36C26225Q0092 0001.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)

VA-25-00013852

36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach

CA

90815 36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach

CA

90815 To all Offerors/Bidders

36C26225Q0092 01-15-2025

X X X X New Contract Requirement: Courier Transportation Services Phoenix VA Healthcare System (PVAHCS) and Surrounding CBOCs

The purpose of this modification is to provide responses to questions from prospective offerors and posted on SAMS.GOV no later than January 17, 2025, by the Contracting Office.

All information submissions must be received no later than 10:00 AM PST on January 23, 2024.

All e-mails must have as the subject line “RFQ # 36C26225Q0092_1, COURIER TRANSPORATION SERVICES FOR PHOENIX VA

HEALTHCARE SYSTEMS (PVAHS)”.

CONTINUATION PAGE

36C26225Q0092_1 Phoenix, AZ VA Questions Responses to Questions Provided by Prospective Vendors There is currently an 18:00 pickup being done for the below location, but this is not represented in the provided SOW. Would the VA like pricing to include the 18:00 pickup or will it not be needed in the new performance period?

Yes, please include pricing for the 18:00 pickup.

The address we currently have on file for Show Low location is 2450 Show Low Lake Rd., In the SOW it is listed as 5171 Cub Lake Rd. Suite C380, which is correct?

5171 Cub Lake Rd. Suite C380 is the correct address!

Is this specifically just labs or patients as well?

This is a requirement for courier services to transport laboratory specimens, medical instruments, devices, supplies, and documents/mail/correspondence within the various Phoenix VA Healthcare System locations (main hospital, clinics, offices, and community sites). This requirement is NOT to deliver directly to patients or to transport patients.

What is the historical average for deliveries daily/yearly?

The volume/number of deliveries may vary depending on activity, special needs, and government holidays. An approximate historical average for deliveries is 5,400 deliveries per year or 450 deliveries per month (this is just an estimate). Most of these deliveries are scheduled daily or weekly roundtrips.

What is the average distance travelled?

The distance travelled depends on the specific location(s) within the Phoenix VA Healthcare System as well as the established courier schedule. Most of the trips start and/or end at the Main Hospital. The further location from the Main Hospital is in Show Low, AZ (which is a distance of about 180 miles, one way).

Would there be a 24/7 requirement? If not, when would the courier services be needed?

Yes, there is a 24/7 (on-call) requirement from our Mental Health department to delivery documentation on an “as-needed” basis (an estimated average number of calls/trips is 20 per year). The distances are relatively short since all the locations pertaining to this requirement are within the Phoenix Metro Area. Everything else is pre-scheduled.

Starting on page 10 of the D1 SOW doc, it showcases the STAT work. The issue with this bid is it does not list the estimated amount of STATS (besides the first location) or a close estimate as with the bid we need to add these into the annual costs, and it is unknown on the quantity we might have in a given year.

The estimated number of STATS is 20 per year (total). This requirement is unpredictable as it is in response to an emergency. Based on historical data, we expect no more than 20 total calls/trips per year. The locations may vary (among the ones listed), but the total amount of trips/calls is projected to be no more than 20. The distances are relatively short since all the locations pertaining to this requirement are within the Phoenix Metro Area.

There are many locations that need the STAT service but lack the information on volume. How would we give a price as we need to wrap the STAT price in with the main part of the bid?

The locations outlined for the STAT service are only possibilities. This requirement is unpredictable as it is in response to an emergency. Historically, there are less than 20 STAT calls/trips per year, with only a few locations using this service. If this specific service cannot be provided, the potential vendor/contractor should mention it in the bid (this service is only a small part of this requirement).

What happens if there is excess STAT work in a given year?

If there are excess STAT calls/trips in a given year (more than the estimated amount of 20 per year), the contract will be funded accordingly.

All deliveries require print name, signature, and Date & time of acceptance - Does our typed POD suffice or is this getting a signature on some sort of log? How do we get the signed logs back to them if it’s a paper log?

The courier should always obtain signature of the VA staff accepting a delivery (along with the printed name, date, and time of delivery). This can be in a paper or digital form. The contractor’s typed POD will suffice for invoicing/billing purposes, but the originals with the actual signatures (hard copies or digital) should be kept/maintained by the contractor. This documentation should always be available in case the VA requests them. The contractor can create and maintain its own records/logs or use whatever system they choose (there is no specific format or system required by the VA).

If a delivery includes sterilized instruments and labs/unsterilized instruments, what satisfies the "complete separation" requirement? Just not having any category of item touching another?

These guidelines are outlined in detail on page 37-38, paragraph 6.5.6 of the American National Standards Institute /Association for the Advancement of Medical Instrumentation (ANSI/AAMI) ST79: 2017 document.

How is the humidity range monitored and how is the range maintained? Is the vehicle's climate control sufficient to maintain the humidity requirements?

Humidity range monitoring and maintenance will be the responsibility of the contractor. A vehicle’s climate control might be sufficient to meet this requirement if it specifically and accurately monitors humidity. Otherwise, some sort of sensor or device will be needed to accurately monitor humidity inside the vehicle (as well as the temperature).

Bins returned to the VA - Are these all roundtrips? Is return of bins done a couple times a week, or does it naturally occur through the normal pickups & deliveries? Does that require a larger vehicle if done just once per week?

The bins are used to transport sterilized medical instrument from the Main Hospital to the other clinics. These trips occur daily (Monday-Friday). Since these are roundtrips, returning the bins occur naturally when the driver returns to the Main Hospital with dirty/used instruments.

What is the Award ID of current contract?

None, to provide.

What is the cost of the final full option year of the previous contract?

None, to provide.

What’s the name of the previous awardee’s? (Who is incumbent contractor).

None, to provide.

What are the maximum weights for the supply pickups?

Some of the items being transported are packed in plastic reusable containers that are property of the government and shall be returned to the VA. Some containers/boxes may be of odd dimensions and different weights (such as crutches and canes). Some of the items being transported are packed in plastic reusable containers that are property of the government and shall be returned to the VA. Some containers/boxes may be of odd dimensions and different weights (such as crutches and canes).

How many approximate boxes per location?

None, to be specific. However, see attached frequency for each location per year attached.

Is this a new contract?

Yes.

How many drivers are currently being used?

None, to provide.

Who is the incumbent?

This is a new requirement, there are no incumbents.

Any changes in the current scope of work?

None to report.

If yes, please provide the changes from the current scope of work.

None.

Can you please provide the current contract number?

None to provide.

Great. So, do I bid for the contract? How do I throw my hat in the ring for a opportunity? Is there a place on the site?

Please fill out all the attachment to the solicitation (SAM contract opportunities), please see below:

The incumbent name and or contract number that this opportunity is service under.

None, to provide, new requirement.

What was the max number of transport providers on a given day?

260 deliveries per year.

Please provide VA verify mileage/distance from Carl T. Hayden VAMC and all other locations and CBOCs?

No.

The noted temp for Instruments and Specimen with isolation from each; will VA provide the separated container or totes for items?

When dry ice coolers are required, the courier will be notified and should arrive with a supply of dry ice coolers for lab containers.

How will dry ice coolers cost be reimbursed or expensed in the contract during the extreme hot weather in AZ?

How many historically were used or on standby? Laboratory specimens will be properly packed for transportation by VA personnel. When dry ice coolers are required, the courier will be notified and should arrive with a supply of dry ice coolers for lab containers. VA personnel will pack the container(s) accordingly using the dry ice coolers. The courier shall maintain the specimens at the proper temperature at all times. Specimens shall be transported in a controlled environment with a temperature between 65 degrees and 77 degrees (Fahrenheit). The specimens must be kept isolated (separated) from all other items. There should be no restriction on the number of coolers/containers to be picked up for any given run.

Historically when was the coolers mostly need? And how was the dry ice expense in the contract?

The number of coolers varies daily, the approximate number range from one to ten-however, the amount of coolers vary. There should be no restriction on the number of coolers/containers to be picked up for any given run.

Historically what was the size of vehicles that were needed?

In the past contractor have driven mid-size vehicles. However, for this requirement a cargo van or a step van in order to provide enough space to meet the requirements satisfactory.

Historically, what are the standard size of the container and what was the most container used in one transport?

Some of the items being transported are packed in plastic reusable containers that are property of the government and shall be returned to the VA. Some containers/boxes may be of odd dimensions and different weights (such as crutches and canes).

Is this specifically just labs or patients as well?

Please see points of contacts in SOW (labs, Surgery, Dental, etc.) No, patients.

What is the historical average for deliveries daily/yearly?

260 per year

What is the average distance travelled?

Please see delivery locations in the SOW

Would there be a 24/7 requirement? If not when would the courier services be needed?

Mental Health department requires 24/7, 365 days a year. Please see points of contacts in SOW for details on each departments’ requirement Is this specifically just labs or patients as well?

This is a requirement for courier services to transport laboratory specimens, medical instruments, devices, supplies, and documents/mail/correspondence within the various Phoenix VA Healthcare System locations (main hospital, clinics, offices, and community sites). This requirement is NOT to deliver directly to patients or to transport patients.

What is the historical average for deliveries daily/yearly?

The volume/number of deliveries may vary depending on activity, special needs, and government holidays. An approximate historical average for deliveries is 5,400 deliveries per year or 450 deliveries per month (this is just an estimate). Most of these deliveries are scheduled daily or weekly roundtrips.

What is the average distance travelled?

The distance travelled depends on the specific location(s) within the Phoenix VA Healthcare System as well as the established courier schedule. Most of the trips start and/or end at the Main Hospital. The further location from the Main Hospital is in Show Low, AZ (which is a distance of about 180 miles, one way).

Would there be a 24/7 requirement? If not, when would the courier services be needed?

Yes, there is a 24/7 (on-call) requirement from our Mental Health department to delivery documentation on an “as-needed” basis (an estimated average number of calls/trips is 20 per year). The distances are relatively short since all the locations pertaining to this requirement are within the Phoenix Metro Area. Everything else is pre-scheduled.

As an active contractor with other VA Hospitals, we are completely set up with the VA Financial Service Center. Will stating that in our proposal be sufficient or do we still need to include VA Form 10091 and a W-9 with our proposal?

You must provide the VA Form 10091 and a W-9 with your proposal.

1. Such products qualify as Class 6, Division 6.2, hazardous materials and thus fall under DOT’s regulations for “Infectious Substances (Etiologic Agents). The DOT’s classification system, specifically Class 6, Division 6.2, further categorizes infectious substances as Category A or Category B.

Question: Will the infectious substances being transported be Category A or Category B substances?

Both Category A or Category B.

Category A – An infectious substance in a form capable of causing permanent disability or life-threatening or fatal disease in otherwise healthy humans or animals when exposure to it occurs. Category B – An infectious substance not in a form generally capable of causing permanent disability or life-threatening or fatal disease in otherwise healthy humans or animals when exposure to it occurs.

2. Question: Are the pick-up and delivery times outlined in the schedule established and unlikely to change?

Changes to the pick-up and delivery times outlined in the schedule established is not likely.

3. Question: Will the staff at the pick-up facilities notify the courier service ahead of time if pick-up is not required?

Yes, the staff at the pick-up facilities will notify the courier servicer ahead of time if pick-up is not required.

4. “Drivers shall not make any stops, for any reason, during the transport of items. When a specimen is picked up, no other stops can be made until the delivery is complete.”

Question: Does this apply only to specimen pick-ups and not instruments, paperwork, etc?

5. “D. The contractor shall be able to respond to emergency service requests and/or non-scheduled (STAT) service requests twenty-four (24) hours a day, seven (7) days per week (including weekends and national holidays).”

“Overtime and National Holidays”

12. The Contractor is not required to provide service on the following U.S. Government holidays, nor shall the Contractor be paid for these days:

Question: The above statements are contradictory. Will the contractor be required to provide services on US Government Holidays?

No, the contractor is not required to provide services on US Government Holidays. However, if it ever arises, then approval will be provided. Yes, there is a 24/7 (on-call) requirement from our Mental Health department to delivery documentation on an “as-needed” basis (an estimated average number of calls/trips is 20 per year). The distances are relatively short since all the locations pertaining to this requirement are within the Phoenix Metro Area. Everything else is pre-scheduled.

6. “Notes: Red and blue bins to be returned to SPS (at Main Facility) by 12:30”

a. Question: Can you confirm that the only times red and blue bins will have to be returned after deliveries are completed, requiring 3 trips, are noted in the schedule?

Red and blue bins to be returned to SPS (at Main Facility) by 12:30pm. The bins are used to transport sterilized medical instrument from the Main Hospital to the other clinics. These trips occur daily (Monday-Friday). Since these are roundtrips, returning the bins occur naturally when the driver returns to the Main Hospital with dirty/used instruments. Instruments shall be transported in a controlled environment with a temperature between 66 degrees and 72 degrees (Fahrenheit), at a humidity between 20% and 60%. Instruments will be placed in reusable bins that latch closed and should not be opened by the courier. Bins should be returned to the VA. Instruments shall be placed in reusable biohazard bins that latch close and should not be opened by the courier. Bins should be returned to the VA.

“The Phoenix VA Healthcare System (PVAHCS) will provide a list of VA personnel (in a formal delegation letter The Va will provide a list of representatives approved to request courier services. If doubt exists regarding the authority of the person requesting services, the courier should complete the request and then report to the COR.”

b. Question: There are 3 locations listed for pickups that are not VA facilities. Can you confirm that the contractor is to accept requests for service from anyone at any facility, VA or not and at any time?

Yes, that is correct!

7. The schedule under Mental Health only estimates 20 trips one time under Main Facility to Connections Health Solutions Center, none of the other locations note an estimated quantity.

Carl T. Hayden VA Medical Center (Main) 650 E. Indian School Rd.

Phoenix, AZ 85012

Pickup Location: Emergency Department Connections Health Solutions Urgent Psychiatric Center (UPC).

1201 S. 7th Ave.

Suite #150 Phoenix, AZ 85007

Delivery Location: Front desk Community Bridges 358 E. Javelina Ave.

Mesa, AZ 85210

Delivery Location: Front desk Recovery Innovations 11361 N. 99th Ave. Suite #402 Peoria, AZ 85345

Delivery Location: Front desk To pick up/deliver petitioning paperwork to hospitalize veterans.

Estimated frequency: 20/year (total).

STAT service (as needed/requested). One-way trip.

Availability: 24/7, 365 days a year.

Pickup: Within 30 minutes of request.

Delivery: Within 30 minutes, with no stops in between.

Question: Does the estimated quantity of 20/year apply to pickups from Carl T Hayden Medical Center to Connections Health Solutions only, or is it estimated that 20/year applies to all of the locations?

Yes

8. Question: How will the contractor bill the VA for STAT service (as needed/requested) One-way trips? Consider adding a separate CLIN for STAT service requests.

The estimated number of STATS is 20 per year (total). This requirement is unpredictable as it is in response to an emergency. Based on historical data, we expect no more than 20 total calls/trips per year. The locations may vary (among the ones listed), but the total amount of trips/calls is projected to be no more than 20. The distances are relatively short since all the locations pertaining to this requirement are within the Phoenix Metro Area. The locations outlined for the STAT service are only possibilities. This requirement is unpredictable as it is in response to an emergency. Historically, there are less than 20 STAT calls/trips per year, with only a few locations using this service. If this specific service cannot be provided, the potential vendor/contractor should mention it in the bid (this service is only a small part of this requirement). If there are excess STAT calls/trips in a given year (more than the estimated amount of 20 per year), the contract will be funded accordingly.

9. Question: What was the cost of the final full option year of the previous contract?

None to provide!

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

None to provide.

11. Question: What is the vehicle size currently servicing this location?

In the past contractor have driven mid-size vehicles. However, for this requirement a cargo van or a step van to provide enough space to meet the requirements satisfactory.

12. Question: How many cubic feet of storage are required for transportation, and what is the maximum size and quantity of items to be transported daily?

Some of the items being transported are packed in plastic reusable containers that are property of the government and shall be returned to the VA. Some containers/boxes may be of odd dimensions and different weights (such as crutches and canes). Some of the items being transported are packed in plastic reusable containers that are property of the government and shall be returned to the VA. Some containers/boxes may be of odd dimensions and different weights (such as crutches and canes).

13. Question: Who is the incumbent service provider and the award number?

None to provide.

14. Question: What was the total value of the prior contract?

None to provide.

15. Question: Is this a new requirement or an existing contract?

No, this is a new requirement.

16. Question: Are there any changes in requirements from the current contract to this new solicitation? If so, please describe the changes.

No Current contract

17. Question: Is it the responsibility of the Contractor to supply the equipment such as Coolers, Dry Ice and Ice Packs?

Yes. When dry ice coolers are required, the courier will be notified and should arrive with a supply of dry ice coolers for lab containers.

18. Question: What is the Maximum contract value of this requirement?

IAW FAR 16.503(a)(2), Its between $1,900,000.00 to $2,100,000.00

19. Section B.3 Price/Cost Schedule is confusing. The VA is only requesting a quantity of 1 JB. Question: Assuming 1 JB is what our price is to perform this contract for 1 year, it’s impossible for a company to know what our price is for the year, before it happens, due to the entire mental health section is on-call and quantities are obviously unknown. Can you please provide an excel pricing spreadsheet that mirrors the Section 8 Schedules from the SOW? This way the VA will be billed for actual pick-ups that occur.

Please use the provided Price/Cost Schedule.

20. Page 47 of 73 states “File #3: Previous Experience: Offeror must provide technical narrative demonstrating, completion of two compatible projects within the last five (5) years similar in scope, magnitude, and complexity of the current action.”

Question: Can contractors use previous experience of Key Personnel and Subcontractors to satisfy this requirement?

Yes!

21. Page 48 of 73, the entire section that begins with “GENERAL INSTRUCTIONS FOR QUOTATION SUBMISSION” Question: Is this entire section placed in error? I assume it is because it references and entirely different solicitation.

If it does not pertain to the requirement, please disregard!

22. Page 46 of 73 Instructions to Offerors Question: This section requires 5 files for contractors to provide in their Quote. Can we provide 1 volume containing all 5 files? Or do you request 5 volumes (1 for each file)?

Yes, you may!

Courier Transportation Services for the Phoenix VA Healthcare System (PVAHCS). Phoenix VA Health Care System and Surrounding Community-Based Outpatient Clinics (CBOCs) – Base Plus Four Option Years.

Base Year 0: 04/01/2025 - 03/31/2026 Option Year 1: 04/01/2026 - 03/31/2027 Option Year 2: 04/01/2027 - 03/31/2028 Option Year 3: 04/01/2028 - 03/31/2029 Option Year 4: 04/01/2029 - 03/31/2030 image1.png