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Sheet1 Question and Answer Integrated Critical Staffing Program Solicitation #36C10XR0058
| Question # | Document | Attachment | Section | Page # | Question for Government (Q) | Answers from the Government (A) |
| 1 | ATTACHMENT(SPECIFY) | A | (Attachments A-O) | | Document(s) were issued on 1 August and the document was re-issued on 2 August, is there any change from the document issued on August 1 to August 2? | There were no changes in documents issued on Aug 1 to Aug 2 (just renaming) |
| 2 | ATTACHMENT(SPECIFY) | | | | Would the Government please consider only issuing any attachments with changes in future amendments? | For Amendments, only documents with changes will be uploaded. |
| 3 | ATTACHMENT(SPECIFY) | N | (Attachments N-O) | | In the solicitation and the list of attachments, there has been no Area Wage Determination (AWD) or Collective Bargaining Agreement (CBA), provided for any locations. In order to provide any pricing information, it will be necessary to know this information for all bidders. This information would need to be provided for all locations for all applicable LCATs. Based on answers to industry day questions (#106) - the answer states "When SCA is applicable the CO must include the local wage rates where services will be performed at the Task Order Level." This information has not been provided. Please provide for all LCATS in this task order. | This competition is at the IDIQ level. See newly added langauge within PWS, 3.4. |
| 4 | ATTACHMENT(SPECIFY) | L | 2D | 9 | In the Experience list for minimum qualifications it states "10 years of experience managing programs, projects, or contracts of comparable size, scope, and complexity to this procurement." Will the Government please clarify what exactly is the comparable size, scope, and complexity for this procurement? Are offerors to assume for the sake of comparability that it is the $2.3 billion as mentioned in the solicitation? | The scale, size, and complexity of this procurement, is the benchmark. Size, scope, and complexity of programs/ projects/ contracts relative to this procurement markedly lower in scale would lead to lower confidence. |
| 5 | RFP | | | | We need a minimum order (Full-time Equivalent, FTE) of labor classification by position at each of the locations that will or might require personnel. | The IDIQ minimum order guarantee will be met through award of the Onboarding task order. |
| 6 | RFP | | | | Are bidders going to have the ability to receive answers to questions prior to the Phase I submission date on 11 August 2023? Will the Government please suspend the current submission deadlines until all offerors receive the answers to submitted questions as the current response deadlines are not reasonable to offerors to enable a quality submission. | Deadline for submission of Phase I proposals is August 17, 2023 at 12:00PM ET. |
| 7 | RFP | | B.1 - B(3) | 7 | RFP States: "(3) | Funding is not currently committed for this contract. The Government intends to fund any minimum guarantees at time of award and will fund one or more TOs prior to issuance. Neither contracts nor TOs will be awarded until and unless funds become available. VA will not reimburse any costs associated with a proposal." |
| Q: Please advise what the current slated funding is for the referenced "at time of award will fund one or more TO" | $50K per Awardee represents the IDIQ minimum guarantee. | | | | |
| 8 | RFP | B.1 - C(h) | 9 | RFP States: "Any partner being removed from a VIT at the VITAL’s discretion will be restricted from joining another existing VIT for a period of no less than six (6) months (cooling off period)" |
| Q: Please advise how the government will track the 6-month waiting period. | Historically, a master list is developed and maintained. All VIT members are identifed under their VITAL--if removed, a date 6-months out will be identified at that time. VITALs are required to expressly identify members leaving or joining the team. | | | | |
| 9 | RFP | B.1 - C(h) | 9 | RFP States: "Any partner being removed from a VIT at the VITAL’s discretion will be restricted from joining another existing VIT for a period of no less than six (6) months (cooling off period)" |
| Q: Is a VIT allowed to leave a team, if they are servicing active Task Order(s) ? If so, will they immediately be removed from this work on the VIT team they are leaving. | If a VIT member (partner) leaves a team and is subject to the cooling off period, the partner may continue to support awarded active task orders (those they are servicing). However, once the Partner is no longer part of the VIT, it cannot be proposed on new TO responses from its previous VITAL. | | | | |
| 10 | RFP | B.1 - C(h) | 9 | RFP States: "Note that VITALS may propose firms during open enrollment even if the 6-month waiting period has not yet passed; however, the VITAL will not be able to propose these VITEPs or VITSOs as subcontractors on task orders until the 6-month waiting period has passed (unless TO is designated as a Wildcard TO) (Wildcard TO defined: A TOPR that permits the use of subcontractor(s) not expressly (or originally) part of the established VIT, due to the nature of the requirement. At their discretion, Contracting Officers may designate any given TOPR as a wildcard TOPR if beneficial to performance)." |
| Q: Please advise how the government will track/ensure no VITAL will propose a partner that has been off ramped and then on ramped to a new team until the 6-month waiting period has been completed. (TOPRS other than wild card). | Historically, a master list is developed and maintained. All VIT members are identifed under their VITAL--if removed, a date 6-months out will be identified at that time. VITALs are required to expressly identify members leaving or joining the team. New partner additions only occur via formal process and contract modification. | | | | |
| 11 | RFP | B.1 - D4(c) | 10 | RFP states: "c. Price. The Government will evaluate price reasonableness using one or more price analysis techniques as prescribed in FAR 15.404-1(b). When competing for Labor Hour type TO awards, contractors are permitted to propose labor rates that are equal to or lower than those established in their ICSP contract." |
| Q: Please advise if Proposed Price should be a Fully Burdened Labor Rate or a NTE Bill Rate. | At the task order level, rates proposed by VITALs are to be equal to or below those rates establish in their respective ICSP contract. Rates are considered fully burdened, whether they are max bill rate (OC1) or fully burdened rates (OC2-OC3). | | | | | |
| 12 | RFP | B.1 - D4(c) | 10 | RFP States: "1. | Occupational Category 1 Staff are priced at max ceiling rates (meant to provide the highest national rate projected for each Labor Category (LCAT))." |
| Q: Please define "Max ceiling rates". Is this fully burdened labor rate or NTE Bill Rate? | Max Ceiling is the highest Rate projected for each of those individual LCATs (it is considerd fully burdened, but also represents the highest possible rate based on the most expensive/ most difficult to fill location in the country.) | | | | |
| 13 | RFP | B.1 - D4(c) | 10 | RFP States: "1. Occupational Category 1 Staff are priced at max ceiling rates (meant to provide the highest national rate projected for each Labor Category (LCAT))." |
| Q: Please confirm, that the government will be reviewing pricing in Attachment N - IDIQ Pricing Spreadsheet - with the understanding that any position with exceedingly high Wage Determination and Health and Welfare must be accounted for in the same LCAT NTE as a significantly lower Wage Determination and Health and Welfare Location, and that vendors must price to the absolute highest location on a nationwide NTE. | Price at the highest location would be the Max Bill rate. Awardees competiting on task orders will then propose rates in response to Task Order Proposal Requests conducive to the location of the site where staff will be supporting. | | | | |
| 14 | RFP | B.1 - D4(c) | 10 | RFP States: "1. Occupational Category 1 Staff are priced at max ceiling rates (meant to provide the highest national rate projected for each Labor Category (LCAT))." |
| Q: Please confirm, that the government will be reviewing pricing in Attachment N - IDIQ Pricing Spreadsheet - with the understanding that nationwide ceiling rates will have significantly higher price points that could affect the assumption of a "competitive range". | The Government understands that nationwide ceiling rates (for OC1) will have significantly higher price points. Establishing max bill rates is imperative if we are seeking to solve the staffing challenges in expensive and hard to fill areas. | | | | | |
| 15 | RFP | B.1 - D4(c) | 10 | RFP States: "2. | Occupational Category 2 and Occupational Category 3 Staff have fully burdened labor rates." |
| Q: Please define "fully burdened labor rate". Should this be a proposed Fully Burdened Labor Rate or a proposed NTE Bill Rate? | Fully Burdened is an hourly rate that includes all salary, overhead costs, general & administrative expenses, and profit. | | | | | |
| 16 | RFP | B.1 - D6 | 11 | RFP States: "(6) | In accordance with FAR 16.5, the CO has broad discretion in determining which contractor should receive a task order. The CO will issue a task order to the contractor whose proposal is most advantageous to the Government considering the evaluation factors specified in the TOPR. The CO reserves the right to withdraw or cancel any TOPR prior to award. In such event, the contractor will be notified, via email, of the CO’s decision. This decision shall be final and conclusive and shall not be subject to the Disputes Clause or the Contract Disputes Act. Post award notices and debriefing of awardees will be conducted in accordance with FAR 16,505(b)(6)." |
| Q: Can you please confirm that in the event a VITAL is not awarded a TOPR that they are not legally allowed to protest the TOPR award. | In accordance with FAR 16.505(a)(10)(i), No protests are authorized in connection with the issuance or proposed issuance of an order (TOPRs under ICSP), unless the protest is "on the grounds that the order increases the scope, period, or maximum value of the contract" or the order (or proposed order) is valued over $10 million. When either of these criteria are met, protest may only be filed with Government Accountability Office. | | | | |
| 17 | RFP | B.1 - E(1) | 12 | RFP States: Contracts awarded via the “on-ramp” process will share in, but not increase, the previously established ceiling. The “on-ramping” process will not extend the ordering period. |
| Q: Please identify the On Ramping period of performance as it relates to how long the VITAL remains small. For example, if a VITAL on-ramps at year 3/10 - do they remain small for the initial POP of 5 years? if so, would need to re-certify at year 6? | Any awardees (which in initial pool of awardees or subsequnt on-ramped awardees) will need to recertify prior to the option period beginning in year 6. If a new VITAL is onramped in year 4, the Government anticipates that its contract would include a 1 year (or shorter) Base Period and a 5-year Option Period. | | | | |
| 18 | RFP | B.1.C.(1)a and B.1.E.(2).c | 5 & 10 | RFP States: B.1.C.(1).a states "…the VITAL SDVOSB will be considered small for the duration of the five (5) year base period" but B.1.E.(2).c states "Additionally, if a VITAL is unable to maintain SBA certification at any time during the base or option period, it may be determined ineligible and may be off-ramped by the Government at no cost to the Government." |
Q: These two statements conflict, can the government please clarify or revise. The first statement refers to Company size only ("considered small" refers only to its relative size compared to the size standard established for the NAICS- "How large is the company?").
The second statement refers to SBA certification as SDVOSB (related to unconditional (51%) ownership and control by service-diabled Veteran). A company can be SBA Certified as an SDVOSB if small only under a single NAICS listed in its SAM profile if it meets all other criteria for certification.
| 19 | ATTACHMENT(SPECIFY) | N | Clinical Occ | Tab 1 | Cell 11 - Physician Services - we are making the assumption that this is a header cell and should not have a line of 10 Pricing options - please confirm | Correct, Pricing will be broken down into the specilties listed below. |
| 20 | ATTACHMENT(SPECIFY) | N | Clinical Occ | Tab 1 | Cell 12 - Emergency Room physicians, Trauma Levels 1-5 are included. | |
| Q: Please confirm that the government understands that on a max bill rate we will have to price this at a Trauma Level 5 physician National Rate due to the government placing all Trauma levels into one LCAT. | Attachment N is now updated to reflect changes and to separate them out | | | | | |
| 21 | ATTACHMENT(SPECIFY) | N | Clinical Occ | Tab 1 | Cell 13 - Internal Medicine - to include 12 subspecialties and "other" |
| Q: Please confirm that the government understands that the range in salary for these subspecialties is more than $200K from lowest paid to most specialized pay rate and we will have to provide a maximum national bill rate for the highest subspecialty to encompass all specialties due to the government placing them all into one LCAT. | Attachment M and N are now updated to reflect changes and to separate them out | | | | | |
| 22 | ATTACHMENT(SPECIFY) | N | Clinical Occ | Tab 1 | Cell 17 - Cardiology - to include General, Invasive, Non-Invasive, Surgical, Non-Surgical. |
| Q: Please confirm that the government understands that the range in salary for a cardiologist versus a Cardiology Surgeon is incredibly large and we will have to provide a maximum national bill rate for the highest risk related physician to encompass all specialties due to the government placing them all into one LCAT. | Attachment M and N are now updated to reflect changes and to separate them out | | | | | |
| 23 | ATTACHMENT(SPECIFY) | H | 6 | 2 | RFP States: "The purpose of this Task Order (TO) is to identify one onboarding personnel to assist with all program office level tasks related to onboarding new staff to this IDIQ. It is anticipated that there will be multiple requests at different VISNs, VA Medical Centers and VHA Organizations with a varying level of support in the 3 occupational categories (OCs) identified in the IDIQ. The VA is requesting that the VITAL identifies one individual that will manage all Onboarding requirements. " |
Q: In the sample Phase II TOPR alone, the VA is asking for a demonstrated 350+ resumes for 100+ FTEs. As an organization currently servicing the VHA with clinical and non-clinical staffing needs, this one TOPR alone would cover 2 internal individuals to maneuver our personnel through every step of the VAs process for security, privleging, and placement. The LIP privleging onboarding alone for that many physicians across VISNs would more than likely take 2 internal FTEs. The proposed available $50K will not to cover what the government is actually requesting and the "cost of doing business" language is, at best, avoidance of knowledge to the intricacy in management of clinical and non-clinical placement at the Facility Level.
| We request the government fund a singular TO IDIQ minimum for all VITALS in the amount of $250,000 to ensure legitimate onboarding capabilities can be realized, with oversight of a manager of a team of onboarders and credentialers as is current industry standard. | The Sample task order will not be awarded. The purpose of this task order is to demonstrate that the VITAL is capable of providing support throughout the United States. | | | | | |
| 24 | ATTACHMENT(SPECIFY) | N | Clinical Occ | Tab 1 | Cell 31 - Surgery (not elsewhere classified) - to include General; Colon and Rectal; Plastic; Thoracic/Vascular; Neurosurgery; Cardiothoracic |
| Q: Please confirm that the government understands that the range in salary from a General Surgeon versus a Neurosurgeon can be upwards of $500K+ for the pay rate alone, and we will have to provide a maximum national bill rate for the highest risk related physician to encompass all specialties due to the government placing them all into one LCAT. | Attachment N is now updated to reflect changes and to separate them out | | | | | | |
| 25 | ATTACHMENT(SPECIFY) | N | Clinical Occ | Tab 1 | Cell 34 - Registered Nurses - we are making the assumption that this is a header cell and should not have a line of 10 Pricing options - please confirm | Correct, Pricing will be broken down into the specilties listed below. |
| 26 | RFP | | C.1 | 5 | Q: Regarding the VIT model, FAR 19.3 references (1) A business that represents as a small business concern at the time of its initial offer for the contract (whether or not the offer includes price or the price is evaluated (see 13 CFR 121.404(a)(1)(iv)), is considered a small business concern for each order issued under the contract. | |
However the RFP references a VITEP must be an SBA certified SDVOSB at time of TO award and small under the NAICS code assigned under their subcontract agreement.
Can you please confirm if a VITEP will need to recertify their SDVOSB status at each reported FY or if recertification is only required at the end of the 5 year base period? Size re-certification is requried at the end of the base period (prior to exercise of Option).
SBA-Certification as an SDVOSB must be maintained throughout the life of the contract.
| 27 | RFP | C.1 | 5 | Q: If a VITEP outgrows it SDVOSB status at any point during the 5 year base period, are they able to transition into a VITSO position within the same VIT without being off-ramped? | Yes, if a VITEP no longer qualifies as an SDVOSB during the performance period, it will by default be considered a VITSO. It may still be proposed as subcontractor on task order responses, but its performance will no longer count towards the SDVOSB % for subcontract limitations purposes. |
| 28 | RFP | C.1 | 5 | Q: Due to recent appeals on the utilization of NAICS code 561320, both on the FSS 621-I schedule and on SAM.gov for SDVOSB set-aside healthcare staffing RFPs, does the Government have a plan in place to mitigate NCIS code appeals at the ICSP TOPRs/TOs level issued by Contracting Officers under the ISCP IDIQ? | Because the ICSP Multiple Award Contracts are being assigned only one NAICS code (561320), any task orders issued under ICSP must utilize that same NAICS code. All future awardees are advised that task orders issued under ICSP will utilize NAICS code 561320. (13 CFR § 121.402) |
| 29 | RFP | 2.6 | 18 | RFP states "GFE is provided if applicable as specified in the task order." | |
| Q: If the contractor has to provide computers and/or other IT supplies to employees performing on the task order, will there be an ODC line or does that have to be accounted for within the fully burdened ceiling rates submitted for that LCAT? | If GFE is required at the Task Order Level, the COR will work with VA IT to provide required items. If it is determined ODC's are required, they may be included at the discretion of the CO at the order level. | | | | | | |
| 30 | ATTACHMENT(SPECIFY) | G | 2, 3, 4, 5 and 6 | 1, 2 and 3 | Para states LCAT staffing is needed is at 21 facilities but the content in paras 2, 3 and 4 and listing in para 5 has 23 different facilities/ locations. Can the government please clarify/correct the discrepancy? | It is 21 Facilities over 18 VISNs. The table Reflects 21 Sites. One per VISN and an additional site in VISN 19 & 20. |
| 31 | ATTACHMENT(SPECIFY) | M | | Tab 1 and 2 | RFP States: "Enter name and UEI" | |
| Q: There are 501c3 and other commercial team partners that have not previously done business with the government therefore do not have UEIs. They can/will be registering in SAM, however this can take a few days or weeks. Can you please confirm that if a UEI is not entered in Attachment M at Phase I submission, that this is still acceptable, and that a subcontractor UEI must be in place prior to any subcontract award versus IDIQ award. Additionally, can you confirm that those organizations without a listed UEI will not be disqualified from the team at this time, since they are actively working on registrations. | VIT Partners are encouraged to get a Unique Entity ID (this is required for subcontractors whose Prime is required to report on subcontract-award dollars (eSRS). Note that SAM registration is not a requirement to request a UEI. The information required for getting a Unique Entity ID without registration is minimal. The process only validates the organization's legal business name and address. Note that for the purposes of establishing SDVOSB status (if VITEP), entity will need SAM registration and UEI. | | | | | |
| 32 | RFP | | | Q: Does the Government anticipate using firm fixed price for tasks related to the program support services? | TOs will be either FFP, LH or a Hybrid of those and will be determined as each need arises and based on the circumstances. |
| 33 | RFP | B.1 - E(1) | 12 | RFP States: "To preserve the value gained through successful contract support, VITs that are successful and whose VITAL subsequently become large after the five-year base period will be off-ramped (as the VITAL is no longer eligible under the set-aside). In the event a VIT is off-ramped due to ineligibility, the Government will open an on-ramp period whereby the VIT with a new proposed VITAL may submit a team response for consideration. If determined in the best interest of the Government, this VIT and any additional prospective VITs submitting offers may be on-ramped as new awardees for the option period. If a successful VITAL sizes out and its VIT is off-ramped, to maximize opportunity for a new award during the next on-ramp, VIT members should consider working together to form a new team" | |
| Q: "If a VITAL becomes large after the first POP of 5 years and the government decided to off-ramp the entire VIT what happens to the millions of dollars in Task Orders that the team is in the middle of servicing? As well as all of the Option years affiliated with those Task Orders that have been awarded to the VIT" (please reference page 13 F - Task Order Options) | If a VITAL sizes out and is no longer eligible, off-ramp procedures will remove VIT by not exercising the next available ordering period (Option). All task orders awarded up to that point remain valid and performance will continue through the life of the task order. However, the VITAL will be unable to participate in any future Task Order competitions after the last date of the base period. | | | | |
| 34 | RFP | B.1 - E(1) | 12 | RFP States: "To preserve the value gained through successful contract support, VITs that are successful and whose VITAL subsequently become large after the five-year base period will be off-ramped (as the VITAL is no longer eligible under the set-aside). In the event a VIT is off-ramped due to ineligibility, the Government will open an on-ramp period whereby the VIT with a new proposed VITAL may submit a team response for consideration. If determined in the best interest of the Government, this VIT and any additional prospective VITs submitting offers may be on-ramped as new awardees for the option period. If a successful VITAL sizes out and its VIT is off-ramped, to maximize opportunity for a new award during the next on-ramp, VIT members should consider working together to form a new team" |
| Q: "Knowing that the goal of the IDIQ is for successful servicing that likely makes all initial SDVOSB VITALS unable to maintain a small size status in the 561320 NAICS code, and that interruption of service could be an enormous risk and interruption in continuity of service and care for veterans with the healthcare they receive through this IDIQ would be disastrous. Will the government create a pre-determined date in year four of the IDIQ to allow for an open on-ramp so that successful VITs can create and propose/submit their team with a newly identified VITAL, and so that award can mitigate all interruption of service" | Several factors could play into this decision including the level of utilization of the contract and the success of the VITALs in winning Task Orders. The CO will monitor utilization and VITAL successes through the initial contract years and if in the best interest of the Governtment, proactively establish a date for on-ramp during year four. VITs with VITALS subject to sizing out, along with any new VITs would be provided an opportunity to propose during such an on-ramp window. | | | | |
| 35 | RFP | B.1 - G | 13 | RFP States: "During the contract period of performance, the Government is converting to a new integrated financial system. If this affects any invoicing at the task order level, this will be addressed, as applicable to each individual order." |
| Q: Does the government have any insight on the time frame in which this will occur | Unsure at this time (any date provided here would be subject to wide variation). | | | | | |
| 36 | RFP | B.2 - 1.1 | 15 | RFP States: "Given broader labor market shortages, it is essential that VHA have access to a broad network of professional and allied healthcare staffing services and pipeline development partners that include: • | Joint Commission, National Committee for Quality Assurance, or industry recognized equivalent accredited credential verification organizations" |
Q: The Joint Commission does not accredit CVOs nor is it an industry recognized equivalent, can you please remove this language. The only recognized recognizec organization that accredits CVOs other than the NCQA is URAC - can you please add this language and remove "industry recognized equivalent" and there is no such thing.
| Q: Please also confirm the government will requirethe named CVOs on each VIT to be NCQA or URAC accredited; for risk mitigation we suggest all VITALS be required to show their proposed CVOs legitimate industry standard certification with Phase II submission. | Updated language in RFP to address. | | | | |
| 37 | RFP | B.2 - 1.1 | 15 | RFP States: "At least 20% of VA health care systems have a shortage in the labor market of clinical occupations, including physicians, registered nurses, psychologists, practical nurses, medical technologists, diagnostic radiologic technologists, social workers, nursing assistants, and medical technicians. At least 20% of VA health care systems have a shortage in the labor market of non-clinical occupations, including custodial worker/housekeeping aids, police, medical support assistants, general engineering, food service workers, medical records technicians, biomedical engineers, and consolidated occupations of contracting, human resources management, and human resources assistants" AND "VHA has ongoing efforts to improve staffing effectiveness; to commit to hiring proactively; to attract, recruit, and retain the best employees; and to onboard fast and flexibly while improving human capital processes and upgrading technology solutions. Nonetheless, increased vacancy rates and extended average time-to-fill create the need for on-demand staffing solutions and gap coverage until hiring processes can be completed. " |
| Q: VITALS are small businesses that have increasing cost-to-do business including insurance rate increases, federal rate increases, pandemics, and more, in the last 3 years, more than our industry has ever seen. How will the government ensure that our small business assets are protected as we support your 40% staff deficiencies? Will you implement placement fees or early termination contract clause in the event the government wants to hire our people? We must mitigate our own risk and protect our own assets, including numerous examples of the VA hiring our people then stating we are deficient in staffing a contract due to time to re-recruit, credenetial, and staff these openings. | The Government does not inted to include any language to this effect. | | | | |
| 38 | RFP | B.2 - 2.3 | 17-18 | RFP States: "however, services required to be performed at the Department of Veterans Affairs main headquarters shall be at the following Government location: U.S. Department of Veterans Affairs, 810 Vermont Ave. NW, Washington, DC 20420 unless otherwise specified. " |
| Q: Please advise what the government anticipates as services required to be performed at this location. | IDIQ level management requirements. Meetings with the Government PMO when requested, primarily. | | | | |
| 39 | RFP | B.2 - 6.1.1 | 24 | RFP States: "The IDIQ Contract Manager must have a minimum education of a bachelor’s degree in a business or program related field and a minimum of 10 years of experience managing programs, projects, or contracts of comparable size, scope and complexity to this procurement. The IDIQ Contract Manager shall have experience with government contract oversight. " |
| Q: Please confirm that the government requires proposed IDIQ Key Personnel to have outlined on their CV a minimum of 10 years with similar contract management and quantifiable oversight of large scale procurements and deliverables. Please confirm that an individual that merely has VHA program or project experience - for example Human Resources, Administrative Officers, Practice Managers, and other Clerical-Type project Support do not meet the Contract Oversight requirement above, and therefore does not meet the Key Personnel experiene requirement. | The referenced statement in the RFP is accurate. | | | | |
| 40 | RFP | B.2. - 7.1.1 | 25 | RFP States: "The Contractor shall comply with applicable malpractice requirements based on the type of contract arrangement identified in the TO. " |
Q: Please confirm that compliant with C.17 VAAR 852.237-70 Indemnification and Medical Liability Insurance page 58 of RFP, all VITALS to include Prime Contractor SDVOSB and both parties in a SBA verified Mentor Protege Joint Venture, must have and "shall provide evidence of insurability concerning the medical liability insurance required by paragraph (a) of this clause or the provisions of State law as to self-insurance, or limitations on liability or insurance." This is also known as Medical Malpractice Insurance, and per above referenced VAAR clause "The Contractor shall, prior to commencement of services under the contract, provide to the Contracting Officer Certificates of Insurance or insurance policies evidencing the required insurance coverage and an endorsement stating that any cancellation or material change adversely affecting the Government’s interest shall not be effective until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer." In accordance with FAR 52.237-7 and VAAR 852.237-70, apparent successful offerors must provide evidence of insurance prior to award and contractors must then provide certificates of insurance or insurance policies prior to commencement of services (a provision of healthcare/direct patient care). Therefore, to preclude awards to contractors that might otherwise be uninsurable, the Government will require evidence of insurability as part of the Phase II proposal. (Phase I viability letters will inform potential Phase II offerors of this requirement in the Phase II submission) Upon award and prior to performance on a task order for healthcare services, VITAL will be required to provide its certificate of insurance/insurance policy. (Task Order level requirement) RFP Phase II instructions are updated to reflect this new proposal requirement.
Joint Ventures, as unique business entities, are required to be the covered entity under the policy and the JV must demonstrate insurability as a potential "apparent successful offeror"
VITAL as prime contractor must be insured. Additionally, in accordance with FAR 37.401(e), VITALs must ensure that subcontracts for provision of healthcare services contain FAR 52.237-7, including the maintenance of medical liability insurance.
41 RFP B.2. - 7.1.2 25 RFP States: "7.1.2 Malpractice for Non-Personal Services Arrangements: When the TO specifies a non-personal services arrangement for contract workers, the Contractor, and all subcontractors, shall meet the requirements of FAR Clause 52.237-7, Indemnification and Medical Liability Insurance, for its contract workers on the contract."
RFP also States Section 3.2.1 of this RFP - pages 18-19: "3.2.1 Non-Personal Services: Task orders under this contract will be issued under a non-personal services (NPSC) arrangement for which the Government shall neither supervise contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees under a non-personal services arrangement. The Contractor is responsible for managing its non-personal service employees and guarding against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, the Contractor is responsible for notifying the Task Order Contracting Officer immediately. Services performed shall be of a non-personal nature."
Q: Per the Scope of work 3.2.1 the IDIQ is defined as Non-personal Services, compliant with 7.1.2 referencing FAR 52.237-7 Malpractice requirements, as well as VAAR C.17 852.237-70 Indemnification and Medical Liability Insurance page 58 of RFP, please confirm that:
ALL VITALS to include Prime Contractor SDVOSB and both parties in a SBA verified Mentor Protege Joint Venture must have and "shall provide evidence of insurability concerning the medical liability insurance required by paragraph (a) of this clause or the provisions of State law as to self-insurance, or limitations on liability or insurance." This is also known as Medical Malpractice Insurance, and per above referenced VAAR clause "The Contractor shall, prior to commencement of services under the contract, provide to the Contracting Officer Certificates of Insurance or insurance policies evidencing the required insurance coverage and an endorsement stating that any cancellation or material change adversely affecting the Government’s interest shall not be effective until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer." In accordance with FAR 52.237-7 and VAAR 852.237-70, apparent successful offerors must provide evidence of insurance prior to award and contractors must then provide certificates of insurance or insurance policies prior to commencement of services (a provision of healthcare/direct patient care). Therefore, to preclude awards to contractors that might otherwise be uninsurable, the Government will require evidence of insurability as part of the Phase II proposal. (Phase I viability letters will inform potential Phase II offerors of this requirement in the Phase II submission) Upon award and prior to performance on a task order for healthcare services, VITAL will be required to provide its certificate of insurance/insurance policy. (Task Order level requirement) RFP Phase II instructions are updated to reflect this new proposal requirement.
Joint Ventures, as unique business entities, are required to be the covered entity under the policy and the JV must demonstrate insurability as a potential "apparent successful offeror"
VITAL as prime contractor must be insured. Additionally, in accordance with FAR 37.401(e), VITALs must ensure that subcontracts for provision of healthcare services contain FAR 52.237-7, including the maintenance of medical liability insurance.
42 RFP B.2 - 7.2 25 RFP States: "7.2 Contract Worker Required Start Date: The contract worker required start date will be identified in the TO. Unless an incumbent is placed as an initial fill of a position, the contract worker required start date will be no less than 30 calendar days from the CLIN period of performance start date. For replacement fills, the contract worker required start date will be no less than 30 calendar days of the departing contract worker."
| Q: Currently the VSC process can take anywhere from 15-45 days, the average VetPro processing time takes 15-30 days, and credentialing and privileging of LIPs can take anywhere from 30-120 days; we would like to ask the government to remove any reference to a "required start date" - vendors do not have any control in the VA processing for through VSC, VetPro, credentialing and privileging relevant to healthcare personnel being placed. | Relief is granted on a case by case basis for Government delay. There are many labor categories included which are not subject to Vetpro and Credentialing processes. | | | | |
| 43 | RFP | B.2 - 7.6 | 26 | RFP States: "Contract workers shall maintain current certification in Basic Life Support (BLS) from the American Heart Association, American Red Cross, or other certifying body, if specified in the TO. Certification cards must display the American Heart Association, the American Red Cross or other approved certifying body emblem" |
| Q: The VA does not recognize the American Red Cross as a valid certifying body for Basic Life Support in any temporary contract nor do they recognize it internally for permanent hires. We request you remove American Red Cross from this section as it is not compliant with the VHAs own requirements. | Language updated. | | | | |
| 44 | RFP | B.2 - 7.9 | 26 | RFP States: " Temporary credentialing may be permitted if credentialling documents are provided by accredited credentials verification organizations (CVOs) who have completed primary source verification (while usual credentialing processes are underway)." |
| Q: Please confirm the government will require CVOs be NCQA or URAC accredited. Additionally, how will the government allow organizations to bridge the gap with their CVO and the VHA credentialing team. | Yes, confirmed. The question regarding "bridge the gap" is unclear to the Government team. | | | | |
| 45 | RFP | B.2 - 7.21 | 28 | RFP States: "Contract workers shall complete all orientation training requirements of the place of performance. The training may include, but not be limited to, emergency preparedness training, active shooter, tornado and fire drills, and ethics training. The Government will outline the required training in the TOPR. The Contractor may bill for the time required to complete the Government-directed training. " |
| Q: Please confirm that VITALS will be able to bill for time required to complete the Government-directed training at the TOPRs awarded hourly Bill Rate. | Any training required and billing for that training will be addressed at the task order level. RFP language updated. | | | | |
| 46 | RFP | B.2 - 7.23 | 29 | RFP States: "Except for the N-95 mask fitting, the expense for all health requirements, to include monitoring and tracking annual requirements, shall be borne by the Contractor at no additional cost to the Government. " |
| Q: Per the VAs OSHA Respiratory Program, the VA provides a required physical process prior to the actual N-95 mask fit process; please confirm that not only will the VHA's occupational health department engage in the actual Mask Fit for N-95 that is compliant with your program, but they will also complete the required pre-mask Physical for our personnel as it standard procedure - at no cost to us. | N-95 Makes it required, this would be provided at the facility. | | | | |
| 47 | RFP | B.2 - 7.24 | 29 | RFP States: "The Contractor shall ensure contract workers are immunized annually with the seasonal influenza vaccine (when the current seasonal influenza vaccine is available) and any other vaccine recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control (CDC), or performance location guidance as outlined in VHA Directive 1193.01 and 1013(3) Policy and Program for Immunizations to Protect the Health of Service Members and Military Beneficiaries. The vaccine may be provided by the Government, if available, as determined by the place of performance. If the contract worker chooses to be immunized by the Government, the contract worker may be required to sign a waiver releasing the Government from the legal liability IAW local procedures and policies. Alternately, the contract worker may obtain the vaccine at another facility, at no cost to the Government, and provide proof of vaccination to the Government. " |
| Q: The above referenced VHA Directive 1193.01 is incorrectly referenced, this is the VHA Coronavirus Disease 2019 Vaccination Program, that has been rescinded. Can the government please amend the above to reference the correct VHA Directive 1192.01 Seasonal Influenza Vaccination Program. | Updated to 1192.01 | | | | |
| 48 | RFP | B.2 - 7.24 | 29 | RFP States: "The Contractor shall ensure contract workers are immunized annually with the seasonal influenza vaccine (when the current seasonal influenza vaccine is available) and any other vaccine recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control (CDC), or performance location guidance as outlined in VHA Directive 1193.01 and 1013(3) Policy and Program for Immunizations to Protect the Health of Service Members and Military Beneficiaries. The vaccine may be provided by the Government, if available, as determined by the place of performance. If the contract worker chooses to be immunized by the Government, the contract worker may be required to sign a waiver releasing the Government from the legal liability IAW local procedures and policies. Alternately, the contract worker may obtain the vaccine at another facility, at no cost to the Government, and provide proof of vaccination to the Government. " |
| Q: The above referenced VHA Directive 1193.01 is incorrectly referenced, and should be VHA Directive 1192.01 Seasonal Influenza Vaccination Program. Additionally, we request the government please remove the verbiage "The Contractor shall ensure contract workers are immunized annually with the seasonal influenza vaccine (when the current seasonal influenza vaccine is available)" VHA 1192.01 Appendix B Flu Declination Form is acceptable and compliant with the VHA directive relevant to flu vaccination declination in the event of medical contraindication or if a religious beliefs exemption is cited. Compliant with the VHAs own Directive(s) you cannot require all workers be immunized for annual influenza. | Language will be updated to take out 1193.01. All will be updated referencing to be "in accordance with 1192.01". See amended documents | | | | |
| 49 | RFP | B.2 - 7.32.1 | RFP States: "7.32.1 | Place of Performance Training: Contract workers shall complete all agency-specified training requirements and comply with all policies and procedures applicable to the place of performance. The training may include, but not limited to, active shooter, training, ethics training, fire drills and sexual harassment training. Training requirements will be identified in the TO. Government reserves the right to update or change training requirements as needed. This does not include training through the VHA Talent Management System required for onboarding. " |
| Q: Relevant to Section 7.21, 7.32.2, 7.32.3 - can the government please add the language "Contractor may bill for the time required to complete the Place of performance training. " and can the government please confirm that VITALS will be able to bill for time required to complete the Place of Performance training at the TOPRs awarded hourly Bill Rate. | Any training required and billing for that training will be addressed at the task order level. RFP language updated. | | | | |
| 50 | RFP | B.2 - 7.32.2 | RFP States: "7.32.2 | Annual Training: Contract workers shall complete all annual training requirements at the place of performance. The Contractor may bill for the time required to complete the annual training. The Contractor shall include hours for annual training requirements in their fully burdened hourly rates. " |
| Q: This language is contradictory to other language in the RFP - can the government replace "The Contractor shall include hours for annual training requirements in their fully burdened hourly rates" with "Contractor may bill for the time required to complete the Annual training. " | Any training required and billing for that training will be addressed at the task order level. RFP language updated. | | | | |
| 51 | RFP | B2. - 7.40 | 32 | RFP States: "7.40 Peer Review: The Government may direct contract workers to participate in peer review and other staff requirements such as process improvement initiatives at the place of performance where appropriate. " |
| Q: Per section 3.2.1 of this solicitation, page 18-19, This is a Non-Personal Services IDIQ. Task orders under this contract will be issued under a non-personal services (NPSC) arrangement for which the Government shall neither supervise contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees under a non-personal services arrangement" - as such we ask you to remove this section 7.40 | Update language: "may direct" to "may request" | | | | |
| 52 | RFP | E.3 - A | 66 | RFP States: "The Government has devised a two-phase evaluation process for the proposals. In the first phase, which is mandatory, the Government will carefully review the submissions from each aspiring Veteran Integrated Team Agile Lead (VITAL) to assess their suitability for the VITAL role. Once the Phase I assessment is complete, the Government will provide guidance to the aspiring VITAL in the form of an advisory letter. This letter will reflect the Government's confidence in the aspiring VITAL 's viability as a prime contractor for the second phase of the evaluation." |
| Q: If a VITAL is found to be ineligible in Phase I, will the government publish a list of its VITEPs and VITSOs, from the VITALs named Attachment M, to SAM.gov so that other eligible VITALS may reach out to them to join their team? | This is advisory only. If the VITAL chooses not to move to Phase II, it should inform the VITEPs and VITSOs. The Government also advises potential subcontractors to ask a potential prime whether it received a positive or negative viability letter before making the decision to be included on a Phase II proposal. | | | | |
| 53 | RFP | E.3 - A | 66 | RFP States: "The Government has devised a two-phase evaluation process for the proposals. In the first phase, which is mandatory, the Government will carefully review the submissions from each aspiring Veteran Integrated Team Agile Lead (VITAL) to assess their suitability for the VITAL role. Once the Phase I assessment is complete, the Government will provide guidance to the aspiring VITAL in the form of an advisory letter. This letter will reflect the Government's confidence in the aspiring VITAL 's viability as a prime contractor for the second phase of the evaluation." |
| Q: Will the government publish a list of the VITALS deemed eligible in Phase I on SAM.gov so that VITEPs and VITSOs from ineligible VITs may reach out to them to join the eligible VITAL and its VIT for Phase II? | This is advisory only. This information will not be posted. The Government also advises potential subcontractors to ask a potential prime whether it received a positive or negative viability letter before making the decision to be included on a Phase II proposal. | | | | |
| 54 | RFP | E.3 - A | 66 | RFP States: "The Government has devised a two-phase evaluation process for the proposals. In the first phase, which is mandatory, the Government will carefully review the submissions from each aspiring Veteran Integrated Team Agile Lead (VITAL) to assess their suitability for the VITAL role. Once the Phase I assessment is complete, the Government will provide guidance to the aspiring VITAL in the form of an advisory letter. This letter will reflect the Government's confidence in the aspiring VITAL 's viability as a prime contractor for the second phase of the evaluation." |
| Q: Will the government publish the list of ineligible VITALS on sam.gov, so that Phase I eligible VITALS may reach out to them to join their eligible VIT for Phase II? | This is advisory only. This information will not be posted. The Government also advises potential subcontractors to ask a potential prime whether it received a positive or negative viability letter before making the decision to be included on a Phase II proposal. | | | | |
| 55 | RFP | E.3 - A | 66 | RFP States: "The Government has devised a two-phase evaluation process for the proposals. In the first phase, which is mandatory, the Government will carefully review the submissions from each aspiring Veteran Integrated Team Agile Lead (VITAL) to assess their suitability for the VITAL role. Once the Phase I assessment is complete, the Government will provide guidance to the aspiring VITAL in the form of an advisory letter. This letter will reflect the Government's confidence in the aspiring VITAL 's viability as a prime contractor for the second phase of the evaluation." |
| Q: If a VITAL is found to be ineligible in Phase I, will the government contact all of its named VITEPs and VITSOs from Attachment M on their VITALs Lack of viability, so that those VITEPs and VITSOs may contact VITALs that were deemed eligible for Phase II to discuss joining their eligible VIT? | This is advisory only. This information will not be posted. The Government also advises potential subcontractors to ask a potential prime whether it received a positive or negative viability letter before making the decision to be included on a Phase II proposal. | | | | | |
| 56 | ATTACHMENT(SPECIFY) | K | 1B | 3 | RFP States: "Offeror may provide supplemental information below if offeror does not clearly meet defined eligibility criteria at time of Phase I VITAL Viability Submission but will meet the criteria at time of Phase II Proposal." |
| Q: if a VITAL clearly meets the eligibility criteria for Phase I outline in section 1A - does any response need to be provided in Section 1B? | No response in 1B if offeror meets requirements. | | | | | |
| 57 | ATTACHMENT(SPECIFY) | K | 1C | 4 | RFP States: "OC Capability: An integrated, innovative approach to staffing and program support services, encompassing all VHA sites of care, is critical to the success of temporary staffing support under ICSP. Given the size and scope of healthcare staffing, the Government must have a high level of confidence that all VITALs are highly capable in the areas below: |
•Nationwide recruitment and placement of temporary staffing, •Efficient onboarding of personnel, •Quality management, •Planning and analytical services, •Strategic and operational support, •Implementation…
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