Attachment 4 - Q and A responses.pdf

FA481426Q0028 Government Responses to Request for Information

1. Who is the incumbent?

Crown Based Services LLC

2. What is the current contract number?

FA481424C0004

3. I would like to know if there are any pre-bid meetings, site visits, or clarification deadlines associated with this solicitation.

The deadline for clarifications has passed answers to all questions will be posted in 1 amendment by the government. It is not currently planned to have any post-award meetings but coordination for a meeting can be made after award.

4. Please confirm whether there will be any transition period or phase-in period between award and the start of performance.

There will be a 2-week transition period as outlined in the PWS.

5. Please confirm whether the Government expects a single dedicated driver and vehicle for all scheduled runs, or whether the contractor may use multiple qualified drivers and vehicles so long as all PWS requirements are met.

This contract is for non-personal courier services. The government does not dictate how services are performed as long as the requirements are addressed within the evaluation factors and the requirements of the PWS are met.

6. Please confirm whether subcontracted performance is permitted under this solicitation, provided the prime contractor remains fully responsible for contract performance and compliance.

Sub-Contracting is not prohibited.

If subcontracting is permitted, are there any specific Government approval, notification, or documentation requirements for proposed subcontractors prior to award or at time of performance?

The prime contractor remains fully responsible for contract performance and compliance.

7. Please confirm whether base access for contractor personnel and vehicles will be coordinated by the Government after award, or whether the contractor is expected to independently manage all access requirements.

Base access for contractor personnel and vehicles will be coordinated by the Government after award. The Government will assist with base access processing.

8. Please clarify whether the contractor is required to possess any specific licenses, permits, certifications, or bonding related to transport of pharmaceuticals, laboratory specimens, blood products, or dry ice at the time of quote submission, or whether these may be obtained prior to performance start.

The contractor must be certified and/or bonded to carry pharmaceuticals, lab/blood products, and dry ice at the time of performance. Specific certifications (e.g., OSHA, HIPAA) are required, but these may be obtained prior to the start of performance.

Training needs to be OSHA required Department of Travel and Hazardous Material training for transporting and handling bloodborne pathogens and dry ice.

9. Please confirm whether the required transport containers, coolers, and temperature-monitoring equipment are to be fully contractor-furnished.

No, government will supply the required transport containers and coolers. No temperature-monitoring equipment is required.

10. For the unscheduled courier requests described in the PWS, please confirm whether the two-hour response requirement begins at time of Government notification or at another defined point.

The two-hour response requirement begins at the time of Government notification.

11. Please confirm whether unscheduled runs should be separately priced, built into the fixed monthly pricing, or addressed in another pricing format.

Please see CLIN Structure in the RFQ. Unscheduled runs are separately priced.

12. Please clarify whether the historical estimate of one to three unscheduled requests per month is the best available usage estimate for pricing purposes.

Yes, the historical estimate of 1–3 unscheduled requests per month is the best available usage estimate for pricing purposes.

13. Please confirm whether the Government will provide any historical workload data, such as average number of stops, specimen volume, medical record volume, or frequency of special handling requirements.

The Government has not provided detailed historical workload data such as average number of stops, specimen volume, or medical record volume. Only general estimates

(e.g., 1–3 unscheduled runs per month). The items transported do not exceed the vehicle requirements identified within the PWS.

14. Please confirm whether all pickups and deliveries will remain limited to the locations identified in the PWS, or whether additional on-base or off-base locations may be added during performance.

The PWS specifies that pickups and deliveries are limited to the locations identified.

However, additional on-base or off-base locations may be added during performance if requested by the Government as long as it aligns with the language of the PWS.

15. Please clarify whether the requirement for a vehicle with at least 200 cubic feet of cargo capacity and 46 inches of cargo height is a strict minimum for every vehicle used under the contract.

The requirement for a vehicle with at least 200 cubic feet of cargo capacity and 46 inches of cargo height is a strict minimum for every vehicle used under the contract.

16. Please confirm whether temperature logs or chain-of-custody records must be submitted routinely to the Government, and if so, at what frequency and in what format.

PWS has been updated to provide information of chain of custody records. No temperature logs are required.

17. Please clarify whether the technical submission should include a formal quality control plan and staffing plan as separate attachments, or whether those elements may be incorporated into the technical narrative.

The Instruction’s to offerors can be found in 52.212-1, and evaluation for award 52.212-2 and their addendums.

18. Please confirm whether the Government intends to make award without discussions.

The government always retains the right to award without discussions.

19. Please confirm whether there are any page limits, formatting restrictions, or preferred file naming conventions for quote submission beyond those stated in the solicitation.

Only restrictions are those posted.

20. Please confirm whether proof of certification and/or bonding to transport pharmaceuticals, lab/blood products, and dry ice is required at quote submission or only prior to start of performance. The PWS requires that capability, but the solicitation does not clearly say when proof is due.

Proof of certification and/or bonding to transport pharmaceuticals, lab/blood products, and dry ice is required 15 days prior to the start of performance, not necessarily at quote submission.

21. Please confirm whether offerors should enter CLIN 1001 and 1002 pricing themselves, or whether the Government will derive those amounts from CLIN 0001 and 0002 as stated in the note and evaluation language. The RFQ language is a little awkward on that point.

CLIN 1001 and 1002 Pricing will be filled out by the government, if you’re trying to figure out the total we will estimate it will be 50% of what is in 0001 and 0002 pricing.

22. The solicitation references “Outreaching Community Partnership Clinics” limited to the local Tampa area, including (but not limited to) Tampa General Hospital (2 Columbia Dr., Tampa, FL 33606).

Yes, the solicitation references "Outreaching Community Partnership Clinics" limited to the local Tampa area, including Tampa General Hospital (2 Columbia Dr., Tampa, FL 33606).

23. Can you please confirm whether these unscheduled runs would originate from Sabal Park Clinic to Tampa General Hospital and from MacDill AFB Clinic to Tampa General Hospital? Additionally, is there a defined mileage radius for these unscheduled routes?

Unscheduled runs may originate from both the Sabal Park Clinic and the MacDill AFB Clinic to Tampa General Hospital. The miles radius is 30 miles from the MacDill AFB Clinic.

24. Certification and Bonding Specifics: PWS Paragraph 1.1.6 states the Contractor must be "certified and/or bonded" to carry pharmaceuticals and lab/blood products. Could the Government please specify the exact certification or license required (e.g., Florida Department of Health COOP, specific Pharmacy Wholesale/Distributor license, or a specific commercial bond value)?

• Hazardous Materials Training IAW 49 CFR 172.704

• Hazardous Material Transportation Training Certification IAW 49 CFR 173.134

• Health Insurance Portability and Accountability Act (HIPAA) Training certification in accordance with (IAW) the HIPPA Privacy Act

• OSHA Bloodborne Pathogens Training certification IAW OSHA’s Bloodborne Pathogens Standard (29 CFR 1910.1030)

25. Government-Furnished Equipment (Containers): While PWS Paragraph 3.1 states the Government will provide refrigerant packs, it is unclear who provides the primary temperature-controlled transport containers (coolers/boxes) required to maintain the three distinct temperature ranges specified in PWS 1.1.10–1.1.12. Please clarify if the Contractor is expected to provide these specialized containers or if they are Government-furnished.

The Government will provide refrigerant packs and the temperature-controlled transport containers.

26. Vehicle Capacity and Volume Requirement: PWS Paragraph 1.1.7 requires vehicles to be capable of storing 200 cubic feet and 46 inches in height. Could the Government clarify if this 200 cubic foot requirement must be met by a single vehicle per run, or if it represents the total cumulative volume for the three daily scheduled runs combined?

The 200 cubic foot requirement must be met by a single vehicle per run, not as a cumulative total for all runs.

27. Unscheduled Run Geographic Scope: PWS Paragraph 1.2.1(c) defines "Outreaching Community Partnership Clinics" as being "limited to local Tampa areas to include, but not limited to, Tampa General Hospital". To ensure accurate and competitive pricing for CLIN 0002, please provide a specific mileage radius from MacDill AFB or an exhaustive list of potential delivery locations.

The PWS limits unscheduled runs to local Tampa areas, including Tampa General Hospital.

28. Pricing Instruction Contradiction: The RFQ Addendum (b)(ii) states that CLINs 1001 and 1002 (6-Month Option) will be "fill out by the Government after Quotes are received". However, Factor 1 Price evaluation instructions state "Vendors will be required to submit pricing for a six-month extension of services". Please clarify if offerors should leave these CLINs blank or provide pricing in the Volume II submission.

Yes, the vendor will provide pricing for CLINs 0001 – 0002 the CLINs 1001- 1002 will be evaluated by the government as half the pricing giving in the base year. The cumulative total of all CLINs is what will be evaluated by the government.

29. Staff Immunization Requirements: The RFQ Addendum (e)(v) mentions "immunizations" as a requirement for personnel qualifications. Could the Government provide a specific list of required immunizations (e.g., Influenza, Hep B, MMR, COVID-19) to ensure these costs are accurately captured in our staffing plan?

This will be removed in our amendment.

30. Transit Time Constraints: PWS Paragraphs 1.1.3–1.1.5 specify that total transit time for immunizations must not exceed two hours. Does this two-hour window include the pickup time across the multiple on-base locations identified in Section 1.1.1, or does it apply strictly to the drive time between the MacDill AFB Clinic and Sabal Park Clinic?

The two-hour transit time applies strictly to the drive time between the MacDill AFB Clinic and Sabal Park Clinic, not including pickup time.

31. Are there any changes in the previous scope to new one?

Yes.

32. Are there any post-award submittals that we should be aware of? If so, could you please provide the relevant information?

The post award requirement for this contract is a quality control plan, which is outlined in the PWS revision.

33. I would like to know if the contractual agreement referenced by the RFQ No.

FA481426Q0028 would pay its Contractor based on which frequency of pay? Would it be every month? Or at the conclusion of one year of service (excluding the potential 6-month extension)?

The contract is Firm-Fixed-Price, and payments are to be made monthly based on performance.

34. Are the three daily scheduled runs intended to be completed as a continuous loop by a single driver throughout the day, or as separate dispatches requiring multiple drivers at different times?

This is a commercial services contract. The government does not specify how the requirements are met. As long as the requirements in the PWS are met, the contractor can choose how to meet them.

35. Can the Government confirm the expected average daily volume to ensure appropriate vehicle capacity planning?

The Government has not provided specific data on average daily volume. Contractors should plan based on the PWS requirements.

36. For unscheduled runs, does the two-hour response time begin at the time of notification or at the time of driver dispatch?

The two-hour response time begins at the time of Government notification.

37. Are there any specific base access requirements or lead times that contractors should account for prior to contract start?

The Government will assist with base access processing for contractor personnel and vehicles.

38. Equipment Responsibility: PWS 1.1.10 states the Government provides refrigerant packs. However, 1.1.5.5 mentions the return of "empty containers/coolers." Can the Government confirm if the insulated medical transport containers (coolers) are provided by the Government, or is the contractor required to furnish specialized medical-grade totes?

The government will provide the insulated medical transport containers (coolers).

39. Vehicle Access & Parking: To ensure compliance with the strict delivery thresholds (SS #1), will the contractor be authorized to utilize "Official Use Only" or designated loading zones at the MacDill Pharmacy and Sabal Park locations?

The contractor may use designated loading zones at MacDill Pharmacy and Sabal Park locations to meet delivery thresholds.

40. Unscheduled Volume (CLIN 0002): Is the quantity of "36 Jobs" intended as a guaranteed minimum for the base year, or is it an estimated ceiling for evaluation purposes?

The quantity of "36 Jobs" is an estimated ceiling for evaluation purposes, not a guaranteed minimum.

41. Transition & DBIDS: Given the specific vehicle and driver requirements, will the Government provide a sponsorship letter for DBIDS background checks immediately upon award to ensure zero service interruption on the contract start date?

The Government will provide a sponsorship letter for DBIDS background checks upon award.

42. Specimen Packaging: PWS 1.1.10 says items are "packaged by the Government."

Does this include the secondary leak-proof bagging for bio-specimens, or is the contractor responsible for providing biohazard bags and absorbent materials for transport?

The Government packages specimens, including secondary leak-proof bagging. The contractor is not responsible for providing biohazard bags.

43. Pickup at MacDill AFB Clinic: Should all outgoing items be collected from one location, or from each specified drop site?

All outgoing items should be collected from the specified drop sites within the MacDill AFB Clinic or Sabal Park.

44. Deliveries at Sabal Park Clinic: Are deliveries made to a single location, or to the specific rooms listed? If multiple locations, will boxes be labeled for each room?

Deliveries are made to specific rooms listed in the PWS. Boxes will be labeled for each room.

45. Certifications: Are HIPAA and BBP training sufficient, or are additional certifications required?

• -Hazardous Materials Training IAW 49 CFR 172.704

• -Hazardous Material Transportation Training Certification IAW 49 CFR

173.134

• -Health Insurance Portability and Accountability Act (HIPAA) Training certification in accordance with (IAW) the HIPPA Privacy Act

• -OSHA Bloodborne Pathogens Training certification IAW OSHA’s Bloodborne

Pathogens Standard (29 CFR 1910.1030)

46. Unscheduled Deliveries: Will these occur during the week or on weekends? If during the week, and pickup is from the same location as the scheduled route, can it be combined with the scheduled route, or is an additional driver required?

Unscheduled deliveries occur during weekdays. If pickup aligns with a scheduled route, it may be combined.

47. Owner-Operator Status: I plan to operate this contract as an owner-operator and drive personally. I have a 2022 Sprinter van and over 3 years of experience in the transportation and delivery industry. Am I allowed to operate under these conditions?

The government does not specify personnel requirements as long as the contractor is found to have met the requirements of the technical factors and are able to meet the requirements of the PWS.

48. Payment: What is the payment method for this contract?

Invoicing and Payment will be done through Wide Area Workflow

49. Does the government require a specific pharmaceutical transport license or bond under Florida state law, or is the PWS requirement satisfied by general commercial insurance coverage for medical cargo?

The PWS requirement may be satisfied by general commercial insurance coverage for medical cargo, but specific state licenses may also be required.

50. What is the anticipated contract start date following award?

The period of performance will begin after award receipt.

51. Will the government assist the contractor with expedited base access processing for driver credentialing given the operational tempo requirement?

Yes, the Government will assist with base access processing.

52. Is the vehicle required to remain on-site between scheduled runs, or may the contractor depart the installation between runs?

The vehicle is not required to remain on-site between scheduled runs.

53. What is the preferred method for documenting and reporting temperature excursions during transit?

Temperature monitoring is not required.

54. Can the contractor use a leased or rented cargo van, or must the vehicle be owned by the contractor at the time of quote submission or award?

There is no current restriction on leased vehicles, but the vendor must always have a vehicle available to perform the transportation.

55. For the vehicle requirement of 200 cubic feet of storage with 46 inches of height, is that a strict minimum requirement for the vehicle used to perform the contract?

Yes, the 200 cubic feet and 46-inch height requirement is a strict minimum.

56. For unscheduled runs, should pricing be quoted as a flat per run/job, or is there another pricing method the Government prefers?

Unscheduled runs should be quoted as a flat per run/job rate unless otherwise specified.

57. Is there a separate quote submission email address for proposals, or should the quote be sent to this same email address?

Same as the RFQ.

58. For transporting refrigerated and frozen items, are temperature data loggers required, or will manual temperature logs be acceptable?

The PWS does not mandate temperature data loggers.