RFQ Amendment Courier MUSK VA 36C25924Q0755 0001.docx

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 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25924Q0755 09-12-2024

X X X

X This Request for Quote (RFQ) amendment 0001 for Courier Services for Eastern Oklahoma (Jack C Montgomery) VA Medical Center and outlying VA Clinics is to answer vendor questions pertaining to the RFQ.

a) See the following pages for a list of Vendor Questions and Answers.

b) See changed SOW 3. Delivery Schedule and B.3 Price Schedule towards the end of this document.

c) Quotes are still due by Thursday, September 19th, 2024, 12:00pm MT.

JUANITA STREET

COURIER for Eastern Oklahoma VA and outlying VA Clinics

VENDOR QUESTIONS AND ANSWERS

1. Is there an incumbent?

Yes, there is an incumbent.

2. Please clarify the estimated quantity on the price schedule for the Muskogee, OK VA Courier service contract. My interpretation of the current price schedule document is that you want me the contractor to come up with the estimate units required per month. Would you consider providing us with the estimated units required per year so that there is no misunderstanding when preparing the quote for this solicitation? For example, if the route requires service twice a day that route would require 520 units per year. If it only requires service once per day then that route would require 260 units per year. IF there is a leap year then you would get 261 units per year.

See Table Below for estimated round trips (weekdays) per year for each route (From December 1 to November 30 of the following year). The estimated quantity unit will remain at “per month” pricing. But the estimated annual trips (round-trip) is now listed in the price schedule.

The period of performance on B.3 Price Schedule is also changed to December 1 to November 30 of the following year. See updated B.3 Price Schedule towards the end of this document, following answers to all vendor questions.

All Round Trip and One-Way Trips per Year is ESTIMATED

ROUTE A

M-F Weekday Only (exc. Federal Holidays) No. of Round Trips per Year

ROUTE B

M-F Weekday Only (exc. Federal Holidays) No. of Round Trips per Year

ROUTE C

M-F Weekday Only (exc. Federal Holidays) No. of Round Trips per Year

ROUTE D.1

Fridays Only No. of One-Way Trips per Year

ROUTE D.2

Day Before Federal Holiday No. of One-Way Trips per Year

3. In regards to Route D2, does this mean that there are two separate trips happening on days before the federal Holidays? It seems that Route D1 would run right up until the federal holiday. Could you please clarify this?

D.1 Route is one way from Ernest Childers VA Clinic (Tulsa) to Jack C Montgomery (Eastern Oklahoma) VA Medical Center (Muskogee) on FRIDAYS ONLY.

D.2 Route is one way from Ernest Childers VA Clinic (Tulsa) to Jack C Montgomery (Eastern Oklahoma) VA Medical Center (Muskogee) the day before Federal Holidays (excluding Federal Holidays that are on Mondays).

There will never be an overlap between D.1 and D.2. There will never be two (2) one-way trips from Ernest Childers to Eastern Oklahoma on a Friday.

For Example: If a federal holiday falls on a Saturday, then the observed holiday will be on Friday. There will be no need for the D.1 route since the VA clinic will be closed on Friday. D.2 route is then in effect because there will be pickup on the day before the observed holiday (Friday); pickup would be Thursday.

This example also applies if the federal holiday is on a Friday. There will never be a pickup on Fridays for the D.2 route.

4. I have a question regarding pickup times. Do you know the earliest we could pick up from ECVAC weekdays? It says before 12:00 but in our experience the labs and other hospital areas are sometimes specific on what time they prefer.

The Pickup times in the Statement of Work (3. Delivery Schedule) is now clarified and corrected. The Pickup times have been changed to “At” from “By”. Pickup will be at the provided times and not by the provided times. See updated SOW 3. Delivery Schedule towards the end of this document, following answers to all vendor questions.

5. I am writing to inquire about the estimated contract value for Solicitation Number 36C25924Q0755_1, related to Pathology and Laboratory Courier Services for the Eastern Oklahoma VA Medical Center (Muskogee, OK) and surrounding VA Clinics.

The contract value will be the awarded value based on the awarded offeror’s quote, which has not been determined yet, therefore this information cannot be provided.

6. How much was the previous Award Amount?

The previous contract award amount was $319,313.40.

7. What was the cost of the final full option year of the previous contract?

The final full option year cost cannot be disclosed. Only the full contract award amount which is provided in #6 above can be disclosed.

8. One question I had was that it stated disabled set aside, but later said 100% disabled. I'm a 90% disabled veteran. Am I eligible for this contract?

This requirement is 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB). It is the responsibility of the offerors/contractors to check with Small Business Administration (SBA) to ensure they are eligible, registered and certified as an SDVOSB company.

9. How many drivers/vehicles are currently used to service the current contract?

This is proprietary information and cannot be disclosed. Each offeror and contractor must determine the number of drivers and vehicles to use to make the offer most cost efficient while also being capable of fulfilling the requirement.

10. What is the vehicle size currently servicing this location?

This is proprietary information and cannot be disclosed. Each offeror and contractor must determine the size of the vehicles that is most cost efficient in their offer while also being capable of fulfilling the requirement.

11. How many cubic feet of storage are required for transportation, and what is the maximum size and quantity of items to be transported daily?

The maximum size and quantity of items that will be transported daily is enough to fit a single tote/box/container with the approximate max dimension: 23 inches long, 13 inches wide, and 14 inches deep. The cubic feet of storage required for transportation should be enough to transport three (3) of these totes/boxes/containers with the above max size. The reason for three (3) is the need to accommodate the different temperature requirements of the items being transported. See Statement of Work for temperature requirements. Therefore, technically, you can be transporting three (3) of the totes/boxes/containers at one time.

12. Please clarify if the government will require the vendor to provide equipment (coolers, totes, locks, and temperature logs).

Please see the Statement of Work for Government and Contractor responsibilities. See information below copied and pasted from the Statement of Work, regarding coolers, totes and temperature logs. Contractor is responsible for providing the cooler or tote with a locking mechanism and daily temperature logs.

5. TEMPURATURE REQUIREMENTS FOR SPECIMENS: Contractor shall maintain proper temperature in vehicles. Contractor must provide large, insulated locking specimen transport cooler or tote that will keep contents secure and preserve specimens with a key or programmable combination lock. Cooler or tote shall maintain the required temperatures to be used for pickup and delivery of specimens. Contractor shall provide a daily temperature log and note the temperature at time of pickup and again at time of delivery.

13. What is the weekly, monthly, or annual estimated trip volume for as-needed trips in total, and/or as-needed trips per contract location, if any?

There are no as-needed trips in this requirement.

14. Regarding specific employees information: It is common practice for small businesses that the drivers, cars and other equipment used for a contract are not sourced until after an award has been made, for cost effectiveness and to reduce loss. However, we will be forwarding our standard Training Certificates-Procedures for your reference, is this information acceptable?

This RFQ (36C25924Q0755) does not ask for specific employee information from offerors. Any offeror can provide standard Training Certificates-Procedures as a part of their quote package. This is acceptable. As long as the rest of the information requested in the Addendum to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS, is provided.

3. DELIVERY SCHEDULE:

(All Times are in Central Time) ROUTE A – Roundtrip between JCMVAMC and MCVAC

Delivery: By 2:00pm (Same Day)

Delivery: By 4:00pm (Same Day)

ROUTE B – Roundtrip between ECVAC and BVAC

Delivery: By 2:00pm (Same Day)

Delivery: By 4:00pm (Same Day)

ROUTE C – Roundtrip between ECVAC and CVAC

Delivery: By 2:00pm (Same Day)

Pickup: At 2:00pm (after drop off from C1 Route. Pickup at same day & time at CVAC)

Delivery: By 4:00pm (Same Day)

ROUTE D – One-Way Trip FROM ECVAC and TO JCMVAMC

Delivery: No later than 6:30pm (Same Day)

Delivery: No later than 6:30pm (Same Day)

B.3 PRICE SCHEDULE

JCMVAMC – Jack C Montgomery (Eastern Oklahoma VA) - 1011 Honor Heights Dr. Muskogee, OK 74401 MCVAC – McAlester VA Clinic - 2 E. Clark Bass Blvd. McAlester, OK 74501 ECVAC – Ernest Childers VA Clinic - 8921 S. Mingo Rd. Tulsa, OK 74133 BVAC – Bartlesville VA Clinic - 3005 E. Frank Phillips Blvd, Suite 100, Bartlesville OK 74006 CVAC – Claremore VA Clinic - 3000 Medical Parkway, Claremore OK 74017

BASE YEAR: December 1, 2024 – November 30, 2025

ANNUAL QTY

Roundtrip between JCMVAMC and MCVAC 248 Round Trips (weekdays) per year

Roundtrip between ECVAC and BVAC 248 Round Trips (weekdays) per year

Roundtrip between ECVAC and CVAC 248 Round Trips (weekdays) per year

One Way Trip from ECVAC to JCMVAMC Fridays Only Friday, July 4th – holiday. ECVAC closed

One Way Trip from ECVAC to JCMVAMC Day before Federal Holiday unless holiday is on a Monday.

(New Year’s Day, Juneteenth, July 4th, Veteran’s Day, Thanksgiving Day, and Christmas Day) Veterans Day on Monday so no pickup.

BASE YEAR TOTAL

OPTION YEAR ONE: December 1, 2025 – November 30, 2026

ANNUAL QTY

Roundtrip between JCMVAMC and MCVAC 250 Round Trips (weekdays) per year

Roundtrip between ECVAC and BVAC 250 Round Trips (weekdays) per year

Roundtrip between ECVAC and CVAC 250 Round Trips (weekdays) per year

One Way Trip from ECVAC to JCMVAMC Fridays Only Friday, June 19th – Juneteenth holiday Friday, July 3rd – observed 4th of July holiday. ECVAC closed on both Friday holidays.

One Way Trip from ECVAC to JCMVAMC Day before Federal Holiday unless holiday is on a Monday.

(New Year’s Day, Juneteenth, July 4th, Veteran’s Day, Thanksgiving Day, and Christmas Day) Friday, July 3rd – observed 4th of July holiday, therefore pickup day before on Thurs, July 2nd.

OPTION YEAR ONE TOTAL

OPTION YEAR TWO: December 1, 2026 – November 30, 2027

ANNUAL QTY

Roundtrip between JCMVAMC and MCVAC 250 Round Trips (weekdays) per year

Roundtrip between ECVAC and BVAC 250 Round Trips (weekdays) per year

Roundtrip between ECVAC and CVAC 250 Round Trips (weekdays) per year

One Way Trip from ECVAC to JCMVAMC Fridays Only Friday, Dec 25th - Christmas holiday Friday, Jan 1st – New Years Day holiday Friday, June 18th – observed Juneteenth holiday. ECVAC closed on all of the above Friday holidays

One Way Trip from ECVAC to JCMVAMC Day before Federal Holiday unless holiday is on a Monday.

(New Year’s Day, Juneteenth, July 4th, Veteran’s Day, Thanksgiving Day, and Christmas Day) Friday, June 18th – observed Juneteenth holiday so pickup will be Thurs. June 17th.

Sunday, July 4th – observed Monday, July 5th therefore no holiday pickup.

OPTION YEAR TWO TOTAL

OPTION YEAR THREE: December 1, 2027 – November 30, 2028

ANNUAL QTY

Roundtrip between JCMVAMC and MCVAC 251 Round Trips (weekdays) per year

Roundtrip between ECVAC and BVAC 251 Round Trips (weekdays) per year

Roundtrip between ECVAC and CVAC 251 Round Trips (weekdays) per year

One Way Trip from ECVAC to JCMVAMC Fridays Only Friday, Dec 24th – observed Christmas holiday. Friday, Dec 31st – observed New Years Day holiday. ECVAC closed on both Friday holidays.

One Way Trip from ECVAC to JCMVAMC Day before Federal Holiday unless holiday is on a Monday.

(New Year’s Day, Juneteenth, July 4th, Veteran’s Day, Thanksgiving Day, and Christmas Day) Friday, Dec 24th – observed Christmas Day holiday so pickup on Thurs. Dec 23rd.

Friday, Dec 31st – observed New Years Day holiday so pickup on Thurs. Dec 30th.

Juneteenth on Monday so no pickup.

OPTION YEAR THREE TOTAL

OPTION YEAR FOUR: December 1, 2028 – November 30, 2029

ANNUAL QTY

Roundtrip between JCMVAMC and MCVAC 250 Round Trips (weekdays) per year

Roundtrip between ECVAC and BVAC 250 Round Trips (weekdays) per year

Roundtrip between ECVAC and CVAC 250 Round Trips (weekdays) per year

One Way Trip from ECVAC to JCMVAMC Fridays Only Sat, Nov 11th – Veterans Day. Observed on Friday, Nov 10th. ECVAC will be closed.

One Way Trip from ECVAC to JCMVAMC Day before Federal Holiday unless holiday is on a Monday.

(New Year’s Day, Juneteenth, July 4th, Veteran’s Day, Thanksgiving Day, and Christmas Day) Friday, Nov 10th – observed Veterans Day therefore pickup will be Thurs, Nov 9th.

Monday, Dec 25th and Monday, Jan 1st are both on Mondays so no pickup both days.

OPTION YEAR FOUR TOTAL