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QUESTIONS AND ANSWERS AMENDMENT TO REQUEST FOR PROPOSAL (RFP) 36C10D22R0001
*NOTE: THE NEW POINTS OF CONTACT FOR PROPOSAL SUBMISSION ARE AS FOLLOWS:
PRIMARY: GREGORY STEVENS, CONTRACT SPECIALIST; EMAIL ADDRESS: GREGORY.STEVENS@VA.GOV; TELEPHONE NUMBER: 313-354-2194 SECONDARY: HEATHER HAMPTON, CONTRACTING OFFICER; EMAIL ADDRESS: HEATHER.HAMPTON@VA.GOV; TELEPHONE NUMBER: 336-251-0500
SEND PROPOSAL SUBMISSIONS ONLY TO THE TWO (2) POINTS OF CONTACTS ABOVE.
| 1. | Question: Can a proposed Joint Venture be considered as a service-disabled veteran-owned small business (SDVOSB) if it is not verified in VIP at the time of proposal submission? |
| Answer: In accordance with VAAR 852.219-10 (NOV 2020)(DEVIATION), Section f: “A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVOSBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants”. In accordance with Section b.1 of the above referenced clause: “Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered”. With this being said, if the JV is not verified in VIP as an SDVOSB JV at the time of proposal submission, it will not be considered as an SDVOSB concern, and will therefore not be considered for any Contract Groups/Regional Areas that are 100% set-aside for SDVOSB. The JV can however still respond to any of the Contract Groups/Regional Areas that are not set-aside for SDVOSB. Please note however that no credit will be given under VAAR 852.215-70 as an SDVOSB unless the JV is registered and verified in VIP at the time of proposal submission and at the time of award (Reference Addendum to FAR 52.212-1 Instructions to Offerors, Section 10.B.6). |
| 2. | Question: Is the 120/150 caseload per month or per year or per VCR? Will they carry that caseload consistently through the month/year? |
| Answer: The caseload is not to exceed 120/150 per month. Yes, the caseload can be consistent through the month/year depending on the number of Claimants applying for, and found to be eligible for the VR&E Program. |
| 3. | Question: Can we get a list of the addresses where the training facilities are located? Or are they located in the VAMCs? |
| Answer: Training facilities are located at the VA Regional Offices or will be conducted virtually. Refer to PWS Attachment A for list of VA Regional Offices. |
| 4. | Question: Can we get an updated list of the regions with the States? There are several cities with the same name in different locations. |
| Answer: Refer to PWS Attachment A, VR&E Directory. The VR&E Regional Office may have out-based stations, which have the same name but are in different locations. |
| 5. | Question: Are we servicing all 3 task orders, or can we pick and choose? |
| Answer: Contractors shall fully complete the Price Schedule attached to the solicitation, for each Contract Group/Regional Area proposing on. Offerors must propose on all 3 service groups. No, there is not an option to pick and choose. |
| 6. | Question: What does the Government mean by “social media branding/review” exactly? Is the contractor to scrub the vets SM of questionable content? Are we allowed to do that? |
| Answer: The Contractor is not allowed to scrub Claimants SM of questionable content. This may be addressed with the Claimant directly and the Contractor can provide that concern in the required reports. |
| 7. | Question: Is the pricing to be per vet per month per task? |
| Answer: The pricing proposed should be per vet, per task, per unit as identified in Attachment D, however, Case Management is a monthly service and the reports are delivered within 30 days of the referral, which is a monthly deliverable. |
| 8. | Question: Historically, how long has it taken for each task order? |
| Answer: Each task order is awarded for a period of performance not to exceed 12 months, however, the meeting with the Claimant is every 30 days within that period of performance. |
| 9. | Question: Is this a new requirement? If not, what’s the contract number or incumbent name? |
| Answer: No, this is not a new requirement. The incumbent contract information is as follows: |
| Contract Group |
| Station |
| Location |
| Contract Number |
| Contractor |
| 1 |
| 301 |
| Boston |
| VA119A-17-D-0051 |
| VR&E Service for Veterans, LLC |
| 1 |
| 304 |
| Providence |
| VA119A-17-D-0051 |
| VR&E Service for Veterans, LLC |
| 1 |
| 308 |
| Hartford |
| VA119A-17-D-0051 |
| VR&E Service for Veterans, LLC |
| 1 |
| 373 |
| Manchester |
| VA119A-17-D-0051 |
| VR&E Service for Veterans, LLC |
| 1 |
| 402 |
| Togus |
| VA119A-17-D-0051 |
| VR&E Service for Veterans, LLC |
| 1 |
| 405 |
| White River Junction |
| VA119A-17-D-0051 |
| VR&E Service for Veterans, LLC |
| 2 |
| 306 |
| New York |
| VA119A-17-D-0005 |
| Sterling Medical Associates, Inc. |
| 2 |
| 307 |
| Buffalo |
| VA119A-17-D-0005 |
| Sterling Medical Associates, Inc. |
| 2 |
| 309 |
| Newark |
| VA119A-17-D-0005 |
| Sterling Medical Associates, Inc. |
| 3 |
| 310 |
| Philadelphia |
| VA119A-17-D-0037 |
| David A. Zak and Associates |
| 3 |
| 311-D |
| Pittsburgh-D |
| VA119A-17-D-0037 |
| David A. Zak and Associates |
| 4 |
| 325 |
| Cleveland |
| VA119A-17-D-0054 |
| Sterling Medical Associates, Inc. |
| 4 |
| 326 |
| Indianapolis |
| VA119A-17-D-0054 |
| Sterling Medical Associates, Inc. |
| 5 |
| 313 |
| Baltimore |
| VA119A-17-D-0035 |
| VR&E Service for Veterans, LLC |
| 5 |
| 315 |
| Huntington |
| VA119A-17-D-0035 |
| VR&E Service for Veterans, LLC |
| 5 |
| 372 |
| Washington, DC |
| VA119A-17-D-0035 |
| VR&E Service for Veterans, LLC |
| 6 |
| 320 |
| Nashville |
| VA119A-17-D-0038 |
| Eckman/Freeman & Associates |
| 6 |
| 327 |
| Louisville |
| VA119A-17-D-0038 |
| Eckman/Freeman & Associates |
| 7 |
| 317 |
| St. Petersburg |
| VA119A-17-D-0039 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 7 |
| 355 |
| San Juan |
| VA119A-17-D-0039 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 8 |
| 316 |
| Atlanta |
| VA119A-17-D-0040 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 8 |
| 322 |
| Montgomery |
| VA119A-17-D-0040 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 8 |
| 323 |
| Jackson |
| VA119A-17-D-0040 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 9 |
| 349 |
| Waco |
| VA119A-17-D-0059 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 9 |
| 362 |
| Houston |
| VA119A-17-D-0059 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 10 |
| 335 |
| St. Paul |
| VA119A-17-D-0034 |
| Stubbe and Associates |
| 10 |
| 437 |
| Fargo |
| VA119A-17-D-0034 |
| Stubbe and Associates |
| 10 |
| 438 |
| Sioux Falls |
| VA119A-17-D-0034 |
| Stubbe and Associates |
| 11 |
| 328 |
| Chicago |
| VA119A-17-D-0042 |
| Sterling Medical Associates, Inc. |
| 11 |
| 330 |
| Milwaukee |
| VA119A-17-D-0042 |
| Sterling Medical Associates, Inc. |
| 12 |
| 331 |
| St. Louis |
| VA119A-17-D-0032 |
| Sterling Medical Associates, Inc. |
| 12 |
| 333 |
| Des Moines |
| VA119A-17-D-0032 |
| Sterling Medical Associates, Inc. |
| 12 |
| 334 |
| Lincoln |
| VA119A-17-D-0032 |
| Sterling Medical Associates, Inc. |
| 12 |
| 452 |
| Wichita |
| VA119A-17-D-0032 |
| Sterling Medical Associates, Inc. |
| 13 |
| 350 |
| Little Rock |
| VA119A-17-D-0058 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 13 |
| 351 |
| Muskogee |
| VA119A-17-D-0058 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 14 |
| 340 |
| Albuquerque |
| VA119A-17-D-0015 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 14 |
| 345 |
| Phoenix |
| VA119A-17-D-0015 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 15 |
| 346 |
| Seattle |
| VA119A-17-D-0016 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 15 |
| 348 |
| Portland |
| VA119A-17-D-0016 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 16 |
| 339 |
| Denver |
| VA119A-17-D-0053 |
| Sterling Medical Associates, Inc. |
| 16 |
| 341 |
| Salt Lake City |
| VA119A-17-D-0053 |
| Sterling Medical Associates, Inc. |
| 17 |
| 343 |
| Oakland |
| VA119A-17-D-0046 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 17 |
| 354 |
| Reno |
| VA119A-17-D-0046 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| 18 |
| 314 |
| Roanoke |
| VA119A-17-D-0017 |
| VR&E Service for Veterans, LLC |
| 18 |
| 318 |
| Winston-Salem |
| VA119A-17-D-0017 |
| VR&E Service for Veterans, LLC |
| Columbia, SC |
| 319 |
| Columbia |
| VA119A-17-D-0020 |
| VR&E Service for Veterans, LLC |
| Detroit |
| 329 |
| Detroit |
| VA119A-17-D-0021 |
| Sterling Medical Associates, Inc. |
| Honolulu |
| 459 |
| Honolulu |
| VA119A-17-D-0022 |
| Sterling Medical Associates, Inc. |
| Los Angeles |
| 344 |
| Los Angeles |
| VA119A-17-D-0019 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| Pittsburgh OCONUS |
| 311-F |
| Pittsburgh-F |
| VA119A-17-D-0060 |
| The Consolidated Rehab Group, Inc. (TCRG) |
| San Diego |
| 377 |
| San Diego |
| VA119A-17-D-0018 |
| Certified Career Consultants |
| 10. | Question: For Contract Areas/Regions that encompass more than one city, are we still sending in one proposal for that area or one proposal for each city? |
| Answer: If a Contract Group/Regional Area encompasses more than one city, only one proposal shall be submitted for that Contract Group/Regional Area. |
| 11. | Question: For Pittsburgh OCONUS, is that the Pittsburgh area or outside the United States? If it’s outside the US, what areas specifically? |
| Answer: The Pittsburgh OCONUS Contract Group/Region covers both Pittsburgh, PA, and Germany (OCONUS). Refer to Section 10 of the PWS for additional clarification. Please note Attachment D includes two tabs for the Contract Group/Region of Pittsburgh OCONUS. |
| 12. | Question: For the case managers, do they need to be VCR, with a Masters or will a Bachelor's work? What's the educational criteria for this position? |
| Answer: A Masters is required for the VRC’s. |
| 13. | Question: Would a CRCC suffice if the VC has that instead of the CRC? |
| Answer: All contractor counselors must be certified. Refer to PWS Section 9.2 for details. |
| 14. | Question: What is the actual caseload? For Vocational Services is it 120 and for Case management it's 150? Are these caseloads combined or separate? For the employment services, does the caseload include case management? |
| Answer: The Contractor’s workload under the contract is not expected to exceed 125 Claimants per Counselor. However, if the Contractor is performing Case Management only, the workload may be up to 150 cases. |
| 15. | Question: In regard to offices. With the WFH movement and Covid variants still prevalent, our staff can work at home for paperwork/reports and meet the vet in the community. Must we have an office in the locations we are awarded is we are able to meet the vets either at the VAMC, their home or some place that offers privacy? |
| Answer: Refer to Section 10 of the PWS. Office space must be available within the metropolitan and rural areas. If the Contractor has more than one business location, the Claimant shall be scheduled by the Contractor to appear for counseling services at the location closest to the Claimant’s residence or place of Claimant’s choice. |
| 16. | Question: Will SDVOSB be prioritized over full and open bids? |
| Answer: Proposals will be evaluated in accordance with the solicitation. |
| 17. | Question: What is the percentage of tele-counseling versus in person counseling for Chapter 31 services, initial evaluation, case management and for job placement services? |
| Answer: Historically, 80% of referrals are conducted via tele-counseling. |
| 18. | Question: What is the probability of multiple contracts per Contract Group/Region? |
| Answer: The Government intends to award one Firm Fixed Price IDIQ contract for each of the twenty-four (24) identified “Contract Groups/Regional Areas”, however, reserves the right to award multiple contracts if it is determined to be in the best interest of the Government, and reserves the right not to award any contracts. The Government cannot provide a probability of multiple contract awards per region. |
| 19. | Question: VBA Contractor background Investigation request worksheet. When does the Contractor submit this form to the Government? Also, is this form part of the proposal? |
| Answer: See solicitation section B.2 IT Contract Security, “Contractor Personnel Security”, section titled “Investigation Documents”. |
| 20. | Question: Attachment D – Contracts, Price & Cost – Is this spreadsheet used for internal purposes and submitted to the Government after the contract has been awarded? |
| Answer: No, Please refer to Addendum to FAR 52.212-1, Instructions to Offerors. Attachment D shall be completed by the contractor and submitted with their proposal for each Contract Group/Regional Area proposing on. The pricing proposed on Attachment D will be incorporated into any resulting contract. |
| 21. | Question: Can the Government provide a HIPPA compliant website and/or link for approved software and technology? |
| Answer: No. |
| 22. | Question: Will the selected Contractors have the option of adding on new locations after the contract has been awarded? Potential growth locations. |
| Answer: Any changes to the locations specified in the contract will require a bilateral modification. |
| 23. | Question: Attachment N – Professional compensation plan and excel spreadsheet and Attachment D – Contracts, Price and Cost does not allow for G&A, Overhead, Profit and other contractor cost and expenses. Is the Government going to provide an additional spreadsheet or does the Contractor need to create a separate spreadsheet to capture these expenses and incorporate them into the proposal? |
| Answer: Refer to Addendum to FAR 52.212-1, Instructions to Offerors(B)(8) for details regarding Attachment N. |
Attachment D should be completed with firm-fixed pricing for the Base Year and each Option Year.
| 24. | Question: Can the Government confirm that Attachment D – Contracts, Price and Cost spreadsheet will be used for Post Award for selected Contractor’s? |
| Answer: The contractors pricing in Attachment D will be incorporated into any resulting contract and utilized for follow-on task orders, for the Base Year and each Option year, i.e., Option I, Option II, Option III, and Option IV. |
| 25. | Question: What is the projected start date for this contract? |
| Answer: The projected start date will be from the effective date of award of each contract. It is estimated that all awards will be made no later than September 30, 2022. |
| 26. | Question: Does this start date include the time for contractor staff to go through the background check and vetpro? |
| Answer: After award, the contractor is required to meet all timelines identified in the contract. |
| 27. | Question: What happens if a contractor is only able to service 1 city in a Contract Group/Region? |
| Answer: A contractor must be able to meet the requirements of the VA at any of the locations identified for each Contract Group/Region, and shall fully complete the Price Shcedule for each Contract Group/Regional Area proposing on. |
| 28. | Question: What are the performance requirements criteria for placement and worker retention with this contract? |
| Answer: The contractor shall address recruitment, retention, and other elements in accordance with Addendum to FAR 52.212-1 Instructions to Offerors. |
| 29. | Question: What case management system is the VA using and will we have access? |
| Answer: At time of award, none. In the event a case management system is implemented during contract period of performance, the contracts will be modified to provided access. |
| 30. | Question: Can the caseload be reduced? |
| Answer: The projection of a caseload is not to exceed 125 per counselor. This is a not to exceed projection and more than likely will not be met, but if the need exists, that is the number of cases that can and will be referred. |
| 31. | Question: For Hawaii specifically, are the vets located primarily on the Big Island? What if they are on the neighboring islands re: travel. To get to the other islands involves plane flights. |
| Answer: In the event travel is required, contractor will be provided per diem that must be approved by the VR&E Officer prior to travel. |
| 32. | Question: How long is the training for the VCR for the VA systems/procedures/forms/SOP? |
| Answer: Training times vary depending on the specific training required. |
| 33. | Question: Is there any VA VR&E interaction with the vets before the referral to the contractor? |
| Answer: No. |
| 34. | Question: Is there space in the VAMC or training facility for individual/group meetings? |
| Answer: Space will be provided at the VR&E Office at the discretion of the VR&E Officer. |
| 35. | Question: With respect to past performance, if we previously worked on a VR&E Contract, over the course of several contracts for over 15 years, but not within the relevant period as defined in the solicitation, will the PPQs be considered? |
| Answer: Refer to Addendum to 52.212-2, Proposal Evaluation and Basis for Award, Past Performance Evaluation. The Government will only consider for evaluation Past Performance information and Questionnaires that are for recent and relevant work. |
| 36. | Question: In review of the Performance Work Statement, on page 7, it indicates the Place of Performance is by way of Tele VR&E Counseling Sessions then discusses travel. Will Service Group A Evaluations and Service Group B Services be provided in person or remotely? |
| Answer: Services for Initial Evaluations and Case Management will be provided in person or remotely on a case-by-case basis. This is determined by the Claimants availability to meet in person or to meet via tele-counseling. |
| 37. | Question: If we are not a SDVOSB, may we partner with a person or company who is? Does it matter what type of business the SDVOSB engages in? If so, please explain how. |
| Answer: Refer to VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2020)(DEVIATION) for details. For any Contract Groups/Regions that are 100% set-aside for SDVOSB, Offerors are solicited only from VIP-listed SDVOSBs: See the response to Question 1 for additional information regarding Joint Ventures. |
| 38. | Question: What is the minimum number of SDVOSB proposals you need to receive in Region 1 to consider the proposals? Will you re-release the Solicitation if the minimum # of proposals from SDVOSB’s are not received for Region 1 and consider Small Business Set Aside? |
| Answer: If a Contract Group/Region was set-aside 100% for SDVOSB the number of proposals received would be irrelevant. Proposals will be evaluated in accordance with the solicitation. |
| 39. | Question: What is the correct designation for A-1 and A-2? They are designated with different names within the PWS and Attachment D-Pricing. |
According to the Performance Worksheet (PWS) revised:
6-1.3.1 A-1 is Complete Initial Evaluation Plan 6.3.9.b A-1 is Vocational Assessment
7.3.1 A-1 is Complete Initial Evaluation
7.3.2 A-1 is Complete Vocational Assessment
7.1.3 A-1 is Vocational Evaluation
According to Attachment D Contracts Price Cost spreadsheets:
A-1 is Complete Initial Evaluation
According to the Performance Worksheet (PWS) revised:
6.3.3 A-2 is Vocational Evaluation
6.3.9.c A-2 is Transferable Skills Analysis
7.3.3 A-2 is Complete Transferable Skills Analysis
7.1.3 A-2 is Transferable Skills Analysis
According to Attachment D Contracts Price Cost spreadsheets:
A-2 is Vocational/ Medical Assessment
Answer: See attached “revised” Attachment D_Contracts Price _ Cost Revised 07-18-2022 and CH31 National Contract Performance Work Statement (PWS) Revised 07-18-2022.
| 40. | Question: Will the government consider not counting the one-page resumes against the page limitation for Element 2 – Staffing Approach and Key Personnel 10 pages (see Section B, 4, e. Page 55 of 88.). In some of the locations that we want to propose, we have 10 pages of key personnel (management (4) and Counselors (6). By counting resumes against the page limit, we cannot respond to Element 2 due to the page limitation. |
| Answer: The Government will not count the one-page resumes against the page limit. |
| 41. | Question: Will the government correct Attachment D_Contracts Price_Cost spreadsheets due to several errors. The Station# in column A does not match the Station# shown on the Tab for at least 4 Stations. |
Station 330 Tab the Station# on Tab 330 is shown as #329 in Column A Station 334 Tab the Station# on Tab 334 is shown as #333 in Column A Station 354 Tab the Station# on Tab 354 is shown as #351 in Column A Station 355 Tab the Station# on Tab 355 is shown as #351 in Column A
| Answer: See attached “revised” Attachment D_Contracts Price _ Cost Revised 07-18-2022. |
| 42. | Question: Will the government consider rewriting the following statement from Page 6 of the PWS? “The Contractor, in the case of an individual found by the VA to qualify for a program of independent living service, shall assess and recommend all services and assistance necessary to enable the Claimant to achieve maximum independence in daily living.” The statement reads like the Contractor will conduct an Independent Living Assessment. |
| Answer: Contractors will not conduct Independent Living Assessments as a requirement on this contract. This language has been removed from the PWS. |
| 43. | Question: Will the government state how is certification obtained for the following statement on Page 8 of 46? “Contractor shall only utilize software and technology which has been certified as HIPAA compliant by the VR&E for use.” |
| Answer: The Contractor shall only utilize software and technology which is HIPAA compliant as regulated by the US Department of Health and Human Services (HHS). The PWS has been revised. |
| 44. | Question: Will the government please clarify the meaning of the following performance standard for Employment Services from page 27 of 46? "Referral is based on the rate at least equal to the employment percentage published in the VA’s Annual Budget Submission for the year corresponding to when the referral was issued.” |
| Answer: As this contract will be awarded for a base year plus 4 option years, there will be instances that the referral timeline may cross years. The cost rate for the year that referral is made will be the cost for the entire period of performance for that specific task order. |
| 45. | Question: Is the Contractor permitted to delete Tabs not proposed for on Attachment D_Contracts Price_Cost spreadsheet? |
| Answer: Yes. |
| 46. | Question: Should block 10 be check for SDOVSB with a percentage? |
| Answer: No because this is a multiple award and only some Contract Groups/Regions are set-aside. Please refer to solicitation Section E for specific set-aside information. |
| 47. | Question: Is there a possibility of performing both counselor and case management? |
| Answer: Yes. |
| 48. | Question: Protest: Ombudsman, what is the required number of days to file a protest? |
| Answer: A protest challenging the award of a contract must be filed within 10 days of when a protester knows or should know of the basis of the protest. Refer to FAR 33.104(c)(1) for additional details. |
| 49. | Question: Does the proposal have to list subcontractors, or can the awardee select subcontractors if needed after award? |
| Answer: Reference Addendum to FAR 52.212-1 Instructions to Offerors, Section 10.B.4. Organizational Chart. |
| 50. | Question: Does the VA fund the cost of GFE or is it the responsibility of the contractor? |
| Answer: Government Furnished Equipment (GFE) will not be provided to contractors. |
| 51. | Question: Does the contractor cover cost of anti-viral software? |
| Answer: Yes. |
| 52. | Question: If an eQIP investigation was completed within the past year, will another investigation be required? |
| Answer: See solicitation section B.2 IT Contract Security, “Contractor Personnel Security”, section titled “Reciprocation”. |
| 53. | Question: Can a contractor submit a proposal for all twenty-four (24) identified contract groups/regional areas? |
| Answer: Yes |
| 54. | Question: Does a separate proposal have to be submitted for each of identified contract group/regional areas? |
| Answer: Reference Addendum to FAR 52.212-1 Instructions to Offerors. In the event a Contractor proposes for more than one Contract Group/Region, they need not submit duplicate Volume 1, Element 3, Capability and Experience, or Volume 3, Past Performance. Instead, Contractor's shall identify which of their Contract Group/Region proposals shall be considered the full proposal containing all required Volumes/Elements, by providing a statement on the cover sheet of said proposal. |
| 55. | Question: PWS Section 4.2.1.2, Tele-VR&E Equipment, states the software and technology used for tele-VR&E sessions must be certified as HIPAA compliant by the U.S. Department of Health and Human Services. The previous section (4.2.1.1, Item #3) states software and technology used shall be certified as HIPAA compliant by the VR&E for use. Since these requirements are different, would the Government please confirm which, or if both, are correct? |
| Answer: The software and technology used shall be certified as HIPPA compliant by the VR&E for use. The U.S. Department of Health and Human Services will be removed from the PWS. |
| 56. | Question: PWS Sections 4.2.1.1 and 4.2.1.2 – Would the Government please consider providing a list of software and technology already certified as compliant with HIPAA by VR&E? |
| Answer: No. |
| 57. | Question: PWS, Section 5.0, Travel – In the note below the example regarding travel reimbursement, it states “This EXAMPLE equals: @25.00 Travel Rate + mileage at the FTR.” Should it actually say, “@25.00 Travel Labor Cost + mileage at the FTR?” |
| Answer: Yes. |
| 58. | Question: PWS, Section 5.0, Travel - Is the $10.00 prorated per diem Travel Rate per hour just for the example purposes only or is that figure derived from historical costs or other per diem information? |
| Answer: This is an example. |
| 59. | Question: Is travel time spent driving less than or equal to 50 miles billable at the full rate during the workday? The Fair Labor Standards Act (FLSA) confirms travel time during the workday is compensable to different locations during the workday. |
| Answer: Reference Section 5.0 Travel of the PWS. For services that are 50 miles outside the radius of the closest RO, out-based offices or VA Medical Center to the referred Claimant, travel time to and from the destination will be invoiced at 50% of the unit price (Column E on the spreadsheets of each regional office within Attachment D, Contracts Price_Cost Schedule). |
| 60. | Question: Respectfully request the Government provide historical volume of claimants receiving services by RO and by service area (initial evaluation, case management services, and job placement services). |
| Answer: The estimated quantities identified in Attachment D, Contracts Price_Cost, equate to the anticipated number of referrals per service in each of the Contract Groups/Regions |
| 61. | Question: PWS, Section 9.2, Qualification Requirements for Key Personnel, #3 – The PWS states, “The Contractor shall require its professional staff to attend free training sessions given by the VA. Contractors are responsible for the transportation/per diem cost of attendance by the Counselor(s) attending these training sessions at the sponsored VA RO, not to exceed 24 hours total…”. Is this training available at all local ROs? If not, where is the training conducted so the Contractor may adequately plan for these costs? |
| Answer: The training will be conducted at the local RO or will be provided virtually. |
| 62. | Question: PWS Section 13.1.7 includes OPM background investigation and reciprocal costs from FY 2016. Given that was six years ago, we would like to request more recent figures for costing purposes. |
| Answer: This was outdated language in the PWS and has been removed. See solicitation section B.2 IT Contract Security, “Contractor Personnel Security”, section titled “Government Responsibilities” that states: “VBA PERSEC will pay for background investigations and reciprocals processed through the VA PSAC and conducted by OPM in advance”. |
| 63. | Question: Under the ordering procedures in the RFP, will the Government issue three separate task orders if a single Claimant ultimately receives services in all three service groups – e.g., a Task Order for initial evaluation, a second one for case management, and a third for placement services even though it’s for the same Claimant? |
| Answer: Yes. |
| 64. | Question: What is the average length of time for the PIV process? |
| Answer: 30 days depending on the results of the background investigation. |
| 65. | Question: We represent a highly qualified firm with very relevant past performance that has requested CVE verification of our SDVOSB status but are awaiting the decision. Would the Government consider changing the requirement and extending the CVE verified SDVOSB status to the time of award instead of at the time of proposal submission? |
| Answer: In accordance with VAAR 852.219-10(b)(1) (NOV 2020)(DEVIATION), “Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered”. With this being said, if the entity is not verified in VIP as an SDVOSB at the time of proposal submission, it will not be considered as an SDVOSB concern, and will therefore not be considered for any Contract Groups/Regional Areas that are 100% set-aside for SDVOSB. The entity can however still respond to any of the Contract Groups/Regional Areas that are not set-aside for SDVOSB. Please note however that no credit will be given under VAAR 852.215-70 as an SDVOSB unless the entity is registered and verified in VIP at the time of proposal submission and at the time of award (Reference Addendum to FAR 52.212-1 Instructions to Offerors, Section 10.B.6). |
| 66. | Question: What are the anticipated numbers of referrals per service in each of the regions for this contract? |
| Answer: The estimated quantities identified in Attachment D, Contracts Price_Cost, equate to the anticipated number of referrals per service in each of the Contract Groups/Regions. |
| 67. | Question: If circumstances allow, will we be able to conduct interviews virtually with the veteran, the majority of time? |
| Answer: Yes |
| 68. | Question: Are there any instances that we are absolutely not allowed to conduct a virtual interview with the veteran? |
| Answer: No. |
| 69. | Question: What are the most common instances that would cause the VA to reject a report? |
| Answer: If the report does not include the requirements identified in the solicitation – Attachment E. |
| 70. | Question: What are the most common reasons that would cause you to reject a new service provider bidding on this RFP? |
Answer: Proposals will be evaluated in accordance with the solicitation.
| 71. | Question: Will incumbent service providers be given any advantage over other qualified non-incumbent service providers in determining who will be awarded a contract? |
| Answer: Proposals will be evaluated in accordance with the solicitation. |
| 72. | Question: If awarded a contract for a specific area and if a service provider has demonstrated a continuous high level of service, will they be able to offer that service to other areas if they don’t bid on them at the beginning? |
| Answer: Contractors shall submit a proposal for each Contract Group/Regional Area they want to be considered for an award. |
| 73. | Question: What types of issues or service challenges are you currently experiencing that need to be immediately addressed by the selected service provider? |
| Answer: None. |
| 74. | Question: Page 55 of the Solicitation, section Volume 1 Technical-Element 2: Staffing Approach and Key Personnel section 4e states - “Provide a one-page summary of the resume and qualifications for each of the proposed key personnel as identified in the PWS”. Does this mean that the offeror summarizes the resume/qualifications on a one-page summary OR does it mean that the offeror submits a one-page resume for each key personnel? If a one page resume for each key personnel is required, are the resumes excluded from the page count allowed for Volume 1-Technical Approach? |
| Answer: Addendum to FAR 52.212-1 Instructions to Offerors, Section 10.B has been revised to remove this requirement, but has been replaced with a new sub-element. See revised Instructions to Offerors section below. |
| 75. | Question: Is the offeror required to submit Attachment B, the key personnel checklist, with the technical portion of the proposal? If so, is this document part of the page count limitation for Vol 1, Element 2? |
Answer: Yes, Offerors are required to submit Attachment B with the Technical Volume. See revised Instructions to Offerors section below.
END OF Q&A
Revised Addendum to FAR 52.212-1 Instructions to Offerors, Section 10.B.4.
4. VOLUME 1 TECHNICAL – Element 2: Staffing Approach and Key Personnel The Offeror shall submit a narrative detailing its staffing approach pertaining to hiring, retaining, and utilizing key and non-key personnel on this project for each of the Contract Groups/Regional Areas proposing on. At a minimum the narrative shall address each of the sub-elements below:
a) Approach used for identification, recruitment, retention, and allocation of the personnel requiring specialized technical skillsets, proposed for a specific Contract Group/Regional Area.
b) Consideration of onboarding and security clearance requirements;
c) Average attrition rate for key personnel and average staffing level of key personnel and non-key personnel.
d) Organizational Chart: The Offeror shall submit to VBA their planned organizational chart for the first 180 days of performance. The organizational chart shall include all planned positions with the named resources (including and directly identifying subcontractor resources) who will be working on those positions for the first 180 days. Organizational charts submitted with generic or ambiguous references to subcontractor resources are non-compliant. The named resources will be subject to the same replacement requirements as key personnel for the first 180 days.
e) Submit Attachment B Key Personnel Credential Checklist for proposed Key Personnel. The following documents must accompany the completed Personnel Checklist:
· Résumés, which cannot exceed a total of two pages in length per person proposed, which must provide information on education, and experience in vocational and rehabilitation, job placement, and/or assessment as appropriate and identify the position the person will hold in the Offeror’s organization after award.
· Copies of transcripts and all relevant license/certifications per person proposed. Include the location of the office in which their work will be performed. All proposed personnel must meet the minimum qualification requirements outlined in the PWS.
· Personnel Employment Status: Verification that all key personnel proposed is either current employees of the Offeror or encloses a copy of a commitment letter.
· US Citizenship: Proof of US citizenship for OCONUS only, Attachment J, Proof of Citizenship Requirement. (The Attachment B and all backup documentation is excluded from page limitation).
Department of Veterans Affairs