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Q1 Can you please clarify the number of total days at 5 or 9 per month. Is it 4 at West Palm, 4 at Miami and 1 at Broward (9), or 4 total between West Palm and Miami and 1 at Broward (5)?
| R1 |
| 4 days per month in Miami and 1 day per month in Broward. |
| R1- WPB |
| 4 day per month in West Palm beach |
| Q2 |
| Is the offsite included? It states that in the solicitation but in the current contract it is not included. |
| R2-WPB |
| Not applicable to WBP at this time |
| R2 |
| Yes, Broward is included. |
| Q3 |
| If offsite is included, What do they plan to send out? Positioning devices, OR tables, case carts, containers? Or is it just ship out instruments? |
| R3 |
| Any reusable medical device that requires repair and sharpening. |
| Q4 |
| If case carts are included, we need a number for each location to price that. |
| R4 |
| Miami – 52 Broward - 4 |
| Q5 |
| What are the requirements for the digital dashboard? |
| R5 |
| Documentation reports must be provided via a web-based tool that enables end users to schedule preventative maintenance and manage tray rotation for both stainless and laparoscopic instrument trays. Service dates should be color-coded for quick identification of trays needing service. The tool must allow users to generate customized reports based on tray name, quantity, last service date, and next service date for both Miami and Broward. |
| R5-WPB |
| We concur with Miami- currently do not have a web-based tool with current vendor |
| Q6 |
| In the solicitation mentions they would like 75% of the inventory completed within 3 months. We performed an inventory with them about a year ago and counted approximately 1145 different trays. To refurbish 75% of those in 3 months would require refurbishing over 850 trays. If we work on 12-13 trays per visit (as stated in the solicitation) that would take 66 days. That would be virtually every weekday in the allotted 3 months to meet the requested 75% number. |
| R6-WPB |
| See Attachment 2 for the Updated Price/ Cost Schedule |
| R6 |
| See Attachment 2 for the Updated Price/ Cost Schedule |
| Q7 |
| If that is the requirement, how should we handle that in the price proposal as it would only be required for the initial 3 months? |
| R7 |
| See Attachment 2 for the Updated Price/ Cost Schedule |
| R7-WPB |
| See Attachment 2 for the Updated Price/ Cost Schedule |
| Q8 |
| What is the current annual contract value? |
| Q9 |
| Section III – On-Site Service Frequency |
The third bullet point states: "Contractors should offer on-site visits at a minimum of 4 days per month in Miami and West Palm Beach VA Medical Centers and 1 day per month in Broward but no more than 1–2 days per week."
• Can the Government clarify if it wants 4 days a month at Miami, 4 days a month at West Palm Beach, and 1 day per month at Broward?
| R9-WPB |
| 4 days per month at WPB |
| R9 |
| 4 days per month in Miami and 1 day per month in Broward. |
| Q10 |
| Section III – 75% Inventory Requirement |
Section III states: "Vendor must be able to service 75% of all inventory within the first 90 days."
• Does this requirement apply to all locations under the solicitation?
• Can the Government provide an inventory report identifying all containers/trays and quantities requiring service at each facility? This information is critical in determining project benchmarks and project viability.
• Can the Government confirm that sufficient inventory will be made available to the Contractor during the first 90 days to allow achievement of this requirement?
| R10-WPB |
| Yes, WPB will make sufficient trays will be made available. |
| R10 |
| *This requirement applies to all locations. *yes, sufficient trays will be made available |
| Q11 |
| Section III – Stainless Steel Surgical Carts/Trays/Tables |
Section III states: "Two times annually the SPS department will provide a collection point onsite for the Contractor to inspect, clean and replace worn parts to include caster wheels for the medical centers' Stainless Steel Surgical Carts/Trays & Tables."
• Can the Government provide an inventory identifying the make, model, and quantity of these carts, trays, and tables at each facility so offerors can develop a fair and reasonable fixed-price proposal?
| R11 |
| The trays involved span multiple vendors and services. The case carts in use are primarily Pedigo and Metro brands. |
| Q12 |
| Section III – CensiTrac Instrument Marking |
The solicitation states: "Contractor must have the ability to mark all required instrumentation with the CensiTrac marking."
• Can the Government provide an estimate of:
o The approximate number of instrument markings required annually; or o The approximate percentage of instrumentation that has already been marked?
This information would significantly affect labor and material cost estimates.
| R12- WPB |
| This figure will vary annually, depending on the purchasing patterns of end-users. However, 75% of the instruments have already been marked. Majority of our instruments are already marked, however new will be required marking. |
| R12 |
| This figure will vary annually, depending on the purchasing patterns of end-users. However, 75% of the instruments have already been marked |
| Q13 |
| Section V – Positioning Devices |
Section V identifies positioning devices as equipment covered under the contract.
• Can the Government provide an inventory of all positioning devices requiring service, including the make, model, and quantities at each location?
| R13-WPB |
| Asks Andi in OR do we want to include leg positions. (1) leg positioner that needs sterilization. |
• Is it the Government's intention for off-site repair services to be excluded from the fixed-fee contract and billed separately as needed?
| Q15 |
| The PWS states that "Contractors must be certified for quality repair service (International Organization for Standardization (ISO) number required)." Please clarify whether the required ISO certification may be satisfied by a subcontractor/teaming partner that performs the surgical instrument repair services, or whether the prime contractor itself must possess the ISO certification. |
| Q16 |
| If awarded, the SDVOSB prime contractor will retain overall contract management, quality oversight, reporting, customer interface, and compliance responsibilities while utilizing a specialized surgical instrument repair subcontractor. Please confirm that this approach is acceptable provided the contractor remains compliant with VAAR 852.219-75 and all applicable limitations on subcontracting requirements. |
| R16 |
| If the SDVOSB prime contractor retains the essential contract responsibilities and ensures that payments to non-SDVOSB/VOSB subcontractors do not exceed the allowed percentage, your approach aligns with VAAR 852.219-75. Ensure ongoing compliance and maintain thorough records to support any VA review. |
| Q17 |
| The PWS states that the contractor shall be HSPA or CBSPD certified. Please clarify whether the requirement applies to the contractor organization, or designated key personnel. |
Additionally, if neither certification is held, would the Government consider equivalent quality-related credentials, such as an ISO Quality Auditor certification, acceptable for contract performance?
| R17 |
| The contractor organization must be HSPA or CBSPD certified to operate in both Miami and Broward. |
| R17-WPB |
| The contractor organization must be HSPA or CBSPD certified to operate in both- WPB |
| Q18 |
| The PWS states that the Contractor must have the ability to mark all required instrumentation with CensiTrac markings. Please clarify whether the requirement applies to all existing instruments within the Medical Centers' inventory, or only to instruments requiring new or replacement markings that are identified during the Contractor's scheduled repair and maintenance services. |
| R18-WPB |
| The marking will be required for new and replacement instruments. |
| R18 |
| The marking will be required for new and replacement instruments. |
| Q19 |
| The PWS requires the Contractor to service 75% of all inventory within the first 90 days. Please provide the estimated inventory quantity (e.g., tray counts and/or instrument counts) for Miami VAMC, West Palm Beach VAMC, and Broward Clinic, and clarify how the Government will measure compliance with the 75% inventory servicing requirement. |
| R19-WPB |
| See Attachment 2 for the Updated Price/ Cost Schedule |
| R19 |
| See Attachment 2 for the Updated Price/ Cost Schedule |
| Q20 |
| The PWS requires the Contractor to inspect, clean, and replace parts, including caster wheels, on the Medical Centers' Stainless Steel Surgical Carts, Trays, and Tables twice annually. Please provide the estimated quantity of case carts, stainless steel surgical carts, trays, and tables covered under this requirement at Miami VAMC, West Palm Beach VAMC, and Broward Clinic. |
| Q20-WPB |
| See Attachment 2 for the Updated Price/ Cost Schedule |
| R20 |
| See Attachment 2 for the Updated Price/ Cost Schedule |
