36C24826Q0022_A0001.pdf

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. NUMBER3. 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)

1 17

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 36C24826Q0022

10-27-2025 X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 11-14-2025 2:00 PM EST

See CONTINUATION Page

The purpose of this amendment is to provide a response to questions submitted by Industry. As a result:

a. The Price Cost Schedule has been revised and is required to be completed and submitted with your quote.

b. The Continuation Page(s) for response to questions.

c. The hour and date for receipt of has been extended, 11-14-2025, 2:00 PM EDT.

d. Submit quotes to Contract Specialist shawn.autrey@va.gov by email.

36C24826Q0022 A0001

CONTINUATION PAGE

QUESTIONS AND RESPONSES

1. What length flexible pigtails are you looking for on page 31?

Response: The line-item Flexible Pigtails Replacement for Liquid O2 has been removed from the Price List. Please reference updated Price List.

2. Do you have more specific information on the ISPAN C3F8 & SF6 Intraocular Gases? It says regulator.

Response:

C3F8--> Cylinder Pressure at time of purchase 100lb per square inch

SF6--> At time of purchase DFU 320lbs per square inch for 125gram (20liters) 280lbs per square inch for a 20gram size (3.0 liters)

3. Can you give more detail about the Cryogenic Nitrous Oxide NS CC10ACT50? Is this a portable liquid (VGL)?

Response: This is a Liquid Nitrogen Tank, and it is not a portable tank.

4. Can you give more detail on the Nitrous Oxide (N2O) 20 Liter Dewar? N2O is not typically filled in dewar form.

Response: The line-item for Nitrous Oxide (N20) 20 Liter Dewar has been updated to and listed as Nitrous Oxide (N20) 20 Liter. Please reference updated D.1 Price Schedule_Medical

Gases_rev1.

5. On the price list, you list K-Tank Nitrous Oxide and Nitrous Oxide USP. Are you all using different grades of Nitrous?

Response: The line-item for Nitrous Oxide USP has been removed from the Price List. Please reference updated D.1 Price Schedule_Medical Gases_rev1

6. Is your request for Argon 100 Liter the correct size? 160, 180, 200, 230, and 240 Liter are the common size VGLs.

Response: Yes, (Size M4) Argon l00 liter – PSI 2,216

7. Is this a pre-solicitation with the solicitation due at a later date or a solicitation which is due

November 7th?

Response: This is a solicitation with a FINAL DUE DATE of 11/14/2025 at 5:00 PM EDT.

8. There are two separate numbers in the document — 36C24825Q0413, but

36C24826Q0022 on the SF1449 starting on page(s) 47-68 (to include instructions to offerors).

Which is correct?

Response: The correct solicitation number is as follows: 36C24826Q0022

9. On pages 6 and 7 state the UOM is "LT". What is that unit of measure referring to?

Response: The Unit of Measure (UOM) (referenced on pages 6 & 7) is the to the total estimated annual quantity of all gases and related services required under the contract. This reflects the Government’s aggregate estimated yearly demand. Individual UOM’s and quantities for each specific item are detailed within the Price Schedule, which provides the item-level breakdown for pricing and ordering purposes.

10. Why do you have propane (CLIN 0055, 1055, 2055, 3055, and 4055) on a medical gas contract? Propane is an industrial gas.

Response: The line-item for Propane Refill 33# Cylinder has been removed from the Price List.

Please reference updated D.1 Price Schedule_Medical Gases_rev1

11. As the NAICS for this RFQ is 325210 Industrial Gas Manufacturing, please confirm whether this is a Service Contract or a Supply Contract.

Response: This is a Commodity Purchase (Supply Contract)

12. Please confirm that the contract resulting from this solicitation will be FOB Destination.

Response: This is FOB Destination

13. PG 20 of 68 (Section 10.13) in the RFQ states that “Emergency deliveries shall be delivered within 6 hours after being placed, including weekends.” Are emergency deliveries currently being delivered within (6) hours, or is this a new requirement?

Response: The six-hour (6) emergency delivery requirement will remain as stated in the solicitation. This timeframe aligns with Orlando VA’s established emergency response expectations to ensure continuity of patient care and uninterrupted availability of critical medical gases. While we recognize industry-standard delivery windows may vary, Orlando VA must maintain the six-hour (6) requirement to support urgent critical needs and operational readiness.

14. PG 17 of 68 (Section 10) states that “Medical gases are ordered by and delivered to the individual ordering facilities Monday through Friday from 8:00 am to 3:30 pm.” Will the GOV please confirm what days of the week each facility is currently receiving cylinder deliveries (e.g., M/W/F or T/TH) as it’s nonstandard for a supplier to have the ability to delivery to every facility on contract every day of the week due to pre-established truck routes for various healthcare customers in the region?

Response: Lake Nona- M/W/F (Prefer to have deliveries completed by 1pm) Lake Baldwin OPC - M/W/F (Prefer to have deliveries completed by 2pm)

Viera VAHCC - Monday and Wednesday by 2pm Clermont, Kissimmee, Deltona, Tavares- Tuesdays by 2pm

Daytona OPC, Orange City CBOC, Deltona CBOC, and Port Orange CBOC – As Needed Westside Pavillion- Wednesday by 2pm Palm Bay- Monday and Wednesday by 2pm

15. PG 12 of 68 (Section 6.1) states that “The Contractor is required to pick up GFE medical gas cylinders including attached appurtenances.” Please confirm that the GOV is not stating that the contractor is required to pick up any GFE oxygen cylinders with attached regulators.

Response: The language requiring the contractor to pick up Government-Furnished Equipment

(GFE) medical gas cylinders with attached appurtenances will be removed from the Statement of Work. The Government confirms that the contractor will not be required to retrieve cylinders with attached regulators.

16. What is the phase-in/phase-out transition timeline allotted for the awarded SDVOSB offeror as this is not addressed in the RFQ (but is standard procedure for medical gas contracts)?

Please confirm the transition timeline for all incoming contractors, including an awarded

SDVOSB who may subcontract to the incumbent supplier.

Response: The Government will allow a 30-to-60-day transition period to ensure continuity of service and proper coordination of cylinder inventories and delivery schedules. The transition period applies to all incoming contractors, who elect to subcontract with an authorized supplier.

The Government’s intent is to have a seamless transfer of responsibilities without a disruption of services. Additionally, the transition details to include cylinder reconciliation and delivery coordination will be discussed during the post-award kickoff meeting.

17. PRICE/COST SCHEDULE CLINs:

a. Will the GOV provide the current vendors (Airgas) Part #s for reference?

Response: We do not have any Part #s for Airgas.

b. Are specific CLINs intended to be utilized only by specific facilities?

Response: Please refer to the Statement of Work (Location – Estimated Usage), specifically on pages 27 through 32, which details which medical gases the facilities are receiving.

c. Does the VA own their Liquid Nitrogen Dewars (e.g.,. 35 Liters), does the VA currently rent these, or is a mixture of owning and renting them?

Response: Yes, the only Government owned Liquid Nitrogen Dewars are located in Daytona.

d. Does the VA own any Cylinders as there are multiple gases in the Price/Cost Schedule that do not provide both a corresponding REFILL & RENTAL CLIN? If so, please specify each CLIN that is GOV Owned/GFE, and provide the estimated quantity of each GFE Cylinder on the VA’s property books.

Response: The only Government owned cylinders are in Daytona and they are Liquid Nitrogen

Dewars. The Price list has been updated to reflect a rental and refill.

e. Will the GOV please verify which CLINs are REFILLs, and which are RENTALs?

Response: The Price List has been updated to reflect Refills and Rentals per item, please see updated D.1 Price Schedule_Medical Gases_rev1.

f. 0001, Argon 100 Liter: Please confirm/clarify the requirement for this CLIN as Liquid Argon in a 100L Dewar is highly irregular? Is this a GOV Owned item that there’s no accompanying

RENTAL CLIN for an Argon 100L?

Response: Yes, Argon 100 Liter is required. Please reference updated D.1 Price

Schedule_Medical Gases_rev1

g. 0004, Argon Ultra High Purity (UHP) 20 Liter Dewar (RENTAL): Please confirm this is actually 20L Liter Liquid Argon and not actually Size 20 Gaseous Argon which is much more common (Airgas Part # AR 20) and Liquid Argon Dewars are rare?

Response: The line-item for Liquid Argon 100L Dewar has been removed. Please reference the updated Price List.

h. 0006, 0008, & 0009: What is the material difference between these (3) REFILL CLINs as the descriptions reflect the exact same Medical/USP Grade Carbon Dioxide Size E? Are these duplicates or is the intent for them to be utilized by specific facilities under this contract?

Response: The Price List has been updated to reflect only two line-items a rental and refill, please reference updated D.1 Price Schedule_Medical Gases_rev1.

i. 0010 & 0011: What is the material difference between these (2) REFILL CLINs as the descriptions reflect the exact same Medical/USP Grade Carbon Dioxide Size 50 LB? Are these duplicates or is the intent for them to be utilized by specific facilities under this contract?

Response: The Price List has been updated to reflect only two line-items a rental and refill, please reference updated D.1 Price Schedule_Medical Gases_rev1.

j. 0013, Compressed Oxygen in Tank: What is the size of this cylinder and is this a REFILL or

RENTAL CLIN?

Response: The line-item for Compressed Oxygen Tank is removed. Please reference updated

D.1 Price Schedule_Medical Gases_rev1.

k. 0016 & 0017, UHP (Ultra High Purity) Grade, Helium, 6 Pack (Refill/Rental): Helium UHP

Size 6: Will the GOV accept unit pricing for this CLIN per singular cylinder and not via a 6-pack as a 6-pack is uncommon?

Response: The line-item for UHP (Ultra High Purity) Grade, Helium, 6 Pack (Refill/Rental):

Helium UHP Size 6 has been updated to a singular cylinder. Please reference updated D.1

Price Schedule_Medical Gases_rev1.

l. 0023, Lung Diffusion Gas Mixture; Mixture: Acetylene / Carbon Monoxide / Methane

/Neon /Nitrogen / Oxygen, Size E: Please verify the required gases & mixture %’s as there is no Lung Diffusion Gas that includes Acetylene? What is this cylinder gas utilized for?

Response: The line-item for LUNG DIFFUSION GAS MIXTURE: 0.3%CO/03%CH421%02/N2

044 has been updated. Please reference line-item 0008 and 0009 on updated D.1 Price

Schedule_Medical Gases_rev1.

m. 0026, Medical Grade Argon 6K UHP, (Refill); Size 6k: Please confirm that this is NOT

Medical Grade Argon, as Argon does not come in medical grade, and the previous RFQ

(36C24825Q0413) stated in the Q&A to disregard the medical grade verbiage?

Response: The line-item for Medical Grade Argon 6K UHP, (Refill); Size 6k is removed.

Please reference updated D.1 Price Schedule_Medical Gases_rev1.

n. 0029, Nitrogen (NI) GMP DEWARFILL 35L: Is this a REFILL or a RENTAL CLIN? Please note, CLIN 0022 is already a Liquid Nitrogen 35 Liter Dewar (Refill)

Response: The line-item for Nitrogen (NI) GMP DEWARFILL 35L is removed. Please reference updated D.1 Price Schedule_Medical Gases_rev1.

o. 0030 & 0031, Nitrogen; Size 200/H Tank: Which is the REFILL CLIN & which is the

RENTAL CLIN?

Response: The Price List has been updated to reflect a rental and refill, please reference updated D.1 Price Schedule_Medical Gases_rev1.

p. 0032 & 0033, Nitrous Oxide 20 Liter Dewar: Please confirm that the VA is requiring 20

Liters of Liquid Nitrous Oxide and not 20 POUNDS of Gaseous Nitrous Oxide (much more common)?

Response: The VA needs 20 Liters of Nitrous Oxide.

q. 0039 & 0054, O2 without regulator: What is the size of the cylinder required? Which is the

REFILL CLIN, and which is the RENTAL CLIN?

Response: The line-item for O2 without regulator is removed. Please reference updated D.1

Price Schedule_Medical Gases_rev1.

r. 0048, Oxygen Dewar 180 Liter: What is the PSI required for this?

Response: The PSI is 350.

s. 0056, REGULATOR,MEDICAL, GAS, ISPAN C3F8, INTRAOCULAR GAS,125GM, (10C22)

(Red Top): Request that the GOV removes this requirement as these are highly specialty regulators not manufactured or supplied by Gas Suppliers (e.g., Linde or Airgas). These are only available to order directly from the select manufacturers like Alcon or Medex therefore it is more rationale for the GOV to source these hard goods directly instead via a gas supply contract.

Response: The line-item for Regulator, Medical, GAS, ISPAN C3F8, INTRAOCULAR, 125GM

(10C22) (Red Top) is removed. Please reference updated D.1 Price Schedule_Medical

Gases_rev1.

t. 0057: REGULATOR, MEDICAL, GAS, ISPAN SF6, INTRAOCULAR GAS,125GM: Request that the GOV removes this requirement as these are highly specialty regulators not manufactured or supplied by Gas Suppliers (e.g., Linde or Airgas). These are only available to order directly from the select manufacturers like Alcon or Medex it is more rational for the GOV to source these hard goods directly instead of via a gas supply contract.

Response: The line-item for REGULATOR, MEDICAL, GAS, ISPAN SF6, INTRAOCULAR

GAS,125GM is removed. Please reference updated D.1 Price Schedule_Medical Gases_rev1.

u. 0020 & 0058: What is the material difference between these (2) Lung Diffusion CLINs as the mixture %’s and sizes are exactly the same?

Response: The line-item(s) 002 & 00568 (2) Lung Diffusion are removed. Please reference updated D.1 Price Schedule_Medical Gases_rev1.

v. Hydrostatic Testing: Are there any GOV Owned Cylinders that may require hydrostatic testing under this contract? If so, does the VA desire to handle this via a CLIN, or via Purchase

Card?

Response: The Government will not add an additional line-item for Hydrostatic Testing. This work will be processed using the Government Purchase Card (GPC), as needed.

w. Emergency Delivery: Will the GOV please add an Emergency Delivery CLIN to account for costs associated with any emergency delivery requests (same day, after hours, off schedule, weekends, holidays)?

Response: The Government has reviewed your request and an Emergency Delivery CLIN has been added to D.1 Price Schedule_Medical Gases_rev1.

18. INSURANCE REQUIREMENT: The VA’s insurance requirements are detailed on PGs 9-10 of 68 in the RFQ, including the types of insurance required (Workmen’s Compensation and

Public Liability), but how is the GOV going to validate that offerors are properly insured for

NAICS 325120/221210 – the actual requirement for this work to comply with the RFQ instead of the dollar amount on PG 10? How do offerors confirm to the GOV that they have the correct type of Liability Insurance?

Response: The government will verify that the awarded contractor submits proof of insurance reflecting the correct coverage types and dollar limits applicable prior to performance.

Verification will include review of the contractor’s Certificate of Insurance and supporting documentation from the carrier confirming that the required liability thresholds and coverages meet or exceed the required limit.

Additionally, the contractor will be responsible for certifying the insurer is authorized to cover work performed on a Federal Installation. This will ensure proper risk mitigation and protect the

Government’s interest.

19. SUBMISSION REQUIREMENTS:

a. AUTHORIZATION LETTER: PG 48 of 68 (VOL 2 Technial) states that offerors are to provide an “Authorization letter from manufacturer to distribute or resell equipment.”

Evidence of authorization to distribute a manufacturer’s gases is provided in the form of a Medical Gas Agreement between the Prime Contractor and the Manufacturer subcontracted to deliver medical gases to the VA during the life of a contract. Will the

GOV please confirm that existing Medical Gas Agreements between an SDVOSB

Prime Contractor and its Manufacturer/Supplier will meet this requirement?

Response: The Government confirms that an existing Medical Gas Agreement between the SDVOSB Prime Contractor and it’s authorized Manufacturer/Supplier will satisfy the requirement for evidence of authorization to distribute medical gases, provided the agreement remains valid for the duration of the contract. The agreement must clearly demonstrate the Prime Contractor’s authority to distribute or resell the manufacturer’s gases.

b. EMAIL SIZE LIMITATION: PG 48 OF 68 (Submission Instructions) limits submission emails to 5MB each. The standard VA size limit for submission emails is 10MB, as seen across most regions in the U.S. when submitting quotes to the GOV. While it’s understood that we will submit multiple emails to adhere to any limitations, a 5MB limit will result in several more emails than necessary when the VA servers historically allow for 10MB. Please confirm that offerors may honor a 10MB email size limitation.

Response: The Government confirms that quoters may submit proposal documents up to a 10MB email size limit. While the submission instructions reference 5MB limit, the VA email system should accommodate 10MB transmissions. Quoters are permitted to utilize the 10MB threshold. However, multiple email submissions remain acceptable when necessary to ensure successful receipt of all required files.

20. EVALUATION: PG 49 of 68 in the RFQ (FAR 52.212-2) states that the awarded offer will be most advantageous to the Government, with the factors of technical and price being considered. Will the GOV please confirm if both considered factors will be weighted the same or if price, for example, will be weighted as more significant than technical during the evaluation process?

Response: No weight(s) are assigned to evaluation factors using simplified acquisition procedures. The award will be made to the quoter whose quotation represents the BEST

OVERALL value to the Government. A comparative analysis of the quotes received will be performed to identify the quote that provides best value.

21. PERSONNEL REPLACEMENT & SUBSTITUTION REQUIREMENT: What is the relevance of the following language on PG 23 of 68 (Section 16.2) to a medical cylinder gas contract? What is the rationale for the GOV asking for notification, resumes, and explanations for any SDVOSB Prime Contractor staffing changes? Why is the GOV asking to have approval privileges for the Prime Contractor’s staff? We request the following section be removed:

Response: The Government has reviewed your request and substitution language referenced is not applicable to this requirement. Accordingly, this section will be removed from the

Statement of Work.

22. CONFIDENTIALITY CERTIFICATE REQUIREMENT: What is the relevance of the following language on PG 25 of 68 (Section 17.8) to a medical gas contract? An SDVOSB

Prime Contractor servicing a medical gas contract will not result in its employees having access to confidential medical record information, so what is the rationale for the GOV to request that each contractor employee sign a “confidentiality certificate” prior to working under this contract?

We request the following section be removed:

Response: The Government has reviewed your request and substitution language referenced is not applicable to this requirement. Accordingly, this section will be removed from the

Statement of Work.

23. IDENTIFICATION BADGE / CHECK-IN REQUIREMENT: Per the language on PG 24 of 68

(Section 17.3.1), please confirm that the GOV is not stating that the delivery driver must check in with the front desk for every delivery for every location in order to receive a temporary badge and then turn it back in once delivery is completed. This type of language only applies to the

SDVOSB Prime Contractor visiting the site or if a technician from the subcontractor must be deployed to site due to an equipment malfunction. While safety is always paramount, requiring drivers to check in/out for every single delivery for all delivery locations creates an issue where drivers must account for additional time spent on site for every delivery when they have other customers to deliver to on their pre-established delivery route. We request the following section be revised to clarify the times when ID badges and check-in requirements are applicable:

Response: Identification badges and check-in requirements will not apply to routine daily delivery drivers at each delivery location. Delivery personnel will not be required to check in at the front desk and obtain a temporary badge for every stop when performing standard drop-off and pick-up activities. Badge issuance and check-in procedures will only apply when the

SDVOSB Prime Contractor is onsite or when a technician must be deployed due to equipment malfunction or service needs.

24. LOSS OF USE FOR CONTRACTOR-OWNED CYLINDERS: There is language for how the

VA will account for Loss of Use on PG 14 of 68 (Section 7.5.5) in the RFQ. The included language has been suggested to the VA in previous RFQs in VISN 8; however, the suggested language has been altered on PG 14 (please see highlighted lines in the image below to review information removed from this RFQ for the Orlando VA HCS). The importance of the removed/altered language cannot be overstated because the rental charges can’t be removed before the GOV issues a PO (which provides “intent to pay”). There is no incentive for the GOV to pay their LOU invoice based solely on counts that are “agreed upon.” Please confirm that the

GOV’s interpretation of “agreed upon” involves issuing a Purchase Order for payment as typically cylinder balances are not removed until a Purchase Order is issued.

➢ To protect Contractors who must front these charges with their suppliers in order to continue delivering medical gases, to ensure compliance with the Prompt Payment

Act, and to establish accountability procedures for the VA, we request that the VA add the relevant language back to Section 7.5.5 that the rental charges will be removed once an LOU PO has been issued to the Contractor as a commitment to pay the charges (NOTE: Just-in-Time invoicing is not included in this RFQ for

Orlando VA HCS):

Response: The Government acknowledges the concern regarding the removal of the Loss of

Use (LOU) procedural language previously included in Section 7.5.5 of the RFQ. To ensure continued contractor support, alignment with the Prompt Payment Act requirements, and proper accountability of contractor-owned cylinders, the VA will add the referenced language back into the SOW. This addition will clarify that rental charges will be removed once a Loss of Use

Purchase Order has been issued to the contractor, ensuring timely and accurate payment for these charges.

25. AWARD ELIGIBILITY: Does the evaluation committee/entity consider an unlicensed

SDVOSB distributor of medical-grade gases (oxygen is a prescription drug) to be eligible for award? If so, how will the Contracting Authority ensure compliance to ensure that an unlicensed offeror will not deliver medical gases to the VAMC post-award until they are properly licensed in the state of Florida? Recent GAO protests have stated that licensing is a contract administrative function, so how is the GOV enforcing contract administrative functions such as ensuring the awardee is compliant with federal regulations?

Response: The Government requires that all quoters comply with applicable federal, state, and local laws and regulations governing the distribution and delivery of medical-grade gases, including all gases classified as prescription drugs. Quoters are responsible for possessing the necessary authorizations and licenses at the time of performance. While licensing is considered a contractor responsibility, the Government will verify compliance prior to commencement of performance to ensure regulatory adherence.

If an offeror does not currently hold the required state license, they must demonstrate the ability to meet all licensing requirements prior to delivery of medical gases to the VAMC. No medical gases will be delivered until all required licenses and certifications are validated by the

Government. Failure to obtain required licensure may result in termination.

26. FAR COMPLIANCE ENFORCEMENT: Please confirm who the GOV entity is that enforces and ensures post-award compliance with FAR 52.212-4, Contract Terms and Conditions—

Commercial Products and Commercial Services (incorporated by reference per the SF1449 in the RFQ)?

Response: Post-award compliance with FAR 52.212-4, Contract Terms and Conditions –

Commercial Products and Commercial Services, will be enforced by the Contracting Officer, which is the only individual with the authority to administer the contract and take action as deemed necessary.

The Point of Contact (POC) may assist by monitoring the performance and reporting issues, but all contractual authority including ensuring compliance with regulatory requirements, directing corrective action, and issuing remedies for non-compliance will be the Contracting Officer’s decision.

27. LICENSING: Will the GOV please confirm that the required Federal and State of Florda licenses and certifications applicable to the SDVOSB Offeror must be provided in the name of the Prime Contractor at the time of bid submission (and cannot be delegated to a subcontractor), which is required of an SDVOSB offeror in order to comply with the FDA/Code of Federal Regulations in order to meet the requirements of the Statement of Work in this RFQ

(wholesale distribution of medical-grade oxygen/compressed gases where medical-grade oxygen is defined by the FDA as a prescription drug)?

Response: The requirement for proper federal and State of Florida medica-gas licensing and certifications in accordance with applicable FDA and Code of Federal Regulations guidance. At the time of award, the Prime Contractor must possess all required licenses and certifications necessary to perform work as outlined in the Statement of Work. While subcontractors may support performance, the Prime Contractor is responsible for demonstrating their ability to fully comply with all regulatory obligations at the time of award.

28. ANNUAL AUDIT CLIN: PG 14 of 68 (Section 7.5.5) in the RFQ requires annual audits of all contractor-provided cylinders. Will the GOV please add an annual audit CLIN for the VAMC

(CBOCs typically self-audit unless on-hand balances are higher than average) as there are real-world costs associated with having the SDVOSB Prime Contractor send a POC to the VAMC each contract year to perform this (travel, lodging, etc.)?

Response: The request to add an annual audit CLIN for this requirement for annual cylinder audits to include cost associated with travel and performance is considered part of the contractor’s responsibility under the existing scope. The Government does not intend to add a separate CLIN. Offerors should account for all associated audits cost in their pricing submission in accordance with requirement outlined in Section 7.5.5 of the SOW.

29. DELIVERY PROCEDURES:

a. POD REQUIREMENT FOR CONTRACTOR-OWNED CYLINDERS: PG 17 of 68

(Section 10.1.2) states that the delivery ticket for contractor-owned cylinders must include “Contract Number, Facility PO Number, or Delivery Order number.” Because this is an SDVOSB set-aside opportunity, the SDVOSB Prime Contractor will subcontract delivery of the medical gases to a manufacturer; as a result, the Proofs of Delivery

(PODs) provided on site by the manufacturer will not contain any contract-specific information such as the contract number or PO number (though all PODs will include an itemized list of gas types/quantities that are picked up and delivered). Will the GOV please remove or revise the requirement to include contract-specific information on PODs as it is nonstandard when the contract is between the VA and the

SDVOSB Prime Contractor?

Response: The requirement to include contract-specific information on Proof of Delivery

(PODS) for contractor-owned cylinders will remain in place. The information supports proper verification and tracking, and auditability of Government purchases in accordance with VA procurement and property accountability standards. We recognize that the prime contractor may subcontract delivery functions; however, the prime contractor remains responsible for ensuring that all subcontractors comply with the contract requirements.

b. POD REQUIREMENT FOR GFE CYLINDERS: PG 17 of 68 (Section 10.1.1) states that the delivery ticket for GFE cylinders must include “The number of cylinders at the

Contractor’s facility prior to delivery.” As it is not the responsibility of the Contractor to store the VA’s GFE cylinders, and we would not have any stored GFE cylinders at the branch prior to delivery, we request the removal of this requirement on the POD for GFE cylinders.

Response: The requirement to document the number of Government-Furnished

Equipment (GFE) cylinders at the contactor’s facility prior to delivery is intended to ensure accountability and reconciliation of Government property. While we understand the contractor does not routinely store VA-owned cylinders, any instance in which GFE cylinders are handled or stored must be accurately documented. Therefore, this requirement will remain; however, if no VA-owned cylinders are stored at the facility, the documentation may simply reflect a zero quantity.

30. GFE CYLINDER FILLS: PG 16 of 68 (Section 9.6) states that “If the Contractor cannot fill the government cylinders timely, the contractor shall provide the required supply of medical gas in contractor-owned cylinders without additional charge to the government.” This is highly nonstandard and we request this section be revised as a Contractor would not provide contractor-owned cylinders at no cost to the GOV.

Response: The requirement for the contractor to ensure timely filling of Government-owned cylinders is consistent with industry practice and supports uninterrupted continuity of medical gas supply for VA clinical operations. This clause ensures that patient care is not impacted should Government-owned cylinders be temporarily unavailable for refill. The contractor remains responsible for providing adequate supply capacity under the contract. This requirement will remain in place, and the Government will not revise the language to remove this provision.

31: INVENTORY REQUIREMENT: PG 14 of 68 (Section 8.2) states that “The Contractor will be required to complete a 100 percent inventory of all cylinder gases at all facilities.” We request that this requirement be removed from the RFQ as the close-out inventory of the incumbent contract is between the VA and the outgoing contractor and would not involve the incoming contractor participating or being present (gas suppliers don’t audit the cylinders of other suppliers). Is there any relevance to this requirement being included in the RFQ when this is against standard industry practice?

Response: The requirement to complete a full inventory of all cylinder gases across VA facilities is necessary to establish an accurate baseline for Government property and to ensure proper accountability upon transition. While the incumbent contractor’s close-out activities may address certain inventory responsibilities, the incoming contractor is still required to verify quantities received in accordance with property accountability standards. Therefore, this requirement will remain in the RFQ.

32. TRANSITION / EFFECTIVE DATE TO PLACE ORDERS: PG 14 of 68 (Section 8.2) states that “Beginning on the effective date of the contract and subject to the establishment of VA

POCs, facilities will begin placing orders for the medical gases listed on this contract. As the outgoing Contractor’s cylinders are collected, they must be stored apart from the incoming

Contractor’s cylinders so as not to encourage the pickup of returned cylinders by the incorrect

Contractor.” There is typically a 30-60 day, event-based transition in Medical Gas contracts that require the incoming contractor to survey the healthcare system’s specific needs, conduct deliverability inspections, set up accounts, and transfer cylinder balances from previous accounts (if applicable). As a result, an incoming contractor cannot begin accepting orders on the effective date of the contract. We request that the GOV revise this language to account for a standard transition timeline and allow orders to be accepted once that transition has been completed.

Response: A transition period for contract implementation to ensure the continued service, proper coordination of cylinder inventories, account setup, safety requirements, and delivery scheduling without disruption. A 30–60-day transition period will be provided following the award. During this period, the incoming contractor will perform all necessary assessments through coordination with the service for a seamless turnover from the outgoing vendor. Order may begin once the transition actions have been completed within this 3—day window.

33. INVOICING PROCEDURES: PG 13 of 68 (Section 7.5.3) states that “The Contractor shall provide, within five (5) business days after the end of the rental period, a monthly summary for each delivery location…” We request that this language/requirement be revised. There are required processing times for consolidated monthly invoicing/summaries following a month’s end, and contractors must ensure all Proofs of Delivery (PODs) for the previous month have become available (oftentimes takes several days to post) before they can complete that processing. Will the GOV revise this to allow for the submission of invoices within the first (10) business days of the following month in order to account for the processing times required?

Response: To maintain timely financial processing and meet VA fiscal compliance requirements, the current invoicing requirement remains in effect. Contractors are required to submit monthly invoices and supporting documentation, including proof of delivery. Contractors should ensure internal controls and processes allow for timely consolidation and submission of records. The Government will continue to monitor performance and may address invoicing challenges on a case-by-case basis.

CHANGES TO THE SOW:

CHANGE 1: PG 12 of 68 - Section 6.1 – Government Furnished Equipment (GFE) – Medical Gas Cylinders

From: “The Contractor is required to pick up GFE medical gas cylinders including attached appurtenances. These cylinders shall be inspected and filled to the maximum functional capacity during each refilling procedure. Each Government-owned medical gas cylinder and appurtenance shall be returned one for one to match the pick-up number. Empty Government-owned cylinders that are picked up from an ordering facility for re-fill or servicing shall be transported according to the DOT regulations, using normal commercial practices to prevent damage to cylinders.”

Revised to read: “The Contractor is not required to pick-up Government-Furnished Equipment (GFE) medical gas cylinders, including attached appurtenances. The Contractor shall inspect Government-owned cylinders and ensure they are filled to their maximum functional capacity during each refilling procedure. All cylinders and associated equipment shall be handled in accordance with applicable DOT regulations and standard commercial practices to ensure safe transport, prevent damage, and maintain compliance with all regulatory handling and safety requirements.”

CHANGE 2: PG 23 of 68 - Section 16.2 – Key Personnel Replacement and Substitution

From: “Notification of substitutions or replacement of key personnel shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitutions.

The request shall contain a complete resume for the proposed substitute, and any other information requested or required by the Contracting Officer to approve or disapprove the request. Proposed substitutes shall have qualifications that are equal to or higher than the personnel being augmented. The Contracting Officer or his/her authorized representative shall evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.”

Revised and this paragraph is REMOVED

CHANGE 3: PG 24 of 68 - Section 17.3.1 – Identification Badges

From: “The VA POC will coordinate the issuance of required access badges to Contractor personnel. Contracted personnel visiting any of the locations listed above must be issued a temporary badge or always have an escort with him. Badges will be issued from the location’s visitors’ desk or from the Facilities Management desk. All badges will be returned daily.

Contract personnel shall wear laminated identification badges always provided by the VA when present and performing work. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.”

Revised to Read: “The VA POC will coordinate the issuance of required access badges to contractor personnel, however, identification badge and check-in requirements will not apply to routine daily delivery drivers performing standard drop-off and pick-up services at any delivery location. Delivery personnel are not required to check in at the front desk or obtain temporary badges for each delivery stop. Badge issuance and check-in procedures shall apply only when

SDVOSB Prime Contractor is on-site or when contractor technicians are deployed to a VA

Facility to address equipment malfunction, service needs, or other technical support requirements.

Contractor personnel required to obtain badges shall be issued temporary or laminated VA identification badges by the VA when present and performing work. Badges will be issued from the location’s visitors’ desk or Facilities Management desk and must be returned daily. ID badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip, or worn around the neck secured by a lanyard.

CHANGE 4: PG 14 of 68 - Section 7.5.5 - Monthly rental charges.

From: “The VA POC and the Contractor shall perform an annual, on-site inventory, of all contractor-provided cylinders to verify the accuracy of the end-of-month balance of rental cylinders on the most recent invoice (see Section 13). Each VA facility will coordinate this inventory with the Contractor. The Contractor representative(s) shall participate on-site in the annual inventory audit with the designated VA POC. The VA is responsible for obtaining access to all pertinent areas for the purpose of counting existing contractor-provided cylinders at the specific VA facility.

• After the inventory audit, if more cylinders are found than indicated on the most recent end-of-month invoice, the inventory count shall be increased to that number and shall be the beginning balance for the next monthly rental period.

• After the inventory audit, if less cylinders are found than indicated on the most recent end-of-month invoice, the inventory count shall be decreased to that number and shall be the beginning balance for the next monthly rental period.

• The Contractor shall invoice each individual VA facility for the quantity and type of unaccounted cylinders (LOU) noted in the annual inventory audit using the relevant LIN on the Schedule of Items.

• The quantity and type of cylinders that are LOU shall be removed from the beginning balance for the next monthly rental period once the cylinder type and count are agreed upon.

• Once the VA pays the LOU invoice for unaccounted cylinders, those cylinders become VA property (see Section 8.3)."

Revised to Read: “The VA POC and the Contractor shall perform an annual, on-site inventory, of all contractor-provided cylinders to verify the accuracy of the end-of-month balance of rental cylinders on the most recent invoice (see Section 13). Each VA facility will coordinate this inventory with the Contractor. The Contractor representative(s) shall participate on-site in the annual inventory audit with the designated VA POC. The VA is responsible for obtaining access to all pertinent areas for the purpose of counting existing contractor-provided cylinders at the specific VA facility.

• After the inventory audit, if more cylinders are found than indicated on the most recent end-of-month invoice, the inventory count shall be increased to that number and shall be the beginning balance for the next monthly rental period.

• After the inventory audit, if less cylinders are found than indicated on the most recent end-of-month invoice, the inventory count shall be decreased to that number and shall be the beginning balance for the next monthly rental period once the LOU quote provided by the Contractor has been agreed upon and a JIT LOU PO has been issued to the Contractor.

• The Contractor shall invoice each individual VA facility for the quantity and type of unaccounted cylinders (LOU) noted in the annual inventory audit using the relevant LIN on the Schedule of Items.

• The quantity and type of cylinders that are LOU shall be removed from the beginning balance for the next monthly rental period once the Contractor has provided a LOU quote for GOV approval, the GOV has agreed to the LOU and the GOV has issued a JIT LOU PO to the Contractor.

• Once the VA pays the LOU invoice for unaccounted cylinders, those cylinders become VA property (see Section 8.3).”