S05_Questions and Answers for Combined Synopsis Solicitation Notice 36C10X24Q0221 Final.pdf

Questions for Combined Synopsis/Solicitation Notice 36C10X24Q0221

1. RFQ p3 - "The ordering period is for one 12-month base year with four 12- month option years. Delivery is FOB destination. Firm-Fixed Price Orders will be placed against this contract in writing and will provide the delivery locations, delivery dates, and exact quantities."

• Does the government plan to stagger the orders throughout the base year?

For example, 5 or 6 units per month for a total of 68. Or is it anticipated the government will want to procure all 68 units early (for example, during the first 3 months of the contract)?

Yes, the government plans to stagger the orders throughout the base year. The orders will be placed individually by each facility as needed. There is no set quantity per month or frequency for orders.

2. Salient Characteristics (p6 of RFQ)

• "Must be Portable Unit (4 Wheels for easy maneuverability)" - a best practice here is for the unit to disconnect from the power supply prior to mobility to avoid patient injury and caregiver tripping on the cords. Please confirm the unit need only be mobile and does not require power disconnect prior to maneuvering.

The unit should be easier maneuverability so that the patient can easily relocate to a different location if needed. Therefore, power must be disconnected prior to maneuvering.

• "Must have a Fluid Temperature Range of: 23ºF-86ºF (-1°C to -30°F)"Should "-30F" be "-30C"?

That is an error, SC4 should read “Unit must function within the Fluid Temperature Range of +30.2°F to -22°F (-1°C to -30°C).

c. Also, regarding the range in the prior question. This is an extraordinary range.

• Just confirming the 109 degree Fahrenheit range (+23 to -86) as world-class scalp cooling systems have temperature sensors and alarms which keep the unit within a tolerance of a few degrees. Is this 109 degree Fahrenheit range accurate?

See question 2 - That is an error, SC4 should read “Unit must function within the Fluid Temperature Range of +30.2°F to -22°F (-1°C to -30°C)

3. Attachment D, p13:

• Should the total for CLIN 0002 be $185.40 ($46.35 x 4) or is there another factorial in this calculation we should be aware of when we provide pricing?

CLIN 0003 - 0005 – Unit measure is box so please price per unit measure (box).

Based on example above, it would be $46.35.

4. Attachment A ("Price Cost Schedule")

• Could you detail how pricing will be evaluated? Below are some more specific questions.

• Will the VA be utilizing a comparative scoring system? For example, if Vendor A proposes $1.00 and Vendor B proposes $1.10, would Vendor A receive 5 points and Vendor B receive 4.5 points (representing the 10% differential)? If not, please explain how pricing will be evaluated.

• Attachment A has 5 line items. Will each be evaluated separately? Will the 3 nearly identical line items (0003-0005) be aggregated into one since the pricing will likely be identical? Is there any weighting to the line items based on total line item cost? For example, line item 0001 will be likely be 3x+ line item 0002 and line item 0002 will likely be 2x+ line items 0003- 0005).

For the FFP tasks/line items, the Government will evaluate price by adding the total of all FFP line-item prices, including all options, and optional tasks. The total evaluated FFP will be that sum.

I have been reviewing the solicitation and working with Cooler Heads to answer the SC questions and we noticed that SC4 states the scalp cooling system “Must have a Fluid Temperature Range of: 23ºF- 86ºF (-5°C - 30°F)”

• The first thing I noticed was the -30°F. I believe this should be -30°C based on the user manual I have for the Amma Scalp Cooling System.

That is an error, SC4 should read “Unit must function within the Fluid Temperature Range of +30.2°F to -22°F (-1°C to -30°C)

• The second thing I noticed was the actual Fluid Temperature Range stated it had to be 23ºF- 86ºF (-5°C - 30°F). However, based on the Amma Scalp Cooling System user manual the Fluid Temperature Range is “Between - 1°C - 30°C, whereby -1°C is therapeutic temperature.”

That is an error, SC4 should read “Unit must function within the Fluid Temperature Range of +30.2°F to -22°F (-1°C to -30°C).

• Are the temperatures ranges listed in the solicitation based off the Amma Scalp Cooling System or were these ranges pulled from a combination of different Scalp Cooling Systems?

This range was develop using information from a combination of different scalp cooling systems.

• If the Scalp Cooling System does not meet the minimum requirements listed for the Fluid Temperature Range does this disqualify a proposal?

The unit must meet the requirements to be considered.