| 24 | E.5 Proposal Submission Instructions, Volume III -Price, Paragraph 5 & Table (p. 44) | Is it possible for the Government to provide Historical Trend data for DTM, VMEF and PVM categories for Fiscal Years (FY) 2017, 2018 and 2019? | As part of the new Attachment 9, the VA is providing quantities for each of the CCTVs that are an average of the annual sells for each product. That average is calculated using the actual purchase numbers for the past 8 years. The VA doesn’t guarantee that this will be the number of purchases each year, but simply gives the contractors a insight into the number of annual purchases. These quantity numbers are for evaluation purposes only. | |
| 25 | Are historical quantities of video magnifiers available to share for FY17, FY18 and FY19 for Desktop Video Magnifiers (DTM), Video Magnifiers with Enhanced Features (VMEF) and Portable Video | |||
| Magnifiers (PVM)? | As part of the new Attachment 9, the VA is providing quantities for each of the CCTVs that are an average of the annual sells for each product. That average is calculated using the actual purchase numbers for each the past 8 years. The VA doesn’t guarantee that this will be the number of purchases each year, but simply gives the contractors a insight into the number of annual purchases. These quantity numbers are for evaluation purposes only. | |||
| 26 | Section E.5,Proposal Submission Instructions, Paragraph 1 (p. 41) | Given travel restrictions related to COVID-19, how will offerors be able to set-up devices for Phase 2 evaluation? | Phase 2 evaluation will be arranged at a time when local and national VHA guidance allows due to local circumstances during an emergency response or pandemic. | |
| 27 | Section E.8, Factor 3, Price (p. 48) | Please define the term "adjectivally" | The sentence has been rewritten to show that Price will be evaluated as a sum of all the line items totaled. | |
| 28 | Section C.6, Page 27, 852.215-70 | The solicitation incorporates by reference Clause 852.215-70, SDVO and VOSB Evaluation Factors. We are a VOSB and a current provider of CCTV products to the VA. How will the VA evaluate SDVO and VOSB status and award credit pursuant to the requirements of this clause? | The Social-economic factors were left off the original solicitation. Vol.V- Social-economic factors have been added to the solicitation under the Section E13 and E15. | |
| 29 | Volume II - Performance Risk | What is the weight allocated to Past Performance? | Technical is signifcantly more important than Past Performance and Social-economic factors. All non-price factors when combined are significantly more important than price. | |
| 30 | Volume II - Performance Risk | Is a supplier to a prime contractor evaluated on the overall performance of the prime contractor? | If the prime contractor is using a subcontractor as one of their Past Performance references, that reference will be evaluated as part of the Prime contractor's Past Performance Volume. | |
| 31 | Multiple locations throughout solicitation | The SF1449 is being described throughout the solicitation however we cannot locate it anywhere in the solicitation documents. Where can we find it? | The Standard Form (SF) 1449 is hereby provided as Attachment 10 Standard Form 1449 | |
| 32 | Volume 4 | We can not find the SF1449 for this Solicitation. Where can we find it? | The Standard Form (SF) 1449 is hereby provided as Attachment 10 Standard Form 1449 | |
| 33 | E8 (phase 2) | There is mention of Battery and OCR during testing phase, but these are not in the specs. Should we consider these items for "Small CCTV" category | The inclusion of a battery and/or Optical Character Recognition (OCR) is over and above the Minimum Technical Requirements. Battery and OCR will be evaluated if present. | |
| 34 | All / Volume 4 | Shall the full 70 page Combined Synopsis be sent in or shall we extract and only send in the parts where we enter information? For example the parts under Section E that should be a part of Volume 4 | The contractor shall provide all required filled in parts of the solcitation as required by the solicitaiton | |
| 35 | Attachment 9 | In the technical requirements for CCTV Small there are required optional accessories (XY-Table and Carrying Case) but in Attachment 9 - Pricing schedule there are no rows for these accessories. | Please see the new Attachment 9 for the separately priced CLINS for those items. | |
| 36 | Page 40/E.4 | When can we expect to receive answers to these questions and will we receive an email reply or where will answers be published? | All the contractors that have submitted questions will be notified that the responses to those questions have been posted on beta.sam.gov | |
| 37 | E5 Proposal Submission | 1. In section E.5, Proposal Submission Instructions, pp. 40-41, are offerors expected to submit both hardcopy and digital proposal files? Or is digital the only means acceptable? | Digital submission of your proposals is only required. | |
| 38 | E5 Proposal Submission | 1. In Section E.5 Proposal Submission Instructions, VOLUME III – PRICE, Paragraph 1, “offerors shall complete Attachment 2 Excel Spreadsheet columns (A-O) for each award group”. Attachment 2 is the “Contract Discrepancy Report” and does not have columns A-O. Attachment 9 – “Pricing Schedule Template Updated 081419.xlsx” is formatted in such a manner. Should E.5 Proposal Submission Instructions, VOLUME III – PRICE, Paragraph 1 have referred to Attachment 9 instead of Attachment 2? | This section numbering has been revised, the new number is E.13 Proposal Submission. The attachment number for the pricing has been revised to attachment 9 Pricing Schedule Template as of amendment 0001 082620. | |
| 39 | 1. If amendments are requested for this RFP, where will they be made available for viewing/responding? | All the contractors that have submitted questions will be notified that the responses to those questions have been posted on beta.sam.gov |
tc={B3DE7A28-1CCA-4BDF-ADDE-C49BF76C0654}: [Threaded comment]
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Comment:
Michelle, we can notifiy those contractors that submitted questions that the responses have been posted.
40 1. Where will answers to questions submitted on Attachment 7 on August 21 be made available for viewing? All the contractors that have submitted questions will be notified that the responses to those questions have been posted on beta.sam.gov tc={0AD35573-5CA0-4859-B6C8-45AD66F08052}: [Threaded comment]
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Comment:
Michelle, we can notifiy those contractors that submitted questions that the responses have been posted.
&"Arial,Regular"&12Closed Circuit Television - Questions Limit one (1) page &"Arial,Regular"&12Attachment 4 &"Arial,Bold"&K0070C036C10G20R0016
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