Questions from Vendors Surgical Instrument Maintenance.docx

Questions from vendors:

1. Line items:

a. 0001 & 1001 = two on location days per month at WAMC West Foxbury? This should be VAMC Roxbury, this was a typo on the solicitation

b. 2001 & 3001: two on-location service days per month at VAMC Jamaica Plain? Yes

c. 4001: One on-location service day per month at VAMC Brockton? Yes

2. Supplies/services quantity: 12 (12 surgical Trays)? Yes, 12 at each campus on each visit.

3. Supplies/Services Unit of Measure= MO. What is MO? Unit of measure will be 12 trays at each visit, 2 visits per campus per month. MO is month.

4. Supplies/Services Unit Price= $ per Tray? See question 3.

5. Instrument Volumes & Mix: Could you provide average monthly instrument volumes per campus (West Roxbury, Jamaica Plain, Brockton) and the appropriate mix of general, laparoscopic, micro, and ophthalmic instruments? See attached excel sheets.

6. Scope of “No Additional Cost” Off-Site Repairs: The SOW states the contractor “must be capable of sending out damaged instruments to a third party for repair without additional cost to the Government.” Could you confirm whether this is intended to include all specialty or major rebuilds, or only defined categories (e.g., lap handle re-insulation, drive shaft, bipolar re-potting, diamond dust, gold plating, ophthalmic work)? At the time of award, if the vendor feels there needs be another line item, the government is willing to do so.

7. Opportunity of Off-Contract Billing: If certain services fall outside routine maintenance—such as power-tool rebuilds, OEM-exclusive parts, emergency calls, or new-campus support—would the VA permit off-contract, itemized billing under separate approval or task order? Only with a prior quote which would need to be approved by chief.

8. Service-Level Expectations: What are the required turnaround-time targets for (a) on-site same-day closures and (b) off-site repairs? Who assumes responsibility for inbound/outbound shipping on off-site work? (a) TAT for same day will be same day, and off site will be one week unless approved by Chief of SPS (b) the vendor.

9. CEU Training Requirements: Please confirm the required number of CEU-eligible sessions per year, acceptable accreditation body, class size, and whether these must be delivered on-site or may be virtual. 12; once per month.

10. Reporting & Review Format: Are there preferred templates or metrics for the daily service reports, RCA documentation, and quarterly business reviews (e.g., volumes, TAT, preventable damage trends)? No, but the government would like standardized service reports for every service visit performed.

11. SCLS Labor Categories: To comply with FAR 52.222-41/42, can you confirm which Service Contract Labor Standards categories apply to the on-site technicians? See wage determination categories. The government has not determined any specific labor categories.