Consolidated QA to post.docx

QUESTIONS AND ANSWERS 8/28/2020

· We respectfully request the proposal due date be extended by one week to mitigate proposal impacts associated with COVID-19.

GOVERNMENT RESPONSE: The Government will extend the response date to 9/3/2020 3PM EST.

· Can you please Define the acronym PAO as it related to the CLIN 0002 ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING of the B.4 Pricing Schedule?

GOVERNMENT RESPONSE: The acronym is Third-Party Assessment Organization.

· Will GFE Laptops be provided by the VA? And if so, how many would be provided for this project?

GOVERNMENT RESPONSE: No, the Government will not be providing GFE laptops.

· We know that the questions window has closed, however, we feel that the FedRAMP LOW level could produce future issues based on the PWS statements below. We have had an internal review with multiple CISO and security professional to discuss the need to protect PII and other data for this SW solution to minimize risk to the VA and all. Please see PWS references below and related government FedRAMP instruction link for your team.

Section 5.2 states "Software must be a SaaS solution that is FedRAMP - Low Impact Level compliant at the time of award." Section 5.3 requests Space Management, Move Management, Employee Emergency Contact Information Management, and other requested capabilities that require Moderate Impact level FedRAMP.

Can you please clarify your request for Low Impact Level compliance at time of award? Further definitions and explanations of the Impact Levels are available at the following government website: https://www.fedramp.gov/understanding-baselines-and-impact-levels/ Again, we just felt it was worth bringing up to you and the team to ensure PWS compliance to FedRAMP instruction and ability to safeguard data at a low level.

GOVERNMENT RESPONSE: The FMS system will not store PII information beyond, Name, username, password, email and phone. It will also store the employee seat or area assignment within the facility. We might add employee’s vehicle information as some point. No SSAN, personal addresses, etc. will be stored.

· Does VA want the system to be installed by a team with certification in ISO 55000 (A55K)?

GOVERNMENT RESPONSE: Not familiar with ISO 550000, but install team should be certified by the software manufacture

· Does VA require a work site scheduling/reservation system?

GOVERNMENT RESPONSE: Yes

· Does VA require the facility management system to interface to the security system, including cameras?

GOVERNMENT RESPONSE: No

· Does VA require a single system sign-on for users?

GOVERNMENT RESPONSE: Yes. Users should be able to access the FMS after they sign on to the FSC network.

· Does VA require that the facility management system (FMS) interface to the VA site Computerized Maintenance Management System (CMMS)? If yes, will VA employees enter work request on the FMS or the CMMS. If required, is it acceptable to store data extracted from the CMMS with other VA data on the FMS cloud FedRAMP certified system?”

GOVERNMENT RESPONSE: No

· The Section B does not provide a CLIN for software licensing, hosting, and support during the 9-month base period. Where should we include that cost?

GOVERNMENT RESPONSE: It is anticipated that ATO will take place during the base period. Once ATO is completed (within 9-months, so ATO can be completed as soon as possible before that time) the COR will submit that a modification to the CO to exercise the next option period. Software licensing, hosting, and support is indicated on CLIN 1002, 2001, 3001, and 4001 on the price schedule.

· Section 5.2 Facilities Management Solution SaaS Solution PWS states, “Support up to 1,500 users, up to 800 simultaneous users.” Can you please clarify of the 1,500 users how many are in each of these categories?

· How many of the 1500 users will need to Create Facility Requests (e.g., a light is burned out, or an air conditioner is broken)?

GOVERNMENT RESPONSE: All 1500 users

· How many of the 1500 users will need to Add/Delete/Change new personnel information into the system?

GOVERNMENT RESPONSE: This should only be done by FMS admins (5 facility managers)

· How many of the 1500 users will need to assign personnel to a specific workspace and/or area of open seating?

GOVERNMENT RESPONSE: Most will be assigned to open seating areas designated by services, less than 100 should have assigned seats

· How many of the 1500 users will need to create room/space reservations?

GOVERNMENT RESPONSE: 1500

· How many of the users will need to complete inventory/materials management?

GOVERNMENT RESPONSE: 5 Facility managers

· How many of the 1500 users, how many are Executives, Managers or Technicians?

GOVERNMENT RESPONSE: All will be users, first line supervisors and up will have permission to request moves. Tech are contractors provided by the building owner’s property manager and some minor tasks completed by FM staff.

· How many would need to view the DXF/Floor Mapping Files?

GOVERNMENT RESPONSE: 1500

· Schedule B – Base Period – The Base Period PoP is 9 Months, but CLIN 0002, for the work described in PWS paragraph 5.5, is due no later than 6 months after award. Should the Base period be 6 months?

GOVERNMENT RESPONSE: This should be 9 months, will revise.

· If a contractor completes CLIN 0002, for the work described in PWS paragraph 5.5, earlier than 6 months, will the Government consider exercising Option Period 1 early to begin Integration Support, as described in PWS paragraph 5.3?

GOVERNMENT RESPONSE: Yes

· Under paragraph 5.3.6 of the PWS there is a reference made to a task called "Enable request catalog". Can you elaborate on the definition of the request catalog?

GOVERNMENT RESPONSE: Different types of work requests, maintenance, badging, supply etc.

· Under Paragraph 5.3.5 of the PWS, Can you elaborate on what you mean by: "inbound creation configuration"?

GOVERNMENT RESPONSE: It is how users submit the requests.

· Under Paragraph 5.3.11 of the PWS ("Training"), the RFP states that the contractor is to: "...Conduct two training sessions for each of the three VA users and administrators". We interpret this as us training only three people in a train-the-trainer approach. Please confirm that is an accurate understanding.

GOVERNMENT RESPONSE: Two training sessions for users and two for admins for a total of four training sessions. Will revise this section of the PWS. The user training can be Train the Trainer style with reps from each service.

· Response to questions may not be available until 8/28 or later. Will the agency grant a 1-week extension so that key information from question responses may be incorporated into the proposals?

GOVERNMENT RESPONSE: The Government will extend the response date to 9/3/2020 3PM EST.

· Will the system be the System of Record (SOR) for employee data? If not, which system(s) will be the SOR for employee data?

GOVERNMENT RESPONSE: Would like to integrate with Active Directory

· Will there be any integration of employee data to or from another system? If so, which system(s)?

GOVERNMENT RESPONSE: Active Directory if possible

· Which system(s) are currently being used to manage facility maintenance information?

GOVERNMENT RESPONSE: FM: Interact

· Approximately how much square footage will be managed in the new system?

GOVERNMENT RESPONSE: Main Facility – 150,000 Sq. ft and a second Waco facility approximately 60,000 sq. ft.

· Will technicians (or similar user-types) be tracking work details and progress in the system once they are assigned a work order? If so, approximately how many of these users will there be?

GOVERNMENT RESPONSE: Most Tech will be contractors provided by the building owner, work details will be entered by VA facility managers

· Will the system be integrated with any other work order management systems? If so, which system(s)?

GOVERNMENT RESPONSE: Not necessarily, but deepening on the software it could integrate with IT work order system

· Section 5.2 mentions "strategic planning". Will this functionality include space forecasting and/or space forecast surveys?

GOVERNMENT RESPONSE: Yes, to help us determine future space needs

· Will the 5 FM users also be managing reservation information? If not, how many Reservation Coordinator or Manager users will there be?

GOVERNMENT RESPONSE: Yes the FM admins will primality manage the reservation information but there may be other coordinators as well

· On page 20, the ninth bullet indicates that the system will “Support up to 1,500 users, up to 800 simultaneous users.” Since licenses and cost will be based on the number of users, can the VA provide a breakdown showing the number of users anticipated for each year of the contract?

GOVERNMENT RESPONSE:

· On page 21, the RFQ states that the “Software must be a SaaS solution that is FedRAMP - Low Impact Level compliant at the time of award.” By “compliant”, does this mean that as a minimum the software must be FedRAMP - Low Impact Level Authorized at time of award?

GOVERNMENT RESPONSE: Yes

· On page 22, Section 5.3.5, the RFQ states a requirement to “Enable out-of-the-box asset states and sub-states.” Please define asset state and sub-states.

GOVERNMENT RESPONSE: The software should be able out of the box for us to enter types of assets and individual pieces of equipment without modifications.

· On page 23, Section 5.3.6, the RFQ states a requirement to “Enable request catalog.” Please define request catalog.

GOVERNMENT RESPONSE: Different types of work requests, Maintenance, Badge issuance, supply etc.

· Given that the RFQ was advertised on August 24, 2020 with a due date of August 31, 2020, one week is insufficient time to prepare an adequate response to the Department of Veterans Affairs’ requirements in the Solicitation. Can the due date be extended by at least one week but preferably longer?

GOVERNMENT RESPONSE: The Government will extend the response date to 9/3/2020.

· PWS 4.3 Travel Page 18 - The PWS states, “The total estimated number of trips in support of the program related meetings for this effort is four. Anticipated locations include the following, estimated at two days in duration: 7600 Metropolis Drive Austin, Texas (TX) 78744.”

Would the Government please clarify if the total estimated number of trips is four (4) trips for each period (five (5) total periods – one (1) base period and four (4) option year periods) for a total of 20 trips, or a total of four (4) trips for the entire duration of the contract for all five (5) periods? Additionally, if there are only four (4) trips total, which specific periods should they take place?

GOVERNMENT RESPONSE: The total estimated number of trips are four, to be taken throughout the contract’s PoP. No specific period that they are to be taken in; just taken as needed.

· Section B.4 Price Schedule, Option Period 1-12 months, CLIN 1003 page 10 - Would the Government please confirm CLIN 1003 in the Option Year 1 is when Facilities Management Solution (FMS) configuration activities are set to occur?

GOVERNMENT RESPONSE:

· Section B.4 Price Schedule, Base Period – 9 months page 7 - The pricing schedule appears to indicate that the base period of this contract is solely dedicated to security work and achieving the ATO (PWS Section 5.5). Would the Government please clarify and/or confirm there are no configuration activities included in the base period (nine (9) months)?

· GOVERNMENT RESPONSE: Configuration should start as soon as the ATO is achieved. CLIN 1003 is in Option PERIOD 1. Configuration should start as soon as the ATO is achieved. Once the ATO is achieved, the COR will submit to the CO to exercise Option Period 1 to start configuration.

· Would the Government please grant a two-day extension for the proposal submission deadline to be extended to September 2, 2020?

GOVERNMENT RESPONSE: The Government will extend the response date to 9/3/2020.