36C25620Q0300-0001009.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. NUMBER 3. 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 5

0001 02-20-2020

Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298

Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298

To all Offerors/Bidders

36C25620Q0300

02-20-2020

X

X X

03/02/2020 / 10:00am (CST)

X 1 (one)

The purpose of this Amendment is to post Questions and Answers (Q&As) and to revise language in the solicitation SOW

This solicitation is hereby amended as follows:

1. Paragraph 6.3 of the SOW is now amended to read: "Liability Insurance - The Contractor shall provide the CO with a Certificate of Liability Insurance with a minimum of $1,000,000.00 coverage. The successful contractor shall provide the Certificate of Liability upon notification of contract award and prior to contract performance".

2. See attached Q&As. This amendment must be signed and returned with quote submission to be eligible for award.

POC: John Walker / john.walker15@va.gov

Le Kisha A. Douglas Contracting Officer

NCO1616L3-3304

See attached document: Questions and Answers Response.

MEDVAMC CBOC Courier Services

Questions and Answers #1

1. The Michael E. DeBakey Veteran Affairs Medical Center (MEDVAMC) Network Contracting Office (NCO) 16 received 27 questions in response to Request for Quotation (RFQ) 36C25620Q0300, CBOC Courier Services.

2. Please see below detailed Vendor questions and NCO 16’s respective answers accordingly.

Question #1: What was the cost of the final full option year of the previous contract?

Answer #1: Each requirement stands on its own. All award information from the previous contract was appropriately posted to Federal Business Opportunities (FBO) as required after award. Request for this information can be obtained through the Freedom of Information Act (FOIA) process.

Question #2: Who is the incumbent contractor?

Answer #2: Each requirement stands on its own. All award information from the previous contract was appropriately posted to Federal Business Opportunities (FBO) as required after award. Request for this information can be obtained through the Freedom of Information Act (FOIA) process.

Question #3: What was the previous award amount?

Answer #3: Each requirement stands on its own. All award information from the previous contract was appropriately posted to Federal Business Opportunities (FBO) as required after award. Request for this information can be obtained through the Freedom of Information Act (FOIA) process

Question #4: How many drivers/vehicles are currently used to service the current contract?

Answer #4: Each requirement stands on its own. The vendor should ensure it has enough drivers/vehicles to meet the minimum requirements identified in Paragraph 4 of the SOW, in addition to ensuring all services are met as required.

Question #5: What are the vehicle sizes required?

Answer #5: Reference Paragraphs 3.1 and 4.2 of the Scope of Work (SOW) which states, “The courier shall have a vehicle which has a minimum of standing 64 cubic feet (4ft x 4ft x 4ft) of storage space…”.

Question #6: Will dry ice be needed for specimen transport? Is it the responsibility of the contractor to provide dry ice?

Answer #6: The VA will provide the cooling agents. Typically, in a form of ice packs, but the driver will bring them back to each clinic to continue replenishing the supply stock.

Question #7: Can you confirm if there will be any STAT runs required for this contract, and what is the estimated frequency and mile range for the runs?

Answer #7: There will be no STAT runs required under this contract.

Question #8: Regarding specific Employees proof of training qualification/certifications per paragraph 5.2 of the SOW: It is common practice for small businesses that the drivers, cars and other equipment used for a contract is not sourced until after an award has been made, for cost effectiveness and to reduce loss.

However, we will be forwarding our Training (HIPAA) Certificates-Procedures for your reference?

Answer #8: The contractor shall adhere to FAR 52.219-14, Limitations on Subcontracting

Question #9: Regarding evaluation factors for the price Volume: we usually like to provide a “Pricing realism” cost break-down, to include SCA minimum per year, the number of drivers, hours and miles that are estimated to be required for performance, and other costs. Is it acceptable that we forward this Pricing Realism chart with our Price response?

Answer #9: The vendor is to provide pricing as per Section B.2 Price/Cost Schedule in the solicitation.

Question #10: Will this contract be SCA enforced? After reviewing the solicitation on FBO, it contains language and dollar values regarding the Service Contract Act. Can you verify that the minimum required wage will be $11.60, and H&W of $4.22?

Answer #10: This contract will be SCA enforced. The respective wages are identified in Attachment 4, Wage Determinations, as per the Department of Labor (DOL) requirements.

Question #11: Have there been any changes to the contract? (routes added/location changes, etc.)?

Answer #11: Each requirement stands on its own. The vendor is to review the requirements outlined in the SOW and respond accordingly.

Question #12: Will the VA supply coolers and ice packs? If it’s the contractor’s responsibility, how many coolers and what size per CBOC?

Answer #12: The VA will supply coolers and ice packs. The driver will be responsible of bringing the ice packs back to each clinic to replenish the stock.

Question #13: Will linens be in bags or carts? What is the typical daily volume of linens being transported?

Answer #13: Linens (soiled and clean) are placed in linen bags. Soiled linens (in bags) typically need to be picked up from the clinics and replaced with new linens every 1-3 weeks per clinic but purely depends on the size of the clinic. Courier drivers will need to strategically plan to take linens as often needed to assure patient services can be provided without interruption. The following clinics are large clinics and may require weekly pick-ups Beaumont, Conroe, Katy, and Tomball. The following are mid-tier sized clinics and may require linen services every 1-2 weeks: Lufkin, Richmond, and Texas City. The Lake Jackson and Galveston clinics are smaller and most likely will manage linen deliveries every 2-3 weeks.

Question #14: On average, how many boxes, lab bags and supplies are being transported daily? What is the minimum/maximum dimensions of boxes? Will there be any need to transport wheelchairs or larger equipment?

Answer #14: The number of boxes, lab bags, and supplies (typically in boxes) will vary day-to-day based on the need of the clinic. On average per day, there will be 1-8 boxes to deliver per clinic of various dimensions. The box sizes are depending on the content as supplies are directly packed from the manufacture/vendor. However, the number of boxes can increase if more boxes than the average are required by the clinic or the courier driver falls behind in delivery schedule. There are times no boxes will be required to be delivered for the shift or day. As there will be two (2) trips being made to the clinics, it will provide ample opportunity for the courier driver to assure ability to bring all items needing to be transported. There is typically one lab bag(lockable/zippable) per clinic and the dimensions are roughly 12x18 size. There will be other items to deliver as needed including refrigerated medication, room temperature medication, allergy allergens (sealed/refrigerated), linens, mail, and miscellaneous items as needed.

Question #15: Will personal vehicles be accepted for the contract as long as the storage area meets 64 cubic feet, or are company-owned vehicles required?

Answer #15: The VA is not dictating vehicle ownership. However, the contractor shall ensure that vehicles are in accordance with the Terms and Conditions of the SOW, specifically Paragraphs 3.1 and 4.2; with respect to “a minimum of 64 cubic feet (4ft x 4ft x 4ft) of standing storage space”.

Question #16: Under “Additional Requirements”. Paragraph 6.3 Bonding – What is the bond amount required?

Answer #16: Paragraph 6.3 is hereby Amended to read “Liability Insurance – The Contractor shall provide the CO with a Certificate of Liability Insurance with a minimum of $1,000,000.00 coverage”. The successful contractor shall provide the Certificate of Liability upon notification of contract award and prior to contract performance.

Question #17: Is there any cost to the contractor for PIV Badging/Background checks or for the VA Cyber Security Awareness Rules & Behavior training?

Answer #17: No. The contractor does not incur a cost for PIV Badging/Background checks. This will be accomplished by the VA. The VA Cyber Security Awareness Rules & Behavior training is accomplished via an on-line training module.

Question #18: Under “Courier Requirements”, paragraph 4.1, in regard to Beaumont & Lufkin, it seems there may be timing issues to return back between 12pm – 1pm for the second trip as well as returning by 4:30 at the end of the route. Can either CBOC be added to the Conroe route for better timing?

Answer #18: The VA will entertain each vendors ideas of delivery patterns and clinics. The approval ultimately will come from the VA.

Question #19: Will the couriers need a HAZMAT endorsement on their license, or will the medical courier training relevant to DOT, Material of Trade Exceptions & OSHA Blood Borne Pathogen Training suffice?

Answer #19: There will be no HAZMAT endorsements required. The medical training relevant to D.O.T., Material of Trade Exceptions & OSHA Blood Borne Pathogen Training will suffice.

Question #20: In section 6.2, it states, "shall provide proof of insurance prior to commencing contract performance" but in section A-1 is states "All quoters shall submit the following: Proof of required Insurance...". Could you explain if proof of required insurance is submitted with the proposal or after the award?

Answer #20: Proof of Insurance shall be required prior to commencing contract performance. Therefore, the contractor selected for award must provide the information required in paragraph 6.2 prior to performance start.

Question #21: Understanding the limits to subcontracting, please clarify how the statement below relates to any subcontractor and/or independent contractor if one was to be utilized for a portion of this contract.

Paragraph 5.1, “The contractor shall meet all requirements of Federal, State and City code regarding operation of this type of business. The contractor shall be responsible for protecting the personnel furnishing the services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel, as a minimum: workers compensation, income tax withholding, and social security payments”

Answer #21: The contractor shall adhere to FAR 52.219-14, Limitations on Subcontracting. All responsibilities for personnel under the contractor shall be borne by the contractor.

Question #22: Is it the Government’s intent for contractors to complete a Standard Form 1449 and provide it, and if so, will it be provided under an amendment?

Answer #22: Because the solicitation was issued as a Combined Synopsis/Solicitation, the SF1449 is not required. As such, contractors are not required to submit the SF1449.

Question #23: We are assuming the morning and afternoon routes for Lufkin and Beaumont (Charles Wilson) are two different couriers, is this correct?

Answer #23: Yes, we will entertain two (2) different couriers for the morning and afternoon as long as we meet the time schedule. Multiple drivers may also assist in meeting the requirements of making two (2) trips to MEDVAMC and two (2) trips each to Beaumont and the Lufkin Clinic.

Question #24: Once the courier arrives on-site at each location, how much time should be estimated for pick-up or delivery, excluding drive time?

Answer #24: Once at each clinic, it is estimated 30 minutes to gather and store items and lab coolers in vehicle to prepare for delivery. While at the Houston VA, it can take from 30-60 minutes depending on what areas are required of the driver. The main areas include the basement for the warehouse (supplies), mailroom, and linens, pharmacy (2nd floor), and the laboratory (3rd floor)

Question #25: Section 1.1 states contractor is responsible for providing supplies, but what that entails is not clear?

Answer #25: The contractor shall provide any supplies they require to perform services. These supplies are not considered items required to package any specimen or items from the MEDVAMC, but rather any supplies within the vehicle that the contractor requires to perform their services.

Question #26: Section 3.1, What is the definition of a “High-Frequency MEDVAMC area”?

Answer #26: The high-frequency areas at MEDVAMC includes the basement for the warehouse (supplies), mailroom, and linens, pharmacy (2nd floor), and the laboratory (3rd floor)

Question #27: Reference Section 4.1; Is the VA dictating the number of drivers used? Section 4.1 gives the impression they are dictating 1 driver per route. However, it is not feasible, or even possible, to service the Beaumont & Lufkin route with a single driver making two round trips within the required times?

Answer #27: VA will entertain multiple drivers to meet the timelines. We are needing two (2) trips to MEDVAMC and two (2) trips each to Beaumont and the Lufkin VA Clinics. Beaumont and Lufkin are big clinics and the most remote ones compared to the other clinics. The distance has made the clinic vulnerable to services and supplies. We are requesting that drivers begin at MEDVAMC to pick up initial supplies, mail, pharmacy, linens, etc.