Solicitation Questions and Answers Hospital Beds Amend 0001.docx

See attached document: Solicitation 36C10G25R0011 See attached document: Attachment 7 – In-Home Hospital Beds In Home Hospital Beds and Accessories Solicitation Number 36C10G25R0011 Question and Response Question 1:

Attachment 9. You list Bolsters to be priced individually, but within the solicitation there are not MTRs for this item.

Response: An MTR for Bolsters outlining the use of bolsters will be available only for providing additional length. Bolster for added width will not be permitted. An addition MTR will be added to the solicitation.

Question 2:

B.4 / 1.0 Pg 12 MTR18; Invacare bed mounted trapeze has a safe working load of 168 lbs. per the IEC60601-2-52 requirement. However, we know that the trapeze is not intended to support the full weight of the patient, so the patient weight could be 250lbs with a max load on the trapeze of 168lbs (2/3 patient weight). When they ask for a “weight capacity of 250lbs”, are they referring to the patient weight, or safe working load of the Trapeze.

Response: The MTR as been changed to read as follows:

MTR 18a: Overhead Trapeze (Advanced Electric Bed Frame) (Trapeze must integrate with bed frame trapeze mount). The trapeze must support proper usage by the patient up to 400 pounds.

MTR 18b: Overhead Trapeze (Basic Electric Bed Frame) (Trapeze must integrate with bed frame trapeze mount). The trapeze must support proper usage by the patient up to 350 pounds.

Question 3:

Attachment 9. Do you have the ability to either raise price if a significant event happens like COVID or Tariffs that significantly increase material costs?

Response: FAR Clause 52.216-2 Economic Price Adjustment – Standard Supplies (NOV 2021) has been added to the solicitation.

Question 4:

Attachment 9. Since the agreement is one year with 4 one year renewals is there the ability to increase price each year and how is that done on the attachment. There is not a place to allow for small annual price increase to match inflation.

Response: Contractors can show escalation in proposed pricing for the option periods but a fair and reasonable determination will still be made on all proposed pricing for all option periods.

Question 5:

MTR 7, 8, 9, 10 What will be the technical and clinically requirements of the air mattress? Since this item has clinically benefits how will the air mattress be evaluated by manufacturer. Air mattress capability and specs are very different based on manufacturer.

Response: The VA’s expectation is for contractors to tell the VA the technical benefits of their proposed standard/dynamic mattress as part of the product literature and/or the proposal itself.

Question 6:

1A. The solicitation is set-aside for small businesses under NAICS code 339113 without a waiver of the nonmanufacturer rule. This means VA can only accept products that are manufactured by small businesses. According to SBA regulations and case law, to be considered the manufacturer of a product, a firm must use its own facilities and personnel to perform the primary manufacturing activities. A firm that simply provides quality control, design, or specifications, or does not have its own manufacturing facility, does not qualify as the manufacturer under SBA’s rules. SBA looks at the value the firm adds to the end item through its role in the manufacturing process and the concern’s technical capabilities, plant, facilities, production or assembly line processes, packaging and boxing operations, labeling of products, and product warranties. A firm that subcontracts all or most of the manufacturing operations to another company is not the manufacturer under SBA regulations. These requirements are found in 13 C.F.R. 121.406 and SBA case law. Based on SBA’s requirements to qualify as a manufacturer, we have the following questions: 1A. Did VA’s market research indicate that at least two small businesses will manufacture the products sought by this procurement using their own facilities and personnel?

Response: There is not a Non Manufacturer Waiver in place for this requirement. To qualify as a small business concern for a set-aside contracts, the small business must either:

· Manufacture the product itself.

· A small business supplies a product manufactured by another small business, if it is a nonmanufacturer.

A manufacturer is defined as a business that, with its own facilities, performs primary activities in transforming inorganic or organic substances, including the assembly of parts and components, into the end product being acquired. The VA market research shows there are multiple small business manufacturers or small businesses that provide the product of a small business manufacturer for this requirement.

Question 7:

How will VA evaluate the role of the small business offeror in the manufacturing process to confirm the small business qualifies as the manufacturer of the product and is not outsourcing the manufacturing to another firm that is not a small business? VA should revise the solicitation to require offerors claiming to be a small business manufacturer to state in their proposal whether they have their own manufacturing facility or if they outsource the manufacturing to another firm. The solicitation should also require offerors claiming to be a small business manufacturer to describe in their proposal how their personnel are involved in the manufacturing process.

Response: The VA will add additional language to the solicitation that will require the submitter of the proposal to provide documentation that they are a manufacturer of the submitted product or a small business providing the product of a small business manufacturer.

Question 8:

Given the likelihood that all or most of the competitive products for this procurement are not made by small businesses, VA should reconsider its market research and decision to set-aside this procurement for small businesses. Keeping the current set aside without a waiver of the nonmanufacturer rule means the competition cannot include any products that meet the MTRs but are not manufactured by small businesses. To maximize competition and ensure that small businesses are able to comply with SBA’s requirements, VA should either issue this procurement on an unrestricted basis or it should pursue a waiver of the nonmanufacturer rule to permit products made by large businesses. In an unrestricted solicitation, VA could maintain the Trade Agreements Act requirements (which do not apply to small business set-asides) and VA could utilize a tiered evaluation structure or otherwise provide evaluation credit for offerors that qualify as a small business and sufficiently demonstrate in their proposal that they are the manufacturer of the products using their own facilities and personnel.

Response: The VA will continue to issue this requirement as a small business set-aside.

Question 9:

Requesting FFP pricing for five years without any EPA clause poses challenges. Commercially, one-year pricing is standard. Did market research confirm that five-year FFP pricing is commercially used? If not, this approach may not comply with FAR 12 acquisition standards. Adding the VA EPA clause would help share inflation risk; if too complicated, reducing the contract term to one year is advisable.

Response: Contractors can show escalation in proposed pricing for the option periods but a fair and reasonable determination will still be made on all proposed pricing for all option periods. FAR Clause 52.216-2 Economic Price Adjustment – Standard Supplies (NOV 2021) has been added to the solicitation.

Question 10:

B.4 Product Description, 1.0 Introduction, 1. Requirements IEC Standard 60601-1-11 Edition 1.0: 2010 Medical Electrical Equipment has been replaced with a newer version, dated 2015. Should the newer version be referenced?

Response: The newer version will be updated in the RFP with the date of 2015.

Question 11:

Page 70, Para. 2, "the total price for the base year and all options for the total price of the basic requirement." Is the "basic requirement" the total price for all products listed in the Pricing Schedule? Or a subset of the products focused on the Bed Frames only?

Response: The total price will consist of the pricing for the beds frames, mattresses, and identified accessories. Your submitted unit prices will be multiplied by the proposed quantities. The quantities are for evaluation purposes only but are based on historical data.

Question 12:

Page 69, Socio-Economic Considerations. What is the "full evaluation credit"? Is it a factor applied to price? How will the SAC define and use this 'credit' in its evaluation?

Response: As part of the evaluation factors, Socio-economic is used in conjunction with Technical, Past Performance and Pricing to determine the “Best Value” for the VA. The Socio-economic factor can be used in a subjective manner whereby, if all other factors are equal or close in nature, a contracting officer can use the “Full Evaluation Credit” verses “Partial Credit” verses “No Credit” as a discriminator in making an award to a contractor receiving Full Evaluation Credit over a contractor receiving “No Credit”.

Question 13:

Attachment 9 vs MTR 7,8,9,10; If multiple options are available under a given MTR, how should a Bidder submit the options for consideration? Is only one product per Item Number allowed?

Response: The VA is looking for the best single option. Submit your single option that would meet the requirements of the VA. If a company has multiple options to meet a requirement that the VA is requesting, it is that company’s business decision to determine which single item to present in response.

Question 14:

Section 1.0 / MTR 16 Is Battery backup required for both Bed Frames? Or only on the Advanced frame? Is this an optional accessory as it is not included in the MTR's?

Response: Battery Back-up will be for both bed frames. See updated MTR 16.

Question 15:

Pg 6/Paragraph 2 vs. Pg 13/Paragraph 3, Please clarify delivery locations. Specifically, to what locations are Standard (included in pricing), Expedited and Emergency delivery expected? And for all other locations are freight and delivery charges to be quoted at the time of request?

Response: Standard delivery will be to the ordering medical center or to the identified DME. Deliveries on a medical emergency basis to a Veterans home will have a delivery costs and set-up cost that will be negotiated with the medical center at the time of the order.

Question 16:

Page 12, section 1.0, MTR 12, Is minimum clearance height at patient egress height? What is the preferred low height range?

Response: According to the MTR, beds have to be able to come down to a min of 5 inches above the ground.

Question 17:

Page 12, section 1.0, MTR 20; Is there a preference for Roll-Any-Height vs. Roll-In-Low, and the minimum number of casters?

Response: Roll-Any-Height is recommended. Convenience for caregivers as beds can be rolled without repositioning. Minimum of Four total wheels/casters to allow for bed to be moved via rolling – must have a minimum of 2 wheels/casters that lock to ensure safety and prevent bed movement when locked in place.

Question 18:

Solicitation No. -R0011, Page 6 and Page 13, Please confirm the requirement is only to include freight to VAMCs and designated DME providers, and NOT to patient homes. Ship To and Mark For' states "to various VHA locations and patient homes . . ." Later in B.4, on Page 13, a. Government Participants, the requirement states "the Contractor shall provide uninterrupted delivery . . . of beds . . . directly to VA Medical Centers (VAMC) or Durable Medical Equipment (DME) provider . . ." Should the requirement be to provide freight inclusive pricing to patient homes, this will have a significant impact on pricing since the pricing sought is freight inclusive.

Response: Standard delivery will be to the ordering medical center or to the identified DME. Deliveries on a medical emergency basis to a Veterans home will have a delivery costs that will be negotiated with the medical center at the time of the order.

Question 19:

Sol. No. -R0011, Page 13, Will the VA be providing a list of the DME's and their addresses to allow bidders to calculate costs to which deliveries of equipment should be made? Please provide addresses and shipping requirements for the DME's in Alaska, Hawaii, and Puerto Rico. Or alternatively, the addresses and shipping requirements for the Ports of Exportation for Alaska, Hawaii, and Puerto Rico.

Response: The VA will not be providing a list of DMEs. DMEs are determined at the local medical facility level.

Question 20:

Sol. No. -R0011, Page 8, Under 1. Requirements, the requirements seem to begin with "Bed must meet IEC standard 60601-1-11 . . ." and there are multiple requirements listed in the paragraphs starting with "Key Elements of IEC 60601-2-52 Bed Standard" and then more requirements thereafter starting with "Description of Electric Hospital Bed". Should each item mentioned in these paragraphs, referring to the "Description" and "Key Elements of IEC 60601-2-52 Bed Standard" sections be addressed in Attachment 6 - Cross Reference Index? To ask another way, should only MTRs 1-25 be addressed in Attachment 6 - Cross Reference Index?

Response: Please list in the Attachment 6 – Cross Reference Index where your product meets the standards as identified on page 8, paragraph “Product Identification and Minimum Technical Requirements (MTR’s) Beds for Home Issuance”.

Question 21:

Solicitation No. -R0011, Page 6 and Page 13; Referencing Question 13 above, if the VA's requirement is that the Contractor will be responsible for providing freight and delivery to patient homes, is on-site assembly to be included in the product pricing as well? Or will on-site, in-home delivery and assembly be charged separately?

Response: Standard delivery will be to the ordering medical center or to the identified DME. Deliveries on a medical emergency basis to a Veterans home will have a delivery costs and setup that will be negotiated with the medical center at the time of the order.

Question 22:

Solicitation No. -R0011, Page 56, Para. d. The NAICS code listed is "336991". Is this the correct NAICS code for this requirement? Or should 339113 be used?

Response: The correct NAICS code is 339113 and the solicitation will be corrected.

Question 23:

Sol. No. -R0011, Page 59. Are only the MTR's listed in the table beginning on page 60 to be validated through literature review? Do any of the requirements listed in Paragraph form need to be specifically identified or highlighted in the literature?

Response: The MTRs and IEC Key elements will be reviewed against the product literature during the Phase I evaluation.

Question 24:

Sol. No. -R0011, Page 68. Delivery - Will the VA be providing the list of 'designated contracted durable medical equipment providers' within the fifty states for freight calculation and pricing purposes?

Response: The VA will not be providing a list of DMEs.

Question 25:

Attachment 6 - Cross Reference Index. Do only MTR's 1-25 need to be listed and identified in the Literature and included in the Cross Reference Index?

Response: The MTRs and IEC Key elements will be reviewed against the product literature during the Phase I evaluation.

Question 26:

Attachment 8 - Past Performance; The Past Performance Questionnaires are four pages long. Are they excluded from the Past Performance volume page limit?

Response: Yes, the completed Past Performance Questionnaires will be sent to the VA from the identified customer completing the PPQ. The completed PPQs should not be submitted as part of the Past Performance volume.

Question 27:

Attachment 9 - Pricing Schedule For Item Number 0001 - Please specify which MTR's are required to be priced with this bed frame? For example, for the purposes of pricing Item Number 0001, should contractors include MTR's 1B, MTR 3, MTR 4, MTR 5, MTR 6, MTR 11, MTR 12, MTR 13, MTR 14, MTR 15, MTR 16, MTR 17, MTR 19, MTR 20, MTR 21, MTR 22, MTR 23, MTR 24 and MTR 25?

Response: All the referenced MTRs are in support of the bed frames. Your bed frames will be in-line with the MTRs.

Question 28:

Attachment 9 - Pricing Schedule, For Item Number 0002 - Please specify which MTR's are required to be priced with this bed frame? For Example, for the purposes of pricing Item Number 0001, should contractors include MTR's 1B, MTR 3, MTR 4, MTR 5, MTR 6, MTR 11, MTR 12, MTR 13, MTR 14, MTR 15, MTR 16, MTR 17, MTR 19, MTR 20, MTR 21, MTR 22, MTR 23, MTR 24 and MTR 25?

Response: All the referenced MTRs are in support of the bed frames. Your bed frames will be in-line with the MTRs.

Question 29:

Attachment 9 - Pricing Schedule; For Item Number 0003 - Mattress Static/Reactive (Standard Width and Length) - Which MTR's and Descriptions are required in this line item? MTR 7 lists "Pressure Redistribution Mattress (multi-layered foam, gel, air, or any combination thereof) as possible materials. Page 10, includes two paragraphs applicable to this Item Number, Description of Pressure Re-Distribution Support Surface, and Description of Static Mattress. How will a foam mattress be compared to a low air loss or gel mattress/surface? Does the VA have a preference for this line item? How will gel be compared to foam in order to create an apples to apples comparison?

Response: It is the Contractor’s business decision to decide what mattress they are to present to the VA as part of this requirement. The VA will always determine what is in the best interest of the VA based on the evaluation factors that include technical performance, Past Performance, Socio-economic and price. All these factors will be used to determine the “Best Value” for the VA.

Question 30:

Page 21, Section C.1 52.212-4 Contract Terms and Conditions (a) Inspection/Acceptance, How are repairs to be conducted? Will the Bidder be required to repair the equipment on site or will on-site repairs be conducted by the DME? How will repairs be quoted and paid for by the VA? How will training of the repair personnel at the DME's be conducted?

Response: Beds that are still under warranty will be the responsibility of the contractor to make repairs. Those repairs could be done by the DME but the contractor will be responsible for reimbursement to the DME.

Question 31:

Page 9, Section 1, Description of the Electric Hospital Bed How will the evaluators evaluate the portability and ease of delivery of the bed frames to the Veterans home?

Response: Delivery of a bed to a Veterans home will not be the normal process and would only be done in emergency situations. Any delivery cost related to delivery to a Veterans Home, will be negotiated with the ordering medical center as part of a separate costs.

Question 32:

Page 12, MTR 15, Electric Power Plug, Please confirm bed frames that meet IEC/UL IEC 60601-1-11 Edition 1.0:2010 standards will be accepted.

Response: The solicitation as been updated to reference IEC/UL IEC 60601-1-11 Edition 1.0:2015. Bed frames will need to be in-line with that standard.

Question 33:

Page 65, MTR 12 inspection, bed clearance and patient lift reference; Best practice for superior beds offering best in class fall prevention management would incorporate heights that allow lifts to pass, even at their lowest level. Will an egress height evaluation be evaluated for MTR 12 for all beds and bed heights?

Response: Yes, as part of the physical evaluation, evaluators will demonstrate egress from beds at different heights.

Question 34:

MTR 1a, We would like to seek clarification regarding MTR 1a, which specifies that the Advanced Electric Bed Frame must have the ability to adjust both length (up to at least 84 inches) and width (up to at least 42 inches) while accommodating bed side rails. From our experience in the homecare bed industry, adjustable-width beds are fundamentally designed for institutional settings, not homecare environments. Unlike hospitals or nursing facilities, where a single bed may need to accommodate multiple patients over time, homecare beds are selected and sized for individual patient use, making width adjustability unnecessary and potentially unsafe. Would the VA accept fixed-frame beds in 36”, 42”, and 48” widths as a compliant solution rather than requiring width adjustability? Would the VA consider allowing bed width and length adjustments via attachable extensions rather than requiring a telescoping platform, given the entrapment and structural risks involved?

Response: The VA will stay with the requirement for an adjustable bed. It is the contractor’s determination whether that bed is adjustable by using attachable extensions or using a telescopic platform.

Question 35:

MTR 6, We would like clarification on the bed rail requirements outlined in MTR 6, which states that the bed must be able to accept full rails, 3/4 rails, or a half/split rail combo for both sides. Does this mean the bed must be capable of accommodating all three configurations, or would compliance with two of the three be acceptable? We also noticed that the pricing attachment does not include a CLIN for 3/4 rails, even though they are specifically mentioned in MTR 6. Can you confirm whether 3/4 rails are required for this solicitation? If so, will a CLIN be added to the pricing attachment to allow for proper pricing submission?

Response: All beds must be capable of attaching Full Rails, ¾ Rails, and Half Rails. Attachment 9 – the pricing schedule will be updated to show the 3 options.

Question 36:

MTR 7,8,9,10 We are seeking clarification regarding the mattress requirements outlined in MTRs 7–10, specifically regarding whether both static and dynamic mattresses must be offered or if one type is sufficient. The language states “Mattress Static or Dynamic” but the pricing attachment includes CLINs for both types, suggesting that both may be required. Can you confirm whether offerors must provide both static and dynamic mattresses for each size category, or if an offer including only one type (static or dynamic) would be compliant? Additionally, MTRs 8–10 introduce the terms Static/Reactive and Dynamic/Active. Can you clarify how the VA defines “Reactive” versus “Active” in this context.

Response: MTRs have been updated to show changes to MTRs for Static and Dynamic mattress. See update in the solicitation.

Question 37:

Nonmanufacturer Rule/TAA pg 32; Our industry market research has identified some serious concerns with your proposed acquisition strategy. We believe that as a small business set-aside, the RFP must require BAA, and not TAA. That seems most likely to drastically reduce the possible small business offerors, since few if any provide the 55% domestic manufacturing content for beds. Since the number of manufacturing small business offerors that might be able to meet the RFP IEC and MTR requirements is already few, if any, we suggest you consider using the four-tier acquisition strategy as advocated by VA OSDBU. This would ensure that BAA applies to the first three tiers, while applying TAA for the fourth tier. This would also negate any need for an individual NMR waiver which would delay your urgent acquisition. This would still allow multiple awards at each tier while ensuring that all of your RFP requirements are fully met by this single acquisition strategy. Most importantly, it would prevent any delays in awards. We are concerned that many small businesses may not correctly certify as a small business given the lack of any individual NMR waiver and the applicability of BAA requirements—which also lack any current waiver.

Response: Market research shows that two or more small business are manufacturers and they have confirmed that they are manufacturers. OSDBU confirmed that a NMW is not required.

Question 38:

Volume III Socio-Economic Consideration pg. 53 "Context: The Socio-Economic Considerations evaluation process is unclear. Some solicitations use a tiered evaluation system, while others assign point-based advantages. Understanding how SDVOSBs, VOSBs, and non-SDVOSBs with subcontracting commitments will be scored is critical for offerors. Question:

Can the VA confirm whether the socio-economic evaluation will be based on a tiered approach (where SDVOSBs are prioritized first, followed by VOSBs, then small businesses with subcontracting commitments), or if it will use a point-based system? Additionally, if a tiered approach is used, how will price factor into the best-value determination when multiple SDVOSBs or VOSBs compete?"

Response: As part of the evaluation factors, Socio-economic is used in conjunction with Technical, Past Performance and Pricing to determine the “Best Value” for the VA. The Socio-economic factor can be used in a subjective manner whereby, if all other factors are equal or close in nature, a contracting officer can use the “Full Evaluation Credit” verses “Partial Credit” verses “No Credit” as a discriminator in making an award to a contractor receiving Full Evaluation Credit over a contractor receiving “No Credit”.

Question 39:

E.5 52.216-1 TYPE OF CONTRACT pg. 70. We would like clarification regarding the Fixed-Price with Economic Price Adjustment (EPA), Indefinite Quantity contract referenced in FAR 52.216-1. The solicitation states that the Government “contemplates” awarding with economic price adjustment, but it does not confirm whether this adjustment will be included in the final award. Given ongoing global economic uncertainties—including supply chain disruptions, tariffs, and inflationary pressures—would the VA confirm whether the awarded contract will definitively include an Economic Price Adjustment (EPA) clause?

Response: FAR Clause 52.216-2 Economic Price Adjustment – Standard Supplies (NOV 2021) has been added to the solicitation.

Question 40:

Attachment 9 Pricing Context: It is unclear whether bidding on all CLINs is mandatory for a proposal to be considered responsive. Some solicitations allow partial bidding, while others require a response to every CLIN to be considered for award. Can you confirm whether offerors are required to bid on all CLINs in the solicitation for their proposal to be considered responsive? If an offeror does not provide pricing for a specific CLIN, will the proposal be deemed non-compliant, or is partial bidding allowed?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattress, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 41:

Page 33 indicates that FAR 52.222–26, Equal Opportunity (SEP 2016) (E.O. 11246) is identified a clause that would be incorporated by reference into a contract resulting from this solicitation. E.O. 14173 issued on January 21, 2025, revoked E.O. 11246. Is FAR 52.222–26 in fact applicable to this acquisition?

Response: Yes

Question 42:

VOLUME IV – PRICE - Pg. 57. Why is there a drastic difference in purchases from FY 19 through FY 20 to FY 24? I understand we experienced COVID during FY 20 to FY23. But the demand for hospital beds, in my opinion should have increased during this time. Are there other factors that would explain such a large drop in volume?

Response: There were no other factors other than COVID during the time frame.

Question 43:

B.2 PAYMENT TERMS AND CONDITIONS - Section C Pg. 6. It states that the products shall be delivered to VHA location and to patient homes, applicable. Hospital beds are large products that require lift gates or other machines such as forklifts. Is the vendor allowed to charge more to a residential delivery to compensate for the additional services required?

Response: Delivery of a bed to a Veterans home will not be the normal process and would only be done in emergency situations. Any additional delivery cost related to delivery to a Veterans Home, will be negotiated with the ordering medical center as part of a separate costs.

Question 44:

B.2 PAYMENT TERMS AND CONDITIONS - Section C Pg. 6. Hospital beds require training for proper setup and evaluation. Shipping to residential addresses may not allow for proper setup. Can the government reconsider allowing this product(s) being shipped directly to the patient?

Response: Standard delivery will be to the ordering medical center or to the identified DME. Deliveries on a medical emergency basis to a Veterans home will have a delivery costs and setup costs that will be negotiated with the medical center at the time of the order.

Question 45:

MTR 9 and 10 - Mattresses - Pg. 11. Both MTRs state in the explanation that a bolster could be used. But both have a note at the end saying bolsters will not be acceptable. Can you please clarify if bolsters will or will not be acceptable?

Response: For the dynamic mattresses, the expectations are for one continuous mattress that will have the ability to actively provide alternating/intermittent pressure Redistribution to the Veteran. The use of a bolster will not be allowed for the dynamic mattress submission.

Question 46:

Volume 1 - Technical - Physical Evaluation - Pg. 54. Is the offeror expected to leave the samples fully assembled? Or is the offeror expected to leave the samples in whatever boxes the product ships in? Many homecare beds and accessories are packaged in multiple boxes and may require tools to assemble. As well as proper training is important to make sure assemble is correct.

Response: Under the Phase II Physical Evaluation, contractors will be provided instructions on the submission of their product for evaluation. Part of those instructions will include delivery and set-up/assembly of the submitted beds.

Question 47:

MTR 2a. Context: The solicitation requires that the Advanced Electric Bed must support a minimum patient weight of 400 lbs., including all bed components, while maintaining safe operation. However, for beds that extend to a minimum of 42 inches and up to 48 inches, a 400-lb weight capacity may be insufficient for the typical patients requiring wider beds. Patients who require bariatric-width beds generally exceed this minimum threshold, and a bed that barely meets 400 lbs. may not realistically serve its intended population safely and effectively. Question: Can the VA confirm whether the 400-lb weight capacity is intended to apply uniformly across all width configurations, including beds that expand to 42 inches and 48 inches? If so, has an analysis been conducted to determine whether a higher minimum weight capacity should be required for wider beds to ensure they are suitable for the intended patient population? Would the VA consider adjusting the requirement to align weight capacity with bed width, ensuring that beds designed for bariatric-sized patients meet an appropriate safety threshold?

Response: We are not trying to provide a bariatric bed in our advanced electric bed, but a bed that provides added flexibility to our clinicians to provide a bed in between a standard size bed and a standard size bariatric bed.

Question 48:

Page. 68 – Paragraph Delivery: Does the government expect the same shipping frame of 5 days for the OCONUS destinations?

Response: Yes

Question 49 Page. 68- Delivery / Pg. 13- Extent of Obligation, sub a: The government lists U.S. Territories (pg. 68) in Delivery paragraph and does not list U.S. Territories on Delivery requirements (pg. 13). Does the government intend to include U.S. Territories such as Guam, Samoa and U.S Islands as required locations?

Response: See the updated language for Delivery Requirements on Page 13.

Question 50:

Pg. 22 Electronic funds transfer (EFT) banking information. Does the government expect any of the purchases to be made with a government purchase card where the contractor will incur credit card charges?

Response: Yes, Credit card purchases can be made when the order is below the Simplified Acquisition Threshold ($10K).

Question 51:

Page 27 – c.3 52.216-19 Order Limitations (a) minimum order and page 28. Does this minimum purchase require the government to make each PO the minimum order amount of $2,500 or can their orders be less than $2,500?

Response: The Government is guaranteeing purchases of at least $2500.00 in relation to this contract in the base year. An individual order can be less than $2500.00.

Question 52:

Page 13: Purpose and Objectives, C: Contract effective date. Will the government be more flexible on the ramp up period to fill stock on a national scale? (45 days?)

Response: The current situation at the time of award will dictate.

Question 53:

Attachment 9. Pricing Schedule, UoM does not allow change Response: See the updated Attachment 9.

Question 54:

Attachment 9. Pricing Schedule, Does the Split rail UoM need to be priced as 4 units? 2 rails for each side of bed?

Response: Bed rails are priced as a set. Each side of the bed is a set of rails.

Question 55:

Attachment 9. Pricing Schedule, Are the bed rails priced as a pair instead of each?

Response: Bed rails are priced as a set. Each side of the bed is a set of rails.

Question 56:

Page 28: C.4 52.216-22 (c). Multiple destinations and multiple locations: Will the government consider removing the ordering facilities to have multiple destinations and ship to locations per purchase order as this causes difficulty with multiple requesters and receipt reports.

Response: No, 52.216-22 is a standard clause.

Question 57:

Attachment 9- Pricing Schedule. Does my proposal require all line items to be submitted to be evaluated?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 58:

N/A Will the government require the VA to provide a telephone number and POC for the ship to location as required now by most shipping carriers and causes delays in shipping and delivery timelines?

Response: All delivery information will be provided at the time of the order.

Question 59:

Page 48 (h). Multiple Awards Will the government award more than one manufacturer per line item?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 60:

Page 48 (h) Multiple Awards and Page 47 ( e ). Multiple Offers, Will the government award accessories and mattresses to different awardees if all offers are evaluated separately or all line items will be evaluated separately?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 61:

Volume III, page 55-56; How much of this contract must be performed by the Prime and how does a company calculate how much of the contract is being sub-contracted out?

Response: Keep in mind that this is a Small Business Set-aside. There is no non-manufacturer waiver in place. So, award will be made to a small business manufacturer or to a small business distributor that provides the product of a small business manufacturer.

Question 62:

Page. 55, VOLUME III – SOCIO-ECONOMIC CONSIDERATIONS, (1). Does the credits equal a price concessions and if so, is it known what the % credit would be?

Response: The credit does not equal any price concession. As part of the evaluation factors, Socio-economic is used in conjunction with Technical, Past Performance and Pricing to determine the “Best Value” for the VA. The Socio-economic factor can be used in a subjective manner whereby, if all other factors are equal or close in nature, a contracting officer can use the “Full Evaluation Credit” verses “Partial Credit” verses “No Credit” as a discriminator in making an award to a contractor receiving Full Evaluation Credit over a contractor receiving “No Credit”.

Question 63:

Page 55-57. Would Volume III or Volume V be where one submit details about sub-contracting plans for this contract and what exact details do I need to include in this plan to comply with contract limitations?

Response: The subcontracting plan will be submitted as part of the Volume V.

Question 64:

Page 55, SDVOSB Concerns. What are ways an SDVOSB can show value beyond order processing and how is this calculated?

Response: As part of the evaluation factors, Socio-economic is used in conjunction with Technical, Past Performance and Pricing to determine the “Best Value” for the VA. The Socio-economic factor can be used in a subjective manner whereby, if all other factors are equal or close in nature, a contracting officer can use the “Full Evaluation Credit” verses “Partial Credit” verses “No Credit” as a discriminator in making an award to a contractor receiving Full Evaluation Credit over a contractor receiving “No Credit”.

Question 65:

Attachment 9- Pricing Schedule. In the governments best interest for simplicity in ordering and so that the government can evaluate each group and requirements separately, would the government propose to structure the Attachment 9 pricing file as:

GROUP/CLIN1: advance bed, rails fitting that bed, trapeze for that bed;

GROUP/CLIN2: basic electric bed, rails fitting that bed, trapeze for that bed;

GROUP/CLIN 3: Mattresses all sizes Response: No

Question 66:

VOLUME V, page 57 In protecting the government’s interest in companies that are not sustainable to perform the requirements of the contract, can the government require proposals to supply the government with information on the internal (not outsourced or subcontracted) logistical and financial capabilities to fulfill contractual obligations including delivery, inventory, warehouses and personnel?

Response: No

Question 67:

Attachment 9- Pricing Schedule. The way the pricing file is structured requires a proposal to bid for each item number listed. Can a small business supply a bid for the basic electric bed frame, rails and accessories to be evaluated independently from the advanced electric bed frame?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 68:

Block 10; C.10; E.1. The solicitation indicates that the acquisition is a total small business set-aside (pages 1, 31, and 50) and that FAR 52.225–5, Trade Agreements (NOV 2023) is the applicable country-of-origin standard (page 34). If the contracting officer receives no acceptable offers from responsible small business concerns for Trade Agreements Act-compliant products, will the total small business set-aside be withdrawn and the acquisition resolicited on an unrestricted basis?

Response: A different acquisition strategy would be reviewed if necessary.

Question 69:

Block 10; C.10; E.1 (page 50); What, if any, waivers of the total small business set-aside apply to this acquisition and how would such a waiver factor into the VA's evaluation of offers?

Response: There is no non-manufacturer waiver in place. So, award will be made to a small business manufacturer or to a small business distributor that provides the product of a small business manufacturer.

Question 70:

C.10. What, if any, waivers of the Trade Agreements Act compliance requirements apply to this acquisition and how would such a waiver factor into the VA's evaluation of offers?

Response: There is no waiver to the TAA compliance.

Question 71:

MTR’s 8, 9, and 10. MTR’s 8, 9, and 10 mention no use of “bolsters”. Can you please define what you mean by the word bolster? Bolster can mean a mattress with a raised perimeter, but I think what was meant by “bolster” is a mattress gap filler. Please define what the actual meaning of bolster is? and refer to the history number of what?

Response: MTR 21 has been added to define Bolster. See the updated list of MTRs.

Question 72:

MTR 16. States that during the technical review (phase 2) the battery backup must perform all the movements simultaneously (meaning bed deck, head, and foot must all move simultaneously at the same time while using the battery backup). Can you separate this MTR to read differently for beds 1A and 1B? The advanced electric bed (1A) would have a robust battery back up that could move all the functions simultaneously, but (1B) basic electric bed would have a simple battery back up that could move all parts, but one at a time, not all simultaneously.

Response: MTR 16 has been updated to take into consideration the comments provided by the contractor.

Question 73:

MTR 18 ; MTR 18 states a trapeze weight capacity of 250. Trapeze bars for beds 1A and 1B should have different safe working weight load limits. Can this MTR be different for advanced bed 1A and basic bed 1B? 1A could have a trapeze that would support a weight load limit of 250 pounds. 1B could be a weight load limit of 200 pounds.

Response: The MTR as been changed to read as follows:

Overhead Trapeze (Advanced Electric Bed Frame) (Trapeze must integrate with bed frame trapeze mount). The trapeze must support proper usage by the patient up to 400 pounds.

Overhead Trapeze (Basic Electric Bed Frame) (Trapeze must integrate with bed frame trapeze mount). The trapeze must support proper usage by the patient up to 350 pounds.

Question 74:

Past Performance, page 68 How will past performance be evaluated or will it be a recommend or do not recommend box. Are there different levels of ratings or rankings for past performance?

Response Past Performance will be rated as High Risk, Moderate Risk, Low Risk, or Neutral if the contractor has no relevant or recent Past Performance.

Question 75:

E.3 52.212-1 Section B (h) Multiple Awards, Is the award basis ‘all-or-nothing’ or may multiple offerors be awarded differing items (ie. Vendor A is awarded foam mattresses, Vendor B is awarded Low Air Loss systems, etc.)? If so, is there a maximum number of offerors who be awarded?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 76:

E.3 52.212-1 Section B (h) Multiple Awards May multiple offerors be awarded the same item, in different VISNs, based upon warehouse location (ie lead time)?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 77:

MTR 1a MTR 1B; Is it required for the awarded sleeping surfaces (mattresses) and bed (frame) to be from the same OEM?

Response: No

Question 78:

52.212-1 E.4 Volume I, Will equipment currently on an FSS Contract be considered more than equipment not currently listed on an FSS Contract?

Response: No

Question 79:

C.5 52.217-9 If the options are selected, will the awarded offeror have an opportunity to adjust proposal pricing in times of national emergencies (e.g. pandemic)?

Response: FAR Clause 52.216-2 Economic Price Adjustment – Standard Supplies (NOV 2021) has been added to the solicitation.

Question 80:

52.212-1 E.4 Volume I; Can a small business bidding with more than 1 bed manufacturer in each category be allowed to do so?

Response: Keep in mind that this is a Small Business Set-aside. There is no non-manufacturer waiver in place. So, award will be made to a small business manufacturer or to a small business distributor that provides the product of a small business manufacturer. As long as your bed manufacturer is a small business, your submission can come from different small business manufacturers.

Question 81:

E.3 52.212-1 Section B (h) Multiple Awards; Can small business be awarded just one category? Meaning just bed 1A with mattress, or bed 1B with mattress, etc.

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 82:

E.3 52.212-1 Section B (h) Multiple Awards Can multiple small businesses be awarded category 1A or 1B, and or mattresses?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 83:

Award Will only one bed from each category 1A and 1B be awarded? Or will there be multiple beds awarded for each category?

Response: The Governments primary intention is to award 1 contract to a single contractor that can provide both bed frames, all mattresses, and all accessories. But, the government does reserve the right to award a single contract to 1 contractor for the advanced bed along with their submitted mattresses and accessories and a second contract to a different contractor for the basic bed along with their submitted mattresses and accessories if it is determined to be in the government’s “best interest” to do so.

Question 84:

52.212-1 E.4 Volume II, Past performance will be ranked second for basis of award to small Question business. What type of past performance will be ranked highest? ie. national contracts, business with government facilities, sales via FSS/ECAT. Etc.

Response: Past Performance showing national contracts or large contracts showing comparable services could result in a Low Performance Risk rating for the proposal. Ultimately, performance on any submitted contract will be the driving factor for the final f performance risk rating.

Question 85:

C.10 52.212-5; Considering the benefit of sourcing American made goods, will any special consideration or preference be given to offers that are BAA compliant?

Response: No

Question 86:

B.3 BUSINESS ASSOCIATE AGREEMENT The clause states "When the Government engages the services of contractor to create, receive, maintain, or transmit individually-identifiable health information on its behalf, the contractor becomes a business associate under HIPAA". What type of individually-identifiable health information would be applicable if the beds would be drop shipped to homecare hub or distributors?

Response: There is always a chance that Veteran health or privacy information could be made available on a order. This could be seen in the case of an order being done on an emergency basis and the delivery being made to the Veterans home.

Question 87:

"1.0 INTRODUCTION

1. REQUIREMENTS" Was a basis of design considered in drafting the solicitation?

Response: No, the design is left to the contractor to meet the MTR.

Question 88:

"1.0 INTRODUCTION

1. REQUIREMENTS" Which MTRs are applicable to each CLINs?

Response: All the referenced MTRs are in support of the bed frames, mattresses, and accessories.

Question 89:

Are HME providers expected to deliver or set up the advanced electric bed frame in a Veterans home?

Response: Standard delivery will be to the ordering medical center or to the identified DME. Deliveries on a medical emergency basis to a Veterans home will have a delivery costs and setup costs that will be negotiated with the medical center at the time of the order.

Question 90:

Phase II Physical Evaluation What is the anticipated date of the sample / physical evaluation?

Response: It is hard to say when the Phase II evaluations will start but those contractors that move on to Phase II will be provided notice and instructions at least 14 days before the start of the Phase II evaluation.

Question 91:

B.