Attachment I_Questions_Government Response.xlsx
XLSX spreadsheet 13 KB Posted
- Solicitation number
- 36C10X27R0004
About this file
This file is a Government Response to Industry Questions document addressing clarifications for solicitation 36C10X27R0004, an RFP for NX EQ Image-Guided Surgical Navigation Systems issued by the Department of Veterans Affairs Strategic Acquisition Center Frederick. The solicitation is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and procures new OEM equipment only, with delivery on an FOB Destination basis to locations identified in individual orders. Key clarifications provided include: an SBA class waiver of the Nonmanufacturer Rule applies to NAICS code 334510 for SDVOSB compliance; Authorized Distributor Letters must be OEM-certified, dated within 30 days of proposal submission, valid for the entire contract period including all four option years, and should identify the specific solicitation number and full scope of proposed deliverables; the omission of "SC7" from the Salient Characteristics numbering is a typographical error with no substantive requirement dropped; pricing examples contained illustrative errors but the actual Price/Cost Schedule (Attachment A) formulas control pricing calculations; the $25-per-item shipping fee cap for instruments and accessories applies to CLIN unit prices and must be embedded along with the 3% SLA fee; offerors should propose delivery lead times by CLIN in the provided schedule; and the BAA (Business Associate Agreement) process occurs post-award with no pre-award execution required, though OEM installation and service personnel requiring VA information system access must complete VA training, sign Rules of Behavior, and comply with background investigation requirements. The document further confirms that controlling solicitation documents are those posted to SAM.gov under solicitation number 36C10X27R0004, with amendments posted to SAM.gov only.
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Questions for CO Attachment I- Template for Industry Questions
| Item (Add rows as needed) | RFP Section (A,B,C,D,E) | Document (PD, RFP Attachment A, Quote Submission Instructions, etc.) | RFP Page | paragraph/ section | Question for Contracting Officer | Government Response |
| example | C-Contract Clauses | Clause C.1 | 148 | 1 | Describe Question Here | |
| 1 | C | Attachment C | See clause table | FAR 52.219-33 | Please identify any applicable SBA class or individual nonmanufacturer-rule waiver for this acquisition and the covered products. If no waiver applies, please confirm how an SDVOSB nonmanufacturer proposing the named OEM system is expected to demonstrate compliance with the incorporated clause. | An SBA class waiver of the Nonmanufacturer Rule applies to NAICS code 334510, Electromedical and Electrotherapeutic Apparatus Manufacturing. |
| 2 | D | Attachment D | 3 | Volume I / OEM authorization | Please confirm the required scope and duration of the OEM authorization letter, including all four option years, and whether the authorization must expressly name solicitation 36C10X27R0004 and cover installation, service, training and all listed accessories. | Per Attachment D, Section D.1(A)(5), Volume IV requirement (item g), the Authorized Distributor Letter must be certified by the OEM, dated within 30 days of proposal submission, and valid for the entire period of performance of the resultant contract. The authorization letter should identify solicitation number 36C10X27R0004 and should cover the full scope of what the offeror is proposing to deliver under the contract. |
| 3 | B | Attachment B | 5–6 | Salient characteristics table | The salient-characteristics numbering skips SC7. Please confirm that no requirement has been omitted and identify any correction. Please also specify the evidence and interface standard required to demonstrate VA EHR interoperability under SC10. | The omission of "SC 7" from the numbering in Attachment B is a numbering/typographical error; no substantive salient characteristic was dropped. Offerors should continue to address all listed salient characteristics (SC 1–SC 6 and SC 8–SC 10 as currently numbered) in their Technical Volume and complete the Salient Characteristics Table referencing the proposal page(s) where compliance is demonstrated. Regarding SC 10, offerors should describe, at a minimum, the method(s) by which the proposed system exchanges or integrates patient data with VA's EHR environment and provide supporting literature or documentation demonstrating this capability. |
| 4 | D | Attachment D | 8 | Price example | The price example adds $1.35 SLA to $45.00 to produce $46.35, but the extension appears to use $46.25. Please confirm that $46.35 x 4 = $185.40 and the corresponding total of $309.00 are the intended arithmetic, and that Attachment A formulas control pricing. | This is a typographical error in the illustrative example at Attachment D. This was illustrative only; it does not change the pricing methodology. As stated in Attachment D, Section D.2.C.3, the Price/Cost Schedule (Attachment A) and its built-in formulas govern actual price calculation and evaluation — offerors should ensure their submitted Attachment A reflects accurate unit prices with the 3% SLA fee embedded and extended correctly to two decimal places, per the stated rounding requirements. |
| 5 | B | SF1449 and continuation | 8–9 | B.7 delivery / B.10 shipping | Please clarify how the $25-per-item shipping cap for instruments/accessories applies to OCONUS orders, multi-item shipments and FOB destination pricing, including whether all freight and the 3% SLA must be included in the offered CLIN prices. | Per Section B.10, the $25.00 per-item shipping fee cap for Instruments and Accessories applies to shipments made through a qualified third-party carrier and is intended to be embedded in the CLIN unit price. Under FOB Destination, the contractor bears responsibility and cost for delivery to destination, and all transportation costs — up to the stated cap for instruments/accessories — are to be reflected in the offered unit price rather than billed as a separate line item. All CLIN prices, inclusive of any allowable shipping cost and the 3% SLA fee, must be fully burdened/embedded into the unit price. |
| 6 | B | SF1449 and continuation | 8 | ARO delivery | The solicitation states that contractor ARO is undetermined. Should offerors propose delivery lead times by CLIN and destination, and are any maximum acceptable delivery, installation or training timeframes applicable? | Offerors should propose their anticipated delivery lead time(s) by CLIN in the "Delivery Days ARO" column provided in Attachment A — Price Cost Schedule. Offerors may also note any variation in lead time based on destination (CONUS vs. OCONUS) in their technical or price volume narrative if relevant. |
| 7 | B | SF1449 B.9 and Attachment J | 8–9 / Appendix C | BAA and information security | Please identify the applicable Attachment J sections for this equipment acquisition, required pre-award security evidence, and the required timing for the BAA and any personnel access or training requirements for OEM installation/service personnel. | Per Section B.9, the BAA process occurs post-award; the awarded Contractor and Contracting Officer will coordinate with the VHA Privacy Office BAA team to implement the appropriate National BAA. No pre-award BAA execution is required as a condition of proposal submission. Attachment J sets out the standard information/privacy security language applicable where contractor personnel require access to VA information or VA information systems — including requirements to sign the VA Information Security Rule of Behavior, complete VA privacy/security awareness training, and comply with background investigation requirements commensurate with VA personnel holding equivalent access. These requirements would apply to OEM installation, maintenance, or service personnel who access VA information systems or facilities in the course of performing this contract, to the extent such access is required. |
| 8 | A | SAM opportunity record / solicitation | N/A | Controlling notice and attachments | Please confirm the controlling solicitation attachment set and any amendments for 36C10X27R0004. SAM returned related notice records aadee2f9142d4a47bda1ca21076b7d13 and 8ad34e4185c244cda354f5921da745d5; the first is displayed as the current record. | The controlling solicitation documents are those posted to SAM.gov under solicitation number 36C10X27R0004 as the current, active opportunity record. Per Attachment D, Section D.1(A)(d), revisions to this solicitation will be posted to SAM.gov Contract Opportunities only; offerors are responsible for monitoring SAM.gov and acknowledging any amendments. |
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