January 12, 2001
NOTICE TO ALL OFFERORS
REFERENCE: AMENDMENT NO. 3
Additional information has been requested by prospective offerors and it has been determined by the Contracting Officer that this information be made available to all bidders. The bid opening date has been extended to January 26, 2001, at 2:00 p.m. local time.
Keith A. Bond
KEITH A. BOND
14. RESPONSES TO TECHNICAL QUESTIONS
1. Many sites said that they have swab collector damage rate up to 10% and that the current lab has to replace these for free. Will we have to do this also?
1a. Yes. The bidders' unit costs shall be in inclusive of all costs associated with the testing.
2. The current lab automatically re-supplies the sites using their computer system, are we also required to have this kind of auto resupply system?
2a. Yes. The contractor shall have a system in place for auto resupply. The type of system is up to the contractor.
3. Can the supplies be billed separately or should they be included in the test cost per each?
3a. The supplies shall be included in the unit cost of the test.
4. Can we charge separately for shipping costs or should we include shipping in our cost per test?
4a. No. Shipping costs shall be included in the unit cost of the test.
4. Can we charge separately for the monthly report that is required?
5a. No. All costs should be included in the unit cost of tests.
6. The contractor is required to provide three educational meetings and four visits for problem and service resolution at currently unknown locations. Are these visits chargeable or reimbursable via government guidelines?
6a. No, they should be included in the unit cost of the test.
7. If our laboratory has a New York license, does your bid get any preference over other laboratories without one?
7a. No. Award will be made to the lowest responsible, responsive bidder, whose bid, conforming to the solicitation, will be most advantageous to the Government. Also see 17a.
8. Our records show that New York sites use almost 3,000 CT test per year. The number (100) on your IFB should be corrected to at least 1,500.
8a. Your are correct. During the time anticipated (six months) for the contractor to apply and receive a New York State license, the number of CT tests should be 1,500 instead of 100 to more accurately reflect the number of tests anticipated for New York State. Therefore, Attachment J.5 - Contractor's Bid Pricing Sheet, of IFB-DCS-01-03 is deleted in its entirety and replaced with Attachment I.
9/ We are a forensic laboratory and New York regulations are more difficult than what we'll be testing for Job Corp. Can we be exempt from getting a New York permit?
9a. As stated in Section C.5, New York State has certain unique licensing requirements, therefore, labs testing specimens in the State of New York must be licensed in the State of New York. The Government has researched this issue, and the State of New York will not give exemptions. Contractors seeking further clarification on obtaining a New York State license should contact the following:
New York State Department of Health
Jenny Richard, Ph.D.
Clinical Laboratory Evaluation Program
Empire State Plaza
Albany, New York 12201-0509
10. The initial application fee of 1100.00 for the state of New York. Can we bill you for this separately or do we include it in the cost of the test.
10a. Bidders can not bill the Government separately for the cost of an application fee. It should be included in the unit cost for the New York tests.
11. In calling the State of New York the total cost for our state laboratory seeking a permit is $5000.00 to $10,000.00. Can we bill you for this separately or do we add it to the cost of the test?
11a. Bidders can not bill the Government separately for the cost of a permit. It should be included in the unit cost for the New York tests.
12. In calling the State of New York the cost to keep your permit is between $2500.00 to $5000.00 per year. Can we bill you separately for this or do we need to add it to the cost of the test?
12a. This figure appears high. However, bidders should use their best estimate in determining their unit cost for the New York tests. See 10a and 11a.
13. When we use a qualified licensed facility in New York to conduct New York test, do we need to include a copy of their New York license and a letter from them?
14. The IFB states that "for testing in New York, the successful awardee must have a current New York State License or provide a copy of its completed and submitted application for a New York State license to the Contracting Officer within 10 working days of being notified by the Contracting Officer that they are the low responsive, responsible bidder. If the awardee fails to present the completed application including evidence that it has submitted the application to the New York State licensing authority within 10 working days, the awardee may be found non-responsive and its contract award nullified." The only proof the State of New York gives that we submitted our application is a letter from Clinical Laboratory Evaluation Program, is this the documentation you want from us? If Yes, will our bid be nullified if we do not submit within 10 working days a copy of our application accompanied by this letter from New York?
14a. Contractors must submit evidence of submitting a completed application for a New York State license. A copy of the application and an acknowledgment letter from the State of New York is acceptable; or a copy of the application with a copy of the postal return receipt requested. However, DOL reserves the right to verify the information.
15. If after 6 months of applying with New York we do not have a permit as stated in the IFB do we lose the contract?
15a. No. The contractor must show a good faith effort to obtain the New York license as soon as possible and report its progress to the Contracting Officer on a monthly basis. Because it is anticipated that the issuance of the New York license could take up to six (6) months, the successful awardee is responsible for subcontracting with a qualified license facility in New York to conduct the tests in New York until the successful awardee (contractor) obtains its New York State license.
16. Our current laboratory computer system does not meet New York requirements. If we can not receive a New York permit because of this do we lose the contract?
16a. See 17a.
17. If I can obtain a New York license, instead of getting a subcontractor to perform the tests in New York, will this be okay?
17a. The Government does not have preference between the successful bidder being licensed for a New York State license or subcontracting with a licensed provider for New York testing. Our concern and requirement is that the Job Corps Centers in New York be serviced and that testing in New York is in accordance with New York State, Department of Health guidelines. If bidders find it is more reasonable to "contract out" New York testing for the entire contract term, plus options, that is acceptable. No preference will be given for either in-house performance, versus subcontracting.