Vendors Questions and Government Responses.xlsx
XLSX spreadsheet 71 KB Posted
- Attached to
- R408--Program Support Services IDIQ Federal contract opportunity
- Solicitation number
- 36C10D21R0001
- Issued by
- Department of Veterans Affairs
About this file
This is a pre-solicitation notice for a request for proposals seeking program support services. The Department of Veterans Affairs intends to award up to three firm-fixed-price indefinite-delivery, indefinite-quantity contracts to provide program support services for the Veterans Benefits Administration. The period of performance is one base year plus four option years. Quotes are due by March 26, 2021 for the total small business set-aside, which has a North American Industry Classification System code of 541611 and small business size standard of $16.5 million. The notice provides contact information for questions but does not include further details on required products or services.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 36C10D21R0001 0003.docx | DOCX document | |
| Attachment 2nd Revised SCHEDULE.xlsx | XLSX spreadsheet | |
| 36C25021B0009 0001.docx | DOCX document | |
| Revised SCHEDULE.xlsx | XLSX spreadsheet | |
| 36C10D21R0001 0002.docx | DOCX document | |
| Government Estimate Labor Level of Effort and Categories.xlsx | XLSX spreadsheet | |
| 36C10D21R0001 0001.docx | DOCX document | |
| Solicitation Vendor Q and A Format.xlsx | XLSX spreadsheet | |
| VA 6500.6 Appendix C.pdf | ||
| Level of Effort.xlsx | XLSX spreadsheet | |
| Past Performance Questionnaire.docx | DOCX document | |
| Performance Work Statement.docx | DOCX document | |
| SCHEDULE.xlsx | XLSX spreadsheet | |
| 36C10D21R0001.docx | DOCX document |
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| Question # | Question | Document | Section | Page # | Quoted Language/ Premise | Government's Response |
| 1 | The "SCHEDULE.xlsx" file requests pricing by line item for a specific period of performance and quantity. How does the government anticipate using this pricing for future task order requests? | SCHEDULE.xlsx | 7.3.3 | 39 | The Vendor shall complete the Excel spread sheet Schedule of Supplies/Services section B attached to the solicitation. | The pricing submitted shall be incorporated in awarded IDIQ contract(s).The IDIQ contract(s) pricing represents a deliverable/CLIN that accounts for all tasks/deliverables and functional areas listed in PWS. Task orders may request all tasks/deliverables for all functional areas listed in PWS at IDIQ established prices. Or task orders may not request all tasks/deliverables. And may request some tasks/deliverables which do not account for all functional areas thus, the price is expected to be lower for those task orders. For example, a task order may only request task 4.1 Project Management, Strategy, and Planning Support Services to support only function area 3.1 Compensation Service Front Office with only two deliverables such as Draft Program/Project Plans and Maintain Program/Project Plans. |
| 2 | The "Level of Effort.xlsx" file identifies labor categories for allocation of hours by task area. Does the government require not-to-exceed hourly labor rates for each of these labor categories, and if so, where should that information be provided? | Level of Effort.xlsx | 7.3.1.1.2 | 37 | 1.1.1.1.1. Offerors shall also submit the estimated level of effort for the Offeror’s approach for tasks 4.1, 4.2, 4.4, 4.5 and 4.8 to support functional areas 3.2, 3.3, 3.4 and 3.6 as outlined in the PWS to include labor categories and associated hours for the Prime and any proposed team members and/or vendors for the base period and option periods. This information shall be submitted in the attached “Level of Effort” spreadsheet and will be excluded from the page limitation. | The estimated level of effort submitted in the level of effort excel spread sheet will be evaluated by the government to determine if is appropriate for those specific tasks and functional areas listed in the technical approach evaluation section. It is a firmed fixed price contract, thus the vendors assume the risk if their estimate is exceeded. Thus stating not to exceed is irrelevant. |
| 3 | Will the government be providing labor category descriptions and experience/degree requirements for those identified in the level of effort spreadsheet? | Level of Effort.xlsx | 7.3.1.1.2 | 37 | 1.1.1.1.1. Offerors shall also submit the estimated level of effort for the Offeror’s approach for tasks 4.1, 4.2, 4.4, 4.5 and 4.8 to support functional areas 3.2, 3.3, 3.4 and 3.6 as outlined in the PWS to include labor categories and associated hours for the Prime and any proposed team members and/or vendors for the base period and option periods. This information shall be submitted in the attached “Level of Effort” spreadsheet and will be excluded from the page limitation. | A separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. |
| 4 | Can the Government please confirm that columns L-P in the pricing schedule do not need to be filled in? | SCHEDULE.xlsx | 7.3.3 | 39 | The Vendor shall complete the Excel spread sheet Schedule of Supplies/Services section B attached to the solicitation. | No, you don’t need to complete columns L through P within the Schedule excel spreadsheet. |
| 5 | For items in the pricing schedule that have a quantity of zero (e.g., item number 0001), should bidders leave the "Unit Price" and "Amount" blank? | SCHEDULE.xlsx | 7.3.3 | 39 | The Vendor shall complete the Excel spread sheet Schedule of Supplies/Services section B attached to the solicitation. | Yes, those are not priced CLINS. Leave them blank. |
| 6 | The pricing requested in the SCHEDULE.xlsx spreadsheet may result in vastly different prices from offerors, depending on the assumptions made and other factors, putting more risk on the government. Would the government consider a pricing approach that provides pricing based on labor categories? | SCHEDULE.xlsx | 7.3.3 | 39 | The Vendor shall complete the Excel spread sheet Schedule of Supplies/Services section B attached to the solicitation. | No |
| 7 | Pricing and invoicing by small deliverables adds a large overhead burden of reviewing and accepting deliverables and sometime unintentionally limits vendor activies. Would the government consider fixed monthly pricing for resulting task orders? | SCHEDULE.xlsx | 7.3.3 | 39 | The Vendor shall complete the Excel spread sheet Schedule of Supplies/Services section B attached to the solicitation. | No |
| 8 | Please clarify the government's expectation regarding the recommended format. Should offeror's organize the section to provide the Who, What, Where, etc. ACROSS projects or should offeror's list individual projects and address each element within? | RFQ/Solicitation | 7.3.1.2 | 37-38 | 7.3.1.2. Capability and Experience: The Vendor shall submit a written narrative detailing their experience in providing recent and relevant services. [more] |
Please use the following format:
| Where: The Contractor shall describe where they (including major subcontractors) have successfully provided the services listed above. | |||||
| How: The Contractor shall describe how they (including major subcontractors) implemented these solutions to drive successful outcomes. | |||||
| What: The Contractor shall describe the specific measurable customer outcomes of these engagements. | |||||
| When: The Contractor shall describe when this project was successfully completed/over what period of time. | |||||
| Who: The Contractor shall describe who from their firm (including major subcontractors) led these successful projects and will disclose and confirm whether the same team is proposed. | |||||
| VBA: The Contractor shall describe how they have acquired an understanding of VBA’s programs described in the PWS and how they will apply this knowledge to their effort. | Yes, please organize using who, what and where, etc. format per project/contract. | ||||
| 9 | Please clarify / confirm whether the government expects to receive additional Past Performance citation information in addition to the PPQs requested. Please also clarify whether the Past Performance projects listed in 7.3.2.2 and 7.3.2.3 should are limited to the same Past Performance for which PPQs are submitted. | RFQ/Solicitation | 7.3.2 | 38 | 7.3.2.2. Vendors shall discuss their performance for all projects which are recent and relevant. |
7.3.2.3. The past performance submittals shall include (when applicable): Contract Number, Contracting Officers(CO): Name, Phone number and Email address, Contracting Officers Representatives (COR): Name, Phone number and Email address, Non-Government Points of Contact (if applicable), Total Contract Value at time of award and final price after any/all modifications, Initial Period of performance (POP) and final POP after any/all modifications, Narrative describing the requirement and reason for any modifications which effected price or performance period.
| 7.3.2.4. No more than two Performance Questionnaires (PPQs) shall be submitted for contracts/purchase orders/task orders performed within the last five years. | Only information on two project/contracts along with two corresponding PPQs shall be submitted. | ||||||
| 10 | Please clarify whether the Work Breakdown Structure (WBS) is intended to address all tasks (Tasks 4.1 - 4.11) or is intended to align with the LOE and specific tasks citied in the Technical Approach (4.1, 4.2, 4.4, 4.5 and 4.8) | RFQ/Solicitation | 7.3.1.1.3 | 37 | 7.3.1.1.3. Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part of the Project Management Plan. | Only for the tasks 4.1, 4.2, 4.4, 4.5 and 4.8 to support functional areas 3.2, 3.3, 3.4 and 3.6 as outlined in the PWS. | |
| 11 | Is the "Project Management Plan" the same as the "Program/Project Plans" referenced in Section 5.0 on Page 17 of the PWS and the SCHEDULE.xlsx file? | RFQ/Solicitation | 7.3.1.1.3 | 37 | 7.3.1.1.3. Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part of the Project Management Plan. | No, the one referenced in the technical evaluation accounts for tasks 4.1, 4.2, 4.4, 4.5 and 4.8 to support functional areas 3.2, 3.3, 3.4 and 3.6. The one referenced in the CLIN accounts for all tasks and all 8 PWS functional areas. | |
| 12 | Given the page count restrictions of Volume 1, should offerors assume the Communication and Quality Plans expected in the response are high-level plans/approaches? | RFQ/Solicitation | 7.3.1.1.3 | 37 | 7.3.1.1.3. Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part of the Project Management Plan. | Yes. | |
| 13 | Could the government provide a description of the labor categories provided in C1thru N1 in order to ensure individual labor categories are evenly evaluated? | Level+of+Effort | C1:N1 | 1 | Labor Categories | A separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. | |
| 14 | Are we to assume these are the only labor categories the government require for this effort? | Level+of+Effort | C1:N1 | 1 | Labor Categories | No, vendors are responsible for determining all required labor categories and level of effort. The categories listed are the government's estimate. The labor categories listed are the categories used by the government to determine its independent government estimate. | |
| 15 | In the "SCHEDULE" excel, what is the purpose of columns L through P? | SCHEDULE | L-P | 1 | Columns L-P | Please disregard the Schedule's columns L through P. | |
| 16 | In the "SCHEDULE" excel, columns L through P contain data for products. Can the government please confirm these do not need to be completed by Offerors? | SCHEDULE | L-P | 1 | Columns L-P | Please disregard the Schedule's columns L through P. | |
| 17 | Column A within the pricing "SCHEDULE" tab requests a unit price for each of the 130 Item Numbers for the Base, however does not specify hours or labor categories required for each. Could the government provide hours and a labor category mapping based upon the labor categories contained within the Level of Effort sheet. | SCHEDULE | A | 1 | Column A | Correct, the CLINS' quantities are not labor hour. No, the government will not provide hours and a labor category mapping. | |
| 18 | Could the government provide a crosswalk of the labor categories with hours to each deliverable? | Level+of+Effort | C1:N1 | 1 | Labor Categories | No. | |
| 19 | Column B requests a FFP price for each deliverable based on the quantity in column F, which seems the government is trying to make a FFP services contract a deliverable based FFP contract. Would the government consider making the pricing Schedule a rate card for each labor category, this is more appropriate at the IDIQ level and makes pricing far more efficient. | SCHEDULE | B & F | 1 | Columns B & F | No | |
| 20 | The government states that offerors are to identify their technical approach for sections 4.1, 4.2, 4.4, 4.5, and 4.8 to support functional areas 3.2, 3.3, 3.4, and 3.6. Should each technical area (4.1...4.8) be independently applied through the lens of the each functional area (3.2...3.6)? | 36C10D21R0001 | 7.3.1.1.1 | 37 of 64 | 7.3.1.1. Technical Approach | No, for the technical evaluation section, please apply each task to the entire group of functional areas listed in that section. | |
| 21 | Does the government require a Detailed WBS, Communications Plan, and Quality Plan to be submitted as part of the Technical Approach? If so, does this count against page count of the Technical Volume? | 36C10D21R0001 | 7.3.1.1.3 | 37 of 64 | 7.3.1.1.3. "Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part of the Project Management Plan." | The WBS, Communications Plan and Quality Plant will count towards the 30 page limit. Thus they can be detailed but at a high level. | |
| 22 | The government states in section 7.3.2.1 that offerors are not to include price information in Past Performance, but specifies that Similar in Size means the “total price” of the contract later in section in 7.3.2.2.3. Should offerors include pricing information in Past Performance citations to enable the government to gauge similar size? | 36C10D21R0001 | 7.3.2.1 / 7.3.2.2.3 | 38 of 64 | 7.3.2. Volume 2, Past Performance Information | The Past Performance evaluation section is referencing total price on your previously awarded contract(s). It does not pertain to the pricing you are proposing for this requirement. | |
| 23 | These requirements seem to limit the applicability of any non-VBA Capabilities and Experience. Can the government please clarify that non-VBA capabilities and experience (e.g., work conducted for other clients) will rate equally to that of work performed directly for VBA as long as the capabilities and experience are relevant to the requirements? | 36C10D21R0001 | 7.3.1.2 | 38 of 64 | 7.3.1.2. Capability and Experience - "Providing support to VBA governing bodies through the preparation of agendas, scheduling of meetings, and development of meeting materials (pre- and post-meeting)." |
| "The Contractor shall describe how they have acquired an understanding of VBA’s programs described in the PWS and how they will apply this knowledge to their effort." | Yes, you may submit relevant and recent experience for work conducted for other clients. | |||||
| 24 | For Past Performance, the government requests "all projects which are recent and relevant", but only requests two PPQs be submitted with the proposal. How many Past Performance Citations should offerors prepare for this solicitation in light of the PPQ requirements? Is there a page count for Past Performance Citations? | 36C10D21R0001 | 7.3.2.2 | 38 of 64 | 7.3.2.2. "Vendors shall discuss their performance for all projects which are recent and relevant." |
| 7.3.2.4. "No more than two Performance Questionnaires (PPQs) shall be submitted for contracts/purchase orders/task orders performed within the last five years." | Only information on two project/contracts along with two corresponding PPQs shall be submitted. There is no page limit to the Past Performance volume. | ||||||
| 25 | Please clarify if this statement intends to connect each individual task (4.1, 4.2, 4.4, 4.5, and 4.8) to each individual functional area (3.2., 3.3 3.4, and 3.6)? Or is this a general statement intending to mean that all of the tasks will support all of the functional areas to be determined by the individual task orders? | Solicitation (SF 1449) | 7.3.1.1.1 | 38 of 64 | Clearly describe the technical approach the Offeror will use to accomplish tasks 4.1, 4.2, 4.4, 4.5 and 4.8 to support functional areas 3.2, 3.3, 3.4 and 3.6 as outlined in the PWS. | At the IDIQ contract level, all deliverables are to support all PWS functional areas. Task orders may request those deliverables for all functional areas listed in PWS section 3 at those prices. Or task orders may request a deliverable that does not account for all functional areas thus, the price is expected to be lower for those task orders. | |
| 26 | Please define "senior government level." | Solicitation (SF 1449) | 7.3.1.2 | 38 of 65 | The Vendor shall demonstrate experience with working on government contracts involving Program Support Services at a senior government level. | Working mainly with Senior Executive Service (SES) employees. | |
| 27 | Please confirm the actual page count. The page numbering system seems to be backwards (Page 13 of 2, etc.). This system prevents the reader from knowing the exact number of pages, and thus critical information could be missing. | PWS | All | All | Page numbering system & sequence. | The total page count of the PWS is 28 pages and the total page count of the SF1449 document is 64. | |
| 28 | What Dashboard technology does VBA use? | PWS | 4.1 | 13 of 31 | "Build Program Dashboards" "Maintain Program Dashboards" | Most commonly VBA uses licenses for Sharepoint, Tableau, Power BI, and Oracle. | |
| 29 | Are Dashboards and Visualizations addressed in 4.1 and 4.2 like capabilities? | PWS | 4.2 | 14 of 31 | "Draft Visualizations of Data" "Maintain Visualizations of Data" | Yes. | |
| 30 | Outside of Sharepoint, what non-task order specific technolgies are required to support this contract? | PWS | All | All | Pg. 13 "Build tools to support and maintain program dashboards" | None | |
| 31 | What performance measures are the VBA currently using? | PWS | 4.5 | 15 of 31 | Draft Performance Measures | Previous performance measures used shall not be provided. | |
| 32 | Of the core business process reengineering areas of productivity, cycling time, and quality, which area has the VBA prioritized as most important? | PWS | 4.8 | 16 of 31 | The Contractor shall develop, analyze and make recommendations using process re-engineering standard practices such as Lean Six Sigma and Human Centered Design. | No specific or prioritized process. | |
| 33 | The government states that offerors are to identify their technical approach for sections 4.1, 4.2, 4.4, 4.5, and 4.8 to support functional areas 3.2, 3.3, 3.4, and 3.6. Are we to assume that technical area 4.3, 4.6, 4.7, 4.9, 4.10, 4.11 and functional areas 3.1, 3.5, 3.7, 3.8 need not be addressed? | 36C10D21R0001 | 7.3.1.1.1 | 37 of 64 | 7.3.1.1. Technical Approach | Correct, please only address the sections listed. | |
| 34 | If possible, do you have time this week or any time next week for a discussion? | No, telephone queries will not be permitted. | |||||
| 35 | The PWS estimates 1 conference per quarter, but no direction is given regarding location. Can the government confirm that all conferences are at VA facilities and/or virtual and there is no need to account for travel or facilities costs? | PWS | 5.0 Deliverables Schedule | 20 | Conferences, 1/quarter | Locations are not identified at this time. All locations will be located in the continental U.S. Locations will depend on availability of sites. Travel expenses (when applicable) shall be reimbursed at cost per GSA regulations at the task order level. Conferences may be held throughout the continental U.S. The last conference held was in Savanah, Georgia. | |
| 36 | For Communication Management Services, the governmnet has listed the estimated quantity and frequency of communications deliverables. Can the government provide background on how these estmates were determined (based on historical data or based on a desired increase in support?) and if these levels have or are expected to change due to continually emerging needs related to COVID? | PWS | 5.0 Deliverables schedule | Communication Management Services, estimated quantity and frequency | The program office estimates this from historical need and anticipated need for upcoming priorities. The modality of communication has changed due to COVID 19. We do not anticipate a significant change in frequency. | ||
| 37 | In section 4.6, the PWS refers to recurring messaging and branding reccomendations. Can the government share whether there is a brand guide, messaging guidelines and/ or approved templates for communications collateral currently in place? | PWS | 4.6 Communication Management | Communication Management, Recurring Recommendations on Branding and Messaging | VA has a style guide and templates for presentations and communications for internal use. This guide can be shared with contractor personnel after award and when there is a need to use the guide/templates. | ||
| 38 | Can the government extend the response due date by 3 weeks? | RFP | E2 | 35 | Push response due date from 3/26 to 4/16 | The solicitation close date is extended to 04-02-2021 | |
| 39 | Should total hours equate to 1920 for each labor category? | Level of Effort | # of hours per each labor category / task | The vendor is responsible for determining the total amount of hours for each category. | |||
| 40 | Can the government provide more information to quote unit pricing or should we use random order of magnitude? | Schedule | To assist offerors quote unit pricing a separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. | ||||
| 41 | Can we assume columns L - P are to be left blank? | Schedule | Yes | ||||
| 42 | To avoid level of effort pricing issues, can the government please provide more detail on the requirements for each item number so that accurate pricing can be derived? | Schedule | A separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. | ||||
| 43 | The two Excel files, “Schedule” and “Level of Effort” don’t seem to correspond to one another. For example, the “Level of Effort” spreadsheet does not include Tasks 4.3, 4.6, 4.7, 4.9, 4.10, and 4.11, but the “Schedule” spreadsheet and the PWS do include these tasks. Since the documents don’t correspond, we are not sure how to assign hours in the “Level of Effort” spreadsheet or how the two spreadsheets should inform one another. | Schedule and Level of Effort Excel files | All Sections in files | All | The two Excel files, “Schedule” and “Level of Effort” don’t seem to correspond to one another. For example, the “Level of Effort” spreadsheet does not include Tasks 4.3, 4.6, 4.7, 4.9, 4.10, and 4.11, but the “Schedule” spreadsheet and the PWS do include these tasks. Since the documents don’t correspond, we are not sure how to assign hours in the “Level of Effort” spreadsheet or how the two spreadsheets should inform one another. | The level of effort excel spread sheet is only for those tasks listed. The government is only evaluating as part of your technical approach those areas. The Schedule's pricing for each specific CLIN accounts for all level of effort to support all tasks/deliverables and all 8 functional areas listed in the PWS. | |
| 44 | What are the differences in the scope of work, tasks, and deliverables between this solicitaion and the incumbent contractor's contract? | 36C10D21R0001 | E2. 1. Questions | 34 | N/A | Activities identified in the solicitation will not be limited to the scope of the current contracts. The differences in the scope of work, tasks, and deliverables between this solicitation and the incumbent contractor's contract is that the new PWS is more prescriptive laying out the support level for each of CS functional areas. | |
| 45 | Will the government provide a level of effort for the incumbent contractor's most recent 12-month period of performance? | 36C10D21R0001 | E2. 1. Questions | 34 | N/A | No | |
| 46 | Are the three requested documents (WBS, Communications Plan, and Quality Plan) in the Technical Approach part of the 30-page limit? |
| 36C10D21R0001 | Instructions (7.3.1.1.3) | 37 | 7.3.1.1.3. Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part of the Project Management Plan. | Yes. | |||
| 47 | Most Communications Plans and Quality Plans are over 30 pages each. Please confirm that the Government wants to see the full documents as part of the proposal submission. | 36C10D21R0001 | Instructions (7.3.1.1.3) | 37 | 7.3.1.1.3. Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part of the Project Management Plan. | The WBS, Communications Plan and Quality Plant will count towards the 30 page limit. Thus they can be detailed but at a high level. | |
| 48 | Can the Government please confirm that there is no restriction on font type (e.g., Times New Roman vs. Calibri)? | 36C10D21R0001 | Section E.2.7.2.2.1 | 36 of 64 | 2.1. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. Each volume shall contain a cover page consisting of the Volume number, RFP number/title, Vendor’s name, DUNS and CAGE Code. Each Volume shall contain a “Table of Contents” for that Volume. The “Table of Contents” will identify major areas, paragraphs and subparagraphs by number and title as well as by page number. The Table below indicates the applicable maximum page count for each volume of the Vendor’s proposal. All files must be submitted as either a Microsoft Word file or an Acrobat (PDF) file. Page size shall be no greater than 8 ½” x 11”. Font size shall be 11. Tables and illustrations may use a reduced font size not less than 8-point. | Please use Times New Roman Font type. | |
| 49 | Can the Government please confirm that there is no restriction on page layout (e.g., portrait vs landscape)? | 36C10D21R0001 | Section E.2.7.2.2.1 | 36 of 64 | 2.1. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. Each volume shall contain a cover page consisting of the Volume number, RFP number/title, Vendor’s name, DUNS and CAGE Code. Each Volume shall contain a “Table of Contents” for that Volume. The “Table of Contents” will identify major areas, paragraphs and subparagraphs by number and title as well as by page number. The Table below indicates the applicable maximum page count for each volume of the Vendor’s proposal. All files must be submitted as either a Microsoft Word file or an Acrobat (PDF) file. Page size shall be no greater than 8 ½” x 11”. Font size shall be 11. Tables and illustrations may use a reduced font size not less than 8-point. | No, there is no restriction on page layout. | |
| 50 | Can the Government please confirm that there is no restriction on file naming conventions for submission? If not, can the government please provide the requested naming conventions for each volume? | 36C10D21R0001 | Section E.2.7.2.2.1 | 36 of 64 | 2.1. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. Each volume shall contain a cover page consisting of the Volume number, RFP number/title, Vendor’s name, DUNS and CAGE Code. Each Volume shall contain a “Table of Contents” for that Volume. The “Table of Contents” will identify major areas, paragraphs and subparagraphs by number and title as well as by page number. The Table below indicates the applicable maximum page count for each volume of the Vendor’s proposal. All files must be submitted as either a Microsoft Word file or an Acrobat (PDF) file. Page size shall be no greater than 8 ½” x 11”. Font size shall be 11. Tables and illustrations may use a reduced font size not less than 8-point. | Please use the Volume titles as depicted in SF1449, page 36, section 7.3 table | |
| 51 | Please confirm the offerors are allowed to determine their proposed labor categories, years of experience, and other technical / functional requirements? If not, can the Government please provide the minimum requirements for the labor categories requested in the LOE spreadsheet? | 36C10D21R0001 | Section E.2.7.3.1.1.2 | 37 of 63 | 7.3.1.1.2. Clearly describe the management methodology and provide resume of key personnel (Principle) that will be used for executing the work required by the PWS. At a minimum this description shall include the Offeror’s resource/staffing approach and planning, onboarding and security clearance considerations, and details of how the proposed effort will be assigned within the Offeror’s corporate entity and among proposed major subcontractors. (Resume will not count towards the page limit). Offerors shall also submit the estimated level of effort for the Offeror’s approach for tasks 4.1, 4.2, 4.4, 4.5 and 4.8 to support functional areas 3.2, 3.3, 3.4 and 3.6 as outlined in the PWS to include labor categories and associated hours for the Prime and any proposed team members and/or vendors for the base period and option periods. This information shall be submitted in the attached “Level of Effort” spreadsheet and will be excluded from the page limitation. | A separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. | |
| 52 | Can the Government please confirm whether there is a limit for Past Performance submissions? The instructions state to submit no more than two PPQs but that Vendors shall discuss performance for ALL recent and relevant projects. Should the Past Performance Volume only discuss a limit of two Past Performance submissions? | 36C10D21R0001 | 7.3.2. VOLUME 2, PAST PERFORMANCE INFORMATION | 38 of 64 | 7.3.2.2. Vendors shall discuss their performance for all projects which are recent and relevant. | ||
| 7.3.2.4. No more than two Performance Questionnaires (PPQs) shall be submitted for contracts/purchase orders/task orders performed within the last five years. | Only information on two project/contracts along with two corresponding PPQs shall be submitted. There is no page limit to the Past Performance volume. | ||||||
| 53 | Will the government's price evaluation include only the tasks and deliverables for 4.1, 4.2, 4.4, 4.5, and 4.8; or will the price evaluation include all tasks and deliverables from sections 4.1 - 4.11? | 36C10D21R0001 | Section E.9.4.1 | 47 of 64 | 4.1. The purpose of the Price/cost evaluation is to provide an assessment of the reasonableness of the proposed price/cost in relation to the solicitation requirements. Reasonableness of an offeror's proposal is evaluated through cost or price analysis techniques as described in FAR Subparts 15.305(a) (1) and 15.404-1(b)(2). The Government will evaluate price by adding the total of all line item prices, including all options. The total evaluated price will be that sum. | Yes, pricing includes all tasks and functional areas. The pricing evaluation includes all of the CLINS which are in support of the tasks/deliverables and 8 functional areas listed in the PWS section 3. The CLINS are the deliverables required by all of the tasks listed in PWS section 4. | |
| 54 | Will the initial award to vendors be only for the IDIQ, or does the Government anticipate awarding a task order with the IDIQ award. | 36C10D21R0001 | N/A | N/A | N/A | The initial award is for the IDIQ(s). A task order will not be awarded at the time the IDIQ(s) are awarded. | |
| 55 | If the Government anticipates to award a Task Order when the IDIQ award is made, please advise on scope of the Task Order, CLINs, LCATs, etc. so that vendors can provide appropriate pricing for the Task Order and recruit talent accordingly. | 36C10D21R0001 | N/A | N/A | N/A | The initial award is for the IDIQ(s). A task order will not be awarded at the time the IDIQ(s) are awarded. | |
| 56 | Does the government intend to award a contract for the value of all tasks in Schedule B, or is Schedule B merely for evaluative purposes? | 36C10D21R0002 | B2. Delivery Schedule | 9 | N/A | The awarded IDIQ contract(s) will be for the total value of all of the CLINs. The CLINS represent all deliverables for all of the tasks and all functional areas. | |
| 57 | The proposal instructions do not require an offeror's proposed labor rates by LCAT. Should offerors submit their proposed labor rates by LCAT? | 36C10D21R0002 | 7.3.3. | 39 | N/A | No, the only submission required for level of effort and labor categories is the Level of Effort excel worksheet originally uploaded for specific tasks in support of specific functional areas within the Technical Approach area. | |
| 58 | The RFQ describes the proposal evaluation and basis for award for the multiple award IDIQ but will be the proposal evaluation criteria and basis for award for the initial task order(s) represented by Tasks 4.1, 4.2, 4.4, 4.5, and 4.8? | 36C10D21R0003 | 7.3.1.1.1 | ||||
| E9. Evaluation | 37 | ||||||
| 45 | PROPOSAL EVALUATION AND BASIS FOR AWARD |
1. GENERAL INFORMATION
| 1.1. This solicitation is for a Multiple IDIQ Award, Firm Fixed-Priced contracts for all services required under the attached PWS. The Government intends to award a maximum of three IDIQ contracts to qualified Vendors deemed responsible in accordance with the Federal Acquisition Regulation (FAR), whose proposal conforms to the RFP's requirements and is judged to represent the Best Value to the Government. | Yes, the technical approach evaluation will only consist of the tasks and functional areas listed in that section. | ||||||
| 59 | Will a task be awarded at or about the same time as the IDIQ awards are made? | 36C10D21R0003 | N/A | N/A | N/A | No, the initial award is for the IDIQ(s). A task order will not be awarded at the time the IDIQ(s) are awarded. | |
| 60 | What will be the acquisition process and evaluation criteria VA will use for future task orders competed under this multiple award IDIQ? | 36C10D21R0003 | N/A | N/A | N/A | Please see SF1449 page 6, section A.4.2 procedures for competitive task orders | |
| 61 | The Government provided 12 labor categories in the "Level of Effort" Excel workbook. Please advise if vendors are able to use other/additional labor categories than the ones listed by the Government. | Level of Effort.xls | Row 1 | N/A | 12 labor categories | Yes, vendors are responsible for determining all required labor categories and level of effort. The categories listed are the government's estimate. The labor categories listed are the categories used by the government to determine its independent government estimate. | |
| 62 | The Government provided 12 labor categories in the "Level of Effort" Excel workbook. Please provide descriptions for each of the listed labor categories so that an hours build up can be provided that is aligned to each LCAT's requirements. | Level of Effort.xls | Row 1 | N/A | 12 labor categories | A separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. | |
| 63 | In order to provide an hours level of effort, please confirm that the Quantity for each CLIN (4.1, 4.2, 4.4, 4.5 and 4.8) is "1" for each of the periods of performance. | Level of Effort.xls | N/A | N/A | N/A | Please use the quantities listed in the Schedule's CLINS which represent specific tasks and deliverables for each period of performance. | |
| 64 | For all program management activities, is the intent to merely track action items and provide status reports, or should the vendor be following up, driving the critical path, and identifying bottlenecks? | PWS | 3.7 Business Requirements and Planning | 12 | Business Management Program Management | PWS section 4 identifies the tasks required to support the functional areas listed in PWS section 3. | |
| 65 | For Communications, is this the creation and distribution of release communication packets, or a comprehensive communications distribution and management of feedback - including monitoring upcoming releases, preparing communications, and gathering feedback to asses the effectiveness of those communications? | ||||||
| PWS | 3.7 Business Requirements and Planning | 12 | Business Application Release Communications | PWS section 4 identifies the tasks required to support the functional areas listed in PWS section 3. This entails supporting CS communicate with internal VBA stakeholders. | |||
| 66 | Is this simply the PMBOK risk management framework, or is there an intent for the vendor to resolve risks noted on the GAO high risk list? | PWS | 4.1 Project Management, Strategy, and Planning Support Services | 13 | Draft Risk/Issue Management plan | No, this is not the PMBOK. This is to Draft Risk/Issue Management plans that may apply for the functional areas listed. | |
| 67 | Is there an intent to extract data from operational production systems, and use contractor provided tools to improve data quality? If not, what systems will be provided, and what level of data cleansing is expected? | PWS | 4.2 Data Analysis and Visualization Services | 14 | Cleaning data sets | The intent of the PWS is not for the contractor to extract data from VA and use contractor provider tools. The CS has number of tools that we use from Tableau to Salesforce tools to help improve or massage the data. The effort needed for data cleansing is moderate. | |
| 68 | What topics, should be anticipated for brown bag sessions? | PWS | 4.4 Program Analysis Services | 15 | Develop and Present Brown Bags Information Sessions | Previous topics have included HR related sessions and employee Health related sessions. And, for implementations of new software such "Teams". | |
| 69 | What BI tools is VBA Compensation Services currently using for their visualization tools? | PWS | 4.2 Data Analysis and Visualization Services | 14 of 31 | The Contractor shall develop and execute data analysis; evaluating and managing complex data sets, providing analysis based on data sets, and visualizing data sets into an effective communications strategy. Deliverables may include but are not limited to: | ||
| • | Compiling data sets | ||||||
| • | Cleaning data sets | ||||||
| • | Draft Visualizations of Data | ||||||
| • | Maintain Visualizations of Data | ||||||
| • | Draft reports on data projections and patterns | ||||||
| • | Maintain reports on data projections and patterns | ||||||
| • | Draft reports on data findings and meanings | ||||||
| • | Maintain reports on data findings and meanings | ||||||
| • | Draft correlation models | ||||||
| • | Maintain correlation models | ||||||
| • | Draft forecasting data analysis | ||||||
| • | Maintain forecasting data analysis | Most commonly VBA uses licenses for Sharepoint, Tableau, Power BI, Oracle, and Adobe. | |||||
| 70 | The Deliverable Schedule provided in the PWS requires the vendor to deliver 30 quantities for EACH of some of the line items. Does that mean, the vendor is required to submit that deliverable daily? Since there are not 30 business days per month, please clarify how the vendor is expected to submit the same deliverable 30 times per month. | PWS | 5.0 Deliverable Schedule | 17 through 21 | Deliverable Schedule | The PWS delivery schedule has an estimated frequency listed per deliverable such as per month or per quarter. The corresponding CLIN is an estimate for the entire 12 month period. Vendors shall invoice monthly and only be paid for the deliverables requested, delivered and accepted. | |
| 71 | Is the vendor expected to create new templates for the deliverables or use existing templates that Compensation Services already has in place? | PWS | 5.0 Deliverable Schedule | 17-21 | Tentative schedule is provided below. Specific deliverable schedule will be provided in each individual task order under this IDIQ. | There may be some existing templates that can be shared after award and there also may be additional templates that need to be created if the task order identifies the need. | |
| 72 | Please confirm that quantities for Task 4.2 are the number of dashboards, visualizations, and models the contractor will develop, update, and/or maintain each month? | PWS | 4.2 Data Analysis and Visualization Services | 18 of 31 | N/A | Yes | |
| 73 | Unless offeror is the incumbent, the manner by which this solicitation is structured given the lack of detailed requiremetns provided in the PWS creates a major challenge for a non-incumbent offeror to build a level of effort estimagte for each contract line item. |
| Please provide additional detail on each contract line item and deliverable or provide offerors with the LOE. | PWS Section 2.2; 2nd Paragraph | Section 2.2; Second Paragraph | 5 | This PWS provides general requirements. Specific requirements shall be defined in individual Task Orders. Service area requirements are described in Section 4.0 and are not mutually exclusive for Task Order requirements. Requirements may fall within one specific service area but in many cases, the requirements will encompass and apply across and within multiple service areas. Service performance requirements shall be established in individual Task Orders. | A separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. | ||
| 74 | Please confirm if Columns L through P need to be completed by the vendor or if they should be ignored. | Schedule.xls | Columns L through P | N/A | UNSPSC; SIC CODE; MANUFACTURER PART NUMBER (MPN); NATIONAL STOCK NUMBER; LOCAL STOCK NUMBER; | Yes, leave those blank. | |
| 75 | Please confirm if Columns H and I are the only columns that need to be completed by the offeror. Or does the Government also need to see in the Schedule.xls document the basis of estimate build up by CLIN by labor category? If so, please provide an updated Schedule.xls template. | Schedule.xls | Columns H and I | N/A | Unit Price; Amount | Yes | |
| 76 | Please confirm if Columns F represents the actual quantities the Government anticipates the vendor will have to delivery for EACH period of performance. Based on the current total Quantity listed in Schedule.xls, this contract will require the vendor to submit 11,031 deliverables per year. | Schedule.xls | Column F | N/A | Quantity | Yes | |
| 77 | Based on the current total Quantity listed in Schedule.xls, this contract will require the vendor to submit 11,031 deliverables per year. |
| Since this is a firm fixed price contract please provide confirmation that the Government will be able to review and provide acceptance on 11,031 deliverables per year. | Schedule.xls | Column F | N/A | Quantity | Yes, the government shall review and provide acceptance for each item requested and delivered. | ||
| 78 | Are the labor categories used mandated or may we utilize our | ||||||
| own since this is an FFP contract? | Level of Effort | First Row | All Columns | Annotated Labor categories "Business Architecture", "Change | |||
| Management Specialist" et all | No, vendors are responsible for determining all required labor categories and level of effort. The categories listed are the government's estimate. The labor categories listed are the categories used by the government to determine its independent government estimate. | ||||||
| 79 | Can the government provide a labor category description, education level, years of experience and an certification requirements for each listed labor category? | Level of Effort | First Row | All Columns | Annotated Labor categories "Business Architecture", "Change Management Specialist" et all | A separate Government Estimate Labor Level of Effort and Categories excel spreadsheet has been provided as an attachment. The categories listed are the government's estimate. The labor categories and descriptions listed are the categories used by the government to determine its independent government estimate. Vendors are responsible for determining all required labor categories and respective descriptions of categories and level of effort. | |
| 80 | What are the current number of FTE's Supporting this effort on | ||||||
| the incumbent contract / contract's | 36C10D21R0001 | 1. Questions | 34 | • 36C10D21F0008 total amount was $1,493,264.64. |
• 36C10X19C0035 total amount was $4,994,277.99.
| • 36C10X19C0034 total amount was $3,997,331.80. | The Current contract has an employee base from 30-45 personnel | ||||||
| 81 | Does the WBS, Communications Plan and Quality Plan count against the 30 pages of technical? | 36C10D21R0001 | 7.3.1.1.3 | 37 | 7.3.1.1.3. Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part of the Project Management Plan. | The WBS, Communications Plan and Quality Plant will count towards the 30 page limit. Thus they can be detailed but at a high level. | |
| 82 | Are these documents just sample sections or detailed writing? All three of these are typically multi-page documents and will | ||||||
| leave little writing for the technical area if we provide these in | 36C10D21R0001 | 7.3.1.1.3 | 37 | 7.3.1.1.3. Detailed Work Breakdown Structure, Communications Plan and Quality Plan, commensurate with what would have been provided as part | |||
| of the Project Management Plan. | They can be detailed but at a high level. | ||||||
| 83 | Recommend removing "VBA" and just leaving governing | ||||||
| bodies. Direct work supporting VBA will severely limit | 36C10D21R0001 | 7.3.1.2. | 37 | 7.3.1.2. Capability and Experience: | |||
| • Providing support to VBA governing bodies | Vendors may submit relevant and recent experience for work conducted for other clients. | ||||||
| 84 | Recommend removing "VBA" and just leaving governing | ||||||
| bodies. Direct work supporting VBA will severely limit competition. | 36C10D21R0001 | 7.3.1.2. | 38 | 7.3.1.2. Capability and Experience: | |||
| VBA: The Contractor shall describe how they have acquired an understanding of VBA’s programs described in the PWS and how they will apply this knowledge to their effort | Vendors may submit relevant and recent experience for work conducted for other clients. | ||||||
| 85 | Need to finish the last sentence it is incomplete | 36C10D21R0001 | 3.5 | 47 | 3.5. A Vendor with no recent and relevant Past Performance shall be | ||
| evaluated as "Neutral”. However, the proposal of a Vendor with no recent and relevant Past Performance history, while rated” Neutral” in Past | The following sentence does not apply and is removed. "However, the proposal of a Vendor with no recent and relevant Past Performance history, while rated” Neutral” in Past" | ||||||
| 86 | How many Past Performances are required? This section reads like all of our recent relevant performance. However we are only required to submit 2 PPQs | 36C10D21R0001 | 7.3.2.2. | 38 | 7.3.2.2. Vendors shall discuss their performance for all projects which are recent and relevant. | Only information on two project/contracts along with two corresponding PPQs shall be submitted. There is no page limit to the Past Performance volume. | |
| 87 | Can you provide scope and complexity to these deliverables? For instance are the schedules typically 30 activities or 3,000? | ||||||
| Is an SOP 10 pages or 100? | PWS | 5 | 17 | 5.0 Deliverable Schedule: Tentative schedule is provided below. Specific deliverable schedule will be provided in each individual task order under | |||
| this IDIQ. | The work can be very complex due to the nature of the subject at CS . However, the schedules and SOPs are moderate levels of effort and schedule can be hundreds of items but never 1,000s. The SOP deliverables on average fall between 30-50 pages but this depends on what section the vendor is supporting. | ||||||
| 88 | Will the VA supply all GFP, GFM, GFI and GFE for all and | ||||||
| any TO? | PWS | 2.8.1 | 6 | Government Furnished Property (GFP) which includes Government |
Furnished Material (GFM), Government Furnished Information (GFI), and
| Government Furnished Equipment (GFE) may be provided and shall be identified in the individual Task Order. | Yes. | ||||||
| 89 | Does the VBA utilize VIReC office for data set visualization, dashboarding and portals? | PWS | 4.2 | 14 | The Contractor shall develop and execute data analysis; evaluating and managing complex data sets, providing analysis based on data sets, and | ||
| visualizing data sets into an effective communications strategy. | No | ||||||
| 90 | Does VBA utilize the SOCRATA model for their portals? If | ||||||
| not what tools to build dashboards are preferred? | PWS | 4.1 | 13 | Build Program Dashboards; Maintain Program Dashboards; Build tools to | |||
| support and maintain program dashboards | Most commonly VBA uses licenses for Sharepoint, Tableau, Power BI, Oracle, and Adobe. | ||||||
| 91 | At the quantity and frequency of deliverables required will the | ||||||
| Gov't accept and Program and Project Managetment Dashboard for such via SharePoint? | PWS | 5 | 17-21 | Deliverable Schedule: Tentative schedule is provided below. Specific deliverable schedule will be provided in each individual task order under this IDIQ. | VBA mostly uses Sharepoint. | ||
| 92 | Will the Government consider work that is similar to the stated PWS, but performed in a different Federal Agency, or different Administration within VA to be of equal relevancy? | Solicitation | 7.3.1.2 7.3.1.2. Capability and Experience | 37 of 64 | · Providing support to VBA governing bodies through the preparation of agendas, scheduling of meetings, and development of meeting materials (pre- and post-meeting). | Vendors may submit relevant and recent experience for work conducted for other clients. | |
| 93 | Is support to Governing Bodies within VA that VBA is an element considered support for VBA Governing Bodies for the purposes of this solicitaion? | Solicitation | 7.3.1.2 7.3.1.2. Capability and Experience | 37 of 64 | · Providing support to VBA governing bodies through the preparation of agendas, scheduling of meetings, and development of meeting materials (pre- and post-meeting). | This requirment is to support CS which is a program office whithin the VBA. |
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