36C10A18Q0124-009.pdf

Solicitation Number: 36C10A18Q0124 VA Records Center Vault Warehouse Labor Support Services

Solicitation Questions and Answers

3/13/2018 12:17:04 PM

Outlined in this document are responses to questions received relative to the VA Records Center Vault Warehouse Labor Support Services Request for Quotation (RFQ) 36C10A18Q0124. Please be advised that any information contained herein is for informational purposes only, is offered in response to specific questions posed by prospective Offerors, and is subject to change throughout the question and answer process. Accordingly, in the event that there is any discrepancy between the information contained within this document, any subsequent Question and Answer document(s), and/or the Solicitation, Offerors are hereby advised that the terms and conditions contained within the final Solicitation control. If indicated in the Question and Answers provided below, updated information will be incorporated into the Solicitation by an amendment to the Solicitation. Offerors are notified that all comments provided to the Government have been reviewed and considered by the Government but may not be specifically addressed herein.

THIS IS THE FINAL SET OF QUESTIONS AND ANSWERS. NO FURTHER QUESTIONS WILL BE TAKEN.

Q1: What personal protective equipment (PPE) is required for this contract? Of the PPE required, is the government providing any of the PPE? Will a CLIN be added to the contract for ODC reimbursement for PPE?

A1: VA provides neoprene disposable gloves for staff that would like to utilize them (some of the boxes are 40+ years old and can be dusty). Current staff wear shoes that fully enclose the feet.

Contractor must provide any other PPE that contractor deems is necessary.

Q2: Are uniforms required for employees on this contract? If so, will a CLIN be added to the contract for ODC reimbursement for uniforms?

A2: Uniforms are not required; no additional CLIN will be added. Recommend that staff wear long pants and shoes with traction/that fully enclose the feet/offer good traction and appropriate for climbing ladders.

Q3: What Barcode Technology is in use at the RCV? Are the handhelds provided?

A3: All PCs, barcode labels, IT equipment etc., is provided by the VA.

Q4: Is the Government’s request that the awardee provide a training manual a new requirement for this work? If not, is there a current training manual that the incumbent can provide the COR during Phase In of new Contractor/Awardee and Phase Out of Incumbent Contractor?

A4: Copies of existing contractor safety training documents can be shared with the new awardee.

Q5: Sometimes OPM eQIP and background investigations are backlogged for several weeks. Can a new hire enter the facility with an escort until the OPM eQip and background investigation is complete? Since the first couple weeks the new hire will be in training with the Warehouse Lead/PM, will that training be permitted before the full security background check is completed?

A5: Yes, if the current warehouse lead accepts the position with a new provider. Current lead may serve as escort for any new hires.

Q6: PWS 5.5 - Are all shipments from the RCV executed by express service providers? Is the USPS ever used?

A6: USPS is not utilized. VA will provide contractor with a work area/tables/and dedicated PC with UPS Worldship software/barcode label printer/scale to perform small package shipping for VHA customer stations only.

Q7: Per PWS 5.5.1 – Will the Warehouse Lead/PM have access to VA RCV email account? If yes, is the encryption software available?

A7: The warehouse lead has a VA network login id, VA issued email account and PIV card. There has been no need to date for contractors to be issued encryption certificates.

Q8: PWS 2.0 Privacy and Security Awareness Training - Will all training items listed be completed in the VA TMS or other system under the direction of VA staff? If not VA staff, then whom is responsible for the completion of these training modules?

A8: Privacy and Security Awareness Training is completed in TMS.

Q9: Will the Contractor Warehouse Lead/PM have access to the VA Standard Operating Procedures for the work detailed in the PWS in the format of a manual or electronically? If electronically, will the Contractor PM have access to the VA Information Systems?

A9: Will be provided via hard copy or Word document.

Q10: The Contractor will provide a basic skills test, orientation, basic math and problem-solving test and/or training, name matching and recognition, SOPs, Safety and OSHA standards. Is this this complete list of Contractor training responsibilities? Is the basic Skills Test provided by the USG or is that a contractor responsibility to develop with the format-only approved by the VA-PM?

A10: Current test was developed by a former contractor. The format can be shared with the awardee.

Q11: March 8, 2018, Answers to Questions – A6: New hires escorted access – whom is qualified and approved by the VA to escort new hires in the RCV facility?

A11: Any current RCV VA employee or contractor with a valid clearance.

Q12: Will the Contractor PM have access to Word, Excel, PowerPoint, etc., on the VA server? If not, will the VA allow the Contractor PM to use a personal computer or laptop on the premises?

A12: VA provides all IT equipment (PC, printer, desktop scanner, copier, and fax). Contractor team lead has access to VA network and is issued a VA login id/VA email account.

Q13: Will the Contractor PM produce deliverables on a Contractor furnished personal computer or laptop?

A13: No, contractors will utilize VA equipment/VA network only.

Q14: We require daily, or at a minimum, weekly production data to head off any performance issues, and analyze trends that may indicate additional or reduced staff. Will the Contractor PM have access to the production data or number of requests received daily or weekly? Will the access be a report generated by the VA or will the Contractor PM have access to the VA Information System where that information is collected?

A14: Yes, team lead has access to VA and UPS Worldship software applications used to track processing of recalls, refiles, and VHA small package shipping.

Q15: Item 5.2.4 Whom is qualified and approved to provide written certification of physical fitness?

Does the VA have a clinic available for this certification?

A15: Local, non-VA affiliated doctor’s office/clinic performs physicals for current staff.

Q16: Is there an approved template/format for the deliverables?

A. Monthly Status Report B. Daily Report of Customer Billable Services C. Accident Report D. Personnel Report?

A16: There is no VA standard format, upon initial receipt of deliverables, VA and the awardee will review and alter if required.

Q17: Please clarify PWS 5.3.1 Processing Recalls, items 1. and 2.

1. The COR is assigning the warehouse areas/rooms.

2.The Contractor is posting the employee room assignments on the outbound mail room bulletin board.

Does the COR assign the warehouse areas/rooms at the start of the contract? How often has the COR changed the area/room assignments in the past? Does the COR maintain communication with the Lead/PM only??

A17: Historically, room assignments have been rotated monthly. Contract warehouse staff report issues to the team lead, and the team lead communicates issued to the VA COR/VA facility manager. If there is more work than can be done by one person in an area on a specific day, the team lead either assists that employee to help them get caught up, or the team lead emails the COR the name(s) of other contract employees that will temporarily assist the employee in that area for the day to process the excess requests.

Q18: Please clarify PWS 5.3.1 Processing Recalls, item 5.

For VHA recalls, write the warehouse shelf location (bay/row/unit/shelf) and accession and box sequence number [of] the files [that] were removed onto the upper right-hand corner of each folder or envelope removed from the box.

We have inserted the words [of] and [that] to clarify this statement, is this a correct interpretation of the statement?

A18: Yes.

Q19: PWS 5.5 - What is the make/model of the electronic mail metering equipment?

A19: Dedicated PC utilizing UPS Worldship software, with scale and barcode label printer attached.

Q20: Per PWS 5.5.1 – “Any Contractor information provided via email to RCV containing sensitive information, PII or PHI must be encrypted.” – in what instances would PHI be provided to RCV?

A20: One example is email communication between VA COR and contractor to verify identity/contents of a missing (undelivered) UPS package. Email between COR/team lead would need to remain generic so that PII/PHI is not transmitted unless VA/contractor both use encryption.

Q21: Is the Government performing the same tasks at the VA RCV?

A21: The Government is performing similar tasks. Per PWS, responsibility for daily VHA small package shipping, the daily/general VHA and VBA recall requests, and all VHA/VBA refiles are the responsibility of the contractor. Whereas, Government will process all VBA small package shipping on separate equipment, and perform special searches for recalls that VBA/VHA stations are having difficulty locating.

Q22: March 12, 2018, Questions and Answers – A6. What is the reason for the reduction in the scope of work for this requirement as compared to the past award?

A22: Decrease in volume due to VA facilities scanning records instead of generating additional paper to be filed within the paper folders. VA replaced contractor clerical/admin support with federal hires.

Q23: It is our understanding that the number of Veterans has significantly increased, and there is a tremendous increase in claims filed by Veterans receiving VA services. What is the possibility of increasing the scope of work over the term of this award?

A23: Not anticipated. RCV stores hard copy records (paper/film) only from 1950s through 2000s, whereas, new records generated for veterans are electronic format stored on servers.

Q24: PWS 6.2 – Can the USG please provide a copy of the Business Associate Agreement (BAA)?

A24: See Attachment 01 of Amendment 03 for a sample of the required BAA format and content.

Q25: March 8, 2018 Answers to Questions – A5: See Amendment P00001 to remove reference to Attachment 03 – Price List. Offerors shall complete Section B1. When will Amendment P00001 be available on FBO?

A25: Amendment 01 was posted to FBO on March 8, 2018.

Q26: Solicitation - On page 32, the Government requests the proposal files to be formatted either in

Excel (.XLS) or in PDF (.PDF). Would the Government accept an Excel file formatted in the later version in (.XLSX)?

A26: Yes.

Q27: Solicitation - On page 33, the Government request the proposal files to be named as instructed in the c. Content Requirements (table). Would the Government allow the file names with an offeror’s name prefixed (or suffixed)? For example, for the technical volume, ABCCompany_Tech.pdf or Tech_ABCCompany.pdf.

A27: Yes.

Q28: A.1.0 - Will the contractor be furnished @va.gov emails or some other VA subdomain email to utilize while onsite to execute RCV warehouse related tasks/communications?

A28: Yes.

Q29: Is the contractor expected/allowed to bring IT equipment (Server/desktops) onsite in order to execute the Warehouse Labor Support Services? eg – deliverables.

A29: No. VA will provide all necessary IT equipment.

Q30: B.3.8 - 8. The Contractor/Subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. – Is this a Government Furnished tool?

A30: There are no expectations that the contractor will store, transport or transmit VA sensitive information outside the VA network.

Q31: THIS IS A CLARIFICATION FOR THE PREVIOUSLY POSTED ANSWER TO QUESTION 1 ON Q&A BATCH 2 AS IT APPLIES TO EO 13495 EXCLUSIVELY FOR THE CURRENT CONTRACT: Is this solicitation for a new contract or a recompete of the contract? If there is an incumbent, what are the service dates of each contracted employee? This questions strikes at pricing knowledge that only the incumbent has relevant to paid vacation rates on 1-year of service versus 8-years or more of service?

A31:

EMPLOYEE POSITION ANNIVERSAY DATE

Warehouseman Nov 1, 2012

Warehouseman May 9, 2016

Team Lead Nov 1, 2012

Warehouseman Dec 1, 2014

Warehouseman Nov 1, 2012

Warehouseman Apr 10, 2017