36C25923Q0278 - Questions and Answers.pdf

RFQ#: 36C25923Q0278

Questions and Answers

1. Would the supplier be able to meet this requirement by using a drop shipping service (UPS or Fed Ex)?

Answer: Only if the item would not require a delivery/setup.

2. Is it a requirement for the warehouse and office space to exist prior to the contract award?

Historically, our company has searched for facilities in the catchment area that meet the square footage requirement. Post award, we have secured the warehouse location and had it made – ready for inspection by the VA representatives.

Answer: Yes, warehouse is a requirement prior to contract award paragraph 3.8.7

3. In keeping with the 10-page narrative requirement, how should the contents of the Delivery Packet and the Policy & Procedure manual be delivered? As exhibits, separate attachments, or will this be submitted post-award?

Answer: They can be included as separate attachments and do not count towards the 10-page narrative.

4. Could the Government define on what defines “Equipment Type: Minor,” “Equipment Type:

Moderate,” and “Equipment Type: Major” (see solicitation contract line-item numbers)? There is some discussion about this in paragraphs 6.9 through 6.11 in the statement of work, but it lacks granularity.

Answer:

Minor Type: 60% Delivery and set-up of minor-type equipment includes power wheelchairs, transfer chairs, trapezes, bedside commodes, over bed tables, scooters, transfer poles and toilet riser, shower chair, tub transfer bench, walker, rollator, crutches, manual wheelchair, knee scooter, iv, poles, canes

Moderate Type: 30% Delivery and set-up of moderate-type equipment includes standard hospital beds with half rails, bariatric beds and specialty beds and mattresses. (Some stations may request full bed rails)

Major Type: 10% Delivery and set-up of major-type equipment includes vertical platforms lifts, stair glides, and vehicle lifts, bariatric beds and any other large/heavy items that require more than 1 person to deliver and setup. These are equipment examples, and all may not apply to all stations

5. As a follow-on question, who determines which category the service request is (e.g., the Contractor, the ordering VA Physician, the COR)?

Answer: COR will review. Any major changes COR will communicate with Contracting Officer.

6. When is the equipment type designation determined? At the time of the service request or after the service request is completed?

Answer: At time of the service based on the Equipment Type Descriptions. Purchase Order and/or 1090 Request for Quote will determine the equipment needed.

7. Often requests for bed frames are more advanced and require additional personnel to safely install and protect the technician and veterans’ property. For example, 1-piece bariatric bed, 2nd floor deliveries / any unusual request or situation. Would the government consider such items that require additional personnel to be reimbursed as a “major type” of equipment delivery? Can this situation be at the discretion of the COR?

Answer: Any delivery/setup requiring more than 1 personnel for delivery/setup will be considered Major Type based on the Major Type description.

8. We notice that the Rocky Mountain VA Medical Center is the only one without an Emergent CLIN. Will the Government consider adding this CLIN so it reflects the others, or how will the contractor be reimbursed for Emergent orders (see solicitation contract line-item numbers and paragraph 3.3.3 in the statement of work)?

Answer: A CLIN can be added

9. Can you clarify that the order should be completed 48 hours following contact with the veteran or their family member vs 48 hours of notification from the COR (see paragraph 3.3.2 in the statement of work)?

Answer: Verbiage on above should be changed to “order should be completed 48 hours following contact with the veteran or their family member unless exigent circumstance arise, and COR should be notified of those exigent circumstances.

10. The distance from the VA Medical Center to the Contractor’s warehouse for the Rocky Mountain Regional VA Medical Center is listed as no maximum distance in the statement of work (see paragraph 3.8 in the statement of work). As the incumbent, it is the contractor’s understanding that this was intended to be a maximum of 30 miles from the VA Medical Center over the past five (5) years. Is no maximum distance between the Rocky Mountain VA Medical Center and the contractor’s warehouse accurate? If it is accurate, can you explain why no maximum distance is noted?

Answer: Rocky Mountain Regional VA Medical Center services veterans on a large catchment area. With services expanding further south outside of Denver Metro. The non-maximum was in hopes of centralizing warehouse to cover the wide catchment area in a quicker time frame, versus Denver Metro specifically.

11. Does the Government require a contractor to have an established operating warehouse prior to commencement of contract (see paragraph 3.8.1 in the statement of work)?

Answer: Yes, per paragraph 3.8.7

12. Does this contract cover repairs? Would a repair fall under existing CLINS or CLIN pricing or would there be a non-contracted 1099 request (see paragraph 3.10.2)?

Answer: No, however a 1090 and or purchase order would be a non-contracted request for repairs.