Frequent Vendor Questions.docx

Frequent Vendor Questions Note: Some vendor questions are similar that are slightly rephrased differently than other vendor questions, but the questions and the answers are the same.

1) Who is the incumbent?

Answer: There is currently no incumbent as this is a new requirement. Also, the information of the previous incumbent is irrelevant for this solicitation because the prior contract included various other services not included in this solicitation.

2) What was the previous/current contract# for this requirement?

Answer: Currently there is no active service contract. Also, the information of the previous incumbent is irrelevant for this solicitation because the prior contract included various other services not included in this solicitation.

3) What is the budget for this requirement?

Answer: The VA does not disclose the funding/budgeted amount for the requirement since this is an open market competitive solicitation. Therefore, we highly recommend for vendors to provide their best offer that they believe is competitive.

4) The Statement of Work (SOW) refers to a previous Asset Analysis. Can any of the initial asset analysis be provided to bidders before the proposals are due? This information could materially affect proposals by shedding more light on the work that has already been completed and what needs to be done.

Answer: The initial asset analysis was conducted in a way where there is not any cross over to these next steps. At the recommendation of the vendor who conducted an initial analysis as part of the SOW for optimization, we focused on optimization of trays by specialty by volume, with the highest usage of trays from the Ortho, cardio-vascular-thoracic, general, urology. This work has been completed, and we are relying on the vendor to conduct another separate analysis of current volumes/tray consumption which has changed over the last year to determine where we would gain the most value from reduction.

5) Did a phase 1 consultant help draft the phase 2 Scope of Work?

Answer: No, phase 2 scope of work came from the original language used for the phase 1 scope of work.

6) The SOW refers to a “Guaranteed 10% or greater reduction.” Were benchmarks set in phase 1, and then the reduction must be from those levels? Or will the selected contractor work with SLC VAMC to establish the initial numbers and then reduce from those levels?

Answer: Yes, this benchmark was set during the phase 1 optimization. We expect the same benchmark to be established for phase II and III.

7) Are there any anticipated changes to the service lines, procedures performed, new surgeons, or new operating rooms during the project’s expected timeline? If so, please describe the anticipated changes and timeline?

Answer: No changes are anticipated during the period of performance.

8) Within the scope of this engagement to optimize trays, does SLC VAMC want to include instruments in peel packs that are not present within the scope of trays for optimization? If so, can a description of the current peel pack process be given?

Answer: Peel packs are relied upon as a critical part of product management for supplying the OR. Generally, peel packs cannot be optimized, as they are single instruments, but in the event items are sometimes, but not always, needed for a procedure, deciding what peel packs should be available is very difficult and resource intensive to manage. This is where the vendor has supported us in phase 1, by clearly defining as a product of optimizing trays what additional items should be available and at what par levels.

9) Our system requires data exports* from the SLC VAMC internal systems to operate our platform. Can you assign resources to run reports from the following internal systems in order to onboard our platform with your data?

a. Tray Management System (i.e., SPM, Censitrac): tray contents (recipe)

b. EHR (i.e., Epic OpTime, Cerner): preference card data

c. Surgical Schedule *Exports cannot contain any PHI or HIPAA data and are delivered in Excel via email.

Answer: Yes, these reports are easy to run and can be done quickly from the instrument tracking system (Censitrac). We are not requesting any additional software or platforms, this is a resource that the vendor and only the vendor will use on their devices to facilitate the optimization workshop. If changes are made to tray requirements per procedure, the changes must be updated on the preference cards to ensure moving forward we are realizing the gain.

10) Our system requires Wi-Fi access with no installation of any software on your network for our data collection to be performed via our iPads perioperatively. On occasion at other facilities, there has been a need to request IT to “White List” the website address where our web-based portal is located to ensure the hospital firewalls do not restrict our iPads from connecting to our system through your Wi-Fi. Can SLC VAMC either add us to the “White List” before our project starts, or if during the project it is required, work with your IT department to get this established?

Answer: Yes, this was not a problem for previous vendors and does not need to be added to the “white list”. We can work with IT to get this established if it becomes an issue for the vendor that is selected.

11) Our company does not qualify as a Small Business under the current NAICS code (541690). Can the NAICS be changed to 339112 to allow for more opportunity for Small Businesses?

Answer: The NAICS code for this requirement cannot be changed to 339112 as that is a manufacturing-related code. This requirement is for services only and does not include the purchase of end-items, therefore a manufacturing NAICS would not be appropriate.