R602--FY24: Home Delivery, Storage, and Inventory Management Services
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.... 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) 1 10 0001 None 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201 To all Offerors/Bidders 36C24823R0150 07-24-2023 X x 1 Amendment No. 0001 is hereby issued to provide answers to questions and request for information submitted by vendors. Wilfredo Perez Contracting Officer Page 10 of 10 AMENDMENT No. 1 SOLICITATION No. 36C24823R0150 Home Delivery, Storage and Inventory Management Services This amendment is hereby issued to amend Base Period, Period of Performance Star Date and provide response to questions and request for information submitted by vendors. Contract Base Period, Period of Performance is hereby amended to correct base period start date as follows: Start Date for the base period of performance is hereby being changed from 9/01/2023 to 10/01/2023 on Line Items 0001-0004. Due date for Proposal/Offer submittal remains unchanged. RESPONSE TO VENDORS QUESTIONS AND REQUESTS FOR INFORMATION Q.1. Would the Government consider extending the turn in date a few weeks? At this moment no, this is a time sensitive requirement, and the Government need is for performance to begin immediately upon award. As procurement process develops, it might be considered. Q.2. Who is the incumbent? Please provide the following information on the current contract: Contract Number; Contract Value; Contract Period of Performance; Number of vehicles by size and type currently used on the contract; Number of People specified in the contract by type and position; and Number of people actually working on the contract as well as their positions and certifications. Current contractor information may be requested and disclosed under Freedom of Information Act (FOIA) in accordance with 38 Code of Federal Regulations (CFR) 1.553(b). The VA accepts FOIA requests submitted by email. Email must be sent to SAJFOIA@va.gov . For additional information about FOIA regulations and procedures, please visit www.foia.va.gov Being a performance-based requirement, the Government expects Offeror to thoroughly review the PWS and submitted their best proposal based on their experience, and commercial practices following RFP. Therefore, the number of people and vehicles is to be determined by each prospective contractor. Q.3. Reference the Warehousing (Paragraphs 5.0 Service/Delivery Requirements and 6.0 Storage Facility and Climate Control, pp 12-13): a. Will the Government consider expanding the radius from the VA Facility for the location of the warehouse more than 10 miles? The radius was established to fulfill Government logistics needs; therefore, radius cannot be expanded. b. Does the Government require all materials be consolidated at the warehouse within 10 miles of the address provided, or can the contractor use additional warehouse locations around the island to store and initiate deliveries? Yes, it is the Government intent to have the required 8,000 sq. ft. of storage in one facility. c. Does the government require segregation of materials for this contract from other materials not owned by the government or in support of this contract? If yes, what are the requirements for segregation from other materials? Yes, paragraph 6.0 of PWS provides the details and specifications of the storage facility. d. Does the Government have a roster/listing of Items/Material of SKUs that will be stored in the warehouse? Once contract is Awarded additional detailed list will be provided. e. Is there a size requirement for refrigerated space? Or, what percentage of the min 8,000 sq ft needs to be refrigerated? See PWS 5.0 Service/Delivery Requirements paragraph 3 in which clarifies that refrigerated medications are to be picked up from designated facility pharmacy and the circumstances under which storage is permitted for a specific period of time, if for any reason adequate storage is not possible the refrigerated medication must be returned to the VA Pharmacy on the same date without compromising the integrity of the medication. f. Will the Government provide a list of items that require refrigeration? Items descriptions is provided on Price/Cost schedule line items, requirements of storage area climate control are available on PWS. What percent of the items being stored require refrigeration? See Price/Cost schedule for line items description and PWS 5.0 for refrigerated medications deliveries. To further clarify, for this requirement a refrigerated medication is defined as a prescribed medication that needs to be maintained at temperatures between 8 and 15 degrees Celsius (46 and 49 Fahrenheit). For delivery numbers, do the each quantities provided in the SOW equal: each delivery; each SKU; or each item? Each on Price/Cost schedule refers to one successful delivery of that type of item. Q.4. Para 3.0 (Description of Services) sub para 6 states if extraordinary circumstances arise the contractor may be required to provide services after normal duty hours, during weekends, (Saturday and Sunday) and holidays with prior authorization of CO and/or COR. Can the government please define extraordinary circumstances and/or provide examples? Examples of extraordinary circumstances include but are not limited to: Hurricanes, Pandemics, Presidential declaration of a one time or new permanent holiday (i.e. December 24th). Q.5. Para 5.0 (Service/Delivery Requirements) states Contractor shall be capable of receiving orders/prescriptions daily via electronic encrypted permission, facsimile transmittal and by traditional courier pick-up at the designated facility Pharmacy. a. Is this (electronic encrypted permission) a government provided application? Can the government provide any additional information on how exactly this will operate? No, electronic encrypted permission is not a government application. It refers to the capability of sending and receiving encrypted electronic communications such as emails. This type of electronic encryption is commercially available and commonly used by healthcare industry such as providers, pharmacies, laboratories and imaging centers to send and receive information i.e. Office 365 provides this type of feature. b. Will all 3 methods be utilized, and if so, how is the method to be used determined? Contractor shall possess capability for all three methods as they may all be needed to transmit orders/prescription securely. All three methods are part of the information exchange procedures and need to be in place as means of communication, the order of precedence is as stated: electronic encrypted permission, facsimile, and traditional courier. Being the electronic transmission of orders/prescription the primary mean of communications occurring daily. The specific usage and transitions from one to another will be covered upon award. Q.6. What does the Government estimate the value of inventory will be? We will need that for insurance purposes. For liability purposes, the average estimated value of the monthly inventory to be managed monthly is $300,000.00. Liability insurance shall provide coverage for a minimum of this amount. Q.7. Reference Deliveries (Paragraph 5.0 Service/Delivery Requirements, pp 12-13): a. How many home deliveries does the Government expect on a weekly, monthly and yearly basis? The volume and/or quantities are estimated, and the annual estimated quantities appear on each line item (LIN) of the Price/Cost schedule provided on RFP. b. What is the delivery frequency by region across the island? Frequency by regions are not available, as orders/prescriptions are processed per beneficiary, and they can relocate as needed on temporary or permanent basis. c. How many items are on an average individual delivery? How many deliveries are typically sent out in one vehicle on an average delivery day? Individual deliveries will vary on the number of items, they may contain a single product or both types of products (medical supplies and nutritional supplements), see price/cost schedule for description of line items. Also, the deliveries can be one single item or multiple quantities of the same item i.e. nutritional supplements delivery can be for a 30, 60 or 90 days supply, yet the amount needed for that period of time is dependent on the providers order (amount per day) for that specific beneficiary and that particular order. d. What are the number of deliveries per month over the last 4 years? For proposal/offer preparation prospective contractors shall use estimated quantities provided on RFP. e. How many of these deliveries are recurring and how often do they reoccur? The type of materials being deliver experience so many fluctuations and are dependent on so many factors that forecasting based on recurrency is not feasible for the government. The type of contract selected provides for estimated quantities with a guaranteed minimum. f. Para 5.0 (Service/Delivery Requirements) states Contractor shall contact the beneficiary to arrange for a designated service date . do all deliveries require this level of contact/coordination with the beneficiary or does this only apply to certain deliveries (i.e. pharmaceuticals, etc)? Please refer to PWS description on the home delivery services portion, as every order needs coordination to ensure successful delivery within the established timeline and compliance with delivery confirmation. g. Para 5.0 (service/Delivery Requirements) states A legible Delivery Receipt with patient s signature, typed name and delivery date is required. Is delivery receipt required for all deliveries, or does this only apply to certain deliveries (i.e. pharmaceuticals, etc)? As stated on PWS delivery receipt is required, and yes, all deliveries require a receipt. Q.8. Reference Personnel (Paragraphs 10.0 Access to VA Personnel, 11.13 Contractor Personnel, Disciplines, and Specialties and 11.14 Key Personnel, pp 19): a. Can the Government provide a list of Key Personnel for this contract, as well as their skills, experience, and credentials? The SOW does not appear to identify Key Personnel, unless the Government considers all personnel on the contract to be Key Personnel. If that is correct, we would request a list of Key Personnel by position, number, and certifications/skills. Key Personnel is not established by the government, as stated on PWS 11.14 it refers to the proposed key personnel the contractor intents to assign for the contract. b. Will the Government provide a list of personnel necessary for this contract, including the number of personnel by type and position as well as their skills, experience, and credentials? This is a performance-based contract, the Performance Work Statement (PWS) has been included, and the Government will not establish a number of personnel for the contract. It is up to the prospective Contractors to submit their proposed number of personnel based on the services to be performed which are described in the PWS. The Government expects Offeror to thoroughly review the PWS and submitted their best proposal based on their experience, and commercial practices following RFP. Q.9. Para 10.0 (Access to VA Personnel) states normal business hours 8:00am 4:30pm, Monday Friday), however Para 11.11 (Service Hours) states contractor is expected to perform services under this contract between the hours of 7:00am and 7:00pm, Monday Friday can the government please advise which is correct? PWS 10.0 Access to VA Personnel refers to the Government employees i.e. Program Manager, COR and designated staff with duties related to this contract business hours, section also describes the possible visits outside of those hours. On PWS 11.11 Service Hours Contractor is expected to perform services between the hours of refers to the range of hours available for the contractor to perform the delivery services, as the participants have been made aware that home deliveries are to be coordinated and conducted within those hours. Q.10. Refence Historical Data for this opportunity: a. Does the Government have an historical weekly/monthly/yearly schedule of deliveries from the current incumbent or other Government records? We would be interested in the number and frequency of deliveries, the size of the deliveries, how the deliveries break out by region, and any seasonal differences. Price/Cost schedule presented contains the annual estimated quantities for preparation of offer/proposal. The type of contract selected was based on the difficulty to forecast a specific quantity per period. b. Does the Government have an historical schedule of deliveries over a year for understanding of the types/amounts of material to be stored? This schedule / record of deliveries will assist us to determine the number of personnel and vehicles necessary for the contract. Type of materials to be stored are described in the PWS and the specific amount of space has been established. Estimates of quantities have been included in the Price/Cost Schedule. The number of vehicles and personnel to be included in proposal are to be determined based on the information provided, each prospective contractor shall carefully examine the information provided and develop their best approach. c. Does the Government have an historical roster of the personnel on this contract including the number and type of personnel, their skills, experience, and credentials? Information of this nature is part of the current contract administration file and not to be shared with other than the contractor. The prospective contractor shall prepare its proposal/offer based on the PWS and estimated quantities provided. The current contractor approach in terms of employees and organizational structure information is not to be made public. Any other information regarding existent contract can be requested by submitting a FOIA request. Q.11. Reference Submission of a Response to this Proposal (From SECTION E - SOLICITATION PROVISIONS E.1 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAR 2023) and SPECIFIC INSTRUCTIONS TO OFFERORS REGARDING PROPOSAL SUBMISSION AND BASIS FOR AWARD, pp 83-90): a. In Paragraph 2 under SPECIFIC INSTRUCTIONS , is there a limit to the number of pages for any of the separate Parts that are turned in (Technical, Past Performance, Price)? No, RFP does not mention a limit of pages because there is no specific limit for each part. It is highly recommended to submit a complete and concise response. b. In Paragraph 2, Subparagraph 1).iii., Subfactor 2- Management Approach and Key Personnel, it states, Prospective contractor shall submit a list, matrix, or organizational chart cross-referencing proposed individuals who will be working under the contract, by name and trade/occupation. Does the Government expect contractors to provide a list/matrix/organizational chart of every person the contractor proposes for the contract, as well as personnel qualifications statements, to include work experience, education, training, professional certifications, and licenses for all proposed individuals. ? Yes, response shall comply with the requested information on proposed personnel to be assigned under contract. c. In Paragraph 2, Subparagraph 1).iii., Subfactor 2- Management Approach and Key Personnel, it states, Any data entry operators, clerks, order fillers, warehouse specialists, drivers, and forklift operators must possess at a minimum three (3) years of experience performing such occupation. Will the Government consider personnel with less than 3 years experience? Experience of personnel has been stated to be part of the subfactor requirement, and evaluations will be conducted as stated on solicitation. d. In Paragraph 2, Subparagraph 1).iv., Subfactor 3- Storage Facility and Climate Control, it states, Prospective contractor shall provide evidence that (it) possess(es) a storage space of a minimum of 8,000 square footage located within a ten (10) miles radio from the VACHS available for site visit as part of the evaluation process. Does the Government understand possess to mean own and/or lease? Yes, possess refers to contractor owned and/or leased space. e. Will the Government consider a wider radius (more than 10 miles) for the placement of the warehouse? The radius was established to fulfill Government logistics needs; Therefore, radius cannot be expanded. Q.12. Will there be a site visit to proposed warehouses prior to award? Yes, a site visit will be conducted as stated on Evaluation Factor 1- Technical Capability, Subfactor 3- Storage Facility and Climate Control paragraph. Q.13. Could you confirm the volumes that were used for the RFP? Are these volumes based on actual information or are they based on modified expected volumes? The estimated quantities are an average from the previous contract minimum and maximum quantities. However, they are estimated, and the volume/quantities will vary. Q.14. On section 9.0 Access Control Log can you provide more information as to what exactly will be required here? Is it a log of those who enter the VA area or is it to the warehouse? It refers specifically to the area designated for VA products/supplies are stored. Q.15. Customer satisfaction survey twice a year- how and when? The satisfaction survey on PWS 11.1 Performance Improvement/Quality Control section is used as an example of a quality control program assessment method, yet contractor shall present their proposed quality control plan with the tools and methods that will be utilizing to measure the quality of their services. PWS calls for a semi-annual report presenting the findings/results of the quality control program, those dates are to be established upon award. Q.16. Key Performance Indicators (KPI s) presentation, how and when? QASP PWS 11.2 Performance Requirements Summary (PRS) Matrix, Method of Surveillance/Quality Assurance Surveillance Plan is displayed in a table format. The various surveillance methods to be used are mentioned in 11.2.2. However, to ensure specific measurable performance objectives are clearly stated the matrix will be revised, and any changes will be provided on a follow-on amendment. Q.17. Individual alarm access, please be specific? PWS 10.0 Access to VA Personnel mentions access via individual keyed entry , and that is about contractor availability to facilitate access to VA personnel to the area were supplies/products are stored during hours other than those noted as business hours, in case needed. As explained on that section, appropriate communication will take place to coordinate any access outside of normal business hours or during emergencies. Q.18. Working hours? PWS 11.11 refers to the range of hours available for the contractor to perform the delivery services, as the participants have been made aware that home deliveries are to be coordinated and conducted within those hours. Q.19. Signature of acknowledgement and acceptance of VA ROB? Upon award a Business Associate Agreement (BAA) will be signed between awardee and the government covering the specific information to include the rules of behavior (ROB) training and acknowledgement form provided by the government. Q.20 In case we hire subcontractors to perform some of the duties (i.e. independent carriers) required on the contract, would we need to apply the Labor Determinations to those companies as well? Yes, Service Contract Labor Standards (SCLS), and Executive Order (EO) 14026 are applicable to this contract and subcontracts at any tier. Contractor service employees and subcontractors are both govern by SCLS and EO. For further clarification on FAR 22.001 definition of service employee and DOL implementation of those standards, contractors may contact US Caribbean District Office, Wage and Hour Division located at T-Mobile Center, B-7 Tabonuco Street, Guaynabo, PR, phone: (787)775-1947 or 1(866)487-9243 Q. 21. On section 13.0 i the contractor is required to have firewall and web services security controls that meet or exceed VA s minimum requirements. Could you please provide these? Additional information has been requested and will be provided on a follow-on amendment. Q.22. On Section 5.0 the RFP makes reference to pick up of products from the VA designation, yet we did not see where we can include the applicable rates for these pickups. In reference to PWS 5.0 mention of pick-up at the designated facility Pharmacy on the first paragraph, and then again on paragraph 6 of the same section as picked up from the VA designated location it refers to refrigerated medications that are to be picked up from VA Pharmacy. Line Items are based on type of product/supply to be delivered, the per item (each) price shall be an all-inclusive rate.
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