36C10B21R0007 Questions and Answers (Amendment 0001).pdf

36C10B21R0007 Technology Strategic Communications Support - ITSC - Questions

# Category Section

Page # Question from Industry Response from VA

1 PWS 4.2 & 6.6 26 &

Can VA clarify the difference in the level of effort expectation between the 15 assigned laptops vs. approximately 20 desk spaces? Should vendors expect the 5 person difference to simply use corporate computers rather than GFE?

Section 4.2, Place of Performance of the Solicitation states that "The Government will provide desk spaces for approximately 20 contractor personnel at VA Central Office. "While Section 6.6, Government Furnished Equipment of the Solicitation states, "Based upon the Government assessment of remote access solutions and requirements of this effort, the Government estimates that the following GFE will be required by this effort: 15 laptops."

The contractor will be allotted 20 desk spaces and 15 GFE laptops not specifically assigned to each desk space, additional equipment needed beyond the 15 GFE laptops for additional desk space and/or remote work will need to be provided by the contractor and connect to the VA network via CAG.

2 PWS 4.5 27 Do we need to identify key personnel by name and resume? If so, what volume should it be included in and does it count against the page limit?

Name and resume not required; the key personnel information is to outline the skill sets and experience the Government expects will optimize performance in those functions.

3 NA NA NA We also want to let you know that the hourly rates inputted on the T&M Labor Rate Table tab are not properly pulled over into the T&M Labor tab. E.g., when you enter the hourly labor rate on the

Table tab for, say, Comms Specialist, it is carried over into the Project Manager LCAT on the Labor tab

Price Spreadsheet-

Attachment A has been revised to properly align the labor categories

4 PWS 4.2 26 Are any of the key personnel explicitly required to perform their roles onsite in

VA facilities as listed in 4.2 and, if so, which ones?

Yes, the key personnel should expect to work onsite in VA facilities at least partially, as determined by operational requirements. ITSC currently has office space at 810

Vermont Ave. and 811 Vermont Ave., Washington, DC (VA Central Office).

5 RFP D(ii) 118 Will the Government confirm whether or not a Pricing Narrative should be included as part of Volume II?

A price narrative is not required

6 PWS 5.3, 5.4,

5.6, 5.14 & 5.16

31-34, 40 &

Tasks PWS 5.3, 5.4, 5.6, 5.14, and 5.16 were not included in the Section D Proposal Submission Instructions. Will the Government confirm that these tasks should still be included in the proposal response and if so, will the government allocate additional pages for them?

The Offeror is responsible for performing all tasks outlined in the PWS.

In accordance with Section E.10

VOLUME I –

TECHNICAL

FACTOR, the Government will evaluate the technical proposals based on the discriminators and PWS outlined in this section. The

Government will not allocate additional pages to the Technical Volume.

7 PWS 4.5 27 Wil the Government confirm that Key Personnel will not be named as part of the Staffing Approach/Level of Effort to be submitted with this proposal? Will the Government also confirm that resumes are not being requested for Key

Personnel? If so, will the government allocate additional pages for them?

Name and resume not required; the key personnel information is to outline the skill sets and experience the

Government expects in those functions.

8 RFP D.

Volume 1 Technical

Factors, 1.0

116 Will the Government confirm whether or not VA OIT has a Work Order Management System for the paperless planning, processing and management of work order communication product efforts?

There is no Work Order Management System in use in

ITSC.

9 RFP C.8.b 85 The RFP mentions that contractors could be precluded from being awarded

The OCI Clause is referring to existing

“future OIT ITSC Support contracts in a related area.” Is the Government referring to specific existing contracts or forthcoming solicitations, and if so, could the Government disclose them?

contracts and future VA solicitations and contracts which would be a conflict of interest with the work outlined in the

PWS.

10 PWS 4.5.c 27 Will the Strategic Partnerships Lead’s efforts focus on building partnerships with internal VA business lines, program offices, etc., or with external entities?

Internal VA business line/program office partnerships

11 PWS 5.14.c 40 Are the master ITSC Calendar and the ITSC Communication Release Schedule (referenced in

5.3/Communication Content Management) the same tool or separate tools?

Same tool.

12 PWS 5.1.2 28 5.1.2 focuses on the Quarterly Progress Report, which is the only deliverable listed under Reporting Requirements.

There is, however, a Monthly Outcome Report mentioned in bullet 5.1.2.k and a Monthly Status Report mentioned in 6.6/Government Furnished Property.

- Are the Monthly Outcome Report and Monthly Status Report one and the same?

- Are these monthly reports required deliverables?

- If there is one or more required monthly report deliverable, could the government account for this in 5.1.2?

The only deliverable in this section is the

Quarterly Progress Report. There is no requirement for a Monthly Outcome Report or Monthly

Status Report.

13 PWS 5.9 36 What and how long is the ITSC media approval process for long-lead vs.

same-day media requests/opportunities?

By what time of day do you require the daily Media Monitoring Report?

How do you define or quantify “significant” for “significant OIT activities and any significant ad hoc events?”

Are you requesting a separate monitoring process when OIT is in the media? It looks like a different deliverable. For this task, by what time of day will we need to monitor, notify, Media requests are forwarded from VA public affairs to OIT/ITSC or if, directed to ITSC, cleared through VA public affairs by the ITSC Government Lead for External

Communication.

ITSC requests 2-3 weeks lead time for predicted media engagements;

and then develop the talking points for select instances?

Does ITSC have access/pay for a media monitoring tool, or will the contractor need to procure that, and is there a preferred tool? (ODCs)?

same-day requests are handled on a case-by-case basis under the direction of the ITSC Government Lead and/or Director. The daily media report is currently submitted to the ITSC Director in the late afternoon

(4-5 pm Eastern);

the time requirement is subject to change based on operational needs.

Significant events may be ones that are tied to the Digital

Transformation Strategy or reflect projects/programs of OIT emphasis at the time; ITSC Government Leads would provide the direction on what constitutes a significant event as needed otherwise.

There is not a separate deliverable for instances of notable OIT media coverage, but the

Contractor should have a process for identifying when that media coverage requires immediate notification of ITSC leadership rather than waiting until the end of day report.

The contractor should consider the cost of a media monitoring tool in its proposal, as ITSC does not have access to one currently. ITSC does not have a tool it prefers and would consider recommendations from the contractor.

14 PWS 5.5 34 Within Optional Task 1, under OIT

Division Communication Campaign Planning and Implementation, the PWS notes that “across all divisions, the estimated number of minor campaigns is 60 per one-year period of performance.” Does this mean that if Optional Task 1 is exercised, the contractor will be responsible for developing approximately 60 minor campaigns, across all divisions? And does this mean there will be no minor campaigns associated with required Task 5.11/OIT and VA Staff

Communication Support?

If/when Optional

Task 1 is exercised by a division, that division will specify its requirements for each period of performance. The estimate of 60 minor campaigns is provided as an upper limit, if all divisions were to exercise the optional task in the same/similar time period. Optional Task 1 does not prevent OIT divisions from requesting ad hoc intra-division communication support, as outlined in Task 5.11;

however, minor campaign level of effort does not need to be included in Task 5.11.

15 PWS 4.4 26 The RFP describes these travel costs as T&M; however, travel costs are typically treated as cost reimbursable.

Can the government please clarify if this travel should be considered cost reimbursable?

Travel is to be priced T&M in accordance 4.4 and the Price Spreadsheet

16 PWS 5.6 34 Is the contractor responsible for funding the nomination, application, or award fees? (ODCs?)

Yes, as outlined in PWS Section 5.6.

17 PWS 5.7 35 Does ITSC currently have access to/pay for a social media tool (like Hootsuite, Social Studio)? Would the contractor have direct access to that tool and post messages, or will the contractor need to work through a VA point of contact?

ITSC has access to

VA’s Social Studio contract. Upon ITSC approval, the contractor would have access to that tool to post directly on ITSC’s behalf.

18 PWS 5.10 36/37 Is the contractor responsible for funding the legislative transcript service?

(ODCs) Is there a service currently in place/is there a preferred vendor?

ITSC does not have a service in place.

The contractor is responsible for funding the service.

One preferred vendor is Bloomberg but ITSC Government Leads will consider the contractor’s recommendations.

19 PWS 5.4 32 It is unclear in some places whether the period of performance refers to a specific year of the contract or the entire three-year contract term. In this instance, it says there will be 4 communication plans during the period of performance. Does that mean over the entire three-year period or 4 per year, meaning 12 total?

Period of performance means one year.

20 PWS 5.4 33 The RFP states “The Contractor shall provide high quality communication support to an estimated two high priority enterprise major campaigns such as those outlined in this paragraph per period of performance.” Does this mean 2 total over the three year period or two per year, for 6 total campaigns?

Two per period of performance, which are planned as one-year increments for this effort.

21 PWS

4.2 26 The RFP states that the Government will provide approximately 20 desk spaces. What GFE will be provided with those 20 spaces? Does the Government anticipate any additionally required equipment for Government site

The contractor will be allotted 20 desk spaces and 15 GFE laptops not specifically assigned to each desk space, contractors that will not be Government furnished?

additional equipment needed beyond the 15 GFE laptops for additional desk space and/or remote work will need to be provided by the contractor and connect to the VA network via CAG.

22 PWS .6 52 Please confirm that the 15 Government furnished laptops will be provided for remote contractors and will be in addition to the Government furnished equipment provided for Government site contractors.

The contractor will be allotted 20 desk spaces and 15 GFE laptops not specifically assigned to each desk space, additional equipment needed beyond the 15 GFE laptops for additional desk space and/or remote work will need to be provided by the contractor and connect to the VA network via CAG

23 RFP D.1 116 Please provide instructions and/or a link for Vendor Portal registration.

Vendor Portal is not required. Please email responses to Michael.Levchenko

@va.gov and Heather.Utt@va.gov

24 RFP D.6.(ii) Volume

III

119 Please confirm all Representations & Certifications that require original signature. Does Section E.2, E.3, and E.4 (pages 89-112) capture all representations and certifications required for Volume III?

Yes

25 N/A N/A N/A Please provide the name of the incumbent contractor and any applicable major subcontractors.

The contract number for the current effort is

HHSN31620120019

7W/Task Order 36C10B20F0247 mailto:Michael.Levchenko@va.gov mailto:Michael.Levchenko@va.gov

26 N/A N/A N/A Please provide the current contract’s award amount for the base period and any additional optional periods.

The contract number for the current effort is

HHSN31620120019

7W/Task Order 36C10B20F0247

27 N/A N/A N/A Please confirm the FTE/labor hour total used to perform the current work.

Offerors are to bid according to the terms and requirements as outlined in the PWS and RFP and any previous contracts are not relevant

28 N/A N/A N/A Does the solicitation’s PWS reflect a scope increase when compared to the current contract?

Offerors are to bid according to the terms and requirements as outlined in the PWS and RFP and any previous contracts are not relevant.

29 N/A N/A N/A Are the solicitation’s PWS tasks the same as those contained in the current contract?

The contract number for the current effort is

HHSN31620120019

7W/Task Order 36C10B20F0247.

30 RFP NA 1 Will the Government consider extending/modifying the solicitation’s current due date to ensure adequate time is available to incorporate answers and guidance provided by the contracting office?

At this time the

Government will extend the proposal due date to January 8th. No further extensions can be made as the current contract expires on 1/31.

31 PWS 5.1.1 28 Please confirm that Offerors are to submit a CPMP with their responses.

The CPMP is due within 30 days of contract award.

32 PWS/

RFP

5.5, 5.6, 5.14, 5.16,

5.18 &

E.10.D

33-34, 34, 40, 41-42, 42-43, 117 -

Where should Offerors respond to PWS Sections 5.5, 5.6, 5.14 and the optional tasks in 5.16. and 5.18?

The Offeror is responsible for performing all tasks outlined in the PWS.

In accordance with Section E.10

VOLUME I –

TECHNICAL

FACTOR, the

Government will evaluate the technical proposals based on the discriminators and PWS outlined in this section. The Government will not allocate additional pages to the Technical Volume.

33 PWS 4.5 27-28 Please clarify the labor categories we need to price and verify key personnel labor categories.

The contractor should propose labor categories it believes are best suited to the work required as outlined in the PWS.

34 NA NA NA Is there an incumbent Contractor? If so, please identify the incumbent Contractor and provide the contract number.

The contract number for the current effort is

HHSN31620120019

7W/Task Order

36C10B20F0247.

35 PWS 4.5 27 Does the government require submission of key personnel resumes with proposals? If so, where should Offerors place key personnel resumes, is there page limit for resumes, and are resumes included in the page count?

Names and resumes are not required; the key personnel information is to outline the skill sets and experience the Government expects will optimize performance in those functions.

36 PWS 4.3/4.4 26-27 The PWS references two different sets of travel costs, FFP and T&M.

Please clarify which travel option the Government plans to utilize and kindly revise the PWS accordingly.

The PWS accurately reflects a hybrid FFP and T&M approach to travel. No revision required.

37 PWS 4.5 27-28 The PWS references Key Personnel but does not include them in the Evaluation Criteria.

Key Personnel is not part of the evaluation criteria

Not including Key Personnel in the Evaluation Criteria offers great risk to the VA and the ITSC program. Will the government consider adding Key Personnel as part of Evaluation Criteria?

38 RFP E.10 115 The Evaluation Criteria does not include Past Performance which introduces great risk to the VA and the ITSC program. Will the government consider adding Past Performance to the Evaluation Criteria?

Past Performance is not an evaluation criteria.

39 PWS E 10 - D

(i)

117 &

The following PWS sections are not referenced as technical factors: 5.3, 5.5, 5.6, 5.14, and 5.16. Does the government want bidders to individually address these tasks in their detailed approach (outside of the paragraph #6:

management methodology/staffing approach)? If so, in which technical factor paragraphs will the respective PWS sections reside?

The Offeror is responsible for performing all tasks outlined in the PWS.

In accordance with Section E.10

VOLUME I –

TECHNICAL

FACTOR, the Government will evaluate the technical proposals based on the discriminators and

PWS outlined in this section. The Government will not allocate additional pages to the Technical Volume.

40 PWS 5.7 35 Does ITSC maintain a HootSuite or Social Studio license and provide administrative access for the contractor? Or does the contractor need to procure and manage?

ITSC has access to VA’s Social Studio contract. Upon ITSC approval, the contractor would have access to that tool to post directly on ITSC’s behalf.

41 PWS 5.9 36 Does ITSC maintain a media monitoring subscription service (e.g., Meltwater, Cision) or should this be assumed as a contractor cost?

The contractor should assume the media monitoring service as part of its proposed costs.

42 PWS 5.9 36 Is this key personnel position required to be onsite at VA? (either now or after COVID restrictions are lifted)

Yes, key personnel positions should be available to work on site when the Government requires on site work.

43 Pricing NA NA Is the Offeror able to propose additional

Labor Categories?

The T&M Labor categories are set by the Government.

For the FFP portion, the Offeror can propose the labor categories they see fit.

44 PWS 5.5 33 The PWS notes that there are 50-60 Fact Sheets/Issue Papers that the contractor shall “develop and maintain.”

How many of these work products are to be developed, and how many of these are to be maintained in the course of a year?

The contractor should plan to develop 50-60 products and maintain them with current information throughout the year.

45 PWS 5.5 33 Can VA OIT provide an example of a “Bingo” quick reference card?

Bingo Card is added as Attachment B

46 PWS 5.5 33 The deliverables for PWS 5.5 include A.

Weekly SES Talking Points and B. OIT Fact Sheets/Issue Papers. This section also includes references to graphics, talking points, presentations and other items that are not included as deliverables. Should these additional items be included in the list of deliverables?

The other products outlined in the section but not as specific deliverables are on-going work that should be priced based on estimates provided in the PWS.

47 RFP Volume I 118 In order to reduce the risk to the Government, would VA consider adding a requirement for prior Past Performance with VA or comparable work in support of a Federal Civilian agency. This requirement, in terms of similar scope or complexity, could help VA OIT assess an Offeror’s ability to deliver the required services to a Federal customer, in terms of complexity and quality of service.

Past Performance is not required as part of this RFP.

48 RFP Volume I 117-

In order to complete a more comprehensive assessment of this team

Name and resume not required; the key of professionals supporting VA, would VA OIT consider requiring resumes for Key Personnel to be submitted in full, beyond the 30-page limit for Volume I?

personnel information is to outline the skill sets and experience the Government expects will optimize performance in those functions.

49 NS NA NA Given that this is requirement is a SDVOSB set-aside, could the government confirm that they will only allow VA Certified SDVOSB companies to propose as prime and not Joint Ventures, as they often consist of large businesses that do not qualify as

SDVOSB.

This requirement is set-aside to any SDOVSB vendors registered and verified in the VIP database.

50 PWS 5.11 &

5.16

37-38 & 41-

Please confirm that the Division Communication Support and OIT

Communication Working Group listed in PWS section 5.11 is for Division support/coordination of Enterprise-level communication products, and is separate from the Intra-Division Communication Support (internal) listed in Optional Task 1/PWS section 5.16?

Confirmed.

51 Pricing NA NA The T&M Labor worksheet utilizes “Fully Loaded Blended Hours Labor Rates” that are linked from the T&M Labor Rate

Table worksheet.

Can the Government check the alignment of Labor Categories and formulas and adjust the T&M Labor Rate Table worksheet accordingly?

Price Spreadsheet - Attachment A has been revised to properly align the labor rates.

52 Pricing NA NA Can the government confirm the Quantity for Optional Task 3 –

Transition Out Services/Transition Plan?

Per the PWS, the contractor is to provide the Transition Out Plan that defines the services to be conducted to properly transition the effort within 60 days.

53 RFP E.10 116 The RFP states “Offerors are encouraged to register for the Vendor

Vendor portal is not required, and

Portal in order to ensure timely transmission of their proposals to the Government.”

Can the government confirm that this is not applicable and that submissions are emailed to the Contract Specialists listed?

submissions are to be emailed to Contract Specialist and Contracting Officer.

54 RFP E.10 117 Section 4.5 lists the following positions as key personnel: Project Manager, Media and External Communications Lead, Strategic Partnership Lead and Creative Director; however, there are no instructions to submit resumes for these positions.

Can the government confirm that there are no requirements for Key Personnel resumes that may be provided in an Appendix or Attachment?

Name and resume not required; the key personnel information is to outline the skill sets and experience the Government expects will optimize performance in those functions.

55 RFP 4.2 26 Does the government expect the whole contract team to be on-site during any point of the award? If so, how will the government provide desk or workspace, so contractors are not sharing space with two or three team members?

The Government expects on-site presence of those team members it can support with appropriate space (currently approximately 20 desks). The contractor PM may rotate/hotel team members based on the operational needs at any given time.

56 RFP 4.2 26/52 Why will the government not provide Wi-Fi access to the contract team or be responsible for providing hotspot devices, if they are not giving each staff member a government furnished laptop?

Federal Acquisition Regulation 45.102 states the contractors are ordinarily required to furnish all property necessary to perform Government contracts and that the contractor’s inability or unwillingness to supply its own resources is not sufficient reason for furnishing or acquisition of Government property.

57 RFP 4.3 and 4.4

26 The RFP states “Include all estimated travel costs in your firm-fixed price line items.” In Attachment A, Schedule B, the Total Base Period (and Option

Periods) are evaluated as Firm Fixed Price (FFP) offers but they include Travel IAW Section 4.4 – T&M.

Can the government confirm that the trips, number of staff, days per trip outlined in Section 4.4 (T&M) represent the Unit Price already established in Attachment A?

Travel is hybrid.

Both FFP and T&M.

The estimated FFP and T&M trips are outlined in PWS 4.4.

The T&M travel is a set ceiling and the

Offeror is only to propose the handling rate in accordance with

Attachment A.

58 RFP 4.3 The RFP states “Include all estimated travel costs in your firm-fixed price line items.”

Given the current operational environment and the potential that travel requirements may continue to shift, would the government consider a Not to

Exceed (NTE) travel amount?

Can the government confirm that the

Travel costs that should be included in the Firm Fixed Price line items for PWS Tasks 5.8 and 5.11 be estimated at the same notional unit costs as provided in

Attachment A (Section 4.4 – Travel (T&M)) for the number of trips indicated?

Travel is hybrid.

Both FFP and T&M.

The estimated FFP and T&M trips are outlined in PWS 4.4.

The FFP travel costs are to be incorporated in the

FFP CLINs. The T&M travel is a set ceiling and the Offeror is only to propose the handling rate in accordance with Attachment A

59 RFP 4.0 &

5.18.2

The RFP states that “This PWS also includes a 3-month optional task for Transition Out Services/Transition Plan, an optional task for web support, and an optional task for intra-division communication support.”

Per the PWS, the contractor is to provide the Transition Out Plan that defines the services to be conducted to properly transition

Section 5.18.2 Transition-Out Services states that “All transition-out services shall be completed within 60 days.”

Can the government clarify the time-period for Transition-Out?

the effort within 60 days.

RFP has been updated to reflect 2 months Transition Out in Section 4.0

60 RFP 6.6 52 In the Fall of 2020, the government released a Request for Information for this opportunity. In response to questions, the government stated, “The Government recommends no fewer than 30 FTE to perform the base contract tasks, not including optional tasks. Exercise of the optional tasks could result in an additional need for 20 or more FTE, primarily for Optional Task

1 and Optional Task 4.”

Since the solicitation indicates that only

15 laptops are available for contractors, can the government confirm that at least half of the contract FTEs do not require Government Furnished Equipment

(GFE)?

The contractor will be allotted 20 desk spaces and 15 GFE laptops not specifically assigned to each desk space, additional equipment needed beyond the 15 GFE laptops for additional desk space and/or remote work will need to be provided by the contractor and connect to the VA network via CAG.

61 RFP 5.11 &

6.6

37 &

PWS Task 5.11 – OIT Division Communication Support outlines that “Selected divisions may require more support than others; historically, division communication support has been conducted with approximately 15 full time contract staff (not including project management), with surge support from across the team for high level of effort projects.”

Are the 15 laptops discussed in Section

6.6 related to these staff or should Offeror’s level-of-effort estimate assume these laptops are allocated for just some of the resources required by the ITSC program?

No, the laptops are not designated for OIT Division

Communication Support. The offeror should assume the 15 laptops are allocated for some of the resources required by the ITSC program and that the offeror will need to supply the remaining team members’ equipment.

62 RFP 4.2 & 6.6 26 &

Section 6.6 outlines that 15 laptops are estimated to be required by this effort.

Since Section 4.2 states that approximately 20 Contractor personnel will be seated at VACO (COVID-19

Confirmed. The contractor will need to provide laptops for additional team members and conditions permitting), can the Government confirm that some use of contractor furnished equipment with approved remote access solutions will be permitted. This will be particularly useful for resources that may work remotely or for creative support needs

(e.g., graphics, video support)?

connect to the VA network via CAG, etc.

63 RFP 6.6 52 The RFP states that it is estimated that 15 laptops will be required for this effort.

Can the government confirm that not all personnel will require government furnished equipment (GFE) and that those individuals will be granted remote access?

The contractor will need to provide laptops for additional team members and connect to the VA network via CAG, etc.

64 RFP E.10 117 Item 1 outlines that Offerors should reference PWS Sections 5.1 and 5.2 to describe our approach to managing a comprehensive strategic communication program.

Can the government confirm that the contractor is not required to write to

PWS Section 5.3 in the technical response?

The Offeror is responsible for performing all tasks outlined in the PWS.

In accordance with

Section E.10

VOLUME I –

TECHNICAL

FACTOR, the

Government will evaluate the technical proposals based on the discriminators and PWS outlined in this section. The Government will not allocate additional pages to the Technical Volume.

65 RFP B.3 &

5.15

10 &

The Price Schedule contains CLIN and descriptions of deliverables that map to the PWS task areas. CLIN items 0015A and 0015B outline both Section 508 Accessibility Training and a Contractor Staff Roster. However, Section 5.15:

Accessibility only references the Section

508 Accessibility Training.

The staff roster remains under Section 6.2.2 and remains as CLIN 0015B

Can the Government confirm if the Contractor Staff Roster is aligned with the proper PWS task or should this be with Section 5.14, Business Operations and Information Management Support?

66 RFP E.10 117 &

The government has outlined an integrated set of Instructions to Offerors and Evaluation approach for this solicitation.

Can the government elaborate that Volume I – Technical approach should be structured by the six evaluation elements or by PWS tasks?

The Offeror is responsible for performing all tasks outlined in the PWS.

In accordance with

Section E.10

VOLUME I –

TECHNICAL

FACTOR, the

Government will evaluate the technical proposals based on the discriminators and PWS tasks outlined in this section.

67 RFP E.10 118 Item #6 outlines that the “The Offeror shall provide the estimated level of effort for the Offeror’s approach for each task to include labor categories and associated hours for the Prime and any proposed subcontractor for the base and option periods of performance ….

Ensure the hours are correctly totaled for each period (base and option period)”.

Given page constraints, can the government confirm that estimated hours for Option Periods be summarized whereas the base period depicts hours for each task?

If Option Periods are broken out by each task, can the government allow a total of 33 pages for Volume I – Technical?

The estimated hours for Option Periods may be summarized but should illustrate capability to perform the tasks outlined and feasibility of approach.

68 PWS 5.2.2 31 Since the Fiscal Year 2021 strategy was already approved, does the government want recommendations or suggestions for this year’s communication plan?

Per the PWS, the deliverable required in Section 5.2.2 is due by November 1, Does the government expect the first Annual Outcome Report to be completed at the end of Fiscal Year

2021 or at the start of the new contract award?

2021. Per the PWS, the recommendations are due by November 15, 2021.

69 PWS 5.3 31 Is there a preferred tool or service the government is using for communication content management?

If the contracting teams offers an alternative digital communication content management solution, could they use ODCs to pay for this expense?

PWS Section 5.3:

The Contractor shall be responsible for delivering an ITSC Communication

Release Schedule electronically for use on the VA network (preferably leveraging VA’s existing MS Teams and the MS365 suite of products)…” The

Contractor is responsible for providing the digital tool if not one provided by VA.

70 PWS 5.4 32 PWS Task 5.4 outlines that VA End

User Campaigns are aligned with OIT divisions, like the Account Management Office example listed within the RFP.

Is the staffing outlined for OIT Division Communications Support (PWS 5.11) utilizing the same resources or is the staffing required for VA End User Campaigns different than this support?

It is up to the contractor to develop and recommend an approach that will best perform the work required as outlined in the PWS.

71 PWS 5.4 32 Can the government confirm the following FTEs listed within the section are accurate?

• Enterprise Campaigns: No FTEs identified

• VA End User Campaigns: No

FTEs identified

• Major Initiatives: 2 FTEs (1 allocated to graphics) and support staff that can surge up to 4 FTEs

Refer to PWS Section 5.4 for information provided to assist in determining LOE.

Electronic Health Record: 2 FTEs and support staff that can surge equivalent up to 1.5 FTEs

72 PWS 5.4 31-32 Can the government confirm that the Enterprise Campaigns are focused on highlighting OIT led initiatives to both internal and external audiences while the Major Enterprise Initiatives are focused on enterprise efforts that OIT supports?

Enterprise Campaigns are creative, proactive communication efforts to highlight OIT’s relationship to improving the

Veteran experience and partnership with VA business lines in modernizing VA.

Major Enterprise Initiatives support are for established

VA

programs/initiatives such as those listed in PWS Section 5.4/Major Enterprise Initiatives.

73 PWS 5.4 33 There are two deliverables listed for

Section 5.4 (Enterprise Communications Plan and VA End User Plans); however, there are four separate initiatives listed in this section.

Are there specific deliverables associated with the Major Enterprise

Initiatives and OIT Support to Electronic Health Record Modernization Tasks?

No, as those sections are on-going support to those initiatives rather than discrete campaigns.

74 PWS 5.5 34 The task description indicates that “the Contractor shall develop presentations, brochures, talking points, speeches, email messages (such as CIO messages to employees), and other collateral/ad hoc requests that effectively communicate OIT’s strategic initiatives to audiences internal and external to OIT (estimated at 15-20 per month).” Can the government update the deliverables list for this task to include these items?

No. It is ongoing work that is not conducive to concrete deliverables. The Government has provided estimates that the contractor should use to estimate LOE and pricing.

75 PWS 5.6 34 Does the government have a budget or financial ceiling defined for organizational recognition?

How does the government define one organization recognition nomination

(e.g., one individual entry per award or all entries aligned to an award)?

If the contracting team meets the 20 nominations required to be submitted each year, can they stop supporting this task and realign resources to other areas of the communication program?

The Government does not have a pre-determined budget, as this is a Firm, Fixed Price contract.

Per the PWS, nominations are estimated at 20 per year; several individuals may be submitted on one nomination narrative, which the Government assumes would be one fee. Multiple nomination fees would equal multiple nominations toward the estimate of 20.

No, the contractor may not stop supporting a task once it reaches 20 nominations, as 20 is an estimate on a firm, fixed price contract.

76 PWS 5.7 35 What tools does the government have to monitor success for OIT’s social media strategy?

If the government does not have a social media tool for monitoring its digital presence, will the contractor be responsible for providing the resource?

Social Studio.

Additional/different tools would be the contractor’s responsibility to provide.

77 PWS 5.9 36 What tools does the government have for media monitoring?

If the government does not have a media monitoring tool, will the contractor be responsible for providing the resource?

Google Alerts, VA

Librarian.

Additional/different tools would be the contractor’s responsibility to provide.

78 PWS 5.9 36 Will the contractor be responsible for training OIT Senior executives for Speaking and Media engagements?

The ITSC Government staff will primarily be responsible for training OIT SES on speaking and media engagements with some contract support to help effectively communicate OIT’s strategic initiatives to audiences internal and external to OIT (PWS Section 5.5).

79 PWS 5.10 36 Can the government update the deliverables in this section to include briefings and hearings support and development of Requests for Information?

No. It is ongoing work that is not conducive to concrete deliverables. The

Government has provided estimates that the contractor should use to estimate LOE and pricing.

80 PWS 5.10 37 Will the contractor be responsible for training OIT Senior executives for Congressional hearings, briefing or meetings?

The ITSC Government staff will primarily be responsible for training OIT SES for Congressional engagements with some contract support to help effectively communicate OIT’s strategic initiatives to audiences internal and external to OIT (PWS Section 5.5) and video support

(PWS Section 5.13).

81 PWS 5.11 38 Regarding the Communication Working

Group, the RFP states that the Contractor will provide communication

Yes representatives organized at the ITSC level but develop subject matter expertise in each of the organization’s divisions. Are these representatives meant to be the same as the 15 full-time division communication representatives?

82 PWS 5.11 38 Are the communication representatives in the working group meant to be committed to that working group full time? How many full-time positions are necessary for the working group, if any?

No

83 PWS 5.13 39 RFP states 120 minutes of training video footage, however there are no other mentions of trainings within the scope of work, besides 508 compliance.

Can the Congressional and Speaking Engagement training sessions statement be elaborated on?

ITSC Government staff is primarily responsible for the conduct of the training sessions.

84 PWS 5.14 40 Is the government able to clearly define deliverables associated with this task?

It is ongoing work that is not conducive to concrete deliverables. The Government has provided estimates that the contractor should use to estimate LOE and pricing.

85 PWS 5.14 40 Can the government confirm if the contractor is expected to perform any development tasks in the SharePoint environment?

The contractor is not expected to perform any development tasks in the

SharePoint environment.

86 PWS 5.16 41 Can the government confirm that the contractor may support Divisions already receiving contractor support through Tasks 5.4 and 5.11 as part of this task?

Similarly, can the government confirm that support as part of this optional task

Confirmed. The scope of effort in

5.16 will not duplicate that of

Tasks 5.4 and 5.11, as the scope of 5.16 is for intra-division communication support only.

will be directed at specific emerging initiatives, as needed?

87 PWS 5.17 42 Are the external OIT sites currently on a Drupal platform and is the contractor expected to manage updates directly or in coordination with the government web developer?

The OIT internet is not on a Drupal platform. The Contractor would manage updates in coordination with the government web developer.

88 PWS 5.18.2 43 Can the government confirm if the number of days associated with this task are calendar days or business days?

The number of days is calendar days.

89 RFP E.10 115 Volume I – Technical Question 6.

indicates that the “Offeror shall include estimated number of staff who will be available to work on the VA network within 30 days of award.”

The VA clearance process can sometimes take longer than four weeks.

Can the government clarify if these available individuals must be VA-badged prior to award or if they can be badged immediately following contract award?

The intent is to ascertain how many individuals are likely to be able to work on the network by

30 days after award.

90 Price NA NA Can the government confirm the Quantity for Optional Task 3 – Transition Out Services/Transition

Plan?

Per the PWS, the contractor is to provide the

Transition Out Plan that defines the services to be conducted to properly transition the effort within 60 days.

91 PWS 4.3 and 4.4

26 The RFP states “Include all estimated travel costs in your firm-fixed price line items.” In Attachment A, Schedule B, the Total Base Period (and Option Periods) are evaluated as Firm Fixed Price (FFP) offers but they include Travel IAW Section 4.4 – T&M.

Travel is hybrid.

Both FFP and T&M.

The estimated FFP and T&M trips are outlined in PWS 4.4.

The T&M travel is a set ceiling and the

Can the government confirm that the trips, number of staff, days per trip outlined in Section 4.4 (T&M) represent the Unit Price already established in Attachment A?

Offeror is only to propose the handling rate in accordance with Attachment A

92 PWS 4.2 and

6.6

26 &

Section 6.6 outlines that 15 laptops are estimated to be required by this effort.

Section 4.2 states that approximately 20

Contractor personnel will be seated at VACO (COVID-19 conditions permitting), can the Government confirm that use of contractor furnished equipment with approved remote access solutions will be permitted.

The contractor will be allotted 20 desk spaces and 15 GFE laptops not specifically assigned to each desk space, additional equipment needed beyond the 15 GFE laptops for additional desk space and/or remote work will need to be provided by the contractor and connect to the VA network via CAG

93 PWS 5.5 34 The task description indicates that “the Contractor shall develop presentations, brochures, talking points, speeches, email messages (such as CIO messages to employees), and other collateral/ad hoc requests that effectively communicate OIT’s strategic initiatives to audiences internal and external to OIT (estimated at 15-20 per month).” Can the government update the deliverables list for this task to include these items?

No. It is ongoing work that is not conducive to concrete deliverables. The Government has provided estimates that the contractor should use to estimate LOE and pricing.

94 PWS 5.7 35 What tools does the government have to monitor success for OIT’s social media strategy?

If the government does not have a social media tool for monitoring its digital presence, will the contractor be responsible for providing the resource?

Social Studio.

Additional/different tools would be the contractor’s responsibility to provide.

95 PWS 5.9 36 What tools does the government have for media monitoring?

If the government does not have a media monitoring tool, will the

Google Alerts, VA

Librarian.

contractor be responsible for providing the resource?

Additional/different tools would be the contractor’s responsibility to provide.

96 PWS 4.5 Can the Government confirm if the four

(4) key personnel must be located in the D.C. area? Are any of the key personnel positions authorized to work remotely and be permanently located outside of the DC area?

Per PWS Section 4.2, tasks under this PWS shall primarily be performed in VA facilities in the Washington, DC area. The place of performance requirements include Key Personnel; work performed at remote locations outside of the DC area would require prior concurrence from the COR.

97 PWS 5.9 Media Monitoring Report. How many people receive the daily media report?

OIT Senior Executives and to whomever they forward the report.

98 PWS 5.4 Section 5.4 STRATEGIC

COMMUNICATION SUPPORT OF

MAJOR OIT INITIATIVES that states “The Contractor shall develop approximately four proactive communication plans during the period of performance…” Can the government confirm that these campaigns would be over the 3 years period of performance?

Period of Performance for this contract is one year increments (base and option periods).

99 RFP E.10 115 Within the Basis for Award and Proposal instructions, there is no mention of pass performance as part of the evaluation criteria. However, Section D.2.C.(1).1. PWS p.117, states, “The Offeror shall describe in detail its approach to internal, executive-level communication with a large employee base, to include experience with change management, a transition to new

Past Performance is not an evaluation factor.

organizational structures relative to parent organization strategy, effective employee communication modalities

(such as town halls or other channels), and internal communication campaign planning and implementation. Could the government please clarify the if and how past performance will be evaluated?

100 PWS 4.2 26 The RFP references "the PWS shall primarily be performed at VA facilities located in Washington, DC", and that the "Government will provide desk space for approximately 20 contractor personnel” at Vermont Avenue. What is the expected date or time frame in 2021 that the Vermont Avenue facility will be reopened (post-COVID-19) for full occupancy such that the bidder should expect to staff personnel onsite, vs.

work from home?

Unknown, as it is dependent on the COVID-19 virus.

101 Pricing Can the contractor propose labor categories and rates in addition to the 6 prescribed by the RFP for execution? It is understood these will not be included in the evaluation. If not, can the contractor negotiate additional labor categories and rate upon contract award?

Yes. The contractor shall propose the LOE they deem fit for their technical approach to the FFP tasks.

102 PWS 5.2.2 30-31 The question provides examples of the types of topics the Contractor may provide subject matter expertise to ITSC Government staff on. Since the specific topics are examples and not confirmed, should the pricing approach allocate a set number of hours to complete the activity for one topic?

The pricing strategy should allocate the comprehensive number of hours for providing recommendations to continuously improve an existing strategy document.

103 PWS 5.2.1 Are there existing research personnel currently assigned to OIT that should be used for conducting quantitative research?

No

104 PWS 4.5 27 Are resumes required for Key

Personnel?

No

105 PWS 4.5 27 Neither the PWS nor the Amendment A pricing table make a distinction between senior and junior personnel in labor categories. Most solicitations envision a combination of experience levels on work like this to bring the right level of experience and supervision to bear.

Would the government consider an amendment adding this?

The contractor shall propose the LOE they deem fit for their technical approach to the FFP tasks.

106 PWS 4.5 27 Would the government consider adding labor categories for Key Personnel and/or Key Personnel to the added to the pricing Amendment A spreadsheet.

We need to account for these individuals and labor rates in pricing.

Labor Categories are only provided for the T&M Tasks. The Offeror shall propose the LOE they deem fit to perform the FFP tasks to include the Key Personnel.