Response to Questions Attachment 10 - 36H79725R0004.xlsx
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- Solicitation number
- 36H79725R0004
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This file is a Response to Questions Attachment for Solicitation 36H79725R0004, detailing vendor inquiries and government responses for a Radiation Therapy Equipment Systems and Accessories procurement. The solicitation is issued by the VA National Acquisition Center for a five-year base period with a five-year option period, intending to award multiple contracts. Key details include allowances for service pricebooks, pricing adjustments up to 10% annually, and specific requirements for equipment and software submissions.
Notable clarifications address vendor requirements such as immediate incident reporting within one hour, mandatory FDA-approved systems in price books, and warranty terms beginning after clinical commissioning. Vendors must provide estimated potential sales, historical government sales data, and comply with VA's information security standards. The solicitation closes on April 11, 2025, with questions due by March 24, 2025, and is open to commercial providers of radiation therapy systems and accessories under NAICS code 334517.
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Sheet1
| ATTACHMENT 10 - SOLICITATION QUESTION MATRIX | ||||
| Please submit questions to Ms. Taiye Adebowale at Taiye.Adebowale@va.gov and Ms. Leah Boyd at Leah.Boyd2@va.gov. Due date for questions is March 24, 2025 at 12:00PM CT | ||||
| Question [Input by Prospective Offeror] | Reference -Specify document, page number(s), and specific section [Input by Prospective Offeror] *questions will not be answered with no reference. | Response to Question [Provided by Government] | Change to RFP based on Government Response [Provided by Government] | |
| 1 | Does the solicitation allow service pricebook and terms to be included? | N/A | Yes. The vendors may either place the service & maintenance in one pricebook or separate it into two pricebooks - one for equipment and one for service. | |
| 2 | C-RAD, INC. Modality Matrix Attachment 6 does not specify SGRT. Please notify if this product category will be partioned from the Linear Accelerator i.e. Stereotactic Radiosurgery Systems and Accessories. We strongly suggest this category be partitioned due to Linear Accelerator providers ability to bundle SGRT as part of Accelerator offer. Alternatively, please inform which column (sub-system) we should populate with C-RAD SGRT offering. | 36H79725R0004 | Attachment 6 modalities | We agree with you that SGRT Systems should be partitioned from Linacs. It is true that SGRT System is an add on to the Linac, but customers should be able to buy any SGRT System independently. | |
| 3 | In document 36H79725R0004 FINAL document, page 28, section XIII (d) Item Deletions, we need clarification on the following: “Note: Item deletions are not a substitute for item increase. If the vendor is found to have deleted an item only to add it again at a later time and at a higher price, that item will be denied, and a price book audit shall be conducted to ensure accuracy of the catalog. | |||
| In document 36H79725R0004 FINAL document, page 28, section XIII (d) Item Deletions | An item should not be deleted from the price book for the sole purpose of increasing the item price. Any item that is deleted from the price book and the same item later added at a higher price will be denied. | |||
| 4 | In document 36H79725R0004 FINAL document, page 80, PRICE(e), we need clarification on the following: “N (d) | ESTIMATED SALES : Vendors shall provide their estimate of potential sales, in dollars, under any Radiation Therapy Systems Program contract and a detailed basis for this projection. This should be broken out by Government Agency and if available, include summary of all historical Government sales over the last three years. | In document 36H79725R0004 FINAL document, page 80, PRICE€ | Please provide estimate of potential sales under any Radiation Therapy Systems Program, including other Government Agency. Please also provide a detailed basis for the estimate, seperating sales for each governmnent agency by columns. |
| 5 | Please advise on the CPI, can you please clarify the percentage or how that is calculated | In document 36H79725R0004 FINAL document, no specific page. | We could not find any mention of CPI in the final solication document. | |
| 6 | “VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements.” Can this be changed to “VA reserves the right to conduct scheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements.”? | |||
| Document: Attachment 8 - 36H79725R0004 FINAL – page 1 – d. | No. VA reserves the right to conduct unscheduled audits. | |||
| 7 | “The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). Can this be changed to “The contractor, subcontractor, their employees, or business associates shall immediately (within commercially reasonable time frame or 24 to 48 hours) report suspected security / privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). | Document: Attachment 8 - 36H79725R0004 FINAL – page 5 – 5.a. – Security Incident Investigation | No. The “one hour” requirement is a VA standard that all of OIT is held to. The Information System Security Officer is required to report suspected incidents within one hour to the Cyber Security Operations Center (CSOC). The VA is not flexible about that. | |
| 8 | Can this sentence be edited to include mutually agreed upon third party? |
“The contractor, subcontractor, and their employes shall fully cooperate with VA or third-party entity performing an independent risk analysis on behalf of VA.” Can this be changed to “The contractor, subcontractor, and their employes shall fully cooperate with VA or mutually agreed upon third-party entity performing an independent risk analysis on behalf of VA. "
| Document: Attachment 8 - 36H79725R0004 FINAL – page 6 – 5.a. – Security Incident Investigation | No | ||
| 9 | Are we authorized to do annual price increases up to 10% each year (2026, 2027, 2028, etc.) on each line item? | 36H79725R0004 FINAL, pages 48-49, C.2 52.216-2 ECONOMIC PRICE ADJUSTMENT-STANDARD SUPPLIES (NOV2021) | Yes, in accordance with FAR 52.216-2 Economic Price Adjustment-Standard Supplies. |
| 10 | Are we limited to only one 10% price increase on each line item for the life of the contract? | 36H79725R0004 FINAL, pages 48-49, C.2 52.216-2 ECONOMIC PRICE ADJUSTMENT-STANDARD SUPPLIES (NOV2021) | Each line item is subject to up to 10 percent increase and can be updated annually, in accordance with FAR 52.216-2 Economic Price Adjustment-Standard Supplies |
| 11 | What are vendors responsibility to provide service to equipment and/or software before the effective warranty period? | pg 11-13 - IX. GOVERNMENT INSPECTION, ACCEPTANCE, AND PAYMENT TERMS AND CONDITIONS | Please note that the warranty starts only after the equipment is accepted for clinical commissioning by the facility’s therapeutic medical physicist i.e. when a notice of readiness for inspection is sent. Prior to the successful installation of the equipment/system, the vendor is fully responsible for the safe and proper operations of the system and/or software. |
| 12 | Clarify "renewable" licenses or agreemetnts will be authorized. Provide examples of these renewable licenses. | Pg 19 (d.) APPLICATION SOFTWARE AND OPERATING SYSTEM REQUIREMENTS | Vendors software often use off-the-shelf software packages and operating systems that have licensing fees. We would like to ensure that licensing fee is included in the deliverables. Examples are, Microsoft Windows, Adobe, Microsoft Office, CITRIX, etc. |
| 13 | Is there a way for us to submit a response indicating that we have systems in development, even though they are not yet included in our price book? | N/A | No. All systems submitted in the price book should be final, complete and FDA approved. |
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