Amendment 2 RFQ 36C26225Q1156 Contractor Inquiries.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contract Specialist Katharine Robert katharine.robert@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

New Mexico VA Healthcare System

1501 San Pedro Drive SE

Albuquerque NM

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The purpose of this amendment is to:

1. Respond to inquiries from vendors seeking information and clarification for solicitation 36C26225Q1156. Please see below for vendor inquiries and answers.

2. Extend the quote submission deadline of the solicitation to 11:00 AM August 12, 2025. All quotes must be submitted via email to Contract Specialist, Katharine Robert @ katharine.robert@va.gov, not later than 11:00 AM PST, August 12, 2025.

3. Update Attachment 1 to reflect the inquiry period and the extension to the quote submission deadline.

4. No other changes have been made.

RFQ Solicitation 36C26225Q1156- Biospecimen Sample Transfer (NMVAHCS) – Contractor Inquiries:

1. Truck Requirements:

Is a specialized refrigerated trailer with onboard power and liquid nitrogen (LN2) support mandatory? Yes, there needs to be redundant equipment onboard to maintain temperatures of either sample temperature type.

2. Would a custom transport solution be acceptable if it meets the required temperature conditions (-196°C to -80°C) and ensures the freezers remain powered and operational during transit? This is not permitted. Unnecessary handling of biospecimens should not take place as this poses a threat to biospecimen viability. Only handling of biospecimens should take place if VA equipment fails compromising temperatures during transit. Then and only then should handling biospecimens take place to maintain temperatures. (Key Requirements section f.)

3. Access and Handling at Facility:

Will our crew be required to enter the facility, retrieve the equipment from labs to the dock (approximately 600 feet, including elevator use)? Equipment is approximately 300 feet from dock to elevator and another 300 feet from elevator to laboratory.

Loading dock and elevators are not exclusive as this is a fully operating hospital and patient needs are of highest priority.

Will VA staff assist during this movement, or must the contractor provide full labor and equipment? VA staff will be available to assist with disconnecting equipment, escorting through building, guiding and leading from lab to dock.

4. Weight Estimate: Can you confirm the approximate total weight of the freezers and contents to help us plan adequate manpower and lifting equipment?

(3) -196°C Liquid Nitrogen Vapor Phase LN2 tanks MVE 1500 series 190, model XLC 1536P-190 (45 x 62 inches) = ~2000 lbs each

(1) -80°C Mechanical Panasonic Ultra Low Freezer, model MDF794CPA (102 x 35 x 43 inches / 24.8cu.ft.) = ~2200 lbs

(1) -80°C Mechanical Thermo Scientific Ultra Low Freezer, model ULT PLUS 5820 (96 x 34 x 41 inches / 20cu.ft.) = ~2100 lbs

5. Loading & Equipment:

Is a liftgate truck acceptable if dock height or access is limited? Are there any restrictions on equipment like dollies, pallet jacks, or air skates used inside the facility? This may be a viable option if the liftgate can safely support weight and dimensions of equipment with samples, without incident. Dollies can be provided if needed. Pallet jacks and air skates will not be necessary.

6. Temperature Monitoring and Interior Conditions:

What specific temperature range must be maintained inside the truck during transit, apart from the freezers? The contractor must have a calibrated temperature monitoring system, with live readings capable of a -196 degrees C through 60 degrees C range, and internal freezer temperatures will be monitored and recorded during transport. Temperature reporting to be provided to recipient upon delivery of specimens and equipment.

Are we required to provide live temperature monitoring for both freezer contents and internal truck environment? Yes, the contractor must have a calibrated temperature monitoring system, with live readings capable of a -196 degrees C through 60 degrees C range, and internal freezer temperatures will be monitored and recorded during transport. Temperature reporting to be provided to recipient upon delivery of specimens and equipment.

Will we be expected to submit temperature logs upon delivery, or allow VA personnel to inspect the interior of the truck? Yes, the contractor must have a calibrated temperature monitoring system, with live readings capable of a -196 degrees C through 60 degrees C range, and internal freezer temperatures will be monitored and recorded during transport. Temperature reporting to be provided to recipient upon delivery of specimens and equipment.

7. Past Performance:

Is past performance handling biospecimens a mandatory evaluation factor, or is it preferred but not required?

Past performance is not an evaluation factor; however, the offeror must meet the special standards of responsibility: Past Experience. Please reference Attachment 2.

8. What is the total value of the equipment and research materials combined?

a. Coverage needs to be included in the quote you receive, correct?

Equipment value is approximately $20,000. However, the specimens are priceless, as there is no replacement that can be purchased or acquired. These one-of-a-kind specimens must be handled with the upmost care to ensure there is no loss during the transfer as that is the most important factor overall. Redundancy and thoroughness in keeping samples within specified temperature ranges should be the coverage over monetary valve.

9. Is there only (1) phase of this relocation occurring? I know 77,000 samples will fit in the units being relocated because we’ve done the math but I want to make sure it is not a multi-phase move because of the timeline it outlines in the period of performance. This is just the units outlined as moving in (1) relocation effort, correct? Yes, relocate in one effort, not multi-phase.

10. Are we simply allowed to submit our bid directly to via email to katharine.robert@va.gov or must we submit via Sam.gov. We lack experience working with the GSA in this type response. Guidance appreciated.

According to RFQ instructions, all RFQ offers shall be submitted to Katharine.robert@va.gov by the offer due date and time. Offers will not be accepted any other way.

11. I have someone, an owner operator, who has a truck and reefer trailer attached with the capability to carry refrigerated goods.

Would this suffice? Or must these specimens be transferred in the VA's own refrigerators? See #2, Transferred in VA’s own refrigerators. Refrigerator will be kept by receiving location Cooperative Studies Program Clinical Research Pharmacy Coordinating Center, 2401 Centre Avenue SE, Albuquerque, NM 87106. Also, keeps biospecimen intact. Less disruptive.

In other words, the carrier can provide refrigeration, and or Dry Ice if needed, but cannot load and carry the VA's refrigerators. He has his own refrigeration attached.

12. What will be the exact temperature we have to keep inside the trailer? Same as question #6

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Amendment to a Previous Combined Solicitation