Amendment CS 36C25726Q0039 0002.docx

Questions and Answers- 36C25726Q0039

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Contract Specialist Rafael Rodriguez Rafael.Rodriguez2@va.gov

PLACE OF PERFORMANCE

1901 Veterans Memorial Drive

Temple TX

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

See Continuation Page- Amendment 0002

Amendment to a Previous Combined Solicitation Amendment to a Previous Combined Solicitation

Page 1 of

Amendment to a Previous Combined Solicitation

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)

None

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

TX 76504

To all Offerors/Bidders

36C25726Q0039

X

Title: Pharmacy Infusion Therapy Manager Software-Oncology

1. The purpose of this Amendments is to provide answers to all questions submitted by interested Vendors.

2. In addition, this amendment serves as a notification for the extension of responses' due date

3. New Response due date and time is 12-01-2025, Time 1:00 PM CT.

4. Please see continuation pages that include all the answers for questions submitted.

Rafael Rodriguez Contract Specialist

1. There appears to be two different solicitation numbers for this same opportunity---38C25726Q0039 and 36C25726Q0039---each with a different due date for offers, which is the correct one? Is the correct Offers Due date Nov 20 or Nov 26? An Amendment was posted clarifying this issue. The Correct due Date was 11/26/2025. A new response due date will be posted. New due date is 12/01/2025.

2. There is one primary site and a potential secondary site, and then others that could be considered as the POPs, however the requested type of mobile unit is a "no-wheels" unit. Neither a mobile, nor a transportable unit, can be at ground level and flush-to-surface entry, and both have wheels and are the same height from ground level. This type of mobile modular unit is not available. We are seeking a transportable PET/CT trailer-type system designed for relocation capability but intended for stationary use during operation. The unit must be a self-contained trailer-based structure that can be transported as a whole but does not require attached wheels or axles for placement or use.

This specification excludes fixed or modular PET/CT installations, which are constructed on-site or integrated into a building foundation. The intent is to obtain a transportable trailer PET/CT unit that allows relocation between facilities when necessary but remains in a stationary configuration once deployed.

3. Under the SOW terms it is mentioned that at the end of the contract all memory storage devices will remain in the possession of the VA, this will come at a considerable price and therefore not advisable, we would request that the drives be bleached instead, and the software does fall under the FAR as proprietary which exempts removal. However, we can remove them at a considerable cost. All hard drives that contain patient data will be removed by VA biomed after service/contract is complete.

4. Under the SOW it states the requirement of two patient injection rooms, typically mobile units consist of one patient injection room, a mobile unit with two injection rooms is not available. The requirement is for two injection rooms and there are vendors that offer this configuration.

5. Under the SOW it states the requirement of a hand washing sink in the mobile unit, all new mobile units do not include a sink, a unit with a hand-washing sink is not available. A bathroom and sinks are required and there are vendors that offer this.

6. Under the SOW it states the requirement of integrated restroom facilities, typically mobile units do not include integrated restroom facilities and the patients instead will use the facilities inside the building location, a unit with integrated restrooms is not available. A bathroom and sinks are required and there are vendors that offer this.

7. Also, you spec a new build system, can we say a system 1 year old or less? A new build allows the vendor to customize our needs/requirements.

8. I noticed there is no pricing table included in any of the documents, shall we make our own or will you be able to supply the pricing sheet? Please make a separated pricing table.

9. Is the site currently fully prepped for this modular building? The current site is being occupied by a Mobile MRI trailer that’s a 12x60. The only thing that will need to be added is the sewage lines that engineering is working on.

10. Are site photos available? Attached PDF

11. Are appropriate sanitary (water and sewer) hookups already on site? Engineering is adding this to the site and will be completed by the start date for PET/CT.

12. Based on the requirement of the 2 injection rooms, plus scanning room, and restroom facility - we believe the site should be a minimum of 12x60. Can the site accommodate that? What additional site prep needs to be accomplished to prepare for a larger modular building than the requirement calls for? The current site is being occupied by a Mobile MRI trailer that’s a 12x60.

13. Will the vendor or the government possess the RAM License (Radioactive materials license)? Yes, Temple VA has a Radioactive Material Permit and are currently performing PET/CT at the Temple hospital.

14. Will the PETCT ever be used for Diagnostic CT exams? No

· Would a CT power injector be needed? No

15. What is the expected annual patient volume? 1,300

16. Will the vendor or the government be responsible for the maintenance and upkeep of the modular building - HVAC systems, etc.? No, the vendor will assume the responsibility since the government will be only leasing the building and equipment. Any problems with the supplied building and equipment will need to be addressed/repaired by the vendor.

17.Could the Government please confirm the existing power service available at the Temple site (voltage, amperage, phase, and connection type)? 480V,

18. Does the VA have a maximum desired configuration (e.g., 12′ × 60′ or 16′ × 60′)?Both will work, as long as you guys provide a fit test based on our drawing (attached), the config we used was a 12x60 but note that it was an example setup, its possible that it can go over the grass but there is a curb to consider.

19. Can the VA clarify how often the unit is expected to be relocated during the contract? The unit will stay at the Temple facility for a minimum of two years and if a move is requested then a contract mod will be submitted to move it to the Austin OPC in which it will remain in that location for the remainder of the contract. Please add relocation fee as an option or include as part of SOW at zero cost.

20. Please confirm whether the VA seeks a modular building or a mobile/transportable trailer. The unit cannot be considered a fixed building and must be able to be relocated.

21. Would the VA consider structuring this as a 60-month continuous term, funded annually via task order, given the level of customization and capital investment required? This will remain a Open Market Procurement. 12 months for each year (Base plus 5 Option Years).

22. Should this viewing workstation be installed within the mobile unit or in the main facility? The viewing workstation will be for the VA physician and will be located in the facility at the Temple VA.

23. Would the VA confirm the Hot Lab configuration?

Example 1:

QTY Description 1 Table Top Shield PET Compact L Block 1 Cave Lead Brick 2” Lead 1 Cave Lead Brick Cover 3 Syringe Shield PRO-TEC PET 3CC Not needed 3 Syringe Shield PRO-TEC 5CC Not needed 1 Carrier Syringe 1/4” Lead Small Not needed 1 Forceps Forester Sponge Curved 9.5” Not needed 5 Sharps Container 2.2 Qt Round 1 Syringe Shield PRO-TEC PET 10CC Not needed 1 Capintec CRC-55TW Dose Calibrator & Well Counter (Wipes Test) Not needed 1 Rod Source Cs-137 0.5 µCi 5” Not needed 1 Rod Source Eu-152 500 nCi 5” Not needed 1 Reference E-Vial Source Ba-133 250 µCi Not needed 1 Reference E-Vial Source Cs-137 200 µCi Not needed 2 Reclining Injection Chairs (Large), 450-lb capacity 1 “Caution: Pregnant” Sign, 10” × 14” 2 PET Sharps Shield Containers

24. Would the VA like the mobile PET/CT unit to include a patient lift system, either ceiling-mounted or portable, to assist with transferring patients onto the imaging table? If so, does the VA have an OEM or model preference, and is there a minimum patient weight capacity requirement for the lift? A ceiling lift is not required but would definitely be a plus.

25. Would a 485-lb rated table be acceptable if it otherwise meets all functional and safety standards? 485 is acceptable.

26. Does the VA require a CT contrast injector for this PET/CT system? If so, please confirm whether there is a preferred OEM and whether the injector should be cart-mounted or ceiling-mounted within the unit. Not Needed

27. Will backup power be available for the modular unit, or should the vendor provide integrated backup power capability? We will not have backup power available, yes please include integrated backup power.

28. Does the VA require the vendor to provide an exterior awning or covered walkway? Not a requirement but would be nice.

29. Could the VA please describe the existing pad or placement area where the PET/CT unit will be installed (e.g., concrete pad, asphalt)? Photos or site drawings, if available, would also be helpful. Drawing attached. It’s a concrete pad (its not even, slight ramp).

30. Does the VA expect the vendor to provide an FDG injector (e.g., MEDRAD Intego), or will the VA supply its own injector? Not a requirement

31. Will the VA Facilities Management team assist with rigging, placement, and utility hook-ups, or should the vendor assume full responsibility for turnkey setup? Assume full responsibility for turnkey setup and bring all necessary tools/equipment as none will be provided. This includes moving the plates underneath current trailers and providing new plates as needed for setup.

32. Has the VA confirmed that these alternate sites are authorized to host modular or transportable units and that adequate electrical, water, and data connections exist? There is not another site at this time. Possibly a move to Austin will be discussed and contract mod requested if that move is approved.

33. Please clarify why the vendor is required to have a RAM license when the facility is managing, staffing, and retaining the radioactive materials. In a route, the contractor retains the radioactive material, staffs, and operates the equipment—this would require a license, as in the case of the recent route PET/CT contract. Usually, the VA's RSO manage and signs for the radioactive materials, and the lessor does not retain the license in that state instead the VA’s RAM license is used. Federal law-The vendor is required under 10CFR to have a RAM license for the possession of RAM. This includes sales

34. Please confirm whether the VA or the vendor will obtain the Certificate of Occupancy for the modular unit once installed. Since this is federal property, it’s not required.

35. Should the vendor plan for physical hard-drive turnover at contract end, or will an OEM-certified data wipe be acceptable? Some VAs prefer the OEM data wipe for the cost savings, while others prefer to retain the hard drives. Regulations allow for both, hence route contracts not turning over hard drives every time they leave the facility. Yes, the VA biomed will remove the hard drives with any patient data.

36. The solicitation is subject to standard FAR purchase terms and conditions, i.e. FAR 52.212-4. Will the Government permit offerors to include industry-standard lease provisions in their proposal that do not conflict with the FAR (for example, FAR 52.212-4), but that address matters not otherwise specified or contemplated by the solicitation, and that clarify how termination, non-renewal, and similar rights would be handled under the lease? The Vendor shall follow the Terms and Conditions of this Solicitation.

37. Who is the incumbent? This will be a new requirement. No current incumbent.

38. What is the current contract number? No previous Contracts

39. What are the additional VA sites that may be included? Please provide addresses.

Information provided in SOW.

40. How often and what frequency will the scanner need to be moved from the base location (Temple, TX) to the VA Austin Outpatient Clinic?

The unit will stay at the Temple facility for a minimum of two years and if a move is requested then a contract mod will be submitted to move it to the Austin OPC in which it will remain in that location for the remainder of the contract. Please add relocation fee as an option.

41. What power setup/ connections are currently in place at the facilities? May pictures be provided? It has 3/0 wire ran to it, so it can be up to 200 amps at 480 volts. I do not have pictures.

42 . What are the maximum size measurements for the mobile unit? There is currently a 12x60 mobile MRI in the space but maximum measurements would depend on the layout. Please see the site pdf. Please provide a fit test based on our drawing (attached), the config we used was a 12x60 but note that it was an example setup, its possible that it can go over the grass but there is a curb to consider.

43. Is there a concrete pad in place at the facilities? . Drawing attached. It’s a concrete pad (its not even, slight ramp).

44. May picture of mobile unit site area be provided? See PDF

45. How should pricing be presented? Monthly, Quarterly? Please refer to Combined Synopsis- monthly

46. Should site prep be priced separately? And delivery and moving the unit to different facilities priced separately? The unit will stay at the Temple facility for a minimum of two years and if a move is requested then a contract mod will be submitted to move it to the Austin OPC in which it will remain in that location for the remainder of the contract. Please add relocation fee as an option.

47. The SOW mentions the possibility of bringing to a secondary location, but also state the mobile must be "Stationary "NO Wheels" modular build." Can you clarify if this is supposed to be a mobile trailer or a fixed modular building? The unit will remain stationary but must be able to be relocated to an alternate location after a couple years. The plan is to have the unit stationed at the Temple campus but may need to be relocated to the Austin OPC after a few years. If the unit is relocated to Austin, it will remain in Austin for the remainder of the contract.

As for the “no wheel” question:

We are seeking a transportable PET/CT trailer-type system designed for relocation capability but intended for stationary use during operation. The unit must be a self-contained trailer-based structure that can be transported as a whole but does not require attached wheels or axles for placement or use.

This specification excludes fixed or modular PET/CT installations, which are constructed on-site or integrated into a building foundation. The intent is to obtain a transportable trailer PET/CT unit that allows relocation between facilities when necessary but remains in a stationary configuration once deployed.

48. Vendor indicate that a size 15’ x 75’ is needed to comply with the requirements.

Will this size trailer work in the space allotted? It fits on paper but the biggest issue is actually getting it to that spot, there’s quite a few turns to get to that area and it’s not easy, the 60ft trailers barely make it there without destroying the trees/signs/curbs, which the vendor will have to pay for to fix.

Vendor will have to propose a delivery plan with best routes and incur all costs for damage to the facility and assets.

Government recommends to schedule a Site Visit.

Please see map provided below.

See attached document: New PET-CT area.

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