2nd Set Vendor Questions and Government Answers.xlsx

XLSX spreadsheet 15 KB Posted Jul 21, 2020

Attached to: R499--Records Research Center Support Services
Solicitation number: 36C10E20R0002
Issued by: Department of Veterans Affairs Veteran Benefits Administration Headquarters

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Written by GovTribe AI · Dec 28, 2023

This document contains a set of questions and answers related to a solicitation for Records Research Center Support Services. The Department of Veterans Affairs Veteran Benefits Administration intends to issue a request for proposal for records research support on a firm-fixed price basis, with a period of performance of one base year and four option years. The requirement is set aside as total for Service-Disabled Veteran-Owned Small Businesses. Offerors are asked to submit initial proposals without the ability to engage in discussions, and proposals are due within 14 days of award with monthly updates throughout the period of performance. Key personnel requirements and security clearance needs for personnel are also outlined.

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Other files

File	Type	Posted
36C10E20R0002 0002.docx	DOCX document	Jul 21, 2020
36C10E20R0002 0001.docx	DOCX document	Jul 16, 2020
Vendor Questions and Answers.xlsx	XLSX spreadsheet	Jul 16, 2020
Past Performance Questionnaire.docx	DOCX document	Jul 16, 2020
VA 6500.6 Appendix C.pdf	PDF	Jul 9, 2020
36C10E20R0002.docx	DOCX document	Jul 9, 2020

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RFP Questions

		Question	PWS/RFP Reference
1	Question	Would the Government please clarify the number of past performances and PPQs required of each offeror?	Section 7.3.2. Volume 2, Past Performance Information
1	Answer	There is no set number. Please provide information for all projects which are recent and relevant.
2	Question	Would the government please separate the initial Training Support requirements in 6.3.1 from potential updates? This will enable bidders to provide more advantageous pricing to the VA as the initial effort to develop the Training is significantly higher than providing updates.	Section B, CLIN 0008
2	Answer	No, the CLIN is structured as intended.
3	Question	Would the government please confirm that all systems and data sources required to perform records research at the provided rate of 70/month/researcher will be available on Day 1 of contract start?	General
3	Answer	No, the contractor will not have access to the system on the contract start date. Within approximately two weeks, of completion of onboarding the contractor shall be provided access.
4	Question	Would the government please provide the definition of records research completed and the process by which it is determined that the research request is completed? For example, does each record completion have to be signed off by the COR?	Section B, CLIN 0006
4	Answer	Definition of records research completed - having all necessary or appropriate parts of the request . No, each completed record research does not need to be signed off by the COR.
5	Question	Would the government please confirm that bidders are required to hold a Top Secret (TS) Facility Clearance (FCL), as in order to hire employees with Top Secret / Secret clearances for records research, the Prime contractor themselves must hold a TS FCL?	Section 8.1, Personnel Qualifications
5	Answer	All research personnel that require access to military installation’s record storage areas will be required to initiate a secret or top secret clearance background check immediately after contract award. The secret or top secret designation shall depend on the security policy of the respective military installation . Contractor employee's who have a current favorable background investigation previously conducted by OPM or Defense Security Service (DSS) may be accepted through reciprocation.
6	Question	Due to the significant variability in per record research request effort, would the Government please confirm that there are some months where 95% of research requests will not be reached? The variability of effort across research requests can frequently cause the number of completed requests to be below the baseline 70 research requests completed per month. For example, there may be high numbers of OCONUS PTSD requests which require document requests to outside entities (e.g., Bolling AFB, NARA), and therefore significantly more time to complete.	Section B, CLIN 0006
6	Answer	If the government is not able to assign 1470 cases per month then the contractor must complete all of the cases actually assigned. Payment shall be made per record research completed. To clarify, CLIN 0006, 1006, 2006, 3006, 4006 are changed to remove "Contractor must complete 95% of total amount of research records assigned per month."
7		Would the government please confirm if the intent is for all researchers to work full time out of 1800 G St NW Washington, DC?	B.3 Performance Work Statement, 4. Place of Performance
7	Answer	Refer to the PWS -1800 G street is the primary base -place of business – but the nature of research requires some research to be conducted offsite at different facilities
8	Question	Would the government please confirm that researchers can work remote, with full remote access to all systems and data sources required to perform research, if VA building access is limited due to COVID restrictions?	B.3 Performance Work Statement, 4. Place of Performance
8	Answer	Researches shall follow local military installation guidance pertaining to access to the installation. Contractor employee telework shall be considered and accepted by the government when it is in the best interest of the government.
9	Question	Would the government consider modifying the price schedule to reflect a Firm Fixed Price award combined with Service Level Agreement penalties based on the number of records each month instead of a per record researched structure?	Proposal Eval, Para 1.1; Price #6
9	Answer	No, the CLIN is structured as intended.
10	Question	Would the government please confirm that it does not expect offerors to address PWS Section 6.3 (Training) as part of the Volume 1 Technical response? If the government does expect responses to 6.3, please update Section 7.1.2 to reflect this requirement.	Section 7.1.2, Proposal Instructions
10	Answer	Page 56 Technical Approach section 7.3.1.4 and Page 63 Technical Evaluation Section 2.1 are changed to reflect that the government expects offerors to only address sections 6.2 and 6.4. as part of their Volume 1 technical response.
11	Question	"Compensation Service estimates the Contractors’ processing 1470 records research requests per month after the initial training and ramp up period. "

What is the estimated amount of time it takes for a new researcher to be fully trained and process 70 records research requests monthly?	Section PWS 6.2.2, Research Activities
	11	Answer	This would be subjective to the particular researcher and the types of research requests; ramp up time is dependent on the individual researcher and their skill set.
	12	Question	How does the Government intend to handle situations where coordination with outside agencies (e.g., NARA, Navy Yard) is impacted due to COVID-19, thus impacting and increasing an offeror's research time per claim?	Section PWS 6.2.2, Research Activities
	12	Answer	The government will follow the guidelines of each agency as it relates to COVID-19.
	13	Question	On Beta.Sam, answers to questions were posted on July 16th. As the RFP indicates that questions for this effort are July 20th, we are trying to determine the validity of those answers. Can the government confirm where those questions came from?
	13	Answer	The government is the one that is answering the questions asked by vendors and then posting online the vendors’ questions and the corresponding government answers so that all vendors can see at once the government's answers. The POC information for vendors whom asked questions will not be provided to other vendors.
	14	Question	We have seen the task’s analyst as both records research analysts and research analysts. Are they considered one and the same?
	14	Answer	Yes
	15	Question	In the Q&A referenced in question 1., it states that all of the estimated employees are Records Research Analysts. Does that mean they are ALL considered key personnel?
	15	Answer	All 21 estimated research personnel (Records Research Analyst) are considered Key Personnel. Additionally, a Principle and a Program manager are considered Key personnel. Ultimately, it is the offerors responsibly to determine the appropriate amount of employees per each Key personnel category and for the entire effort.
	16	Question	If so, are resumes needed for every one of the staff?
	16	Answer	After further consideration, the following change is made: Resumes are only needed for only the Principle and Program manager Key personnel. No other resume shall be submitted.
	17	Question	If so, will the page count be increased within the 40 page Technical Approach, the resumes be excluded from the 40 page Technical Approach limit, or may resumes be provided as part of an appendix to the submission?:
	17	Answer	Yes, key personnel resumes will not count towards the total 40 page count limit of the technical approach volume.
	18	Question	Do all 21 estimated personnel require 10+ yrs experience and a BS degree
	18	Answer	After further consideration, the following change is made: all 21 estimated Key research personnel (Records Research Analyst) are required to have 3 + yrs experience and a BS-BA degree.
	19	Question	What are the education and experience requirements for the 21 researchers?
	19	Answer	After further consideration, the following change is made: all 21 estimated Key research personnel (Records Research Analyst) are required to have 3 + yrs experience and a BS-BA degree.
	20	Question	Due to the current Covid-19 environment, is there is a plan in place to allow researchers to work remotely or any other rules/restrictions as part of this contract?
	20	Answer	Researches shall follow local military installation guidance pertaining to access to the installation. Contractor employee telework shall be considered and accepted by the government when it is in the best interest of the government.
	21	Question	Are all personnel on this contract required to have a secret/TS clearance or just key personnel?
	21	Question	All research personnel that require access to military installation’s record storage areas will require a secret or top secret clearance. The secret or top secret designation shall depend on the security policy of the respective military installation.
	22	Question	RFP page 17 - 6.1.1 states that "The contractor shall provide, as part of the proposal, a detailed QCP.", however page 22, Section 7. Delivery Schedule, the delivery date of the QCP is "NLT 14 days after award, monthly updates throughout the PoP". Can the government please clarify if a detailed QCP is required with the proposal submission as part of the 40 page Technical Approach?
	22	Answer	The QCP is part of the PMP which shall be delivered NLT 14 days after award. The PMP which includes the QCP shall not be submitted by offerors as part of their proposal.
	23	Question	RFP page 15 - 6.1.1 states that "The Contractor shall provide a detailed Project Management/ Implementation Plan (PMP) and briefing for the project team, within fourteen (14) days after award effective date." Can the government please confirm that a baseline PMP is indeed required as part of the proposal submission?
	23	Answer	The PMP shall be delivered NLT 14 days after award. The PMP shall not be submitted by offerors as part of their proposal.

File details come from the government source that posted it. Updated Jul 21, 2020.