36C24518R0176-0004000.docx

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) 07-05-2018 Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) 510 Butler Ave Martinsburg

WV

25401 Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) 510 Butler Ave Martinsburg

WV

25401 To all Offerors/Bidders

36C24518R0176 07-02-2018

X X

THIS AMENDMENT IS TO ADDRESS QUESTIONS CONCERNING THE RFP.

PLEASE SEE PAGE 2 FOR QUESTIONS AND ANSWERS CONCERNING THE RFP.

Jabbar Pringle

QUESTIONS AND ANSWERS CONCERNING RFP 36C24518R0176

1. Is the Computerized Patient Record System (CPRS) intended to serve as the Case Management System for this program?

No, CPRS is the electronic medical record.

2. What is the process for the offeror to obtain access to the Computerized Patient Record System (CPRS)?

Access will be granted via VA Information Security and Privacy Officers. Any required training and documentation will be coordinated by NCP and the offeror.

3. Does the offeror need to provide a Case Management System? If so, does it need to be FedRAMP certified or FISMA compliant or comply with any other federal IT standards?

No.

4. Did any requirements change from the last solicited issued and this one? If so, could you please detail the specific requirements or sections that were changed?

No changes.

5. How many promotional products and deliverables are expected to be produced to support Task 5.2?

This will be determined by the implementation team.

6. What social media accounts does the VA TLC program have? Will the government furnish the account information and login?

TLC may use the VHA Facebook account, and if used, the Government will furnish account info as needed.

7. What type of health examinations needs to be provided for personnel working on this contract?

None.

8. Are there text size, font, and page margin requirements for this response? If yes, could you please provide those requirements?

There are no text size, font or page margin requirements for this RFP.

9. Task 5.1.1/There is an unnumbered paragraph that starts with, “Additionally, the PMP shall. . .” describing almost identically the items in the main paragraph.

Suggest deleting the un-numbered paragraph to improve clarity of proposals and to ease evaluation.

This paragraph will not be deleted. Any changes to the schedule/project plan shall be subject to the VA’s written approval. The Contractor shall update and maintain the PMP approved by the Program Manager throughout the period of performance of the contract.

10. Task 5.1.1/The paragraph requires a PMP with a bulleted list of items to incorporate. Some of these items are listed further in the document, such as the Work Breakdown Structure (first bullet) is also listed in task 5.1.2.

a. Suggest WBS be included as a subtask to 5.1.1, as “5.1.1.1 Work Breakdown Structure”

b. The same scheme should be used for “Project Schedule” which is listed as a bullet under the PMP section and again in its own paragraph, task 5.1.3; Project Schedule.

The PMP, WBS, and Project Schedule may be combined but each must be addressed.

11. Task 5.1.1/The paragraph states that the initial PMP (including the bullets below, one of which is Project Schedule) be included in the proposal submission. However, task 5.1.3 Project Schedule, states that the “initial schedule shall be delivered to the COR within fifteen (15) calendar days of contract award. . .”

Is the project schedule due in the PMP with the proposal or is it due 15 days after award?

The project schedule in the PMP is due with the proposal.

12. Task 5.1.1/ Similar to the question above, this paragraph states that the initial PMP (including the bullets below, one of which is Risk Management Plan) be included in the proposal submission. However, task 5.1.4 Risk Management Plan and Risk Register states that the “initial RMP and Risk Register shall be delivered to the COR within fifteen (15) calendar days of contract award. . .”

Is the RMP and Risk Register due in the PMP with the proposal or is it due 15 days after award?

The RMP and Risk Register due in the PMP are due with the proposal.

13. Task 5.2/This paragraph states that the contractor shall establish the marketing and promotional strategies “collaboratively with the COR and NCP staff;” however, paragraph 5.1.1 lists a bullet with “Communications/Marketing/Promotion Plan” as part of the PMP. If the Communications/Marketing/ Promotion Plan is due with the PMP and proposal submission, no contractor can collaborate with the COR and NCP staff.

Recommend the language in task 5.2 reflect that each offeror shall submit as part of the PMP and with the proposal, a draft annual Communications/Marketing/ Promotion Plan based on industry best practices.

This is fine. An amendment will be posted with the updated language.

14. Task 5.1.2./This paragraph includes a bullet, “Project Schedule” that was already included in the PMP section and again in its own separate task (5.1.3).

Recommend revising to reduce contractors having to include redundant items to meet evaluator’s expectations and to improve proposal clarity.

There will be no revising. As long as there is a Project Schedule included in the proposal, it does not have to appear more than once.

15. Task 5.2/This entire paragraph describes establishing a collaborative marketing plan with the COR and NCP staff and discusses “marketing deliverables shall be established annually” including promotional products, including but not limited to videos, messaging, social media and more. . .

a. Is this task going to be separately priced?

No.

b. If not separately priced, the requirements are vague and will need to be defined to include this service as part of the company’s offering.

c. If not separately priced, where do offerors include this cost in the price proposal?

Combined in the overall price proposal.

16. Task 5.3/This paragraph states, “beginning no later than 120 days from the date of award of this contract…”

a. Is the 120 days a transition in/ramp up period?

b. If so, please confirm that the contractor should not expect any payment during that period.

Correct.

c. If the 120 days is not a transition in/ramp up period, please clarify. For example, “the contractor is expected to begin accepting inbound calls no later than 120 days from contract award and will not be reimbursed for any costs incurred during that 120 day period.”

This is not the case. The contractor is expected to be ready to launch services no later than 120 days after contract award.

17. Task 5.4.2/This paragraph states that the coach “shall attempt to make initial contact with the Veteran within five (5) business days of being referred by the VA clinician to initiate enrollment.” However, the deliverables table on page 16 for task 5.3 Planned Completion Date states “initial enrollment shall be made within 7 days of referral. On the same deliverable table under task 5.4.2, it states again “five (5) business days.”

One week, which is typically 7 calendar days and 5 business days.

18. Task 5.4.4/This paragraph states that “if unable to contact the Veteran at the scheduled time, four additional attempts to contact the Veteran by telephone shall be made.” Under task 5.4.4 on the deliverables table, it states that “the coach shall make a total of 5 additional attempts to reach Veteran.”

a. Please clarify the number of additional attempts to contact the Veteran.

b. If four additional attempts is correct, recommend correction of the task 5.4.4 in the deliverables table.

Four additional attempts is correct. An amendment will be posted with the updated language.

19. Section 6/ This section states that the period of performance shall be for 12 months with three (3) 12-month options. However, the table directly below and in the same paragraph indicates four (4) option years.

What is the correct period of performance?

The correct period of performance is 12 months with four (4) 12-month options. An amendment will be posted with the updated language.

20. Section E/This section indicates that the “Contracted agency shall be responsible for supervising. . .”

a. Does this mean that the “agency,” in this case, the VA, will be providing daily supervision?

b. If not, suggest revision to reflect something similar to, “Contractor shall be responsible for supervising..”

The contracted agency is the Contractor. The contractor shall be responsible for supervising its staff per the requirements in the RFP. The VA provides oversight to the entire project.

21. Section H paragraph d./ This section requires information on any contract staff within 1 day after contract award with a presumed 120 ramp up period.

a. Why does the Government need names of staff within one day?

The Government needs to know the names of staff that are on board and ready to provide services at the time of launch. This staffs need to be in place at time of contract award.

22. Due to the time to be lost during the upcoming Fourth of July holiday and the significant amount of work required to comply with Solicitation 36C24518R0040, we respectfully request the VA provide Offerors with a two week extension of the proposal due date.

Considering that this is a repeat solicitation and there have been no significant changes to requirements, VA is willing to offer a one week extension of the proposal due date. An amendment will be posted with the new due date.

23. The instructions of Solicitation 36C24518R0176 state that the “initial baseline PMP shall be submitted with the proposal” and “the PMP shall incorporate Work Breakdown Structure, Risk Management Plan, Project Schedule, Quality Control Plan (QCP) incorporating quantifiable/measurable elements; Communications/ Marketing/Promotional Plan, and Evaluation Plan to determine impact and value of TLC for users.” However, the PMP Plan requirement in Solicitation 36C24518R0040 stated that the PMP be delivered to the COR “within 30 calendar days of contract award.” In light of the fact that Solicitation 36C24518R0176 was released on June 26, 2018 and the proposal submission due date is July 10, 2018, we believe the window of time allowed to respond does not provide Offerors with reasonable time to create the mature, detailed and high-quality PMP by the time of proposal submission that the VA requires. Is the VA amenable to reinstating the original requirement to deliver the PMP within the 30 calendar days as originally stated in Solicitation 36C24518R0040?

A one week extension will be granted for submission of proposal. The PMP must be submitted with the proposal.

24. Please confirm that the 8/1/18 date in the Price/Cost Schedule table refers to the contract award date and not the coaching program launch date. We assume that the coaching program launch date is 120 days from 8/1/18.

August 1st, 2018 is the estimated contract award date.

25. The Table in Paragraph 2 shows a page limitation of 75 for Volume II of the proposal. However, Solicitation 36C24518R0040 released on 11-14-2017 allowed a page limitation of 100 for Volume II. This new requirement eliminates 25 pages from our previous proposal submission. This change in page count will result in the deletion of content from our original proposal that is needed to meet the compliance requirements. Is the VA amenable to restoring the page limitation to 100 to align with RFP 36C24518R0040?

An amendment was posted changing the page limitation from 75 to 100 for Volume II.

26. This document states that the “Offeror must include a copy of each requested Past Performance Information page with proposal submission.” Should these pages be included in Volume I or Volume II? Or as separate files?

As separate files.