36C10E19Q0257-0001000.docx

Solicitation Questions & Responses

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

VA

08-14-2019 00101 Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006 00101 Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006

36C10E19Q0257 08-14-2019

X X X Aug 21, 2019 6:00 pm (EST) See CONTINUATION Page X The purpose of this Amendment is to post Solicitation Questions and Responses, Fairfax County, VA Wage Determination and extend the quote due date.

Please see the continuation pages for Solicitation Questions and Responses

Please see the continuation pages for the current Fairfax County VA, Wage Determination.

Quotes are now due to the Government on Aug 21, 2019 6:00 pm (EST).

There are no Other Changes to the Solicitation as a result of this Amendment.

Ross Byrne Contracting Officer

1. The requirement is to research records in order to determine compensation eligibility. The VA has made this a one year requirement. Is there any idea whether this will be extended?

Response: This is a one-year requirement with no option periods.

1. The one year requirement really puts a strain on retaining key personnel and other research staff to fill the roles with the level of experience identified in the SOW? Again, does the VA have any inclination of whether this may be extended to the PTSD population of records on an ongoing basis?

Response: The requirement is to research records to support the claims that includes any type of claim requiring research and as stated above the requirement will need to continue beyond the one-year.

1. Would the VA consider relaxing the requirement for both key personnel to be PMP certified if they meet the years of experience qualification?

Response: Government requires that only the Project Manager be PMP certified.

1. Can the VA provide any information on the following:

3. The average page count of a record? Can vary greatly depending on incidents and/or length of service.

3. In a given record, what is a record typically made up of? Personnel records, Unit records, ship logs, flight logs, service treatment records, and any other military records.

3. The percentage of records based on the forms listed in SOW (microfiche, handwritten, other) as the type of record will determine the review time. (Response suggested is that on approximately X% of the records are in microfiche or X% are paper handwritten paper records, etc.) Unknown Response: See above

1. If this is a follow-on to a previous effort, Can the government specify the current incumbent and the total dollar amount obligated and spent by the Government in the final year of performance of the previous effort?

Response: VA is not currently performing this effort.

1. How many individuals, by labor category, are currently supporting this contract by the incumbent? How many of these individuals are on-site (customer facility) and how many are offsite at the contractor facility?

Response: VA is not currently performing this effort.

1. As a part of this important acquisition, 1. Principle; 2. Program Manager – are identified as two (2) key personnel, excluding of key personnel, what other labor categories are required to perform the actual technical tasks and research services such as operational services pertaining to the contract?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

8. Continuing to the question above. What is the estimated level of labor category effort/base estimate?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

9. Continuing to the question above. Is the government requesting that Offeror’s provide resumes within their proposal response? If required, for which positions does the government wish to see resumes? are signed letters of commitment also required?

Response: Resumes and signed letters of commitment of key personnel required.

10. Can the government confirm, if two resumes for key personnel, 1. Principle; 2. Program Manager are sufficient at the proposal submission level? are letters of commitment also required?

Response: Resumes and signed letters of commitment of key personnel required.

11.Can the government clarify how many productive work hours per annum are considered to be a Full-Time Equivalent FTE employee? 1920 or 2080 hours?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

12. Is this contract subjected to the service contract act SCA? if yes, can the government please provide the Wage Determinations for the contract performance locations?

Response: Wage Determination for the Ft. Belvoir location is included to the bottom of this document.

13. Can the government confirm, if there is a forecasted/estimated timeline for releasing award date?

Response: Tentative award date is Sep 9, 2019

14. In light of contract transition to incoming contractor, upon contract award, is there a transition/phase-in period to assume the contract? If yes, what is the phase-in period (in-days/weeks)?

Response: No, VA does not have a contract in place for this requirement.

15. CLIN 0002 Estimated records research: Services, Nonpersonal; The Contractor shall provide Operational services in accordance with the PWS, Para 6.2. Contractor shall invoice only for actual records research services completed —If a contractor can meet the contract goals, exceed requirements (1300 records/month/15600 records/year), and complete the projected workload of cumulative 15,600 records in less than one year (period of performance timeline) can the government increase the record research workload number of 15,600?

Response: This will be based on the needs of the Government.

16. CLIN 0003 Services, Nonpersonal; The Contractor shall provide Training services in accordance with the Performance Work Statement, Para 6.3. – The scope for training services is explained, however for offerors to conduct internal pricing analysis, can the government specify estimated number of end-users against to be trained as per this section 6.3 of the PWS – Can the government confirm, if offerors are required to submit the price breakdown per each CLIN as a part of price proposal?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

17. Past Performance: Regarding past performance references, can the Government confirm if professional qualifications and experience of key personnel can be used as a past performance reference?

Response: No

18. In light of past performance, if an offeror does not possess the history of past performance, will that disqualify us from further evaluation on technical capability and price factors?

Response: No

19. Under the evaluation -commercial items - basis of selection, Responsive and Responsible: A single Quoter will be selected who is deemed responsive and responsible in accordance with the Federal Acquisition Regulation (FAR) 9.104-1, whose offer conforms to the RFQ requirements and who has a Satisfactory or Unknown/Neutral risk on past performance — Can the government confirm if this verbiage constitutes that offerors lacking relevant past performance information would be evaluated neutral when evaluating past performance of offeror with no history of past performance record?

Response: Yes, lacking relevant past performance information would be evaluated neutral when evaluating past performance of offeror with no history of past performance record

20. Are there any restrictions on the proximity of contractor facilities in DC Metropolitan area to the VA Military Base/VBA Facility?

Response: Military installations and VA facilities may have different restrictions for access. The government will work with the Quoter to ensure security protocols are met.

21. In Consideration of proposal format and proposal instruction, can the government consider a request to increase page limit for both 5.1.3.1. Transition and Post Award, and 5.1.3.2. Technical Approach, from current page limitation of 4 pages to either 6 pages or 8 pages. — this will permit offerors to present a strategy that is aligned with the overall mission of this important effort and bring into line with tactical and operational (day-to-day) goals of the contract. As a result of approval to the request, government will be in a position to enable offerors to prepare a quote that is most advantageous to the government from technical standpoint.

Response: The Government requirement for both 5.1.3.1. Transition and Post Award, and 5.1.3.2. Technical Approach remains at 4 pages.

22. Can the government clarify, in completing the estimated work load of 15,600 records, can contractor utilize a combination of both full-time and part-time employees to meet the requirements of this effort. This response from the government would adversely impact pricing, and allows to prepare a best value quote.

Response: Government would prefer fulltime employees.

23. The RFQ PWS outlines a requirement to perform collection, research, analysis, and review military records of the Veterans Benefits Administration (VBA), Compensation Service. Would the government please consider providing a VBA organization chart that has had all Personally Identifiable Information (PII) removed but contains functional reporting lines and titles?

Response: Not able to provide. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

24. To assess the complexity of research work that is required to perform on this records research support services acquisition research, can the government provide additional information on what type of records (available in electronic library for each agency Army, Navy, Airforce) that contractor shall perform research? For example: Daily journals, sick logs, causality records, morning reports DA Form 1.

Response: Any all available records (to include but not limited to: daily journals, sick logs, causality records, morning reports DA Form 1) that would support VBA in making a decision on a claim.

25. To gain operational context, can government provide process flow or chain of steps that are involved during the Records Research Center (RRC) Support Services project operations. This will allow us to anticipate risks associated with each step of the process.

Response: This is a new requirement for the government. Therefore, the flow and risk associated will be learned.

26. Would the VA please confirm that all equipment or resources required to perform records research support is government furnished?

Response: Yes, DoD will provide the initial training and contractors will use DoD furnished equipment.

27. Would the VA please clarify if the offeror is being asked to provide training on Microsoft products using commercially available training courseware, or if the offeror is expected to author a custom course tailored specifically for the Compensation Service environment?

Response: The Quoter is being asked to develop a training plan (SOP) based off the training provided by DoD to the awardee.

28. Would the VA please clarify if the “identified VA tool” is GFE, or if the offeror is to propose a tool for managing records?

Response: The VA tool is in development; the offeror is not required to propose a tool.

29. Is the offeror required to have a facility clearance at the Top Secret level at the time of proposal submission, or will the VA sponsor the awardee for a clearance?

Response: Top Secret clearances are required, VA and/or DoD will sponsor awardee.

30. Would the VA please provide a draft DD254 for the clearance requirement?

Response: The DD 254 form is a DoD form and can be found online at http://www.dami.army.pentagon.mil/site/IndustSec/docs/DDForm254Fillable1.pdf .

31. Would the VA please clarify whether all staff assigned to this contract are required to have a clearance, or only some of the staff? If only some staff, would the VA please clarify which positions require a clearance?

Response: All staff working on the contract will require some type of security clearance, but only those actually doing the research will require Top Secret clearances.

32, In order to provide a firm fixed price, the offeror needs to know how many training class presentations are required during the 12 month period of performance.

Would the VA please provide the number of training and refresher training course presentations that are required?

Response: VA offeror will be trained by DoD and will be required to do a training plan and SOP based on the training provided. No classes will be required by the offeror.

33. Will the contractor be able to submit separate cost proposals for official travel once it has been pre-approved by the Government COR?

Response: Any Contractor travel required will be pre-approved by the Government COR and in accordance with Federal Acquisition Regulation 31.205-46 procedures.

34. The Service Contract Labor Standards clause was checked. Would the VA please identify the Wage Determination that is to be incorporated into the resulting contract?

Response: Wage Determination for the Ft. Belvoir location is added to the bottom of this document.

35. How long is the expected term of the contract?

Response: One year

36. Can you clarify if that projection is for year 1 only or for the full contract life?

Response: This purchase order Period of Performance is for one year.

37. Do you have a project date for release that you can share?

Response: Tentative award date is 9 September 2019

38. What contracting vehicle if any will be used for this solicitation?

Response: This procurement is being competed under FAR Part 13 Simplified Acquisition Procedures.

39. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 4. Place of Performance.

This section states: “The Contractor is responsible for conducting business at Fort Belvoir, VA Military Base unless reassigned. Usually this is an eight (8) hour day with 30 min for lunch, local time. The Contractor must be available 6:30 a.m.to 6:00 p.m. (eastern standard time) for weekly meetings and deliverables.

The contractor may be requested to provide services at any of the following locations:

1800 G Street NW, Washington, DC 20420; and/or Any VA Facility within the District of Columbia; and/or Contractor’s facilities (off-site); and/or DoD installations in the National Capital Region.”

a) Can the Government provide an estimated Level of Effort (LoE); that is, the estimated number of Contractor hours required to be expended on site at each of the listed locations?

b) Would the Program Manager and Principal be allowed to work remotely, or will one or both of these positions be required to work on site at the listed locations?

Response: The contractors (researchers) will be required to be on Fort Belvoir 8 hours a day. The PM and Principal will be allowed work remotely.

40. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 5. Travel; 2nd Paragraph.

This section states, in part: “Travel within a 50-mile radius between the Contractor’s facility and Government locations is considered “local travel” and will not be reimbursed. Travel to and from work is consider the cost of doing business and shall not be reimbursed. The Government will reimburse Contractor for all appropriate costs associated with official travel.”

a) Can the Government provide an estimated Level of Effort (LoE); that is, the estimated number of Contractor hours required to be expended on site at each of the listed locations?

b) Would the Program Manager and Principal be allowed to work remotely, or will one or both of these positions be required to work on site at the listed locations?

Response: The contractors (researchers) will be required to do local travel, an estimated one 8 hour day per week. The PM and Principal will be allowed work remotely.

41. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6. Task Statement; General Requirements; 4th Paragraph.

This section states, in part: “The PM and/or COR will attend all meetings and briefings where deliverables or the execution of this contract will be discussed. The Contractor shall include the PM and COR in all communication related to this PWS and the execution of the contract.”

Would the Program Manager and/or Principal be allowed to attend meetings and briefings remotely via conference call or collaborative applications software?

Response: There will be some meetings that are in-person and others that can be done remotely.

42. References: 1) RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 4. Place of Performance; and 2) Section 6.2.1 Operational Support; VA Support Concept; 2nd Paragraph.

Section B.3 Performance Work Statement; 4. Place of Performance states, in part: “The Contractor must be available 6:30 a.m.to 6:00 p.m. (eastern standard time) for weekly meetings and deliverables.”

Section 6.2.1 Operational Support; VA Support Concept; 2nd Paragraph states, in part: “This support must be provided within the core hours of 6:30 am [to] 5:30 pm (EST) as a minimum.”

What is the requirement for Contractor staff; 6:30 a.m. to 5:30 p.m. or 6:30 a.m. to 6:00 p.m. EST?

Response: Core hours 6:30 a.m. to 6:00 p.m. EST

43. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 8.1 Personnel Qualifications; 2nd Paragraph; 5th and 6th Sentences.

This section states, in part: “The security classification of these documents is such that personnel will require the appropriate clearances, either Secret or Top Secret, and courier card authorizations. All contractor employees involved must be U.S. citizens.”

Do all Contractor personnel require either Secret or Top Secret Security Clearances?

Response: Yes, all those researching and/or handling records require Secret or Top Secret Security Clearances

44. Reference: RFQ Section B - Continuation of SF 1449 Blocks; B.2 Price/Cost Schedule.

Section B.2 Price/Cost Schedule does not establish an estimated Level of Effort (LoE); that is, the estimated number of Contractor hours or the estimated number of Full Time Equivalent (FTE) Contractor employees. The Quantity column for CLIN 0002 states: “Estimated records research 15,600.”

Is the Contractor expected to generate an estimated Level of Effort based on research of 15,600 records annually?

Response: Yes

45. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6. Task Statement; General Requirements; 1st Paragraph.

This section states, in part: “For every task, the Contractor shall identify in writing all necessary subtasks (if any), and associated price by task, together with associated sub-milestone dates.”

Can the Government provide an estimated Level of Effort (LoE); that is, the estimated number of Contractor hours required to be expended by task, based on research of 15,600 records annually?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

46: Reference: Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.1.1 Project Management Plan (PMP); a. Staffing Plan.

Section 6.1 Administration and Program Management does not establish an estimated Level of Effort (LoE); that is, the estimated number of Contractor hours or the estimated number of Full Time Equivalent (FTE) Contractor employees.

a) Can the Government provide an estimated Level of Effort; that is, the estimated number of Contractor hours required to be expended by task, based on research of 15,600 records annually?

b) Is the Contractor expected to generate an estimated Level of Effort based on research of 15,600 records annually, as shown in Section B.2 Price/Cost Schedule; CLIN 0002?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

47. Reference: Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.2.1 Operational Support; VA Support Concept; 1st Paragraph.

Section 6.2.1 Operational Support; VA Support Concept states, in part: “Life cycle management of records includes, but is not limited to, record identification, creation, maintenance, indexing, preservation, collection, conversion, disposition, review for declassification, research, FOIA/Privacy Act (PA) review for release, and retirement/destruction.”

Section 6.2 Operations does not establish an estimated Level of Effort (LoE); that is, the estimated number of Contractor hours or the estimated number of Full Time Equivalent (FTE) Contractor employees. Can the Government provide the estimated number of Contractor hours required to be expended on these tasks, based on research of 15,600 records annually?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

48. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.2.1 Operational Support; Research Activities; 3rd Paragraph.

This section states, in part: “Research Activities: Records research support includes document handling and accountability, records review for information pertinent to a Veteran’s claim, quality assurance, systems management, and database IT and management support…”

a) Please define what the Government means by “database IT and management support.” The RFQ is unclear as to the specific Contractor tasks associated with this section.

b) Can the Government provide the estimated Level of Effort (LoE); that is, the estimated number of Contractor hours associated with “database IT and management support?”

Response: Database IT and management support is the requirement to update IT system(s) with the response to the request following the completion of research.

49. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.2.1 Operational Support; Research Activities; 3rd Paragraph; 3rd Sentence.

This section states, in part: “The contractor must be required to research paper records at various locations and use a laptop computer to access records and correspond with U.S. Army Records Management and Declassification Agency (RMDA), National Archives and Records Administration (NARA), and VBA staff.”

Will laptop computers be supplied by the VA or the Contractor?

Response: DoD will provide computers to be used

50. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.2.1 Operational Support; Research Activities; 4th Paragraph.

This section states, in part: “The Contractor must comply with all records handling requirements to include requests for documents, signing out documents, and returning documents to the proper location…” Please confirm that “all records handling requirements” refers to VA records handling requirements.

Response: Records handling requirements refer to the requirements of VA and the owner of the records.

51. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.2.1 Operational Support; Research Activities; 4th Paragraph; Last Sentence.

This section states, in part: “Compensation Service estimates that the contractor must be able to process a minimum of 1300 records research requests per month.”

Is the Contractor expected to generate an estimated Level of Effort (LoE); that is, the estimated number of Contractor hours and the estimated number of Full Time Equivalent (FTE) Contractor employees, from this statistic?

Response: Yes

52. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.2.1 Operational Support; Research Activities; 5th Paragraph.

This section states, in part: “The Contractor shall ensure compliance with all NARA policies and perform all duties necessary to receive, process, and respond to requests for information from Compensation Service analysts.”

National Archive and Records Administration (NARA) policies are voluminous. Can the Government provide a list of the specific NARA policies with which the Contractor shall be expected to comply?

Response: Offerors should research the policies of NARA for handling their records.

53. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.3.1 Training Support; 1st Paragraph.

This section states, in part: “The Contractor shall assist Compensation Service in preparing and presenting mission related training as required. The technology trainer shall deliver quality training of end-user programs, which includes the development of informal and formal Microsoft Office and Adobe training, course content and student learning objectives, course syllabi, lesson plans, and student handouts/manuals.”

a) Can the Government provide the estimated Level of Effort (LoE); that is, the estimated number of Contractor hours associated with “preparing and presenting mission related training as required?”

b) Can the Government provide the estimated number of Contractor hours for the Technology Trainer?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

54. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.3.1 Training Support; 2nd Paragraph.

This section states, in part: “In support of the training environment, the contractor shall create and maintain help documents to assist Compensation Service personnel with Word, PowerPoint, Excel, SharePoint, and Acrobat, as well as create and maintain a training page for employees to find answers to commonly asked questions. The contractor shall provide guidance on technology and industry direction to Compensation Service on the latest trends, in addition to educating personnel on VA/VBA directives. The contractor shall maintain, update, and/or revise Computer-Based Training and Web-Based Training on all VBA supported business applications to benefit and enhance records, research, and declassification support to VA.”

a) Can the Government provide the estimated Level of Effort (LoE); that is, the estimated number of Contractor hours associated with creating and maintaining help documents and a training page?

b) Can the Government provide the estimated number of Contractor hours associated with maintaining, updating, and/or revising Computer-Based Training and Web-Based Training on Veterans Benefits Administration (VBA) supported business applications?

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

55. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.4 Plans, Analysis and Evaluation (PA&E); 2nd Paragraph.

This section states: “The Contractor shall:

· Support short- and long-range strategic planning and implementation; track and report on progress toward the achievement of strategic goals; identify and overcome potential barriers to success.

· Develop a formal performance management framework, which offers approaches that use measurement as a component of improving performance supported by an evaluation and data analytics infrastructure.

· Support Compensation Service in conducting advanced data analytics through data mining, modeling, forecasting, and advanced statistical methods.”

a) Can the Government provide the estimated Level of Effort (LoE); that is, the estimated number of Contractor hours associated with developing “a formal performance management framework?”

b) Can the Government provide the estimated number of Contractor hours associated with “conducting advanced data analytics through data mining, modeling, forecasting, and advanced statistical methods.”

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

56. Reference: RFQ Section B.3 Performance Work Statement; Records Research Center (RRC) Support Services; General Information; 6.4 Plans, Analysis and Evaluation (PA&E); 6.4.1 (Deliverables).

This section states: “6.4.1 Deliverables include mid-year and end-of-year assessments of the program and quarterly advanced data analytics report.”

Can the Government provide the estimated Level of Effort (LoE); that is, the estimated number of Contractor hours associated with the “mid-year and end-of-year assessments of the program and quarterly advanced data analytics report?”

Response: This is a firm fixed-price contract. All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

57.The Government identifies two key personnel – the Principal and the Program Manager. Please identify the tasks in which each key personnel would be responsible for.

Response: Please refer to the Performance Work Statement/Solicitation.

58. Is the Principal expected to be on-site, full time at any of the Government’s locations or is s/he only needed on site occasionally/when requested?

Response: Occasionally as requested

59. Is the Program Manager expected to be on-site, full time at any of the Government’s locations?

Response: No, PM should be remote, but available as requested.

60. The solicitation states that this work is being assumed from the Army by VA; is there a contractor currently performing this work for the Army? If so, approximately how many FTEs are currently supporting this work?

Response: Yes; unknown as it is not a VA contract.

61. Is this contract expected to have option years, or is it only expected to be performed for the initial 12 months?

Response: This purchase order Period of Performance is for one year.

62. Block B states “Quoters must submit required documents, Part 1 thru 4 Listed in Section E.3.

Does the Government want offeror to submit 1 document with all four parts embedded?

or Does the Government want offeror to submit 4 different documents for each fo the required parts?

Response: Quoter’s shall 1 document with all four parts embedded.

63. RFQ states “The contractor shall provide all personnel, equipment, supplies….”

Please specify what type of equipment would be required to perform this work.

Response: writing utensils, note pads.

64. Is there currently a vendor performing this work for VBA or for the Army JSRRC?

If so, please identify the vendor, contract number, and total contract value.

Response: VA is not currently performing requirements. Army JSRRC has vendor support.

65. The RFQ references 5 different locations. Please specify the expected place of performance for the following resources:

a) Principle - remote

b) Program Manager - remote

c) Records Researchers – Fort Belvoir Other Support Staff – N/A Response: See above

66. How many total resources are expected to be on-site at Fort Belvoir?

Response: Approximately 10 employees

67. RFQ states “The Contractor must be available 6:30 AM – 6 PM for weekly meetings and deliverables. Please clarify how an 8-hour shift for a single resource is expected to be spread over an 11.5 hour shift.

Response: 6:30 AM – 6 PM is the core hours, 8 hours daily is required.

68. Are Contractor resources expected to be on-site in St. Louis to conduct research at the St. Louis National Archives facility, or at the National Personnel Records Center facility in St. Louis?

If so, how many?

If not, will Contractor travel from the National Capital Region to St. Louis be approved and reimbursed by the Government?

Responses: No, contractors will not be required to travel to or have an on-site present in St. Louis.

69. RFQ states that the “original [PMP] is submitted as part of the proposal.”

Please clarify if Government expects offeror to submit a PMP as part of our proposal submission.

If so, please identify the submission volume the PMP belongs in and how much additional page count needs to be allocated for the PMP.

Response: PMP is not required with quote. PMP will be required in accordance with PWS deliverables.

70. RFQ states “The Contractor shall provide the MSR to the Government in a Smart book (SMT) format.”

Please clarify what SMT stands for.

Please clarify what is meant by a “Smart book format.”

Response: Smart book format is an easy to follow high level written document.

71. RFQ states “…support must be approved within the core hours of 6:30 am to 5:30 PM as a minimum.

Please specify the shift hours Response: Core hours 6:30 a.m. to 6:00 p.m. EST

72. RFQ states “personnel will require the appropriate clearances, either Secret or Top Secret, [have] courier card authorizations.”

Please clarify if this only applies to the researchers conducting research or to ALL personnel on the contract.

Also on page 20 (section 9.6) states that “the contract employee level of background investigation required for this effort is NACI.” NACI is a much lower security requirement than Secret or Top Secret.

Please confirm that the required clearance for contractor personnel on this contract is NACI.

Response: Anyone associated with the contract will have to have the NACI clearance but those researching records and/or handling records must have Secret or Top Secret clearances.

73. The acceptance criteria for Task 6.4 deliverables (mid/end of year assessment; quarterly advanced data analytics reports) leaves much room for interpretation under an FFP contract type. Would the Government consider providing an anticipated/estimated page count for these reports (i.e. between 15-25 pages/ea; between 25-50 pages/ea.; >50 pages/ea.) so that the Offeror community can better consider the intended contents of these reports and thus better estimate level of effort to create these reports?

Response: page count should be between 12-25 pages

74. Item (c) 52.222-41, Service Contract Labor Standards is checked.

Please clarify why SCA labor is expected on a FFP contract. We humbly recommend striking this clause.

Response: FAR Clause 52.222-41 applies to this contract.

75. Item (c) 52.222-42, State of Equivalent Rates for Federal Hires is checked. The RFP also states the Employee Class as “Records & Information Management” along with a stipulated hourly rate of $36.73.

Please clarify why this clause is selected.

Please clarify why an hourly labor rate is provided for a Firm Fixed Price contract.

We humbly recommend striking this clause.

If the clause is not removed, does this mean we have to hire resources at this $36.73 hourly rate?

Response: FAR Clause 52.222-42 applies to this procurement and is for informational only purposes.

76. RFQ states “*P07 Wage Determination, April 2019” Please clarify what is meant by this Response: Wage Determination for the Ft. Belvoir location is included to the bottom of this document.

77. For CLIN 0002, in order to provide a reasonable price per unit for each of the 1,300 records research requests, please provide the average number of hours a typical request takes for the following:

· Vietnam War Veteran

· OEF/OIF War Veteran Response: On average a research may spend 1-2 hours per request

78. RFQ states that the deliverable is a “Minimum of 1300 records research requests completed” on a monthly basis.

Since this is a Firm Fixed Price contract, would you please change the term “Minimum” to “Maximum” or strike the term altogether? It is difficult to submit FFP pricing when the quantity is not capped.

Response: CLIN 0002 is an estimate based on need of the government

79. RFQ states a quantity of “2” for the Training delivery and development of refresher course. Should the quantity for the refresher course be “1” since the first training class is 6 months after contract award, which is consistent with the RFP language under Task 6.3.2 on page 14?

Response: The refresher course should be “1”

80. The number of resources a contractor must engage with during transition and whether they are contractors or government resources is a critical component of a comprehensive transition approach.

Are the resources who currently provide VA requested research for JSRRC contractors? If yes please provide the name of the contractor, the current contract number and historical work structure breakdown (i.e. how many contract employees are engaged full time (1920 hours per year) in order to successfully support the requirement).

If the current researchers are not contractors, how many other resources (GS, Military, etc) are currently providing full time research support (e.g. 1920 hours) specifically for VA's caseload in JSRRC?

Response: This is a new requirement for VBA, the government does not have the requested information.

81. Table 10 (Performance metrics) states that each researcher must perform a minimum of 1300 records research requests while Section 6.2 states "Compensation Service estimates that the contractor must be able to process a minimum of 1300 records research requests per month".

CLIN 0002 estimates research records at 15,600. Please confirm that the 1300 minimum is per researcher and not for the contractor overall.

Response: 1300 is for the contractor not per researcher

82. Can the government please provide the definition of records research completed and the process by which it is determined the research request is completed? For example, does each record completion have to be signed off by the COR?

Response: Records research completed is when a response can be provided positively or negatively after an exhausted search has been done. The training provided by Army will more clearly define an exhausted search.

83. Can the government please describe the typical end to end workflow currently used by JSRRC from records research request to closure so bidders can properly estimate the unit price for CLIN 0002?

Response: This is a new requirement for VBA please refer to the Performance Work Statement/Solicitation for required services.

84. Will the contractor be required to provide review for declassification, research, FOIA/Privacy Act (PA) review for release as described in Section 6.2.1 (Text reference provided below)? If so is this support included in the estimated 15,600 records research requests? If not please provide an approximate workload. Additionally, Section 9.6 Background Investigation states that contract employee level of background investigation required for this effort is NACI. If declassification review support is required a NACI is not appropriate, please advise.

Operational Support: VA Support Concept: The objectives of this requirement are to provide technical support services necessary to assist VBA in managing the complete life cycle of Records Information Management System. Life cycle management of records includes, but is not limited to, record identification, creation, maintenance, indexing, preservation, collection, conversion, disposition, review for declassification, research, FOIA/Privacy Act (PA) review for release, and retirement/destruction.

The contractor shall provide technical, analytical, and professional support as required to satisfy the objectives stated above. This support must be provided within the core hours of 6:30 am 5:30 pm, (EST) as a minimum.

Response: All of the required information to submit your quote is included in the Performance Work Statement/Solicitation.

85. Does the government require the Program Manager to be on site at Ft. Belvoir full time (i.e. 40 hrs per week)?

Response: No, PM will be remote.

86. Can the government please provide the JSRRC Stressor Verification Guide to enable and ensure bidders incorporate all specified requirements and processes in developing their CLIN 0002 unit price?

Response: VA does not have access to JSRRC guides or training material

87. "Research Activities: Records research support includes document handling and accountability, records review for information pertinent to a Veteran’s claim, quality assurance, systems management, and database IT and management support. The records to be reviewed are a variety of media, including paper, electronic data, microfilm, microfiche, maps, and hand-written documents. The contractor must be required to research paper records at various locations and use a laptop computer to access records and correspond with U.S. Army Records Management and Declassification Agency (RMDA), National Archives and Records Administration (NARA), and VBA staff".

a. Is the contractor researcher responsible for the administrative support function of the records research requests in addition to the review? Case creation, correspondence, coordination with the requestor and stakeholders, case closeout, etc.? Contractor is responsible for the research and the written response as to what the research found (positive or negative).

b. “Systems Management”: Please provide a listing of the systems that require management and describe the duties and responsibilities required. Systems currently used are Army system that will be provided during training.

c.“Database IT”: Please provide a listing of the databases and describe the duties and responsibilities required. Army database that will be provided during training.

d.“Management Support: Please describe the management support needed. Support with written responses to requested searches.

e. Please confirm that the Government will provide the laptop computer to access records? Yes, provide by DoD.

f. Please confirm that the Government will provide all necessary equipment to review records in non-paper format? Yes

Response: See above

88. Would the government please provide a short extension to August 23rd to allow bidders time to incorporate answers to questions into their proposals.

Response: New Quote due date will be 21 August 2019, 6 pm EST.

89. How many records is each individual analyst expected to produce per month and does it vary for each branch (Navy, Coast Guard, Air Force, Army)?

Response: The request for searches vary based on Services and will be distributed as equally as possible. However, the contractor is required to complete at 1300 per month.

90. What has been the historical number of records processed per month per analyst over the past 12 months on this work?

Response: The number of records processed is unknown as VA has not been able to track JSRRC output.

91. During the 60-day training process, what are the monthly records processing performance thresholds for research analysts onboarding onto the program?

Response: Due to this being a new VBA requirement, the government will be flexible in the processing of performance thresholds for researchers.

92. Is this work currently performed by Government employees or contractors? Or both? What is the level of effort in analyst FTEs currently supporting processing 1300 records per month?

Response: Currently performed by both government and contractors. Not currently performed by VBA, therefore LOE unknown.

93. Is this a bridge contract with a longer follow-on contract to be solicited?

Response: This purchase order Period of Performance is for one year.

94. Does the Government require Secret/Top Secret and NACI VA PIV for this contract?

Response: Secret/Top Secret clearance required for those researching and handling records. All others just require NACI.

95. Does the Government have a workstation planned for a contractor Analyst stationed at NARA?

Response: No 96: Where on Fort Belvoir does the contractor-team sit?

Response: 9301 Chapek Road

97. The RFQ does not define what a “capable” response constitutes, nor does it list the evaluation rating scale. Can you please clarify?

Response: A capable response is a positive or negative response to the request following a search for and of records.

98. What level of coordination will there be with the existing RMDA JSRRC Division and the VA?

Response: This is a new requirement for VBA, we will work as closely as needed with JSRRC to accomplish the government requirements.

99. Will there be a Government liaison at the National Archives and Records Administration (NARA) to assist with case research?

Response: Yes

100. Is the contractor Program Manager expected to be full time on the program and on-site at Fort Belvoir?

Response: No

101. Does the Government require Key Personnel certifications proof be included within resume section?

Response: Yes

102. The Government requires the contract support Compensation Service with conducting advanced data analytics through data mining, modeling, forecasting, and advanced statistical methods. What tools are in place at Compensation Service to perform this analysis and modeling and will the contractor be given access to these tools as GFE/I?

Response: The government will provide all the proper access to available tools.

103: Request clarification: Does this mean each researcher must complete 1300 cases over the course of the entire POP or that the contractor company performing this contract should complete 1300 records a month?

Response: 1300 cases per month is required by the contractor not each researchers.

104. What is meant by a “complete” research request?

Response: Records research completed is when a response can be provided positively or negatively after an exhausted search has been done. The training provided by Army will more clearly define an exhausted search.

105. There is no mention of Cover Page and Table of Contents. Are these allowed, and if so, outside of page limits?

Response: Government requirement will be no more than 2 pages for Cover Page and Table of Contents

106. Does the Government desire one submission file with all proposal response sections within one file?

Response: Quoter’s shall 1 document with all four parts embedded.

107.There are few pages per section in which to include the required information in our response. Is 10 point font permissible for tables and 8 point font permissible for graphics?

Response: The government requires Times Roman Numeral 11 Font

108. How many work-stations are provided at Fort Belvoir? Are researchers able to work remote with GFE computers?

Response: No, work remote researchers are allowed currently.

REGISTER OF WAGE DETERMINATIONS UNDER | U.S. DEPARTMENT OF LABOR

THE SERVICE CONTRACT ACT | EMPLOYMENT STANDARDS ADMINISTRATION

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