36C24523R0055 Questions and Answers.pdf

36C24523R0055 Clarksburg Home Oxygen Services Questions & Answers

Question # 1

B.2 Price / Cost Schedule

On Page 7 (Item 0006), Page 10 (Item 1006), Page 12 (Item 2006), Page 15 (Item 3006), Page 17 (Item

4006), Page 19 (Item 5006) – Setup Portable Concentrator. The amount column indicates No

Charge.

Question: Why will Contractor not be able to charge for Portable Concentrator Setups?

Answer: This charge is already included with the oxygen set-up, so there wouldn’t be a charge.

Question # 2

On Page 7-8 (Item 0007), Page 10 (Item 1007), Page 12 (Item 2007), Page 15 (3007), Page 17 (4007), Page 19 (5007) – Monthly Rental of Portable Concentrator.

Question: There is currently little to no Portable Concentrator usage specified with prior or current contract. This appears to be a new initiative. Based on the quantities specified in the Price / Cost

Schedule, it appears the VA is planning to prescribe Portable Concentrators for approximately 85% of its home oxygen patients currently utilizing Stationary Concentrators. Is this correct? If so, will all the Portable Concentrators be setup in conjunction with the start date of the new contract?

Please advise.

Answer: Currently the VA does not provide portable concentrators – we are hoping to provide them to the Veterans with the Long-Term contract.

Question # 3

On Page 6 and in a couple of other areas in the solicitation, it states to the total contract maximum to be ordered is $11,500,000.00 for performance period of 5 years with ordering periods starting April 1, 2024 – March 31, 2029.

Question: Is the six (6) month Option Period that may or may not be exercised included in the

$11,500,000.00 contract maximum? Please advise.

Answer: No, that is correct, the 6-month isn’t included.

Question # 4

B.3 Performance Work Statement

On Page 23, 1.4 Portable Equipment at VA Medical Centers states “500 portable cylinders, regulators, regulator keys, nasal cannulas, fire safety valves (two (2) per tank) and O2 carriers shall be continuously located in Clarksburg, WV. This service shall be provided at no cost to the

Government.”

On Page 46, 4.26 Stock Storage Portable Equipment at VAMC states “Ten (10) portable cylinders, regulators, fire safety valves (two (2) per tank) and O2 carriers shall be continuously maintained by the contractor at the VA Medical Centers. This service shall be provided at no cost to the

Government.”

Questions: Is the Contractor supposed to provide 10 portable cylinders or 500 portable cylinders?

Also, are you saying the Contractor cannot charge for cylinder refills, portable system rental and fire safety valves for this requirement? Please advise.

Answer: The no additional cost refers to these items listed there will be no additional charge, because they all have their own line item:

• 500 portable cylinders – cost in Item #0005

• Regulators – cost in Item #0001 or 0002 depending which LPM is needed.

• regulator keys – cost in Item #0001 or 0002 depending which LPM is needed.

• nasal cannulas - cost in Item #0001 or 0002 depending which LPM is needed.

• fire safety valves (two (2) per tank) – cost in Item #0017

• O2 carriers – cost in Item #0001 or 0002 depending which LPM is needed.

• Ten (10) portable cylinders - cost in Item #0005

• Regulators - cost in Item #0001 or 0002 depending which LPM is needed.

• fire safety valves (two (2) per tank) - cost in Item #0001 or 0002 depending which LPM is needed.

• O2 carriers - cost in Item #0001 or 0002 depending which LPM is needed.

Question # 5

B.3 Performance Work Statement

Pages 31-35

4.4 Ventilators

4.4-1 Ventilator Equipment and Supplies

4.4-2 Closed Suction Catheters

4.4-3 Inline HME

4.4-4 Full Face PAP Mask

4.4-5 Heated Humidifier

4.4-6 Nebulizer with Compressor

4.5 Portable Suction Machines

Question: Are heated humidifiers, suction machines, nebulizer compressors and cough assists to be included in the monthly rental price of Ventilator Rental (Item numbers 0020, 1020, 2020, 3020, 4020, 5020)? If not, there are no CLIN’s to bill for these items individually. How many ventilator patients currently? Please advise.

Answer: No, these items are ordered patient specific.

• Heated humidifiers – issued from Respiratory

• Suction machine – issued from Prosthetics

• Nebulizer compressors – issued from Respiratory

• Cough assist – ordered by Prosthetics

Not provided by the vendor – but they are included in the contract because if an exception arises.

Currently we have 11.

Question # 6

B.3 Performance Work Statement

Page 37, 4.9 In-Home Nocturnal Continuous Pulse Oximetry Test

Question: There is no CLIN in B.2 Price / Cost Schedule for providing this service. Was this an oversight and will a CLIN be added for this? How many pulse oximetry tests are currently being done on a monthly basis? Please advise.

Answer: There are 0 veterans with this – after Covid they started issuing the portable pulse ox-there are not any being monitored by vendor at this time. In the contract in case there would be an exception arise.

CLIN *003: Monthly rental of M/H cylinder setup. Please confirm that this can be billed on a monthly basis – CLIN 3 – billed monthly for new M/H cylinder new set-up only.

CLIN *004: M/H cylinder resupply. Is this each time a M/H is replaced? – this refers to when a M/H cylinder is resupplied to a veteran.

CLIN *005: Monthly rental of portable cylinder. Is this for B and E (see CLIN 0008/0009)? If so, please update CLIN description. This is the monthly rental for portable cylinders – B & E are separate.

CLIN *006: Set-up portable concentrator. Would you consider changing from “No-Charge”? The portable concentrator set up is included with the initial set-up for veterans. See attached from contract: Initial set-ups are services provided to those patients who have not been provided a VA authorized oxygen therapy delivery system to their place of residence on a previous occasion or have not used such a system continuously for the past 60 days.

CLIN *010: Air compressor and supplies. Are these government owned? No

CLIN *011: Quarterly assessment of O2 patients. This is not mentioned in the PWS. If you intend to add this as a requirement, would you consider 6-month assessments? Veterans need quarterly audits.

CLIN *023: COVID Set-Up. Please clarify what this is or please remove CLIN. This is for oxygen set-up for Covid positive veterans only.

PWS 4.0.a.7. Can you please remove the requirement to send the monthly invoices on a CD or DVD?

Will be removed from PWS.

PWS 4.9 In-home Nocturnal continuous pulse oximetry tests. There is no line item. Please consider removing this from PWS. Updated and removed from PWS

PWS 4.10 Cough Stimulating Device. This is only required for Ventilator patients, however, there is no line items. Please add a line item to the CLIN table. Updated and removed from PWS

PWS 4.12 Positive Airway Pressure (PAP) Valve. Please add a line item to the CLIN table. Needs removed – VA provides not Home O2 vendor.

PWS 4.13. Variable Mask. Please add a line item to the CLIN table. Needs removed – VA provides not

Home O2 vendor.

PWS 4.15 Male-Female Oxygen Swivel Connector. Please add a line item to the CLIN table.

Respiratory states we haven’t used these – this can be removed.

PWS 4.20. Concentrator with portable gaseous oxygen system. Please consider removing or add a line item to the CLIN table. These are listed in CLIN 0007, 1007,2007,3007,4007,5007

PWS 4.4. Is the patient required to have 2 ventilators in their home and the contractor to have a third available for each ventilator patients or only invasive patients? Please clarify.

Veteran is to have 2 ventilators at all time – please see below:

4.4 d - The patient shall always have two (2) ventilators on hand. In cases of a multi-function ventilator being utilized, a standard ventilator, i.e. Trilogy, may be used as a secondary ventilator.

Contractor is to have a back up ventilator in stock for replacement purposes for each veteran on the rental ventilators – please see below:

4.4 e - The Contractor shall always keep one (1) or more ventilators in stock for replacement purposes for each patient on a rental ventilator. All related supplies shall be provided by the

Contractor.

PWS 4.F.7. It is stated that continuous vent patients are to be seen monthly and nocturnal and intermittent patients be seen quarterly. Should there be a line item for each or are we to use CLIN *019 for both?

CLIN 0019 is for the RT monthly assessments of ventilator patients.

CLIN 0011 would be for the nocturnal and intermittent patients.

PWS 4.8. Please clarify if a POC is to be included in the VAMC and outpatient clinics. See 4.26 Two

POC – to be able to have each RT to have to eval veterans with to see if they are going to qualify to use them. Updated in the PWS

So 4.26 a. needs edited to:

4.26 a. Two (2) portable oxygen concentrators shall be continuously maintained by the Contractor at the VA Medical Center. These portable oxygen concentrators shall be used for evaluation of patients to see if they qualify for these devices. This shall be provided at no additional cost to the

Government for this service.

Will the due date for the full proposal be extended from 1/23/2024 until a later date so contractors will have time to respond after an amendment is made with answers to the questions? Yes Due date will be extended.

1. LIN 0005 - Monthly rental of portable cylinder. Code E0431

Question: What size of cylinder are you referring to for this line item?

Just portable cylinders

2. LIN 0006 - Set-up portable concentrator. Code

Question: It is pre-populated with NO CHARGE. What’s the point of having a line item if we can’t charge for that line item? Very confusing. No charge.

3. LIN 0010 - 50 psi Air Compressor and supplies. Code E0565

Question: This is a rental line item, correct? CLIN LINE 0010

4. LIN 0011 - RT quarterly assessment of O2 patients. Code VA120

Question: There is no mention of providing quarterly RT assessments of O2 patients in the PWS.

If this is a requirement of this solicitation, please add to the PWS. This is added to PWS

5. LIN 0012 - Stationary liquid oxygen system. Code E0439

Question: This is a rental line item, correct? CLIN LINE 0012

6. LIN 0013 - Portable liquid oxygen system. Code E0444

Question: This is a rental line item, correct? CLIN LINE 0012

7. LIN 0020 - Monthly Ventilator Rental

Question: Is this line item for the rental of 1 ventilator (Primary) or 2 ventilators (Primary + backup? – Veterans on ventilator must have 2 ventilators at all times.

8. LIN 0021 - Delivery for re-supply and/or relocation of equipment due to change in beneficiary’s residence.

Question: It is pre-populated with NO CHARGE. What’s the point of having a line item if we can’t charge for that line item? Very confusing. NO CHARGE

9. LIN 0023 - Covid Set-up

Question: There is no mention of providing this service in the PWS. If this is a requirement of this solicitation, please add to the PWS.

10. PWS 1.4 PORTABLE EQUIPMENT AT VA MEDICAL CENTERS: 500 portable cylinders, regulators, regulator keys, nasal cannulas, fire safety valves (two (2) per tank), and 02 carriers shall be continuously maintained by the Contractor at the VA Medical Centers located in

Clarksburg, WV. These cylinders shall be used only to accommodate Home Oxygen beneficiaries who are visiting VA or being discharged and require a tank of oxygen to go home. This service shall be provided at no additional cost to the Government. VA shall furnish storage space and maintain all security for this equipment. Contractor shall be permitted access to the space and equipment when requested, by telephone, with 24 hours’ notice to the VA Medical Center’s

Respiratory Therapy Department. Contractor shall maintain an updated inventory of all equipment on a quarterly basis.

Then PWS 4.26 STOCK STORAGE PORTABLE EQUIPMENT AT VAMC states:

a. Ten (10) portable cylinders, regulators, regulator keys, nasal cannulas, fire safety valves (two

(2) per tank), and 02 carriers shall be continuously maintained by the Contractor at the VA

Medical Centers. These cylinders shall be used only to accommodate home oxygen beneficiaries who are visiting VA or being discharged and require a tank of oxygen to go home. This shall be provided at no additional cost to the Government for this service.

Question: These 2 sections of the PWS contradict themselves. Which one is the correct one?

PWS will be correct with the following:

So 4.26 a. needs edited to:

4.26 a. Two (2) portable oxygen concentrators shall be continuously maintained by the Contractor at the VA Medical Center. These portable oxygen concentrators shall be used for evaluation of patients to see if they qualify for these devices. This shall be provided at no additional cost to the

11. PWS 4.9 IN-HOME NOCTURNAL CONTINUOUS PULSE OXIMETRY TEST: Contractor shall provide in-home nocturnal continuous oximetry testing after receipt of VA physician order.

The Contractor will make (3) three attempts (on different days, no less than four (4) days apart) to contact the patient for setup, if the Contractor is unable to make contact, they are to report the information back to the VA designee and/or COR for follow up and direction on how to proceed.

Procedure shall include delivery, set up and pick up of rented oximeter. Data from the oximeter shall be downloaded and a written report be furnished to the VA designee and/or COR within 48 hours of pick up. This process shall be completed within 30 days of the initial order.

Question: There is no line item to provide this service. If this is a requirement of this solicitation, please add a line item. Section removed, see updated PWS.

12. PWS 4.10 COUGH STIMULATING DEVICE: The Contractor Respiratory Therapist shall deliver a Cough Stimulating Device to the patient; provide instruction on use of device, with return demonstration by patient and/or caregiver, along with applicable patient education and equipment maintenance training.

Section removed, see updated PWS.

13. PWS 4.12 POSITIVE AIRWAY PRESSURE (PAP) VALVE:

Question: There is no line item to provide this product & service. If this is a requirement of this solicitation, please add a line item.

Section removed, see updated PWS.

14. PWS 4.13 Variable Mask: OxyMask or OxyTrach Mask (or like mask) must be prescribed by VA staff. The Contractor shall deliver an OxyMask or OxyTrach Mask (or like mask) to the patient;

provide instruction on use of device, with return demonstration by patient and/or caregiver, along with applicable patient education and equipment maintenance training. Once the initial set-up has been completed, the Contractor shall develop a regular delivery schedule for all disposable and/or consumable supplies. To be added (This item to be provided to ventilator/trilogy veterans only.)

Question: There is no line item to provide this product & service. If this is a requirement of this

This item to be provided to ventilator/trilogy veterans only.

15. PWS 4.15 MALE-FEMALE OXYGEN SWIVEL CONNECTOR:

Question: There is no line item to provide this product & service. If this is a requirement of this

Removed from PWS.

16. PWS 4.20 CONCENTRATOR WITH PORTABLE GASEOUS OXYGEN SYSTEM:

a. Oxygen concentrator with home compressor used to fill portable oxygen cylinders. Home compressor feature may be integrated into the stationary concentrator or may be a separate component. Oxygen concentrator to deliver flow rates of either up to 5 LPM or up to 10 LPM

(low flow or high flow concentrator). System shall include the following accessories:

Question: There is no line item to provide this product & service. If this is a requirement of this solicitation, please add a line item. Portable Oxygen Concentrator Only.

1.4 PORTABLE EQUIPMENT AT VA MEDICAL CENTERS: 500 portable cylinders, regulators, regulator keys, nasal cannulas, fire safety valves (two (2) per tank), and 02 carriers shall be continuously maintained by the Contractor at the VA Medical Centers located in Clarksburg, WV. These cylinders shall be used only to accommodate Home Oxygen beneficiaries who are visiting VA or being discharged and require a tank of oxygen to go home. This service shall be provided at no additional cost to the Government.

VA shall furnish storage space and maintain all security for this equipment. Contractor shall be permitted access to the space and equipment when requested, by telephone, with 24 hours’ notice to the VA Medical

Center’s Respiratory Therapy Department. Contractors shall maintain an updated inventory of all equipment on a quarterly basis.

Question:

A. Will the VA keep an Inventory Patient distribution log for oxygen tracking and tank recovery for the subcontractor?

Two (2) portable oxygen concentrators shall be continuously maintained by the Contractor at the

VA Medical Center. These portable oxygen concentrators shall be used for evaluation of patients to see if they qualify for these devices. This shall be provided at no additional cost to the Government for this service.

4.0 EQUIPMENT MAINTENANCE: a. Twice annually or as recommended by the equipment manufacturer, whichever occurs most often, the Contractor shall visit the patient to inspect equipment, checking for proper functioning and prompting patients to replace disposables, such as filters, tubing and nasal cannula as needed. During the visit the Contractor shall also reassess equipment compliance, provide educational needs, perform equipment inspection and maintenance in accordance with manufacturer’s recommendations and perform an environmental survey.

A. Item # 11 States Quarterly RT visits where biannual visits appear in multiple other sections of the PWS. Please clarify how often oxygen patients require RT visits.

Veterans need quarterly audits, PWS is updated.

UNDER 3.3 ASSESSMENT REQUIREMENTS:

ADD to the end of a.:

a. Contractor is responsible for Quarterly RT visits for veterans.

4.4 VENTILATORS: f. Contractor shall provide each site a quarterly report due on the 10th day following the end of the quarter containing the following:

A. Item # 19 on Pricing Schedule states a Monthly assessment of Ventilators where the section above states quarterly. Please clarify the frequency of RT visits for Ventilator Patients.

The above “quarterly report due on the 10th”, is referring to the quarterly reports, not the RT monthly assessment.

7.Perform Home Visits (continuous patients shall be visited monthly and nocturnal/intermittent ventilation patients visited quarterly). This visit is to include ventilator respiratory assessment by a

Registered Respiratory Therapist.

A. Is the Ventilator respiratory assessment an equipment Management assessment or a Clinical assessment component?

4.7 SUCTION MACHINE: c. Machine supplies and disposables to be incorporated in the monthly rental price of the unit.

A. There is no Item number for Suction machine rental on Pricing Schedule.

Suction machine needs removed from PWS.

4.9 IN-HOME NOCTURNAL CONTINUOUS PULSE OXIMETRY TEST: Contractor shall provide in-home nocturnal continuous oximetry testing after receipt of VA physician order. The Contractor will make (3) three attempts (on different days, no less than four (4) days apart) to contact the patient for setup, if the Contractor is unable to make contact, they are to report the information back to the VA designee and/or COR for follow up and direction on how to proceed. Procedure shall include delivery, set up and pick up of rented oximeter. Data from the oximeter shall be downloaded and a written report be furnished to the VA designee and/or COR within 48 hours of pick up. This process shall be completed within 30 days of the initial order.

A. There is no Item number for Pulse Ox Test on Pricing Schedule.

Updated and removed from the PWS.

4.10 COUGH STIMULATING DEVICE: The Contractor Respiratory Therapist shall deliver a Cough

Stimulating Device to the patient; provide instruction on use of device, with return demonstration by patient and/or caregiver, along with applicable patient education and equipment maintenance training.

a. All Cough Stimulating Device setups shall include all supplies, accessories, and components required for operation of the device, both disposable and non-disposable supplies, accessories and components. (Masks, patient circuit, air filters, hose clip, AC Power cord, SD card, carry case) Disposable and consumable supplies and/or accessories shall be replaced at the time interval recommended by the equipment manufacturer.

b. Initial set-ups shall be completed within eight (8) hours of request. Set-up of the Cough Stimulating

Device includes setting up and ensuring the equipment is operational, instruction and training of patient and/or care giver and home-environment safety check. Failure to deliver within the required time shall result in the VA obtaining the service from another source. Any costs in excess of contract pricing for services provided shall be billed to contractor or credited to next invoice at the discretion of the ordering facility.

A. There is no Item number for Cough Assist on the Pricing Schedule. The PWS section 4.10

Cough Stimulating Device sections (a-h) sounds as if a monthly rental requirement would be customary or multiple line items will be needed to supply the request outlined in a-h.

Removed from PWS.

4.12 POSITIVE AIRWAY PRESSURE (PAP) VALVE:

A. There is no Item number for PAP valve on Pricing Schedule.

Removed from PWS

4.20 CONCENTRATOR WITH PORTABLE GASEOUS OXYGEN SYSTEM

Contractor shall provide at no additional cost to the VAMC and Outpatient Clinics a home-fill system so patients can be titrated on actual unit before he/she goes home. Devices shall then be billed at monthly rental charge.

A. There is no Item number for Home-fill systems on the Pricing Schedule.

Portable Concentrator only

4.26 STOCK STORAGE PORTABLE EQUIPMENT AT VAMC:

a. Ten (10) portable cylinders, regulators, regulator keys, nasal cannulas, fire safety valves (two (2) per tank), and 02 carriers shall be continuously maintained by the Contractor at the VA Medical Centers. These cylinders shall be used only to accommodate home oxygen beneficiaries who are visiting VA or being discharged and require a tank of oxygen to go home. This shall be provided at no additional cost to the

A. Are these cylinders considered a part of the 500 required in 1.4 Portable Equipment at VA

Medical Centers?

So 4.26 a. needs edited to:

4.26 a. Two (2) portable oxygen concentrators shall be continuously maintained by the Contractor at the VA Medical Center. These portable oxygen concentrators shall be used for evaluation of patients to see if they qualify for these devices. This shall be provided at no additional cost to the

A. When completing the price schedule for items with a monthly rental, should the total amount listed reflect the monthly or annual cost? Should reflect a total of 12 months so it’s a year.