QUESTIONS ANSWERS West O2.docx

1. QUESTION: Will VA consider providing the HCPC codes to support the CLINs in the item schedule so that offerors can provide an informed price proposal without fear of accidentally leaving out items considered by the CLIN description, alone?

a. No, we will not provide HCPC codes

2. QUESTION: Will VA please confirm that offerors will not be required to obtain any level of security clearance (e.g., Position of Trust) or Personal Identity Verification (PIV) to process VA orders and that the VA Information Security requirements specifically relate to access to VA Information Systems using a PIV card?

3. QUESTION: Will VA please confirm the 15 tanks required at the time of initial setup for portable oxygen are individually billable to VA, per the applicable CLIN in Attachment A?

a. 15 tanks at set up is not required. That is the maximum they can have at one time. Yes, they will be billed individually

4. QUESTION: For VA notification purposes, will VA consider clarifying that “immediately” shall refer to within 24 hours or the next business day?

a. Immediately would be something that would be considered “life threatening” and should not wait until the next business day.

5. QUESTION: Will VISN 4 consider a grace period of 120 days from award notification to allow contractor to obtain Joint Commission certification per precedent set by other VISNs?

a. This is a requirement of being an acceptable offeror.

6. QUESTION: This contract states that services must be provided 24 hours a day, seven days a week, including federal holidays. Does the Government expect frequent new home oxygen setups to be regularly ordered after regular VA business hours?

a. Occasional evenings and weekends with some VAMC but not all.

7. QUESTION: There is currently not a CLIN for the Breathe NIOV listed in Task 4.17 Item 13. This unit is no longer available through Breathe. The newest version of this device is the Life2000 System and must be ordered through the new manufacturer Hillrom. Will there be a CLIN added for the setup and monthly maintenance of this device?

a. The VA purchases these devices per patient and will not need this CLIN from the contractor; This will be handled as GFP/GFE the VA owns for specific veterans when needed. This is discussed in supplies and maintenance of VA owned equipment as a CLIN item.

8. QUESTION: Page 23 Plan of Care 4.14.4 states that a Plan of Care for all CPAP/BIPAP patients should be completed at the initial setup and every six months thereafter by a Respiratory Therapist. Will a six-month RT visit be required indefinitely for all CPAP/BIPAP patients?

a. RT visit required at initial set up of oxygen and/or PAP only. The need for 6 month RT visits is for active HOME OXYGEN patients only and has been removed for all PAP patients.

9. QUESTION: Please clarify the type of contract that will be awarded as a result of this solicitation, as the below sections are confusing.

a. SF1449:10 Year Requirements Contract. 10 periods that are 12 months long. So this contract is a 10 year obligation for the contractor. No options.

Page 6, 8 and 77- FFP with EPA (fuel surcharge only per VAAR) IDIQ is a D contract – A Requirements Contract is a D contract under IDIQ in FAR Part 16 Contract Type

10. QUESTION: How long will the VA pay for travel? Page 7 “2.1.2” The Contractor shall arrange for Home Oxygen for veterans traveling, temporarily relocating, and for infrequent instances of Home Oxygen delivery and set-up which may be required in other states located outside the normal geographical areas listed in ATTACHMENT.

a. Travel time will vary depending on need

11. QUESTION: In order for the respective Medical Centers to inspect our JC accredited facilities prior to contract award, you are requiring our JC accredited facilities to be in place at the time proposals are submitted. Please verify the accuracy of these statements. Page 9 of 100 states: "3.1.1 Contractor must be Joint Commission (JC) accredited for Home Care and must maintain the accredited standard for the duration of the contract." Page 10 of 100 states: "3.1.6 Contractor facilities may be inspected by the respective Medical Center prior to the contract award."

a. Inspection will be done at the main vendor location at the time of bid submission.

12. QUESTION: If the equipment has a built-in fire safe valve, can one thermal fuse (closest to the equipment) be eliminated? Page 14 “4.2.2 Two thermal fuses and associated clamps must be provided and installed in each home oxygen delivery system (one at the patient end and one at the oxygen source). This must be done for the patient’s primary oxygen therapy equipment as well as any portable oxygen therapy equipment.” This is a national patient safety requirement and 2 fire safe valves are required to be inline.

13. QUESTION: For all veterans that have over the 15 tanks in their house, will those veterans be expected to comply with the below statement, AND if so, will the VA notify the veteran about this change or will this be the contractor’s responsibility to inform them?

a. It is rare that a patient will require more than 15 tanks.

Page 15 4.3.2 Contractor shall provide up to fifteen (15) tanks with initial set-up when portable is ordered. For safety reasons, only fifteen (15) tanks can be in the home at any one time. If a patient requires more than fifteen (15) tanks after the initial set-up, the FCOR or ACOR will issue an order for any additional tanks. The government will determine the size of tanks upon set-up based on the written prescription by the provider.

14. QUESTION: Please clarify the process for the contractor to obtain the VA owned supplies for the VA issued CPAP/BiPAP. Specifically if the contractor is to maintain stock of the Supplies in order to meet the 3 business day deadline. How much stock and how often they will receive from the VA PAP Supplies National Supplier. Please clarify by each medical facility if the process is different.

a. Masks for initial set ups will be supplied by each VA medical center and stock at the vendor location.

15. QUESTION: Page 17 4.5.3 All VA issued CPAP/BiPAP shall be delivered and set-up by a Respiratory Care Practitioner within three (3) business days of the VA prescription, unless otherwise notified by the ordering facility. Set-up shall include the pressure setting(s), instructions, mask fitting, safety, and any other necessary instruction. VA will provide sufficient supplies to last between maintenance visits.

a. No “question” to address

16. QUESTION: Are the suction pumps mentioned here, VA owned and will they be stocked at the contractor’s location? Page 17 4.6.1 All air compressors, and/or suction pumps will be delivered and setup within twenty four (24) hours of contact by the VAMCs Prosthetic Service. CLIN-0010-Electric Air Compressor capable of continuous use of up to 10 liters per minute to include a large volume nebulizer, a large volume aerosol tubing and disposable trach mask.

a. Erie and Butler purchase them as they receive the request. Pittsburgh and Altoona will stock them at the vendor and the VA.

17. QUESTION: Are pre-filled humidifiers specific to the Altoona catchment area only? Will any other catchment area be utilizing these? Page 18 “4.7.1 As part of the equipment monitoring visit, the Contractor shall ensure the patient has adequate supplies (mask supplies, colored tubing, filters, pre-filled humidifiers, etc.) to last between visits.”

a. This is ALTOONA patients only

18. QUESTION: Written emergency contingency plan - it says we are to submit this with the bid, there is no technical portion to this bid, where do we submit this plan and under what section? Page 19 4.8.3 The Contractor shall provide a written Emergency Contingency Plan for natural disasters which provides for continued uninterrupted care and support in the event of an emergency resulting in an interruption of service. At a minimum, the plan shall address such items as severe weather, power outages, loss of personnel, damage to the Contractor’s site, and communications. A copy of this plan shall be provided in the proposal. If the emergency contingency plan is activated the FCOR or ACOR will be contacted immediately and notified of reason for activation and subsequent implementation of Emergency Contingency Plan.

a. I do not see where you saying this should come with the proposal/bid.

There is no technical portion.

Page 19 4.8.3 The Contractor shall provide a written Emergency Contingency Plan for natural disasters which provides for continued uninterrupted care and support in the event of an emergency resulting in an interruption of service.

Have this plan ready to be provided after awardee is notified to the COR/ACOR

19. QUESTION: Does the 6 month follow up visit include all existing veterans in the PAP program for all VA facilities or does this apply only to those setup under this solicitation? (If different process per VA facility, could you clarify that and validate the total quantity expected by location as well.)Page 23 “4.14.4 The Plan of Care for CPAPs and BiPAPs shall be completed on initial set up, and every six (6) months thereafter. At a minimum, the assessment shall include the beneficiaries’ tolerance and compliance to equipment and mask fitting.”

a. The 6 month follow up visit for PAP patients is being removed

20. QUESTION: Education - Please clarify if the VA supplied video on home oxygen safety is completed by the VA prior to setup, or if it is the contractor responsibility to do at the home during the set up? Page 23 4.15.1 Education regarding all equipment, supplies, and smoking shall be provided to the beneficiary/caregiver by the Contractor in accordance with JC standards. VA supplied video on home oxygen safety will be shown to all oxygen patients prior to set up. At a minimum, the Contractor shall document and provide instruction to the patient/caregiver on the safe and appropriate use of the medical equipment, including basic home safety, storage, handling, required maintenance, electrical safety, equipment hazards and malfunctions, infection control, emergency preparedness, and the beneficiary’s responsibilities in the care and use of all equipment.

a. The VA supplied video on home oxygen safety will be shown prior to set up by the Contractor in accordance with JC standards.

21. QUESTION: Education material. It states this is to be submitted as part of the technical proposal? If there is no technical proposal, where do we submit this material. 4.15.2 The Contractor shall provide, as a part of the technical proposal, all patient education materials to be used throughout the life of the contract. Updates and changes to the education materials must be submitted to the FCOR or ACOR prior to making any changes.

a. There is no technical proposal, and this statement only can be ignored “the Contractor shall provide, as a part of the technical proposal”. The Present and Past Performance proposal should follow the proposal instructions and evaluation process in the RFP.

Educational Material/Plan should be provided at proposal but it will not be evaluated it will only be marked as received. AGAIN it will not be evaluated, it will only be part of being received as complaint with the PWS.

This doesn’t negate any requirements of submitting these documents at the time of award. Proposals should reflect Present and Past Performance in accordance with the PWS/SOW and SCHEDULE/CLIN/PRICING. The Present and Past Performance proposal should follow the proposal instructions and evaluation process in the RFP.

22. QUESTION: Since the clause on page 62 is not checked, the price evaluation adjustment for HUBZone small business concerns does not apply to this solicitation. Please confirm the accuracy of this. Page 81 of 100 states: "Price Evaluation. When applicable, the price evaluation adjustment for HUBZone small business concerns will be applied in accordance with FAR 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns, to arrive at an evaluated price. The price evaluation will document the reasonableness and affordability of the proposed total evaluated price. The Cost/Price Volume shall be evaluated but shall not be scored (or ranked) otherwise combined with other aspects of the proposal evaluation. Present and past performance history will be evaluated on a basis significantly more important than price." However, Page 62 of 100 states: " [] (12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (MAR 2020) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a)."

a. Page 81 states when applicable.

Page 62 is a contract clause/provision and isn’t checked off/nor bolded or underlined see page 62 number (22) as an example.

23. QUESTION: Please clarify both Part I and Part II. Which one is the Price Proposal? Which one is the Present and Past Performance Information?

a. Part I – Present and Past Performance Information (Factor 1) Part II – Price Proposal (Factor 2)

24. QUESTION: Please clarify what consists of the 10 pages per contract listed (i.e. is it just items 1-9 above that are counted in this 10 page limit? are the past performance questionnaires that you receive from our references counted in this 10 page limit? are cover letters counted in this 10 page limit? are the CPARS reports the government pulls counted in this 10 page limit? are subcontractor consent letters counted in this 10 page limit?)

a. The proposal needs to comply with Present and Past Performance instructions.

WE supplied a questionnaire so the contractor can see how you are being evaluated by our team. Do not confuse how we are evaluating the proposals with how you need to submit your proposal and what is accepted as part of Present and Past Performance.

For Every contract listed you have a 10 page maximum for the past 5 years and clear instructions on what PART I should consist of.

The subcontractor will need to follow the same instructions and advise who their proposal is for.

requirement, consenting to the release of their past performance information to the prime contractor.

25. QUESTION: It is mentioned here that "The evaluation of past performance information will not take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition." but later in (iii) you ask for "Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. Provide with the proposal a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor." Please clarify if we may provide past performance references for subcontractors that will perform major or critical aspects of the requirement.

a. The offeror is the prime vendor.

26. QUESTION: The excel spreadsheet provided is very confusing. the instructions in this section is to "Complete the highlighted yellow columns on the excel spreadsheet as it applies" There are 41 highlighted yellow columns, Unit price applies- but there is no total calculation. And columns AD through CU are not applicable to home medical equipment company operations. In fact- if you are asking for every serial number from every piece of equipment that will be used to service these line items- do you realize how LARGE this spreadsheet will become. Please clarify for each column what exactly you are looking for, and to what detail.

a. As it applies. If it doesn’t apply leave it blank. I highlighted the columns for eye catching factor. AS IT APPLIES.

The Government will analyze the excel spreadsheets (electronic version of your estimating model) to determine how the prices were derived.

We provided a provided excel spreadsheet with our requirement since it is for 10 years and in order for a time factor as this is a model contract. The spreadsheet has been provided and can clearly be manipulated for the contractors to add a column for Contractor FORMULAS for extended pricing.

(ii) Insert proposed unit prices for each Contract Line Item Number (CLIN) or SubCLIN (SLIN), including all base periods on the excel spreadsheet provided.

27. QUESTION: (iv) states: "(iv) Complete the necessary fill-ins and certifications in contract clauses and representations and certifications sections. The representations and certifications section shall be returned in its entirety." If we are current with our SAM.gov registration do you still require us to complete the necessary fill-ins and certifications in contract clauses and representations and certifications sections?

a. Complete the necessary fill-ins and certifications in contract clauses and representations and certifications sections. The representations and certifications section shall be returned in its entirety.

28. QUESTION: Are vendors requested to send this questionnaire to our references for them to fill out and return prior to the proposal due date? Or will contracting be using this questionnaire when they contact our references during the evaluation of our proposal? In other words, who's responsible for sending this questionnaire to our past performance references?

a. See answer 24. WE supplied a questionnaire so the contractor can see how you are being evaluated by our team. Do not confuse how we are evaluating the proposals with how you need to submit your proposal and what is accepted as part of Present and Past Performance.

Attachment D- Evaluation Performance Eval Questionnaire

29. QUESTION: How can the proposal be submitted in two parts if the offeror is required to submit Part I, Part II, and at least two additional spreadsheets (Attachment A as well as “electronic version of your estimating model”)? And B: What specific information needs to be included as part of the “electronic version of your estimating model”? What constitutes acceptable rationale or explanation for hard coded entries?

a. Part I – Present and Past Performance Information (Factor 1) Part II – Price Proposal (Factor 2)

a. The excel sheet is a portion of Part II. It is not counted as a separate portion or part/factor. It is part of Factor 2.

See answer 26 The Government will analyze the excel spreadsheets (electronic version of your estimating model) to determine how the prices were derived. We provided a provided excel spreadsheet with our requirement since it is for 10 years and in order for a time factor as this is a model contract. The spreadsheet has been provided and can clearly be manipulated for the contractors to add a column for Contractor FORMULAS for extended pricing. (ii) Insert proposed unit prices for each Contract Line Item Number (CLIN) or SubCLIN (SLIN), including all base periods on the excel spreadsheet provided.

Pricing schedule questions:

1. CLIN-0009- “with stationary unit, portable unit”- If a veteran requires multiple liquid oxygen stationary or portable units, how are these to be billed?

A 2nd liquid portable would be billed separately (need a CLIN for this item and will be forthcoming 7/13/2021 posted in beta.SAM)

2. CLIN-0011 states “2 sets of back-up batteries” are to be provided for the Portable Oxygen Concentrator. Is there a minimum hours of back up battery required?

Life of the battery will vary based on the device and are rechargeable

3. CLIN-0011-Portable oxygen concentrator – “All Patients would need evaluated by RT on rental system at the time of set up”- please clarify if the patient has been evaluated by the VA prior to the order, then what is required by the contractor’s staff in the home.

RT at each VA will be doing the evaluations prior to ordering the device.

4. CLIN-0012- Electric Air Compressor- is the charge to include a monthly rental of the unit, or a purchase of the unit?

rental of unit.

5. CLIN-0015-Ventilator emergency backup – for non-invasive use, is a back-up battery sufficient to meet this requirement?

This should be addressed in the PWS.

6. CLIN-0016- Auto titrating PAP – does this include a rental of a unit that is provided by the contractor?

This should be addressed in the PWS.

7. CLIN-0017- Homefill Concentrator- is this to include rental of the Homefill Compressor AND a concentrator? And if so, is the concentrator to be a 5 or 10L?

This is to be provided as ONE UNIT and could be a 5L or 10 L unit, based on the prescription

8. CLIN-0017- Homefill system states “with 2 portable self-fill tanks”. Are any veterans ordered more than 2, and if so how are these to be billed?

They do not issue more than 2 tanks

9. There is no CLIN line for stationary system that is normally used for cluster headaches. What system will these veterans be ordered for oxygen?

“E” tanks with a mask

10. There is no CLIN line item for oximyzer pendants. Is there a requirement for the use of these?

Not required at this time. If you think they need to be required, please add and justify in you proposal why it was added.