Answered Vendor Questions - Courier service - 528A8.pdf
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- Solicitation number
- 36C24226Q0935
About this file
This is a Questions and Answers document for federal courier services contract 528A8 with the Albany Veterans Affairs Medical Center (VAMC).
The courier service contract requires daily pickup and delivery operations Monday through Friday, excluding federal holidays, from seven clinic locations (Saranac Lake and Westport) to the Albany VAMC warehouse, with all deliveries completed by 4:00 PM when the warehouse closes. The VA estimates approximately 250 deliveries per route annually, though this is an estimate rather than a guaranteed minimum. One delivery is defined as a single pickup-and-delivery cycle from the clinic to Albany VAMC; outbound delivery and return pickup constitute one billable route unit, not two separate charges. The contractor may combine multiple clinic locations into one vehicle run and consolidate Saranac Lake and Westport into a single route serviced by one driver, provided vehicle capacity is adequate and the 4:00 PM delivery deadline is met. No designated pickup times or routes are established by the VA; the contractor determines its own scheduling and staffing levels based on performance requirements. There are no minimum vehicle or driver requirements, and the contractor bears responsibility for meeting all performance obligations.
Cargo specifications indicate the largest individual item is boxed copy paper measuring approximately 18" x 12" x 10" weighing 49 lbs, and tote bins measure approximately 19" x 13" x 12" weighing up to 30 lbs each, with up to 5-6 totes transported simultaneously to larger clinics. An SUV or minivan is preferred to accommodate all deliverables. The VA packages all materials for safe transport; the contractor is not required to provide coolers, totes, locks, or temperature logs. Documented training compliant with 49 CFR Part 172, Subpart H satisfies annual DOT Hazardous Materials training requirements. The contract contains no miscellaneous charges for excessive waiting time, canceled services, unsuccessful pickups, or additional return trips. The VA does not intend to modify requirements post-award but will initiate a contract modification if changes become necessary.
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Vendor Questions – Courier Services – 528A8
1. What are the pickup times for Saranac and Westport? There are no designated pickup times. However, the courier must allow enough time to pick up from the clinic(s) and subsequently deliver to the Albany VAMC by 4:00pm when the Warehouse closes for the day.
2. Is there a daily schedule provided by VA? Is there an established route? How will they be told that locations need pickup? There is no daily schedule or route designated by VA. It is expected the courier will pick up from each clinic and subsequently delivery to the Albany VAMC daily (Monday – Friday, excluding federal holidays.)
3. May Westport and Saranac Lake be combined into one route and serviced by one driver, provided all required delivery requirements are met. Yes, as long as the courier has enough space in the vehicle for all deliverables and allows enough time to subsequently delivery to the Albany VAMC by 4:00pm when the Warehouse closes for the day.
4. Does the estimate of 250 deliveries per route annually mean the VA expects all seven routes to operate approximately once every weekday, excluding federal holidays? Yes, correct.
5. Are the 250 annual quantities estimates only, or is there any minimum guaranteed quantity for each route? It is an estimate. It is expected that the courier will pick up from each clinic daily and subsequently deliver to the Albany VAMC by 4:00pm, Monday – Friday, excluding federal holidays.
6. Does one delivery mean a complete pickup-and-delivery cycle between the Stratton VA Medical Center and the applicable location, including the return of specimens, mail, pharmaceuticals, supplies, or other materials to Albany? Pick up from the clinic and subsequently deliver to the Albany VAMC by 4:00pm as laboratory specimens are time sensitive.
7. Would the outbound delivery and return pickup be considered one route unit or two separately billable deliveries? One.
8. May a contractor combine multiple clinic locations into one vehicle run when all pickup, delivery, temperature-control, and chain-of-custody requirements can still be satisfied? Yes, as long as the courier has enough space in the vehicle for all deliverables and allows enough time to subsequently delivery to the Albany VAMC by 4:00pm.
9. Alternatively, does the VA require a separate vehicle and driver for each route? No.
10. Please provide or confirm the required departure, delivery, pickup, and return deadlines for each of the seven routes. In particular, please clarify the complete daily requirements for Saranac Lake and Westport, including whether materials are picked up the previous evening, where they are stored overnight, and when they must be delivered and returned. There are no set pick-up times, daily schedule or route designated by VA. It is expected the courier will pick up from each clinic and subsequently delivery to the Albany VAMC daily (Monday – Friday, excluding federal holidays.)
11. Does the VA require a specific minimum number of drivers and vehicles, or may the contractor determine its staffing and vehicle levels as long as all performance requirements are met? No, it is the contractor’s responsibility to meet the performance requirements.
12. How will the contractor be compensated if the VA adds locations, increases route frequency, changes delivery deadlines, requires after-hours service, or materially increases the mileage or staffing requirements after award? The VA does not intend to make any changes to the requirements post award. If the need changes, the VA will initiate a contract modification.
13. Will the contractor be permitted to charge for excessive waiting time, canceled services, unsuccessful pickups, or additional return trips when materials are not ready at the scheduled time? No, there will be no miscellaneous charges/fees associated with this contract.
14. If available, please provide the actual number of completed deliveries or route units for each location during the most recent contract year. This information would help offerors evaluate whether the estimated quantities accurately reflect the anticipated workload. The requested information is not available. It is expected the courier will pick up from each clinic and subsequently delivery to the Albany VAMC daily (Monday – Friday, excluding federal holidays.)
15. How many cubic feet of storage are required for transportation, and what is the maximum size and quantity of items to be transported daily? The largest individual item is boxed copy paper measuring approximately 18”x12”x10” and weighs 49lbs. The largest tote bin that is used for supplies is approximately 19”x13”x12” and can weigh up to 30lbs on average. May need to transport up to 5-6 totes at a time to the larger volume clinics.
16. What is the maximum weight of any individual shipment or item that may be transported, particularly the bulk medical supplies and bulk office supplies referenced in the SOW? The largest individual item is boxed copy paper measuring approximately 18”x12”x10” and weighs 49lbs. The largest tote bin that is used is approximately 19”x13”x12” and can weigh up to 30lbs on average.
17. Is there a specific vehicle type, size, or minimum cargo capacity required for performance of this contract? On average a sport utility vehicle (SUV) and/or minivan are preferred to ensure all deliverables can be transported.
18. Please clarify if the government will require the vendor to provide equipment (coolers, totes, locks, and temperature logs). No, the VA packages all deliverables for safe transport.
19. For the required annual DOT Hazardous Materials training, please confirm whether documented training compliant with 49 CFR Part 172, Subpart H is acceptable, or whether any additional driver endorsement or specific certification is required. Yes, the referenced training will suffice.
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