36C24523Q0606_4.docx

SUBJECT*

Medical Gas Cylinders Q&A and Pricing Worksheets

GENERAL INFORMATION

SET-ASIDE

VA Maryland Health Care System Contracting Officer (90C) 849 International Dr Perry Point MD 21902

POINT OF CONTACT*

Contracting Officer Anna Forsythe anna.forsythe68@va.gov 410-691-7312

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

Page 1 of

Amendment to a Previous Combined Solicitation

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) None Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) 849 International Dr Linthicum MD 21090 Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) 849 International Dr Linthicum MD 21090 To all Offerors/Bidders

36C24523Q0606 05- -2023

X X X

06/02 /2023, 12:00pm This modification is to answer the questions submitted for the solicitation.

This modification also includes the Pricing worksheets to use for your submission.

Page 1 of Page 1 of

1. Will the GOV be providing a pricing spreadsheet to complete as mentioned in Para 13.3 Price on PG 15 of 76 in the RFQ (and provided in the previous RFQ iteration -- 36C24523Q0390)? There is no spreadsheet currently available on Sam.gov The pricing worksheets are attached to this amendment. The previous price sheet did not capture several costs.

2. RENTAL on Liquid Nitrogen Dewar – Is the VA currently renting this 30L Dewar or does the VA own this? The Annual Rental QTYs in the RFQ list a QTY of (1) for this which would infer the VA is renting this unit.

The VA owns the Liquid Nitrogen tank.

3. What are the Period of Performance dates for each Contract Year?

The period of performance will be one base year, with four option years. The actual dates will be determined when the contract is awarded.

4. Regarding FT Detrick & Harrisonburg CBOCs: What gases are required?

What are the estimated annual usages by gas type?

What are the estimated annual rentals by gas type?

What are the estimated # of deliveries monthly?

Only Liquid Nitrogen to Ft. Detrick CBOC. All others will be delivered to Martinsburg, and distributed by the VA.

2 fills @ 20L per fill for a total of 40L average x 12 months is 480L

5. PGs 8-9 of 76, Para 3.1.6: Please clarify if the VA is requiring (504) Digital Integrated Valve Oxygen E-Cylinders on the 1st delivery?

The VA would be willing to discuss a phased-in plan. Specifics can be addressed in your submission. If not addressed, it will be assumed that the vendor can meet the requirement, as stated.

6. Is the VAMC willing to negotiate delivery days with the awarded vendor for the 2x Per week delivery requirement? PG 11 of 76, Para 5.5 states “requested delivery days will be WED & FRI.”

Actual delivery dates can be discussed at project kickoff. Requested dates are Wednesday and Friday.

7. PG 11 of 76, Para 5.5: “Delivery requests will be made 24 hours after request. For delivery requests placed on Fridays, the delivery shall be the following Monday.” Recommend removing or revising this language as it contradicts the statement prior of requested Delivery Days being WED & FRI. Only in Emergency Delivery situations would FRI for MON be applicable unless the vendor/VA negotiate MON as a delivery day. Additionally, specialty mixed gases are not always readily available in stock for a next day delivery and may have a lead time.

This refers to deliveries requested outside of normal delivery days. Extended lead times for any CLIN should be identified and communicated to the COR, once they are known.

8. Does the VA require vendors to conduct a quarterly inventory to establish Loss of Use/Cylinder replacement as notated in Para 7.5.6 on PG 13 of 76 & Para 16.1 on PG 15 of 76?

No inventory is required. If you have concerns, you can include a price for inventory under the price sheet “Optional Items”.

9. Para 7.5.7 on PG 13 of 76 also mentions pre-negotiated fee for Cylinder Replacement in the schedule of items however there is no Spreadsheet provided or notation of a LOU CLIN in the RFQ Schedule of Items.

Replacement fees for lost cylinders will be included on the “Optional Items” pricing sheet.

10. PG 13 of 76, Para 8.1: “Attaching of oxygen cylinders to manifold systems, when required, shall also be performed by the contractor at no additional cost.” Recommend removing this language as vendors cannot perform this function due to liability reasons (damaging manifold, entering facility, and possibly interacting with patients). This function should only be performed by VA personnel who are more familiar and properly trained to the systems unique to the VAMC Martinsburg. Is this a service currently provided by the incumbent supplier? Standard industry practice is delivering to centralized delivery point (e.g., loading dock) and distribution/hookup of cylinders within the facilities is the responsibility of GOV personnel. Vendors cannot be liable for the hook up of cylinders to any GFE manifolds/appurtenances due to liability, risk as damaging GFE equipment and our drivers are not certified for this type of service.

The facility with handle attaching the tanks.

11. PG 13 of 76, Para 8.1: “It is the respective using facility’s responsibility to tag Contractor owned Cylinders by the internal VA user; i.e. cylinders charged against the balances of user entities must be tagged “HOSPITAL, RESEARCH,” or “NURSING HOME” to ensure proper inventory control and annotation on daily Delivery Orders to ensure VA entities maintain accountability between separate VA user Accounts.” Please clarify what the GOV means in regard to “tagging” contractor owned cylinders as it is illegal to deface or alter the contractor’s cylinders in any way as they are property of the contractor. If the VA is referring to tags that go around the cylinder neck (similar to Full/Empty/In Use) and not affixing any stickers or markings to the contractor owned equipment, then there is no issue.

No stickers or markings will be put on the rental equipment.

12. How many delivery points are required on the VAMC’s Campus (e.g., VAMC, Research, CLC)?

Both docks at main 500 building, the backup oxygen location right outside of warehouse and dental.

13. PG 14 of 76, Para 10.3: Please clarify the last day of the month of applying rental charges? This is typically the last day of the month and facilities are only charged for balances residence on the last day of the respective month/invoicing period.

This refers to the last calendar day of the month.

14. Please confirm the intended statement listed under E.8 Evaluation on PG 58 of 76. “Technical and past performance, when combined, are .”

Statement has been deleted.

15. Emergency Delivery Fee: Will the GOV add a CLIN for Emergency Delivery Fee (as defined as Same Day, Off Schedule, Weekends, or Holidays)? This is a standard CLIN in MED GAS CYL supply contracts.

CLIN will be included on the “Optional Items” pricing sheet.

16. PG 14 of 76, Para 11.1: 11.1 Each delivery should contain include a delivery ticket covering the following: Contract Number, purchase order number, delivery order number, date of order, date delivered, item number and/or product identification number, the number of cylinders at the facility prior to delivery, the number of cylinders being delivered, the number of cylinders being picked-up, and the number of cylinders at the facility after the delivery has been made. The delivery tickets (“Proof of Delivery”) only notate the cylinders delivered/picked up, Delivery #, and Date of Delivery. Vendors do not include Contract Specific info nor do vendors count all cylinders within the hospital at the time of delivery. Recommend removal of the underlined verbiage.

Requirement remains. Specifics may be discussed at contract kickoff.

17. While preparing our proposal, the solicitation document page 14 under evaluation factors states that we must provide a current valid pharmaceutical license copy and in page 15 Vendor to provide 2 references VA contract number POC name, email, and phone awarded in the last 3 years that is relevant to multiple medical gas delivery contract. I would like to know if these license and past performances are required to be the PRIME’s or can we use our subcontractor’s ?

License and past performance should be the Prime Vendor’s.

18. Can the Department of Veterans Affairs provide a Price Schedule or Excel File (with the base year and 4 option years) to best respond to the RFQ with our pricing offer? I'm afraid there are multiple lists of the items/quantities and there may be a formatting issue that is causing confusion. The base year list is partially inserted in the option year 4 list and it is not clear the quantities we are to use for the base year and 4 option years.

The pricing worksheets are attached to this amendment. The previous price sheet did not capture several costs.

See attached document: Base Year Pricing.

See attached document: Option Year 1 Pricing.

See attached document: Option Year 2 Pricing.

See attached document: Option Year 3 Pricing.

See attached document: Option Year 4 Pricing.