Amendment 0001 - Official Questions and Answers Q and A.docx

SOLICITATION AMENDMENT 0001

DEFENSE HEALTH AGENCY CONTRACTING ACTIVITY (DHACA) – CENTRAL DIVISION

SOLICITATION NO.: HT940726Q0001

TITLE: On-Site Steris Sterilization Equipment Maintenance and Repair Services LOCATION: 55th Medical Group (55 MDG), Ehrling Bergquist Clinic, Offutt Air Force Base, NE DATE OF AMENDMENT: October 13, 2026

AMENDMENT SUMMARY & PURPOSE

The purpose of Amendment 0001 to Request for Quotations (RFQ) HT940726Q0001 is to:

1. Publish Official Questions & Answers (Q&A): Provide formal Government responses to all vendor inquiries received prior to the question cutoff deadline.

2. Issue Revised Solicitation Attachments: Release updated versions of the Performance Work Statement and Clauses/Provisions:

· Attachment 1 – Offutt Sterilizer Maintenance Performance Work Statement_rev1

· Attachment 4 – Provisions and Clauses_rev1

3. Reconcile Evaluation Methodology: Formally reaffirm that the award methodology is Lowest Price Technically Acceptable (LPTA) in accordance with the RFQ and the updated Addendum to FAR 52.212-2. All previous conflicting trade-off text is deleted and superseded.

4. Reaffirm Submission Details: Confirm the quotation due date remains October 19, 2026, at 2:00 PM Eastern Time, and establish email submission parameters.

All other terms, conditions, specifications, and the closing date of Solicitation HT940726Q0001 remain unchanged.

SECTION I: ISSUANCE OF REVISED ATTACHMENTS

The following revised attachments are hereby incorporated into Solicitation HT940726Q0001 and supersede previous versions in their entirety:

1. Attachment 1 – Offutt Sterilizer Maintenance Performance Work Statement_rev1

· Reconciles Section 1.4.7 to reflect a response window of forty-eight (48) business hours during normal clinic hours.

· Updates Section 1.5.1.1.2 to clarify that unscheduled downtime begins only after the expiration of the 48-business-hour response window if the contractor fails to arrive on-site, measured during clinic hours (0730–1630, Monday–Friday).

· Standardizes the place of performance and removes conflicting ZIP code references.

2. Attachment 4 – Provisions and Clauses_rev1

· Updates Addendum to FAR 52.212-2 (paragraph 1.2) to reaffirm Lowest Price Technically Acceptable (LPTA), deleting conflicting trade-off language.

· Fills in the quotation due date as October 19, 2026, at 2:00 PM Eastern Time.

· Checks FAR 52.219-14 (Limitations on Subcontracting) under FAR 52.212-5(b)(23).

· Aligns internal references from "Statement of Work" to "Performance Work Statement."

· Corrects the attachment schedule table.

SECTION II: OFFICIAL QUESTIONS AND ANSWERS

CATEGORY A: ACQUISITION STRATEGY, SET-ASIDE & SUBCONTRACTING

Question 1: Will FAR 52.219-14 (Limitations on Subcontracting) apply to this award? If it does, may a small business prime contractor subcontract technical work to an OEM-authorized service provider, provided it stays within the 50% limit?

Government Response: Yes. FAR 52.219-14 applies to this total small business set-aside. In accordance with paragraph (e)(1) of the clause, a small business prime contractor may subcontract technical performance to an OEM-authorized service provider, provided the prime does not pay more than 50% of the total amount paid by the Government to concerns that are not similarly situated entities.

Question 2: Will the Government consider changing this acquisition to a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside?

Government Response: No. Based on market research and coordination with the Small Business Administration, the acquisition strategy is established as a 100% Total Small Business Set-Aside pursuant to FAR Subpart 19.5. Certified SDVOSBs qualify as small business concerns under NAICS 811210 / 811211 and are fully eligible and encouraged to submit quotations under the current set-aside.

Question 3: Can the solicitation designation be changed from a small business set-aside to open / unrestricted competition?

Government Response: No. The requirement remains 100% set aside for Small Business concerns. Large businesses are not eligible to submit a direct quotation as a prime contractor under this solicitation; however, large businesses may participate as subcontractors or teaming partners to eligible small business primes in compliance with FAR 52.219-14.

CATEGORY B: SOLICITATION ADMINISTRATION & SUBMISSION

Question 4: The synopsis header lists RFQ1836714 in some sections, while the PWS, pricing worksheet, and clauses reference HT940726Q0001. Which solicitation number should quoters reference?

Government Response: The sole, official solicitation number is HT940726Q0001. All quotation documents, pricing schedules, capability matrices, and email correspondence should reference HT940726Q0001.

Question 5: Please confirm the quotation closing date, time, and submission email addresses. Is there a maximum email file size, and may quotations be sent across multiple emails?

Government Response:

· Closing Date & Time: Confirmed. Complete quotation packages are due no later than October 19, 2026, at 2:00 PM Eastern Daylight Time (EDT).

· Submission Addresses: Quotations must be delivered electronically via email to:

· Contract Specialist: Matthew Mohon (matthew.w.mohon.civ@health.mil)

· Contracting Officer: Zachary Martens (zachary.martens.civ@health.mil / zachary.a.martens.civ@health.mil)

· Email Constraints: Inbound Government email servers limit message sizes to 10 MB per transmission. Submissions exceeding 10 MB may be transmitted across multiple sequential emails, provided each email is clearly marked in the subject line (e.g., "Quote – HT940726Q0001 – [Vendor Name] – Email 1 of 2").

CATEGORY C: EVALUATION METHODOLOGY

Question 6: The combined synopsis states that award will be made on a Lowest Price Technically Acceptable (LPTA) basis, while paragraph 1.2 of the Addendum to FAR 52.212-2 in Attachment 4 states a technical/price trade-off process. Which evaluation method will the Government use?

Government Response: The Government will evaluate quotations using the Lowest Price Technically Acceptable (LPTA) source selection methodology, in accordance with the RFQ and the updated Addendum to FAR 52.212-2 in Attachment 4_rev1. Award will be made to the responsible small business quoter whose conforming quote is rated Technically Acceptable with the lowest Total Evaluated Price (TEP).

Question 7: How is Technical Capability evaluated?

Government Response: Technical Capability is evaluated on a Pass/Fail (Acceptable / Unacceptable) basis across the criteria outlined in Section 7 of the RFQ:

1. Equipment Maintenance Capability: Attachment 3 completed for the covered inventory.

2. Technician Qualifications: Documented manufacturer training or verifiable commercial experience on the covered models.

3. OEM Parts & Technical Resources: Established supply pipeline for genuine OEM parts (or approved equivalents) and diagnostic tools.

4. Maintenance & Response Approach: Operational plan meeting the 48-business-hour response standard and quality control objectives.

5. All-Inclusive Rate Affirmation: Confirmation that all scheduled visits, PM kits, and corrective replacement parts are covered under the firm-fixed-price rate.

CATEGORY D: TECHNICAL SPECIFICATIONS & PWS CLARIFICATIONS

Question 8: PWS Section 1.4.7 requires a technician on site within 48 hours of notification, while Section 1.5.1.4.1 and the Program Performance Summary state 48 business hours. Which standard applies? How are notifications received outside normal clinic hours handled?

Government Response: The governing standard is forty-eight (48) business hours during normal clinic operating hours (0730–1630, Monday through Friday, excluding federal holidays), as reflected in Attachment 1_rev1. Any service notification received after 1630, before 0730, on weekends, or on observed federal holidays will be deemed received at 0730 on the next regular business day.

Question 9: PWS Section 1.5.1.1.2 states downtime begins when the Contractor is notified, while Section 1.5.1.4.1 states downtime begins at the conclusion of the 48th business hour. Which applies? Is the 95% monthly uptime measured across all covered systems or per individual unit? Are total operating hours based on clinic hours?

Government Response:

· Downtime Initiation: As updated in Attachment 1_rev1, downtime calculations begin at the conclusion of the 48th business hour if the contractor fails to arrive on-site.

· Measurement Basis: Equipment uptime (95%) is measured per individual equipment unit during clinic operational hours (0730–1630, Monday through Friday, excluding federal holidays). Scheduled routine preventive maintenance inspections do not count toward downtime.

Question 10: PWS Section 1.4 requires "only authentic, FDA-approved OEM parts," while the synopsis allows "OEM or approved equivalent parts." Are OEM-remanufactured or exchange assemblies, and equivalent parts approved in advance by Medical Maintenance, acceptable?

Government Response: Yes. OEM-certified refurbished, remanufactured, or exchange assemblies, as well as OEM-equivalent parts approved in writing in advance by the 55 MDG Medical Logistics / Medical Maintenance Department, are acceptable, provided they meet OEM functional tolerances, preserve safety/FDA compliance, and maintain equipment integrity.

Question 11: PWS Section 1.4.8 limits restoration to adjustments, approved replacement parts, or "minor repairs when extensive repairs are not warranted." Is replacement of major structural components (e.g., sterilizer chamber or jacket, steam generator pressure vessel, or washer chamber) included in the firm-fixed price? If a unit is beyond economical repair (BER), or parts are obsoleted by the OEM, will it be replaced under the FFP or descoped?

Government Response: The firm-fixed-price rate covers all preventive maintenance kits, routine replacement parts, wear items, valves, gaskets, sensors, piping, electronics, and labor associated with scheduled and corrective maintenance. In the event of a catastrophic structural failure of a major capital component (such as a cracked pressure vessel or chamber) where the unit is determined by the Government to be Beyond Economical Repair (BER), or if required parts have been permanently obsoleted by the OEM, the Government will descope/remove the affected equipment from the contract via bilateral modification rather than require the contractor to replace the capital asset under the firm-fixed-price service rate.

Question 12: PWS Section 1.4.1 requires certified OEM training on the specific models in Table 1.4. Do manufacturer-issued training certificates that specify the primary model series (e.g., "AMSCO 400 Series", "Reliance Vision", "AMSCO 7052HP", "IWECO5") satisfy this requirement for the specific configurations listed?

Government Response: Yes, confirmed. Training certificates or technical credentials identifying the primary model series or equipment line satisfy the technical qualification requirement for the specific unit configurations and serial numbers identified in PWS Table 1.4.

Question 13: Is this a follow-on requirement? If so, please provide the current contract number, installation dates of covered units, and the number of unscheduled repair calls over the past 24 months.

Government Response: This is a new standalone contract requirement for the Defense Health Agency (DHA); historical maintenance services for this facility were previously procured via decentralized base purchase orders. Detailed historical call logs and original installation dates are not centrally maintained; however, all equipment listed in PWS Table 1.4 is currently operational and actively maintained under routine maintenance cycles. Offerors should anticipate standard commercial failure rates for units of this type and age.

SECTION III: AMENDMENT ACKNOWLEDGMENT

To simplify quote submission and avoid unnecessary administrative burden, quoters may acknowledge receipt of Amendment 0001 through any convenient method:

· Acknowledging receipt in the quotation transmittal email;

· Noting receipt of Amendment 0001 in Volume II (Price & Administrative) of the quotation; or

· Submitting a quote that incorporates Attachment 1_rev1 and Attachment 4_rev1.

(Signing and returning a separate amendment document is optional and not strictly required for quote consideration).

END OF AMENDMENT 0001