S02 36C24525Q0760 0002 AMEND - QUESTIONS.pdf

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)

1 11

0002 07-01-2026

19ACQ

Department of Veterans Affairs Perry Point VA Medical Center Contracting Office (19ACQ) 1 Boiler House Road, Bldg. 101C, Room 4 Perry Point MD 21902 Aria Melville, Contracting Officer

19ACQ

Department of Veterans Affairs Perry Point VA Medical Center Contracting Office (19ACQ) 1 Boiler House Road, Bldg. 101C, Room 4 Baltimore MD 21902

To all Offerors/Bidders 36C24525Q0760

06-18-2026 X

X X

X 1

The purpose of this amendment is to address vendor questions regarding this solicitation. VA Responses are outlined in the document following this SF30.

Aria Melville Contracting Officer

Questions - RFQ 36C24526Q0760 - Washington DC VAMC DME

Questions for RFQ 36C24526Q0760

1. Question deadline time zone Question: SF 1449 states questions are due by 5:00 PM EDT on June 24, 2026, while E.2 states 5:00 PM EST. Please confirm that the deadline is 5:00 PM Eastern Daylight Time on June 24, 2026.

VA Response: Time Zone shall be EDT for both.

2. Number of anticipated awards, minimum guarantee, and expected volume allocation Question: The solicitation states that the Government intends to award multiple fixed-price IDIQ contracts. How many IDIQ awards does VA anticipate making, will the $12,500 minimum guarantee apply to each awardee, and does VA anticipate any expected distribution or allocation of orders among awardees under the fair-opportunity ordering process?

VA Response: The Department of Veterans Affairs intends to make multiple fixed‑price IDIQ awards under this solicitation and currently anticipates awarding up to four (4) contracts, although the actual number may be fewer (at the discretion of the government), and will depend on evaluation results and the best interests of the Government. The minimum guarantee of $12,500 applies to each IDIQ contract that is awarded, while the total ceiling of $5,596,000 is an aggregate maximum across all contracts combined and is not guaranteed or evenly allocated to individual contractors. Beyond the minimum guarantee, the Government does not promise any specific volume or dollar value of orders to any awardee;

orders will instead be issued using the fair‑opportunity, tiered order‑allocation method described in the solicitation, which places orders based primarily on proximity to the Veteran’s residence, then evaluated price when distance is similar, and then rotation when distance and price are essentially equal, subject in all cases to contractor availability and the Government’s determination of best value.

3. Historical ordering data and CLIN quantity methodology Question: Please provide the historical ordering data for each zone for the previous three years, including the number of setup/delivery trips, installation hours, repair hours, emergency visits, and cancellations by year. Please also provide the historical Veteran count by zone or ZIP code, if available. In addition, please explain how quantities were estimated for each CLIN and how growth was estimated, including whether quantities were based on historical usage, projected Veteran growth, or another methodology.

VA Response: The resulting solicitation is based on all of the above.

4. Excel version of pricing schedule Question: Will VA provide an Excel version of the price schedule/price proposal to support accurate completion of all CLINs across the base and option periods?

VA Response: An excel spreadsheet will not be provided. We encourage vendors to check to ensure that pricing is accurately reflected in your proposal submissions.

5. Storage facility location requirement Question: Please confirm the controlling storage-location requirement. E.2 states that the storage facility must be located within 30 miles of Washington VAMC. The PWS also states that the storage and repair facility shall be within the county of each individual VAMC or a border county. For this Washington DC VAMC requirement, will a single facility within 30 miles of Washington VAMC satisfy the requirement?

VA Response: There is only one participating VAMC (Washington DC VAMC), so a single facility located within the required 30-mile radius of the Washington DC VAMC satisfies the storage-location requirement.

6. Facility proof before award versus start of contract Question: E.2 requires the Offeror to demonstrate possession and/or control of the storage facility prior to the start of the contract and to submit written documentation with the quotation. Will VA accept a signed lease commitment, landlord letter of commitment, or conditional lease that becomes effective upon award, provided it is signed by both parties?

VA Response: The Government will accept a signed lease commitment, landlord letter of commitment, or conditional lease that becomes effective upon award, provided it is signed by both parties and clearly demonstrates the offeror’s legal right to exclusive use of a facility that meets the storage requirements and is located within 30 miles of the Washington DC VAMC. Section E.2 of the solicitation specifies that “acceptable forms of proof are a deed, signed lease, letter of commitment, etc.” and that the offeror must demonstrate possession and/or control of the storage facility prior to the start of the contract, not prior to submission of the quotation. Therefore, a binding, mutual commitment document that becomes effective at award and is submitted with the quotation will satisfy the facility‑documentation requirement.

7. Technical response page limit and excluded attachments Question: Please confirm the 10-page limit for the technical response and identify which documents are excluded from that limit. Specifically, are the SF 1449, price proposal, storage-facility proof, Joint Commission/accreditation documentation, insurance documentation, representations and certifications, VAAR 852.219-75 certificate, and other required attachments excluded from the 10-page technical response limit?

VA Response: Correct. The 10-page limit does not include the documents mentioned above.

8. 7,000 square feet and dock/lift gate requirement Question: Please confirm whether the minimum 7,000 square feet and hydraulic dock or lift gate rated at least 3,000 lb. must be available at contract start for each awardee. Please also confirm whether VA expects all VA-owned inventory for the DC VAMC to be stored at each awardee facility or distributed by task/order allocation. If a facility otherwise meets the storage and operational requirements, will VA accept an equivalent loading/unloading capability, such as dedicated lift-gate receiving, in lieu of a fixed hydraulic dock?

VA Response: Each IDIQ awardee must have, by contract start, a primary storage and repair facility that meets the PWS requirements: at least 7,000 square feet of climate-controlled space and either a hydraulic dock or a lift gate rated at least 3,000 lb, with proof of possession/control submitted with the quotation as described in Section E.2. The Government does not expect every awardee to store the entire DC VAMC DME inventory;

instead, VA-owned inventory will be assigned and moved via task orders and transition actions, and each contractor must maintain sufficient compliant space for the equipment assigned to that contractor. The loading requirement may be satisfied by a fixed hydraulic dock or by an equivalent solution such as a dedicated hydraulic lift gate, so long as the capability safely supports loads of at least 3,000 lb in accordance with the PWS.

9. Subcontractor prohibition and reporting conflict Question: The PWS states that subcontractors are strictly prohibited from performing any duties or providing services under this contract, while Attachment A includes subcontractor notification/reporting and VAAR 852.219-75 is included. Please confirm whether all direct performance must be by prime contracted employees and whether any subcontracting is permitted for non-direct or specialized services.

VA Response: For this SDVOSB set-aside requirement, all duties and services described in the PWS (including storage, handling, delivery, pickup, repair, maintenance, transition activities, and Veteran-facing services) must be performed by employees of the SDVOSB prime contractor; subcontractors are not permitted to perform these contract services.

VAAR 852.219-75 (Limitations on Subcontracting) is included because it is required for SDVOSB set-asides, but the PWS imposes a stricter standard by prohibiting subcontractors from performing contract duties, and that PWS requirement governs. Subcontracting is therefore limited, if used at all, to non-performance, ancillary functions that do not involve performing the DME services under this contract, and any such subcontractor use must still comply with the SDVOSB limitations-on-subcontracting certification and the subcontractor-notification reporting requirements in Attachment A.

10. Transition CLIN 00X0 pricing, task order process, and incumbent deficiencies Question: The PWS states that inventory relocation costs will be assessed and proposed to VA per CLIN 00X0, and the transition ordering procedures state that VA will issue a task-order RFP for CLIN 00X0.

Section B.2 does not appear to include a priced CLIN 00X0. Should offerors price transition services with the proposal, or should transition pricing be submitted only after receipt of a separate post-award task-order RFP? In addition, is the successor contractor expected to correct deficiencies created by the incumbent contractor, and if so, how will those efforts be compensated if they exceed the transition CLIN amount or task-order amount?

VA Response: CLIN 00X0 is not priced in the base proposal and that transition work will be priced later via task‑order RFPs, with any deficiency‑correction beyond the NTE handled through that same task‑order pricing mechanism.

11. Transition inventory data and incumbent storage access Question: Will VA provide offerors the current incumbent inventory list by equipment type, including serial numbers, equipment condition, location of incumbent storage, expected transition volume, and an opportunity to inspect the current storage site before quotes are due or before any CLIN 00X0 transition proposal is required? If not before quote submission, will VA provide a complete inventory with serial numbers and condition at transition?

VA Response: Yes vendors will be able reach out to the incumbent to inspect storage prior to submitting pricing for CLIN 00X0

12. Service area and zone interpretation Question: Please confirm the intended service area and zone boundaries, including whether Zone 4 includes Jefferson County, West Virginia, and whether “Loudon” refers to Loudoun County, Virginia.

Please also clarify how orders outside the listed zones but serviced by DC VAMC will be assigned and priced.

VA Response: Clarification of intended service areas for

Zone 1 includes: Washington, DC

Zone 2 includes: Prince Georges County (MD), Montgomery County (MD), Arlington (VA), Alexandria (VA), Falls Church (VA), Fairfax County (VA)

Zone 3 includes: Charles County (MD) Manassas (VA) Prince William County (VA)

Zone 4 includes: Stafford (VA), Spotsylvania County (VA), Fredericksburg (VA), Fauquier County (VA), Warren County (VA), Clarke County (VA), Loudon County (VA), Frederick (MD), Calvert County (MD).

13. Response time clock trigger

Question: For all response and timeliness requirements, please confirm when the applicable response-time clock begins. Does the clock begin when VA places the order, when the contractor receives the order, when the contractor acknowledges receipt, when the contractor contacts the Veteran/caregiver, or when the Veteran/caregiver successfully schedules the appointment?

VA Response: Unless otherwise stated, all response and timeliness requirements in this solicitation are measured from the time the VA issues and transmits the order/notification (e.g., the Prosthetics purchase order, COR emergency call, or PSAS repair notification).

Specifically, the contractor must contact the Veteran within one calendar day of notification from the Prosthetics staff purchase order, and complete delivery/pickup within three calendar days from the date of order, unless the Veteran requests a later date. For emergency calls and repair notifications, the one-hour and twenty-four-hour clocks begin at the time of notification by the COR or PSAS, respectively. The VA will rely on its order/notification transmission timestamp as the official start of these response-time clock

14. Fair opportunity response time Question: The fair-opportunity ordering procedure states that failure to respond within the specified timeframe may be treated as non-availability, but the response timeframe is not stated. What is the required contractor response time to accept or decline an order?

VA Response: For each order issued under this IDIQ, the contractor shall accept or decline the order within four (4) business hours of order notification, during the hours of 0800–1630 local time, Monday through Friday, excluding Federal holidays. Failure to respond within this timeframe may be treated as non‑availability for that order in accordance with the fair‑opportunity ordering procedures. If the contractor declines an order, the contractor shall document the reason for the declination. Documented reasons for declination may be considered in the Government’s performance evaluations but will not automatically result in a negative performance rating.

15. Emergency definition, response standard, and billing

Question: Please clarify the response and billing requirements for emergency services. The PWS requires a one-hour response to emergency calls from the COR, next-business-day notification to COR/designee regarding emergency repairs, and includes emergency visits in the price schedule. Does an emergency visit require physical arrival within a defined number of hours, or only call response within one hour unless otherwise directed by the COR?

VA Response: Under this solicitation, the emergency response requirement is that the contractor shall accept emergency telephone calls from the COR and respond to the call within one (1) hour of notification. The PWS does not prescribe a specific ‘X-hour’ deadline for physical arrival at the Veteran’s location. Instead, emergency visits are ordered and billed under the ‘EMERGENCY VISITS’ CLINs when the COR determines that an onsite response is required, and repairs must otherwise meet the existing timelines (e.g., pick-up/repair within 24 hours of PSAS notification and best efforts to complete repairs within 48 hours). Accordingly, compliance is measured by one-hour telephone response, adherence to COR directions regarding dispatch, and meeting the 24-/48-hour repair timelines, rather than a fixed arrival-time standard.

16. Patient refusal reporting standard Question: Please confirm the controlling reporting standard when a Veteran refuses DME. The PWS requires telephone notice to the COR/designee within four hours and fax follow-up, while Attachment A requires telephone reporting within one hour or next available business day if after 5 PM and during the home visit if refusal occurs during a visit.

VA Response: Both the PWS and Attachment A apply to Veteran refusals of DME. The controlling standard for the initial phone notification is the more stringent requirement in Attachment A: if a Veteran refuses DME or requests its removal, the contractor must notify the COR/designee by telephone within one (1) hour of the refusal (or by the next available business day if the refusal occurs after 5 PM), and, if the refusal occurs during a home visit, the contractor’s staff must notify the COR during that visit. Attachment A also requires a written report. The PWS then establishes an outer limit and documentation method by requiring that the contractor report the specifics of the refusal to the COR/designee by telephone no later than four (4) hours and follow that call with a fax of the refusal form.

Read together, the contractor should provide phone notice as soon as practicable but no later than 1 hour (or next business day after 5 PM), and in all cases no later than 4 hours, with faxed documentation to follow.

Source: PWS p. 32; Attachment A pp. 63-64

17. Unattended deliveries and re-delivery obligation Question: Please reconcile the solicitation language regarding unattended deliveries. One provision states that if the contractor fails to complete an in-person delivery and leaves equipment unattended, the contractor shall return to the beneficiary’s home within two calendar days to properly deliver and install the equipment at no additional cost to the Government. Another provision states that at no time shall deliveries be left unattended at a beneficiary’s residence. Please confirm that no deliveries may be left unattended and clarify when, if ever, the two-calendar-day re-delivery provision applies.

VA Response: Under this solicitation, deliveries must always be completed in person to the Veteran or an authorized representative, with appropriate documentation and signature.

Deliveries may not be left unattended at any beneficiary residence. This is the standard.

The reference to returning within two calendar days is not an authorization for unattended delivery. It is a remedial requirement: if a contractor improperly leaves equipment unattended instead of completing an in-person, signed delivery, the contractor must return within two calendar days to properly deliver and install the equipment, and must do so at no additional cost to the Government.

For field staff, dispatch, patient contact, quality control, and billing, the operative standard is that unattended delivery is prohibited. In the event of a failed in-person delivery (e.g., the Veteran is not available), the contractor is expected to contact the COR or designee for instructions and re-schedule, rather than leave the equipment.

Source: PWS pp. 21-22

18. SSN versus last-four identifier in invoice and delivery documents Question: The PWS states the Government will furnish the last four digits of the Veteran’s SSN for delivery/pickup requests, but the invoicing section states the invoice must include the Veteran’s social security number. May the contractor use the last four digits or another VA-provided identifier rather than the full SSN?

VA Response: Please use the last 4 of the Veteran’s SSN.

Source: PWS pp. 26, 35

19. Reporting calendar inconsistencies

Question: Please confirm the final reporting calendar. The PWS lists quarterly reports for Oct-Dec due Feb 10, Jan-Mar due May 10, and Jul-Sep due Nov 10, but does not list the Apr-Jun due date. Attachment A states quarterly reports are due by the 15th of the month after the reporting quarter, monthly reports by the 5th workday, and PWS reporting deliverables include PM & Repair Report due the 10th of the next month.

Why this matters: A confirmed calendar is needed to avoid noncompliance and to align monthly invoices, reports, QI metrics, and QASP surveillance.

VA Response: Under this solicitation, reporting is organized monthly and quarterly. Monthly invoices and PM & Repair Reports are due no later than the 10th working day or the 10th calendar day of the month following the month of service, as stated in the PWS. Quarterly reports (including QI metrics, sentinel event log, and other quarterly deliverables) are due to the COR no later than the 15th of the month following the reporting quarter, consistent with Attachment A. For the April–June quarter, this means the quarterly reports are due by July 15. The PWS examples for Oct–Dec, Jan–Mar, and Jul–Sep follow the same pattern and will be applied consistently to Apr–Jun.

Source: PWS p. 33; Attachment A p. 63

20. Submission file size and multiple emails Question: Does VA have a maximum email attachment size for quote submissions, and may an offeror transmit the quotation in multiple emails if needed, with each email labeled as part of the same submission?

Why this matters: The required quote package includes multiple volumes and attachments. Confirming file-size handling reduces avoidable receipt risk.

VA Response: There is no maximum email attachment size. If multiple emails are needed, please feel free to send to the Contracting Officer.

Source: E.2 pp. 79-81

21. Cancellation CLIN definition and documentation

Question: Please define the circumstances under which the Cancellation CLIN may be billed and what supporting documentation is required. Does this CLIN apply to Veteran no-show, refusal after arrival, VA cancellation after dispatch, cancellation before dispatch, or all of the above?

Why this matters: The price schedule includes cancellation CLINs by zone and period, but the operational trigger and documentation standard are not defined in the PWS.

VA Response: Under this solicitation, the Cancellation CLIN is intended to cover situations where a valid VA order has been issued, the contractor has scheduled and dispatched a trip in accordance with the PWS, and the delivery/pick-up is not completed for reasons beyond the contractor’s control (such as Veteran no-show, Veteran refusal after arrival, or VA cancellation after dispatch). It does not apply to cancellations before dispatch or to failures attributable to contractor error. For Veteran refusals, the contractor must obtain and submit the signed refusal form (Attachment B) with the monthly invoice, as stated in the PWS; for other cancellations, the contractor must support the CLIN with the order, trip log/dispatch record, and documentation of the VA or Veteran-initiated cancellation.

Source: B.2 pp. 6-19; PWS p. 28