Q201--DME Huntington | Solicitation Questions

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 4 0001 02-26-2026 None 19ACQ Department of Veterans Affairs VA Maryland Healthcare System Contracting Officer (90C) P.O. Box 1000, Bldg. 101C, Room 3 Perry Point MD 21902 19ACQ Department of Veterans Affairs VA Maryland Healthcare System Contracting Officer (90C) P.O. Box 1000, Bldg. 101C, Room 3 Perry Point MD 21902 To all Offerors/Bidders 36C24526Q0281 X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 03-06-2026 16:00 EST Solicitation amendment to answer questions. X one (1) The purpose of this solicitation amendment is to extend the submission deadline from: Friday February 27, 2026 @ 4:00 PM EST to Friday March 6, 2026 @ 4:00 PM EST The following pages contain questions posed by interested parties and responses to those questions. George Sherrin Contracting Officer Page 4 of 4 1. The PWS includes pickup and removal of Government-owned DME from Veterans residences. Should recovery-only visits be billed under CLIN 0001 (Standard Trip), or does the Government intend a separate billing methodology for pickup-only services? Yes, recovery only visits can be billed under CLIN 0001. 2. For billing purposes, how does the Government define a Trip under CLIN 0001? Is a trip defined per Veteran residence visit regardless of the number of items serviced during that visit? Yes, per veteran residence. 3. If a contractor performs both a delivery and a pickup during the same residence visit, should this be billed as one trip or multiple trips? In this situation just one trip.  There will be approximately 1 or 2 pick-ups per year. If a pick-up is necessary, a full delivery fee can be charged. 4. Can the Government clarify what conditions qualify for billing under CLIN 0003 (Emergency Trip)? Is prior COR authorization required before applying emergency trip rates? Task 2.1 Emergency Procedures: An Emergency is defined as a sudden, urgent, unexpected occasion requiring immediate action with a need for help or relief. The contractor shall use reasonable, sound judgment in determining whether a true emergency exists which requires immediate attention to constitute an emergency visit or whether the problem can be resolved by telephone troubleshooting with the Veteran or caregiver. The COR shall be notified of the emergency on the next business day. Emergency visit charges may be applied for visits that are stat, after hours, weekends or holidays. 5. The PWS references three service zones; however, the CLIN structure reflects a single trip rate without zone differentiation. Can the Government confirm that pricing is to be submitted as a single rate applicable to all zones? Yes, one single rate applicable to all zones. 6. For equipment designated as scrap following COR assessment, are disposal costs considered incidental to the trip rate, or may disposal fees be billed separately if incurred? The contractor is not responsible for disposing of scrap at a veteran s home. i.e., old bed. 7. Can the Government clarify the geographic boundaries for trip services and confirm whether mileage thresholds apply to the Standard Trip CLIN? Distance does not affect billing. It is one flat rate. 8. For purposes of the 2,000 square foot requirement, does net usable square footage refer exclusively to warehouse/storage operational space, excluding office and restroom areas? No 9. B.1 CONTRACT ADMINISTRATION DATA is asking for our ICSP Contract #. Question: Can you please explain what this is so we can provide for the VA? Disregard this. ICSP is a procurement vehicle similar to FSS / GSA Advantage. I had contemplated posting this to the ICSP website but decided to go open market. Not removing the reference to ICSP was an oversite on my part. 10. Pricing Schedule versus the PWS. Question: The PWS lists 3 zones in the operation of this contract, however the pricing schedule is only asking for 1 trip rate. How will the awarded contractor bill separately for the 3 individual zones? Historically the trip cost had been broken out into three separate zones. To simplify billing it was decided to condense the three zones down to one single trip rate regardless of zone/distance. I left the information regarding the three zones in the solicitation just to give context on the overall service area.  11. Page 81 states: The proposal shall consist of four (3) volumes: Question: Only 3 volumes are shown, is it three of four volumes? Just three volumes not four. 12. Is this going to be a single or multiple award? Single award. 13. Scope of Services vs. Billable CLIN Structure The PWS includes pickup, setup, delivery, disassembly, preventive maintenance, infection control cleaning, sanitization, storage, disposal, site assessments, and patient education. Can the Government clarify whether all required services are to be fully incorporated within the Trip CLIN pricing, or if any of these activities are separately compensable? Yes, fully incorporated into the trip CLIN. There is rarely a pick up. Maybe 1-2 a year. This will be coordinated and authorized by the COR. For a pick up only a standard delivery charge would apply. Disposal consists only of discarding the packaging from various items. 14. Definition of a Standard Trip (CLIN 0001, 1001, etc.) Please clarify what constitutes a billable Standard Trip. Specifically: Does a trip include delivery only, or delivery plus setup and patient education? A standard trip would include delivery, plus set up and education. Does a pickup count as a separate trip? Yes, a pick up would be a separate trip unless there is a delivery and pick up from the same address and in that case would be one standard trip. If multiple pieces of equipment are delivered to the same residence during one visit, is this considered one trip or multiple trips? One trip. 15. Preventive Maintenance Billing The PWS requires routine preventive/service/refurbishment maintenance; however, the pricing schedule only includes Repair Hours. Should preventive maintenance be: See section 2.14 of the PWS. Repairs require per-approval from the COR. The VA will be responsible for supplying parts. Included within Trip pricing, Standard trip rate plus hourly rate when repairs are performed at the Veteran s residence. Hourly rate only for repairs performed at the Contractor s site. Billed under the Repair CLIN, or Yes for incidental repairs less than $40.00. Repairs in excess of $40.00 require a separate purchase order and pre-approval by the COR. Considered non-billable overhead? No 16. Repair CLIN Labor and Parts The Repair CLIN is structured as hourly labor. Please clarify whether the hourly repair rate is expected to include: Both labor and replacement parts, Incidental repairs will be included in the hourly cost, and refer to any repair that costs less than $40.00.If a major repair is required, a separate purchase order shall be issued after approval by the COR. Labor only (with parts separately reimbursable), and Labor only for repairs performed at the contractor s site. Associated travel time for repair visits. Standard trip charge plus hourly rate for repairs performed at the veteran s residence. 17. Emergency Trip Estimates and 24/7 Requirement The PWS requires 24/7 service availability, while the pricing schedule estimates two (2) Emergency Trips annually. Is this estimate based on historical usage data, and will emergency trips exceeding the estimate be compensated at the quoted emergency unit rate? Yes, estimate is based on historical usage data. Emergency trip rate plus hourly rate of repair. Repairs in excess of $40.00 will be pre-authorized by the COR and require a separate purchase order.Â