36C26121Q1057 0001-AUTOMATED INVENTORY MGT SYS-VA FRESNO.docx

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) 570-21-1-246-0032 None Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 150 Muir Road Martinez

CA

94553-4668 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 150 Muir Road Martinez

CA

94553-4668 To all Offerors/Bidders

36C26121Q1057 08-13-2021

X X X

The purpose of Amendment 0001 is as follows:

1. Provide a Government response to vendor questions. Please see Continuation Sheet below for additional information.

2. All other terms and conditions remain unchanged.

Maxwell W. Derck Contracting Officer

VENDOR QUESTIONS AND ANSWERS 36C26121Q1057-VA FRESNO

1. VENDOR QUESTION: Consistent with the requirements of the Federal Information Security Management Act, does the VA require a solution that the contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated?

GOVERNMENT RESPONSE: No.

2. VENDOR QUESTION: To the extent the contractor houses VA data in a commercial cloud environment, must that commercial cloud environment be an authorized FedRAMP environment?

GOVERNMENT RESPONSE: Yes.

3. VENDOR QUESTION: Given the ongoing implementation of Cerner in the VA, does the offered solution need to have the proven ability through past performance to integrate with Cerner?

GOVERNMENT RESPONSE: No.

4. VENDOR QUESTION: Given the ongoing implementation of DMLSS in the VA, does the offered solution need to have the proven ability through past performance to integrate with DMLSS?

GOVERNMENT RESPONSE: No.

5. VENDOR QUESTION: Is a solution that is installed on VA owned server(s), laptop(s), or desktop computers acceptable?

GOVERNMENT RESPONSE: Yes.

6. VENDOR QUESTION: Section 9 of the Statement of Work states in part: “Service agreements and license agreements will be maintained and purchased after initial 1-year warranty is no longer effective.” Will the price of annual service agreements be considered in the evaluation of competing solutions? If so, which CLIN should be utilized for annual service agreements?

GOVERNMENT RESPONSE: If VACCHCS has a requirement for additional warranty past its 1-year warranty it will be VACCHCS to submit a new request. Solicitation instructions in 52.212-1 states the following:

A service agreement for the first year should be included in your price quote.

7. VENDOR QUESTION: The CLINs all have a Period of Performance that is stated to begin on 09-25-2021 and end on 01-07-2022. However, there is no pricing of performance beyond January 7, 2022. How does the Government intend to evaluate pricing for “Software License Fees”; “Interface Development & Service Fees”; and “3rd Party IT (if applicable)” beyond January 7, 2022?

GOVERNMENT RESPONSE: The 90-day period of performance included installation only. Please refer to question 6, where we advised to include additional line items as needed to fulfill this requirement. A period of performance can be added for these additional line items.

8. VENDOR QUESTION: The four different CLINs are for four different locations. The Solicitation does not describe the specific requirements for each different location, e.g., how much “Secure Storage” is required for storing refrigerated vaccines, how many “drawers” are required, how many “swappable computer bays” are required, how many “Metal Locking Lid Drawers” are required. Will the Government provide sufficient information for quoters to bid intelligently and on a common basis?

GOVERNMENT RESPONSE: A walk-thru for every location occurred on 08/19/2021. The solicitation highly advised that potential offerors attend this walk-thru for a full understanding of the Government’s need. Medical supply is to be for disposable medical supplies, preferred a temperature and humidity tracker if available.

9. VENDOR QUESTION: Standard commercial practice is to base software licensing fees on the number of concurrent users. How many concurrent users will there be for each of the 4 locations?

GOVERNMENT RESPONSE: Overall users needed would be 4 to 7 for main location personnel.

10. VENDOR QUESTION: Is it a requirement that the solution include a “web-based program” for “evaluation of inventory levels and reporting purposes”? Will the government accept an on-premise solution for the “evaluation of inventory levels and reporting purposes”? There appears to be only one vendor that offers such a web-based program which could result in a de facto sole source procurement that would need to be justified.

GOVERNMENT RESPONSE: Yes, an on-premise solution will be considered if it can be connected to VACCHCS network and provide levels and reports needed for inventory control. All cost associated with an on-premise solution must be included with your price quote.

11. VENDOR QUESTION: Section 5.2.5 of the Statement of Work states in part: “Support to include continuous monitoring by means of a minimum of 4 remote checks of equipment functionality by Contractor personnel every 24 hours.” Will a solution that provides full-time real-time monitoring of the system to identify warnings, errors and system downtime be acceptable?

GOVERNMENT RESPONSE: Yes, a solution of real-time monitoring will be considered if it helps VACCHCS identify errors or problems with equipment.

12. VENDOR QUESTION: Section 5.2.5 of the Statement of Work states in part: “Contractor personnel shall respond to service calls no later than 24 hours after being notified of a problem with either equipment or installed software.” Will a solution that provides for responding to service calls on a 24x7x365 days basis be acceptable?

GOVERNMENT RESPONSE: Yes, that will be considered.

13. VENDOR QUESTON: Section 5.2.5 of the Statement of Work states in part: “Equipment and related hardware to be replaced within 48 hours of notification of a problem if user/facility is not at fault for damage or defect.” Will a solution that offers repair of faulty equipment and related hardware be acceptable?

GOVERNMENT RESPONSE: Upon award the statement of work will be revised to state repaired and/or replaced.

14. VENDOR QUESTION: Section 10 of the Statement of Work states in part: “Installation staff shall have no patient contact or access to sensitive patient information.” The installation of a compliant system can require the installers to have access to patient names and patient IDs. Will a solution that is being installed by individuals that have received ePHI and HIPAA training and certification be acceptable? Will the VA accept a pre negotiated BAA, which includes information about potential sensitive data interaction?

GOVERNMENT RESPONSE: Yes.

15. VENDOR QUESTION: The evaluation factors state in relevant part: “1. Factor 1 Price - The quote should contain the vendor’s best terms from a price standpoint. The Government will evaluate quotes for award purposes by adding the total price for all contract line items, including options, for a total price.” No options periods are listed in the Solicitation. Will the Government add the option periods in this fixed price contract? How many option periods are expected? What is the expected length of each option period?

GOVERNMENT RESPONSE: There are no options. The language quoted is standard language within 52.212-2. No options will be added.

16. VENDOR QUESTION: Section 12 of the Statement of Work states: “Installation to begin no later than 30 days after contract award date. Installation will be phased by facility and will be at the discretion of the Contracting Officer or Designee (COR). The facility will provide the Contractor a deployment plan, to include time and location of installation. Installation and setup to be completed no later than 90 days after contract award date.” In order to provide for full and open competition, will the Government allow a 180-day implementation time frame for a solution that is configured to meet the specific requirements of each of the 4 locations?

GOVERNMENT RESPONSE: Yes. The period of performance for install will be revised to state 180 days.

17. VENDOR QUESTION: Section 1) b. of the Solicitation’s Salient Characteristics states: “Easily calibrated and accurate.” Calibration is required for the solution offered by a single vendor. Will the Government accept an accurate solution that does not require calibration?

GOVERNMENT RESPONSE: Yes. If your system requires calibration your quote should include how often calibration is needed and if it’s done by the contractor or government personnel.

18. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in part: “Medications and supplies can be combined in a single cabinet, promoting convenience, and saving space.” The combining of medication and supplies is a design specification of a single vendor and is not recommended due to regulatory requirements. Will the Government remove this requirement?

GOVERNMENT RESPONSE: Yes.

19. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in relevant part: “Server infrastructure system must run Windows Server 2017 or newer.” Will a solution that utilizes Windows 2016 with extended support through January 12, 2027 be acceptable?

GOVERNMENT RESPONSE: Yes, if it can be supported with an upgrade to windows 2019 when available.

20. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in relevant part: “External return bins and flexible locks with capability to be wireless to allow connectivity across the room without cabling.” This appears to be a design specification of a single vendor. Will the Government accept a solution that allows inventory to be returned to its original bin with original transaction credited for the quantity returned. This makes inventory directly available for future use. Is this acceptable to the VA?

GOVERNMENT RESPONSE: Yes, it will be considered.

21. VENDOR QUESTION: Will a solution that offers a flexible lock solution for use on any external storage with cabling that goes from lock to controlling unit that will be installed by the contractor for co-location to minimize cable exposure be acceptable?

GOVERNMENT RESPONSE: Yes, it will be considered.

22. VENDOR QUESTION: Will the VA accept a wireless open system without scanning that involves minimal intervention and calibration?

GOVERNMENT RESPONSE: Yes, it will be considered.

23. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in relevant part: “Secure Storage and Temperature monitoring must comply with the latest CDC guidelines on storing refrigerated vaccines including accurate calibration within ±0.5” and “Choice of ice point calibration method (recommended by NIST) or Traceability method.” Will a solution that can secure existing refrigeration storage devices via Remote Manager be acceptable? The VA is able to utilize its preferred refrigerated storage devices, which would be responsible for proper accuracy, calibration, and temperature monitoring. Will the Government remove the ice point calibration or traceability method requirement?

GOVERNMENT RESPONSE: Government will remove the ice point calibration or traceability method requirement.

24. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in relevant part: Metal Locking Lid Drawers with include a directing light to specific drawer.” Will a solution that provide drawer with a bin indicator light and a system for controlling access through end user permission to prevent unauthorized access be acceptable?

GOVERNMENT RESPONSE: Yes, it will be considered.

25. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in relevant part: “Power Consumption Requirements 304 BTU/Hour” which is a specific design specification of a single vendor. Will the Government remove this requirement as competing solutions will vary power consumption based on actual design and deployment?

GOVERNMENT RESPONSE: Government will remove this requirement.

26. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in relevant part: “Meets requirements of CSA 871102 and UL 544.” All secure cabinetry is certified to UL 60601, the current medical grade standard of safety, which supersedes UL 544. Will compliance with UL 60601 be acceptable? If not, will the VA please provide CSA 871102 for evaluation?

GOVERNMENT RESPONSE: Yes, compliance with UL 60601 will be considered.

27. VENDOR QUESTON: The Solicitation section on “Additional Salient Characteristics” states in relevant part: “All data is stored on the server, no information will be backed up on the cabinet.” Will a solution that employs a thick client deployment for point of use devices allowing for continuous operation in the event of network failure or loss of connectivity be acceptable where to allow redundancy? Local devices will maintain data for 7 days limited to the local device dataset and the server contains consolidated dataset from all of the point of use devices for 45 days.

GOVERNMENT RESPONSE: Yes, it will be considered. The alternative solution should be clearly described, and all cost associated with the alternative solution should be included with the quote package.

28. VENDOR QUESTION: The Solicitation section on “Additional Salient Characteristics” states in relevant part: “Reporting features for data collection and review by Logistics staff:

· Discrepancy Transaction Reporting

· Inventory Aging Reporting

· Par vs Usage Reporting

· Operational cabinet configuration and status reporting

· Flexible lock remote monitoring report

· Null Transaction reporting

· Detailed Transaction reporting

· End user dispensing practices reporting for abuser end users

· Dose Reconciliation reporting

· Medical supplies discrepancy reporting

· Diversion Reporting

· Return audit and Waste audit reporting

· Store manage and track medical supplies needed for all clinical areas loaded into the automated dispensing cabinet

· Operational Reporting

· Financial Reporting

· Maintenance Reporting

· Temperature reports of refrigerators”

Some of these requirements appear to be vendor specific directed toward medication management and not supply management. Would the VA accept operational and analytical reporting to include but not limited to the following customizable reports:

· Discrepancy

· Restocking

· Utilization

· Cost Accounting

· Compliance reports by employee, item, location, and time

· Vendor Contract Compliance

· Stock Expiration Dates

· Par and maximum levels based on average daily activity

· Data capture and reporting required for accreditations and certifications

· Forecast reports using historical data

· Slow-Moving Items

· Critical Items

GOVERNMENT RESPONSE: Yes, VACCHCS will consider analytical reporting.

29. VENDOR QUESTION: The CLIN structure and nomenclature appears to be based on a solution offered by a single manufacturer, e.g. 0001AC Bin Products. Will the government use non-vendor specific generic descriptions of the actual CLIN requirements?

GOVERNMENT RESPONSE: Yes. The stated CLINs in section B were provided as a guide indicating the Government’s requirement. The offerors were instructed in FAR 52.212-1 (see question number 6) to provide their own price breakdown for your proposed solution.

30. VENDOR QUESTION: What is required by CLIN 0001AF Implementation? How does CLIN 0001AF differ from CLIN 0001AG Turnkey Installation?

GOVERNMENT RESPONSE: The stated CLINs in section B were provided as a guide indicating the Government’s requirement. The offerors were instructed in FAR 52.212-1 (see question number 6) to provide their own price breakdown for your proposed solution. If your proposed solution doesn’t require certain CLINs you can leave it blank so long as everything is included on the excel spreadsheet attached in Section D.

31. VENDOR QUESTION: The overall solution is offered per solution or as stated by the Solicitation by “Job” and not identified per the subclins. Will the government revise the solicitation to have a single fixed price for an overall solution that meets all requirements and salient characteristics?

GOVERNMENT RESPONSE: The quote shall include everything that is necessary for the requirement. Vendors can decide how many line items and what level of breakdown to include in the excel spreadsheet in Section D. However, the Government need to be able to evaluate what is included in the overall price to ensure everything in the requirement is included. If you provide a single price an accompany breakdown should be included so we know what’s included with that price.

32. VENDOR QUESTION: Is RFID or weighted or volume based one of the required specifications for the Vendor of Choice?

GOVERNMENT RESPONSE: VACCHCS is seeking the best and most convenient way to help track inventory with minimal discrepancies and make inventory convenient to VA Inventory managers personnel.

33. VENDOR QUESTION: Section 5.2.5 Support – “Equipment and related hardware to be replaced within 48 hours of notification of a problem if user/facility is not at fault for damage or defect.”

Is this equipment replacement timeline of 48 hours correct? It seems like a rather aggressive timeline to get equipment shipped out and delivered within 48 hours.

GOVERNMENT RESPONSE: Requesting for a response solution and plan in place for replacement of equipment which does not include shipped and delivery time.

34. VENDOR QUESTION: Section 12. Period of Performance. “Installation to begin no later than 30 days after contract award date.” And “Installation and setup to be completed no later than 90 days after contract award date.”

This installation timeline seems rather aggressive. Is this a firm timeline for installation of the equipment?

GOVERNMENT RESPONSE: Commence of installation is important based on our current operating system will no longer be supported at the beginning of 2022. Refer to question 16.

35. VENDOR QUESTION: Hardware Features: Some of these features seem to be for medication automation cabinets – not Supply. Are these accurate requirements for automated inventory management system for supplies?

· External return bins and flexible locks with capability to be wireless to allow connectivity across the room without cabling.

· Secure Storage and Temperature monitoring must comply with the latest CDC guidelines on storing refrigerated vaccines including accurate calibration within ±0.5

· Choice of ice point calibration method (recommended by NIST) or Traceability method

· Must have ability to allow end users to remotely request a medication issue or medication return at a specific medication cabinet from any networked workstation and VISTA.

GOVERNMENT RESPONSE: The bullet points can be removed. Requirements should be based off medical supplies.

36. VENDOR QUESTION: Section B.2 POP Begin: 09-25-2021 POP End: 01-07-2022. This period of performance is only 3+ months. Are these dates correct?

GOVERNMENT RESPONSE: The period of performance will be revised to state 180 days.

37. VENDOR QUESTION: Addendum to FAR 52.212-1 Instructions to Offerors.

GOVERNMENT RESPONSE: The page limit is increased to 20 pages. Any pictures or diagrams can be attached and will not be counted towards the page limit.

38. VENDOR QUESTION: Should the Emergency Room Cabinets be closed or not?

GOVERNMENT RESPONSE: Should either be in an enclosed cabinet/cart or stored in a way that the bins have an individual cover to decrease the chance of being contaminated from bodily fluids.

39. VENDOR QUESTION: Should the OR Implant items be quoted and if so, how many?

GOVERNMENT RESPONSE: Yes. There are 391 items.

END

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