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CONTINUATION OF SF 1449 BLOCKSResponses to Questions for VA255-14-Q-0222Regarding the BAA: we would like to request the reporting period (listed on Pg. 2) be changed from 24 hours to 3 business days. Will you make that adjustment? NO – This is set by VHA Health Information Access Office and if there is a National BAA in place no changes can be made.In the Excel file VA255 – 14 – Q0222-021, are the units picked in column D on the spreadsheet reflecting the pack size in column C, the cases or by the each? ?? It’s not very clear what this unit is for this item.? Same with row 65.? The item on row 437, 461 and 833 are discontinuedUnits picked are representative of pack size listed in Column C. If units picked is 1, bottles of 100, then 1 bottle of 100. This is representative, only.There appear to be conflicting fill rate requirements we would like clarified:Page 13 top of page – All original orders for contract purposes must be filled within 2 days of receiptPage 13 (d) – An overall minimum fill rate of 97% must be maintained at all timesPage 21 – 97% must be filled day 1, 99% day 2 and 100% day 3Question 3(a): which of the 3 bullets above takes precedence?Question 3(b): How is Day 1 calculated? Specifically, when does Day 1 Officially start and end?What is the actual question/concern? 97% is the marker. Clock starts when we drop the file to the contractor, the clock stops when the file is dropped/confirmed in return to CMOP. All three items stand alone and are different requirements. For a script that is received on Monday at 12:01 AM (Monday being 12:01 AM until 11:59 PM), then would a script which is filled on Tuesday (the next day) is that script considered to have been filled in 1 Day?4(a) Would you consider restating the requirement to be within the next calendar day?All Times Are CST??Vendor Completion Time (compliance)CMOP Drop TimeClock Start1st Business Day2nd Business Day3rd Business DayFri after 4:30pm - Mon prior to 8amMon 8amTue 8amWed 8amThu 8amMon between 8am and 4:30pm Mon X timeTue X timeWed X timeThu X timeMon after 4:30pm - Tue prior to 8amTue 8am Wed 8am Thu 8am Fri 8am Tue between 8am and 4:30pm Tue X timeWed X timeThu X timeFri X timeTue after 4:30pm - Wed prior to 8amWed 8am Thu 8am Fri 8am Mon 8am Wed between 8am and 4:30pm Wed X timeThu X timeFri X timeMon X timeWed after 4:30pm - Thu prior to 8amThu 8am Fri 8am Mon 8am Tue 8am Thu between 8am and 4:30pm Thu X timeFri X timeMon X timeTue X timeThu after 4:30pm - Fri prior to 8amFri 8am Mon 8am Tue 8am Wed 8am Fri between 8am and 4:30pm Fri X timeMon X timeTue X timeWed X timeWhen will CMOP send over the file of scripts; what time? Do scripts received after normal business hours fall into the category of the next day’s scripts for Fill Rate purposesMultiple times per day. At least one drop early in the morning, and then on a timeline that optimizes efficiency for CMOP and the Contractor. If CMOP sends an initial file in the AM/morning, can CMOP also send a second file of scripts over between 12 Noon and 4PM to allow for a 2nd shift to begin processing those orders?See 5, abovePg. 9, 8(b) work on Federal Holidays: will the Gov’t allow for an additional fee to be charged for having employees on site during these times since the vendor will incur additional labor costs (double time) for what would not be a cost we can reasonably plan for in our proposal?Build all costs in to proposal. Please do not break out the costs.Is the VA/CMOP doing anything to insure that all VA facilities utilize the CMOP program to the fullest extent possible? Are there any mandates in place that will require VA Medical Centers to use this program?This is not a mandatory use contract for all of VA. There are currently no plans to require it to be mandatory use contract. On Pg. 7(a) the RFQ states that CMOP will give the awarded vendor a usage file with expected inventory levels? 9(a) If usage on a given item (or items) jumps to the point that the vendor must expedite product to maintain a 97% fill rate (Day 1), will the CMOP cover the costs to expedite product if alerted to that fact in advance? Not expected levels as inventory is an internal process to the vendor – it is estimated usage based on past history of orders.Additional costs to expedite product will not be authorized. The Contractor is required to anticipate possible usage increases and have the ability to provide inventory.9(b) What % increase over the agreed upon inventory levels would trigger such a cost adjustment? There are no agreed upon inventory levels. See 9A, above 9(c ) If VA/CMOP doesn’t agree to this, then shouldn’t VA/CMOP be agreeing to provide this information as part of the Solicitation data so that bidders can bid this correctly with the knowledge of the services and costs that will be incurred? See 9A, above.Pg. 15, (o) states any item shipped must have a 6 month shelf life. Aren’t these scripts ordered for patients that are expected to consume the items in the next 30 – 90 days? Wouldn’t a 90 or 120 day limit on remaining shelf life be acceptable since the item(s) would still be usable per the labeling?PWS requirement for 6 month expiration date will not be changed. Regarding the Incentive / Dis-Incentives listed starting on Pg. 28;Pg. 28, ID # 1; Please explain how this is calculated if the Vendor receives 500,000 scripts and fills 99.5% of those scripts in the allotted time frame. What would the vendor stand to potentially be paid as an incentive for that volume and level of servicePotentially, the vendor would be entitled to $0.01 for each 0.1% over 99% of the line items dispatched within two (2) business days of CMOP transmission date. 99.5% would provide for $0.05 for the .5% IF 100% of ALL line items are dispatched with three (3) business days of CMOP transmission, which is the standard identified in the QASP.Pg. 31, ID # 8; if I understand this correctly, when the vendor receives 500,000 scripts in a given Qtr. and the vendor only has 1.69 (patient related events) or less than (3.4 / 1,000,000) defects during that period, the vendor could potentially receive an “Incentive” payment of $50,000.00500,000 X $0.10 = $50,000Clarification - ID8 is changed to read “Voluntarily patient reported…” SEE ATTACHMENTPg. 32, ID # 9; if I understand this correctly, when the vendor receives 500,000 scripts in a given Qtr. and the vendor no more than 3.4 “Defects” during that period, the vendor could potentially receive the following “Incentive” payment $50,000.00500,000 X $0.10 = $50,000Clarification - ID9 is changed to read “Voluntarily patient reported…” SEE ATTACHMENTPg. 33, ID # 10; if I understand this correctly, when the vendor receives 500,000 scripts in a given Qtr. and the vendor has less than 6.65 “Defects” during that period, the vendor could potentially receive the following “Incentive” payment $50,000.00500,000 X $0.10 = $50,000Clarification - ID10 is changed to read “Voluntarily patient reported…” SEE ATTACHMENTPg. 36, 5. Incentives; is it correct that failure to meet just one (1) of the thirteen (13) Performance Stds will eliminate the vendor from collecting any incentive payments for the Performance Stds they did meet or exceed?Yes. Additionally, failure to meet any of the requirements of the contract will eliminate the vendor from collecting any of the incentive payments, i.e. incorrect invoices. See QASP, Item 5.Other than the “Corrective” actions that would result from a failure to meet the Performance Stds, is there any “dis-incentive” payment or fee reduction in this RFQ that would affect what the vendor is charging CMOP to fill a script? NoRegarding the Price / Cost Schedule starting on Pg. 38;On Pg. 39; is this where you expect the vendor to place their proposed cost or fee per script?If the answer is yes (to 1st bullet), are you expecting the vendor to propose the same cost or fee to handle both the Med/Surg items and the Nutrients?Why can’t a vendor quote on just the Med/Surg or just the Nutrients?Yes, an offer may be made on any or all of the line items. The Price/Cost Schedule will be modified to provide for this.Is a vendor allowed to propose a different cost or fee for Med/Surg items than they propose for Nutrients? Yes, a different handling fee may be offered for each line item. Is a vendor allowed to offer a different cost or fee structure if that offer could be in the best interest of the Gov’t.Multiple offers will not be accepted. Offers must not deviate from the required Price/Cost Schedule stated i.e. the offer must be presented as a fixed fee/ prescription. Offers that deviate from this requirement will be rejected as non-responsive to the solicitation. Where is the offeror supposed to price out Years 2 thru 5?Please refer to the updated Price/Cost Schedule. Regarding the Instructions to OfferorsOn Pg. 74, (e); why wouldn’t the Gov’t want to have the opportunity to review “Multiple” offers from a vendor? See 12 C above On Pg. 74, (e); why wouldn’t the Gov’t want to look at a different cost or fee structure if that offer could be in the best interest of the Gov’t?See 12 C aboveRegarding the Business Proposal Content; On Pg. 81, c; Offeror is required to sign section (f) of FAR 52.212-3Why is the offeror being required to sign section (f) if CMOP is restricting this contract to “ONLY Gov’t contract items” (no Open Market pdts.), and the items being ordered (by CMOP) are the products of other Mfr’s of which the vendor will not have any idea whether or not they comply with section (f)?Is the buy American Act applicable to this contract even when the TAA is? Please confirm whether BAA or TAA is applicable under this contract?VA is responsible for determining BAA/TAA applicability. Contractor is responsible for providing products under the terms of the PWS. However, if the 52.212-3 is filled out correctly then there is no need to submit your ” Offeror Representations and Certifications -Commercial Items” however the Contracting officer would prefer that a updated 52.212-3 be submitted in case of new company changes. Regarding “Redundant” Operations described on Pgs. 82 and 87; does the gov’t have a time frame in mind where in the event of a disaster the redundant operation must be fully functional with 24, 48 or 72 hours? If so, what is that time frame?Within 24 hours of notification to the COR/or from the COR of an event requiring use of an alternate site, i.e., disaster.Regarding Requirements, Pg.15, K- (i+ii); has CMOP considered the following related to adding inventory;Item set up within the vendor’s operating system that often requires various details of information from the acquisition/mfr source. Depending on who the item is to be ordered from (possibly not the original item Mfr) this can run into weeks, not days? Getting an order into the acquisition/mfr source is not the issue. Oftentimes the issue is when the acquisition source orders from the original item Mfr? Inventory is an internal management process.Regarding Discreet Pkg; 17(a) Can you define exactly what is req’d to meet the VA/CMOP’s goal of “discreet” packaging?Plain box with a shipping label. No patient information to be seen, i.e. product codes that may be searchable via the internet on the exterior packaging, visible through hand holds, or ANY other openings in the box, may not reveal product information. 17(b) Why hasn’t the VA/CMOP required its’ contracted vendors to provide contract items that are already in discreet packaging? Internal VA decisionIf an order comes in for 2 of widget XX ?and we shipped 1 on day one, would that be a 50% service level or 0%Ship complete. Partial shipments are not allowed. All line items must be shipped complete or cancelled back to the requesting site. Additionally, a single distribution location will be used for individual line items. Starting on Pg. 15 (p) ---- The Contractor must have a system in place to internally record the lot numbers and expiration information for all line items distributed as a result of this solicitation. This information must be available for the length of time required by VHA Records Control Schedule 10-1, most recent edition . However, patient privacy information will not be retained by the Contractor under any circumstances.Question; It is not clear which Section and Item number this type of record would fall under. What is the correct record retention period. I’m guessing it may fall under the following Section XV – Pharmacy Service: Item No. 119-3 Purchase Order File – Destroy after 2 years after date of Order. The current RFP reads: p) The Contractor must have a system in place to internally record the lot numbers and expiration information for all line items distributed as a result of this solicitation. This information must be available for the length of time required by VHA Records Control Schedule 10-1, most recent edition . However, patient privacy information will not be retained by the Contractor under any circumstances.The corrected wording shall now read: p) The Contractor must have a system in place to internally record the lot numbers and expiration information for all line items distributed as a result of this solicitation. This information must be electronically available to the VA . On Pg. 16 (q + r); the question is was “r” supposed to be a subsection or bullet under “q”Formatting error – addressed by amendmentOn Pg. 50, does FAR 52.222-44 and 52.222-41 apply to this contract?CO will review and amend as applicable- 52.222.41 and 52.222-44 will be removed from solicitation. On Pg. 47, you have the following clause marked ([X ] (20) 52.219-25, Small Disadvantaged Business Participation Program—Disadvantaged Status and Reporting (Jul 2013) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323)), but it’s our understanding that this clause no longer exists. Can you clarify whether this is supposed to be applicable or not???Technically this should not as this doesn’t exist.CLAUSE 52.219-25 will now be removed from the Solicitation.Pg. 13 Requirements part (f) …Recurring line item inventory outages occurring twice within a two-month period (other than nationally recognized manufacturer’s backorders) must be addressed by a written Performance Issue Resolution Plan… Q: Can you better define what you mean by a “line item inventory outage”? Is it any item on any patient order that’s out of stock?? It is incumbent on the contractor to maintain the fill rate required by the PWS. A “line item inventory outage” is any item on a patient order that is out of stock. A line item inventory outage is defined as the inability to fill an order as a result of insufficient inventory for reasons other than those stated.P 14 Requirements part (g) - …These distribution points must have the ability to transfer orders between facilities… 24(a) What situation(s) do you envision would require an order to be transferred from one distribution site to the other distribution site?Internal disaster such as a plant fire, external snow storm, etc. The contractor is required to maintain the fill rate required by the PWS.24(b) Does CMOP at their discretion have the authorization to determine what distribution site must be utilized? Yes to some degree – shipping from the most economical distribution location may be a consideration to be addressed.On Page 23, section 9) b) vi: Reports it states “The Contractor shall generate new reports and post to the web portal within 10 days of a CMOP request. CORs and CO are authorized to request reports”. Just confirming that any requests for reports will be updated existing reports that are listed in the RFQ; not entirely new reports with new data, etc.?This item will be removed from the RFP requirements. Could CMOP provide the total number of shipments and packages shipped in the same time period as the 7000 line/day and 500,000 lines per/QTR stated in the solicitation?October – December # of parcels shipped by Medline and McKesson – Total number of parcels shipped:? 701,158USPS:? ? 142,735??????????????? Nutritionals:?????? 7,381??????????????? OTC:????????????????????? 135,354UPS:????? 558,423??????????????? Nutritionals:?????? 103,054??????????????? OTC:????????????????????? 455,369??????????????? Number of Packages Shipped:? OTC:?????? ??????????????? Number of Packages Shipped:? Nutritionals: 142,735Could CMOP provide data showing # of shipments made by state or zip in quarter or annually? Either timeframe will work. (Data was not available beyond 45 days)??? Data elements include:? Tracking number, Service, Ship to City, Ship to State, Ship to Postal Code, Weight Product is broken out by Nutritionals and Over the Counter ProductsExcel spreadsheets attached for UPS only:Attached Files:? (Data represents:? November 15th to December 31st)OTRs shipped from zip code 37404OTRs shipped from zip code 95330Nutritionals shipped from zip code 64120Nutritionals shipped from zip code 43123USPS not availableCould CMOP provide the total number of units per line for each bid line item- Medical supplies and Nutritional supplements? See Attached Spreadsheet Ex.????????? RX is transmitted for:???? XU986?? POWDER ADAPT H#7906- how many units are on this line? See attached spreadsheet and comments, below.This file draws from approximately 6 months of data. It shows the VA Print Name of an item, the dispensing pack size, the quantity picked and the number of RX’s that requested that specific item and amount during that time.? For example, line 2 shows that there were 255 scripts in the selected time-frame where one of the item ADAPTER UROSTOMY DRAIN TUBE H#7331 (dispensed in 10’s) was requested.? Line 3 shows that there were 18 scripts where two of this same item was requested.It is possible that some of the items contained in this file are no longer dispensed for VA by our current DTP vendors.? It is possible that some of the items were “new” during the snap-shot this file contains and their usage is now very much different than what is represented here.? It is possible that some of the items have been removed from the National Drug File and CMOP can no longer even request a DTP vendor to dispense them. Offeror’s are cautioned that whatever conclusions are drawn from this data are the Offeror’s and the Offeror’s alone VA will not be held responsible for your conclusions.Would ideally like to see Incontinence items separated from the other Medical supplies. ?How many average cases per line? See 29 AboveCould CMOP provide us with the proportion of lines/RX’s sent each day of the week- M,T,W,TR, F?EX. Assuming 7000 Lines/wk are transmitted; M-35% of lines, T- 25% of lines, W-15% of line, Th- 15%, F-10%See Attachment marked Question 31. How this is broken out, the time-frame represents after 4:30pm (Arizona Time) Friday, 12/05/14 through 04:30pm (Arizona Time) Friday, 12/12/14.?Broken out by segments to give a better understanding of when the prescriptions would “hit” (all scripts after 4:30pm on Friday through 7:59am on Monday would hit Monday morning).? The numbers represent ONLY DTP scripts.32. Could CMOP provide us the total annual dollars UPS and USPS billed CMOP for shipments specific to medical supplies line item 1? Shipping rates by zone are proprietary and will not be provided.Can we you send average $’s to ship an Incontinence line vs other medical supply?Average price of parcels:UPS???????????????????????????????????? ?? $ 6.26 – Ground distributionUSPS??????????????????????????????????? ? $ 4.49 – Under a pound / PO Boxes– USPS ? ?????????????????????????????????? $25.58 – Nutritionals – Priority Mail – PO Box33. Could CMOP provide us the total annual dollars UPS and USPS billed CMOP for shipments specific to medical supplies line item 2? Shipping rates by zone are proprietary and will not be provided34. Also, based on the size and scope would CMOP ever consider a possible opportunity for vendors to present their technical proposals live? ???Yes- they may be consideredAdditional QuestionsOn Pg. 81, Bus. Proposal Content, “C”; can you better explain exactly what “fill in & Certs” you are looking to have completed? This is referring to the information 52.212-3 if that information is already available and up to date on then there is no need to send a paper copy. On Pg. 11, Normal Business Hours are stated as 8AM – 5PM. However, at the Pre-proposal conference the business hours (for Fill Rate calculation) were given as 8AM – 4:30PM Central time. Which is correct? Generally, what is written in the RFQ dictates. In general, administrative business hours are 8am - 4:30pm CST.On Pg. 85, Bus. Proposal Content, c. Part V – Past Performance; the way this section is written it doesn’t appear that the offeror is required to submit anything since it appears that the Gov’t is going to use it’s on internal (and external) resources to gather information. Please explain if theofferor is supposed to submit anything in this section and if so what exactly is the Gov’t looking to see FROM THE OFFEROR?The government will review all of the resources listed above, BUT the OFFEROR should have at least 3 Past Performance Ratings (attachment 8) filled out and submitted along with their Offer. On Pg. 16; 3) a. i: the RFQ states “The contractor will be required to provide a deduct alternate for the value of internal manifesting in the event CMOP determines this alternate action is in the best interest of the Government. This alternate may be accepted at the discretion of the Government. I would put this down in Work Statement”. Wouldn’t it make sense for this potential price/cost reduction to be a separate line on the Offeror’s Price / Cost Proposal? Yes – see Schedule attachment If not there, where would VA like to see this information?5. On the following section in the RFQ on Pg. 20: Turnaround Time (Fill-Rate). The Contractor shall maintain the turnaround time specified below during the performance period of the contract. Exceptions to maintaining the specified rate shall be as noted. All orders received must be filled or cancelled. “Filled” means that all line items in the order have been completely processed to the transportation delivery method IN A SINGLE COMPLETE SHIPMENT on a single day. “Cancelled” means that the order has been rejected back to the originating CMOP facility. Exclusions to the fill-rate requirements are listed in Work Statement, Paragraph 5.d., below.The corrected wording shall Now Read Turnaround Time (Fill-Rate). The Contractor shall maintain the turnaround time specified below during the performance period of the contract. Exceptions to maintaining the specified rate shall be as noted. All line items received must be filled or cancelled. “Filled” means that the line items have been completely processed to the transportation delivery method IN A SINGLE COMPLETE SHIPMENT on a single day. “Cancelled” means that the unfilled line item has been rejected back to the originating CMOP facility. Exclusions to the fill-rate requirements are listed in Work Statement, Paragraph 5.d., below.Page 82 the RFP it currently states PROPOSAL SUBMISSION – INSTRUCTIONS Proposal Organization: The offeror shall submit its proposal in two volumes in the format and quantities described below:VolumeVolume TitleNumber Required IBusiness ProposalOriginal + 5 copies IITechnical ProposalOriginal + 5 copiesA hard copy proposals and an electronic version on CD-ROM to the address located in Block 16 on the first page of this solicitation and shall be received by the Contracting Officer no later than the time and date shown on the SF 1449, First page, Block 8. Each PART shall be separated in volumes and each sub-factor shall be individually tabbed within the volume. The volumes shall be submitted in a sealed envelope or package. The original for each volume must be identified as the original . The offeror shall provide hard copy proposals and an electronic version (via email) to Evelyn.halliburton-shannon@. Each PART shall be separated in volumes and each sub-factor shall be individually tabbed within the volume.The RFP will now state – PROPOSAL SUBMISSION – INSTRUCTIONS Proposal Organization: The offeror shall submit its proposal in two volumes in the format and quantities described below:VolumeVolume TitleNumber Required IBusiness ProposalOriginal + 1 copy IITechnical ProposalOriginal + 6 copiesHard copy proposals and an electronic version on CD-ROM are to be mailed to the address shown on the SF1449, First page, Block 16 of this solicitation and shall be received by the Contracting Officer no later than the time and date shown on the SF 30 Amendment, First page, Block 11 and 14. ??Each PART shall be separated in volumes and each sub-factor shall be individually tabbed within the volume. ?The volumes shall be submitted in a sealed envelope or package.? The original for each volume must be identified as the original. ?Additionally, an electronic version of the proposals will be sent to evelyn.halliburton-shannon@ and shall be received by the Contracting Officer no later than the time and date shown on the SF 30, First page, Block11 and 14.? ................
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