D.7 Questions and Answers.pdf

Questions and Answers in regard to RFQ 36C24826Q0759.

The below Questions and Answers provided with no order of preference. The questions and answers are provided in the same manner received and separated by Email 1, Email 2, Email 3 and Email 4.

EMAIL 1:

1. What is the Current Contract # & who is the current contractor for this same HCS Bulk & CYL requirement?

ANSWER: The current contract is not the same scope. We are including additional sites that should be included. The current contract is with Medical Equipment & Supplies of America. The contract number is 36C24825P1437.

2. Is an SF1449 going to be provided for this RFQ? There are references to the SF1449 however we did not see one provided.

ANSWER: There is no ‘SF1449’ to be issued. This RFQ is issued as a combined synopsis/solicitation. It appears I did not edit page 5 to remove mention of “SF 1449”, The only other mentions in the document are the exact words from the applicable clauses or prescriptions. So, there may be mention of SF1449, but one will not be used as an RFQ. This document is the “RFQ”, which is what a combined synopsis/solicitation is used for. Any resulting purchase order/contract will be issued on a SF1449.

3. TYPE OF CONTRACT: As the NAICS for this RFQ is 325210 Industrial Gas Manufacturing, please confirm whether this is a Service Contract or a Supply Contract.

ANSWER: The NAICS code is 325210 Industrial Gas Manufacturing. This is a supply contract.

4. CLINs/B.2 PRICE COST SCHEDULE:

0001, Bulk Tank Rental: Please verify the Main/Reserve Bulk Oxygen Tank sizes as there are contradictions between SOW (6,000 Main w/ 1,500 Reserve) & the CLIN 0001 Description of Supplies/Services (9,000 Main w/ 1,500 Reserve).

ANSWER: The correct description size is 9,000 for the main tank. The solicitation has been revised.

o

0002, Bulk Liquid Oxygen Fill:

o What is the estimated annual QTY for Bulk Oxygen at VAMC Tampa per 100/Compressed Cubic Feet (CCF)? The CLIN only lists (12) & “SF” which offerors cannot price off and without this data only the incumbent knows this info.

ANSWER: The solicitation has been revised.

o

0003, Medical Gas Cylinders:

o What does this CLIN represent? Is this for Cylinder Rentals? Please note, if this is the only CLIN for Cylinder Rentals, not all cylinders in this Price/Cost Schedule have the same monthly rental rate so it is more cost effective for the GOV to break these out into separate monthly rental CLIN groupings by size, type, and functionality. By putting all Cylinder Rentals into a singular CLIN, the GOV risks being overcharged as offerors are forced to bid the highest-cost cylinder rental to account for all cylinder types.

ANSWER: The Solicitation has been revised.

o o Will the GOV allow offerors to structure monthly cylinder rental groupings by size, type, and functionality, which allows for more accurate cylinder tracking and consolidation of rental CLINs?

ANSWER: No. The solicitation has been revised.

o INFO ONLY – RECOMMENDED CYL RENTAL CLIN STRUCTURE BY

SIZE/TYPE/FUNCTIONALITY

0010, Nitrogen Medical, Liquid HP (180LTR): What is the PSI required for this item (most common is 22 PSI)?

ANSWER: 22 PSI. The Solicitation has been revised.

0016, OXYGEN MEDICAL (E) ALUMINUM E (WALK-BEHIND): Is this a post-valve E Cylinder (no regulator attached) or an integrated valve oxygen E Cylinder (regulator already attached)? The term “walk-behind” is similar to the Airgas “walk-about” which is an integrated valve oxygen E Cylinder.

ANSWER: The Solicitation has been revised.

0020, OXYGEN MEDICAL LIQUID MP (180 LTR): What is the PSI required for this item (most common is 22 PSI)?

ANSWER: 22 PSI. The Solicitation has been revised.

0022, LUNG DIFFUSER GAS 0.3% CO/0.3% CH4/21% O2/N2 044: What is the cylinder size required as this is not notated?

ANSWER: E Cylinder. The Solicitation has been revised.

EMERGENCY DELIVERIES: How does the facility project to handle costs for emergency delivery requests (typically same day, off schedule, after hours, weekends, holidays) that aren’t due to fault of the contractor? Will the GOV please add a CLIN or CLINs (one for Bulk Oxygen, another for Cylinders) to cover these costs incurred by the awardee? Often an emergency requests requires either a driver to be re-routed from a current delivery route, and the driver may have to go back to the branch if the emergency requested gas is not already on the delivery truck (not to mention this is all in a major metropolitan area). The SOW addresses Emergency Delivery procedures, but there is no CLIN to account for these costs (standard inclusion in Medical Gas contracts).

ANSWER: The Solicitation has been revised.

UNIT OF ISSUE FOR CYL FILLS: Is there a particular purpose why the Cylinder Fill CLINS have a unit of “EACH” instead of “CYLINDER?”

ANSWER: The Solicitation has been revised.

ANNUAL CYLINDER AUDIT: Will the GOV please add a CLIN to account for the costs incurred by the contractor to conduct CYL audits for (10) facilities annually “at a minimum” (per PG 33 of 82, para 4.11)? Offerors cannot incorporate these costs into the price of the fills/rentals, as these are only estimates and the RFQ explicitly states that there is no guarantee that these QTYs will be required over the life of the contract.

It is common for a CLIN to be allotted for Annual CYL audits if that’s what the GOV requires, especially when it requires an entire HCS that can take several days, even weeks or months depending on the availability of VA Personnel for (10) facilities to conduct the in-person audits with the contractor (even when CBOCs self-report it can take additional time to report the results of the CYL counts). Additionally, the RFQ states annually “at minimum” so if the GOV requires audits more often than annual then it’s even more critical to have an allotted CLIN to offset these costs on a small business.

ANSWER: The Solicitation has been revised.

o

5. BULK OXYGEN TANK SIZES & TANK LEVEL SET POINTS & ESTIMATED

DAILY USAGE:

a. Please confirm the Tank Level Set Points (in inches) & average usage per day (in inches). Pictures of the tank gauges/placards notating the tank levels will suffice for #’s 1-4 below.

1. Full Trycock: See below.

2. Reorder Point: See below.

3. Refill Point: See below.

4. Low Level Alarm: See below.

5. Average inches per day: See below.

ANSWER: 5.a.1-5. (above): Maximum is 290 inches. High limit Alert is 290 Inches.

Reorder alert is 135 inches. Critical Alert is 80 inches. Zero Alert is 50 inches. We use approximately 9 inches per day.

6. ESTIMATED BULK OXYGEN DELIVERY FREQUENCY: Approximately how often does the bulk oxygen tank site require fill (e.g., weekly, bi-weekly, monthly, etc.)?

ANSWER: Weekly.

7. DELIVERY WINDOW FOR BULK OXYGEN & CYL GASES: What is the delivery window in which offerors can make deliveries for either Bulk Oxygen or Cylinder Gases (commonly 7 AM – 4 PM local time depending on VA’s unique receiving hours)?

If the parameters are different between functions, particularly at the VAMC or for delivering cylinders to any of the CBOCs, please specify.

ANSWER: The Solicitation has been revised.

8. DELIVERY POINTS AT VAMC FOR CYLINDER GASES: How many delivery points are required at the VAMC Tampa for CYL deliveries? Or do all deliveries go to a centralized delivery point such as a loading/receiving dock with Cylinder storage cage/room in proximity?

ANSWER: All deliveries/pick-up of cylinders at James A. Haley Veterans Hospital are made to a single storage shed. A key will be provided.

9. OPEN MOUTH DEWAR LIQUID NITROGEN: Is there any requirement for filling VA-Owned open mouth Liquid Nitrogen Dewar Fills (e.g., typically VA owned in common sizes such as 10L, 25L, 30L, etc.)? This is pretty common for VA hospital requirement, especially when CBOCs are involved, yet the only Liquid Nitrogen notated is in a 180L (commonly called a “VGL”) which is typically rented.

ANSWER: The VA staff normally refills dewars from the larger tank at the James A.

Haley hospital. The other locations identified with this type(s) of cylinder on the updated attachment D.3 will require filling.

10. ATTACHMENT D.3 MEDICAL GAS BY LOCATION:

What specifically does this table represent?

ANSWER: On hand quantities of cylinders at the facilities.

Does this table depict cylinder Fills or Rentals?

ANSWER: Rentals.

Are these monthly or annual QTYs? Or is this a snapshot of cylinder balances on hand (“Par levels”) at a particular point in time?

ANSWER: Snapshot of on hand.

11. DELIVERY DAYS FOR CYLINDERS: Is the GOV amenable to negotiating a cylinder delivery day schedule with the awardee so long as it meets the VA’s supply requirements? For example, each CBOC is notated has having delivery days on TUE/FRI, however a supplier may have distribution routes that go by that same CBOC on MON/THUR or WED/FRI.

ANSWER: The Government will only accept alternate delivery days for the locations that are one day per week (see SON 10.5 to 10.19). The Dermatology Clinic, SON Location

10.3 and the main hospital, SON location 10.1 should be on the exact day(s) and frequency requested. The Solicitation has been revised.

12. PROOF OF DELIVERY (POD) FOR BULK OXYGEN: Please confirm that below reference to “invoice” in the bullet below actually means the proof of delivery ticket/slip as invoicing is Monthly in Arrears per PG 5 of 82. Additionally, these directions contradict the language on PG 28 of 82 regarding VHA Patient Safety Alert (dated April 5, 2004) that requires all deliveries to be monitored/signed for by Facility Personnel. Stating that the driver will put the “invoice” in the plastic tube appears to contradict both of these requirements, so it seems to make more sense to remove this language regarding a plastic receipt cylinder, at least for the invoice.

ANSWER: It is a delivery ticket/ proof of delivery, not an invoice. The solicitation has been revised.

13. INSURANCE OF THE SDVOSB OFFEROR: There is no mention of Liability Insurance in the SOW, a standard requirement of Prime Contractor offerors for medical gas supply/wholesale distribution. How is the GOV going to validate that offerors are properly insured for NAICS 325120 – the actual requirement for this work to comply with the RFQ? How do offerors confirm to the GOV that they have the correct type of Liability Insurance, not just a dollar threshold amount, and does this need to be affirmed at the time of bid submission (if not, an awarded firm could be turned down or not be able to afford this coverage in the amounts the GOV requires, respective to NAICS 325120)? This is important because there are very few underwriters that will insure small businesses for the distribution of compressed gases and why confirmation of the applicable NAICS is being requested, in accordance with paragraph (a) of FAR 52.228- 5 – Insurance Work on a Government Installation.

ANSWER: Explicitly listing the NAICS code on insurance is not a verifiable requirement.

The Government currently only requires proof of insurance at or above the minimum amounts identified. Failure to provide the requested documentation is grounds for technical unacceptability. The Solicitation has been revised.

14. ATTACHING CYLINDERS TO MANIFOLD REQUIREMENT: PG 33 of 82 (para 5.1) the SOW states “Attaching of oxygen cylinders to manifold systems, when required, shall also be performed by the Contractor at no additional cost.” Will the GOV please remove or revise this language as this is nonstandard and vendors cannot perform this function due to liability reasons (damaging manifold or entering facility and possibly interacting with patients)? Standard industry practice is delivering to a centralized delivery point (e.g., loading dock or tank storage room) with distribution/hookup of cylinders within the facilities being the responsibility of GOV personnel. Vendors cannot be responsible for the hook-up of cylinders to any GFE manifolds/appurtenances due to liability, risk of damaging GFE equipment, and because drivers are not certified for this type of service. This function should only be performed by VA personnel who are more familiar with and properly trained on the systems unique to the GLA VA HCS Research Labs. If the VA is adamant about the contractor providing this service, either a release of liability or cylinder connection agreement with a cylinder hookup fee is often required.

ANSWER: The Solicitation has been revised.

15. EMERGENCY DELIVERIES: PG 28 of 82 (para 4.5) in the RFQ states that “Emergency delivery will be provided within 2 hours after receipt of Government notification. Contractor must respond to the facility by telephone within one hour to confirm receipt of emergency notification to ascertain the nature of the emergency.” Are emergency deliveries currently being delivered within (2) hours for both Bulk & Cylinders, or is this a new requirement? A delivery turnaround of (2) hours is nonstandard as suppliers cannot assign a truck, secure product, and make an emergency delivery immediately after notification. Drivers are on pre-established routes for healthcare customers and may have to return to the fill plant before delivering to the facility. Additionally, drivers must have the hours available to make the additional delivery. If an Emergency Order is placed towards the end of the day (e.g., 3PM-4PM), then there’s no guarantee that there will be a driver available to deliver that same day.

Standard language for Emergency deliveries is to deliver within (24) hours, which often includes after-hours deliveries where the GOV will have to provide a representative to receive the delivery. Will the GOV please amend this language to deliver emergency orders “within (24) hours” while still maintaining a required response time of (1) hour?

ANSWER: The Solicitation has been revised.

16. CYLINDER PHASE-IN TRANSITION TIMELINE: What is the phase-in transition timeline allotted for the Cylinders? While the RFQ notates a (90) day transition for Bulk Oxygen, there is no specified timeline for phase-in transition period of Cylinders.

Industry standard is to allow 30-60 days for a formal transition between contractors as transitions are “event” based not as much “time” based. Please confirm the Medical Gas Cylinders transition timeline for all incoming contractors, if different than the 90-day Bulk Transition allotment.

ANSWER: The transition /phase-in of contractor provided medical gas cylinders shall be complete within the same 60-day transition period at the beginning and end of the contract period for bulk oxygen, or sooner. The statement of need has been revised.

17. CURRENT METRIC/PROCEDURE FOR INITIATING BULK OXYGEN

RESUPPLY: Is remote telemetry monitoring the primary metric/procedure for initiating bulk oxygen resupply (meaning contractor monitors tank levels and automatically initiates resupply when tank levels approach the Reorder/Resupply point)?

ANSWER: Yes.

18. Or does the facility submit a request for resupply as needed?

ANSWER: No.

19. Will the contract resulting from this solicitation include any Controlled Unclassified Information (CUI) – as it pertains to a CMMC certification for federal contractors?

ANSWER: CMMC refers to Cybersecurity Maturity Model Certification. CMMC is currently a Department of War program. The CMMC program does not currently apply to Department of Veterans Affairs.

20. INTEGRATED VALVE OXYGEN E CYLINDER REQUIREMENT:

a. What is the current Integrated Valve utilized by the HCS for reference (e.g., possibly the Western Enterprises Oxytote based specifications provided in the RFQ)?

ANSWER: We do not know the specific valve manufacturer in question. The bottle(s) flow must be able to be turned on/off and adjusted without the use of a special tool, key, wrench, etc. The solicitation has been revised.

b. Based on the language notated on PG 32 of 82, is the GOV stating that all Integrated Valve Oxygen E Cylinders are required to have “two-stage” components with a separate ON/OFF switch separate from the Oxygen Flow meter on top of the cylinder? Please note, these are non-standard and are typically provided by regional/independent suppliers and not by the larger suppliers.

ANWSER: No

21. AWARD ELIGIBILITY:

a. To ensure uninterrupted delivery of medical-grade gases to the VAMC and to avoid post-award delays that could impact patient care, will the GOV revise the Solicitation to require SDVOSB offerors to submit, with their proposal submission, evidence that they currently hold all applicable federal, state, and local licenses required for the distribution and delivery of medical-grade gases, including gases classified as prescription drugs, as a definitive responsibility criterion?

ANSWER: The solicitation has been revised.

b. Given that medical oxygen and other medical-grade gases are life-sustaining products regulated as prescription drugs, does the GOV intend to limit competition to offerors that are already legally authorized to distribute and deliver such products at the time proposals are submitted, in order to avoid delays in commencement of performance following award?

ANSWER: The requirement is to submit applicable documentation with the offer/quote.

Failure to provide the requested documentation at the time of submission is grounds for technical unacceptability.

c. Will the status of an offerors’ license (in this case, a registered wholesaler of drugs and/or devices in the state of Florida) be evaluated as a definitive responsibility criterion during the consideration of offers?

ANSWER: A contractor/offeror must be appropriately qualified and meet the submission requirements. An expired license is grounds for technical unacceptability. Failure to provide the requested documentation at the time of submission is grounds for technical unacceptability.

d. How will the GOV evaluate a proposal submitted by an offeror that does not possess an active and applicable medical gas distribution license at the time of proposal submission but proposes to obtain or rely upon such licensure after award?

ANSWER: A contractor/offeror must be appropriately qualified and meet the submission requirements. An expired license is grounds for technical unacceptability. A promise to obtain something is not the same as having it at the time it is required. Failure to provide the requested documentation at the time of submission is grounds for technical unacceptability.

22. FAR/VAAR 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, & VAAR 852.219-76 Limitations on Subcontracting/Certificate of Compliance?

ANSWER: See section B.1.1.b. of the original combined synopsis/solicitation.

23. LICENSING COMPLIANCE OF THE SDVOSB OFFEROR: 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 applicable federal, state, and local 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)?

ANSWER: The solicitation has been revised.

a. Please see the below reference information regarding compliance with the FDA, CFR, and the state of Florida:

PG 31 of 82 (Section 2.3 – PRODUCT SPECIFICATIONS):

• “All products, equipment and services provided under the contracts awarded under this contract shall comply with all applicable Federal, state, and local regulations.”

PG 45 of 82 (under FAR 52.212-4):

• “(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.”

INFO ONLY - REFERENCE INFORMATION REGARDING FEDERAL

WHOLESALE DISTRIBUTION LICENSING REGULATIONS BY THE CFR, FDA &

STATE OF FLORIDA:

• CFR Code of Regulations, Title 21, Chapter 1, Subchapter C, Part 205

GUIDELINES FOR STATE LICENSING OF WHOLESALE PRESCRIPTION DRUG

DISTRIBUTOR

o LINK: https://www.ecfr.gov/current/title-21/chapter-I/subchapter-C/part-205

• Per the Food and Drug Administration, Code of Federal Regulations Title 21, definition of a Wholesale Distributor. Based on the SOW and requirement of the offeror to sign VAR 852.219-76 (Certificate of Compliance affirming that the offeror takes ownership/possession of the product in accordance with industry standards), the SDVOSB offeror qualifies as being a Wholesale Distributor (restated, medical grade/US Pharmacopoeia Oxygen is defined as a prescription drug).

o LINK:

https://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfcfr/CFRSearch.cfm?fr=203.3

• Per Section 201(g) of the FD&C Act (21 USC 321(g)) provides that the term "drug" means:

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• Per the Florida Administrative Code, Rule 61N-2.012:

o LINK: https://www.flrules.org/gateway/ChapterHome.asp?Chapter=61n-2

• Also, Per the Florida Statutes, Title XXXIII Regulation of Trade, Commerce, Investments, and Solicitations, Chapter 499 Florida Drug and Cosmetic Act, Section 499.01 Permits, Subsection (f):

o LINK:

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• See below regarding in-state wholesale distributors from the Florida Statues, Title XXXIII Regulation of Trade, Commerce, Investments, and Solicitations, Chapter 499 Florida Drug and Cosmetic Act, Section 499.01 Permits, Subsection (e):

o LINK: http://www.leg.state.fl.us/Statutes./index.cfm?App_mode=Display_Statute &URL=0400-0499/0499/0499.html a.

EMAIL 2

1. CLIN 0002/1002/2002/3002/4002 — 12 square feet of liquid oxygen is not nearly enough to cover the facility for a year. As a point of reference, the current contract has 16,676,670 square feet per year.

ANSWER: The solicitation has been revised.

2. CLIN 0003/1003/2003/3003/4003 — There is a great disparity in rental costs in cylinders. Recommend you have additional CLINs or sub-CLINs for each type (much like the Miami VAMC does):

a. Cylinders A-E

b. G-K/200 Cylinder

c. N2O Size 200

d. OX USPE with Built-in Regulator

e. MRI Compatible OX USPE w/ Regulator (OX USPEWBMRI) https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.leg.state.fl.us%2FStatutes.%2Findex.cfm%3FApp_mode%3DDisplay_Statute%26URL%3D0400-0499%2F0499%2F0499.html&data=05%7C02%7C%7C19e62376cd754f537f1a08dec660f64d%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C639166316983529096%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Jw1c7dES0nmo1C5F982awZFFLgvHORTiRYWV8au3Lts%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.leg.state.fl.us%2FStatutes.%2Findex.cfm%3FApp_mode%3DDisplay_Statute%26URL%3D0400-0499%2F0499%2F0499.html&data=05%7C02%7C%7C19e62376cd754f537f1a08dec660f64d%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C639166316983529096%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Jw1c7dES0nmo1C5F982awZFFLgvHORTiRYWV8au3Lts%3D&reserved=0

f. 35-Liter Dewer

g. 180-Liter Reservoir

h. Helium Gas Large Cylinder Size 200

3. Recommend changing CLINs 0013/1013/2013/3013/4013, 0019/1019/2019/3019/4019 from size "T" to size "H": "T" cylinders are not a common size and may be subject to shortages. "H" tanks are more common and have greater availability. Please see the below chart for a comparison:

a.

Feature T Cylinder H Cylinder (larger)

Gas capacity ~6,800–7,000 L ~7,000–8,000+ L

Height ~1.3–1.5 m ~1.5–1.7 m

Weight (full) ~60–65 kg ~70–80+ kg

Use Manifold / central supply Main bulk supply / manifolds

4. Recommend inclusion of an emergency delivery fee to the CLIN structure.

5. Recommend inclusion of a hydrostatic testing fee for Government-owned cylinders (Contractor is responsible for hydrostatic testing their own cylinders) to the CLIN structure.

Email 3:

Who is the current incumbent?

ANSWER: The current contract is with Medical Equipment & Supplies of America.

Who is the vendor that owns the bulk oxygen tank?

ANSWER: The current equipment is provided under the contract 36C24825P1437 with Medical Equipment & Supplies of America. It is not within our information to identify if MESA owns the tank or leases it from somewhere else. Attachment D.5 is a picture of the tank label that would otherwise be visible in person.

Clin 0003 states medical gas cylinders 15,000. What medical gas are you requesting?

ANSWER: The Solicitation has been revised.

Email 4:

1. Bulk Tank Infrastructure & Transition Logistics (CLIN 0001)

• Current Equipment Ownership: Is the existing bulk oxygen infrastructure (the 9,000-gallon primary tank and 1,500-gallon reserve tank) Government-Owned, Contractor-Owned/Government-Operated (COCO), or Contractor- Owned/Contractor-Operated (COCO)?

ANSWER: Contractor Owned and Contractor Operated.

• Asset Purchase Options: If the current bulk tanks are owned by the incumbent contractor, will the VA allow or facilitate a negotiation for the incoming contractor to purchase the existing assets in place to prevent service disruption?

ANSWER: The VA will not facilitate a negotiation. The contractor is responsible for their own business solutions.

• De-installation & Installation Timelines: If a complete tank swap is required, what is the VA's mandated timeline/window for the incumbent to remove their equipment and the new contractor to install the new system? Will this work be restricted to nights and weekends?

ANSWER: 60 Days. If required, the Government requests the tank(s) to be swapped as soon as possible. The contractor must provide the timeline needed to complete the tank swap if necessary, in their offer. The work is not restricted to nights and weekends.

• Continuity of Medical Gas Supply: In the event of a tank swap, is the contractor required to provide a temporary mobile trailer or secondary bulk supply to maintain uninterrupted oxygen flow to the main hospital campus? If yes, under which CLIN should those mobilization costs be allocated?

ANSWER: The contractor is responsible for a seamless transition for uninterrupted supply of bulk O2 to the hospital. The contractor can account for this cost in line items as they deem appropriate. No new line item is created.

• Pad Structural Integrity: Can the Government provide the original civil engineering drawings, structural calculations, and concrete pad thickness specifications for the existing bulk medical gas pad to ensure it can safely support new equipment configurations?

ANSWER: The document named “D.4 Drawings” is provided. Concrete is 5,000 psi.

• Electrical and Telemetry Tie-ins: Does the VA provide dedicated analog phone lines, cellular repeating antennas, or network access for the bulk tank telemetry system, or must the contractor supply an entirely independent cellular telemetry solution?

ANSWER: The contractor must provide a complete telemetry solution.

• Who is responsible for electrical tie-ins from the final disconnect to the new telemetry/vaporizer controls?

ANSWER: The contractor shall be responsible for all tie-ins or connections needed.

2. Cylinder Inventory, Tracking, & Loss Management (CLIN 0021 & Outpatient Clinics)

Cylinder Management RFIs

• Historical Loss Metrics: What is the historical annual loss or unreturned rate for medical gas cylinders (specifically CLIN 0021 E-cylinders) across the James A.

Haley network over the last three fiscal years?

ANSWER: There have been no claims and thereby no information available for this.

• Demurrage and Loss Clauses: How does the Government intend to compensate the contractor for cylinders that are lost, damaged, or destroyed while in the possession of the VA or its outlying CBOCs?

ANSWER: The contractor shall submit a claim for costs it believes are the due from the Government.

• Will the VA accept a standard commercial demurrage or replacement cost schedule?

ANSWER: The contractor shall submit a claim for costs it believes are due from the Government.

• Tracking Technology Mandates: Does the VA require or permit the use of barcode, RFID, or proprietary digital asset tracking systems to log cylinders at delivery and pick-up points?

ANSWER: The VA does not strictly require any the tracking systems mentioned.

The Government will not dictate how the contractor manages their inventory. Any method must not compromise the safety of use, such as tanks used in MRI.

If so, will VA personnel sign physical or digital manifests acknowledge receipt of specific serial numbers?

ANSWER: Yes.

• Current Cylinder Count Inventory: Can the Government provide the current "on-hand" baseline cylinder inventory currently residing at the main hospital campus and at each of the 9 outlying clinics?

ANSWER: Yes. Attachment D.3 Medical Gas by location was provided and shows current inventory of cylinder types by location. The Government anticipates a new cylinder inventory being published by COB on 22 July and will be updated through amendment. There will not be an extension to the due date and time of offers.

3. Location-Specific Logistics & Site Access

• Delivery Windows and Dock Restrictions: Are there rigid, specific delivery hour windows for the outpatient clinics (e.g., strictly between 0800 and 1200), or are deliveries permitted anytime during normal business hours?

ANSWER: 8am – 3:30pm on the days identified for the specific location(s). The solicitation has been revised.

• Physical Obstructions & Vehicle Constraints: Are there any overhead clearance, turning radius, or maximum gross vehicle weight (GVW) restrictions at any of the 9 outlying clinics that would prevent a standard class 7 or 8 delivery truck from reaching the loading zones?

ANSWER: The VA is not aware of any hinderance or restrictions as it pertains to medical gases and or bulk oxygen deliveries among locations identified.

• Secure Storage Accountability: Are the cylinder storage areas at the satellite clinics (such as Lecanto and Brooksville) indoor or outdoor?

ANSWER: Indoor.

• Are they key-locked or badge-access secured, and will contractor personnel be issued physical keys or access badges to facilitate deliveries without waiting for VA staff?

ANSWER: A key can be provided for the main VA facility at James A. Haley only.

Other facilities are key locked inside and no keys or badges will be provided.

• Delivery Frequency Adjustments: The solicitation notes a delivery frequency of 2 to 3 days per week for various sites. Does the Government reserve the right to increase or decrease this frequency dynamically, and how will changes to scheduled delivery routes be compensated for under the Firm-Fixed-Price structure?

ANSWER: The Government can bi-laterally modify changes based on needs of the Government. Something of this nature would likely be considered on a case-by-case basis.

4. NFPA 99 Compliance, Testing, & Maintenance

• NFPA 99 Certification Responsibility: The PWS requires annual third-party NFPA 99 certifications. Does this requirement apply strictly to the bulk source equipment (tanks, vaporizers, manifolds) provided by the contractor, or does it extend to the hospital's internal medical gas piping and distribution network?

ANSWER: The contractor is responsible for their equipment.

• Alarm Panel Integration: Who is responsible for testing and maintaining the wiring and signal transmission from the bulk tank's low liquid/low-pressure switches to the hospital's master medical gas alarm panels?

ANSWER: The contractor is responsible for their equipment and telemetry connections. The Government is responsible for ensuring the signal goes to our own panels for alarms.

• Where is the exact point of demarcation between contractor-maintained equipment and Government-maintained infrastructure?

ANSWER: This is the point of connection of gas lines, or electrical connections made to the contractor owned and equipment provided.

• Emergency Shutoff Valve (Zone Valve) Jurisdiction: If a main bulk line emergency shutoff valve requires maintenance or replacement during the contract period, is this considered a facility maintenance expense (VA responsibility) or a source equipment expense (Contractor responsibility)?

ANSWER: VA responsibility.

5. Commercial, Invoicing, & Risk Allocation

• FOB Destination: Will the VA include an Economic Price Adjustment (EPA) clause for fuel or liquid oxygen commodity fluctuations over the 5-year period?

ANSWER: No.

• Emergency Calls Is there a guaranteed minimum billable amount or a separate billing item for emergency unscheduled deliveries requested outside normal hours?

ANSWER: The Solicitation has been revised.

• Estimated Quantities Will the contract include a minimum/maximum variance clause (e.g., +/- 15%) before unit pricing can be renegotiated?

ANSWER: No.

• Incumbent Contractor and Historical Pricing: Can the Government disclose the name of the incumbent contractor currently servicing this requirement, the current contract number, and the total spent during the previous base and option periods?

The current contract is not the same scope. We are including additional sites that should be included. The current contract though is with Medical Equipment & Supplies of America. The current contract is not an option year contract. The contract number is 36C24825P1437. This contract was awarded for $338,571.31.

The current contract information / values that would include if any de-obligations have been completed, is public information on sam.gov and usaspending.gov.

The following previous contract numbers are provided to assist you with your market research.

36C24825P1437

36C24824N0083

36C24823N0099

36C24822N0184

• If there's an Incumbent, has there been any significant "Change in Scope" or increase in the numbers between the incumbent's award solicitation and this 2026 solicitation?

ANSWER: Yes. The locations identified in the statement of need from 10.7 to 10.19 are added with this RFQ. Additional deliverable for reports is added to the SON. The solicitation is updated.

• IGCE Range: Does the government have an IGCE range it can share, or provide historical pricing from prior similar work at this location?

ANSWER: The government is not sharing the IGCE. The current contract is not the same scope. We are including additional sites that should be included. The current contract though is with Medical Equipment & Supplies of America. The contract number is 36C24825P1437. This contract was awarded for $338,571.31.

Invoicing Unit Separation: For the bulk liquid oxygen fills (CLIN 0002), will invoicing be processed strictly based on metered delivery tickets scaled to hundreds of standard cubic feet (CCF) or by liquid weight tons? Please clarify the preferred unit of measure for clean invoicing through the VA's electronic payment portal.