Vendor Questions and Answers.docx

1. Question: Why are Assistive Devices mixed with Therapeutic Devices limiting competition by bundling and making this a sole source or brand name only. On Page 10, Lift Characteristics for Specialty Area is 100 percent out of scope and can be solicited independently as the VA itself already acknowledged that this belongs in a Specialty Area…this alone eliminates all Manufacturer in North America except ONE.

Answer: Bundling is a term used in the Federal Acquisition Regulation (FAR) to describe the practice of consolidating two or more requirements for goods or services previously provided or performed under separate smaller contracts into a single contract. The required product in this solicitation have been procured in a similar manner in the past. This is a Brand Name or Equal requirement. Based on responses received from Request for Information (RFI) notice number 36C26223Q0842, posted by Network Contracting Office 22L (NCO 22) at the Government Point of Entry (GPE) at https://sam.gov/. The purpose of this RFI was to assist in determining if sources capable of satisfying the agency's requirement exist. This RFI was issued to allow maximum opportunity to sources to identify themselves as having the capabilities and consider responding before and after a solicitation is released. Based on responses from RFI 36C26223Q0842, there are three (3) SDVOSB sources that can fulfill the requirement of this solicitation. The three (3) sources that responded to the RFI stated that they intend to provide all product and services requested to meet the requirements of this procurement. The three (3) sources stated their products are currently in use at other VA medical centers that may meet the functional requirements for this procurement. A review of CPARS for the three (3) sources revealed they have earned overall past performance ratings of “Satisfactory” for contracts for supplies and services that are similar to what is required for this procurement. Based upon my review of the RFI responses, the Government determined that there at least three (3) sources capable of performing the work required under this procurement and is likely to submit a quote for this procurement as a response to a solicitation posted to the open market.

Bundling Allowable to use third party products that meet this requirement as an equal to item as long as it meets the required salient characteristics

2. Question: Why is the VA Bundling Preventative Maintenance and Repair with Purchasing and Installation of Patient Lifts….Vendors are specifically bidding on both sides of the isle and bundling this will eliminate any SDVOSB Maintenance Only Vendor or SDVOSB Equipment Sale only Vendors.

Answer: Bundling is a term used in the Federal Acquisition Regulation (FAR) to describe the practice of consolidating two or more requirements for goods or services previously provided or performed under separate smaller contracts into a single contract. This solicitation is not requesting Preventive Maintenance and Repair with Installation of Patient Lifts. This solicitation is for the purchase and installation only.

3. Question: NOT sure what the VA is asking here…this is the first time in our history of selling lifts we see this….please explain why there are multiple installations methods on this single procurement. This is Medical Device Patient Lift with installation. Installation is secondary to the Purchase of Patient Ceiling Lifts…Please note: Rails, Motors and other components are a Single Product and not Two products. These Patient Ceiling Lifts and Rails are installed by Specialty Installers trained by the manufacturers NOT the GC. The Manufacturers and their independent installer do the actual work not the GC…unless the GC went to a Medical Equipment Installation Class to install Medical Devices.

Answer: In reference to section B.2 “Price Schedule, ” Line Items 0006 and 0007, and as stated in in section E.4 “Addendum to FAR 52.212-1 Instruction to Offerors,” the Government was requiring Offerors to complete and submit the Price Schedule of this solicitation by indicating the installation of Patient Lifts that require General Construction as Optional Line Items (Line Item 0007). The Government may or may not exercise the option to purchase these Optional Line Items at the time of award at the same price/rate as the Optional Line Items indicated in the Offerors submission/Price Schedule.

In summary, the Government requires Offerors to –

a. provide price of installation based upon current infrastructure. Infrastructure is defined herein as any mount, bracket, rail, platform, or any industry related term that identifies “the part intended to connect the ceiling to the Patient Ceiling lift.”

b. not replace existing infrastructure under the resulting contract, in other words, the contract resulting from this solicitation does not require General Construction.

c. identify what changes (ea. Replacement, modification, etc.) are required and the estimated costs associated with that change in infrastructure. This is required when an Offeror cannot install their proposed product in a specific room’s existing infrastructure. It is assumed that General Construction may be required to replace existing infrastructure in some rooms listed in Table A.

d. identify the basic cost of installing the lift in Line Item 0006. This is specifically referring to basic installation. Basic installation of the proposed product shall not require General Construction to change (replace, modify, etc.) the infrastructure (see definition of infrastructure in para. 1). Previous Line Item 0007 will be removed from Price/Cost Schedule (Please familiarize with all changes in Amendment to Solicitation).

e. identify areas that require new infrastructure in order for the product to be installed. Offeror are required to use Table A to identify these areas. Please note that all installation that requires adding new infrastructure will be completed by the Government through a separate “General Construction contract” that will be solicited at a later time.

f. identify the estimated costs of installing new infrastructure by the manufacturer. Offeror are required to use Table A to submit these estimated cost.

g. complete all basic installations at separate times in accordance with the Statement of Work in this solicitation. The Government will acquire infrastructure work by awarding a separate General Construction Contract, basic installations may be staggered, and some rooms identified in Table A will require the Offeror to complete basic installation after the General Construction Contract completes work at the referenced rooms.

4. Question: Is this end of lifecycle? What is the age of these motors? Why is the VA upgrading? What are the requirements for the upgrade?

Answer: As stated in the Statement of Work, para. A.4., ceiling lifts have been installed in many places throughout the Phoenix VA Healthcare System. The facility has decided to replace their fleet of lifts for a number of reasons including an aging number of lifts within the fleet, new technology and safety concerns. The new ceiling lift system has requirements to support the needs of the staff and improve the safety of staff, caregivers, and Veterans. Any new Contractor will require removal of current rails and installation of the new rails to existing structure. Some installation requires General Construction, some installation does not require General Construction (Service Only). As an example, an Installation that requires General Construction could be the installation that requires mounting/drilling to concrete structural slab. This requirement requires a source that can determine whether General Construction is required or not. A site visit was scheduled to afford all offerors equal opportunity to observe the physical characteristics of the job site.

5. Question: A site visit was completed under this statement “SITE VISIT: In order to afford all offerors equal opportunity to observe the physical characteristics of the job site, a one-time Site Visit will take place on September 12, 2023”. Why did the VA create a false sense of bidding to all other manufacturers knowing through their market research…ONLY a SINGLE vendor can meet the specialty requirements of this procurement. Manufacturers and Vendors spent dollars and time to make this visit.

Answer: The Government determined that there at least three (3) sources capable of performing the work required under this procurement and are likely to submit a quote for this procurement as a response to a solicitation posted to the open market. Thus, a site visit was scheduled to afford all offerors equal opportunity to observe the physical characteristics of the job site.

There was no intention to create a false sense of bidding. Our intention is to create maximum competition by ensuring that all vendors can review the current infrastructure situation so that they can provide accurate Offers and information for a successful patient ceiling lift replacement project. We hope that our explanation above regarding installation provides additional clarity on what we are trying to accomplish.

6. Question: Why are the warranty requirements being dictated by the VA and not the manufacturer of the product…Will the VA please add a separate line item for additional warranty as this is not standard warranty being requested.

Answer: The VA is not requesting additional warranty at this time and it will not add a separate line item for any additional warranty.

END OF ANSWERS

image1.png image2.png