Attachment 1- Solicitation Questions Background Investigation 12.5.25.docx

Questions received from vendors:

1. Does VISN 1 anticipate any surveillance assignments occurring outside of Massachusetts or across state lines within the New England region?

Yes. VISN 1 has employees all across the United States and Puerto Rico. Surveillance could be requested for whichever state or territory the employee resides.

2. Will the VA provide estimated case distribution by VISN 1 facilities (e.g., Bedford, Manchester, Providence, White River Junction)?

No. Although the majority of employees live within the New England region, the distribution of cases is an unknown based on need.

3. Are there any jurisdictional restrictions regarding placement and use of unmanned surveillance cameras within VISN 1?

Not that we are aware of.

4. Should surveillance assignments be assumed to require multi-week camera deployment, or primarily short-term targeted deployment?

Primarily short-term, targeted deployment.

5. Is there a preferred format or template for daily, weekly, or final investigative reports?

The report should include a summary of activities/observations/any video for that day along with the hours expended and the cost to date for that claim.

6. Does the VA require immediate notification of significant findings, or only reporting at the conclusion of each surveillance period?

We want immediate notification of significant findings as well as a final report at the conclusion of the surveillance period. No findings are also considered significant.

Typically we would provide a set number of hours for each job. If significant findings were made, more hours may be ordered as needed. However, reporting would be completed at the conclusion of the surveillance period.

7. What is the preferred method for delivering video evidence, encrypted cloud upload, secure file transfer, physical media, or another approved method?

Secure file transfer, physical media

8. Since the contractor is not provided access to VA systems (e.g., ECOMP), are background investigations under VA Directive 0710 required for all personnel?

Contractors are to ensure all of their employees following Privacy, HIPPA, Rules of Behavior and Record Management guidelines.

9. Are contractor staff required to complete any VA-specific training beyond Privacy, HIPAA, and standard TMS courses?

At this time, Privacy and HIPPA/Record Management training are the requirements. This could possibly change based on Federal mandates.

10. Should the proposed hourly surveillance rate incorporate all travel associated with multi-day or multi-location follow operations, or will additional travel costs be authorized?

The hourly surveillance rate should incorporate all travel with multi-day or multi-location operations.

11. Is the annual surveillance hour estimate (2000–2500 hours) a not-to-exceed amount, or may additional hours be authorized by the COR if needed?

The 2000 to 2500 hour is our best estimate, but could increase. However, we don’t anticipate a large increase in these hours due to budget constraints.

12. For CLIN 0002, should the annual fee assume a single unmanned camera in use at a time, or should the contractor anticipate supporting multiple simultaneous deployments?

Single unmanned cameras would be used as requested for specific assignments with a designated period of time – typically 3 to 7 days. There may be an occasion where more than one unmanned camera would be requested simultaneously for multiple jobs.

13. For past performance, does the VA require CPARS records, narrative summaries, or a combination of both?

Please see the revised evaluation factors:

1. Price:

a. Complete line items on Page 1 of this combined synopsis/solicitation, which will be completed by the offeror.

2. Technical: The offeror’s quote shall be evaluated to determine if the contractor has the capabilities to provide quality supplies or services in a timely and efficient manner.

a. Meeting the Specifications in the Statement of Work.

b. Sub-Contracting (if applicable): If you are planning to sub-contract some or all of this work, please provide the name(s), UEI(s), and address(s) of all subcontractor(s) (if applicable) and a description and percentage of their planned subcontracting effort.

3. Past Performance:

3. Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information (Name, phone Number, email), brief description of the work completed, and contract # (if relevant). References may be checked by the Contracting Officer to ensure your company is capable of performing the in accordance with the PWS. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.

3. Past performance information may also be obtained from other sources available to the Government to include, but not limited to, Past Performance Retrieval System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontracting Reporting System (eSRS), or other databases.

See attachment 2 for a past performance template.

14. Are commercial investigative surveillance past performances acceptable, or is federal-only experience preferred?

Federal experience is preferred.

15. Please confirm whether resumes count toward the technical volume page limit.

No, there is not a defined technical volume page limit.

16. Is there a current incumbent contractor performing these services, and if so, could the VA identify the incumbent and the contract number for reference?

GS-02F-0046V 36C24121N0092

17. Could you please clarify whether VA Form 10091 must be:

A. Submitted or fully processed prior to quote submission, or B. Submitted only after contract award, as part of the onboarding/vendorization process Submitted prior to quote submission.

18. What is the significance of the Line items illustrated in Attachment 1? The description/quantity and need are all the same as various other line items, such as, line item 0001 is the same as line item 1001 and so on. Is a line item significant to a specific work group or location?

Please see attachment 3 for an updated line item pricing sheet.

A. Are the total hours needed to bid on, 2250 in total, or is it the aggregate of all the line items which is far greater? Approx 11,250 hour a year.. Volume will certainly dictate price and capacity as needed.

2250 hours total per year at most.

19. Are all states within VISN 1 jurisdiction involved or is this specific only to Massachusetts?

Surveillance could be requested in any state in the United States and Puerto Rico, although most surveillance would be requested for the states in New England.

20. Can you please share referral volume by state and revenue for the past 2 years.

Approximately 100 cases primarily in the New England Region.

21. Is this a sole source award or will there be additional surveillance providers?

This is a competitive RFQ, not a sole source award.

22. The pricing worksheet only asks for quotes related to manned and unmanned surveillance, however the SOW illustrates the need for other investigative tools such as social media searching, desktop investigations and more. Should we price those out as well, or are you looking for one blended hourly rate to include the use of all applicable tools to garner the best results?

We are looking for a blended hourly rate to include the use of all applicable tools. Each job ordered will specify the work to be performed.

23. How are assignments issued? (email from COR? task order format? required fields?)

The Chief of the Workers Compensation Program initiates the assignment in writing by email or phone communication, detailing the issues.

24. What is the expected number of cases per year to generate 2,000–2,500 hours? (Average hours per case?)

Approximately 50.

25. Are surveillance hours typically single-day tails or multi-day packages (e.g., 3-day blocks)?

Typically multi-day blocks with targeted times. Times should vary to include days, evenings and weekends.

26. What lead time is typical/required between request and start (same day / 24–48 hrs / 1 week)?

When the job order is placed, the start date should be discussed on a case-by-case basis. In some instances it could be as early as the next day if we are aware of an upcoming appointment/activity

27. Are there required coverage windows (early morning, evenings, weekends, holidays)?

Targeted surveillance with specified dates and hours cap is the typical job order.

28. Any expectation for continuous surveillance vs. “best effort” windows?

Targeted surveillance with specified hours is the typical job order.

29. What is the geographic footprint (all VISN 1 states or only the Bedford facility AOR)?

All states within the United States, and Puerto Rico, with the majority of work to be performed in New England.

30. If the subject travels out of state, is continuation required, and if so, are there limits (distance/time/cost caps)?

The expectation is to have local investigators in all areas.

31. Are we expected to have local investigators in all areas or is travel acceptable?

The expectation is to have local investigators in all areas.

32. Are there restrictions on specific techniques (e.g., GPS use, pretexting, neighbor canvass, etc.) beyond “rules and regulations”?

This would be specified for each job ordered. We would not request neighbor canvassing.

33. Any explicit use-of-force / interaction rules (e.g., “no contact with subject”)?

There should absolutely be no use of force or interaction with the subject.

34. What is the expectation for social media / electronic investigations—is that included in hourly surveillance, or separate?

Social media and electronic investigation would be specifically requested to help determine when to surveil the subject, if needed, when placing the job orders, and would be billed at the hourly rate. The primary focus will be conducting surveillance.

35. For “unmanned cameras,” what does VA mean specifically: fixed camera deployment? trail cams? pole cams? vehicle cams?

Fixed camera deployment for specified periods of time.

36. The RFQ includes an “annual fee for daily unmanned surveillance camera footage review”—does the Government already have cameras deployed, or is the contractor expected to deploy/maintain cameras too?

There is no annual fee for daily unmanned surveillance cameras. The contractor is expected to deploy and maintain costs associated with cameras and equipment.

37. If deployment is required: how many cameras, how many sites, and who provides power/connectivity?

Determination of how many cameras, how many sites would be established when placing the order for each job. The contractor would provide all costs associated with power/connectivity.

38. Is the “daily review” meant to be 365 days, business days only, or “daily during active case periods”?

Only daily during active case periods.

39. What is the expected average daily minutes/hours of footage to review per camera?

This would vary based on the job.

40. Is the “annual fee” intended to cover labor hours and storage, or only review time?

There is no “annual fee.” Work to be performed as needed and billed according to the terms of the contract.

41. Is there a required report format (template, required fields, timestamps, activity logs)?

Report should detail all activity performed, dates, time stamps, total hours, total cost to date.

42. What is the definition of “timely” delivery—same day, 24–48 hours, within X days after surveillance ends?

Timely delivery would be 7 to 10 days after the surveillance ends.

43. Are we required to provide raw video files, edited highlights, or both?

Both

44. Required minimum video quality (resolution, frame rate), and acceptable file delivery method (encrypted upload, hard drive, etc.)?

Encrypted upload or password protected upload.

45. Are attempts to secure video required even when no activity is observed (i.e., mandatory video of “no activity”)?

Yes, we need to know when no activity has been observed, along with the dates, times of those attempts

46. What information types will be sent to the contractor (PII, medical info, claim status), and what marking (CUI/PII)?

PII, medical conditions, claim status, costs associated with the claim (wage loss compensation every 28 days, medical costs to date), upcoming appointments/activities.

47. Confirm: since contractor has no access to ECOMP/VA systems, how will case materials be shared securely?

Encrypted email, password protected files/links

48. Are there any specific VA trainings besides records management (e.g., privacy/security training) required prior to start?

At this time, Privacy and HIPPA/Record Management training are the requirements. This could possibly change based on Federal mandates.

49. Are subcontractors allowed for coverage in remote areas, and what is the approval process/timeline?

Yes. Please see the subcontractor section of the evaluation criteria on question 13 for more information on subcontractor approval.