Vendor Q_As from Contracting Officer.xlsx

XLSX spreadsheet 16 KB Posted

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U009--Office of Women's Health Mini-Residency Clinical Examination Facilities and GTA's (VA-24-00010090)
Solicitation number
36C10X24R0028
Issued by

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This combined synopsis/solicitation from the Department of Veterans Affairs seeks quotes for clinical examination facilities, sensitive exam training assistants (GTAs), and related services to support mini-residency training events for the agency's Office of Women's Health. Key details include:

  • Quotes are due by January 10, 2024. The base period of performance starts in June 2024.

  • The requirement includes facility space for briefings, clinical exams, and meetings near multiple regional airports. GTAs must be available for orientation, exams, and debriefing over two-day training events.

  • Awards will be made in four tiers based on business size and status, prioritizing service-disabled veteran-owned small businesses first.

  • The contractor must submit details of their technical approach, relevant past performance, and a completed pricing schedule. Evaluation considers technical approach, past performance, and price.

  • The selected contractor must organize space, supplies, and GTAs as specified. Course instruction is provided by the VA. Electronic invoicing through Tungsten is required for payment.

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Other files

File Type Posted
Sample Schedule.xlsx XLSX spreadsheet
ATTACHMENT A - PRICE_COST SCHEDULE (Final)(A002).docx DOCX document
36C10X24R0028 0002_1.docx DOCX document
36C10X24R0028 0001.docx DOCX document
ATTACHMENT A - PRICE_COST SCHEDULE (Final).docx DOCX document
36C10X24R0028.docx DOCX document
ATTACHMENT B - STATEMENT OF WORK (FINAL).docx DOCX document

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Sheet1

Question #Document ReferenceSectionQuestionGov't Response
1RFPThe RFP document states that Quoters shall complete and submit as its Volume III a completed Attachment A – Price/ Cost Schedule Spreadsheet, providing unit and total pricing for the Base and all Option Periods. Can the Government confirm that offerors can submit Attachment A as an Excel instead of a Word document?Yes, either option is acceptable
2Attachment AAttachment A's tile page states "Attachment B- PRICE/COST SCHEDULE," which looks to be a typo. Please confirm that the price/cost schedule is Attachment A, not Attachment B.Updated, changes highlighted for reference
3Will the Government delete CLINs 0002E, 0003E, and 0004E from Attachment A and replace them with a revised attachment, given that CLINs 0002E, 0003E, and 0004E have been crossed out?Updated, changes highlighted for reference
4Will the Government please update the start date (currently 12/15/2023) of the Period of Performance?Updated, changes highlighted for reference
5On Schedule A, what is the unit price? For example, would the unit cost for one “equipped GTA” be the cost of one GTA per hour, or would it be the cost of ALL GTAs needed per hour, OR would it be the cost of ALL GTA per hour PER day? Further, does it have to be calculated for 26?Unit cost = per GTA (some vendors charge per hour or per event)

24 (+ 2 for alternates) is what was projected would be the max amount needed for GTA's (6 exams each) for 144 max exams per day.

6Why is 0003D and 0004D among others highlighted?Updated no highlighting
7How should we account for the numbers 0001B, 1001B, etc that say “not separately priced”? These are meetings and would incur a cost of personnel attending the meeting.These are included as Optional and are part of being awarded the contract. The Program Office will hold the meetings and attendance from Contractor is required.
8How should accounting for unanticipated economic changes be accounted for? For example, the room value may increase over the course of the length of the contract; GTAs may be awarded annual raises or raises that represent an increase in market value. Where does this get captured as the need for an amendment may be needed?These increases in cost shall be captured throughout each Period of Performance. A standard escalation can be used to ensure the increases are accounted for.
9How should cost for consumable supplies (gloves, gel, specula, etc.) be indicated?If there are 144 exams each day at max (2 days per MR), the vendor should determine supplies (as stated in the SOW) needed for these exams and provide that total cost
10SOOBackgroundIs the timing for year one the fiscal year of October 2023 - September 30, 2024 (with the first event starting no sooner than June 2024?) We offer this understanding of the fiscal year based on a previous meeting with Laura Kim, Traci Turner, Bridget Souza, Lisa Hardman. If not, or if there is more flexibility, please clarify the possible and/or expected range of dates for the base year.The Period of Performance for the base year will be 12 months with award potential in February 2024 and tentative first training session to be July 2024. The incorrect Period of Performance dates were listed in price schedule. This has now been updated to TBD.
11SOO6.0What is the expected duration of the Kickoffmeeting?2 Hours
12What is the expected duration of the Optional Annual planning meetings?1 Hour
13What is the modality of these meetings - remote or in person? If, in person, would be travel to you or you to us?These meetings would be remote
14For scheduled meetings, , would it be the cost of all those who will be attending the meeting from the vendor side? And how many hours or parts of hours should be considered for each meeting – 1, 1.5, 2, 8?One Hour/each meeting. Vendor would charge for their participation only
156.2Are the two(2) hours “prior to the start of each day” listed here in advance of the 12 hours or included in the 12 hours?12 hours are inclusive of the 2 hours prior
16We need to understand how many hours each SETA will be present to create an accurate cost estimate. For how many of the 12 hours is an individual SETA needed? In other words, beyond arriving early to be sure they are ready to start on time, completing the maximum allowed 6 exams in the SETA teaching sessions, and staying for the hour debrief, are the SETA expected to be present for more of the 12 hours?The GTA would be needed as follows:

1 - Hour Orientation 8 - Hour GTA Session (this could be less, depending on number of participants, rooms, GTA's) 1 - Hour Debrief

17Is there only one (1) debrief with WH staff at the end of the day, or might SETA be debriefed after they complete their work for the day?There is one debrief at the end of each day to include the GTA's and other contract staff that can address logistics
18Will you share with us a sample schedule of what a typical day might look like so we can assess how many hours each individual SETA would be on site?Yes, sample schedule attached with amendment
196.4What is the expected duration of a Dry Run?4 hours max/GTA's are not required for the dry run

Dry Run to include walk through and speaking with contract planning staff

20Are SETA expected to be present for the Dry Runs and if so, how many for how many hours?No
216.5Do you provide a case for the SETA to study to support history taking?A brief clinical scenario is provided for nursing sessions that requires no outside study. No other clinical scenarios or scripts are provided for the GTAs to study
22Is history taking exclusively a component of the interprofessional sessions or is there a history taking component to the provider only sessions as well?History taking is only done by nurses therefore only needed during the interprofessinal sessions
23Will each individual residency be either provider only or interprofessional, or might a residency have a day of provider only sessions and a day of interprofessional sessions?Each mini residency (2 days):

Provider Only = both days Interprofessional =both days Emergency/PCP = PCP day one, interprofessional emergency day two

246.8.1How many hours are the videos?30 minutes
25How many hours is the orientation?1 hour
26Does the orientation exist on the same day as the residency or before?Same day
27Please clarify the phrase “one GTA orientation for each training event”. We are not clear if “training event” means per residency date, per residency, or per type of session (provider only, or interprofessional).If you are utilizing the same curricula and the same GTA's for both days only one orientation (1 Hour) would take place on the first of the two day event. A orientation on the second day will only be necessary for dual track sessions (ex. Emergency Care/PCP) or if new GTA's are present.
286.8.4 and 6.8.5We are accustomed to giving feedback and instruction on technique, language, comfort and modesty in real time as the exams unfold. This is both for the comfort and safety of the SETA and to keep each SETA at or under their maximum 6 exams. Can the feedback in 6.8.4 be real time formative feedback that allows an adjustment during the exam rather than after it?Feedback is given in real time and right after
296.9"the contractor shall provide GTAs who have at least one (1) breast, a uterus, and at least one (1) ovary."
Is there flexibility on this? We work with skilled Sensitive Exam SPs who have had top surgery or double mastectomies and the fundamental technique used to assess breast/chest tissue is the same no matter the volume of breast/chest tissue.1 breast, a uterus and at least one ovary is required, however Women's Health is open for discussion on a case by case basis
306.13What is the expected duration of each of the three teleconference meetings?1 Hour
31What is the expected duration of the post event meeting?1 Hour
326.15In 2 and 6.1, the first training date is listed as “no earlier than June of 2024”. Will you clarify if the expectation is for the first session to be held in June or no sooner than June?We are looking at July 2024 for our first mini-residency
33SOOWill the government require support beyond the provision of the training facility and GTA-related training activities? Are all other (surrounding) WHMR event logistics and planning activities conducted by VHA staff.No support is required beyond the provision of the training facility and GTA-related training activities.

All other event logistics and planning activities will be conducted by VHA staff.

34Will course instruction be provided by VHA staff or designees (i.e., not provided by the contractor)?Yes
35Should the contractor provide a Project Manager to assist in all phases of training? This includes, but is not limited to, coordinating with GTAs and training facility staff during training events.Yes, need someone to organize space supplies and GTA's as prescribed in the contract.
36Should the contractor provide an Equipment Support Individual (ESI)? Will the government assume that role?The contractor is expected to set up the room and supplies for clinicians to perform the exam
37Should the contractor provide a Physician Women’s Health Consultant (PWHC)? Will the government assume that role?No, Women's Health will assume that role
38Does the government plan to conduct a walkthrough of the training facility and meet with its staff the day prior to the event?Yes, that would be included in the dry run
39Should the contractor plan to send previously trained physician and nurse instructors to support training events and assist with the learner-to-instructor ratio?No

File details come from the government source that posted it. Updated .