RFP Questions.Answers.36C24423R0115 dtd 9.6.23.pdf

VISN 4 East Home O2 Services 36C24423R0115

VISN 4 East Home Oxygen Questions & Answers

RFP 36C24423R0115

SF1449

• Due Date 09-18-2023 12:00 EASTERN TIME, NEW YORK, USA o Q: May the Government please consider extending the due date for responses from interested parties, pending receipt of responses to clarification questions?

A. RFP due date will be extended by 7 days to new due date of 9-25-23 at 1200 pm EST.

Pricing Spreadsheet

• Q: The pricing spreadsheet references a different solicitation number (36C24423Q0387) than the RFP listed on SAM.GOV (36C24423R0115). May the Government clarify what the number in the pricing spreadsheet is and confirm the solicitation number to be used for this solicitation.

A: Corrected, 36C24423R0115 is on the spreadsheet now.

Definitions

• 1.2.13 Respiratory Care Practitioner (RCP) o Q: May the Government consider allowing Registered Nurses (RN) to carry out the clinical requirements in addition to Respiratory Care Practitioners (RCP)?

Yes, RN’s can do clinical duties.

INFECTION CONTROL POLICY, FLU IMMUNIZATION, AND HEALTH

EMERGENCIES/PANDEMICS

• 3.7.1 “Contractor must comply with the applicable facility’s Infection Control Policy, Tuberculosis Surveillance Policy… Costs incurred to establish and maintain Contractor compliance will be borne by the Contractor” o Q: May the Government please provide clarification on the TB Surveillance Policy currently in place? See attached VHA Directive 1192 and 1131 o Q: Is it possible for this to be shared during the RFP process, as costs must be factored into the contractor’s responsibilities? Yes, see attached VHA Directives

Performance Requirement: Setup –Air Compressors, and Suction Machine/Maintenance Visit Requirements and Time Frames

• 4.6.3 “The air compressors, and/or suction pump request will be in the form of the Prosthetics Request/Consult…A purchase order will then be faxed to the Contractor with the purchase order number and credit card number to confirm the order.”

o Q: May the Government please confirm the contractor will receive the VA Consult signed by an authorized prescribing entity in addition to the Purchase Order (PO) at the time of the initial request? It states this in the task order.

Performance Requirement: Equipment Maintenance/Repair

• Task 4.11.4 states “The Contractor is responsible for repairing VA owned equipment under this contract when specified…” o Q: May the Government please confirm the intended equipment for repairs?

Under this contract, there will not be any VA owned equipment that would need repaired. We rent ALL home oxygen equipment and the PAPs, suction, nebulizers cannot be fixed. We would just replace the item.

o Q: May the Government revise the Line Items file to reflect line item(s) for the repair of the VA owned equipment? Not necessary

Performance Requirement: Traveling, Temporary Relocation and Support for Service Outside the VISN-04 Eastern PA VAMC Designated Areas

• 4.16.2 “The Contractor shall arrange for Home Oxygen for Veterans traveling outside the areas covered by the VISN-04 VA facility and/or temporarily relocating. All maintenance requirements, as described in this Performance Work Statement, are applicable. All set-up and maintenance forms shall be sent to the FCOR.”

o Q: Is it the Government’s intent for the Contractor to have facilities throughout the US? No o Q: Is it the Government’s intent for coordination of travel to be completed outside of the Continental US? No o Q: May the Government revise the Line Item file to include line item(s) for the coordination of travel in lieu of task orders, as this may delay services? NO. this is done as part of the contract and at NO ADDITIONAL CHARGE o Q: May the Government please confirm all travel approvals will be forwarded from the VA to the contractor to arrange coordination of travel services? Must come from the VA to the contractor.

Performance Requirement: Equipment Specifications

• 4.17.3 Portable Battery Concentrator Systems “two (2) each double batteries” o Q: May the Government please clarify if the intent is for the contractor to provide two (2) 8 cell batteries for each POC? YES the contractor MUST supply

• 4.17.11 “Initial set-up, necessary supplies as ordered”.

o Q: May the Government please provide a listing of the supplies currently being used in VISN 4? Standard oxygen supplies required to utilize the equipment.

• 4.17.12 “Includes initial set-up, supplies as ordered, home safety assessment, Respiratory Care Practitioner (RCP) monthly visits…” o Q: May the Government please provide a listing of the supplies currently being used in VISN 4, over and above the disposable filters, circuit, peep valve, humidifier and resuscitation bag? Unable to provide a listing of all supplies nor a specific manufacture/model. The ventilators must be portable and have a battery back up.

o Q: If borne of the Government, may the Government please clarify if the supplies will be shipped directly to the patient(s) by the Government, or will these be shipped, stored and distributed by the Contractor during the monthly visits? ALL supplies are supplied by the contractor

Line Item File

• Quantities o Q: May the Government please confirm the quantities listed are represented in annual quantities? Quantities are listed for a 12 month period. POP Begin and End dates are shown in spreadsheet.

• Item 0001 and 0002 “NOTE: Pre-filled humidifiers are required for Altoona VA patients only.”

o Q: May the Government please clarify if the Altoona, PA facility will be included in the RFP process? No, this was corrected on spreadsheet.

o Q: May the Government please clarify if the 5 facilities currently listed will all require pre-filled humidification when prescribed? Yes, they may need pre-filled humidifiers.

• Item 0008 – Liquid Oxygen per Pound o Q: May the Government please confirm the quantities listed, as they do not appear to correlate with the estimated quantities in Line Item 0007? CLIN 0007 is Delivery and Monthly Rentals and CLIN 0008 is the actual quantity lbs. They will not be the same

• Item 0011 - Respiratory Therapy Visit o Q: May the Government please confirm this line item may be billed for the semi-annual RT visit for patients using a contractor owned oxygen system? Yes, may be billed semi-annually.

• Item 0012 - Nocturnal pulse oximetry study o Q: This item is not listed within the PWS. May the Government please revise the PWS to include the requirement(s)/expectation(s) for the nocturnal pulse oximetry study? Added to PWS as Task 4.0 under Section 4.

• Item 0014 - Delivery and monthly rental of home fill concentrator with 2 portable self-fill tanks o Q: This item is not listed within the PWS. May the Government please revise the

PWS to include the requirement for the home-fill systems? This CLIN (CLIN 14) has been deleted.

The excel Pricing Spreadsheet, tab Action Line Item Information mentions: “Copy of 36C24421D0120 | Home Oxygen WEST”. Consider removing. Corrected

SF1449, Block 8 OFFER DUE DATE/LOCAL TIME is empty. Consider adding the due date and time to the SF1449. This was corrected in RFP Amendment 1

Section 2.2 Performance Period. It is mentioned in this section the contract will begin October 1, 2023. This is not a realistic start date. I suggest moving the start date to January 1, 2024 to ensure a smooth transition. This was just a rough estimate when the RFP was started last year, a more accurate start date is estimated to be early 2024.

Section 3.1.6 “Contractor facilities may be inspected by the respective Medical Center prior to the contract award.” Are contractor’s required to already have their facilities they intend to use for this contract in place before contract award? If not, then this section should be removed. Yes, contractor must have their facilities in place prior to award.

Section 4.10.1 “Transition to the new Contractor shall be complete as soon as possible, but no later than ninety (90) calendar days from the date of award of a new contract.” Consider revising this statement to: “Transition to the new Contractor shall be complete as soon as possible, but no later than ninety (90) calendar days after the effective date of the Notice to Proceed.” 90 days from date of award will remain. Date of award and date to proceed will be the same.

Page 87 b) Performance Surveys – “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.” Did you mean to say “will not”? Or did you mean to say “will”? Please clarify. Changed to “will”.

Page 89, 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.” Is FAR 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns, applicable to this procurement? Removed

Page 90, Evaluation – “Past performance regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement will/will not be considered as highly as past performance information for the principal offeror.” Please clarify which one it is, will or will not? Changed to “will”.

Page 91, paragraph H – “After the PPET has completed the above described evaluation process for each offeror, it shall prepare for the SSEB an PPET Evaluation Report in the format shown in Attachment 1.” This PPET Evaluation Report is not provided as referenced. Please provide. Corrected, changed wording, no document to provide as Attachment 1.

Pricing Schedule, Line item 0009 - Delivery and Weekly or Monthly Rental of portable oxygen concentrator (Inogen G2, Eclipse, Simply Go, Simply Go mini or equivalent of either as designated by the VA, to include new and emerging technology) and all accessories including but not limited to nasal cannula (with tubing), two (2) Oxysafe (or equivalent) fire safe devices (with appropriate fire safe tubing), 2 sets of back-up batteries, handcart, and concentrator pouch/bag. This set up is intended for the patient who is traveling, or has other situations which require a portable concentrator. All Patients would need evaluated by RT on rental system at the time of set up for proper saturation at the prescribed liter flow. Question: it mentions weekly or monthly rental. What unit price are you requesting? Weekly or monthly? Both. Weekly for travel patients and monthly for those that use a POC in place of tanks

Pricing Schedule, Line item 0011 - Respiratory Therapy Visit for the delivery or recovery of VA owned equipment including but not limited to the set up and troubleshooting for CPAP/Bi-Level Positive Airway Pressure (PAP)/Portable Oxygen Concentrator (POC), suction machines, air compressors, VA owned ventilators, prescription change and/or additional components such as but not limited to Mask sizing/fitting, Heated Humidifiers, CPAP-A/BiPAP settings. Respiratory Therapy Visit for education to be completed upon initial set for all active Home Oxygen and PAP patients . PLEASE NOTE: Respiratory Therapy visits are also required every six (6) months for ALL active Home oxygen patients”. If patient is ordered more than one item (i.e. oxygen and PAP), this will be covered by ONE (1) Respiratory Therapy visit only. Question: Is this the line item we use to bill for Respiratory Therapy visits that are required every six (6) months for ALL active Home oxygen patients? Yes

Task 4.4 Performance Requirement: Initial Oxygen Follow Up Visit - Required when initial set-up is performed by a Contractor qualified technician

4.4.1 Follow-up visits shall be performed by a Respiratory Care Practitioner only, within seventy-two (72) hours after initial set-up by a qualified technician.

Question: Does the 72 hour timeframe include weekends and holidays? 72 business hours

Task 4.5 Performance Requirement: Initial Set-Up-CPAP/BiPAP

4.5.1 Initial set-up for Continuous Positive Airway Pressure (CPAP)/Bilevel Positive Airway Pressure (BiPAP) shall be performed by a Respiratory Care Practitioner only.

The Contractor shall submit proof of initial set-up and patient Plan of Care and Education.

Question: Are all PAP’s set-up in the home by the contractor? Is that the same for all 5 stations? Are there any clinics at any of the stations that the current contractor completes set-ups? In-home set ups for ALL stations

Task 4.15 Performance Requirement: Education/Instruction

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.

Question: How are education materials to be submitted with the bid proposal since there is no technical portion? No Education material required for the Technical proposal, as there is technical portion.

Task 4.17 Performance Requirement: Equipment Specifications

4.17.4 Each CONCENTRATOR SET-UP shall include disposable pre-filled humidifiers (when ordered), tubing connectors, extension tubing (up to fifty feet [50’] in length with sufficient diameter to deliver the prescribed flow of oxygen), five (5) nasal cannulas/masks as ordered per month, two (2) fire safe cannula valves and clamps, and a back-up system with the capacity to provide continuous, uninterrupted delivery of oxygen at the prescribed rate of flow for twenty-four (24) hours.

Question: Do any of the stations order pre-filled humidifiers and what is the approximate annual quantity? Some may be ordered when specified or prescribed. Depends on the prescription.

4.17.15 Demand Nasal Cannula: Disposable high flow oxymizer nasal cannula with reservoir.

Question: How are these billed? What stations use them and what is they approximate annual quantity? Should be included with ALL disposable supplies and should not be billed separately. Unable to determine quantities since there currently is no line item on the current contract.

NIOV Units Are NIOV units no longer being used in the eastern stations? no