DME Combine Synopsis Solicitation Questions and Answers.docx

Please find our questions regarding solicitation number 36C24821Q1156:

1. In the Combine Solicitation price / cost schedule; 6 line items are associated with a contract period defined as “Based”, 6 line items associated with a contract period defined as “Option 1”, 6 line items associated with a contract period defined as “Option 2”, 6 line items associated with a contract period defined as “Option 3” and 6 line items associated with a contract period defined as “Option 4”. What is expected to be quoted on each base and options schedule? The same line items requirements are repeated for each base and options scenarios.

Answer: CLINs are specified in the FAR part 4.10. The solicitation has CLINs and Sub-CLINS, with quantities are to be quoted. The Sub-CLINS summaries some of the work to be perform but may not be all inclusive like the Statement of Work. These Sub-CLINs allow performed work to be accounted for financially by paying invoices.

1. In the Combine Solicitation price / cost schedule; the stated “Unit” of each line item stands for the services = orders per contract period? A delivery of 1 equipment will be considered a service (order) or could they have several equipment to be delivered in one service (order)?

Answer: The Unit of each represents a single (one) service for any type of equipment service (delivered, pickup) performed.

1. In the Combine Solicitation price / cost schedule; the stated “Quantity” of each line item stands for the number of services (which is equal to orders per item to be delivered) per contract period?

Answer: The Quantity stated is an estimated amount of equipment where one of the performance actions is expected to be performed and invoices. This performance is a service call.

1. In the Combine Solicitation price / cost schedule; the term “In Zone” in line items 0001AA, 1001AA, 2001AA, 3001AA and 4001AA includes providing pick-up and delivery services to all towns in Puerto Rico in addition to servicing the VA locations of San Juan, Carolina Warehouse, Ponce or Ponce (CBCC)?

Answer: Yes, service calls may be required at the locations specified in the Statement of Work.

1. In the Combine Solicitation price / cost schedule; Where can we get the Joint Travel Regulations (JTR) Mileage Rates stated in line items 0001AB, 1001AB, 2001AB, 3001AB and 4001AB?

Answer: This document can be located at: JTR.pdf (dod.mil).

1. In the Combine Solicitation price / cost schedule; The line items associated with repair and maintenance (0001AC, 1001AC, 2001AC, 3001AC, 4001AC, 0001AD, 1001AD, 2001AD, 3001AD and 4001AD) the unit price to be quoted is in dollars per hour? Repairs time vary greatly with the type of equipment and the associated problem that is being resolved. It is difficult to establish a reasonable price per repair or maintenance.

Answer: Repair and maintenance should be quoted by industry standard.

1. In the Combine Solicitation price / cost schedule; The line items associated with Emergency Delivery Service (0001AE, 1001AE, 2001AE, 3001AE and 4001AE) the completion of this service outside the service area in 8 hours in has not been the experience as these are islands that requires maritime transport coordination that typically requires several days. We will not quote a rate for the outside of service area delivery. It will be a time and material quote, once the scope of the delivery is determined.

Answer: Time and Material quotes will not be accepted for this contract.

1. In the Statement of Work Section, Introduction - States that the contract can be renewed every year to a maximum of 4 renewals. Will a review of the established pricing allow for adjustments before each renewal?

Answer: The Government anticipate awarding a Firm Fixed Price contract where price is not adjusted during the duration of the contract. Industry is expected to price per economic growth and reasonable future consumer inflation.

1. In the Statement of Work Section, Service Hours Expectations (DME) - What is the expectation of the statement “The contractor shall provide coverage seven days per week, 24 hours per day, including federal holidays”? Does this mean that we should have some way in which the VA could contact us to request a service or that people need to be on stand-by throughout this time? Based on the scope of equipment to be delivered we have no life sustaining equipment (such like oxygen) included in this scope.

Answer: The COR of the contract can contact the company in an emergency case. The Company is responsible to provide to the COR the phone contact or email for this purpose. The contract does not include life sustaining equipment but in a case that an equipment does not function properly, and the patient condition will be affecting this case should be considered as an emergency. Each case will be evaluated by the COR.

1. In the Statement of Work Section, Equipment and Supplies – There is no mention of hospital beds or the likes in the list provided. However, we do know that they are also delivered to spinal cord patients. Are they included in the “8.1.8 Other” section?

Answer: Hospital Beds are considered as equipment and are included in the 8.1.8 section

1. In the Statement of Work Section, Equipment and Supplies – Section 8.1.12 ramps, portable are mentioned. We are not considering design and installation of non-portable ramps as part of this scope as this is a service requested to us periodically. We will quote those services separately on an as needed basis. Is this a correct assumption?

Answer: The non-portable ramps are not considered as part of the DME contract, this should be pay by the HISA program.

1. In the Statement of Work Section; Equipment and Supplies – Section 11 mentions of handling of Social Security Numbers (SSN) or Last-4 from VA patients as part of the regular documentation. This information is not provided (according to VA is a HIPAA compliance issue) to us currently even though we handle a significant part of the deliveries for the VA. Is this something that will change with contract?

Answer: All the necessary information to complete the delivery will be provide, the last 4 of the SS can be part of this information. The Contractor need to have in place an information security system to protect all patient’s info provided.

1. In the Statement of Work Section, Patient Delivery Timeline – Section 13 The completion of the Emergency Completion outside of the service area in 8 hours has not been the experience as these are islands that requires maritime transport coordination that typically requires several days. We will not quote a rate for the outside of service area delivery. It will be a time and material quote, once the scope of the delivery is determined.

Answer: This are exceptional case that need quote.

1. In the Statement of Work Section; Patient Delivery Timeline – Section 13 A provision in the contract shall be included in this section providing an exemption from complying to the timeline in case of natural disasters that includes; hurricanes, severe tropical storms, earthquakes, tsunamis etc.

Answer: VA understand the delay that can be caused by natural disasters that includes hurricanes, severe tropical storms, earthquakes, tsunamis etc. But is important that the Contractor has in place an Emergency plan for this type of situation.

1. In the Statement of Work Section; Contractor Staffing Levels – Section 24 Where is the location serving the VA Sunshine Healthcare System?

Answer: The Department of Veterans Affairs in Puerto Rico makes up the VA Caribbean Healthcare System which is one element of the VISN 8 VA Sunshine Healthcare Network. All performance will be in Puerto Rico.