MODIFICATION
R -- Warehouse Management Services
- Notice Date
- 5/17/2010
- Notice Type
- Modification/Amendment
- NAICS
- 493190
— Other Warehousing and Storage
- Contracting Office
- West Palm Beach VAMC - Department of Veterans Affairs Medical Center
- ZIP Code
- 00000
- Solicitation Number
- VA24810RP0339
- Response Due
- 5/21/2010
- Archive Date
- 6/20/2010
- Point of Contact
- Lois M Greene
- E-Mail Address
-
ct
- Small Business Set-Aside
- Service-Disabled Veteran-Owned Small Business
- Description
- This amendment provides the responses to questions submitted regarding Solicitation Number VA-48-10-RP-0339 Warehouse Management System (WMS). Due the clarification of many of the items in Section 2, the Government has decided to extend the closing date to May 21, 2010 @ 2:00PM. Another amendment shall follow with clarifications to the RFP that will help in the bidding of the solicitation. Question 1.Will the contractor be required to provide the wooden /plastic pallets during the period of performance? Answer: No Question2. On the Schedule of services, Specially Line Item 0002 (Warehouse Management System, Receiving, and Picking Services) it lists the unit of issue as 750 pallets. Does the Government require us to price this item as performing these services Monday through Friday throughout the entire period of performance? Answer: Yes Question3. How often will supplies under Line Item 0002 be delivered, if not daily? Answer: Product will only be delivered when it is ordered from the prime vendor. Question4. How often will supplies under Line Item 0002 be received to the contractor's facility? Answer: Product will only be delivered when it is ordered from the prime vendor. Question5. Does the Government only anticipate 2 emergency order deliveries throughout the POP? Answer: There isn't any way to estimate how many emergencies may be required during the POP. Therefore, the Government only used two because these supplies were already a cache concerned for emergency purposes. Question6. If the emergency delivery time is 24-48 hours, what is the average lead time for delivery to VA sites? Answer: The emergency delivery time is being modified to 24-28, with a lead time for delivery to VA sites of 2 hours. Question7.Where is the warehousing work being performed? The solicitation's SOW addresses an off-site storage facility while your FBO announcement states the following: "Place of Performance: ONE OF THE VISN HEALTHCARE FACILITIES;JAMES A HALEY HEALTHCARE FACILITY;VA MEDICAL CENTER;13000 BRUCE B DOWNS BLVD;TAMPA FL 33612 33410 USA Answer: It will be at the contractor's location within the Tampa area.. Question 8. In Section 1.0 of the SOW, the VA indicates that the contractor is "responsible for the pick-up, storage and distribution of -Medical/Surgical supplies in support of Veteran Integrated Service Network (VISN) 8 Healthcare facilities. "Is the contractor responsible for pick-up at American Medical Supply as well as the VA facilities on an as-need basis? If so, how many pickups and deliveries per day are anticipated? Answer: No Question9. Does the VA own the inventory being stored? Answer Yes Question 10. In Schedule B, the VA indicates that: "The Contactor will perform quarterly order stock rotation by pulling orders from the oldest available stock for any order received and replacing it with fresh product from VA inventory. A minimum six months shelf-life is required. "Are orders being placed on a quarterly basis if the stock rotation takes place quarterly? Can you provide the VA ordering procedures (i.e. through IFCAP, through the GIP)? What happens if the VA does not pull orders and the six month shelf life is exceeded? Along those lines, at what time segment does the contractor notify the VA of potentially expiring products? Finally, do the items being stored represent a 30 day supply? Answer:The contractor rotates and pulls orders out of stock. The contractor monitors stock and pulls items with shelf life that is getting close to six month of expiring. No, the items stored are not a 30 day-supply, it is a cache supply. Question11.You mentioned that the vendor will have a database to store and maintain the inventory. It is further stated that: "Contractor shall maintain an electronic database of all merchandise stored and cross reference this data with VA IFCAP numbers." Now the IFCAP systems maintains various flavors of control point numbers, whether it be requisition numbers, purchase order number, purchase card order numbers, stock (item) numbers (which should be consistent with the GIP). What IFCAP numbers does the VA expect the contractor to maintain in this database? Also if there's rotating of stock, there may be multiple IFCAP numbers associated with one line number. Wouldn't it be easier for the VA to grant access to the Contractor to its GIP system and identify the contractor's site as a separate "store" (similar to the GIP setup in the VA wards)? The COTR will then have real time access to inventory information at the contractor's facility. Answer:Due to recent security breaches, the contractor will not be granted access to the medical center's GIP system. The contractor must have the capability to accept orders from VISN 8 awarded Medical Surgical Prime Vendor via EDI, phone and fax for the VA product maintained within the Warehouse Management System. (WMS). Due to storage of supplies for several VA healthcare facilities, it is absolutely necessary for the contractor to maintain a separate database of all merchandise stored and cross referenced with VA IFCAP numbers by Facility and the VISN 8 Medical Surgical Prime Vendor item numbers. Information shall contain stock number, quantities on hand, packaging multiples, vendor information, and cost. Question12.Regarding the SOW: "distribution of -Medical/Surgical supplies in support of Veteran Integrated Service Network (VISN) 8 Healthcare facilities..."Will the contractor be responsible for the distribution of supplies to the various wards and stations within a VAMC? Or will delivery be made to a centralized loading dock at a VAMC and distribution will be the responsibility of the VA Supply Clerks? Answer No Question13.Can you clarify normal business hours: "The Contractor shall provide full access for VA personnel for warehouse inspection during normal business hours (7:00AM - 4:30PM, Monday - Friday)." A normal business day encompasses an eight hour period. Is the VA requiring that the contractor be available over a 9 hour period? Answer No, 8:00AM - 4:30PM, Monday - Friday Question14.Finally, can you clarify the exact turnaround for an emergency delivery? Schedule B dictates the following: The Contractor shall have the capability of delivering supplies within 24-hour notice 7-days a week on an emergency basis. The Contractor shall deliver specified supplies within 24 -48 hours to any of the requesting VA locations..." In the supplemental Word document, the VA dictates the following: " Item 0003 - Delivery of Supplies: The Contractor shall have the capability of delivering supplies 24-hours a day, 7-days a week on an emergency basis. Within a 24-hour notice, the Contractor shall deliver specified supplies within 24 - 48 hours to any of the requesting VA locations..." Is the VA requiring that after the 24 hour notice, the contractor will be responsible for delivery 24-48 hours after the notice (which makes it ultimately up to a 72 hour turnaround)? Also, there is a significant price difference between a 24 and 48 hour (or a 72 hour) delivery time. Can the VA be more specific as to the required emergency delivery time? Also, since the contractor is on a 24/7 notice, it may behoove the VA to require a 1 hour telephone response and a next business day delivery for emergency orders. AnswerThe emergency delivery time is being modified to 24-28 hours, with a lead time for delivery to VA sites of 2 hours. Question 15. Reference to the RFP in that the temperature can be no higher than 72 degrees. This really limits or eliminates a lot of good providers. Can you provide clarification? AnswerMerchandise will be stored in a temperature controlled environment at industry standards for medical surgical products to ensure product efficacy for shelf-lift is not compromised..
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