W065--Solicitation Ohio Durable Medical Equipment (DME)

Amendment to Solicitation 36C25023R0032:

VAAR clause 852.219-75, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, is hereby removed from solicitation 36C25023R0032.

VAAR clauses 852. 215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JAN 2023)(Deviation), and 852.215-71, (October 2019), are hereby added to solicitation 36C25023R0032.

Section E.2 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) of solicitation 36C25023R0032, remove the subcontracting plan from Sub-Factor 1: Staffing plan, paragraph ii.

Section E.2.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021), of solicitation 36C25023R0032, remove paragraphs f and h from Factor 3: Price.

Section E.2.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021), of solicitation 36C25023R0032, Factor 4: revise VIP to VetCert.

Regarding Amendment 0002 (Questions and Answers) to solicitation 36C25023R0032, the following answers have been revised:

Question 3 response should read Subcontracting plans are not required as revised under Factor 1, Sub-Factor 1: Staffing Plan, paragraph ii

Question 4 response should read yes

No text or documentation on this page.

Prior Question - JB Units - Job JB Units are listed for each item number. It is our understanding that in the current contract, a Repair line item included a Trip Fee and an Hourly Rate. How are trip fees/travel time and labor to be reimbursed on this contract?

Prior Answer - Proposed pricing should include the estimated trip fee/travel time and hourly rate for the job, the line-item pricing will be fix price per job.

3/2/23- Please verify, our job rate for repair should reflect what our cost for multiple trips/travel time and labor, see below. Why must we get permission for a second trip as stated below if multiple trips are included in the job rate?

Current Response

3.5.5 The VA will place an order to initiate the evaluation and repair of equipment. This order will be inclusive of all labor related to the repair, including, but not limited to, travel time, repair time, and multiple trips. When possible, repair or replacement of items shall be done on the initial visit. If more than one trip is required, the contractor shall provide to the COR or designee written documentation as to the rationale of any additional trips, and the local area COR or designee will approve the additional trips, if warranted. Additional trips will be billed in 15-minute increments.

3.5.5 The VA will place an order to initiate the evaluation and repair of equipment. This order will be inclusive of all labor related to the repair, including, but not limited to, travel time, repair time, and multiple trips. When possible, repair or replacement of items shall be done on initial visit. If more than one (1) trip is required, the contractor shall provide written documentation as the rational of such trips to the local area COR or designee, and the local area COR or designee will approve if warranted. Repairs will be billed as a level 1, 2 or 3 repair based on the estimated level of complexity and resources required for completion of the repair.

The purchase order will allow for additional authorized job without the requirement for a new/additional PO. Vendors will be compensated based on the number of job/s and repair level rate required to complete the repair.

CLIN 0001 Standard Delivery

CLIN 0002 ATP Deliveries

CLIN 0003 Emergency Repair/Delivery Upcharge (to be used in conjunction with CLIN1 or CLIN2)

CLIN 0004 Level 1 Repair- Simple repairs that routinely take under 1 hour to complete.

CLIN 0005 Level 2 Repair- Moderately Complex repairs that routinely take under 2 hours to complete.

CLIN 0006 Level 3 Repair- Highly Complex repairs that routinely take greater than 2 hours to complete.

CLIN 0007 Emergency Repair Upcharge in conjunction with CLINS 4-6

3/2/23-The bid is based on a flat fee per job, how are we to determine a rate based on time (15-minute increments)? The only way to create a 15-minute increment price is if the initial rate is an hourly rate.

Current Response

Repairs will be billed in accordance with the CLINs and the service repair level identified to

complete the repair.

Prior Question - Emergency Deliveries There does not appear to be an Emergency Delivery line item. How are Emergency Deliveries going to be reimbursed since they often entail after hours care, overtime, etc. and are not a standard delivery ?

Prior Answer - CLIN 0004 and subsequent option years line items shall encompass delivery, set-up, and patient education of standard and high-end specialty DME as well as Repairs.

3/2/23- Please clarify, this response infers that we are to create an emergency job which would be all inclusive of travel time, labor, etc. We believe that CLIN 0004 should be a line item charge that should be billed in addition to CLIN 1, 2, or 3 when an emergency arises.

(Scenario) We receive an emergency High End Specialty repair. Our understanding of the response above, we would bill one line item CLIN 0004 which is all inclusive. According to the current contract this scenario would be billed on two different line items, the emergency hourly rate and the High End Specialty Trip/Job rate.

Current Response

Emergency deliveries will include CLIN 0003, emergency delivery, in addition to CLIN 0001, standard delivery fee.

Prior Question - Additionally, Section 3.5.3 indicates that parts for repairs are to be billed separately. Are you stating that labor and trip fees be billed separate from parts? Please explain in more detail.

Prior Answer - Proposed pricing should include the estimated trip fee/travel time and hourly rate for the job, the line item pricing will be fix price per job.

3/2/23- Please clarify, Section 3.5.3 indicates that parts for repairs are to be billed separately. Will a separate purchase order be issued for parts outside of the job purchase order? Meaning we will have two purchase orders for every repair that requires parts to complete the job?

Current Response

Parts are separate from this requirement. Parts must be submitted for approval by the COR and will be acquired as it is deemed appropriate by the COR.

Section 3.5.5 states that additional trips will be billed in 15 minute increments. What is the 15 minute increment be based on? Are you stating that Drive Time and/or Labor should be billed in 15 minute increments? ( or is this meant for labor & the second/return trip is being funded by the JB amount)?

Current Response

Repairs will be billed as a level 1, 2 or 3 repair based on the estimated level of complexity and resources required for completion of the repair. See revised paragraph 3.5.5 and the new schedule of line items. 15 minutes increments has also been removed.

Could you give me some direction on what equipment supplies you will be needing for the state of Ohio? I also understand that you will be needing these supplies contained in a specific storage area and maintaining, is that correct?

All DME will be government owned equipment.

Please clarify the requirement in the solicitation document 36C25023R0032, specifically regarding Factor 3 part g (page 70), which is related to Signed Attachments located within Section D.

Current Response

Only the documents that require a signature, the QASP and Past Performance Questionnaire.

Please clarify whether the contractor is required to sign and attach each document in the list of Section D, or whether we can submit a signed statement that includes the list from Section D.

Current Response

The required documents must be signed. ( QASP and Past Performance Questionnaires )

The solicitation, QAs posted 02/28/23 state that Factor 4 (Veteran s Preference) is to be included in Part 2. According to QAs, subcontractor names are to be redacted in Part 2. Factor 4 states the following:

Non-SDVOSBs/VOSBs: To receive partial consideration (PC) under this evaluation factor, the offeror must state in its proposal the names of the SDVOSBs and/or VOSBs with whom it intends to subcontract .

Please address this discrepancy?

Current Response

Redacted and unredacted are necessary. The redacted versions are necessary for fair evaluations. If you are in doubt submit a redacted and unredacted version. The redactions are to ensure a fair process.

Intentionally Blank

1.           Are there any page limitations related to the Part 2 Non-Price?

No

2.           Page 69 of the solicitation, Sub-Factor 1: Staffing Plan line-item i. states Describe the organization s senior leadership s experience with Durable Medical Equipment (DME). Are we to include the names of senior leadership in the narratives to address this requirement? Because the solicitation states that Part 2 shall contain no identifying marks, we are worried that leadership names may convey the company submitting the proposal.

No, just list the title and experience.Â

3.           Page 69 of the solicitation, Sub-Factor 1: Staffing Plan line item ii. states: Provide a list of sites that will be supported by direct hired employees and provide a subcontracting plan and identified sub-contractors . Then on page 70, Factor 3: Price, line-item h. states Subcontracting Plan, if applicable . Should subcontracting plans be included in both Part 1 and Part 2?

Yes

If a subcontracting plan is required to be submitted in Part II should all subcontractor names be redacted?

Yes

4.           Are contractors able to utilize subcontractors past performance for Factor 2?

No

5.           Please confirm that both Factor 3 and Factor 4 are to be included in Part 1 Price Response volume.

Factor 4 should be included in Part 2

6.           NAICS code 532283 (Home Health Equipment Rental). Since the government owns the equipment and there are no rental line items, the appropriate NAICS code is 621610 (Home Health Care Services). Consider revising.

No

NAICS 532283 was chosen for this procurement because it is more appropriate based on the services being provided (storage, deliver, and maintenance/repair of equipment).

7.           Price/Cost Schedule: The line item descriptions are not clear on what the government is requesting pricing for. Please add much more detail to the line item descriptions for clarity.

The line items do not require further detail, the requirement are spelled out in the Performance Work Statement. Please refer to paragraph Three.

8.           Price/Cost Schedule: The unit column lists JB for each line item. Consider changing the unit column to coincide with the terminology used in the PWS. i.e., trip, delivery, hour, etc

Job covers all aspect of the job related to each line item.

9.           Consider deleting this requirement: b. The technical proposal shall contain no identifying marks and nothing indicating the company name or any identifying product other than on the cover page. Â

No

JB Units - Job JB Units are listed for each item number. It is our understanding that in the current contract, a Repair line item included a Trip Fee and an Hourly Rate. How are trip fees/travel time and labor to be reimbursed on this contract?

Proposed pricing should include the estimated trip fee/travel time and hourly rate for the job, the line-item pricing will be fix price per job.

Emergency Deliveries There does not appear to be an Emergency Delivery line item. How are Emergency Deliveries going to be reimbursed since they often entail after hours care, overtime, etc. and are not a standard delivery ?

CLIN 0004 and subsequent option years line items shall encompass delivery, set-up, and patient education of standard and high-end specialty DME as well as Repairs.

PKI encryption is listed as a requirement but in the current contract, it is our understanding that many VA employees choose to use Microsoft 365 instead of PKI encryption. Is either system acceptable?

The contractor/subcontractor must store, transport, or transmit VA sensitive information in

a VA approved encrypted form, using VA-approved encryption tools that are, at a

minimum, FIPS 140-2 validated.

It is our understanding previous contract authorized repairs up to $500 without prior authorization. This Solicitation does not list an authorized dollar amount for repairs. How will this be determined ? This could cause unnecessary delay for veterans.

IAW the performance Work Statement paragraph 3.5.4 will be ordered and authorized by the COR. Therefore, authorization must be obtained prior to the repair.

For example, when a technician goes out for a Repair, they may determine that the problem is old batteries. Batteries are kept on board and can usually be replaced during the first Repair visit. Requiring an authorization will require the technician to submit for an approval, delay immediate resolution of the repair needs and charge the VA for a second trip.

Another example, when a technician goes out for a repair, they may determine that the problem is a minor part, example belt, limit switch or swingaway hardware, that are under $500.00 in VA cost. The time involved with quoting and submitting requests for authorizations -vs- immediate ordering of parts truly impacts the Veteran experience.

Additionally, Section 3.5.3 indicates that parts for repairs are to be billed separately. Are you stating that labor and trip fees be billed separate from parts? Please explain in more detail.

Proposed pricing should include the estimated trip fee/travel time and hourly rate for the job, the line item pricing will be fix price per job.

Section 3.5.5 states that additional trips will be billed in 15 minute increments. What is the 15 minute increment be based on? Are you stating that Drive Time and/or Labor should be billed in 15 minute increments? ( or is this meant for labor & the second/return trip is being funded by the JB amount)?

The job should be billed in 15 minute increments and all aspects related to the job should be included in the pricing.

How are authorized second/return trips to Veteran s homes for the completion of repair being paid for?

This will be paid for as a second trip under the repairs CLIN.

Section 3.5.6 requires the contractor to submit an estimate with the number of days anticipated to complete the repair. Many manufacturers have stopped providing estimated dates of shipment. How should this be handled?

When possible, the contracted vendor shall work with the manufacturer to provide an estimated date of delivery. However, when one is not provided, the contractor shall check on the status of the part weekly and provide an update to the ordering VA and affected veteran.

Section 3.5.6 states that the contractor should follow up on a daily basis until a response is received for a Repair estimate. Does this require the contractor to communicate daily to VA Prosthetic Reps?

Yes.

Section 3.12.1 states that the Government shall conduct background checks on all contractor personnel and that the Government makes the final decision on whether the employee can be hired? Is this the case?

Yes.

Records Management how long should records be kept?

Delete 3 years from the end of each fiscal year.

Please provide a complete description of what is included in JB FOR CLIN0003 REPAIR and CLIN0004 EMERGENCY REPAIR .

The requirements are spelled out in the Performance Work Statement. Please refer to paragraph Three. 3.5 and 3.6

The purpose of this amendment to extend the response date. The question period has closed all questions have been received. An amendment to answer the questions will be posted on or before 02/28/2023. The response date has been extended until 03/10/2023 at 1500 EST. No other changes have been made to the solicitation.**************************************************************

Contractor shall provide Durable Medical Equipment (DME) Delivery, Storage, and Maitenance for the state of Ohio and it's catchment area in accordance with the Performance Work Statement for the period of one base year and four option years.