HU000124Q0011 Questions and Answers.pdf
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- Solicitation number
- HU000124Q0011
About this file
This document is a set of Questions and Answers related to a Request for Quotes (RFQ) for a five-year Blanket Purchase Agreement (BPA) for mortuary services to support the Uniformed Services University's (USU) Anatomical Gift program.
The key details are:
- There was an incumbent performing these services under a previous contract number HU000118AET15.
- The requirements include receiving, cremating, and disposing of an average of 8 donors per month.
- Offerors are required to submit a technical quote and a completed price quote table (Attachment 2) per the RFQ instructions.
- Calls for mortuary services will be managed by the contractor, who must answer 24/7 to support the donor program. Calls below $30,000 will be made using Government Purchase Cards, while calls above $30,000 will use a DD Form 1449. The total monthly call volume cannot exceed $60,000.
- The contractor is responsible for providing body bags and witness of removal forms. Payment will be made at the individual task order level via Government Purchase Card or electronic funds transfer.
- All vendors must use insured vehicles approved for transportation of deceased persons and specimens.
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HU000124Q0011 Questions and Answers
1. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?
Answer: There was an incumbent performing these services. The previous contract number was HU000118AET15.
2. Could you please specify and clarify the required number of bodies to be disposed of and serviced daily, weekly, and monthly? This number will assist with providing a better pricing estimate for removal, transfer, and disposal service
Answer: We receive, on average 8 donors / month. We cremate PRN, about 4-5 month.
3. What are the expectations for RFQ submission? Can you provide an exact list of what is to be included in the offeror when submitting this quote? Do you want us to include any attachments, if so, what are they?
Answer: We are asking for a technical quote and a completed price quote table (Attachment 2). Please refer to the RFQ attachments for full details.
4. Please simplify the death calling system: how is it priced ( require clarification on the pay per call system and the above/ below $30.000 threshold )? Is the $30,000- $60,000 threshold monthly or annually? Is it pay per call, if so, how would that amount be determined if the offeror is going off the $30,000 threshold? How are calls expected to be answered (daily and during what hours )? How will calls be forwarded ( will the NOK call the contractor and we then forward the call to USU or vice versa )?
Answer: The $30,000.00 threshold refers to individual calls. Calls below this threshold will be made by the use of Government Purchase Cards (GPCs) by the Authorized Callers. Calls above this threshold will be placed via a DD Form 1449. Calls shall not exceed a total of $60,000.00 in a single calendar month.
The awardee manages the donor phone line. They answer 24/7, only accepting registered donors. All calls must be vetted thru ATL Director, as some callers ARE NOT QUALIFIED DONORS, or calls may be inquiring or non-death related. All mortuary services answer phones 24/7 to support the donor program. It is imperative that if the contractor accepts a donor, without verifying registration, USU is not responsible for the donor.
5. How do we verify that a donor is registered, what is the expected number of calls per day and per month? The delivery address, on the BPA instructions, is the address for delivering the deceased remains or are we to deliver an additional item or product?
Answer: Contractor asks for proof of acceptance, or wallet cards given when acceptance.
The delivery address is on BPA instructions, 4301 Jones Bridge Rd, Bethesda, MD 20814, donors are NEVER delivered elsewhere.
6. Will the contractor be paid monthly for tasks 1 and 2, if not, how will payment be disbursed?
Answer: No. Payment will be made at the individual task order level. Payment will be disbursed via GPC or electronic funds transfer.
7. Can you provide clarity to the term “Unit of Measure”? Does” Unit of Measure”, equal each body or each phone call? Does the contractor have to multiply each cost per body with the quantity of bodies and/ or calls to properly fill out the provided pricing sheet? If so, how does estimated 150 miles describe the scope of work to be performed in terms of pricing? Can we create our own pricing sheet?
Answer: Unit of measure is classified as body, specimen or cremation. Unit of Measure can describe covering phones for the month as well. We are asking that you complete our provided price quote table (Attachment 2).
8. Will ATL/ MDL provide body bags? If so, how will the contractor obtain this item. In addition, will ATL/ MDL provide the Chain of Custody forms? If so, how would the contractor obtain the forms?
Answer: Body bags are provided by the mortuary contractor. Quotes for transfer shall include body bag. The name of the deceased IS NOT TO BE WRITTEN on the bag.
Vendor is to provide WITNESS OF REMOVAL FORM, or internal form used to sign for donor, and TAGGED on long bone.
9. Are there any insurance required as part of performing this contract? What proof of insurance is required for the bid?
Answer: All vendors must use vehicles approved, inspected /for transportation of deceased, and / or specimens. All vehicles must be insured.
10. Are we to include a copy of our Reps & Cert’s in the bid as an attachment?
Answer: You may include a copy.
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