S05 Q-A Amendment 36C24827Q0025 0002.pdf

Q&A Critical Care Hospital Bed Rental Services (Hill-Rom OR EQUAL)

Solicitation 36C24827Q0025

The following questions about the subject requirement were submitted to the Government and are posted here with responses. This Q&A revision, dated October 15, 2026, is hereby incorporated into Solicitation 36C24827Q0025 through Amendment 0002.

NOTE: Questions 23 - 39 are additional questions submitted prior to the close date for questions of 10-12-2026 at 10:00 AM EST. Q&A incorporated through Amendment 0002.

Q&As:

1. Question: “Who is the current or previous incumbent?”

Answer: Hill-Rom Inc.

2. Question: “What is the current or previous contract number?”

Answer: Current:GSA Order 36F79721D0160 - 36C24827F0012

Previous: GSA Order 36F79721D0160 - 36C24826F0138

3. Question: “What is the current or previous value of the contract?”

Answer: Current: $263,429.44

Previous: $748,323.98

4. Question: “Is this a new solicitation, and if not, will you provide the name of the incumbent and the awarded contract amount?

Answer: Yes, this is a new solicitation. See Answers to Questions 1 and 3.

5. Question: “Can the government provide historical or estimated concurrent equipment usage, average rental duration, equipment turnover, and delivery/pickup volume for each equipment category?”

Answer: No, the Government cannot provide this information. See all Not-to Exceed quantities in B.3 PRICE/COST SCHEDULE. Additionally, the solicitation includes FAR Clause 52.217-6, Option for Increased Quantity (See Solicitation Section C.2, pg. 32).

6. Question: “In the Price Schedule for example item number 0005 does 6,409 "EA" mean, 6,409 beds? Also, does DY mean day, for example item number 0009 means 147 days?”

Answer: The quantity refers to the number of days the particular asset was rented.

Correction was made to B.3 PRICE/COST SCHEDULE to change Unit of Issue for CLIN 0001 – 4009 to DY (Days).

7. Question: “On page 7 sub-section 8, Equipment List. The equipment narrative references sixteen-line items, while the equipment list and pricing schedule contain nine categories. Does the nine categories in the price schedule represent the complete requirement?”

Answer: Yes, the nine categories in the price schedule represent the complete requirement.

Correction was made to Statement of Work, paragraph 8.1 (pg. 7) to reflect nine (9) line items.

8. Question: “On page 14 sub-section 16.1 Lease Purchase. Is the government expecting to purchase and is the contractor required to sell the rented beds/equipment?”

Answer: Under the contract JAHVH is renting the equipment only. Correction was made to Statement of Work, paragraph 16, Lease Purchase. This section has been removed as there is no requirement for Lease to Purchase option.

9. Question: “OEM authorization / prime-subcontractor structure: For a non-OEM prime contractor using an OEM or OEM-authorized specialty-bed rental provider as its subcontractor, must the OEM Authorization Letter expressly authorize the prime offeror itself, or may the requirement be satisfied through the OEM/OEM-authorized subcontractor performing the rental, maintenance, repair and support services?

Answer: The OEM Authorization Letter shall explicitly list Offeror’s company name as an authorized provider of the specified rental services defined in Solicitation 36C24827Q0025.

10. Question: Price schedule units: Please confirm the intended unit of measure and basis for unit pricing for CLINs 0001-0009. In particular, CLINs 0001-0008 are identified primarily as EA while CLIN 0009 is identified as DY. Are the listed NTE quantities intended to represent rental days, rental occurrences, individual units, or another billing basis?

Answer: See Answer to Question 6 above.

11. Question: “Option 4 periods: CLINs 4001-4004 show a period of 12/1/2030 through

11/30/2031, while CLINs 4005-4009 show 10/1/2030 through 9/30/2031. Please confirm the intended Option 4 period for CLINs 4005-4009.”

Answer: Correction made to reflect the intended Option Period 4, CLIN 4005 – 4009 Period of Performance (PoP) date of 12-01-2030 to 11-30-2031.

12. Question: “Scope of award: Please confirm whether offerors must provide compliant pricing and technical coverage for all nine equipment categories/CLINs and whether the Government intends a single award covering the complete requirement.”

Answer: Yes, pricing shall be provided for all nine (9) CLIN equipment items and authorized by the OEM(s) to provide the required rental services defined in Solicitation 36C24827Q0025.

Yes, a single award is intended for the required services.

13. Question: “Unit of measure: CLINs x001–x008 show "EA" while CLIN x009 shows "DY."

Please confirm that all quantities represent estimated rental days per year.”

14. Question: “Period of performance: CLINs 4005–4009 show 10/01/2030–09/30/2031, while CLINs 4001–4004 show 12/01/2030–11/30/2031. Please confirm the correct Option Year 4 period.”

Answer: See Answer to Question 11 above.

15. Question: “Question deadline: Page 1 states 10:00 AM EST and the Addendum to 52.212-1 states 10:00 PM EST on 10/12/2026. Please confirm which applies.”

Answer: Correction made to Addendum to 52.212-1, Instructions to Offerors (pg. 47).

16. Question: “Please provide the incumbent contract number and historical average daily census/usage for each item, if available.”

Answer: See Answers to Questions 2 and 5 above.

17. Question: “May an offeror propose brand-name items for some CLINs and "equal" items for others, using different OEMs, provided an OEM Authorization Letter is submitted for each?

Answer: Yes.

18. Question: “Will the Government pay a single per-day rate inclusive of delivery, setup, pickup, maintenance and training, or may delivery/pickup be priced separately?”

Answer: The Government intends for the daily rental rate to be all-inclusive, covering delivery, setup, pickup, maintenance, repairs, replacement of defective equipment, and any required training. Separate pricing for these services is not anticipated.

19. Question: “For the Lease Purchase clause (SOW 16.1), how will "market price" be determined if the Government elects to purchase equipment?”

Answer: See Answer to Question 8 above.

20. Question: “Is there a minimum guaranteed order quantity or dollar amount for the base year?”

Answer: No.

21. Question: “Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.”

Answer: Yes, this is a new solicitation. See Answers to Questions 1 and 3.

22. Question: “Rental units and quantities — B.3: CLINs 0001–0008 identify the unit as “EA,” while CLIN 0009 uses “DY.” Please confirm whether the quantities for all nine CLINs represent cumulative rental days per year. If “EA” represents another billing unit, please define the rental period included in each unit.”

23. Question: “Historical utilization and peak demand: Can the Government provide historical rental days, delivery/pickup counts, average rental duration, and maximum concurrent equipment requirements by CLIN? Please also identify any anticipated changes in demand during the upcoming contract period.”

Answer: See Answer to Question 5 above.

24. Question: “Minimum purchase commitment: The price schedule identifies the quantities as planning/evaluation quantities and not-to-exceed limits. Is there a guaranteed minimum purchase amount or rental quantity under the resulting contract?”

Answer: See Answer to Question 20 above.

25. Question: “Delivery timelines — SOW 11.2–11.3 and 24: Section 11 requires same-day or next-day delivery, while Section 24 requires delivery coordination 48–72 hours in advance.

Please clarify which requirement governs patient-driven rental requests and whether urgent requests have a separate response deadline.”

Answer: Section 24 was removed. Urgent requests are filled within 24 hours.

26. Question: “Delivery locations and staging: Please confirm whether all services will be performed at 13000 Bruce B. Downs Boulevard or whether additional facilities are included.

Will the contractor be required to maintain equipment inventory on-site, and will the Government provide storage or staging space?”

Answer: All services will be performed at the James A. Haley Veterans Hospital and services will not be performed at any other facilities.

Yes, the Contractor is required to maintain inventory on-site.

No, the Government will not provide storage or staging space.

27. Question: “Inclusive rental pricing: Please confirm whether each rental unit price must include delivery, pickup, setup, calibration, cleaning/decontamination, preventive maintenance, repairs, replacement equipment, and operator training. Are any separate charges permitted for transportation, after-hours service, or accessories?”

Answer: See Answer to Question 18 above.

28. Question: “Rental billing rules: When does billable rental time begin and end? Please clarify treatment of partial days, minimum rental periods, and the period between a pickup request and actual retrieval, including the 24-hour cutoff in SOW 11.4.”

Answer: Billing cycle is monthly with a utilization report provided weekly and Monthly for verification.

29. Question: “Rent-to-own and purchase conversion — SOW 3.2 and 16.1: Is a rent-to-own arrangement mandatory or optional? Please define how equipment value and market purchase price will be established, whether prior rental payments are credited toward purchase, and whether conversion requires a separately authorized Government purchase.”

Answer: See Answer to Question 8 above.

30. Question: “OEM authorization — SOW 15.12: If the prime contractor uses an OEM-authorized subcontractor to furnish the equipment and perform rental and maintenance services, will the subcontractor’s OEM authorization letter satisfy this requirement? What documentation must the prime submit?”

Answer: Yes. The subcontractor's OEM authorization letter may satisfy this requirement, provided the authorization is current and demonstrates that the subcontractor is authorized by the OEM for the equipment and services being offered.

The Apparent Awardee/Prime Contractor will be required to submit:

• The OEM Authorization Letter for the proposed subcontractor. OEM company representative name, email, and phone number must be provided.

• Documentation identifying the subcontractor.

• A description of the respective responsibilities of the prime contractor and subcontractor.

The Prime Contractor remains fully responsible for contract performance and for ensuring compliance with VAAR 852.212-71, Gray Market and Counterfeit Items. The Government reserves the right to verify OEM authorization directly with the manufacturer.

Consistent with VA guidance, the Government may verify that equipment and services are provided through authorized OEM channels.

31. Question: “Equivalent equipment and compatibility — SOW 8.1: Please identify the existing Hill-Rom platforms, nurse-call interfaces, connectors, and accessories with which proposed equivalent equipment must be compatible. Will the Government require a demonstration or sample in addition to the manufacturer’s technical literature?”

Answer: No additional equipment will interface with beds. Yes, the Government will require demonstrations, if needed.

32. Question: “Compella configurations — SOW CLINs 0001–0004: CLINs 0002 and 0003 incorporate all requirements of CLIN 0001, including programmable CLRT, and CLIN 0004 incorporates CLINs 0002 and 0003. Please confirm whether CLRT is required for all four configurations, including those identified as foam-mattress configurations.”

Answer: Yes, CLRT is required for all four configurations.

33. Question: “Equipment condition: May contractors provide maintained and certified pre-owned or refurbished rental equipment? Are there maximum equipment-age requirements or minimum remaining service-life requirements?”

Answer: Yes. Contractors may provide maintained and certified pre-owned or refurbished rental equipment, provided it meets all solicitation requirements, including the specified salient characteristics, performance standards, safety requirements, and compatibility requirements. The solicitation does not establish a maximum equipment age or minimum remaining service-life requirement. All equipment must be fully operational, properly maintained, and capable of meeting contract requirements throughout the rental period.

34. Question: “On-site management and reporting: Is a dedicated on-site contractor manager required, or may contract oversight be performed through periodic site visits and remote coordination? Please identify required meeting frequency, inventory reconciliations, and recurring reports.”

Answer: No, a dedicated On-Site Manager is not required. Contractor oversight shall be performed through periodic site visits and remote coordination IAW SOW para. 13.

Management Plans.

35. Question: “Quality assurance and training: The SOW references a QASP and Contractor Management Plan. Please provide the applicable QASP and clarify when the management plan is due. Can the Government also provide the anticipated frequency and attendance requirements for operator training?”

Answer: QASP has been incorporated through Solicitation Amendment 36C24827Q0025 0002. Additionally, the Contractor Management Plan shall be submitted by the apparent awardee by 11-16-2026.

Initial training will be required for all necessary VA medical professionals.

36. Question: “Equipment-list discrepancy — SOW 8.1: Section 8.1 references CLINs 0001– 0016, but the equipment list and price schedule contain nine equipment configurations per year. Please confirm that the nine listed configurations constitute the complete requirement.”

Answer: See Answer to Question 7 above.

37. Question: “Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.”

Answer: See Answers to Questions 2 and 4 above.

38. Question: “Under Section B.2 Statement of Work, Section 8. Equipment List, it states, "Hospital Beds and associated equipment shall be Hill-Rom OR EQUAL and must meet salient characteristics and specified dimensions below in CLIN 0001-0016".

The CLIN's listed show 0001-0009. Can you please confirm the total number of CLIN's that are part of this RFP? If the CLINS are supposed to be up to 0016, can you please provide the rental part numbers for CLIN 0010-0016?”

Answer: See Answer to Question 7 above.

39. Question: “Can the Government confirm whether equipment manufactured in non-TAA-designated countries is acceptable under this solicitation, given that the requirement is for rental services only and does not include the purchase of equipment?”

Answer: “This requirement is for the rental of medical equipment and associated support services, not the purchase of capital equipment. The solicitation does not include a requirement restricting rental equipment to products manufactured in TAA-designated countries. Therefore, offerors may provide equipment manufactured in non-TAA-designated countries, provided the equipment fully complies with all solicitation requirements, including the stated salient characteristics, performance standards, safety requirements, OEM authorization requirements, and all other applicable terms and conditions specified in Solicitation 36C24827Q0025.”