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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 17, 2015 FBO #4922
DOCUMENT

Q -- Medical Surgical Prime Vendor Pre-Solicitation Notice Amendment A0002 - Attachment

Notice Date

5/15/2015
 

Notice Type

Attachment
 

NAICS

339112 — Surgical and Medical Instrument Manufacturing
 

Contracting Office

U.S. Department of Veterans Affairs;Strategic Acquisition Center;10300 Spotsylvania Ave;Fredericksburg VA 22408
 

ZIP Code

22408
 

Solicitation Number

VA11915R0025
 

Response Due

2/6/2015
 

Archive Date

6/14/2015
 

Point of Contact

Primary: Lance.Belcher@va.gov
 

Small Business Set-Aside

N/A
 

Description

Questions and Responses Medical Surgical Prime Vendor (MSPV) Program Pre-solicitation Notice for Request for Proposal (RFP) VA119-15-R-0025 Please Note: Answers are related to the official Solicitation, not the draft Solicitation submitted under the Pre-Solicitation notice. 1.Will all contract purchases be paid by Electronic Funds Transfer (EFT) and not by purchase cards? Government's Response: All orders will be placed and paid in accordance with Section B.6, paragraph 11.20, "e-Catalog", of the Statement of Work (SOW). 2.Are Offerors able to submit the offer on Flash Drives instead of non-rewritable CD's? Government's Response: The Government does not allow for flash drive submittal. Reference Section E.1, Paragraph 1, "Electronic Proposal Submission", to ensure the proposal is submitted in accordance with the solicitation. 3.Does the socio economic factor of SDVOSB or VOSB enter into the evaluation process? Government's Response: Socio economic status and Small Business participation commitment are evaluation factors addressed in the solicitation. Reference Section E. 1, "Instructions to Offerors", and Section E.22, paragraphs 1, "Basis of Award" and 3.3, "Socio-Economic Evaluation Approach" of the solicitation. 4.In past MSPV solicitations VA had several (Veterans Integrated Service Networks) VISNs set-aside for Small Business ONLY. Is it the intention of the Government to have full and open participation and to let every award be made strictly on the merits of the offeror's proposal? Government's Response: The solicitation encourages small business participation; however, this requirement is not specifically set-aside for small business. Reference Block 10 of the 1449 and Section E, paragraph 4.2, "Socio-Economic Factor", for additional information. 5.Is the awarded Offeror allowed to distribute non-contract items under any contract resulting from this pre-solicitation? Government's Response: The MSPV(s) shall not ship any medical/surgical supplies not listed on the Government provided master listing of medical/surgical supplies. This listing provides the Government approved medical/surgical supplies and their pricing for inclusion in the electronic catalog. Reference Section B.6, paragraphs 2.8 and paragraph 2.9 of the SOW. 6.Is the Government interested in receiving: a. Proposals that can significantly reduce the overall costs (distribution fees and product costs) to the VA? b.Offers that will improve reporting, fill rates and access to data about the supply chain? c.Offers that will provide Value-Adds over and above what the requirements that are listed on the pre-solicitation? Government's Response: Reference Section E.22, Paragraph 1, Basis of Award." 7.Will all contract purchases be paid by EFT and not by purchase cards? Government's Response: Reference question #1. 8.If the Prime Vendor brings stock in at the request of the facility, the Prime Vendor would expect that the facility would purchase Prime Vendors stock before switching products. Does this restrict that process? Government's Response: Reference Section B.6, paragraph 11.3 Buy-back requests. 9.Do unadjusted fill rates apply reference core items only? Government's Response: Reference Section B.6, paragraph 11.7, "Unadjusted Fill Rates" and Section B.6, paragraph 10, "Product Substitutions". 10.Is the following referencing core contract items only? Does the RFP scope of work apply to just contract products unless open market is specified as well? Does the RFP exclude items never ordered before or rarely purchased by a facility? Government's Response: Reference Section 18.1, "Fill/Kill". 11.Will pricing for contract items be paid by EFT and not by purchases cards? If purchase cards can be used for payment on contract products, can a charge for accepting this payment method be inserted in the pricing grid? Example: The Drop ship fee that we would use might result in a loss if we had to accept payment by a purchase card, as we would be charged the merchant fees. Government's Response: Reference question #1. 12.In regards to MSPV territories: Are we still bidding on VISNs or will it be regions? They are both mentioned in the RFP. If Regions, will they be pre-determined and identified in the final RFP or will they be determined after you see with VISN's distributors are bidding on? Government's Response: Reference Section E.22, paragraph 1, "Basis of Award." 13.Recommendation from potential Offeror: Allow facilities to order open market products from any MSPV, so they can price shop to be sure you are getting the best price without having to go through long approval processes. Government's Response: Reference Section B.6, paragraphs 2.8 and 2.9 of the SOW. 14.May I/we provide an offer on less than all of the 21 VISN's such as one or two VISN's? Government's Response: Reference Section E.22, paragraph 1, "Basis of Award." 15.Does the socio economic factor of SDVOSB or VOSB enter into the evaluation process? Government's Response: Reference Section E. 1, "Instructions to Offerors", and Section E.22, Paragraph 1, "Basis of Award" of the solicitation. 16.Does VA intend to award to a Primary and an Alternate MSPV per VISN? What exactly does this mean and how would this actually function? Government's Response: Reference Section E.1, "Instructions to Offerors" and Section E.22, "Basis of Award". 17.Volume IV - Paragraph 4.3 - Will this require potential MSPV's in their offers as well as successful awarded MSPV's to not only submit a Small Business Participation Commitment but to also implement this and maintain it after the award? This is something not currently being done so it appears to be a change? Government's Response: Reference Section E.1 paragraph 4.1, "Price and Socio -Economic Factor" and FAR 52.219, Alternate I. 18.Is it the intention Government to make one award for all of the VISN's or will each VISN be awarded separately? Government's Response: Reference Section E.22, paragraph 1, "Basis of Award". Is the awarded Offeror allowed to distribute non-contract items under any contract resulting from this pre-solicitation? Government's Response: Reference Section B.6, paragraph 2.8 and 2.9. 19.While our organization can support most of the product categories in section 2.3.1, some of the categories require special handling (biologicals, etc.). Will the MSPV have the ability to charge handling fees to support these non MedSurg type categories? If so, we will need clear definition on which categories would fall under the MSPV distribution fee, and which categories could contain a separate handling charge. Government's Response: Reference Section B.6, paragraph 2.3.1. 20.In section 2.6 you provide a definition for DME. Can you please supply a similar definition for RME? Government's Response: Reference Section B.6, paragraph 2.6. 21.Can you please explain how orders defined in section 2.11 are different than CBD and LUM requirements outlined in the rest of the pre-solicitation? Government's Response: Section 2. defines the Government's "Scope" of need. Reference the entire SOW for the specifics of CBD and LUM.. 22.If we are not allowed to charge the MSPV distribution fee for drop ship orders under this requirement, are we allowed to charge the drop ship fee outlined in pricing template? Government's Response: Reference Section B.6, paragraph 2.11. and paragraph 21 of the SOW. 23.Can the role of distribution coordinator be served by customer service? Government's Response: The Distribution Coordinator must perform in accordance with requirements of the SOW. Reference Section B.6, paragraph 2.11 24.In section 2.9, what constitutes pre approval? Government's Response: Reference Section B.6, paragraph 2.9. 25.Section B.6, paragraph 5 states the price for medical and surgical supplies furnished is exclusive of the distribution fee in the cost of the product. Currently, customers have the option to have the MSPV distribution fee embedded into the product. Will this still be an option under this new contract? Government's Response: Reference Section B.6, paragraph 5.0., "Price Structure". 26.In sections 5.3.1 and 5.3.2, the "time of delivery" notes that it will be indicated on the delivery order. Does this mean that delivery times may be different order to order? A consistent and mutually agreed delivery time will help to ensure an efficient supply chain. Government's Response: Reference Section B.6, paragraph 11.10, "Order Lead/Delivery Times". 27. In section 5.6 Alternate MSPV(s), it indicates that backup MSPV's may be awarded. Will a distribution fee price be solicited for the role of Alternate MSPV? In the current DOD PV contract, the backup PV distribution fee is a flat percentage, different from the primary distribution fee. Government's Response: Reference Section E.1, paragraph 1, sub paragraph g and Section E.1, paragraph 4.1, "Price Factor". 28. Is the intention that emergency orders are applicable to both Core/Recurring and Non-Core/Non-Recurring items? Government's Response: Reference Section B.6, paragraph 5.7, "Emergency Deliveries." 29.Section 11.2 indicates minimum order quantities will be less than 2% of the total number of facility unique line-items provided to the facility. What course of action should the MSPV take if a FSS contract holder imposes a minimum order requirements, as this this will directly impact this performance metric. Government's Response: Reference Section B.6, paragraph 11.2, "Minimum Order Quantities." 30.Section 11.3 indicates acceptable performance for buy-backs are less than two individual product buy-back requests per facility per fiscal year. What steps will VA take to ensure that VHA facilities do not request unique inventory that is not fully depleted? Government's Response: Reference Section B.6, paragraph 11.3. 31.In section 11.5, is the expectation that the MSPV will enforce/police VHA facility compliance with standardization? Government's Response: Reference Section B.6, paragraph 11.5, "Approved Source Utilization." 32.Will the SAC be providing lists of item that compete with standardized items to the MSPV to accurately identify lines not filled from VHA approved source contracts? Government's Response: Reference Section B.6, paragraph 11.12, "Alternate Medical/Surgical Supplies Offered for Stock-outs" and Section B.6, paragraph 10, "Product Substitutions". 33.Please clarify the following for section 11.6: a.What is the intention of the item dollar value being listed? What role (if any) does the item dollar value listed for A, B and C items play in stocking requirements? Government's Response: There are no dollar values provided in section 11.6. b. For "C" items, please clarify the statement "Bringing and keeping these items in stock will likely be based on criteria other than demand". Stocking of an item is typically dictated by the demand of an item. Government's Response: C items shall have immediate availability when required, replenishment challenges (i.e. out of production). For example, C items may be stocked for contingencies. b.Please define the difference (if any) between Core and Recurring items. Government's Response: Recurring Medical/Surgical Supplies are ordered at least once. Core list medical/surgical supplies are medical/surgical supplies for which there is at least one demand per month. Recurring items may not be core items (i.e. core is a subset of recurring). Reference Section B.6, paragraph 9.1. and Appendix B, "Definitions". d. Our Commercial practice for Core items is a minimum of two turns of demand per month. Would the SAC consider adopting this commercial standard? Government's Response: Reference Section B.6, paragraph 11.6., "Partial Shipment of Recurring Demand Medical/Surgical Supplies". 34.Please confirm that it is your intention to calculate Fill Rate from section 11.7 by orders filled. Commercial practice is to calculate fill rates by line. Also, please confirm that customer demand spikes (greater than 110%) are not considered in the fill rate calculation. Government's Response: Reference Section B.6, paragraph 11.7, "Unadjusted Fill Rates". 35.Please clarify how the E-Catalog from section 11.20 will interact and interface with the VHA's EDI system, MSPV electronic web ordering system, and manually placed orders. At what frequency will the catalog be updated? Government's Response: Reference Section B.6, paragraph 11.20, "E-Catalog" and paragraph 5.0., "Price Structure". 36.Please clarify if the requirement in section 12 for notification of manufacture backorders via EDI is via order confirmation (855), or via another EDI method. Government Response: Both 855 and EDI apply. 37.From section 15, please define what situations would constitute the MSPV's fault for stock outages. Who makes the determinations? There have been many documented situations where a FSS or National Contract holder will indicate to the MSPV that the item is MBO, but communicate to VHA facilities that the item is available. Government's Response: Reference the Section B.6, paragraph 15. 38.In section 16.3, please define what is meant by "forecasting capability". Government's Response: Demand forecast refers to weighting factors that are applied to past purchases to predict future needs by reports (data will be provided to the MSPV(s)). See Appendix B, page 57. 39.In section 17.2 the order cut-off time for EDI orders is 12pm (facility local time). The VA MSPV has historically required VHA facilities to place EDI orders prior to 10:30am (facility local time) to ensure that the order is received by the MSPV before 12pm (facility local time). Will this be taken into consideration? Government's Response: Reference Section B.6, paragraph 17.2, "Order Cut-off Time". 40.From section 21, please define what situations would be determined to be the "negligence of the Government". Government's Response: "Negligence of the Government" has been removed. Reference Section B.6, paragraph 21, "Drop Shipments". 41.Please provide clarification on section 29.1. a. Typically Prime Vendors only setup vendors and materials when customer demand is present. Does the SAC expect catalog items to be setup without customer demand? Section 3.0 appears to indicate that the "MSPV shall expand its product database to include product suppliers for products required by the facilities". Government's Response: Reference Section B.6, paragraph 3, "Objective". b. This section indicates that new product additions must be loaded no later than 5 days after notification by the CO. However, section 3.0 indicates that the MSPV has 30 days to add subsequent products required by designated facilities. Please clarify. Government's Response: Reference Section B.6, paragraph 29.1. 42.Please clarify that the requirements to from section 34.1.2 are for core/recurring items only, not usage. Government's Response: Reference Section B.6, paragraphs 2.8 and 34.1.1 through 34.1.4. 43.Please clarify the requirement outlined in section 34.1.4. Is the MSPV required to have all items the facilities request available within the first 120 days at 100%? Government's Response: Reference Section B.6, paragraph 34.1.4. 44.For Puerto Rico, will the SAC allow the MSPV to separately invoice for freight charges where the FSS suppliers contracts are FOB destination within the Continental United States? Government Response: No. Reference Section paragraph 5.0, "Price Structure". 45.Will there be any ability to offer alternate proposals? Government's Response: An Offeror may submit multiple proposals; however, it shall comply with the solicitation. All proposals shall be submitted in accordance with the solicitation. Reference Section E.1, "Instructions to Offerors". 46.Reference SOW: 11.5 Approved source Utilization. "Reports shall include a detailed, itemized list by facility of all requirements obtained through the MSPV that were not filled from VHA approved source contracts" - Does this refer to "open market" items purchased? Government's Response: Reference Section B.6, paragraph 11.5, "Approved Source Utilization". 47.pg 83 and pg. 87 refer to "teaming arrangements". Can you please describe and give a few examples of how they might be used to fulfill the requirements of the MSPV contract? Government's Response: Offerors are responsible for providing proposals to best meet the Government's requirements as provided in the solicitation. Reference the solicitation for details of the requirement. 48.Also, pg. 83, Past Performance factor. It reads like you are looking for performance as it relates to government contracts (pg. 84 sec. 1) Are you interested in that contract performance, or will you use the customer evaluations already submitted by our VA customers? Government's Response: Reference E.1, paragraph 3, "Volume II- Past Performance Factor" and E.22, paragraph 3.2, "Volume II- Past Performance Evaluation Approach". 49.The Contractor has commercial contracts for MS distribution for both bulk and LUM for large multi- hospital systems, and independent Hospitals and can certainly provide contract descriptions and references (PPQ's). Med/surg Distribution and advanced logistics is what we do. Is this what you're looking for? Government's Response: Reference the updated solicitation for the Government's requirements. 50.I see no reference to credit card payment in the draft RFP. Will credit card payment be something the next generation MSPV RFP will address? Government's Response: See question #1. END
 

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Document(s)

Attachment
 

File Name: VA119-15-R-0025 VA119-15-R-0025_3.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2048472&FileName=VA119-15-R-0025-009.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2048472&FileName=VA119-15-R-0025-009.docx

 

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Record

SN03733590-W 20150517/150515235651-381d0b9829e1209aa37b8a572780b035 (fbodaily.com)
 

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