ATTACHMENT B_Government Responses Amend 1 FINAL.xlsx

XLSX spreadsheet 25 KB Posted Jun 7, 2023

Attached to: Q201--IN4000. 1 VACO Health Units
Solicitation number: 36C10X23Q0146
Issued by: Department of Veterans Affairs Strategic Acquisition Center Frederick

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Written by GovTribe AI · Dec 27, 2023

This document includes a combined synopsis and solicitation for commercial health care services. The Department of Veterans Affairs Strategic Acquisition Center Frederick is seeking quotes to provide medical services at five health unit clinic locations in Washington, D.C. Required services include physical examinations, immunizations, health education, data management and reporting. The anticipated period of performance is a six-month base period starting July 1, 2023, with four 12-month option periods. Quotes are due in four tiers with preference given to service-disabled veteran-owned small businesses, then veteran-owned small businesses, small businesses, and lastly large businesses. The North American Industry Classification System code is 621999. The government will provide some medical supplies and equipment while the contractor must supply over-the-counter medications.

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Other files

File	Type	Posted
ATTACHMENT A_PWS-Amend 2 FINAL.docx	DOCX document	Jun 7, 2023
ATTACHMENT A_PWS-Amend 2 Tracked.docx	DOCX document	Jun 7, 2023
36C10X23Q0146 0002_1.docx	DOCX document	Jun 7, 2023
S06_36C10X23Q0146 0002 Final.docx	DOCX document	Jun 7, 2023
ATTACHMENT A_Performance Work Statement.docx	DOCX document	Jun 2, 2023
S02_36C10X23Q0146.docx	DOCX document	Jun 2, 2023
36C10X23Q0146_1.docx	DOCX document	Jun 2, 2023
ATTACHMENT B_Questioner Template.xlsx	XLSX spreadsheet	Jun 2, 2023
ATTACHMENT C_ Past Performance PPQs.docx	DOCX document	Jun 2, 2023
ATTACHMENT D_Price Schedule.docx	DOCX document	Jun 2, 2023
ATTACHMENT C_ Past Performance Questionnaire .docx	DOCX document	May 23, 2023
36C10X23Q0146 Final.pdf	PDF	May 23, 2023
36C10X23Q0146.docx	DOCX document	May 23, 2023
ATTACHMENT A_PWS-Health Unit Final.pdf	PDF	May 23, 2023
ATTACHMENT B_Questions and Answers Template.xlsx	XLSX spreadsheet	May 23, 2023
ATTACHMENT D_Price Schedule.docx	DOCX document	May 23, 2023

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Sheet1

	No.	Question	Solicitation Reference	Answer
	1	Is there an incumbent?	N/A	Yes, the incumbent is an Interagency Agreement with the Federal Occupational Health.
	2	Will the Government consider extending due dates?	N/A	The Government will not respond to requests to extend due dates unless there is a reasonable request that includes the circumstances surrounding the request.
	4	When will responses to questions be posted?	N/A	The Government plans to post answers within 3 days of the Q&A close date.
	5	Are there Service Contract Labor Standards applicable to this action?	N/A	It is unlikely that it will be. However, the Contractor will be responsible for notifying the Contracting Officer of their intention to quote SCLS positions within their quote. Notifications should included the local area in which the employee(s) will provide services. The Contracting Officer will provide the wage determination(s) that will be used in the contract.
	6	Can the government provide historical Level of Effort data for Specific Tasks on 5.2.3, COVID19 Interventions ?	5.2.3	The Government has procedures in place to monitor employees taking the COVID 19 self-test. The Supervisor of the employee either monitor the employee in person or via a virtual platform. Should this requirement arises again, the govt is asking for the Contractor to monitor members to self-test either in person or via an acceptable video means i.e. Zoom, TEAMS or Web Ex.
	7	Can the government provide historical Level of Effort data for Specific Tasks on 5.2.4, Metrics?	5.2.4	Each month the Health Units Is requested to provide a metric to depict, number of patient seen, breakdown of the encounters, i.e. number of shots given, number remaining, and any special notes. This will apply to all encounters.
	8	Can the government provide historical Level of Effort data for Specific Tasks on 5.2.5 Healthcare Analytical Support	5.2.5	The contractor will be requested to attend various meetings i.e. the Safety Steering Committee to provide inputs on any safety incidents around the campus. The vendor will also be required to provide recommendations on preventable safety matters as well as any health related items regarding public health.
	9	Can the government provide historical Level of Effort data for Specific Tasks on 5.2.6 Analytical Support.	5.2.5	Each department/office within Office of Administration is required to develop metrics pertaining to their section. Historically the health units provides the number of patient seen, breakdown of encounters, i.e., number of shots given, number remaining and any special notes.
	10	Can the government provide additional background information on requirements for Integration of OA's Share Point	5.2.6 b	The OA SharePoint consist of each of the 16 Business lines within OA. The Health Unit will provide items such as the hours of operations, current contact information for each Health Unit, any monthly health care awareness promotions and newsletters.
	11	In Section 5.1 - Deliverables, the requirements state [1] that the Post Award Kick-off meeting will be held five (5) business days after the date of the award, and [2] the Draft Contractor Project Management Plan is due five (5) business days before the post-award kick-off meeting.
Question - Using this information to determine delivery dates, it means that the kickoff meeting will take on 5 days after award, however, the Draft Project Management Plan is due five days before the kickoff meeting - this makes the Draft PM due on the same day of the award. Please clarify if this is correct.	PWS Page 3. Section 5.1	The Post Award Kick Off meeting will be held 5 days after the award, The Draft Project Management Plan should also be due 5 days after the award on or before the start of the kick off meeting.
	12	The requirements state that employees are allowed a physical every two years during their birthdate month. A list of names will be sent from HR each month.

Questions:

1. The list to be sent from HR - is that to be sent to the contractor?

2. Assuming the list is to be sent to the contractor, upon receipt of the list of names from HR each month, is the Contractor required to send information and/or call individuals who quality for a physical that month?	PWS Page 3. Section 5.2	The list from HR will be sent to the RNs. The contractor is required to reach out to employees to schedule a physical within the month of their birthday
	13	Section 6 - Analytical Support, Deliverable, #7 states:
The contractor shall provide health education counseling to promote employees' well-being. For example, non-smoking (cessation) programs, stress management, alcoholism, and drug abuse. Question: Assuming that these counseling services include the use of printed materials, will the contractor be provided with this information and hand-outs at no cost to the contractor?	PWS Page 6, Section 6, #7	The contractor is required to provide the government with the material however the government will print it.
	14	Section 5.3, Task 3 states:

The contractor shall use the identified VA system to support the medical clearance and surveillance program services for the following activities:

1. At no time shall the contractor include any VACO employee Personal Identifiable Information (PII) in the system.

Question: It appears that the contractor will be using the identified VA system as part of its interaction with patients, please clarify what VACO employees' PII the contractor is not allowed to enter into the system.	PWS Page 7, 5.3 - Task 3	The contractor cannot enter VACO employee’s social security numbers.
	15	Section 5.3, Task 3, #8 states:

The contractor shall maintain an emergency medical kit including an Automatic External Defibrillator (AED) or current approved technological upgrade.

Question: Is the contractor to maintain this equipment provided by the government or will the contractor be required to purchase this equipment.

Question: Is the equipment noted to be available at every location?	PWS Page 7, 5.3 - Task 8	The contractor is required to identity equipment needed for the medical kit however the Government will provide it to include the AED as well as maintenance of the AED.
	16	COVID-19 Interventions: Questions - will the contractor be required to perform COVID-19 testing and/or vaccination services.	RFP Page 5. Section 5.2.3	Yes if needed the contractor will be required to perform COVID-19 testing and or vaccination.
	17	Can the VA please clarify if this is a personal or non personal services contract?	N/A	This is a non-personal services contract
	18	What are the insurance requirements for this effort?	N/A	It not clear what this question is referring to. Any responding quoter should be following commercial practices.
	19	In PWS Section 7.1, the Government does not supply a list of credentials/qualifications that must be supplied for the Lead Registered Nurse. Please confirm that in addition to the resume, the qualification documents that must be submitted are the same as the Registered Nurse positions.	PWS 7.1	Yes the qualification documents are the same as the Registered Nurse position according to National Standards
	20	PWS Section 7.0, the Government is requesting documentation of a “current medical exam/physical completed within 12 months from the date of contact award documenting…” for the Physicians and Registered Nurse positions. Typically, this information is provided after award as candidates, particularly new hires, are unwilling to provide this information for prospective positions. Will the Government consider allowing offerors to provide proof of this after contract award but before the start of services?	PWS 7.0	Yes, the Government will allow proof after the contract is awarded.
	21	Under Task Three, who is currently providing support for requirements: 1. document management, 2. data management, 3. data collection, 4.analysis, 5. Reporting? Are these supported by VA personnel or are these functions currently provided under the IAT with FOH?	PWS 5.3	The contractor is required to provide this requirement. Please refer to Question 2 above for the answer for the incumbent providing support for this requirement.
	22	Under PWS section 5.2 Task Two section 4.c. Metrics, it states there are five performance attributes but only four are listed. Can the government clarify the fifth category?	PWS 5.2	The 5th category is Customer Satisfaction, which will be added to the revised Performance Work Statement.
	23	Given the short time frame for response, are staffing commitments required for all 8 key personnel, or just the Lead Registered Nurse and Physician?	Page 13	Commitments may be waived if the respondent provides supporting data requesting the reason for the waiver. Staffing is required for all 8 key personnel
	24	Can you provide information on the current staffing levels?	Attachment A, 3.0	There are 6 RNs and 2 Physicians. One Physician is Part-Time. Even though this is how the project is currently staffed, the contractor is ultimately responsible for determining appropriate levels based on their own independent assessment of the work.
	25	Can you provide current clinic volume and activity?	Attachment A, 3.0	Due to the amount of employees in the building, the volume is low at the current moment, however, the Secretary has put out a return-to-work policy, therefore, the volume will increase.
	26	Is the new vendor required to hire the existing personnel? If so, what are their pay rates?	Attachment A, 3.0	The government cannot specify or advise any new vendor as to how and whom to hire.
	27	Can you provide the current work plan, staffing plan, communications plan, and project schedule?	Attachment A, 3.0	The staffing plan is 8 Key personnel: 2 Physicians, (1 is part time) and 6 RNs. Even though this is how the project is currently staffed. The contractor is ultimately responsible for determining appropriate levels based on their own independent assessment of the work.
	28	Given the short time frame between contract award, the 5-day expectation for the kick-off meeting and the 5-day expectation for project documentation submission, what milestones are anticipated as part of contract award and implementation?	Attachment A, 5.1	Key personnel will have to be identified and credentialed (by the government). All Clinics will have to be operational on July 3, 2023
	29	Are the critical path activities related to clinic startup and implementation, or services provided during the duration of the contract?	Attachment A, 5.1	The critical path activities is related to the services provided during the duration of the contract.
	30	Are all 8 Key Personnel mandatory to attend the post award kick-off meeting?	Attachment A, 5.1	The key personnel are not required for the kickoff meeting only management from the vendor.
	31	What is the current VA system used for data management and reporting?	Attachment A, 5.3	No VA system is being used. The current contractor is utilizing their own system.
	32	Do we need to provide any portion of EMR/data management or is the VA providing all EMR/data management requirements?	Attachment A, 5.3	No, the VA is not providing Electronic Medical Records (EMR)/data management requirements. The Contractor shall provide as stated in 5.32.
	33	Based on your description of staffing, can you confirm this meets your expectations for 8 clinic personnel? Is any additional staffing expected at the clinic (for example, Medical Assistants)? 1 Lead Registered Nurse

1 Physician to rotate between all 5 health unit locations 2 RNs – VACO - 810 Vermont Avenue, NW, DC from 7:00 am - 5:00 pm 1 Dedicated RN – 1100 1st Street, NE, DC from 7:30 am - 4:00 pm 1 Dedicated RN – 801 I Street, NW, DC from 7:30 am - 4:00 pm 1 Dedicated RN – 425 I Street, NW, DC from 7:30 am - 4:00 pm

1 Dedicated RN – 1800 G Street, NW, DC from 7:30 am - 4:00 pm	Attachment A, 5.5	The staffing currently consists of the following: 1 Physician at 810 Vermont, NW, DC , 1 Physician to rotate between all 5 health unit locations. 2 RN VACO - 810 Vermont, NW, DC from 7:00 am - 5:00 pm (1 of these nurses will be the Lead Registered Nurse), 1 Dedicated RN - 1100 1st Street, NE, DC from 7:30 am - 4:00 pm, 1 Dedicated RN - 801 I Street, NW, DC from 7:30 am - 4:00 pm, 1 Dedicated RN - 425 I Street, NW, DC from 7:30 am - 4:00 pm and 1 Dedicated RN - 1800 G Street, NW, DC from 7:30 am - 4:00 pm
	34	Are all 8 staff members considered Key Personnel, or are the resume requirements specific to the Lead Registered Nurse and Physician?	Attachment A, 7.0	All 8 personnel are considered key personnel. Yes all resumes should be specific to Physicians and RNs.
	35	Is the Lead Registered nurse required to be on-site?	Attachment A, 7.0	Yes, all personnel is required to be on site.
	36	Will the contractor need to supply all the medical supplies and equipment as a fixed cost?	Combined Synopsis Page 14	The government will supply equipment and medical supplies. However, the contract will be required to supply over-the-counter medications.

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File details come from the government source that posted it. Updated Jun 7, 2023.