VCS Food Ordering Online and Mobile Application RFQ Questions _ Answers.pdf

Date RFQ Question: Answer:

12/19/2023 Is this a small business set-aside? Yes, this is a small business set-aside

12/20/2023 Can you please tell us how many terminals or mobile tablet's needed (like the ones used at

Starbucks by the Baristas to take orders from customers)?

VCS personnel will not be taking orders. VCS would need one tablet or terminal and printer in each activated location to receive orders that are placed via the mobile app or website.

12/20/2023 Roughly how many users will be using this app? Unknown at this time, but the expectation is that it would eventually be available for up to 9+ million veterans enrolled in VA Healthcare their families and 500k VA staff members.

12/20/2023 What system is currently used? What are the issues with it? VCS does not currently have a mobile ordering app

12/20/2023 What data will be most relevant from the app? (Sales data, inventory stock) Sales data

12/20/2023 Will there be any private data or sensitive data used on this Point of Sale system? VCS is not looking for a point of sale, but an application that customers can order from online via a mobile application or customer facing website. There should not be any sensitive data stored as a part of this solution. Customers would willingly enter their

Credit Card information into the application to complete their transaction and place their food order.

12/27/2023

Could you please outline the typical procurement process for acquiring online and mobile application solutions within the federal government?

All requirements and submission instructions are part of the solicitation. All Offerors will be evaluated in accordance with the solictation.

12/27/2023

What are the key technical specifications or features that the federal government seeks in a Meal

Service Online and Mobile Application Ordering Solution?

This is outlined in Appendix A under the Salient Characteristics.

12/27/2023

Given the sensitive nature of government operations, what security measures and compliance standards must be met by the proposed solution?

This is covered in Sections: 2.0, 5.4, 5.5, 6.0 and 6.2 of the PWS.

12/27/2023

How does the federal government anticipate the scalability of the solution to meet potential future increases in demand or changes in requirements?

The solution shall be phased into the VCS Canteens following a detailed deployment schedule. VCS currently predicts up to 5-10 locations to start and a maximum of 60 total locations to complete this award. It is expected that the vendor will ensure capacity and performance demands are met to accommodate VCS's needs for this solution.

12/27/2023

Are there any specific integration requirements with existing government systems that the proposed solution should accommodate?

The solution shall provide digestible Retail Transaction logs (Rtlogs) for VCS's Oracle

Financial system, shall integrate with the VCS Electronic Payroll Deduction (EPD) program through Datacap and NetEpay and shall integrate with SVS Gift Card payment processing system for VCS branded Gift Cards.

12/27/2023

Could you provide information on the expected timeline for the procurement process and any relevant milestones we should be aware of?

VA expects evaluations and award to occur in 2nd quarter FY24.

12/27/2023

What criteria will be used to evaluate and select the winning proposal? Are there specific priorities or considerations that carry significant weight in the decision-making process?

This information is provided in Section E of the solicitation.

12/27/2023

Are there any budgetary constraints or guidelines that we should be mindful of when preparing our proposal?

This is a Firm Fixed Price effort. All Offerors shall propose according to the scope of the effort detailed in the PWS.

12/27/2023

Could you please provide the contact information of the person or team responsible for overseeing the procurement process? This will help facilitate any additional questions or clarifications that may arise during the preparation of our proposal.

Contact information is found in the solicitation and on SAM.gov.

1/2/2024

In regard to Section 6.2.2, the PWS states, "Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with the PAL template artifact."

Vendor question/comment: Currently, as a small business, our existing team is fully engaged in ongoing projects, and we don't have immediate availability on the bench to assign to the new project. However, we are enthusiastic about this opportunity and committed to assembling a dedicated team once the contract is awarded. This project needs about 13+ new employees initially and will be scaled up based on project progress and timelines. (Program Manager - 1

Technical Project Manager -1, Android developers -2, IOS developers- 2, Website Developers -2, Mobile QA - 1, Web QA -1, Accessibility QA (Section 508) -1, Performance QA - 1, UX Designer -1)

To ensure transparency and efficiency, we anticipate providing you with all the requested details for the new team within 30 business days of the contract award. This timeframe allows us to carefully curate a skilled and dedicated team tailored to the unique requirements of your project.

We understand the importance of timely commencement and assure you that we are dedicated to expediting the team formation process. Your understanding and cooperation in this matter are highly appreciated.

Please let us know if this timeline aligns with your project schedule, and if there are any specific considerations or adjustments needed. We are eager to collaborate and contribute to the success of this project. All the due dates mentioned in the document to be added by +30 days, however we will accomplish full project within 60 weeks from contract award date.

Deliverable dates and milestones shall be in accordance with the Price/Delivery

Schedule set forth in Section B.

1/2/2024

In regard to Section B9(b) of Addendum B, the PWS states: "The Contractor shall provide to the

CO and/or the COR a copy of the training certificates and certification of signing the Contractor

Rules of Behavior for each applicable employee within 2 days of the initiation of the contract and annually thereafter, as required."

Vendor question/comment: If above is allowed, we will provide within 32 days

Deliverable dates and milestones shall be in accordance with the Price/Delivery

Schedule set forth in Section B.

1/2/2024

In regard to Section 5.1.2, the PWS states: "Technical Kick-off meeting presentation. No later than 15 calendar days after task order award the Contractor shall lead a technical kick-off meeting for the effort."

Vendor question/comment: As per our above request, we can hold Technical Kick-off meeting within 45 days.

Deliverable dates and milestones shall be in accordance with the Price/Delivery

Schedule set forth in Section B.

1/2/2024

In regard to Section 6.6(3a), the PWS states: "Customers can place orders ahead of time to be picked up at a later date or time selected by the customer from available options."

Vendor question/comment: "How many days ahead can a customer place and order? This may be clarified in later discussions."

Undetermined at this time.

1/2/2024

In regard to Section 6.6(5), the PWS states: Digital order queue and ticket printer system that includes:

i. A tablet and/or touchscreen monitor or a kitchen display bump bar system that supports digital order queue

ii. Associated peripherals such as a printer for order tickets

Vendor question/comment: Does this project also needs a POS setup to be available at each VCS for taking orders by a sales person at canteen kitchen counter?

(POS setup includes Touch screen monitor for taking orders + card reader for payments + ticket printer + sale print)

This solution does not require a POS or require an integration to VCS's existing POS.

1/2/2024

In regard to Section 5.3.1, the PWS states, "The Contractor shall provide a Help Desk

Implementation Plan detailing how it will implement their Help Desk solution, when/how services will be made available, and the proper channels for communication and workflows."

Vendor question/comment: Considering the project's scope, objectives, and potential user needs, could you kindly provide insights into the recommended timeframe for the help desk to be operational? Starting from UAT stage and to be continued until 36 months? Knowing the duration is very crucial for proposing price.

The Help Desk should be operational at the start of UAT and would remain in operation throughout the Period of Performance.

1/2/2024

Vendor question/comment: We are seeking clarification on the allowable percentage of total price that can be released as an initial installment upon project award. This could help with an initial resource allocation, infra setup, facilitating the smooth initiation of project activities. We believe it would contribute to the efficiency and timely commencement of the project.

We are open to your thoughts on this matter and would appreciate the opportunity to discuss any considerations or adjustments that may be necessary.

There is no initial installment. Payments will be made in accordance with the Price

Schedule set forth in section B.4

1/2/2024 In regard Section 5.4, the vendor cannot access "Public vs. Internal App Store Education.pdf"

Public vs. Internal App Store Education.pdf has been posted for access.

1/8/2024

In regard to Section C, "Content Requirements," can the Executive Summary be excluded from the page count in order to provide offerors with more space to introduce their solution?

Any required material shall be included in the page count. Any pages outside of the page count will not be evaluated.

1/8/2024

Please confirm that the VA is requiring both a mobile application and an online solution for this effort?

Yes, this is for both a mobile application and a web ordering component.

1/8/2024

We assume that the VA VCS will want the mobile application and/or the SaaS system to be able to interface with the VA VCS’ point of sale system (POS), including use of the ORIN. Several third-party Application Program Interfaces (API) systems (e.g., Omnivore) can be used to cost-efficiently establish these types of interfaces. Will the API require a separate FEDRAMP and VA certification in order to achieve authority to operate (ATO)? Should prospective vendors include appropriate costing in our proposals to include support for the applicable FEDRAMP documentation, etc. required to certify these external APIs?

Integration to the POS is out of scope for this requirement.

1/8/2024

In regard to the Price Schedule, can the VA clarify what is meant by “total cost of the solution”?

Does the total solution include monthly recurring costs associated with Contractor Project

Management and Operations and Maintenance CLINS, or does it only include the LOT-based

CLINS? Please clarify, as this information affects the way we will calculate our price quote, and has a significant impact on price.

Total Cost of the Solution refers to CLIN 0005 as stated in CLIN descriptions.

1/8/2024

In regard to Section L, Page 118, "Is the response to Attachment 1 – Service Model Questions included within the page limit for Volume I – Technical? If not, is there a page limit for the response to Attachment 1? Please clarify as this information greatly impacts our technical quote and the page allocations to address all the factors."

Yes, Attachment 1 is part of Volume 1 - Technical and shall be included in the page count.

1/8/2024

Section B.4 Price Schedule Page 11 does not have a “total line” for the base period. We assume this is an error; please add a total line/row for the base period.

Total Base Period row has been added

1/8/2024

In regard to page 120, “Offerors shall complete Section B.4 Price Schedule in addition to the submitted quote.” What should be included in the “submitted quote” document that the

Government refers to? Is there a specific template that the Government can provide for the

“quote” in addition to the completed Section B.4 price schedule?

There is no template. Offerors can submit a vendor quote, if needed.

1/8/2024

In regard to Price Schedule, Why are CLINS 4 through CLINS 10 labeled as “base period optional tasks”? Is it the intent of the Government to exercise these only after FedRAMP is authorized?

Yes

1/8/2024

In regard to the Price Schedule, When can invoicing occur for CLINS that are a lot of 1, such as

CLIN 0001?

Invoices can be submitted upon successful delivery and acceptance of the deliverable listed.

1/8/2024

In regard to the Price Schedule, CLIN 0004 is a quantity of 12 months however the subclins 4AA through 4AD are shown as 1 lot and not separately priced. Please clarify.

Subclins 0004AA - 0004AD are not separately priced. The cost for the subclins shall be included in the monthly price identified in CLIN 0004.

1/8/2024

In regard to the Price Schedule, Subclin 0004AA shows it is due on the fifth day of each month however the quantity is 1. Is this correct? Should it be a quantity of 12?

The quantity is 1 lot which accounts for the intial deliverable as well as any monthly updates made to the deliverable.

1/8/2024

In regard to the Price Schedule, CLIN 0005 states “the price of this clin shall be 70% of the total cost of the solution . . . The Contractor shall invoice 70% of total cost of the solution once

FedRAMP authorization and VA Authorization is obtained.” Can the CLIN 0001 FedRAMP be invoiced on a monthly basis or only upon completion? Please clarify. If upon completion, this would make it difficult for small businesses if they are not permitted to invoice for up to 12 months. Recommend that the Government allow contractors (especially small businesses) to invoice monthly in equal increments over the life of the CLINs & SUBCLINs.

Invoices shall be submitted upon successful delivery and completion of the associated

CLIN.

1/8/2024

In regard to the Price Schedule, All SUBCLINs under 0001 are shown as “price separately as 1 lot” except for Subclin 1AB which is shown as NSP. Is this correct?

Yes

1/8/2024

In regard to the Price Schedule, When can the optional tasks (CLINS 0011 through CLIN 0015) be invoiced? Will the Government consider changing these optional tasks to time and materials vs.

firm fixed price?

Invoices shall be submitted upon successful delivery and completion of the associated

CLIN. There is no time and materials in this procurement.

1/8/2024

Is there a specific make and model of tablet required or preferred?

Current version of IOS or the latest complete versions of Windows 10 is preferred.

Note, if the device supports Windows 10 it has to be able to support Windows 11.

1/8/2024

What Point of Sale (POS) System is used today? Is the POS system currently FEDRAMP and VA approved/certified? If not, and assuming the POS would also need to be approved/certified - who will be responsible for submitting the POS system for approval/certification?

POS integration with the mobile ordering application and web ordering solution is out of scope for this acquisition.

1/8/2024

In regard to Attachment 1 - Service Model Questions, Can the VA clarify who is considered to be a

“VA user”? Is that a VA employee, a Veteran, or anyone using the VCS application?

Anyone authorized to use the VCS application i.e. Veterans, their families, VA employees and VCS team members.

1/8/2024

Given the significance and multitude of questions we have related to the technical and price volumes, we respectfully request a two-week extension from the release of the answers to questions in order to provide sufficient time to prepare our response.

No further extensions will be granted at this time.

1/8/2024

While the RFP does provide a high-level description of Optional Tasks #1 and Optional Tasks #2, it does not include all information required to accurately size the level of efforts to develop, integrate and test these use cases. Examples of information still required includes data formats, business rules, expected workflows and user experience, and architecture assumptions. This vendor assumes for the purposes of this proposal we are tasked to size price the level of effort to do the detailed discovery necessary for each optional task, with final implementation costs to be negotiated after award using approved contract rates and change management processes.

Could the VA please confirm this assumption?

The solution is to be developed by the Offeror, it is their responsibility to gather required data components to address these tasks. It is expected that the Vendor provide a Fixed Firm Price to meet the Optional Tasks based on previous experience with implementing similar solutions. Additional cost negotiation after award is not permissible.

1/8/2024

Regarding 6.1.2, this vendor assumes that PIV authentication is not specifically required for end-users logging into the website to order their meal. Rather the VA expectation is that any standard end-user can self-register into the website as a user and order meals, using their personal mobile device or a VA provided computer or mobile device. Could the VA please confirm this?

This is a correct assumption for the end user, however the back end users will need the appropriate Admin roles to login.

1/8/2024

Regarding 6.1.2, this vendor assumes that network connected kitchen printers and kitchen displays do not need PIV authentication to access and display orders from the commercial website. Could the VA confirm if this is accurate? Does the Software itself require PIV authentication for any customization or configuration changes?

This is correct PIV integration is not required for the Kitchen Printer and Order Tablet

1/8/2024

Would the VA please elaborate on the expected end users of this solution? Is it intended only to be used by VA employees or is the expectation that any Hospital user or visitor will be permitted to utilize the web ordering system?

Anyone authorized to use the VCS application i.e. Veterans, their families, VA employees and VCS team members.

1/8/2024 Would the VA be willing to extend the page limit to 25?

All page limits shall be in accordance with the solictiation. No extensions shall be granted.

1/8/2024

In B.3(2) Software License, Section 3.0 Scope of Work, the CLIN structure specified appears to assume traditional software license/software maintenance model, while also asking for a

Software as Service Cloud solution. By their nature, SaaS solutions are optimized for a subscription model. A subscription model would provide a number of important advantages to

VCS, including the avoidance of large capitol upfront expenses, allow for new the addition of new licenses when necessary, allow for cafeteria and hospital growth and shrink thru transferrable licenses, include annual maintenance within the subscription, and generally simplify the overall procurement and lifecycle process. This supplier requests this procurement allow for a subscription model to provide these benefits to VCS. Also, Section 3.0 states "shall include software subscriptions". This statement appears to say that VCS will accept a software subscription model. Could VCS please clarify?

The solution must be a SaaS solution and achieve the required FedRAMP and VA

Authority to Operate approvals.

1/8/2024

The OEM is requesting that a EULA be reviewed and accepted by the VA. Will the VA consider reviewing and including the OEM EULA in any resulting award for this requirement?

Please refer to section B.1 Governing Law.

1/8/2024

Could VCS identify the POS system that they are using? We assume that our Online/Mobile solution will need to integrate with the POS system to obtain products and pricing from the POS.

Our solution currently integrates with a number of POS systems today, so we’d like to confirm the system(s) required.

Integration to the POS is out of scope for this requirement. Products and Pricing will be entered directly into the Offerors Meal Ordering Application and Web Ordering solutions. These components will also be managed in said solutions.

DA10--VCS Food Ordering Online and Mobile Application RFQ Questions