RFQ QA - 36C77623Q0131.pdf

VISN 9 and 10 Medical Gases

RFQ 36C77623Q0131 – Q&A

1. Q: Bid submission, please confirm there is only 1 Submission, Part 1 Price for both VISNs (9 & 10, and PART 2 – TECH for both VISNs 9 & 10?

A: Correct, only one submission for Part 1 and Part 2 is required.

2. Q: Can the GOV further define the Evaluation Factors for the TECH? All page 67 of 85 states is

“evaluated for completeness?” Specifically, what does completeness specify? Respectfully, previous iterations of RPOC Medical Cylinder bids, listed specific TECH Evaluation Factors, to include significant description of a vendor’s EDI capability and capacity (very detailed – requires a 3rd Party Provider and significant interface/account/facility set up via the VA FSC). Given the size and complexity of this RFQ requirement, we are requesting the TECH Evaluation factors be further defined to assist offerors, especially given LPTA has a significant bearing on being TECH

Capable, and to do so at “the lowest price (Certificate of Compliance performing in excess of

51% of the contract cost).

A: We have received and reviewed your request to add more technical factors to 52.212-2 (b)(ii).

The Government will not be updating the RFQ to add more technical factors.

3. Q: What is the GOV’s rationale to NOT stating the aggregate annual Rental quantities, i.e., instructing the Offeror to multiply the rental quantities by 12 (but NOT the Gas usage – gas depicts the annual quantity). The GOV must provide this to preclude Proposal errors, or allowing an offeror to understate pricing by not multiplying correctly? If the GOV derives a quantity (presumed a Monthly quantity) why can the GOV not provide the annual quantity to ensure all offerors are using the exact same data/quantity when computing pricing?

A: The estimated monthly quantity was provided. Correct, we are asking the quoter to multiple their quoted price by 12 for purposes of calculating a 12 month price.

4. Q: NOTE: CLIN 1001 Rental is 4,366 Annually. Is that for 16 Facilities, or (19) Facilities? CLIN

1080 Annual Inventories has a quantity of (24)?

A: Please reference Attachment D.2 for a list of all locations. This list shows 24 medical centers and many more clinics.

5. Q: Why does the GOV NOT simply list or example CLIN 1001 - 4,366 x 12 Months = 52,392 total rentals annually. This is a very large figure, providing grounds for skewing the price, sans the

GOV list the total quantities because this is a Consolidated Gas List (and not broken down by facility)

A: The quantity listed on CLIN 1001 represents an accurate monthly estimate. Asking the quoter to multiple their monthly estimated price by 12 is to establish a 12 month price.

6. Q: Please provide a breakdown by facility for estimated usage and rental. Again, so each offeror is using the same data for pricing. NOTE: The highest cost a vendor incurs is distribution of cylinders, hence the location of the Fill Plant/servicing branch, trafficability (Rural of Urban), has significant impact on pricing, vice aggregate numbers. Vendors need an estimated “breakdown” per location. Restated, the Facilities must provide this annually to derive funding estimates via the VA 2237? In doing that, offerors can derive an “overall price” using estimated data, and then fuse our costs into “one cost across both VISNs” (quite an undertaking, but not impossible, if we have a breakdown by facility). Please explain the GOV’s rationale for not providing usage by facility?

A: The Government agrees to provide this information. Please see the attached spreadsheet titled Estimated Facility Usage Rates – 36C77623Q0131.

7. Q: INDEPENDENT GOV ESTIMATE? How was the IGE developed if the GOV does not depict the type gases and usages per quantity by facility? In comparison – if this was the methodology – the GOV must have access to this data/those quantities as they are the metric (aggregate quantity & estimated costs) to develop the IGE? Please explain?

A: The IGCE was developed using historical usage rates for each facility within VISN 9 and 10.

8. Q: LPTA: How is the GOV going to evaluate the total price – LPTA, to ensure the offeror can supply the (unidentified gases – where and in what quantity) gases to all locations that they are needed? This is significant because, rhetorically, how does an offeror price this? Wouldn’t a Best

Value to the GOV be a more applicable Evaluation given the GOV is asking for qualified (capable, eligible, and cost reasonable) vendors to be able to supply (19) VAMCs in multiple states

(mandating a diversified supply chain)?

A: The Government will evaluate lowest total price as indicated in section 52.212-2(b)(i) of the

RFQ.

9. Q: CONTRACTOR LICENSING: Page 12 of 85 states that the Awardee is:

How is the GOV ensuring compliance with this? Please Note there are States (for example

Tennessee has changed State law to require licensing 3 years ago) in VISN 9 & 10 that the state boards of pharmacy specifically require the Prime Contractor (SDVOB) to be licensed, as they are the accountable entity (to include being registered with the Secretary of State to do business in that state, subject to state income taxes (NOTE: Not sales tax, tax on a firms income)

RESTATED: How is the GOV ensuring that these mandatory licenses are in place (responsible offer) at the time the offeror is submitted – in reference to evaluate offerors submissions under responsibility matters? Please note that in many states - all parties in the pharmaceutical supply chain are required to be licensed in those States where the Board of Pharmacy requires as

Medical Grade Oxygen and Specialty Gases for Human Consumption are classified by the FDA as a drug that requires a physician’s prescription. For uniformity, please see the RFQ for the VAMC

Miami, FL MED CYLs, that clearly depicts that offers must be “fully licensed in the State of

Florida:” We understand VISN 9 & 10 “is not Florida – but it is still the Veterans Administration – hence uniformly applicable, where required by individual states (see State of TN Example above see hyperlink below).

A: We have received and reviewed your question regarding licensing. Please reference section

2.2 and 2.3 of the SOW, these sections state how the Government is ensuring compliance.

10. Q: Page 15 of 85 states (pasted below) this is not reasonable because the Proof of Deliveries

(PODs) for the last week of the month are not available until the fist week of the following month, i.e., the data to reconcile aggregate monthly totals stated in the RFQ to be provided within (5) days is not doable, 10 days is more applicable.

A: The Government agrees to revise 7.5.3 of the SOW from five (5) business days to ten (10) business days.

11. Q: Page 12 of 85 – Paragraph 3.1 Insurance Requirements: How is the GOV going to validate that the offeror is insured for NAICS 325120/221210 – the actual description/requirement for this work to comply with the RFQ, and not just the dollar values listed in the RFQ? Is this addressed on page 44 of 85, the operative work being “kind:” (a) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

Specifically – does this mean insured for NAICS 325120/221210?

A: We have received and reviewed your question regarding insurance requirements. Please reference section 3.1 of the SOW and C.18 52.228-5, these sections state how the Government will be reviewing insurance requirements.

12. Q: PG 15 of 85 (Para 7.5.5) . This verbiage is not correct. Quantities inventoried that are less than them monthly reconciliation documents required, ARE NOT REDUCED until the GOV pays a

Loss of Use (LOU – a lengthy process administratively and fiscally). Please keep in mind, the

GOV is asking the vendor to “decrement” the totals without an inventory adjustment document, as the Offeror/Awardee must still pay the subcontractor rental until the inventory adjustment is made. Please delete this reference.

A: As stewards American Taxpayers money, we are duty bound to not pay for items that we don’t have/can’t use. Once it is determined that the lost cylinders are, in fact, lost and not usable, the rental charges should stop

13. Q: Para 9.8 page 18 of 85; emergency orders require a signed copy authorizing commitment of

GOV funds (emergency delivery fee), it is common for a phone call to notify the awardee that

“an emergency order is forthcoming” yet orders, have to be placed by an authorized Ordering

Officer that signs the emergency request. Can we amend this? No orders are taken over the phone and all orders require an audit trail for 1) authorized Ordering officers, 2) Correct quantity and gas by CLIN, 3) and need by date (often the gas is needed the same day and coordinated (on the ordering form) is needed for VA POCs, by cellular phone, to accept the delivery after hours. What is the GOV’s rationale for this statement?

A: SOW Paragraph 9.7 page 9 that currently reads:

“The VA shall, at its discretion, be able to place emergency orders to the Contractor. These orders shall be placed by telephone, e-mail, or fax by the OO to a POC designated by the

Contractor.”

Shall be amended to read:

“The VA shall, at its discretion, be able to place emergency orders to the Contractor. These orders shall be placed by the OO via e-mail or fax, to a POC designated by the Contractor, with the normal documentation and a telephone follow-up confirmation call.”

14. Q: Page 40 of 85 Certificate of compliance 852.219-78 is required. Please note, other bids now have 852.219-76 (an updated COC) – can we expect this to be modified? The COC mandates the offeror affirm they take possession or ownership/responsibility of the item (medical gas), which in most states requires the Offeror to be licensed in that state (due to taking ownership of the product – listed below page 41 of 85)

A: VAAR 852.219-16 will not be added because FAR 523219-9 and/or VAAR 852.219-9 are not applicable.

15. Q: Liquid Nitrogen on Attachment D.1 Schedule of Items – Please confirm the utility difference between CLINs 1039-1044 & CLIN 1046 other than 1039-1044 being for specific full fills and

1046 being a per liter price? Does the vendor conditionally invoice via one or the other and what conditions would use one over the other (i.e., the per liter fill CLIN is for any Dewar Sizes not specified in CLINs 1039-1044)?

A: The following language will be added to LIN 1046, 2046, 3046 and 4046: )minimum order of

10 liters? Additionally, column J, LIN 1046, 2046, 3046 and 4046 will be changed to “LT” to properly indicate liters.

16. Q: EDI – Do any facilities anticipate ordering via Electronic Data Interchange (EDI)? If so, which ones?

A: The facilities listed below anticipate ordering via EDI. However, please recognize that all facilities on this contract may begin ordering on EDI at some point during this contracts period of performance.

Facility Name EDI (Y/N)

Lexington Y

Louisville N

Memphis Y

Mountain Home Y

Murfreesboro/ Nashville N

Ann Arbor Y

Battle Creek Y

Chillicothe N

Cincinnati N

Cleveland N

Columbus N

Dayton N

Detroit N

Fort Wayne N

Indianapolis N

Marion Y

Saginaw Y

17. Q: Invoicing for Cylinder Fills – How will cylinder fills be invoiced (Just-in-time “A” PO or

Monthly “C” PO like the rentals as stated on PG 22 of 85, Para 15.1)? PG 22 of 85 addresses rental invoices but not fills (which leads offerors to believe this will be just in time fill POs as EDI is mentioned in the RFQ).

A: Orders for cylinder gas shall be submitted as “A” type PO’s with one order authorized by one

PO (JIT).

18. Q: PG 21 of 85, Para 10.10, 2PM cut off time for Routine Orders placed for next today delivery –

Will the VA revise this to 1PM local time?. If the VA utilizes just in time PO’s, the Prime

Contractor must QC each PO to ensure accuracy before processing the order with the subcontractor and this is not a simple, quick task especially if there are any errors. 2PM is feasible for invoicing fills as a monthly PO however with just-in-time this expands the duration of the ordering process.

A: The Government agrees to revise Para 10.10 of the SOW from 2:00 PM to 1:00 PM local time.