36C24823R0205 0001_1.docx

SUBJECT*

FY24 New Home Oxygen Contract (base year plus 4 option years) (VA-24-00001245)

GENERAL INFORMATION

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

POINT OF CONTACT*

Contracting Specialist Melva Stennis melva.stennis@va.gov 813-893-7784

PLACE OF PERFORMANCE

Bay Pines FL

ADDITIONAL INFORMATION

EMAIL DESCRIPTION

DESCRIPTION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

QUESTIONS AND ANSWERS FOR RFP 36C24823R0205

Page 1 of

Amendment to a Previous Combined Solicitation

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 NUMBERE

D 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 amendmen t, 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) None 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa FL 33637 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Tampa FL 33637 To all Offerors/Bidders

36C24823R0205 09-05-2023

X X X

3:00 PM, 9/29/2023

X The purpose of this amendment is to:

1. Answer vendor questions

2. Therapist line items removed from SOW.

3. Add VHA Supplemental Contract Requirements for Combatting COV

ID-19

4.

Remove Hernando County from the Geographic area of coverage.

5. Changed transition period from 45 to 90 days (SOW, page 33)), and phase in period from 30 to 90 days (page 37).

6. Attach revi sed RFP with with updated Price/Cost Schedule. Vendors must use the updated detailed Price/Cost

Schedule when submitting their offer/ proposal.

7. Extend Solicitation due date to September 29th at 3:00 PM EST.

Melva Stennis Contracting Officer Page 1 of Page 1 of

QUESTIONS AND ANSWERS FOR RFP 36C24823R0205

36C24823R0205 Home Oxygen Services Bay Pines VA Healthcare System Questions and Answers (Answers in yellow highlights).

1. Line items 5 through 11 – shouldn’t these be written as refills, versus rental? Yes, these should be refills.

2. Line item 30 - Maintenance of VA purchased portable oxygen concentrators, when appropriately prescribed. Question: There is nothing mentioned in the SOW regarding any VA-owned equipment. What is the make and model of these POCs? What are the ages of these POCs? Are these POCs used for travel, regular portability in lieu of portable cylinders or as the only source of oxygen for the Veterans? The models may very as these can be ones ordered by VA under an FSS contract or the vendor has purchased the POCs and then issued to patient and maintained by contractor.

3. The SOW, Page 32 states: “The Bay Pines VA Healthcare System currently supplies an estimated 1000 oxygen using patients on a monthly basis.” Then Page 33 states: “MONTHLY AVERAGE 1200 Beneficiaries.” Bay Pines average would be closer to the 1000 beneficiaries receiving oxygen.

4. Please clarify that the estimated quantities on the price schedule are yearly quantities and not monthly. It is yearly.

5. The SOW, Page 32 states: “Contracted services are to be extended to patients managed in their home environment and may extend to veteran patients in a nine-county service area of the Bay Pines VA Healthcare System (see Geographic area of coverage).” Then Page 33 states the geographic area for this contract is: “Charlotte, Collier, DeSoto, Hardee, Hernando, Highlands, Hillsborough, Lee, Manatee, Pasco, Pinellas, Polk, and Sarasota.” Question: The number of counties listed totals 13 counties. We cover 12 counties. The 12 counties we cover are:

1. Charlotte

2. Collier

3. Desoto

4. Hardee

5. Highlands

6. Hillsborough

7. Lee

8. Manatee

9. Pasco

10. Polk

11. Pinellas

12. Sarasota

6. The SOW page 33 states: “4. Contractor shall replace all appropriate VAMC authorized equipment presently located in homes of beneficiaries with his/her own equipment within 45 days of receiving the award.” Question: I suggest changing this transition period to 90-days, which is more realistic. 45 days is not long enough considering all of the equipment that has to be purchased and delivered. Additionally, there is some conflict within the solicitation whereas page 33 states 45 days but page 37 states 30 days. Yes, this needs to read 90-days phase in… no longer than 90 days to complete.

7. The SOW Page 40 states: “Contractor shall submit an Emergency Contingency Plan for natural disasters with its proposal.” Question: Proposal Instructions and the Evaluation Factors for Award do not mention anything about an Emergency Contingency Plan for natural disasters. Are contractors required to provide this in their proposals and if so, in what volume should it be provided? Yes, it should be presented in proposal. The information for the emergency plan is on the SOW on page 8 under “O” Emergency Services and on the Solicitation on page 40.

Provide under Volume 1 – Factor 1: Technical

a. Volume 1 – Factor 1: Technical

i. The factor will be used to assess the Offeror’s experience on how well they perform during Natural Disasters and/or emergencies. Offerors must demonstrate at least 5 years of experience in providing oxygen services during Natural and/or emergency services. More recent experience will be given additional consideration.

8. New Patient set-ups on concentrators: Question: Do you require a respiratory therapist to perform the new patient set-ups? Or can we use a delivery driver technician? The Contractor must meet the Joint Commission Standards as this is their responsibility. It is also the Contractor’s responsibility for set-ups and delivery and their determination on who completes the delivery. The Driver-Technician can provide initial setups IF there is documented training and it meets JC standards in their records.

9. The SOW Page 39 states: “Ventilators – Monthly Rental of Non-Invasive Positive Pressure Ventilator. Ventilators will be LTV 1150 Model (or approved equivalent). Occasionally, based on the patient's medical needs, a different ventilator and back-up system will be deemed necessary by Pulmonary Provider. Includes: disposable vent circuits with peep valve; all necessary cables and disposables (mask, tubing, filters, humidifiers, etc.); HME's. Contractor shall complete monthly visits; annual equipment PM checks, per the manufacturer’s recommendations; and a backup ventilator (to be stored at or close by the location at which ventilator is being used by patient).” Question: Can we use a Respiratory Therapist in lieu of a Certified Respiratory Care Practitioner? This contract is for administrative and clinical. The contractor must make monthly visits to all Home O2 patients- it is up to contractor to meet JC standards to ensure visits are completed and annual PPM are completed.

10. Line item 28: ” Therapist time per hour for special situations/clinical procedures when a credentialed therapist’s services are needed in the home as prescribed by the treating physician” Question: There is no mention of providing a “Therapist” anywhere in the SOW. Please provide language in the SOW relating to this line item. Additionally, the unit of measure should be “HR” for hours and not “EA” for each per the CLIN’s description. This is not a clinical contractor for services. Therapist line items will be removed from the SOW.

11. Line item 29: “Back-up Respiratory Therapist time per hour for special situations/clinical procedures, when needed” Question: There is no mention of providing a “Back-up Respiratory Therapist” anywhere in the SOW. Please provide language in the SOW relating to this line item. Additionally, the unit of measure should be “HR” for hours and not “EA” for each per the CLIN’s description. This is not a clinical contractor for services. This will be removed from the SOW.

12. Observation. On page 33, the Government clearly specifies that the numbers of beneficiaries will change. However, the quantities through the CLIN structure remain the same. Does the Government expect the numbers of beneficiaries to increase over the five years of this contract? (Based on demographic data where Florida is gaining population rapidly. VA cannot give anything but estimated and provided quantities based on previous years.

13. On page 33, paragraph 3 -- the Government specifies the contractor’s facility must be within a sixty (60) minute drive from the Bay Pines VA Healthcare System. Since the Bay Pines VA Healthcare System has facilities scattered throughout the West Central and Southwest parts of Florida, does the Government mean the CW Bill Young VA Medical Center? It does specify this earlier on page 5, but this address is not included on page 33. 60 miles of the Bay Pines Main hospital- 10000 Bay Pines Blvd, Bay Pines FL

14. Page 34, Paragraph B.1 and page 39, Paragraph N – On page 34, the Government states that the timeline for an initial setup is within six (6) hours of notification and on page 39 the work hours are specified from 8:00 AM to 4:30 PM. Does the Government intend the timeline to reflect six work hours or chronological hours. If chronological hours, will the Government add a CLIN to reflect after hours equipment setup? The initial in-home setup and install was 6 chronological hours.

15. Observation. On page 35, paragraph D.4, the Government discusses announced and unannounced home visits. It further states that the contractor will be given 14 days advance notice. Would this apply to the unannounced visits or just the announced visits? 14-day notices will be given on “planned visits”. However, government reserve the right to conduct unannounced home visits and vendor visits.

16. On page 36, paragraph H.1 – Hepatitis B usually affects food service workers. Is this requirement necessary? In the same vein, the Government makes no comments regarding the yearly influenza vaccine or the COVID-19 vaccine. Does the Government plan on including those as well? Yes, the Hepatitis B vaccine is necessary as it can transmitted via airborne. The Government does plan on including influenza and Covid-19 and has created VHA Supplemental Contract Requirements for Combatting COVID-19 on 12-14-2021. The Supplemental is attached.

17. Page 37, paragraph L.1 – who is responsible for translating the educational materials to the beneficiary’s native language? Contractor

18. Page 37, paragraph M – If the beneficiary loses the oxygen equipment while travelling, who is responsible for the loss? Contractor- is responsible for loss and/or getting back any equipment not returned.

19. Please verify the quantity for CLIN 0002 on page 6.

Are the 400 concentrators a monthly quantity or annual quantity?

This appears low for the given patient numbers and for the amount of requested portable units.

The number of 400 is based on the estimated increase of new set-ups we may receive yearly on top of our already established patients in this program.

20. Please confirm how many government owned concentrators are in inventory? We have 5 government owned POCs.

21. The QASP mentions 100% for Emergency Calls delivered by 6hrs of calls placed, Patient Travel memos, Audit of warehouse and delivery vehicles, employees for compliance with infection control protocols, and Delivery and Set-ups. Would the government consider decreasing these levels to 95% for the above-mentioned categories? 95% would be ok IF the 5% are only for the non-life sustaining patients i.e. cluster headaches

See attached document: VHA Supplemental Contract Requirements for Combatting COVID-19 Updated 12-14-2021.

See attached document: Solicitation 36C24823R0205 -Bay Pines Home Oxygen - revised.

See attached document: Solicitation 36C24823R0205 -Bay Pines Home Oxygen - revised.

See attached document: PAST PERFORMANCE QUESTIONNAIRE - revised.

See attached document: VHA Supplemental Contract Requirements for Combatting COVID-19 Updated 12-14-2021.