36C10G18R0202-0001001.docx

36C10G18R0202 Amendment 00001 | Question & Answer 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

BY

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)

NONE

36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center 10300 Spotsylvania Ave | STE 400 Fredericksburg

VA

22408-2697 36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center 10300 Spotsylvania Ave | STE 400 Fredericksburg

VA

22408-2697 To all Offerors/Bidders

36C10G18R0202

X X X Amendment 0001 is issued to distribute responses to questions submitted on August 24, 2018 and to update Section B.4, Performance Work Statement (PWS) and Section B.5, Price/Cost Schedule of the RFP. Changes to these sections (Section B.4 and B.5) are highlighted in yellow.

The RFP closing date remains unchanged and proposals are due Wednesday September 5, 2018 by 10:00 AM Eastern Standard Time (EST).

ZACHARY WILCOX

STRATEGIC ACQUISITION CENTER

1. What are these monthly payments referencing on Page 3 – B.1 CONTRACT ADMINISTRATION DATA if this is a no-cost program to the Government?

Response: The PWS calls for and does provide funding to support “Event Planning Services” costs under task 1 at section 3.2.1. Invoicing for such services rendered shall be billed monthly in arrears.

1. Page 6- 3.1.2 Kick-off Meeting, The Contractor shall not commence performance, apart from training, on the requirement until after the CO, COR, government program office personnel and the Contractor participate in a post-award kick-off meeting held by the Government. Can this directive be modified?

Response: No, the directive will not be modified. The post award kick-off meeting will be coordinated to accommodate all participants.

1. Page 7- 3.1.4 Place of Performance, The Contractor shall conduct a minimum of one event per VISN regional location per contract year in accordance with (IAW). What is the focus and target audience for this event? Is it the same format as the VA Medical Center Events but held in the VISN regional location?

Response: Reference Section 1.0, Background and Section 3.1.4, Place of Performance of the PWS.

1. Page 8 – 3.2.1.4, The Contractor shall schedule and conduct an initial pre-event planning session for each scheduled event. These pre-event planning sessions shall be conducted as face-to-face meetings. Is this directive referencing a Pre-Site Visit to support Logistics management at each VA Medical Center?

Response: This is a meeting conducted at the Medical Center, between the contractor and relevant Medical Center points of contact (POCs), to plan logistics specific to the execution of that event at that location.

1. Page 9 – 3.2.2 Execution Services, 3.2.2.1 The Contractor shall execute a minimum of 50 and maximum of 70 events annually at VAMCs nationwide.

Performance Standards b) Standard: Timely – The Contractor must average at least three (3) events each month. Please clarify the Performance Standards to reflect “must average” at least three (3) events each month with the 3.0 Scope on Page 6 that requires a “minimum” of three (3) VAMC events each month. Can this be reviewed based on conflicts due to Federal holidays, National Industry Conferences and scheduling conflicts to secure event locations within the VAMCs?

Response: Reference Section 3.2.2.1, b) update. The Contractor is responsible for managing their plan and de-conflicting their schedules to ensure the requirements of the PWS are satisfied.

1. Page 11 – 3.2.2.4 The Contractor shall provide a map of the vendor exhibits at supported events. Is this map of vendor exhibits referring to the Facility Map to support event Logistics vendor attendees?

Response: Yes

1. Page 15 – B.5 PRICE/COST SCHEDULE, BASE PERIOD, Is the Unit Price and Amount for Supplies/Services for Task 1 – Annual Event and Task 2 – Communication and Marketing Plan, referencing Program Pre-Planning dollars? Is it feasible that as a “no-cost program” to the VA, there is no price/cost associated or required?

Response: Reference B.5, PRICE/COST SCHEDULE CLIN Structure update. IAW PWS section 3.2.1 Event Planning Services is the actual task, which is going to be funded by the Government, and the associated deliverables are merely a component of this task (i.e. serving to aid offerors in the estimation of labor mix and level of effort necessary to provide planning service).

IAW PWS section 3.2.2, Event Execution Services is the actual “no-cost” task. Its deliverable is the event, in the quantity of 50 each per year (up to 70), at a firm-fixed price to the Government of $0.00.

IAW PWS section 3.1.4, Travel ODC is necessary to facilitate the Contractors requirement to conduct a minimum of two (2) on-site briefings per year, at the Government Program Managers location.

1. Page 25 – C.6 VAAR 852.217-71, EVALUATION FACTOR COMMITMENTS (Dec 2009). The offeror agrees if awarded a contract, to use the service-disabled veteran-owned small businesses or veteran-owned small businesses proposed as subcontractors in accordance with 852.215-70. Can this requirement be reviewed on an event-by-event basis?

Response: No, this is not a task order contract, whereby orders are placed for events therefore, no evaluations will be conducted post-award. The contractor must propose a plan to meet the requirements of this PWS and to execute according to that plan once approved. The clause at 852.215-71 is not requiring that offerors use subcontractors, simply that any subcontractors the offeror does propose to use, serve a partial basis for winning a contract award, and the offeror commits to using them as proposed. Additionally, the clause recognizes that business decisions get made after contract award and that substitutions of subcontractors may be necessary. The commitment is that when an offeror makes such substitutions, that the also do so to a similarly situated subcontractor as their predecessor.

9. We recommend removing SDVOSB being an evaluation factor because it is a no cost contract to the government and the government has no effective way of measuring veteran participation. If it is not removed, and the SDVOSB is the prime, how will it be measured that the SDVOSB is performing 51% of the work because this is a no cost contract to the government? This question allows applies to if they are a subcontractor.

Response: The clause will not be removed. Please reference response to Question #8.

1. Who held the contract in the past?

Response: This is new requirement.

11. Does show expenses such as food and beverage, AV, printing, etc. get paid by the VA? Or is it the assumption that expenses get covered by registration and exhibit / sponsor revenue.

Response: No, this is a requirement for “no-cost” event execution.

12. Is it the plan to have everyone, including VA employees pay a registration fee?

Response: No, registration fees are to be collected from the vendors who are demonstrating or showing their products.

13. It looks like all of these events are located at a VA Medical Facility – can you confirm this? If not, can you tell us the percentage versus hotel / off site venues.

Response: The title of this requirement is the Direct Access Program (DAP) VA Medical Center Event Contract. In this regard the requirement, all events are to be executed at a VA Medical facility.

14. For the events at VA Medical Facility, will we need to contract sleeping rooms, etc.? If yes, will the VA agree to any attrition / cancellation risks?

Response: No, the VA personnel are all from the local VAMC. Vendors attending are responsible for their cost.

15. What is the size of your annual events? How many attendees, how many exhibitors?

Response: Reference Section 3.0, Scope and Section, 3.2.2.1 of the PWS

16. Does vendor provide website and agenda management services?

Response: Reference 3.2.1.5 of the PWS

17. Does the VA schedule the dates and times of the events with the VISN or does the contractor need to lead this?

Response: No, the Contractor is responsible for managing their plan and de-conflicting their schedules to ensure the requirements of the PWS are satisfied.

18. The Standard Form 1449 for subject DAP VA Medical Center Events is annotated in block 10 for Total Small Business, WOSB, EDWOSB. Is it the VA's intention to not accept prime proposals from SDVOSB only businesses? As written, it appears this opportunity is being set-aside for companies that potentially may not be veteran-owned while at the same time excluding non-WOSB, EDWOSB veteran-owned firms from this opportunity

Response: Block 10 of the SF 1449 indicates a 100% Set-Aside for Small Businesses. Proposals will be accepted from any eligible Small Businesses. A SDVOSB is considered a small business.

19. In Item 2.0, Applicable Documents, Page 5 of 98, Item No. 8 lists, as an applicable document, “National Institutes [of] Standards and Technology (NIST) Special Publication (SP)” – but does not include the Special Publication Number. A review of the NIST Website indicates there are multiple, numbered publications. Could you please provide the applicable publication number?

Response: The National Institutes [of] Standards and Technology (NIST) Special Publication Reference is removed.

20. In Item 2.0, Applicable Documents, Page 6 of 98, Item No. 18 lists, as an applicable document, “NIST SP 800-116, A Recommendation for the Use of Personal Identity Verification (PIV) Credentials in Physical Access Control Systems, November 20, 2008.” Please be advised NIST’s website indicates this publication has been superseded by NIST SP 800-116, Revision 1, dated June 29, 2018. Appendix 1 of the revised publication contains the changes from the previous version. The publication cited in the solicitation is no longer valid.

Response: Reference Section 2, Applicable Documents, updated to NIST SP 800-116 Rev.1, A Recommendation for the Use of Personal Identity Verification (PIV) Credentials in Physical Access Control Systems, June 2018

See attached document: RFP 36C10G18R0202-001 Amendment 0001 02.