36C25719R0027-0002 Responses to Follow-up Questions 17 March 2020 corrected.pdf

36C25719R0027-0002 Questions and Answers # 2 (Corrected) 17 March 2020

Patient Estimate (page 8 of 95) o Q: May the Government provide an estimated patient volume for each VA facility, as the “Home Oxygen Price Worksheet” reflects an estimated quantity of 1 for each

CLIN?

ANSWER: Government does not currently have a breakout of all equipment listed in the price worksheet. Attachment 7 – Rough Estimate Patient Count has been added to RFP for additional assistance.

Follow-up Q: Can you please clarify further if this means the Government does not anticipate providing a price worksheet that has the quantities listed per CLIN per VAMC? Without this information it is a challenge to provide a Fair and Reasonable price as the estimated quantities per CLIN are unknown.

Answer: Unfortunately, the Government does not currently have a complete breakdown of every CLIN and the estimated quantities as previous contract were not written to this detail. Due to the fact that items were not tracked to this degree, we do not currently have the breakdown requested. The estimated patient count per VAMC was added to help contractors develop a rough idea of how much equipment would be needed to support the estimated number of patients for each VAMC.

1. Page 10: 6. Home visits are required by a Respiratory Therapist when a new ventilator and/or CPAP/BiPAP/NIV/Ventilator/Oxygen patient is identified. The first visit is referred to as Initial Set up which should be accomplished immediately but no longer than 4 hours (unless mutually agreed upon by Contractor/COR/Veteran/Caregiver/Ventilator Clinical Coordinator) after time of notification by the Clinical Ventilator Coordinator/COR with provision of complete patient information by the VA. The VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost that may result there from, if the Contractor is unable to meet the 4-hour response time.

Contractor will perform the initial ventilator/CPAP/BiPAP setup in the hospital and/or home as directed by the VA. Follow up will occur between Contractor and patient or caregiver 24 hours after set-up, 72 hours after set-up and one week after initial set up. All follow up documentation will be provided to the Clinical Ventilator Coordinator. Local power company will be notified by the Contractor of the patient being home with a life support system. This is verified on the setup documentation as to time/date, power company name, number of the power company and the power company employee notified.

Question: May the government please clarify and define the following statement from page 10, paragraph 6. "Contractor will perform the initial ventilator/CPAP/BiPAP setup in the hospital and/or home as directed by the VA." What specific set up tasks need to be accomplished at the hospital prior to completing the initial ventilator/CPAP/BiPAP set up in the patient’s home?

Answer: The vendor normally meets the Veteran at the hospital the day of discharge to assist with equipment change-over and education. The vendor will then meet at the home to do home evaluation and final set-up/education prior to leaving.

2. Page 23: Traveling Patients; The Contractor shall be responsible for coordinating all services for Veterans who travel outside jurisdiction of this contract.

Question: May the Government please clarify its response to Page 9, Question 23. Is it the Government’s intent for the contractor to provide travel services for patients outside the Continental US limited to the US and it’s territories or unlimited Global international travel services?

Answer: Limited to US and its territories. Also included are cruise locations leaving from the US and its territories. PWS updated.

1. Equipment Descriptors (pages 30-34 of 95) and all CLIN o Q: May the Government please clarify if it has already purchased the equipment to be utilized for the contract?

ANSWER: Yes, equipment has been purchased or will be purchased.

o Q: If the equipment has not yet been purchased, may the Government please advise when it anticipates purchasing the equipment?

ANSWER: Equipment will be procured as needed to meet the Veteran’s medical need.

o Q: May the Government please provide an estimated quantity of VA Owned equipment vs.

Contractor Owned equipment to be utilized?

ANSWER: Quantities very depending on location and current contracts. West Texas facilities still under a separate contract do not utilize VA owned equipment at this time. The majority of the volume at the other four locations under a different contract utilize VA owned equipment.

o Q: May the Government please provide the make/model of the VA Owned equipment to be provided?

ANSWER: Current models are UltraFill units, however, these will be replaced in the near future. New models are unknown at this time.

Follow-up question: You say the West Texas facilities still under a separate contract do not utilize VA owned equipment at this time. My question is: Once this new contract is awarded, will the West Texas facilities continue to use contractor provided or is the plan for the VA to purchase the equipment for the

West Texas facilities? If the plan is to purchase the equipment for the West Texas facilities, will that be accomplished before contract start date (11/1/2021)? If not, when will this take place?

Answer: West Texas facilities will remain under the current contract until contract completion. There will then be a transition period during which time equipment will be procured as needed.

2. Attachment 6 – Sample Task Order o Q: May the Government please clarify if Fire Safe Cannulas will be billed as a separate CLIN

(currently not listed separately)?

ANSWER: Fire Safe Thermal Fuses added to CLIN 0025

Follow-up question: CLIN 0025 is referring to “Contractor Furnished Ventilator Supplies”. How will we bill for Fire Safe Thermal Fuses for other than ventilator patients?

Answer: CLIN description updated. Please see Attachment 1.

3. Page 25 - 25. DEMURRAGE CHARGES: The Contractor agrees to provide cylinders without assessing demurrage charges on the Government. The Contractor further agrees that the free loan period of cylinders is indefinite but shall not exceed the term of the contract.

Question: Please clarify what the free loan period of cylinders is referring to.

Answer: Loan period includes length of contract.

Follow-up question: What cylinders are you referring to? Are these cylinders that are provided to the

VAMC facilities to use when discharging patients? If so, how many cylinders are required at each VAMC facility?

Answer: This is referring to all cylinders used under this contract, both those at the VA facilities for discharge and those at the home. Volumes will be based on local established need.

4.

Page 93 – Past Performance - D. To be determined technically acceptable, offeror must provide evidence to support at a minimum a “Satisfactory Confidence” rating meaning that based on the offeror’s recent/relevant performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort.

Question: What are the possible performance confidence ratings?

Answer: Rating Description Substantial Confidence Based on the offeror’s recent/relevant performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence

Based on the offeror’s recent/relevant performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort.

Limited Confidence performance record, the Government has a low expectation that the offeror will

No Confidence performance record, the Government has no expectation that the offeror will be able to

Unknown Confidence (Neutral)

No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

Question: What “evidence” will support a minimum of a “Satisfactory Confidence” rating?

Answer: Past experience, staffing, overall technical proposal, etc. as outlined in the RFP. See evaluation factors and submission instructions.

Follow-up question: Page 93, Past Performance is only referring to past performance. Please explain how staffing and overall technical proposal, etc… is applicable to a performance confidence rating. In each of the descriptions for the ratings you have provided, all that is mentioned is recent/relevant performance record. Please clarify.

Answer: Page 93 and 94, “Past Performance Evaluation” goes into detail on what will be taken into account for past performance. Please review page 94.

5.

Page 93 - S-1: Historical demonstrated ability to retain Key Personnel more than 24 months after contract awards Question: In the eyes of the VA, what personnel do you consider Key Personnel?

Answer: Lead management of the company – CEO, CFO, Branch Manager, etc. RFP updated.

Follow-up question: Please define etc… Are Respiratory Therapists considered key personnel?

Answer: Any individual who has a leadership and/or supervisory role within the company.

6.

11. Page 93 - Special standards of responsibility are unique experiences that have demonstrated unusual expertise or specialized facilities that are needed for adequate contract performance (per FAR 9.104-3). For an Offeror to meet this standard, Offerors shall include supporting documentation to show that they meet the requirements of FAR Part 9.104-1 and the below mentioned FAR Part 9.104- 2, Special Standards:

Question: Please clarify if offerors shall include supporting documentation to show that they meet the requirements of FAR Part 9.104-1 AND the below mentioned FAR Part 9.104-2, Special Standards. I have included FAR Part 9.104-1 below for quick reference:

9.104-1 General standards.

To be determined responsible, a prospective contractor must-

(a) Have adequate financial resources to perform the contract, or the ability to obtain them (see 9.104-3(a));

(b)Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments;

(c) Have a satisfactory performance record (see 9.104-3 (b) and subpart 42.15). A prospective contractor shall not be determined responsible or nonresponsible solely on the basis of a lack of relevant performance history, except as provided in 9.104-2;

(d) Have a satisfactory record of integrity and business ethics (for example, see subpart 42.15);

(e) Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor and subcontractors). (See 9.104-3(a).)

(f) Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them (see 9.104-3(a)); and (g)Be otherwise qualified and eligible to receive an award under applicable laws and regulations (see also inverted domestic corporation prohibition at 9.108).

Answer: Offerors shall provide supporting documentation to show they meet both FAR Part 9.104-1 and the Special Standards listed under Factor 5 on page 93 and 94.

Follow-up questions:

1. What is required from contractors to show adequate financial resources to perform the contract?

2. What is required from contractors to show a satisfactory record of integrity and business ethics?

3. What is required from contractors to show we are otherwise qualified and eligible to receive an award under applicable laws and regulations?

Answer: It is up to the contractor to show they have the financial resources and successful record of any previous under takings on other similar contracts. While we cannot dictate to you what to submit, things like past performance, CPARS, D&B and SAM registrations can provide quite a bit of information.

7.

12. Attachment 6 – Sample Task Order Question: For each of the 8 items on Attachment 6 – Sample Task Order, please provide the associated line item number from Attachment 1 – Home Oxygen Price Worksheet. For some items it’s unclear which line item numbers they are associated with.

Answer: Sample Task order removed and replaced with Attachment 7 – Historical Data.

Question: For contractors that price each facility differently on Attachment 1 – Home Oxygen Price Worksheet, please provide instructions on completing Attachment 6 – Sample Task Order.

Answer: Sample Task order removed and replaced with Attachment 7 – Historical Data.

Follow-up question: You say in both answers that “Sample Task order removed and replaced with

Attachment 7 – Historical Data.” Yet a revised sample task order was provided in Amendment #1.

Please clarify, has the Sample task order been removed from the solicitation?

Answer: This was an administrative error. Sample task order will remain. Please follow the updated instructions on the updated task order.

8.

16. If contractors have the option to not bid every VHCS listed in the solicitation, then the estimated quantities on Attachment 6 – Sample Task Order will be incorrect. What are the instructions for completing Attachment 6 – Sample Task Order if you are bidding less than the entire VISN?

Answer: Sample Task order removed and replaced with Attachment 7 – Historical Data.

Follow-up question: You say in the answer that “Sample Task order removed and replaced with

Attachment 7 – Historical Data.” Yet a revised sample task order was provided in Amendment #1.

Please clarify, has the Sample task order been removed from the solicitation? Keep in mind that page

88, Factor 1 Price still states the following:

Factor 1: PRICE:

Proposal pricing will be submitted individually for each of the ordering periods and geographic locations.

All seven (7) tabs within Attachment 2 – Home Oxygen Price Schedule shall be completed (Please see tabs at bottom left of spreadsheet) for the interested regions. Price evaluation will be made utilizing both the Home Oxygen Price Schedule and a sample Task Order. The sample task order will use several of the most highly utilized line item numbers. These line item number quantities will be based on historical trend data and then multiplied by the offered prices. The same line items will be utilized for all offerors. This will be used to find the lowest priced offer based on estimated line item usage.

Follow-up question: So if the sample Task Order is still a requirement in our proposal, what are the instructions for completing Attachment 6 – Sample Task Order if you are bidding less than the entire

VISN?

Answer: This was an administrative error. Sample task order will remain. Please follow the updated instructions on the updated task order. This is still only a representation of the overall potential cost of some of the most highly utilized typed of line items. While quantities will vary based on interested station, this is still only a representation of cost and not the sole determining factor of lowest price.

9.

17. Page 88 - Factor 2: TECHNICAL CAPABILITY - The Offerors technical proposal response will primarily determine the acceptability or unacceptability of technical, business and management qualifications, capabilities and capacity to furnish the services called for by this solicitation. It should be specific, complete and comprehensive in every detail. The proposal should be concise and provide sufficient information to demonstrate the offeror’s capacity to satisfactorily perform the tasks outlined in the PWS. The Government will review responses to this solicitation to ensure Offerors have addressed the requirements outlined in the PWS and the responses are adequate/sufficient in detail and clarity to allow the Government to determine whether the Offerors services and technical and management approach are acceptable. The response shall be concise, thorough and describe the processes, procedures and methodologies to be used to accomplish, at a minimum, the below mentioned Solicitation/Performance Work Statement requirements.

Question: “and the responses are adequate/sufficient in detail and clarity to allow the Government to determine whether the Offerors services and technical and management approach are acceptable” - Please define what the VA is considering adequate/sufficient in detail and clarity. In other words, complete the following sentence. To be determined technically acceptable for Factor 2 Technical Capability, offeror must provide… Or if you prefer, complete the following sentence instead, Technical Acceptability Standards are met when… Answer: It is up to the contractor to outline within the proposal how they will meet all requirements of the PWS. Criteria considered are items such as past experience, staffing, etc. as outlined in proposal from contractor

Follow-up question: I am still unclear what the VA is considering adequate/sufficient in detail and clarity. In other words, complete the following sentence. To be determined technically acceptable for

Factor 2 Technical Capability, offeror must provide… Or if you prefer, complete the following sentence instead, Technical Acceptability Standards are met when…

Answer: Please provide enough information to address at a minimum, the standards found under

“Factor 2: TECHNICAL CAPABILITY” on page 89.

10.

18. Page 89 - Factor 3: QUALITY CONTROL PROGRAM - The offeror’s QC program will be evaluated for relevance, depth, and the degree to which major QC program elements address the requirements set forth in the PWS. Programs must be certified to a recognized industry standard. The offeror’s QC program will be evaluated to determine whether the plan was developed to provide for an understanding of the Government’s needs, as well as the degree to which the offeror understands quality control and quality control techniques.

Question: It is very unclear how contractors will be found technically acceptable for this Factor. Please complete the following sentence. To be determined technically acceptable for Factor 3 Quality Control Program, offeror must provide… Or if you prefer, complete the following sentence instead, Technical Acceptability Standards are met when… Answer: It is up to the contractor to outline within the proposal how they will meet all requirements of the PWS. Criteria considered are items such as past experience, staffing, etc. as outlined in proposal from contractor

Follow-up question: I am still unclear how contractors will be found technically acceptable for this

Factor 3: QUALITY CONTROL PROGRAM. Please complete the following sentence. To be determined technically acceptable for Factor 3 Quality Control Program, offeror must provide… Or if you prefer, complete the following sentence instead, Technical Acceptability Standards are met when…

Answer: Please provide enough information to address at a minimum, the standards found under

“Factor 3: QUALITY CONTROL PROGRAM” on page 90.

1. Home Oxygen Price Worksheet, Line item 12 - Rental self-filling oxygen concentrator: single piece concentrator with capability to refill portable oxygen cylinder.

Question: How many cylinders are included in this line item?

Answer: Two cylinders to be ordered on an as needed basis.