Answers to Vendors Questions.docx

Answers to Vendor Questions Custom Surgical Packs for OR, Solicitation 36C24626Q0059.

1. Can an extension of the quote due date be granted?

Answer: No extension is granted. The original quote due date of Friday, October 24, 2025, at 10:00AM remains in effect.

2. Why was this solicitation for Custom Surgical Packs for OR not issued as an SDVOSB set-aside?

Answer: Due to the restrictive time frame between the solicitation and the requirement need date is too short to obtain a Non-Manufacturing Rule waiver, the Contracting Officer has determined the most advantageous acquisition strategy for the Government is to issue an Open Market, Small Business set-aside RFQ for this requirement.

3. Can the delivery requirement be revised to three (3) calendar days?

3.1 A two (2) calendar day delivery window may inadvertently limit competition by favoring vendors that already participate in the MSPV Program or maintain a warehouse in close proximity to the Asheville VAMC.

Answer: Due to limited onsite storage capacity and the unpredictable scheduling of surgical procedures, we insist on delivery of packs either the next day or within two days. A delivery delay of three or four days would impose significant operational challenges and adversely affect the quality of veteran care.

Answer 3.1: Prior contracts, including the most recent agreement, were not awarded to a (MSPV) Prime Vendor.

4. Can the Government’s obligation be revised to require up to a forty-five (45) day supply of packs manufactured at the time of change acceptance to ensure continuity of supply and appropriate production lead times?

Answer: Pack modifications must be completed within 30 days. Change requests are taken seriously and are driven by urgent clinical needs requiring prompt action. A 30-day timeframe is a reasonable expectation for a custom pack vendor to implement updates and modifications.

5. The solicitation requires that the sterilization date appear on the product labels. Can the Government please confirm whether inclusion of the sterilization date is necessary, or if this labeling requirement may be revised?

Answer: This requirement aligns with VA and/or local VA hospital sterilization, safety, and infection control policies. Pack labels must include the manufacturing date, sterilization date, and expiration date for any dated components. This labeling requirement cannot be revised.

6. The Country of Origin (COO) is identified in the Bill of Materials provided with each pack quotation. May we request confirmation that the COO information may be omitted from the internal pack label, provided it remains available on the Bill of Materials and quotation documentation?

Answer: Internal labels are required and shall list the pack contents, to include item description, quantity, and country of origin.

7. Paragraph 9.2 states that ETO tape/indicators must be affixed to the outer wrap and tray “where applicable.” Could the Government please clarify what specific conditions or criteria determine “where applicable”?

Answer: All packs shall utilize rigid plastic base trays and component parts to minimize residual Ethylene Oxide (ETO) and eliminate potential particulate contamination from Styrofoam. Biodegradable trays with equivalent sterilization efficacy are acceptable. ETO tape or indicators must be affixed to the outer wrap and tray where applicable.

8. Paragraph 13.1 states that the contractor shall submit one monthly invoice. Can this clause be revised to allow invoicing upon delivery confirmation to the facility?

Answer: Invoicing will be “upon delivery and acceptance of item”.

9. May we request that the vendor’s name and vendor’s item number be provided for each component?

Answer: The current contractor is no longer manufacturing custom surgical packs.

10. The current Attachment A includes only Medline internal numbers which is a restrictive hurdle for cross referencing. Can the Government provide a component list for the Cath Lab Pack?

Answer: Attached is the updated Bill of Materials (BOM), detailing the required pack names, required quantities, and item descriptions for our hospital’s custom surgical packs.

11. Will the Government consider alternative brands?

Answer: No. The Government will not consider alternative brands, as such a change would result in additional delays in surgical procedures and extend the training period for personnel involved in these procedures.