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Request for proposal (RFP) Number: 36C24825R0029
Revised Questions & Answers
| 1 |
| If all quantities annual, please review quantities for LIN XX14 as given there are 1800 O2 patients of which 400 are liquid (not part of LIN xx14) the quantity appears low. Please confirm that all quantities are annual. |
| Yes, all estimated quantities are annual. |
| 2 |
| Regarding the 5 year requirement page 30 Section 1.90 - Would this include subcontractor experience as it does not appear to specify, "The Contractor shall have at least five (5) calendar years’ experience in successfully administering basic and complex home oxygen, aerosol therapy, cough assists and ventilator care to adult and geriatric patients and experience in providing Home Oxygen and Medical equipment and supplies for gas Oxygen (02), liquid 02, portable and stationary concentrators, assists and ventilators. The Contractor staff shall include Licensed Respiratory Therapists (RCP) required for complex setups, i.e. oxygen over 4 LPM, cough assists and ventilators. "Does that include subcontractors/ teams in the 5-year experience? |
The contracted vendor has the responsibility to ensure services provided by the subcontracted vendor can meet the requirements of the contract.
| 3 |
| iii: Invoice Submission pg.6 “For an initial or restart delivery a one-time setup fee will apply for delivery of all equipment ordered. (e.g. a VA-owned concentrator with portable B tank and H backup tank, a one-time setup fee will apply)”. Does this fee apply to the vendor’s owned equipment as well? |
Yes, VA-owned Equipment must be utilized first – however in certain circumstances if vendor owned equipment is used the initial or restart delivery one-time fee still applies.
| 4 |
| iii: Invoice Submission pg. 6 “Invoices for services rendered, oxygen, supplies and medical equipment ordered by the NF/SGVAHS preferably will be provided on CD-ROM disc, mailed or hand carried to the following address”: Malcom Randall VA Medical Center Prosthetics & Sensory Aids Service (121) |
1601 S.W. Archer Road Gainesville, FL 32608 (352) 548-7181. Does this mean that invoices cannot be emailed via secure email? They have to be printed, mailed or hand delivered to the VA?
If the contracted vendor can send the billing information via secure email that is acceptable. However, the contractor should know the VA utilizes a specialized excel macro program for the processing of invoices. Supporting documentation must be in PDF form. The final bill for payment is submitted via Tungsten.
| 5 |
| LIN 0001, 1001, 2001, 3001, 4001 - H/M Tank Setup PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. Does this item apply to every back up cylinder setup with a concentrator and as a primary oxygen source? |
| All oxygen patients regardless of equipment issued MUST have a H/M tank setup. |
| 6 |
| Is this a monthly rental or is this a one-time setup fee? |
Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0001, 1001, 2001, 3001, and 4001 – “H/M Tank Setup”, is a one-time fee.
| 7 |
| LIN 0003, 1003, 2003, 3003, 4003 - Setups/Restarts PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. Does this apply to every equipment setup, prescription revisions, VA and vendor owned equipment |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0003, 1003, 2003, 3003, and 4003 - “Setups/Restarts”. |
This fee applies to new setups or restarts for VA-Owned or Vendor Owned equipment regardless of how many are listed on the order. May also apply to change in equipment per prescription revisions.
| 8 |
| LIN 0005, 1005, 2005, 3005, 4005 - E Cylinder (4-ft tall); PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. Does this line item refer to an oxygen refill for the E cylinder or is this a monthly rental of the cylinder? If it is a monthly rental, how does the vendor bill for the cylinder refill if there is no additional CLIN for this? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0004,1004, 2004, 3004, and 4004 – “Portable System Rental” regardless of cylinder size is a monthly rental fee – LIN 0005,1005, 2005, 3005, and 4005 – “E Cylinder (4-ft tall)” refills. |
| 9 |
| LIN 0006, 1006, 2006, 3006, 4006 - D Cylinder (2-ft tall); PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. Does this line item refer to an oxygen refill for the D cylinder or is this a monthly rental of the cylinder? If it is a monthly rental, how does the vendor bill for the cylinder refill if there is no additional CLIN for this? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0004,1004, 2004, 3004, and 4004 – “Portable System Rental” regardless of cylinder size is a monthly rental fee - LINs 0006, 1006, 2006, 3006, and 4006 – “D Cylinder (2-ft tall)”; is for refills. |
| 10 |
| LIN 0009, 1009, 2009, 3009, 4009- Liquid Oxygen Bases PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. The estimated quantity seems very high based on historical data. Can you confirm the number of patients receiving liquid oxygen bases? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. The estimated number of patients requiring liquid bases for LINs 0009, 1009, 2009, 3009, and 4009- “Liquid Oxygen Bases” can vary month to month depending on the evaluations of the Medical Home Oxygen Clinics for Gainesville VAMC, Lake City VAMC and Jacksonville OPC. |
| 11 |
| LIN 0007, 1007, 2007, 3007, 4007 - M6 Cylinder (1-ft tall); PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. Does this line item refer to a refill for the M6 cylinder or is this a monthly rental of the cylinder? If it is a monthly rental, how does the vendor bill for the cylinder refill if there is no additional CLIN for this? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0004,1004, 2004, 3004, and 4004 – “Portable System Rental” regardless of cylinder size is a monthly rental fee - LINs 0007, 1007, 2007, 3007, and 4007 – “M6 Cylinder (1-ft tall)” is for refills. |
| 12 |
| LIN 0015, 1015, 2015, 3015, 4015 - Unscheduled Pickup PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. What constitutes an unscheduled pickup? |
Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0015, 1015, 2015, 3015, and 4015 – “Unscheduled Pickup” is there is not a discontinued order. An example of an unscheduled pickup: a veteran calls for all or some of the equipment to be picked up against medical advice (AMA). An against medical advice form should be signed by the veteran as supporting documentation and the ordering Home Oxygen Clinical Staff Notified.
| 13 |
| LIN 0016, 1016, 2016, 3016, 4016 - Support for Cough-Assist PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. What type of support is required for the Cough Assist? |
Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0016, 1016, 2016, 3016, and 4016 – “Support for Cough-Assist” represents a monthly visit fee to ensure the cough assist is set as ordered, used as prescribed and all required supplies are provided.
| 14 |
| LIN 0018, 1018, 2018, 3018, 4018 - "Veteran" Relocate (Coverage/Shipping) PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. What is covered with this veteran relocation fee? |
Refer to 5.1 Veteran/Patient Relocation for additional information. Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LIN 0018, 1018, 2018, 3018, and 4018 - "Veteran" Relocate (Coverage/Shipping)” includes all required equipment to assist veterans in relocating.
| 15 |
| LIN 0019, 1019, 2019, 3019, 4019 "Out of Area" Per Contract Coverage PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies. Is this a monthly rental or a one-time fee per delivery out of service area? |
Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0019, 1019, 2019, 3019, 4019 "Out of Area" per Contract Coverage”. Also, refer to 3.0 Care Plan in the SOW, regarding veterans that live outside our catchment but receiving care through NFSG VHS. If coverage provided by contracted vendor for these LINs would be an additional fee per delivery.
| 16 |
| B.4 (1) Description of Service (pg. 26) The Contractor shall furnish, provide, install and maintain medical oxygen equipment, high pressure cylinder, 50 psi air compressors, POCs, concentrators (if VA owned concentrators, POCs not available) and/or liquid systems, portable systems, emergency back-up systems and all required supplies to eligible VA patients as required by the NF/SGVAHS. If the vendor is expected to provide vendor owned equipment when there is no VA owned equipment, there are no LIN items to support this requirement for POC, Concentrators, Self Fill Units, and Ventilators. Will the government be adding LIN items to support this requirement? |
Issuance of non-VA owned equipment must first be approved by the COR and if a rental fee is required an additional LIN for that item may be provided. All changes to the contract (including additional LINs) authorization for travel not included in the contract will be done through official modification process first prior to the order since only the CO has authorization to make changes to the contract.
| 17 |
| 1.2 Objectives (pg. 26) The contractor shall install and maintain all VA owned equipment including providing all related supplies. Will the VA provide all supplies to the contractor? |
| VA does not provide supplies. Supplies are expected to be included in delivery of equipment, portable system rental and follow-up. Refer to Revised B.2 price/cost schedule. LINs 0003-4003; 0004-4004; 0010-4010; 0014-4014; 0016-4016; 0017-4017. |
| 18 |
| If the contractor has to provide the supplies for VA owned equipment, how will the contractor bill these supplies since there are no LIN items to support this need? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0014,1014, 2014, 3014, and 4014; LINs 0016,1016, 2016, 3016, and 4016; 0017,1017, 2017, 3017, and 4017 – include required supplies. |
| 19 |
| Can the government provide a list and quantity of all VA owned equipment and vendor owned equipment? |
| We can request a list of current vendor’s owned regulators/carry bags/carts/carts/carts or storage crates, etc., on our patients. We can provide a list of All VA Owned Equipment as we monitor inventory levels. |
| 20 |
| 1.9 Contractor Qualifications (pg. 29). The Contractor shall possess all licenses, permits, accreditations, and certificates as required by local, state and federal law. Is the contractor required to have an Agency for Healthcare Administration (AHCA) license prior to the award of contract? |
| In Florida an oxygen vendor (Home Medical Equipment -HME) provider must be accredited by an AHCA-recognized accrediting organization to obtain or renew their license. All requirements must be met prior to the award. |
| 1.9 Contractor Qualifications (pg. 29). The Contractor staff shall include Licensed Respiratory Therapists (RCP) required for complex setups, i.e. oxygen over 4 LPM, cough assists and ventilators. Does this contract require an RT to set up any liter flow over 4 lpm? If so, will the government add a LIN to support the requirement for Respiratory Therapist time? There is only an emergency therapist fee as a LIN. |
| Yes, an RCP is required for any liter flow of 4 liters or complex equipment, ventilators and cough assists. Refer to Revised price/cost schedule provided in Amendment A0001. LINs 0006,1006, 2006, 3006, and 4006; LINs 0017,1017, 2017, 3017 and 4017 include the cost for the RCP, equipment setup and supplies. The contractor will utilize LINs 0012,1012, 2012, 3012, and 4012 “Emergency RCP/RCP Follow-up”. |
| 22 |
| 1.10 (e) Provision of Home Oxygen. Cost(s) will be prorated upon setup and discontinuance with equipment pickup no more than one billing cycle. Failure to perform the specified switch-outs will result in a forfeit of payment for every day thereafter until the switch-out is complete. Does this indicate that billing stops on the Discontinue Date and not the date of notification? If we are notified by a family member to pick up equipment, must we obtain a discontinue order prior to picking up the equipment? |
| Billing Stops on the day the contractor receives the discontinuation order from the Home Oxygen Clinic. If notified by the veteran to pick up equipment the contractor must obtain an Against Medical Advice and this would be an unscheduled pick-up. A family member cannot request the removal of equipment unless the veteran is deceased. For this case, the contractor will notify the COR and ordering Home Oxygen Clinic so a discontinue order can be sent. |
| 23 |
| 1.10 (g) Provision of Home Oxygen. Supplies: The number of supplies provided shall be sufficient until the next scheduled visit. The cost of supplies will be at no additional charge and shall be included in the initial setup, monthly or quarterly visit fee. This indicates the supplies should be included in the initial setup, monthly or quarterly visit fee. However, there is no LIN for the monthly or quarterly visit fee. Will the government be adding LIN for these services so supplies will be covered when being provided to government owned equipment? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0014,1014, 2014, 3014, and 4014 “Maintenance of VA Equipment/Quarterly and After Hours”; 0017,1017, 2017, 3017, and 4017 “Initial setup/Monthly SVC VA-Ventilator”; 0016,1016, 2016, 3016, and 4016 “Support for Cough Assist”. |
| 24 |
| 1.12 (b) Equipment Specification. Rental of Portable Oxygen Concentrator (for travel) - Battery operated concentrator to deliver 90% or higher concentration of oxygen at continuous flow rate of 3LPM and pulse dose flow rate up to 6LPM. HCPC code: E1392. Will there be VA owned portable concentrators available for travel purposes? If there is no VA owned portable concentrator available, there is no LIN to support the requirements for the vendor to provide the equipment. |
Yes, this VA Owns Portable Oxygen Concentrators for travel and for issuance per prescription (consult) from the home oxygen clinical staff.
| 25 |
| 2.1(a) Ventilators. Initial setup/Monthly ventilator visits fee is all inclusive: equipment usage for compliance, 30-day month supply of tubing filters, HMEs; ventilator check/maintenance (Including back up vent). This indicates there should be a fee for an initial setup and monthly visits to ventilator patients. There is no LIN listed for this; will the government be adding this to support the requirement? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0017, 1017, 2017, 3017, 4017 will be used for the initial setup and monthly visits. LINs changed to read: “Initial setup/Monthly SVC VA- Ventilator”. |
| 26 |
| 2.1 Ventilators. The contractor shall provide rental of Ventilators (approved equivalent) when VA-Owned ventilator equipment is not available. There is no LIN available for a vendor-owned ventilator. Will the government be adding this in to support the requirement? |
| Issuance of non-VA owned equipment must first be approved by the COR and if a rental fee is required an additional LIN for that item may be provided. All changes to the contract (including additional LINs) authorization for travel not included in the contract, will be done through official modification process first prior to the order since only the CO has authorization to make changes to the contract. |
| 27 |
| 3.0 (a) Care Plan. For equipment issued, a care plan shall be completed by a licensed Respiratory Therapist in 24 hours for all complex setups and 78 hours for basic. Does this indicate that if a technician performs the setup, then a Respiratory Therapist must return to the home to complete a care plan within 24 or 48 hours, based on the type of setup? If so, will there be a LIN added to support this requirement? |
| All complex setups require an RCP to set up, it is expected for a care plan to be completed within 24 hours. RCP is not required to complete a basic setup, a follow-up telephone call within 78 hours is acceptable for a care plan. No additional LIN will be added. |
| 28 |
| 3.0 (b) Care Plan. Prescription renewals/changes shall be reviewed by the contractors. licensed RCP with the patient. Are these reviews to be done over the phone by the Respiratory Therapist? If so, will there be a LIN item added to support this requirement? |
| It is expected that a follow-up phone call for renewals/changes be completed by the RCP. No additional LIN will be added for a Phone-Call. |
| 29 |
| 5.1 VETERAN/PATIENT RE-LOCATION. The contractor shall provide contractor owned equipment for veterans/patients relocating to another VAMC location, unless otherwise approved by the COR for the veteran/patient to utilize VA-owned equipment. Will the government be adding the required LIN items to support this need (vendor owned concentrator 5 & 10 lpm, portable concentrator, conserving regulator & ventilator)? |
| The contractor shall provide contractor owned “portable oxygen” equipment for veterans/patients relocating to another VAMC location, unless otherwise approved by the COR for the veteran/patient to utilize VA-owned “portable oxygen concentrator – POC”. |
| 30 |
| 5.1 VETERAN/PATIENT RE-LOCATION. The contractor shall inform the veteran/patient, care giver or veteran/patient representative and both parties must agree in writing and sign that the veteran/patient, care giver or veteran/patient representative will be financially responsible for any/all non-returned contractor equipment. Recovery of contractor-owned equipment will be at no cost to the VA. Will the government allow the vendor to obtain credit card information upfront and place a hold on the card until the vendor’s owned equipment is returned? |
| Refer to 5.1 VETERAN/PATIENT RELOCATION, in SOW. The majority of the equipment issued to relocate is government owned. For contractor owned equipment, the contractor can ask for credit card information to ensure that the equipment is financially safeguarded. |
| 31 |
| 14 Home Oxygen Contract Roles & Responsibilities. Arrangements for air travel are the responsibility of the patient. The contractor is responsible for arranging for services when VA patient travels outside the contract catchments area (excluding air travel). Contractor will notify and obtain pre-approval from the COR on all patient travel. Does this mean that if the veteran is travelling by plane, that a portable concentrator will not be provided or ordered by the VA? |
| This VA will provide a Portable Oxygen Concentrator if ordered by the home oxygen clinic. |
| 32 |
| Regarding estimated monthly patient volume, on page 27 section 1.3 (Scope), the solicitation describes the monthly average of patients to be 1800. As this relates to the Number Supplies/Services on page 9-12, the patient count appears to be: 1) LIN 0009 Liquid Base Rental 5000 annually/12 months = 416.66 patients per month. 2) LIN 0014 Maintenance of VA Equipment 3400/12 = 283.33 per month, Adding the 2 amounts, the total is 699.99 patients per month. Is there another item number that describes additional patients arriving at the estimated 1800 patient per month? |
Refer to section 1.3 (Scope) in the SOW. It describes the monthly average: 1800 is an estimated patient base for this home oxygen program NOTE: Total patients serviced under this contract will vary month to month. Eligible VA patients as required by NF/SG are added and discharged and depending on ordered equipment requirements.).
| 33 |
| Regarding Portable System Rental. On page 9 of the solicitation, LIN 0004 Portable System Rental, is this for portable concentration? If not, what is this item describing? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LIN 0004 describes a portable oxygen cylinder, regulator, carry bag or wheeled cart and supplies to enable use i.e. tank wrench, nasal canula. |
Page 26 – 1. Description of Services: 1st paragraph, mid-paragraph. Basic systems consist of equipment capable of providing supplemental oxygen up to 4 liters per minute (LPM) with interface. Complex system consists of all equipment required to provide supplemental oxygen 5 LPM or more with appropriate interface….
Page 29 – 1.9 Contractor Qualifications: 1st paragraph, last sentence. “The Contractor staff shall include Licensed Respiratory Therapists (RCP) required for complex setups, i.e. oxygen over 4 LPM, cough assists and ventilators.”
Page 35 - 3.0 Care Plan: c. “ At home training is required for all prescription equipment changes (i.e. B tank via OCD regulator to E tank via continuous regulator) or change in complexity (i.e. Basic 3LPM to Complex 4LPM).” Since the Government’s description of a Basic and Complex oxygen system/setup in PWS 1. and 1.9 is not consistent with the complexity example in PWS 3. c, would the Government clarify whether the definition of a Complex setup is oxygen liter flow over 4 LPM or an oxygen liter flow equal to and over 4 LPM ?
Refer to 3.0 Care Plan (c), in the SOW. Changed to read: At home training is required for all prescription equipment changes (i.e. B tank via OCD regulator to E tank via continuous regulator) or change in complexity (i.e. Basic 3LPM to Complex OVER 4LPM).
| 34 |
| Page 30 -1.92 Location. “The contractor shall have a physical location at award of the contract which houses the service office, warehouse, dispatch of vehicles, and other functions related to the performance of the contract within the North Florida/South Georgia VA catchment areas.” Can the government clarify whether a physical location has to be in place prior to the award to be eligible for award? |
| No, it does not need to be in place prior to the award. |
| 35 |
| Page 33 - 2.1. Ventilators: a. “Initial setup/Monthly ventilator visits fee is all inclusive: equipment usage for compliance, 30-day month supply of tubing, filters, HMEs; ventilator check/maintenance (including back up vent).” Is it the Government’s requirement for an RCP to perform 5 ventilator home visits prior to and during the first month of service (pre-set up home inspection/caregiver ability assessment, initial setup, and an additional 3 weekly home visits during the first month of service? |
| Refer to 2.1 Ventilators in the SOW. Note added: “Follow up weekly visits minimally for the first month MAY be required to ensure a smooth transition from the hospital to home (at no additional charge) then monthly thereafter”. |
| 36 |
| If yes to the question above, would the Government consider adding a line item for the RCP visit for these purposes? |
Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0012, 1012, 2012, 3012, and 4012. Changed to read: “Emergency RCP/RCP Follow-up”.
| 37 |
| Page 35 - 3. Care Plan: b. “Prescription renewals/changes shall be reviewed by the contractor’s licensed RCP with the patient.” Would the Government require an RCP complete a face-to-face home visit with renewals/changes or would a telephonic communication “phone visit” meet the Government’s requirements? |
| Telephone or VVC are acceptable. |
| 38 |
| If a face-to-face RCP home visit is required to review renewals/changes, would the Government consider adding a line item for an RCP visit for these purposes? |
Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0012, 1012, 2012, 3012, and 4012. Changed to read: “Emergency RCP/RCP Follow-up” is to be used if face-to-face RCP is required.
| 39 |
| c. “At-home training is required for all prescription equipment changes (i.e., B tank via OCD regulator to E tank via continuous regulator) or change in complexity (i.e., Basic 3LPM to Complex 4LPM).” Would the Government allow for this “at home training” to be performed for prescription changes related to equipment changes (i.e. B tank via OCD to E tank via continuous regulator) to be done by a qualified oxygen technician? |
| Yes, a qualified oxygen technician may complete basic equipment prescription changes. |
| 40 |
| Page 42 - 7. Scheduling Home Visits: c. “Quarterly equipment checks shall reassess equipment compliance, educational needs, equipment maintenance.” Can a qualified oxygen technician perform these reassessments/quarterly equipment checks? |
| Yes, but not for Ventilator or Cough Assists. |
| 41 |
| Should equipment noncompliance and re-education needs be identified by the technician during a quarterly visit? Does the Government require a licensed RCP to perform a follow-up visit to address the non-compliance and re-education needs? |
| No, if non-compliance and re-education needs are identified they should be reported to the ordering home oxygen clinic. The ordering clinic will determine the next step. |
| 42 |
| If yes, would the Government consider adding a line item for an RCP visit for these purposes? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. If an RCP visit is determined to be required use LINs 0012 , 1012, 2012, 3012, and 4012. Changed to read: “Emergency RCP/RCP Follow-up”. |
| 43 |
| Page 32 – 1.12 Equipment Specification. Note: VA-owned Equipment will be used except when not available or feasible. Item a. Monthly Rental Concentrators – an electrical device that employs sieves and physical separation to deliver 90% or higher concentration of oxygen at flow rates up to 5 lpm. Item b. Rental of Portable Oxygen Concentrator (for travel) - Battery-operated concentrator to deliver 90% or higher concentration of oxygen at a continuous flow rate of 3LPM and pulse dose flow rate up to 6LPM. Would the Government consider including a line item for contractor-owned equipment rental, such as 5 LPM and 10 LPM concentrators, ventilators, and portable concentrators? |
| No, historically we don’t need to rent from the contractor. If inventory gets low, we place an order for equipment. |
| 44 |
| Page 32 – 1.12 Equipment Specification. Item g. Monthly Rental of H/K Tank only (Equal to 282 cubic ft.) with Stand, appropriate regulator, and all related disposables are included. Would the Government consider including a line item provided for this Tank Rental of H/K Tank? |
| Refer to 1.12 Equipment Specification (g), in the B.4 Revised SOW provided in Amendment A0001. Changed to read: “Setup of H/K Tank |
| 45 |
| Page 32 – 1.12 Equipment Specification. Item h. E-Cylinder System with standard regulator, flowmeter, handcart, and all disposable supplies. Would the Government consider including a line item for the E Cylinder System Rental? |
| No. Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0004, 1004, 2004, 3004, 4004 – “Portable System Rental” (any size portable oxygen tank). |
| 46 |
| There is no line item for emergency visits for the equipment failure of the VA-owned equipment. Would the Government consider including a line item for emergency visits to patients for VA-owned equipment failures? |
| Yes. Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0014, 1014, 2014, 3014, and 4014. Changed to read: “Maintenance of VA Equip/Quarterly and After Hours”. |
| 47 |
| There is no line item for Respiratory Therapist visits. Would the Government consider including a line item for Respiratory Therapist visits for VA-owned equipment? |
| RT visits are included, refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0017,1017,2017,3017,4017. Changed to read: “Initial setup/Monthly SVC VA-ventilator”. |
| 48 |
| On Page 26, 1.1 “Background” states “All efforts in support of the requirement are carried out in accordance with Joint Commission standards.” On Page 29-30, 1.9 “Contractor Qualifications” states “Contractor shall meet or exceed these and the Joint Commission Accreditation for Healthcare Standards”. On Page 30, 1.91 “Accreditation” states “Contractor shall maintain this accreditation through the life of the contract and evidence of accreditation shall be submitted to the Contracting Officer (CO) and COR prior to contract award and at the time of option exercise.” There is conflicting information in the Statement of Work (SOW) regarding JCAHO Accreditation. Does the prospective contractor need to be accredited OR meet accreditation standards? |
| Yes. Refer to 1.1 Background. NF/SG is Accredited via JC for homecare stands it is required for our contracted vendor to be JC accredited. 1.91 Language updated, see B.4 Revised SOW. |
| 49 |
| On Page 29, under “Contractor Qualifications” the last paragraph should read “Cough Assists” instead of “Assists”? |
| Refer to B.4 Revised SOW 1.9 “Contractor Qualifications” changed from “assists” to “cough assists”. |
| 50 |
| There are no LINs for Rental of Contractor-Owned Concentrators OR Rental of Contractor-Owned Ventilators in the Price / Cost Schedule? |
| NF/SG PSAS owns their concentrators, ventilators and cough assists, self-fill units. Inventory is managed by the contractor to maintain adequate supply. |
| 51 |
| Price / Cost Schedule Quantity Discrepancies. |
· LIN 0002-4002 H/M Refills/Switch outs
| Estimate | 400 / Year | |
| Actual | | 180 / Year (Average of Last 3 Months Invoices)? |
· LIN 0003-4003 Setups / Restarts
| Estimate | 200 / Year | |
| Actual | | 516 / Year (Average of Last 3 Months Invoices)? |
· LIN 0004-4004 Portable System Rental
| Estimate | 20,000 / Year | |
| Actual | | 10,600 / Year (Average of Last 3 Months Invoices)? |
· LIN 0005-4005 E-Cylinder Refills
| Estimate | 16,005 / Year | |
| Actual | | 10,600 / Year (Average of Last 3 Months Invoices)? |
· LIN 0006-4006 D-Cylinder Refills
| Estimate | 10,000 / Year | |
| Actual | | 2,050 / Year (Average of Last 3 Months Invoices)? |
· LIN 0007-4007 M6 Cylinder Refills
| Estimate | 20,000 / Year | |
| Actual | | 13,225 / Year (Average of Last 3 Months Invoices)? |
· LIN 0009-4009 Liquid Base Rental
| Estimate | 5,000 / Year | |
| Actual | | 2,700 / Year (Average of Last 3 Months Invoices)? |
· LIN 0010-4010 Liquid Portable Rental
| Estimate | 5,000 / Year | |
| Actual | | 4,000 / Year (Average of Last 3 Months Invoices)? |
| These are only estimates. Quantities utilized for patients can increase or decrease throughout the life of the contract. All changes to the contract (including additional LINs) authorization for travel not included in the contract, will be done through official modification process first prior to the order since only the CO has authorization to make changes to the contract. | |
| 52 |
| LIN 0019-4019. “Out of Area” Per Contract Coverage. Is this a “flat” rate for all “Out of Area” services covered? This is disadvantageous for potential contractors as they would only be able to charge one rate whether the patient is 2 miles outside the contract coverage area or 200 miles outside the contract coverage area. |
| Yes, refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0019, 1019, 2019, 3019, and 4019 “Out of Area” Per Contract Coverage”, there is a flat rate intended to cover the cost of mileage outside the contract coverage area. |
| 53 |
| Will the Government accept the completed Price/Cost Schedule (Section B.2) in Microsoft Excel format, provided that all LINs, pricing structure, and calculations mirror the solicitation’s SF 1449 layout exactly? If acceptable, would the Government consider providing an Excel version of the pricing table? |
| To keep it fair and standardized we will only accept the completed Revised B.2 price/cost schedule PDF provided in Amendment A0001. |
| 54 |
| Several LINs such as LIN 0012 (Emergency RCP Visit) and LIN 0015 (Unscheduled Pickup) are listed with “MO” as the unit. Should these be “EA” (Each) to reflect the nature of one-time services? |
| Yes. Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0012, 1012, 2012, 3012, and 4012; LINs 0015, 1015, 2015, 3015 and 4015. “MO” changed to “EA”. |
| 55 |
| Clarification of Monthly Quantities vs. Patient Counts… Some LINs, such as Portable System Rental (e.g., 0004), show very high monthly quantities (20,000 MO). Do these quantities represent total months across all patients or maximum patient count per month? Can the Government confirm the estimated average monthly patient base associated with each rental LIN? |
| These are only estimates. Quantities utilized for patients can increase or decrease throughout the life of the contract. All changes to the contract (including additional LINs) authorization for travel not included in the contract, will be done through official modification process first prior to the order since only the CO has authorization to make changes to the contract. |
| 56 |
| How should contractors distinguish when to use LIN 0003 (Setups/Restarts) versus LIN 0018 (“Veteran” Relocate)? Would relocations within the contract catchment area require use of both? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. If the veteran moves within the catchment area, it is not considered a relocation. It would be a restart only. Use of LINs 0003,1003, 2003, 3003, and 4003 is expected (“Setups/Restarts”). |
| 57 |
| For LIN 0014 (Maintenance of VA Equipment – Quarterly), is pricing based per patient, per piece of equipment, or per service visit? Will an estimated inventory or volume baseline be provided? |
| Refer to Revised B.2 price/cost schedule provided in Amendment A0001. LINs 0014,1014, 2014, 3014 and 4014 “Maintenance of VA Equipment / Quarterly and After Hours” is per visit regardless of the amount or type of equipment(s). Yes, the contracted awarded vendor will be provided with a patient list, equipment per patient and inventory in stock. |
| 58 |
| For LINs such as 0004 (Portable System Rental), does the quantity reflect the number of patients per month or total months of service (e.g., 1 patient for 12 months = 12 units)? |
| The quantity is an annual estimate of the number of units. Patients may have more than one Portable System. |
| 59 |
| SAM.gov shows that the wage determinations have been updated on April 30, 2025. Will you be providing the updated wage determinations? |
Refer to the updated D.4 Wage Determination provided in Amendment A0003.
| 60 |
| The D.2 Past Performance Questionnaire appears to be for a transportation type service, not for Home Oxygen Services. Will you be providing a Past Performance Questionnaire pertaining to Home Oxygen Services? |
| No, Refer to D.2 Past Performance Questionnaire rating scale definitions. Ratings should be for services provided if applicable. |
| 61 |
| Are contractors requested to complete the D.1 Business Associate Agreement attachment and provide in their proposal? Or will this be a requirement at the time of the award? |
No, Refer to Amendment A0003, B.4 Revised SOW, 28. “Contractor Security Requirements” changed from “As a result, a BAA will be required” to “As a result, a BAA will be required at time of award”.
| 62 |
| Page 96 of 136 lists C.13 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) – however, attachment D.6 VA Notice of Limitations on subcontracting is also provided. Which LIMITATIONS ON SUBCONTRACTING form are we to fill out and return in our proposal? |
The full text clause of VAAR 852.219-75 is required to be inserted in solicitations and contracts for services. Refer to E.1 – 52.212-1 “Instructions to Quoters” (iii).
| 63 |
| Is the service office/warehouse required to be within two (2) hours of the Malcolm Randall VA Healthcare System or within 20 miles? Please clarify. |
| Refer to Amendment A0003, Revised Section B.1 Contract Administration Data, paragraph below 9. “Acknowledgement of Amendments” changed from “within two (2) hours” to “within 20 miles”. |
| 64 |
| Is the service office/warehouse required to be in place before the contract award? Or can it be put into place after the award of the contract? |
No, it does not need to be in place prior to the award.
| 65 |
| LIN 0003- Setups/Restarts. Is this for basic oxygen setups/restarts? Or is this for basic and complexed Setups/Restarts (vents)? If it is for both, I suggest breaking this line item into 2-line items, one for each. Vent setups/restarts are much more costly. |
This is for basic and complex oxygen setups/restarts. Ventilators and cough assists have their own line item for setups. Refer to B.2 price/cost schedule LIN 0016 “Support for Cough-Assist” and LIN 0017 “Initial setup/Monthly SVC VA- Ventilator”.
| 66 |
| LIN 0004- Portable System Rental. Is this per patient charge? Or is this a per cylinder charge? |
| Monthly rental charge per system/patient. |
| 67 |
| LIN 0005- E Cylinder (4-ft tall), LIN 0006- D Cylinder (2-ft tall), and LIN 0007- M6 Cylinder (1-ft tall). Is this a cylinder refill charge? |
| Yes, LINs 0005, 0006,0007 are for refills. |
| 68 |
| LIN 0012- Emergency RCP/RCP Follow-up. Is this an emergency RCP Visit for only ventilator patients? Or will this line item be used for any Emergency RCP Visit? |
Any Emergency RCP visit or additional RCP follow up as ordered by the clinic beyond the LIN 0017 “Initial setup/ Monthly SVC VA Ventilator” service which includes RCP to perform ventilator checkout.
| 69 |
| LIN 0017- Initial setup/Monthly SVC VA- Ventilator. Just for clarification, SVC mentioned here stands for Service, correct? |
| Yes. |
| 70 |
| If the contractor must provide contractor-owned equipment on a rental basis, how will the contractor be paid? There are no line items for this on the pricing schedule. |
Issuance of non-VA owned equipment must first be approved by the COR. If a rental fee is required, all changes to the contract (including additional LINs) authorization for travel not included in the contract will be done through the official modification process first prior to the order since only the CO has authorization to make changes to the contract.
| 71 |
| Is the VA supplying the backup system for all VA-owned equipment? |
| No. LIN 0001- “H/M Tank Setup”, includes the Tank, Stand, Regulator and Supplies provided by the Contractor. LIN 0002- “H/M Refills/Switchouts”, is used when replacement of the backup system is required. |
| 72 |
| Are all licenses, permits, accreditations, and certificates required by local, state and federal law required to be in place before the contract award? Or can they be obtained after the contract award and prior to operation? |
Yes. NF/SG is Accredited via JC for homecare therefore it is required for our contracted vendor to be JC accredited prior to contract award.
| 73 |
| Does the proof of accreditation need to reference our local office/warehouse within 20 miles of the Gainesville VAMC? Or can the proof of accreditation be a company-wide accreditation certificate? |
| No, it can be a companywide accreditation certificate. |
| 74 |
| Do you want a copy of the proof of accreditation with our proposal? |
| Yes. |
| 75 |
| Are RCPs only required for complex setups, i.e. oxygen over 4 LPM, cough assists and ventilators? |
| For equipment issued, a care plan shall be completed by a licensed Respiratory Therapist in 24 hours for all complex setups and 78 hours for basic. RCP is not required to complete a basic setup, a follow-up telephone call within 78 hours is acceptable for a care plan. |
| 76 |
| Are offerors required to provide our Welcome Package in our proposal? If not, how will the COR review for approval prior to award? |
| Yes. |
| 77 |
| A 30-day transition period seems rather aggressive. Most VA home oxygen contracts come with a 90-day transition period. Can you change the transition period to 90 days? |
| All NF/SG patients have our VA Owned equipment and it does not require removal. The change from one contractor to another is minimal: replacement of cylinders, or lox owned by the current contractor should be coordinated with the incoming contractor. A 90-day transition would result in overlapping services and overlapping billing. We must maintain the 30-day transition. |
| 78 |
| Page 45, “11.Government Furnished Equipment” The following sentence is incomplete, “This equipment will include all items that have.” Is this what the VA intended to say? |
Refer to Revised B.4 SOW, Amendment A0003,11.Government Furnished Equipment changed to read, “This equipment will include all items that have been purchased by the Government.”
| 79 |
| Will the evaluation and award of this solicitation be using FAR Part 9 or FAR part 15 procedures? |
| FAR 15. |
| 80 |
| Based on the above evaluation criteria, if only the highest priced offeror is given a Substantial Confidence Rating, they will receive the award. I don’t see how that is most advantageous to the Government. Consider revising the evaluation factors for award to just simply say you will make an award to an offeror the government determines most advantageous, using a combination of Past Performance and Price. |
The evaluation section in FAR 52.212-2 does allow for tradeoffs and that any tradeoff that is performed will be properly documented as required by FAR 15.308.
| 81 |
| Would the contractor have to get approval for each monthly delivery? Example, the pt calls in for a delivery and we would send an email asking for permission to the VA before scheduling the delivery? |
This is referring to hospital deliveries. The vendor supplies oxygen cylinders, regulators, and liquids monthly to the NFSG facility oxygen clinics. The clinics will communicate with the contractor about their specific needs and the vendor may send an encrypted email to the COR prior to delivery each month for approval.
| 82 |
| What is considered a complex setup? |
| Complex system consists of all equipment required to provide supplemental oxygen 5 LPM or more with appropriate interface. |
| 83 |
| Who is responsible for ensuring scripts are not expired? If it expired and an updated script is not obtained, is it to be treated like a discharged patient and all equipment picked up? |
The oxygen clinic is responsible for ensuring scripts are not expired. It is also the contractor’s responsibility to communicate with the clinic when expired prescriptions are identified. The contractor is requesting an updated prescription. If a prescription is not renewed or discontinued the vendor may pick up the equipment that they own and leave the VA owned equipment. This should be communicated to the oxygen clinic and the COR.
| 84 |
| If the files are too large for CD-ROM disc, is there an encrypted digital delivery option? |
It is acceptable to break down the invoices by location and send several CD ROM discs if necessary. If the contracted vendor can send the billing information via secure email that is acceptable. However, the contractor should know the VA utilizes a specialized excel macro program for the processing of invoices. Supporting documentation must be in PDF form. Final bill for payment is submitted via Tungsten.
| 85 |
| If a change in vendors occurs, the Contractor shall have thirty (30) calendar days to pick up their equipment. What is the patient count to know if this is feasible in a 30-day period? |
A complete patient list will be provided upon award so the 30-day transition period can be started.
| 86 |
| LIN 0001 H/M Tank Setup. Is this for cluster headaches only or does this include initial patient deliveries as well? |
This includes all H/M Tank Setups either backup or primary.
| 87 |
| LIN 0012 is for Emergency RCP/RCP Follow-up. Since there is no CLIN for assessments will the yearly or bi-annually assessments be included in this as well? |
This is an equipment management contract. There are no requirements for clinical service assessments.
| 88 |
| LIN 0019 “Out of Area” Per Contract Coverage. Will this include travel as well? |
LIN 0019 "Out of Area" Per Contract Coverage, Refer to B.4 SOW, “3.0 Care Plan” regarding veterans that live outside our catchment but are receiving care through NF/SG VHS. If coverage is provided by contracted vendor these LINs are an additional fee per delivery.
| 89 |
| What is the requirement for the length of time between visits? |
| Ventilators/cough assists are monthly; all other oxygen setups are quarterly. The contractor is responsible for scheduling all visits within the request timeframe. |
| 90 |
| Will POC’s be issued? If so, there needs to be a line item on the price schedule. |
Portable Oxygen Concentrators (POC’s) are Government owned Equipment. Refer to B.2 price/cost schedule. LIN 0003 will be used for Setups/Restarts, and 0014 will be used for Maintenance of VA Equipment/Quarterly and After Hours.
| 91 |
| Patient travel is mentioned in SOW, however there is no line item regarding travel. How will travel be billed? |
Patient travel for vacations are to be paid separately outside of the home oxygen contract. Individual invoices will be required.
| 92 |
| Page 32 states: “Refills of "C" Cylinders: HCPC Code: E0443”. Will C cylinders be required in the operation of this contract? If so a line item for C cylinder refills will be required. |
Refer to B.2 Revised price/cost schedule, Amendment A0003. LIN 0006 is used for C cylinder refills. LIN 0006, 1006, 2006, 3006, and 4006 changed to read, “C/D Cylinder (2-ft tall).”
| 93 |
| “The home inspection shall be sent to the ordering clinic for review and approval”. |
Is this approval required before the patient is allowed to discharge? What is the turnaround time for approval once inspection is submitted?
Yes. Approval is required before the hospital discharge. However, most ventilator set ups are completed as outpatients therefore the order will follow as soon as the clinic reviews.
| 94 |
| What is the average amount of ventilator patients both invasive and non-invasive? |
All ventilator patients both invasive and non-invasive are issued VA owned equipment. NFSG will procure the equipment required. The number of patients is an estimate that can change over the life of the contract.
| 95 |
| “These excess deliveries will be annotated on the next month’s invoice as “disaster response” for; i.e. Hurricane Smith for appropriate reimbursement”. Will this be listed under the description of the charges or will there be a separate LIN for Disaster Response? |
No. An additional LIN is not required, only an annotation explaining the additional charges provided during a disaster.
| 96 |
| “Invoice to list veteran, location, equipment, service provided and type of emergent situation.” Is this to be listed on a separate invoice causing 2 invoices for each location during the disaster months? |
No. It should be included in the one invoice with the description annotation.
| 97 |
| Any lost damaged or stolen equipment that cannot be billed to the VA can it be billed to the patient? |
If the Veteran has been discharged from NFSG as a patient, the vendor may bill for any lost or damaged equipment that their liability insurance may not cover.
| 98 |
| What is the turnaround time for hospital discharge initial setups? |
Oxygen patient delivery/setups are required to be completed within twenty-four (24) hours after Contractor is notified of the script via fax or phone.
| 99 |
| We respectfully request clarification regarding the liquid oxygen (LOX) patient population. |
The solicitation and associated Q&A indicate an estimated 425 monthly LOX patients, and that VA-owned equipment is to be used when available. However, it is unclear what proportion of these patients are currently being serviced with VA-owned LOX base and portable units, versus contractor-furnished equipment.
To help us accurately assess inventory planning and pricing structure, could you please confirm:
· Approximately how many of the estimated 425 LOX patients are currently using VA-owned LOX base units? There are none.
· How many are using VA-owned portable LOX units? There are none.
There are no VA owned LOX equipment. All LOX patients are serviced with contractor furnished equipment.
End of Vendor questions and answers
