36C24820Q0182-0001033.xlsx

XLSX spreadsheet Posted Dec 11, 2019

Attached to: AMD 01 NEW DME CONTRACT SOUTHERN ZONE
Solicitation number: 36C24820Q0182
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8

About this file

From the source

36C24820Q0182 0001 AMD 01 RFI - Response.xlsx

View the file

Other files

File	Type	Posted
36C24820Q0182-0001032.docx	DOCX document	Dec 11, 2019
36C24820Q0182-0001038.pdf	PDF	Dec 11, 2019
36C24820Q0182-0001036.docx	DOCX document	Dec 11, 2019
36C24820Q0182-0001037.pdf	PDF	Dec 11, 2019
36C24820Q0182-0001034.docx	DOCX document	Dec 11, 2019
36C24820Q0182-0001039.xlsx	XLSX spreadsheet	Dec 11, 2019
36C24820Q0182-0001035.docx	DOCX document	Dec 11, 2019
36C24820Q0182-046.pdf	PDF	Nov 21, 2019
36C24820Q0182-043.docx	DOCX document	Nov 21, 2019
36C24820Q0182-044.docx	DOCX document	Nov 21, 2019
36C24820Q0182-045.docx	DOCX document	Nov 21, 2019
36C24820Q0182-042.docx	DOCX document	Nov 21, 2019
36C24820Q0182-047.pdf	PDF	Nov 21, 2019

Show all 13

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

DIRECTIONS

TAILORED COMMENT MATRIX

THIS DOCUMENT MUST BE RETURNED IN A MICROSOFT EXCEL FILE FORMAT. DO NOT RETURN YOUR RESPONSES IN ANY DIFFERENT FILE FORMAT.

Directions & Explanation of TAILORED COMMENT MATRIX

This Tailored Comment Matrix is provided in order for potential offerors to provide feedback, comments, and ask questions with regard to the released RFP.

The sheet labeled "DIRECTIONS" explains this document, and provides directions for its use.

The sheet labeled "MATRIX" contains a table with all labeled and numbered elements from the RFP. This table is where potential offerors may respond to the Government with feedback, comments, or ask questions.

Directions and explanation of sheet labeled "MATRIX"

The MATRIX sheet can be reached by clicking the "MATRIX" Tab at the bottom of this spreadsheet. Add rows as necessary under the applicable item.

MATRIX COLUMN DESCRIPTIONS:
Column A:	Contains the Item reference number for this item. This number is used for organizational purposes, when referring to this document only.

Column B: Contains the section number that each element is labeled, within their respective documents. The section number relates directly to the item's location in the RFP.

Column C: Contains the written title for the corresponding item/section number.

Column D:	Contains a drop down box for selecting the type of comment. Available options are "Critical" "Substantive" or "Administrative".
	Critical: Violations of law -or- Unnecessary risks to safety, life & limb, or DOD Material; waste or abuse of DOD appropriations; unreasonable burden on resources.
	Substantive: Appears or is potentially unnecessary, incorrect, misleading, confusing, or inconsistent with other sections; disagree with proposed responsibilities, requirements, and/or procedures.
	Administrative: Address typographical, grammatical, and formatting errors (grammar, punctuation, style, etc.)

Column E: Contains a drop down box for selecting if the corresponding comments/questions/responses entered in column F contain proprietary information (Yes/No)

Column F: Contains space for potential offerors' comments/questions/responses. Include justification for why the information is considered proprietary if so indicated in Column E.

Column G: The responding Company's name should be entered in the in Column G for all questions

THIS DOCUMENT MUST BE RETURNED IN A MICROSOFT EXCEL FILE FORMAT. DO NOT RETURN YOUR RESPONSES IN ANY DIFFERENT FILE FORMAT.

MATRIX

	ITEM #	SECTION or ATTACHMENT #	DATE	COMMENT TYPE
(Select from drop down)	SOURCE SELECTION SENSITIVE INFORMATION IN QUESTIONS / COMMENTS?
(Yes/No)	QUESTIONS / COMMENTS
	RESPONSE
	1	Numerous pages	12/2/19		Numerous mentions of Zones and delivery radius; but no definition of zones from each VAMC are in the performance work statement. Is this a part of Attachment A which was not provided?	Breakdown of facilities and catchments provided.
	2	CLIN 0005, 1005, 2005, 3005, 4005			What does the Government mean by "outside hand rails?" Is this inside or outside of the home? Please bear in mind most localities will require a building permit to add any features outside of the home and the awarded DME company cannot use a subcontractor IAW Section 6 of the performance work statement.	CLIN 05 removed - hand rails/grab bars removed from contract.
	3	N/A			Consider adding a CLIN for more than two (2) grab bars -- e.g. the Veteran needs three grab bars instead of two as specified in the performance work statement (see Section 16 on page 12)	CLIN 05 removed - hand rails/grab bars removed from contract.
	3	3			Why must a qualified technician be certified to work with oxygen equipment when there is no home oxygen equipment to be delivered under the contract under section 8 (page 5)?	This a DME contract, they will not be handling oxygen equipment - removed.
	3	4			What is the anticipated volume for deliveries to VA facilities. Since we cannot charge for those, those costs will need to be incorporated into existing CLINS.	Two to five visits monthly.
	3	4			For power wheelchair deliveries to a VA facility, does the Government expect the awarded contractor to assemble the power wheelchairs prior to delivery; or is the contractor expected just to deliver the wheelchair and its sub-components to the facility?	This contract will not include the set up and delivery of power wheelchairs.
	5	8.n			Does the Government really intend a DME contractor to install or remove air conditioning in a Veteran Patient's home? Please specify if this is a portable air conditioner, a window air conditioner, or a complete home air conditioning system. DME companies are not equipped to handle Heating, Ventilation, and Air Conditioning (HVAC) installs. The awarded DME company would not be allowed to subcontract any such HVAC work to a licensed and qualified company as part of the terms of this contract (section 6).	This is a DME contract, and they will only be handling dura medical equipment
	5	8.n			What does the Government mean by "Home Safety Equipment?" This is very broad and could potentially lead to work orders which would require a General Contractor to perform. Any such addition to the house normally requires a building permit; something which DME companies do not do. Again, the awarded DME company would not be able to subcontract this type of work to an licensed General Contractor.	This item can be removed from the SOW.
	6	10			Does the Government plan on establishing an additional CLIN in cases where the VAMC's Government-owned equipment and supplies exceed 3500 square feet?	No facilities will not exceed 3500 sq ft
	7	11			OBSERVATION: in the cumulative log requirements section, you specify the contractor should have the beneficiaries SSN in subparagraph d. Recommend the wording to reflect last four of the beneficiary's SSN to avoid HIPPA Violations.	SSN changed to PO number.
	7	11			When assuming the contract, how will the incoming contractor be required to inventory those items already issued to Veterans? A physical inventory (driving to each Veterans' house to ensure they have the equipment) or will it be a paper inventory (verifying the item's existence and location via a delivery ticket/service order)?	The contractor shall perform an inventory, with the VA COR or designee of all DME upon commencement of the contract. The contractor shall also maintain a cumulative log of DME issued during the contract period. The incumbent will not be inventorying items that have been already delivered. Weekly service report from outgoing Contractor also to be provided.
	10	15			Approximately how many shipments per day does the VA foresee arriving at the contractor's warehouse?	Approximately 10-15 deliveries daily.
	11	16			Please clarify "re-arrangement of furniture." Recommendation would be to add a clarifying statement along the lines of "minor re-arrangement of furniture in order to ensure the safe placement of the prescribed DME equipment." Please confirm this does not include disassembly of existing furniture/items which might be blocking the safe installation of DME equipment.	According to the contract the contractor is suppose to call prior to making a delivery that room is available for delivery and the VA is not responsible if the contractor does not call prior to delivery to assure there's room available for delivery. Also according to the contract the contractor will only assemble dme items that require assembly i.e hand held shower hose which is minimum but no furniture
	14	17			How does the contractor demonstrate competence for maintaining VA-owned equipment? A demonstration to a VA employee or will participation in a training class for that piece of equipment suffice?	The contractor shall establish and maintain a secure and electronic database system of inventory control to protect and preserve DME and PII - Page 15 Section 21.
	15	20			There is a requirement to show valid driver's licenses at the start of the contract and on an annual basis. Will a submission of the driver's license numbers and expiration dates suffice? Photocopies of licenses will reveal the contractor employee's home address, which the VA does not need.	That is correct, the VA does not need the contractors employees home address, but the VA does need to know that they have a valid drivers license.
	16	23			Please confirm what type of three-prong adaptor you are looking for. The assumption is that it will allow a two-pronged electrical plug to be converted into a three-pronged grounding plug which can be plugged into most home electrical outlets; but it is not specified.	The contract only states that it needs to a three pronged adaptor and to be installed at no expense to the Government.
	16	23			How does the VA want the contractor to proceed if upon delivery, the service technician discovers unsafe electrical conditions which would preclude the safe operation of the DME equipment?	When the residences have non-grounded electrical receptacles, the contractor shall provide and install a three-prong adapter to plug in the electrical equipment at no charge to the government
	18	28			OBSERVATION: in the Weekly Service Report, the Government specifies they want the VA beneficiary's SSN. Recommend the word to reflect the last four of the Veteran's social security number in order to avoid HIPAA violations.	Repeat question - has been removed.
	20	31			Recommend adding a requirement for the Veteran/Caregiver to sign a "Against Medical Advice" form for refusal of service.	Contractor can attempt for records, but not a VA requirement.
	21	31			What is the Government's definition of immediately under the recall section. Recommendation would be to specify within 24 hours. How does the Government want this recall information relayed -- via telephone call, fax, or email?	Via e-mail on same day as received.
	21	31 & 33			OBSERVATION: Recommend changing this verbiage to "natural or man-made disasters." While everyone who lives in Florida can agree hurricanes and tropical storms are a major threat (less so snow storms), there are numerous other conditions which can adversely affect our Veteran Patients (chemical fires and train derailments which emit hazardous gases, for example)	Noted.
	21	33			When does the Government want a copy of the contractor's emergency action plan? At time of bid submission or after contract award?	Prior to the award, the Contractor must meet/exceed the standards of The Joint Commission (JC) and the Center for Medicare and Medicaid Services (CMS).
	22				Warrior Service Company LLC as the incumbent contract holder believes that the estimated quantities in this solicitation are unrealistic as our data for the past three years shows the quantities to be less than (One/Third) of what is suggested. Please advise how these estimated quantities are obtained?	Based on both facilities in price list.
	23				Does this contract include services provided to The SCI (Spinal Cord Injury) Department? As the incumbent contract holder, we have been receiving CRT (Complex Rehab Technology) Powerchairs with no identifying PO or Veteran's Name assigned to it. We have then had to identify these chairs by several contacts to SCI and Prosthetics (1 - 2 hours of Clerical Work), assemble them in the warehouse (1 - 2 hours), and have our lead technician deliver them to SCI department, Set-up, adjust, and fit the patients (2-3 hours of technical work) while all these services have been free of charge. Would there be a separate CLIN assigned to these SCI services?	No, this requirement will be removed.
	24				If this is a Requirements Contract for the DME listed in the SOW, are the VA hospitals allowed to pick and choose what DME they would like to drop ship directly from the manufacturer without giving the contract holder the “first right of refusal” as per this contract? Our understanding is that this contract is designed to give the contract holder the "first right of refusal" for all DME services issued by Prosthetics. The reason being there is no base fee to pay for all of the overhead costs and the contract holder must pay for all expenses only when the VA uses them. This becomes difficult when the VA finds other ways not to use the contract holder. For example, if another vendor is offering lower cost or free delivery, it is our understanding that the VA is still required to use the contract holder. The same goes for drop-shipping directly from the manufacturer for a lower cost than the contracted price.	No, this is not a requirement contract.
	2,3,11	1.b, 4, 16		Administrative	Several References to an Attachment A which was not provided.	Attachment A provided. Will be provided as Attachment 6.

File details come from the government source that posted it. Updated Dec 11, 2019.