36C24822R0033 0001.docx

See attached document: 36C24822R0033_Revised.

See attached document: Attachment 1 - PAST PERFORMANCE QUESTIONNAIRE (Orlando).

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)

VA-20-00026631

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando

FL

32827 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando

FL

32827 To all Offerors/Bidders

36C24822R0033 04-07-2022

X X X

X The purpose of this amendment is to:

1. Respond to questions submitted by potential vendors and make necessary changes to the SOW

2. Submit amended Past Performance Questionnaire

3. Correct Section B.2 Price/Cost Schedule Line Items

1. Question:

Line Item 0001, Liquid oxygen Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Estimated Quantities 9,500 lbs. x 12 months = 114,000 lbs.

Contract Period: Base POP Begin: POP End: This is left blank. Please provide the Period of Performance for this contract. This same question applies to all line items.

Answer:

The Period of Performance cannot be determined at this time due to the procurement process and the levels of approvals required.

2. Question:

Line Item 0002, Tank Rental Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Tank Rental (monthly) inclusive of consumable supplies for portable system, “E” “D” “C” or “B” size aluminum (or equivalent weight metal) cylinder with regulator, flow meter, handcart, pouch or backpack and all disposable supplies, continuous flow regulators and conserving devices. GFE conservers may be used if applicable. (12,500 ea. x 12 months = 150,000 ea.)

Please define consumable supplies.

Answer:

Replaceable, disposables (Nasal cannula, tubing, masks, trach mask, HME, water bottle, etc.)

3. Question:

Line Item 0003, Refill cylinders, size B Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Refill cylinders, size “B”, for portable systems, aluminum (or metal of equivalent weight) tanks. (4,500 ea. x 12 months = 54,000 ea.)

There is no line item for the refill of “D” size cylinders, please provide.

Answer:

We provide “B” and/or “E” tanks for portability and “H” or “E” cylinders as Backup system.

4. Question:

Line Item 0005, Refill cylinders, size E Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Refill cylinders, size “E” for portable systems, aluminum (or metal of equivalent weight) tanks. (1200 ea. x 12 months = 14,400 ea.)

There is no line item for the refill of “C” size cylinders, please provide.

Answer:

Same as above

5. Question:

Line Item 0006, Maintenance of Government-furnished equipment Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Maintenance of Government-furnished equipment (concentrators, conserver regulators, complete oxygen systems, and tanks) (200 ea. x 12 months = 2,400 ea.)

Please clarify what “tanks” you are referring to.

Answer:

We rent oxygen tanks must be clean and in working order prior to delivery, faulty tanks must be replaced.

6. Question:

Line Item 0010, Liquid oxygen system (90-100 lbs.) Rental Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Liquid oxygen system (90-100 lbs.) Rental. Include initial delivery and set-up, stationary reservoir, portable container, humidifier, flow meter, refill adapter, contents gauge, cannulas and/or tubing and disposables. (65 ea. x 12 months = 780 ea.)

Estimated patient count seems low given the number of liquid oxygen estimated from line item 0001. Please clarify.

Answer:

It can vary, but this is an estimated number of patients on LOX system.

7. Question:

Line Item 0011, Portable Liquid Oxygen Container Contract Period: Base POP Begin: POP End: 36C24822R0033 Page 9 of 166 PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Portable Liquid Oxygen Container. (10ea x 12mo = 120)

Is this rental? Please clarify.

Answer:

Yes

8. Question:

Line Item 0012, Emergency set-up for Government-furnished or rental equipment Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Emergency set-up for Government-furnished or rental equipment. Delivery shall be made within 4 hours of request. This is a one-time charge in addition to item 0005. (2 ea. X 12 months = 24 ea.)

We request you clarify the delivery area. Is it the 5 counties mentioned in the PWS or does it include additional?

The SOW defines all the delivery areas that are covered by the requirement. There are no additional areas. See page 43 of RFP

9. Question:

Line Item 0013, Patient Travel Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Arrangement (to include delivery and pick-up) of oxygen services/equipment for beneficiary travel outside of catchment area. (10 ea. X 12 months = 120 ea.)

Please define arrangement.

Answer:

To schedule delivery and/or pickup

10. Question:

Line Item 0014, Patient Travel Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Rental Portable Oxygen Concentrator (Federal Airline Administration approved) to include battery(s) and/or charger(s), tubing and/or disposables. Rental cost will be a daily rate. (Estimate is 8 patients per month. Avg. up to 30 days travel = (240 ea. x 12 months = 2,880 ea.)

How many batteries are included in the daily rental?

Answer:

POC Unit rentals include 2 batteries. We rent additional batteries if needed.

11. Question:

Line Item 0016, Rental concentrator with backup system Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Rental concentrator with backup system consisting of compressed gas source, regulator, stand, (nasal cannula or mask and humidifier when specified) and disposables

Is this line item referring to 5 LPM concentrators?

Answer:

Yes

12. Question:

Line Item 0019, Liquid system set-up with patient education Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Liquid system set-up with patient education (completed plan of care and fall assessment documents. (2 ea. x 12 mo = 24 ea.)

Is this government owned equipment or contractor provided rental equipment?

Answer:

Vendor owned

Who can perform the plan of care and fall risk documents? Delivery tech or a respiratory therapist?

Technician, both…training is required and must be in the vendor employee competency file. Respiratory therapist is required to provide training to Trach and/or vent patients.

13. Question:

Line Item 0020, Equipment move Contract Period: Base POP Begin: POP End: PRINCIPAL NAICS CODE: 532283 - Home Health Equipment Rental PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): None Equipment move, for veterans relocating within contract service area. (3 ea. x 12 mo = 36 ea.)

Please define the service area.

Answer:

The SOW defines all the delivery areas that are covered by the requirement. There are no additional areas. See page 43 of RFP

14. Question:

2.0 SCOPE Serve Veterans: The Orlando Veteran Affairs Healthcare System (OVAHCS), 13800 Veterans Way, Orlando, FL 32827. The contractor is responsible for deliveries and service to VA patients in the following Florida Counties: MONTHLY AVERAGE: 1,500 estimated patients. The number of veterans being served may vary depending on need. The Contractor is responsible for deliveries and service to VA patients in the following seven (7) Central Florida counties: Orange, Seminole, Volusia, Brevard, Osceola, Lake and Polk Counties and may at times extend beyond these areas within the OVAHCS area of responsibility as needed.

Please provide the names of all the counties within the OVAHCS area or responsibility

Answer:

The SOW defines all the delivery areas that are covered by the requirement. There are no additional areas. See page 43 of RFP

15. Question:

2.1 The Contractor must have the capability to support workload increase and expand services.

Please define “expand services”. What services are you referring to?

Answer:

Oxygen delivery, setup, and maintenance outside the catchment area (7 counties) if needed

16. Question:

2.3 The VAHCS reserves the option of renting or purchasing GFE (Concentrators, Conservers, Oxygen systems) at any time during contract period.

I did not see any line items for the purchase of Concentrators, Conservers, Oxygen systems…etc. Please provide

Answer:

We don’t purchase concentrator from the vendor. If need to purchase concentrators, we do it via purchase card.

17. Question:

Page 43 of 166 Type of Contract: The Government intends to award multiple fixed price Indefinite Delivery contracts as a result of this solicitation.

How many awards are you planning on making?

One. See corrected section 2.3 page 43

18. Question:

3.11 Provision of Vendor Equipment at VA sites: The contractor shall, upon request by the facility, stock portable set ups at the VA to send home with patients. The contractor shall, upon request by the facility, stock replacement cylinders, regulators, carts, carrying bags and oxygen conserving devices (if applicable). When these units are sent home with a patient, documentation will be provided to the contractor to include patient names, last 4 SSN, equipment/tanks issued (size and lot number) for contractor inventory management purposes. The contractor shall provide stock delivery to VAHCS and other CBOC sites such as Viera and Daytona Prosthetics and Sensory Aids Services (PSAS) per request.

How much stock should contractor provide at each location?

Answer:

It varies per location, usually a maximum of 12 E tanks needed, around 6 B tanks at Lk Nona. Lk Baldwin, Viera, Daytona CBOCs require less qty; stock should be replenish per request.

19. Question:

6. Emergency Services, d. Contractor shall submit an Emergency Contingency Plan for natural disasters with a detailed proposal.

According to Page 95 of 166, there is No Technical Proposal required. Explain how we are going to provide our emergency contingency plan if there is no technical proposal required. Rephrase question.

Answer:

Emergency contingency plan is not required to submit in this solicitation for the purpose of this evaluation, but it is required to be submitted upon award.

20. Question:

12.0 CONTRACTOR PERSONNEL REQUIREMENTS

a. The Contractor shall develop, maintain, and make available for review upon request of the Contracting Office or COR, personnel files for all employees providing services under this contract.

b. The Contractor shall provide and document employee orientation, ongoing employee education, and ongoing assessment of employee competency for all employees involved with the delivery/recovery of equipment covered under this contract according to Joint Commission standards.

c. The Contractor shall provide COR or authorized personnel with a list of all employees currently qualified to perform delivery/recovery and patient education services no more than 5 days after contract award. The COR or authorized personnel will inspect employee files at the time of the inspection of Contractor premises and vehicles.

According to Section 24.0 QUALIFICATIONS OF OFFERORS b. Before contract award, the contractor’s facility (ies) may be inspected by the VA. Are the employee files, facilities and vehicles all going to be inspected prior to contract award?

Answer:

If needed

21. Question:

Page 54 of 166, h. The Contractor shall provide its employees with appropriate work attire (uniform) and require that employees present and maintain a professional appearance during the performance of this contract.

What is considered an appropriate uniform?

Follow vendor dress code policy. Could be casual attire, uniform or scrubs identifying company name, employee name, proper safe footwear.

22. Question:

Page 55 or 166, e. The Contractor shall furnish parts and labor for routine maintenance.

What equipment is being referred to here? Please provide the list of parts that will be required.

Answer:

Filters, supplies, whatever needs to be changed and thermal fuse connector if needed

23. Question:

Page 58 of 166, h) Home Refill System. Includes 2 cylinders. (Additional specifications to be provided by COR upon implementation of use or purchase of these systems).

What size cylinders? Are these cylinders GFE or contractor owned?

Answer:

Homefills Systems are GFE; M6 and M9’s cylinders.

24. Question:

15.0 CONTRACTOR REQUIREMENTS a. The Contractor shall have at least four years of experience in successfully administering basic home oxygen, mechanical ventilation and aerosol therapy to adult and geriatric patients. The Contractor shall coordinate, supervise and evaluate the services provided.

I fully understand why the government would require at least four years of experience in successfully administering basic home oxygen, mechanical ventilation and aerosol therapy to adult and geriatric patients. My question is though, if there is no technical proposal to be submitted, how will the government know if the proposer has this minimum requirement?

Answer:

Past performance submittals will provide this information

25. Question:

24.0 QUALIFICATIONS OF OFFERORS a. The Contractor shall possess all licenses, permits, accreditations, and certificates as required by local, state and federal law. The Contractor shall meet or exceed Joint Commission standards at the servicing location prior to contract award as evidenced by the submission of their accreditation/certificate and also must maintain this certification for the duration of the contract.

According to Page 95 of 166, there is No Technical Proposal required. Explain how we are going to provide evidenced of our Joint Commission standards at the servicing location prior to contract award if there is no technical proposal required. Rephrase question.

Answer:

Emergency contingency plan is not required to submit in this solicitation for the purpose of this evaluation, but it is required to be submitted upon award.

Question: According to Page 95 of 166, there is No Technical Proposal required. Explain how we are going to provide evidenced of our licenses, permits, accreditations, and certificates as required by local, state and federal law if there is no technical proposal required. Rephrase Question.

Same as above

26. Question:

24.0 QUALIFICATIONS OF OFFERORS b. Before contract award, the contractor’s facility (ies) may be inspected by the VA.

Question: Will contractors be notified before this inspection takes place?

Answer:

Yes

27. Question:

29.0 LABOR

This section was blank. Please clarify if it was meant to be blank.

Answer:

Intentionally left blank

28. Question:

Page 95 of 166, a) To assure timely and equitable evaluation of the proposal, the offeror must follow the instructions contained herein. The proposal must be complete, self-sufficient, and respond directly to the requirements of this solicitation. The response shall consist of two (2) separate parts; Part I – Price Proposal, and Part II – Present and Past Performance Information.

Part I – Present and Past Performance Information (Factor 1) Part II – Price Proposal (Factor 2) No Technical Proposal Required.

Simply clarify what each Part represents. It is mentioned 2 different ways here.

Answer:

That was a typo.

Part I – Present and Past Performance Information (Factor 1) Part II – Price Proposal (Factor 2)

Where do we include our licenses, permits, accreditations, and certificates as required in the solicitation?

Answer:

Not required for submission for evaluation however the awardee has to provide this documents.

Where do we provide the information to prove our minimum of 4 years of experience in successfully administering basic home oxygen, mechanical ventilation and aerosol therapy (all 3 areas) to adult and geriatric patients?

Past performance documentation will provide this information

29. Question:

PART I – PRESENT and PAST PERFORMANCE INFORMATION - Limited to no more than 5 years of past performance history and no more 5 pages per contract listed. Only reference for same or similar type contract. Submit electronically to norbert.reed@va.gov.

What is the definition of a Same or Similar type contract?

Answer:

Same or similar type contract is defined as those contracts that provided the same or similar type of service that is being acquired in this solicitation.

It is mentioned that “The evaluation of past performance information will not take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement”, yet in iii, it is asking “subcontractor Consent”. Why are you asking for subcontractor consent if evaluation of past performance will not take into account subcontractors that will perform major or critical aspects of the requirement? Please clarify.

Answer:

Section corrected. Subcontractor information WILL be taken into account.

30. Question:

Attachment #1, Past Performance Questionnaire.

a. Respondent Information for Solicitation: 36C24822R0033 – Home Oxygen – Orlando and San Juan VAHS

b. Number of Vehicles providing services:

1. QUALITY:

Adequacy/effectiveness of quality control program and adherence to contract quality assurance requirements (without adverse effect on performance).

E

G

S

M

U

N

2. SCHEDULE/TIMELINESS OF PERFORMANCE:

Compliance with contract delivery/completion schedules including any significant intermediate milestones.

G

S

M

U

3. CUSTOMER SATISFACTION:

Contractor was reasonable and cooperative in dealing with your staff (including the ability to successfully resolve disagreements/disputes; responsiveness to administrative reports, businesslike and communication).

G

S

M

U

4. MANAGEMENT/ PERSONNEL/LABOR

Ability to assimilate and incorporate changes in requirements and/or priority, including planning, execution and response to Government changes.

E

G

S

M

U

5. COST/FINANCIAL MANAGEMENT

Have there been any indications that the Contractor has had any financial problems?

If yes, please explain below.

Yes

No

6. SAFETY/SECURITY

Contractor’s ability to maintain an environment of safety, adhere to its approved safety plan, and respond to safety issues.

G

S

M

U

N

7. GENERAL

Ability to successfully respond to emergency and/or surge situations (including notifying COR, PM or Contracting Officer in a timely manner regarding urgent contractual issues).

G

S

M

U

N

Would you hire or work with this firm again? (If no, please explain below)

Yes

No

Rate the Contractor’s use of available resources to accomplish tasks identified in the contract.

This entire Past Performance Questionnaire reads as though it does not pertain to Home Oxygen Services. Please review and clarify.

See attached revised Past Performance Questionnaire

31. Question:

Please confirm the number of active Home Oxygen Patients. Please provide active patient counts by modality, Concentrator, Cylinder primary and LOX?

Answer:

1450-1500 pts. Unable to provide all their modalities, but the majority are 5L concentrators, B tanks for portability and E tanks backup system, some H tank backup systems, Some LOX patients with high flow concentrators.

32. Question:

Page 46 afterhours faxes – for new orders to be confirmed in 30 minutes. Who would be faxing orders after hours? Would not it be more efficient to provide verbal orders with written follow up next business day?

Answer:

Inpatient Respiratory Therapist will be contacting the contractor and faxing the scripts.

33. Question:

Page 64 B. – indicates Credit Card payment. Please clarify payment method.

Answer:

The purchase card payment is an internal process. Prior to that the vendor sends the electronic bill to the COR (contracting officer representative), once the bill is clear; an authorization number is provided to the vendor to upload the invoice in a secure system. The payment is submitted once all is clear and there are no discrepancies.

34. Question:

Page 69 VA will have ability to access their data on our system via secure web-based system.

Answer:

Yes

35. Question:

Please provide more in-depth description of VA requirements, i.e., will the VA be wanting to enter data into our system or just view patient data? This information will be needed to cost out design functionality and security protocols to name just two factors.

To view patient data, notes, delivery tickets, visits, initial plan of care, ongoing plan of care, home safety assessment, etc.

36. Question:

Page 102 Is it the VA intent for this Solicitation to become Best Value evaluation in the event lowest price does not receive “Substantial Confidence” rating?

Answer:

Please refer to paragraph E on page 102 of the solicitation

37. Question:

Line Item 0006 Maintenance of Government-furnished equipment- Is this charge for Preventative Maintenance, or does it include all parts and labor for needed repairs?

Answer:

Maintenance of Government-furnished equipment (concentrators, conserver regulators, complete oxygen systems, and tanks) (200 ea. x 12 months = 2,400 ea.) HCPC code: E1390.

38. Question:

Line Item 0002 is for tank rentals of E, D, C, B tank sizes. However, the tank fill line items only include sizes E and B. Can you please clarify how you would like vendor to bill for tank fills of C and D size tanks?

Answer:

B and/or E tanks for portability; mostly E tanks used for backup system, Some H tank backup systems needed.

39. Question:

How many oxygen concentrators and Home-fills are owned/ provided by the vendor, and how many are owned and provided by the VAMC?

Answer:

GFE equipment: about 1500 plus concentrators= the majority are 5L; some are high flow- 10L concentrators, about 20 to 25 Homefill systems and conservers.

- None provided by the vendor at this time.

40. Question:

How many Ventilators are owned and provided by vendor, and how may are owned and provided by the VAMC?

Answer:

All ventilators are rentals provided by the vendor- 4 patients x2 vents = 8 vents renting.

41. Question:

Section 3.5 states that contractor shall provide the initial set-up within 12 business hours. Section 3.10 states that contractor shall establish services at beneficiary’s home within 4 hours of receipt of order. Can you pleased clarify the required delivery time for new set-ups?

Answer:

A1. Regular, initial setup- does not include hospital discharges.

A2. Hospital discharged during Regular hours (0730-4pm)

3.10 Hospital discharges during normal VA Home Oxygen clinic operating hours:

…The Contractor shall confirm receipt of the request within two (2) working hours of notification.

Hospital discharged during WHEN (Weekends, Holidays, Evenings & Nights) hours. This is outside of regular hours.

VA and Non-VA hospital facilities after hours hospital discharge process: Orlando VA Healthcare System (VAHCS) WHEN Hours Delegation of Authority policy 121-06

42. Question:

In the Description of Supplies and Services, Pages 6-41, Item Numbers 0029, 1029, 2029, 3029 and 4029 address Phase-In, 1.00 JB.

Is the Contractor able to charge a flat rate for Phase-In related charges in these Item Numbers? Please advise.

Answer: Yes. There is only one Phase-In Line Item (0029)

43. Question:

The solicitation references both Rental and Gov’t Furnished Oxygen Concentrators.

What are the percentages of Rental Oxygen Concentrators compared to Gov’t Furnished Concentrators and approximately how many Oxygen Concentrators are currently in use? Please advise.

Answer:

GFE equipment: our fleet is about 1500 plus concentrators, in use about 1460. The majority are 5L (Everflos and Invacare); some are high flow- 10L concentrators (Platinums and Millenniums), about 20 to 25 Homefill systems and conservers.

44. Question:

On Page 46, 3.5 states “The Contractor shall provide the initial setup within 12 business hours (unless ordered emergently by the Provider) of request from the COR or other authorized personnel, to include weekends and holidays. This shall apply to service calls.

Answer:

See Above

On Page 49, 5.0 Work Hours states “The Contractor shall provide services in performance of this contract between the hours of 8:00am and 8:00pm, Monday – Friday, to include weekends and Federal holidays.

Answer:

Hospital discharged during Regular hours (0730-4pm)

Hospital discharged during WHEN (Weekends, Holidays, Evenings & Nights) hours. This is outside of regular hours.

- VA and Non-VA hospital facilities after hours hospital discharge process: Orlando VA Healthcare System (VAHCS) WHEN Hours Delegation of Authority policy 121-06.

Typically the VA’s work hours are 8:00am – 4:30pm, Monday – Friday. Does the 12 “business hours” apply to the Contractor or VA work hours? Please advise.

See above

45. Question:

Which quantity is correct for the CLIN 0010 series (0010, 1010, 2010, 3010, 4010)? The narrative states that you require 780 (65 each at 12 months), but the quantity is listed as 120.

Answer:

(65 ea. x 12 months = 780 ea.) See corrected CLINs

46. Question:

As a secondary observation to the CLIN quantities, I notice that there is no growth or reduction in the quantities requested. Based on demographic trends (people moving to Florida in record numbers), what is the expected/estimated increase in patients over the 1500 (page 43 -paragraph 2.0 SCOPE) described in the solicitation?

Answer:

This is fairly stable number; it varies at times but it stays close to 1500 patients

47. Question:

On page 6 under ORDERING PROCEDURES, the solicitation states the contractor should confirm receipt for requests for services via password protected Excel report or secure fax. This seems rather cumbersome. Wouldn’t it be easier for the contractor to acknowledge receipt of the prescription by encrypted email? This solicitation requires contractors to have PKI encrypted mails anyway, and this would be far more efficient than creating a fax or adding it to an Excel spreadsheet.

Answer:

That is exactly what it is. The contractor sends an email in a password protected Excel report.

48. Question:

The switch out period of 120 days will be difficult for any contractor to perform – this would mean that the incoming contractor would have to swap out the equipment for 13 patients per day, seven (7) days a week. This would be exceptionally difficult for a small business to accomplish.

Answer:

It used to be a 30 day changeover but it was increased to 120 days years ago to facilitate a smoother transition

49. Question:

On page 48, under paragraph 3.10, you state the contractor must acknowledge receipt within 30 minutes, which is different that the previous discussion of two (2) hours. Also, is this 30-minute requirement supposed to cover 24/7/365?

Answer:

Regular home oxygen setups – not including hospital discharges.

2.3 … to initiate service... The Contractor shall confirm receipt of the request within two (2) working hours of notification.

3.8 The Contractor shall confirm receipt …password protected Excel report or via secure fax within two (2) working hours.

Hospital discharged during Regular hours (0730-4pm)

3.10 Hospital discharges during normal VA Home Oxygen clinic operating hours:

…The Contractor shall confirm receipt of the request within two (2) working hours of notification.

Hospital discharged during WHEN (Weekends, Holidays, Evenings & Nights) hours. This is outside of regular hours.

VA and Non-VA hospital facilities after hours hospital discharge process: Orlando VA Healthcare System (VAHCS) WHEN Hours Delegation of Authority policy 121-06.

• VAHCS … confirm receipt of oxygen script within approximately 30 mins… Contractor shall establish services at beneficiary’s home with a maximum of (4) four hours of receipt of required documentation.

• VA facility discharges: Upon discharge from VA facility, Respiratory will provide patient with a Contractor owned oxygen tank(s), regulator and nasal cannula or any other required interface. The number of cylinders provided to the patient will be sufficient to provide enough oxygen for home travel and allow enough time for equipment delivery and setup. Documentation received by the Contractor will indicate if the patient has been issued inventory of equipment/supplies. Contractor shall deliver stock of oxygen tanks to the VA facility Respiratory Department per Respiratory requested.

• Non-VA facility discharges: Home oxygen contractor shall deliver an oxygen tank (if required) to non-VA facility for home travel.

5.0 WORK HOURS – The below hours can be extended depending on if it’s an urgent or not.

The Contractor shall provide services in performance of this contract between the hours of 8:00 A.M. and 8:00 P.M., Monday – Friday, to include weekends and Federal holidays. Exceptions shall be made in the case of emergencies. The Contractor shall schedule the appointments to the beneficiary’s home 24-48 hours prior to the appointment. On each scheduled setup/delivery the Contractor shall reassess the need to instruct the beneficiary on the use and care of the equipment and supplies as necessary.

50. Question:

On page 49, under paragraph 5.0 WORK Hours, I note that the Government wants services from 8:00 AM to 8:00 PM (08:00 to 20:00) Monday through Friday including weekends and Federal Holidays. This brings up some related questions:

a. As currently written, this means that the contractor must be open from 8:00 AM to 8:00 PM, 365 days per year, not Monday through Friday. Normal business hours are normally considered to be Monday through Friday, 8:00 AM to 5:00 PM, excluding Federal holidays.

Answer:

8am -5pm, office hours. On call person, 24/7 for urgent issues 8am -8pm, delivery hours; On call technician; 24/7 for urgent issues The Contractor shall provide services in performance of this contract between the hours of 8:00 A.M. and 8:00 P.M., Monday – Friday, to include weekends and Federal holidays.

b. Regarding the 8:00 AM to 8:00 PM time frame – is this the window for providing deliveries to the patients’ homes or does the Government expect our office hours – including order receipt/scheduling and the walk-up capabilities requested on page 44 to encompass those hours as well?

Answer:

See above

c. Tied to the above question, I notice that in the CLIN 0024 series (0024, 1024, 2024, 3024, 4024) the Government expects the Respiratory Therapist to be available Monday through Saturday 8:00 AM to 8:00 PM. Is this just the Government’s anticipated time when the RT can visit the patients’ homes or must a RT be on duty for those hours?

See above. Emergency Respiratory Care Practitioner (RCP) visit after hours. (8PM – 8AM Mon-Sat and all day Sun). (1 ea. x 12 mo. = 12 ea.) HCPC code: VA120

51. Question:

On page 50, under paragraph 6.0.d EMEREGENCY SERVICES, the Government expects a contractor employee to attend quarterly emergency operations center meetings for Orange, Brevard, and Volusia counties.

Are these meetings on the same date but at different locations or are they on different dates and locations (essentially, does this designated contractor employee have to go to four [4] meetings or 12)?

Answer: Done via phone

What qualifications must this contractor employee have (e.g. must have gone through FEMA training, etc.)?

Answer:

The contractor shall have an emergency preparedness plan in place

What authority must the contractor employee have – e.g. are they there to just take notes, act as a liaison officer, or be a decision maker?

Answer:

These are mainly VA drills. It requires for you to be available over the phone unless the VA Emergency Preparedness team says otherwise.

52. Question:

Just to be clear, on page 53, under paragraph 9.0f, it is the patients’ responsibility to check their fire extinguisher every 30 days and not the contractor

Answer:

Yes. The contractor shall encourage the patient to test their smoke detector and check the condition (charge level) of their fire extinguishers every 30 days.

53. Question:

Regarding paragraph 16.0 SPECIAL CONTRACT REQUIREMENT BACKGROUND INVESTIGATIONS – why is the Government requiring contractors to go through either the Office of Personnel Management (OPM) or the Defense Security Service (DSS) security clearance requirements while the State of Florida (where all services afforded under this contract are performed) only requirement is to have a Level II background check by Florida’s Agency for Health Care Administration (ACHA). This is a very unreasonable request as contractor personnel will not be handling CONFIDENTIAL, SECRET, TOP SECRET, or TOP SECRET – SENSITIVE COMPARETMENTED INFORMATION materials or information. A OPM or DSS investigation are both unnecessary and expensive to the contractor. Regardless, under Florida law, health care employees must undergo a Level I and Level II background check to be able to directly work with patients and/or their information. So, as currently written, the contractor must pay both the State of Florida for its background checks and either OPM/DSS for theirs for no benefit of either the VA or the Patient (again, the contractor employees will not be handling any CONFIDENTIAL, SECRET, TOP SECRET, or TOP SECRET – SENSITIVE COMPARTMENTED INFORMATION materials or information). A Level II ACHA background check with the employee taking the HIPPA and Information Security training offered on line by the VA should suffice.

Tier 1 background check done per VA

54. Question:

On page 63, under paragraph 18.0f PATIENT TRAVEL, does the outside of the continental US apply to Puerto Rico and the US Virgin Islands as well (as both of these locations are within VISN 8’s area of responsibility)?

Answer:

Any place within CONUS (PR, Hawaii, etc)

55. Question:

On page 69, under the Equipment Services, refills – does the Government request the same access to the secure web-based program the contractor employees use or does the Government just want access to notes regarding the delivery? The rationale behind this question is that if it is the former, the contractor will need to know how many VA employees would require access to pay the licensing fees. The contractor would then have to pass these increased licensing costs to the Government.

Answer: Information will be given at kick-off (if applicable)

56. Question:

Tying back to question 9, on page 77 under paragraph 2.c, under the requirements of this contract, no contractor personnel will be using VA information system or be on the VA network, so this is unnecessary.

Answer:

Required to perform Background check