Response to Questions Attachment 10 - 36H79725R0004 UPDATED.xlsx
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- Solicitation number
- 36H79725R0004
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This document is a Response to Questions Attachment for Solicitation 36H79725R0004, detailing VA's Request for Proposal (RFP) for Radiation Therapy Systems and Accessories. The solicitation is for a ten-year contract (five-year base period with five-year option) issued by the VA National Acquisition Center, with multiple awards anticipated. Key details include pricing flexibility for vendors, such as the ability to create separate pricebooks for equipment and service, and annual price increases up to 10% per line item in accordance with FAR guidelines.
The solicitation covers medical equipment including Linear Accelerators, Stereotactic Radiosurgery Systems (SGRT), and related accessories. Vendors must submit final, FDA-approved systems in their price books by the solicitation closing date of April 11, 2025. Critical requirements include immediate (one-hour) reporting of security incidents, compliance with VA IT security standards, and providing estimated potential sales projections. Prospective offerors can submit questions to Taiye Adebowale and Leah Boyd by March 24, 2025, with the NAICS code 334517 applicable to this procurement.
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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) | No. 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. |
| 14 | Does this need to be filled in now with the solicitation or does it need to be completed upon award/request? | Attachment 1 - 36H79725R0004 - Appendix C: Conformance Checklist Page 39 | Please complete with the solicitation |
| 15 | DoD procurement requirements historically have been more stringent than VA. Do we have confirmation that VA is requesting vendors to conform to DLA’s Medical Marking Standard? | Attachment 4 – 36H79725R0004 Medical Marking Standard No 1D | DLA's Medical Marking Standard only applies to DoD and not the VA. |
| 16 | We currently have a BAA signed in September 26, 2024, do we need to submit another one, or can we just submit the current executed one? | Attachment 7 – 36H79725R0004 VHA National BAA Template Aug2023 | No. You can submit the current executed one. Please note that BAA's are reviewed every two years to determine the applicability and accuracy. |
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