36A79719Q0013-0001002.pdf

Transition to Technical Specifications Call Vendor Q&A May 29, 2019

1. How is the procurement budget determined if vendor benchmark quotes are no longer used?

The VA conducts market research to determine estimated costs for the required equipment/configuration, using information from historical contracts, awards, and budgetary vendor quotes. Whether the benchmark quote or technical specifications process is used, the Government may need to obligate additional funds or de-obligate funds sent to the NAC to account for variation in actual cost from estimated cost at time of award.

2. The new instruction concerning Discussion with Offerors. Is this discussion with the NAC or could it be with a CO from the VISN or facility?

Discussions with Offerors will begin with the NAC Contracting Officers, though the NAC may delegate Contracting

Officers as needed.

3. Information Folder for Training – If a technical specification or vendor benchmark requests biomed training should we still put the biomed training in options or only put the descriptions in the information folder?

For requirements following the technical specifications process, vendors are expected to include information on available technical training in the “Information” folder. Vendors can continue to include the training as optional line items on the quote as well.

4. New Evaluation Factors – Please confirm that the new evaluation factors apply to Technical Specifications and

Vendor Benchmarks?

Yes, the new evaluation factors apply to all requirements in the May consolidation, not just the requirements using technical specifications.

5. Have all modalities now transferred to the new technical specifications process?

No, the goal is to transfer all modalities to the new technical specifications process by Fiscal Year 2020.

6. Some technical specifications SOWs include technology non-obsolescence as a requirement – should these not be included as requirements though vendors can propose technology non-obsolescence as an added value?

Correct, the VA cannot require technology non-obsolescence, though vendors are welcome to propose it as an added value.

7. Some requirements included CAD files for the room – is the expectation to provide site-specific drawings using these CAD files?

No requirements using technical specifications include CAD files. The “Information” folder requirements, including typical drawings, only apply to technical specifications requirements, not benchmark quote requirements.

8. Some typical drawings show preferred locations for connections or configurations that may exceed the available room space – how are these accounted for in the evaluation?

Requirements using technical specifications will note any limitations in room size in the statement of work.

9. Why was past performance removed as an evaluation factor? Past performance evaluation is a FAR requirement.

Transition to Technical Specifications Call Vendor Q&A May 29, 2019

Past performance was evaluated at the time of base contract award, so past performance does not need to be evaluated again at the time of order.

10. How is information in the 6550 Appendix A and MDS2 evaluated? Pass/fail? Do these need to be resubmitted, since they were submitted with the base contract?

VA cybersecurity posture requirements are evaluated using the 6550 Appendix A and MDS2 (e.g. OEM-supported operating system). The requirements evaluated in these forms are included in the statements of work. The forms are requested again to ensure evaluation of the most recent version of the forms. Modality changes (e.g. software versions) need to be reflected in the 6550 Appendix A and MDS2.

11. As many systems procured by the VA are not delivered until 2-3 years after award, why is a list of available field service engineers (FSEs) being requested? The list may change before delivery.

The VA understands that this list may change but wants to ensure that the response time requirements in the base contract can be met by available FSEs. The requirement is listed so the VA can know there are FSEs within the response time range to service the requested modality.

12. For the requirement for typical drawings, drawings are not generic but are for specific room configurations. What is the VA looking for with this requirement?

The requirement is not for site-specific drawings but for typical drawings.

13. Was market research conducted before this new process was rolled out?

Market research has been conducted, and VA continues to refine the process as feedback is received.

14. MITA sent a letter with concerns and an invitation to meet with VA – why has VA not yet responded?

The MITA letter will not be addressed at this time. The solicitation process is designed to incorporate vendor questions during the questions phase. Vendors can submit questions on posted statements of work and the process during the questions phase.